Articles in this category FILE MANAGEMENT FILE MANAGEMENT Movement of files Dealing hand Section Officer Under Secretary/Branch Officer Divisional Head (DS/Dir.) JS/AS/SS Secretary Minister Standard Process Sheets 13. Standard Process Sheets - For dealing with cases of repetitive nature e.g. leave sanction, GPF Advances, HBA etc., standard process sheets may be devised by the respective Ministries/Departments. ... Level of disposal and channel of submission 14. Level of disposal and channel of submission - (i) Each Ministry/Department shall lay down a detailed scheme of delegation at all levels so that the decision making takes place at the most appropri... Guidelines for noting 15. Guidelines for noting - (i) All notes shall be concise and to the point. Additional material, if any, may be placed in the appendix. Black or Blue ink shall be used by all categories of staff and ... Modification of notes or orders 16. Modification of notes or orders - (i) Senior officers should not require any modification in, or replacement of, the notes recorded by their juniors once they have been submitted to them. Instead,... Noting on files received from other departments 17. Noting on files received from other departments - (i) If the reference seeks the opinion, ruling or concurrence of the receiving Department and requires detailed examination, such examination may ... Aids to processing 8. Aids to processing - Each section shall keep in the knowledge management system of the Department the following records/electronic records for important subjects dealt with by it: (a) precedent boo... Oral discussions 19. Oral discussions - (i) All points emerging from discussions (including telephonic discussions) between two or more officers of the same Department or from discussions between officers of different... Oral instructions by higher officers - Oral instructions by higher officers - (i) Where an officer is giving direction (including telephonic direction) for taking action in any case in respect of matters on which the officer or subordinate... Oral orders on behalf of or from Minister: 21. Oral orders on behalf of or from Minister:- (i) Whenever a member of the personal staff of a Minister communicates to any officer an oral order on behalf of the Minister, it shall be confirmed by ... Confirmation of oral instructions 22. Confirmation of oral instructions - (i) If an officer seeks confirmation of oral instructions given by his superior, the latter should confirm it in writing whenever such confirmation is sought. (... Filing of papers 23. Filing of papers - (i) Papers required to be filed will be punched neatly on the left hand top corner and tagged onto the appropriate part of the file viz. notes, correspondence, appendix to notes... Arrangement of papers in a case 24. Arrangement of papers in a case.— The papers in a case will be arranged in the following order from top downwards: (i) reference books; (ii) notes portion of the current file ending with the note ... Referencing 25. Referencing - (i) Every page in each part of the file (viz. Notes, correspondence, appendix to notes and appendix to correspondence) will be consecutively numbered in separate series on the top ri... Linking of files 26. Linking of files - If the issues raised in two or more current files are inter-connected, the relevant files shall be linked. After completion of action, the linked files be de-linked after taking... Use of urgency grading 27. Use of urgency grading - (i) The urgency grading advised are „Immediate‟, „Priority‟ and „Top Priority‟. (ii) The label „Immediate‟ will be used only in cases requiring prompt attention. Amongst t...