Office procedure and Manual

1. Dak Register – – – – – – – 14
2. Invoice – – – – – – – 15
3. Section/Desk diary for receipts – – – – 17
4. Personal Section Diary – – – – – 18
5. Movement Slip – – – – – – 20
6. Assistants’ Diary – – – – – – 23
7. Style in notes and drafts – – – – – 32
7.1. Procedural requirements to be met while preparing/
submitting Notes for the Cabinet/Cabinet Committees/
Group of Ministers – – – – – – 32(14)
7.2 Procedural regarding preparation and submission of
papers for consideration of the Committee of Secretaries – 32(15)
7.3 Instructions on Constitution/Reconstitution of High Level
Commissions/Committees etc.- – – – – 32(16)
8. Acts, rules and instructions of a general nature to be
maintained by each section – – – – – 35
9. Specimen forms of Communications – – – – 50
10. Extracts from the Indian Telegraph Rules and P & T Manual
regarding classification and use of urgency gradings for
State Telegrams – – – – – – 50
11. Composition of the Gazette of India and instructions for
sending material for publication therein – – – 50
12. Distribution Chart – – – – – – 81
13. Typists’ Diary – – – – – – – 81
14. Issue Diary – – – – – – – 82
15. Specimen form for authentication of communications for issue 84
16. Despatch Register for postal communications only – – 86
17. Revised procedure for maintenance of Service Postage
Stamp Account – – – – – – 86
18. Stamps Account Register – – – – – 90
19. Section Despatch Register – – – – – 91
20. Statement of cases other than those of a routine nature disposed
off without reference to the Minister-in-charge – – 91
21. Essentials of a functional file index and an identifying file
numbering system – – – – – – 94
22. File Register – – – – – – – 97
23. File Movement Register – – – – – 100
24. Register for watching the progress of Recording – – 104
25. Illustrative list of records fit for permanent preservation
Para Page
No. No.
because of : – – – – – – – 105
(A) their value for administrative purposes; and
(B) their historical importance
26. Examples of titles of files and index slips – – 107 & 109
27. Precedent Book – – – – – – 110
28. Retention schedule for records prescribed in the
Manual of Office Procedure – – – – – 111
29. List of files transferred to National Archives of India/
Departmental Record Room/Sections/Desks – – – 112
30. Record Review Register – – – – – 112
31. List of files due for review – – – – – 113
32. Register of spare copies of publications, circulars, orders etc. 113
33. Results of special drives conducted on record management – 113
34. Record Requisition Card – – – – – 115
35. Statement showing particulars of receipts/cases in hand
for more than 7 days – – – – – – 123
36. Weekly arrear statement (individual) – – – – 123
37. Case sheet — – – – – – – 124
38. Numerical abstract of cases pending disposal for over a month 124
39. Consolidated numerical abstract of cases pending disposal
for over a month – – – – – – 124
40. Call book – – – – – – – 125
41. Monthly progress report on recording of files – – 126
42. Monthly progress report on review of files – – – 126
43. Consolidated monthly progress report on recording of files – 126
44. Consolidated monthly progress report on review of recorded files 126
45. Register for keeping a watch on the disposal of communications
received from Members of Parliament (for personal sections) 127
46. Register for keeping a watch on the disposal of communications
received from Members of Parliament (for sections/desks) – 127
47. Fortnightly report regarding disposal of communications
received from Members of Parliament – – – 127
48. Illustrative list of VIPs – – – – – 128
49. Details of pending Court/CAT cases – – – – 129
50. Status of implementation of Court/CAT judgement – – 129
51. Number of Court/CAT cases pendin – – – – 129
52. Register of Parliamentary Assurances – – – 130
53. Check-list for watching Receipt of incoming periodical
reports for the year – – – – – – 131
54. Check-list for watching Despatch of outgoing periodical
reports for the year – – – – – – 131
55. Inspection Questionnaire for Central Receipt and Issue Section 135
56. Inspection Questionnaire on Organisation & Methods (O&M)
For Sections/ Desks
(other than Central Receipt and Issue Section) – – 135

57. Inspection Questionnaire for Departmental Record Room – 135
58. Management Information System (MIS) – – – 135
59. Executive summary for Secretary – – – – 135
60. Matters in respect of which Departments may issue
departmental instructions – – – – – 159
61. Dispatch Register to be maintained by the Personal
offices of Ministers – – – – – – 162
62. File Movement Diary to be maintained by the Personal
offices of Ministers – – – – – – 162
63. Particulars of files given informally to the Minister – – 162
64. Procedure to be followed for processing of Reports of
Commissions/Committees and other expert bodies – – 165
65. Illustrative list of functions to be performed by the Internal
Work Study Units/O&M Units – – – – 167
66. Reports on O&M Activities – – – – – 167