à m S m $ a{ a j YZ >HK ZrU àZdr ímb

JmHm HsAd`$mm A¡ CbYggYm H$B>_àmJHm Üm _ aHaSm$a «h$| $ míHVA| ma nã §mZ| o ïV `o $o `Z | I$ >HK Hm gJ ên_ XI Ÿ An$ {>nUm _ A`~V|H$gWgW{å{{VnbA|n ñï a` $o _« $ | o| & mHs Qß{`| | Ý mm o m-m ZZbI hwm a n> m horM{E: mZ mh ($ d / [ g H mñ m A ¡ C ` º V H)^ Z n a a $ W Z m a n w $ m ( ) Sm$a_ à$e hm g_Ý bom HsnþMA{ gh Hm Hmnao, I >HK | Hm, d, mm` mJ| $ h§ mX {V $_ $ [de () (i) g { p M H a { $E n g E g h A d C H ${ Z E $n W $g M mE § J wZíV $| H _rr_ {V Wm go ~m H ¥H yZ d g { Y H m § > h V mO g Y a H ${ Eg ñ g ~ { VO Z $ a O g S m $ wdm $CQa ¡ W ZmmU o b _V §§Y mHmr ¡o >H àwH,{ZHmS,à{` gd,E|rHm©VmA`__m g g~{VgMm eë$ n $o> r__ om Og $` W Ý mb| o §§Y yZ C H $n gC b Yh Ÿ go m nã ¡ &
(ii)

HEAD POST OFFICE INSPECTION QUESTIONNAIRE
1.
Take an over all view of the post office, keeping in view the customer needs as well as optimal use of resources available. Your observations, inter-alia, must specifically comment among other things on the following aspects. (a) Accommodation and the suitability of the building / premises. (b) Working environment including lighting, ventilation, approach etc. (c) (i) Ensure that a separate Information and Facilitation counter with or without MPCM is available and all relevant information for use by the public such as postal tariffs, pincodes, premium services, agency work and other matter concerning public, are available with him. Ensure that the official available at the counter is sufficiently senior and is well conversant with the work and other relevant information and is also well trained in customer care skills.

1.

(ii)

g{pM Ha {$Hm§> n ~RZ db H_Ma nmáda>h A¡ Sm$aH$ wZíV $| H $CQa a ¡>o mm $©mr `© [ð ¡ ma >HK o Hm©VmA`gJ gMmg ANrVhd{$$h A¡ JmH gV{>_ nmá $ ` W Ý §V yZ o À> a mH\ ¡ ma «h$ §wï | `© à e Uà áh Ÿ {j m ¡ &

(d) Notice of Hours of Business (e) (i) Availability of complaints and suggestions book and action taken on the complaints/suggestions recorded. In case no action has been taken on any of complaint/ suggestion recorded therein, note down its particulars. Ensure that a board indicating its availability is available in the public Hall.

( ) Hm©ìmm H$g`HsgMm K $` `na o _ $ yZ e$` ma wm wñHm I ¡ W e$`m/wmm a $ B $adB (> (i) {HmVA¡ gPdnpV$ arh Vm{HmV|gPd|n HsJ©Hm©m© L) [Hm> _ X©h Ÿ `X{$r{HmVgPdn HmB Hm©m©ZtHsJ©h,Vo a$S© | O ¡ & { Hg e$`/wm a $o© $adB h $ B ¡ m CH$ da Hm Zo> $ b Ÿ go {dU $o mQ Ha | &
(ii)

(ii)

g{pM Ha {$B g~Y_ E$gH$ ~o> nãH h° _ CbYh Ÿ wZíV $| H g §§ | H §oV mS© pb$ mb | nã ¡ &

( ) g rH m § > V © g J ê ng V mC b Yñ m H m Ü m _ a H aì d ñ Vh |Ÿ M ^ $CQa H$§V $ o W nã WZ $o `Z | I$ `pW m & (> (i) Šm^Sm _ \m©E§bI g_« H${EìdW h Ÿ N) ` §>a | $_ d oZ mJr o b `ñm ¡ &
(ii) (iii)

(f) Arrangement of all counters in a logical pattern consistent with the space available. (g) (i) (ii) Whether arrangements for keeping forms stationery in store is methodical and satisfactory ? &

Š mO g Y a H ${ En m ág » m_ ñ > e a / $ _ C b Yh ? ` ZmmU o b `© §` | QoZr\m© nã ¡ Šm\mm H$JVàmJìW Haog ~Z H${EnãH `{>b> \mm Hs ` $_] o b `o/`© $Z o Mo o b pb$ yQ{Qr $_] $ OmXh H${EC`º {{ AZB O arh Ÿ d~or o b nw$ dY nm© m h ¡ &
1

Whether availability of stationery/forms required by the public is adequate ?

(iii) Whether suitable method for keeping acount of public utility forms is being adopted to avoid misuse/wastage of forms ? 1

( ) (i) O

Hm§> E§Sm$a|Hsg\-\m©Ÿ ŠmnoQ_ñ> B g~Y_ nmáê{ $CQa d >HKm $ m$g$B & ` mñ>mQa g §§ | `© $M bV h A¡ __o_ gdXebh Ÿ oo ¢ ma mb | §oZr ¢ & ŠmOgYa H$BV_bH${Enmá\m©ñ>H _ h ?ŠmHm§> gmH/ ` ZmmU o ñom o b `© $_ Qm$ | ¡ ` $CQa h`$ n©oH {Z«h A¡ OgYa H$àZ|HmOm {Z«my©$XV h Ÿ `dj$ d_ ¢ ma ZmmU o ím $ d~ d_VndH oo ¢ & OgYa H$gWANog~Y|H$_Ë n Hm§> gmH Hm gm X Ÿ B ZmmU o m À> §§m o hd a $CQa h`$ $o bh | & g ~VHsO§ Ha {$Šmda>ZJa$|H${EHmB {efìdW h ? m $ mM $| H ` [ð m[Hm o b $o© do `ñm ¡ ŠmZJa$KoU-Ìñmr ^f _ CbYh A¡ nãH h° _ bmh Ÿ ` m[H mfmn WZ` mm | nã ¡ ma pb$ mb | J ¡ & ŠmHm©_¡ym_ZÊ>|A¡ ZJa$KoU n _ {Y©a {`m H$Awm ` $` mOX mXSm ma m[H mfm Ì | Zm[V Z_| o Zga {$mO amh Ÿ H` m h ¡ & O§ Ha {$Hm§> _ àá{HmV|H${EnW$aOQaamh A¡ ` mM $| H $CQa | m e$`m o b ¥H {ñ> I ¡ ma o {HmV g~{V`{Q H$g~{VJmH g{Y H$Ð|Hm A«{VHsOV e$`| §§Y yZ> o §§Y «h$ wdm oÝm $o Jof $ mr h& ¢ Ÿ Šm >H \ma Hs Z{V ¡>| hor ¢ ma { h§ Vo o mr O ~RH$ þ© ` Sm$ $o_ $ {`_ ~RH$ mV h A¡ `X m, m d VaI ~ ¡>| hB h| Ch [Hm> Ha Ÿ `X h, m CH$ $a [Hm> Ha Ÿ m, Ý| a$S© $| & { Zt Vo go HmU a$S© $| & B ~RHm H$Hm©¥mHsnZrmHa A¡ g{pM Ha {$à`H gPdn Z ¡>$| o $`dÎ $ waj $| ma wZíV $| H Ëo$ wm a gwMHm©m©mŸ _{V$adBho& Ad$gX©aOQaHs` g{pM HaoH${EO§ Ha {$gnQr / mH §^ {ñ> $ h wZíV $Z o b mM $| H rr>-21 g© ~m H$ Îa48KQmo o AX X {E m§ & M {b| o Cm §>§ H$ §a o X OE Ÿ g{pM Ha {$grbZXZ|{HmV|H${n>ZH$_ZÊ>nãH h° wZíV $| H ^ o-om/e$`m o ZQm o mXS pb$ mb _ à{© h Ÿ | XeV ¢ & Šmn©oH/$CQagmHm Hm ZJa$KoU-ÌH$g~Y_ àej ` `dj$Hm§> h`$| $o m{H mfmn o §§ | {{V {$mJmh A¡ n{j JB>CbYh ?ŠmHm§>,{VU Q>OrA¡ H` ` ¡ ma «eU mS nã ¡ ` $CQa da, ´oa ma ~V~H IV|H${EHmB gdgQr/wdm gH$ ~mmJmh Ÿ M ¢$ mm o b $o© {© >_JUÎm {©b Z` ` ¡ & g{pM Ha {$ŠmHm§> gmHm Hm Z_H$~O{EJ h Ÿ wZíV $| H ` $CQa h`$| $o m o ¡ X E ¢ & g { p M H a { $O g _ Ý H $_ J X © H ${ E~ o > n E ~ - ,E ~ -7, wZíV $| H Z mm` o m©eZ o b mS© a gr3 gr E ~ -103,_rm>a\m©A{ ^Ha(_Z \m© bm hEhŸ gr ZAS© $_ mX a$ Zym $_) JE þ ¢&
2

(h) (i)

Cleanliness of counters and offices. Does the Postmaster take special interest in this regard and is sensitive about this matter. Is the stock of all essential forms for use by the public available ? Are the Counter Assistants/Supervisors polite and answer to the queries of the public courteously. Counsel the Counter Assistant about the importance of good public relations. Examine if special arrangements are available for senior citizens ? Is a copy of Citizens Charter in local language available and displayed in the public hall ? Whether the work is being done as per the norms available and prescribed therein ? Examine if a separate register is maintained for forwarding the complaints received at the counter to the concerned customer care centres of the concerned unit. Whether regular meetings of POST FORUM are held and if so, the dates on which meetings were held may be recorded. If not, the reasons thereof may also be recorded. Review the minutes of such meetings and ensure that proper action is taken on each of the suggestions.

(ii)

(ii)

(iii)

(iii)

(iv)

(iv)

(v) (v)

(vi)

(vi)

(vii)

(vii) Examine the inward reference register to ensure that the replies to CPT-21 / Search Bills are given within 48 hours. (viii) Ensure that norms for all transactions / settlement of complaints are exhibited in public hall. (ix) Whether Supervisors/Counter Assistants have been trained on Citizen’s Charter and training guides are available. Have any Service Team / Quality Circles been formed for counter, delivery, treasury and SB Accounts. Ensure whether name badges have been provided to counter clerks. Ensure that a board indicating all filled up forms (Sample forms) for the guidance of public like SB - 3, SB - 7, SB - 103, Money Order form, purchase application form for KVP/NSC etc. / is available. 2

(viii)

(ix)

(x) (xi)

(x) (xi)

2.

H$` A{_{aj [no> A¡ noQ_ñ> HsAS© ~H [_H$HsnZrmHa Vm ¥nm §V ZrU amQ© ma mñ>mQa $ m>a w$ am© $ waj $| W {efêng Co Ha {$: do $ o „I $| H ($ Šm{>rZ Hmmb Ûa HsOZ db Hm©m©nU h Ÿ H) ` SdOb $`©` mm $ mo mr $adB y© ¡ & ( ) båVna n Mm Ha A¡ XI {$C n Ano dm aZ n h Hm©m©nU hoOEŸ I p~ ¡m a M© $| ma o| H Z a mH$ h§ ho a r $adB y© m m & () Š mg { VA w m A w m ZH md ñ d_ A w a h oa mh Ÿ J ` yM Zga Znb $ mV | ZgU m h ¡ & ( ) Šm{aj [no> HmHmB na A A§VhooH$HmUNm‹> {` Jmh A¡ `X K ` ZrU amQ© $ $o© ¡m ~ gJ mZ o $a >oS> Xm ` ¡ ma { Eg h,VoVZgaAXeX Ÿ om ¡ m Xwm mo | & () `X{Nb 3 dm _ {$rHm©HmHmB {efn àVybhoamÜm _ AV h L { n>o f] | Hg $` $ $o© do j {H$ m h `Z | mm ¡ A¡ V g Eg homOa h VoB n {ef{>nrhorO{EV{$nZrU ma ~ o om mZ mr ¡ m g a do QßU mZ mh mH waj à { H m rB n n A Z { e fÜ m X g o Ÿ mY$a g j a nm do `Z o H$ &

2.

Please review the last inspection report and the order book remarks of the Postmaster and specifically state : (a) (b) Whether action to be taken by the divisional office is complete. Discuss pending paras and see that action on them are completed during your stay itself. Whether the compliance as reported is actually being followed. Whether any para of the IR needs to be dropped being irrelevant now and if so order accordingly. If any particular aspect of work has repeatedly come up for adverse notice in the last 3 years and continues to be so, it should be specifically highlighted so that the reviewing authority can bestow his attention on this aspect.

(c) (d)

(e)

` XIoH${EHm§>m H$n©oUHsd©m pWVHsO§ Ha {$ŠmHm©Hm{VU h oZ o b $CQa| o `dj $ V_Z ñ{ $ mM $| H ` $` $ da {`mwm h A¡ Šmn©oH {`_ êng Vmìdma$V¡ n Hm§>m H$HmHm HsO§ Z_Zga ¡ ma ` `dj$ Z{V $ o W `h[H ma a $CQa| o $_$O $ mM Haoh VmŠm` g{pM HaoH${EgH$VndH Üm amOV h {$Hm§>m n ZH$b $V ¢ W ` h wZíV $Z o b {«`my©$ `Z I mm ¡ H $CQa| a od H m { $ mO V h ~ ë $H m B à $ a{ $ mO V h { $H m H $A ` Y $X m H $g `^ ` $_ H` mm ¡ pH $_ g Hm H` mm ¡ H $_ o Ë{H ~d o _ r h gMê ên o m go Ÿ wm$ $ g ho H$ &
4.

3.

3.

Examine the present status of supervision of the counters to see if the distribution of work is in order, if the supervisors regularly and practically check the working of the counters, if they are taking pro-active stand to ensure that the counters are not only manned but also manned to suit the peak pressure of the traffic. (a) Check the cash and stamps balances of the HO and see whether the HO account books, like treasury cash book, HO Cash Book, HO summary, SO summary, BO summary etc. are written correctly and up to date and tally. Record your specific findings. Are the balances regulated within maximum and minimum authorised limits ? If these need revision, initiate action for the same. (a) Examine if the counters are rationally arranged according to the volume of transactions and quantum of money handled etc. Have the working hours of counter transactions been increased in computerised offices ? Need for maintenance of existing number of counters in the offices where MPCMs have been introduced, may be examined. 3

4.

($ àm Sm$aHsao$S A¡ ~$` Sm${>$>|HsO§ Ha VmXI {$Šmàm H) YZ >HK $ mH‹> ma Hmm >H-QHQm $ mM $| W o| H ` YZ Sm$abI nñH$Og Q>Orao$S-h,àm Sm$aao$S-h,àm Sm$a >HK om wV| ¡o ´oa mH‹>~r YZ >HK mH‹>~r YZ >HK ga C Sm$aga eI Sm$agaA{ Rr$A¡ AV {I h Vm_bIV m, n >HK m, mm >HK m mX >H ma ÚZ bo ¢ W o mo hŸAZ{î$©a$S©$|& ¢&noZHf[Hm>HaŸ Šm~$` AY$_E§ÝyV g_ H$AX {`_ h ?`XB_ geoZHsAd`$m ` Hmm {HV d `Z_ rm o Ýa Z{V ¢ { Z| §mY $ míHV h, m CH$ b Hm©m© $| & ¡ Vo go {E $adB Ha Ÿ
(i)

(b)

() I

5.

(i)

5.

($ mMHa {$ŠmbZXZ|H$do`_A¡ gM{VY H$Awm Hm§> Hm H)O§ $| H ` o-om o mëy ma §mb Z o Zga $CQa $o V©gJ Ñï g ìdñV{$mJmh Ÿ ŠmHå`QaH$ Sm$a|_ Hm§> H$§V {> o `pW H` ` ¡ & ` $ßy>r¥V >HKm | $CQa bZXZ o Hm H$ §> ~T>E E ¢ & O Sm$a| | _rr_ w$ $ J© ¢ o-o H$ $_ o KQo ‹>m J h Ÿ {Z >HKm _ EngE eê Hs B h, dm Hm§>m Hs_¡ymg»mHm ~m aZ HsAd`$mHsO§ Ha Ÿ h§ $CQa| $ mOX §` $o ZE Io $ míHV $ mM $| &
3

( ) Š mE n g E A ¡ A ° - m Z^ a_ n` Ì |H mA Y $ _g _ V $à m J I ` _rr_ ma mZbB m m §m $ {HV rm H `o { $ mO a mh V mE _ rZ r V h ? H` m h ¡ W Eg dZ_ ¡ () ŠmHå`Qañ>ea Hmnmáñ>H CbYh ? J ` $ßy> QoZr $ `© Qm$ nã ¡ ( ) E n g E H $H m ZH a oH $_ _ o_ H m § > n A `d H p n $ì d W K _rr_ o $_ $Z o mb | $CQa a Ý ¡$ëH `ñm Šm ¡ `h?
(ii) (ii)

(b) (c) (d)

Whether MPCMs along with on-line weighing scales are being used to the maximum extent. and AMCs is current. Whether sufficient stock of computer stationery is available. In case of non working of MPCMs, what are the other alternative arrangements available at counters ?

O§ Ha {$ŠmHm§>m Hm bZXZH$ìñV g`H${EnmágZ`~mmJm mM $| H ` $CQa| $o o-o o `V_ _ o b `© wå Z` ` h Ÿ ` g{pM HaoH${EO§ A¡ Hm©m©Ha {$H_g H_H$>Hm§> ¡ & h wZíV $Z o b mM ma $adB $| H $ o $ wN $CQa gmH ^oZd$eH$X¡m CbYh|Ÿ ~H JmHm HsnMZHa Ÿ H¥` O§ h`$ mOmHm o maZ nã m & ë$ «h$| $ hm $| & $nm mM Ha {$Šm~H _b©A¡ ~H bZXZ_rm>aH${EnW$ìdW _¡y h Ÿ $| H ` ë$ og ma ë$ o-o ZAS© o b ¥H `ñm mOX ¡ & ŠmnOH¥/m© _m Hs~H ~q$ H${E{efO©m HsìdW h ? ` §r$Vngb X| $ ë$ wHJ o b do Zb| $ `ñm ¡ ($ g { p M H a { $Š mg r~ H _ b O oN > >à áH aa oh ,A Z _ bH s H) w Z í V $ | H ` ^ ë $ o a m y Q m $ h ¢ n r o $ nd->Qm©Hao XV h Ÿ `X_b Hm {$r_XHsAd`$mh,VoCo_g y©N§>B $H$ oo ¢ & { oa $o Hg X $ míHV ¡ m g m _qJgÝ> H$g~Y_ gMmX Ad Ad`$_Xàm Ha Ÿ ob oQa o §§ | yZ | Wm míH X XZ $| & ( ) Šm~H _b©Oon ^Ooh C_ à{V Hm{Z{I homh Ÿ I ` ë$ og m Ì oV ¢ Z| ofr $ n bm mV ¡ &
(iii)

Examine whether the counters are flexible for peak hours transactions. Also examine and take action to ensure that at least some counter assistants are available during the lunch periods. Have bulk customers been identified ? Please check whether separate arrangements for bulk mailers, and bulk transactions MO exists. Are special journals provided for bulk booking of registered/parcel articles ? (a) Are all the bulk mailers, who are availing of discount are presenting their mail presorted ? In case any help is required by the mailer, he may be informed about the mass mailing center or necessary help be provided. (b) Whether bulk mailers are presenting the letters having PIN written on addresses. Whether the existing arrangements for clearance of cash from the counters by the treasurer periodically is in accordance with the needs and whether it is working, and if not, the reasons thereof should be enquired and set right. The security arrangements for cash and stamps and valuables in the counters should be specifically checked and any short comings found should be reviewed during the period of your stay. If possible initiate correcting action on the spot.

(iii)

ŠmHmf{HmrÛa AdY$êng Hm§> g Z$rHsŠraÝ H${E_¡ym ` $omY$a mm m{H $ o $CQa o HX $ b`¡g o b mOX ìdW Ad`$mH$Awm h A¡ Šm` g$ h A¡ `XZt VoBH$HmU| `ñm míHV o Zga ¡ ma ` h \b ¡ ma { h, m go $am HsO§ Ha A¡ BoRr$Ha Ÿ Hm§>m n ao$S,Sm${>$>|VmA`_ëdZ $ mM $| ma g >H $| & $CQa| a mH‹> >H-QHQm W Ý y`m dVA|HsgamìdW HsO§ Ha Vm`XHmB H_ nB OV h,VoAZ dm ñwm $ wj `ñm $ mM $| W { $o© $r m© mr ¡ m no h§ a Z H $X ¡ m h C H sn Z r mH a Ÿ ` Xg ^ h o V oñ bn h g Y a Ë H ho o maZ r Z$ waj $| & { §d m, m W a r wmm_$ Hm©m©$|& $adBHaŸ
6.

grHm§> bZXZ|Hs3 {ZnrmO§ Ha (míH Zth {$à`H bZXZHm 3 ^ $CQa o-om $ X aj mM $| Ad`$ h ¡ H Ëo$ o-o $o {ZO§mOE Vmg{pM Ha {$a{`§eX|E§AHm Xom _ ñï {I J©h E§à{ Hs X mM m) W wZíV $| H mem ãm d §$| mZ| | n> br B ¢ d má $ H m m b à Vñ ï E §n > r h Ÿ C n V a I _ h ñ ï ê ng b rh V mb Z X ZB { f H $`©` { n> d RZ` ¡ & g a mr-wa n> $ o J ¡ W o-o g d`$ {`m H$Awm {$ OV h Ÿ Z_| o Zga HE mo ¢ &
7.

6.

Make test checks of all counter transactiosn for at least 3 days (not necessary that every transaction should be checked for these 3 days) and ensure that the amounts are written in both words and figures and legibly, that the office copy of the receipts are clear and legible, that the requisite date stamps are impressed clearly and distinctly and the transactions are carried out according to Rules on the subject. (a) (b) Are there any mechanical aid in the office ? Is the prescribed register maintained properly and being checked daily by PM/APM and the amount handed over to the Treasurer under proper receipt ?

($ ŠmHmmb _ HmB `§Ì$Cñ$ h Ÿ H) ` $`©` | $o© m{H nHa ¢ & ( ) Šm{Y©a aOQaCM T§ g amOV h A¡ noQ_ñ>/h`$noQ_ñ> I ` Zm[V {ñ> {V >J o I mm ¡ ma mñ>mQagmH mñ>mQa Û a à V X B H sO § h oa rh V mY a { g w M a r H $g WH m f { H m r mm {{ Z g $ m M m h ¡ W Z m e _ { V g X o m $ o m Y $ a Hm g¢r mr ¡ & $o mn OV h Ÿ
4

7.

4

() Xom| r>m Hs w$ $ aq> A¡ {Nb {Z $ A{_ rSJ $| d XI {$ o mZ| J mZo _Qa| $ eê Hs rSJ ma n>o X Hs §V aq> Ha E§ o| H ` Xom Rr$T§ g A«ma HsOV h§& >H >J o Jg[V $ mr ¡ ( ) {Nb {aj g `ÑÀ>$AYan MaVaI MZ A¡ XI {${Za_ E$Ì K n>o ZrU o mpNH mm a m mr| w| ma o| H X^ | H{V a{ Rr$ o I J© ¡ W Sm$a o IV («$HJ mñ>O _ Ho{>> $ J© ¡ & me >H g ar B h Vm >HK H$ mo \¢q$ noQo) | «$SQ Hs B h Ÿ (> Š m{ $ m n X J ©g r_ r m H $A J _{ $ m oH m^ J m A V h Ÿ { N b L) ` H a E a r B ^ e Z | o { « H a ` $ w V Z Ú Z ¡ & n > o {aj Hs{{ g `ÑÀ>$AYan MZ$ {$moHs10_rm HsO§ Ha Ÿ ZrU $ VW o mpNH mm a wHa Ha` $ eZ| $ mM $| & ( ) `ÑÀ>$AYan 10 __m HsnrmO§ Ha A¡ XI {$\¢q$ _r IV M mpNH mm a mb| $ aj mM $| ma o| H «$HJ eZ mm ~ r( $ b - )V m\ ¢ q $ _ r [ H m > ~ H ( $ b -3)_ O ma { ` §{ b rh h Hm_5 W «$HJ eZ a$S© w$ Hm_ | _ mem _V ¢ E§BHsIVo _ Rr$g {I hB h Ÿ {$m n b J©A¡ {O V¡ n àmJHs d Z$ mm§ | >H o bV þ© ¢ & HaE a r B ma Zr ma a `o $ J©\¢q$ _rm HsAJAJO§ Ha Ÿ B «$HJ eZ| $ b-b mM $| & (> Šm\¢q$ _r H$g~Y_ àágr^Jmm Hsar|{Y©a Err _ h A¡ N) ` «$HJ eZ o §§ | m ^ wVZ| $ gX Zm[V gO-67 | ¢ ma ŠmCh gwM T§ g bI~ {$mJmh ? ` Ý| _{V >J o omÕ H` ` ¡ ( ) {aj AY$a Hm noQ_H$~H n CbYNm H$gX©_ _h A¡ {>$>Hs O ZrU {Hmr $o mñ>m© w$ a nã >n o §^ | wa ma QHQ $ O§ HarM{EVmHQr\QrSm${>$>|A¡ _hm HsnZ n{©horM{EŸ mM $Z mh W $>-$> >H-QHQm ma wa| $ w: yV mZ mh & Cog`g`n hB nZ n{©n noQ_ñ> Ûa HsJ©Hm©m©n AZ a`XZ g _-_ a þ© w: yV a mñ>mQa mm $ B $adB a nr m or M{EA¡ AZ {aj [no> _ BoXmZ M{EŸ {ên$A¡ {VU_hm H$ mh ma nr ZrU amQ© | g e©m mh & d$H ma da wa| o AVa$gQm Hsñ>H pWVHs^ grmhorM{EŸ {aj AY$a Hm {[º ¡>| $ Qm$ ñ{ $ r _j mZ mh & ZrU {Hmr $o M{E{$d XI {$Om-$tñ>å H$gbJ_rm HmàmJhomh,dm AVa$ mh H h o| H h§Hh Q¡n ¡§{§ eZ| $ `o mV ¡ h§ {[º Sm©arOE& >B I m
8.

(c) Compare the opening readings of the meters with the closing reading of the previous day and see that these have been correctly brought forward. (d) Select at random four dates since the last inspection to see if the amount of the days collection of franking postage has correctly been arrived at and credited to the Post Office (Franking Postage) Accounts. (e) Are payment of advance rentals in respect of all the hired machines upto date ? Test check 10 credits selected at random since the date of last Inspection. (f) Test check 10 cases selected at random to see if the amount of advance postage as shown to have been deposited in (Column-5 of) the Franking Machine Ledger and (Column-3 of) Franking Machine Record Book tallies and that the same has correctly been taken into account. This check may be exercised separately in respect of hired and privately used Franking Machines. (g) Are receipts for all payments received in respect of Franking Machines issued in the prescribed form ACG-67 and are they properly accounted for ? (h) Inspecting officer should examine all seals and stamps with reference to impresssions obtained on book of postmarks and arrange replenishment of worn out stamps & seals. He should comment on the action taken by the Postmaster on periodic replenishment and reflect in his IR. The stock position of spare sets of obliterators and delivery stamps also should be reviewed. The Inspecting officer shall see that spare dyes are kept in office where stamps cancelling machines are used.

($ n - o > { d UV mS m $H $h m © a b ~ / Q r a_ J ]H $_ Ü _g A Z / m o H) Ì n Q r d a W > H o d B / o / g ñ > _ m m o m ` o m o O Z H$gWgWHm H$g`H$ZoQgA¡ CbYdHpn$gYm H$g~Y_ hE o m-m $_ o _ o m{> ma nã ¡$ëH mZ| o §§ | þ ZrV {Hmm HsOZ$a H$gX©_ {Y©a Sm$VmN§>B gM HsO§ Ha dZ_ d$g| $ mHmr o §^ | Zm[V >H W >Qm© yr $ mM $| VmXI {$: W o| H (i) (ii)

8.

(a) Examine the Due Mail and Sorting list by cross references to Letter Box statement and Notice of Hours of Business in conjunction with the local timings of arrival / departure of air / rail / bus / steamer modes of transmission and with the knowledge of latest developments regarding availability of alternative mode of conveyance to see :(i) (ii) Whether a better mode of conveyance can be utilized. Whether timings can be changed to improve the mail arrangements better in respect of receipt and dispatch of bags.

Š md ZH ${ $ r~ h ag Y H mC ` o { $ mO g $ mh Ÿ ` h o Hg oV mZ $ nmJ H` m HV ¡ & ŠmWb|Hsà{ A¡ àf H$g~Y_ Sm$ìdW _ gYabZ H${Eg` ` ¡m $ má ma oU o §§ | >H `ñm | wm mo o b _ _ naVZ{$mO g$mh Ÿ | [d© H` m HV ¡ & Šmn-oQ`|g {HmrJ©ga Sm$gwM àfm g g~YHsO g$rh Ÿ ` Ìn{>m o Z$b B mr >H _{V oU| o §§ $ m HV ¡ &
5

(iii)

(iii) Whether all mails cleared from the letter boxes can be suitably connected to the proper dispatches. 5

(iv)

{aj AY$a Hm XImM{E{$ŠmSm$Hs_Ì A¡ ~Q HsXa Hm XIohE ZrU {Hmr $o oZ mh H ` >H $ mm ma r> $ yr $o oV þ {nhmdhm HsìdW Hao n-o> Hs{HmrHm`§Ì$Ha {$mO g$m V{` mZ| $ `ñm $H$ ÌnQr $ Z$g $ m{Hs$U H` m HV h {goSm$HsN§>B H${EAY$g`{bgo Ÿ ¡ Og >H $ >Qm© o b {H _ _ H$ & ` Hm©m©HaohE{aj AY$a Hm _Zeº Og Sm$Mag,SmH`, h $adB $V þ ZrU {Hmr $o md{$ ¡o >H nmr >{$o Jmr Sm$gd${VUE|>A{ Hsg»mHm^ Üm aZ M{EA¡ Sm$H$ «_U >H oH da OQ mX $ §` $ r `Z Im mh ma >H o VdV {n>ZHm g{pM HaohECH${$$`rT§ g B>_C`o n Üm r«_ ZQm $o wZíV $V þ Zo H\mV >J o ïV nmJ a `Z XZ M{EŸ om mh & B O§ _ A`~V|H$gWgWn-oQ`|H${Hmrg`HsC`ºV Hm ^ g mM | Ý mm o m-m Ìn{>m o Z$g _ $ nw$m $o r XImM{EVmB ~VHs^ O§ HarM{E{$Šmn-oQ`|Hs{HmrOg oZ mh W g m $ r mM $Z mh H ` Ìn{>m $ Z$g ¡o E ~ ß o ² g( _ EE §~ )A { H sg w M ì d W h Ÿ br bQ> g` d r mX $ _{V `ñm ¡ & ($ O§ Ha {$ŠmnAam©noQ_ñ> Ûa nrUn->H _ SmHaSm$ H) mM $| H ` rmAB/mñ>mQa mm aj ÌSm$ | >b$ >H Mag Hs{`_ O§ HsOV h Ÿ nAam©HsSma H$gX©_ O§ Ha nmr $ Z{V mM $ mr ¡ & rmAB $ >`r o §^ | mM $| {$d nrUn {`_ êng Sm$_ Sm aoh Ÿ H o aj-Ì Z{V $ o >H | >b h ¢ & ( ) O§ Ha {$ŠmSm$Wb|Hs gaj A^j ìdW nmáh Ÿ I mM $| H ` >H ¡m $o w{V {am `ñm `© ¡ &

(iv) Inspecting officer should see whether the letter box clearance can be mechanized by providing three wheelers considering the volume of mails and distance of beat in order to provide more time for sorting of mails. Note 1 : While doing this exercise the Inspecting officer should also keep in view the available manpower like mail peons, postmen, GDS mail deliverer etc. and optimize their utilization ensuring expeditious disposal of mails. This examination should also, inter-alia, involve the examination of suitability of clearance timings of letter boxes and whether proper arrangements for checking clearance of letter boxes like LB plates (Hour A & B) exist.

{>nr1: QßU

{>nr2: QßU

Note 2 :

(v)

(v) (a) Examine whether the checking of the mail-peons is regularly done by posting test letters by PRI/Postmaster. With reference to diary of PRI, check that they are posting test letters regularly. (b) Examine whether the arrangements for safe custody of mail bags is adequate.

9. {aj AY$a Hm AZ {aj H$X¡m H_g H_E${ZgrWb|HsO§ Har ZrU {Hmr $o no ZrU o maZ $ o $ H X ^ ¡m $ mM $Z M[E{$Wb {Y©a Sm$N§>B gM H$Awm h,gwM êng _h~Xh,grb`ñm H$ mh H ¡o Zm[V >H >Qm© yr o Zga ¢ _{V $ o wa§ ¢ h ú WZ o {EA¡ {Z {$r{b~H${Y©a g`H$Awm h,HmB Wb JVJV`HmZth A¡ Z b ma ~m Hg då o Zm[V _ o Zga ¢ $o© ¡m b §ì $ h ¡ ma h JVSm$a_ A Jmh Vm`XEg hA ho VoCMaËH Hm©m©H$gWCH${î$©Hm r b >HK | m ` ¡ W { om þm m, m nmm_$ $adB o m go ZHf $ Co {aj [no> _ Ha &CoàVX B Wb|HsO§ H${Ear{Y©a Ì{>npV$ Hm ^ „I ZrU amQ© | $| g {{Z Z ¡m $ mM o b I Zm[V wQ-wñHm $o r XImM{E{$ŠmB g~Y_ gr{fm n Ad`$Hm©m©HsJ©h Ÿ {aj AY$a Hm oZ mh H ` g §§ | ^ d`| a míH $adB $ B ¡ & ZrU {Hmr $o S m $H $J Và f / b _ J g S m $^ O oA ¡ A `{ $ r^ A Z { V mH $n EO Z n C H s >H o b oUJV m© o >H oZ ma Ý Hg r {`_V o m mo a g$ O § H a rM { EA ¡ { a j H $X ¡ m h C n C M a Ë H H m © m ©H a rM { EV mB H m mM $Z mh ma ZrU o maZ r g a nmm_$ $adB $Z mh W g$ Co AZ {aj [no> _ HamM{EŸ „I nr ZrU amQ© | $Z mh & 10.

9.

The Inspecting officer during his inspection should check at least for one day, all the bags to see whether the bags are received as per Due Mail Sorting List, with proper seals, for correct destinations, as per times prescribed without delay, and any bag is missent / misrouted to the post office and record his findings together with remedial actions in IR. He should also check up prescribed error books maintained for the examination of such bags daily and examine if action has been taken on all the points. He should examine to see if there are any mis-sending / mis-routing / any other irregularity and take remedial action during inspection and reflect the same in his IR.

10.

(a)

($ X{H ~J~H HsO§ Ha A¡ AZ gV{>Ha {$~H H$dgVmZb Eao H) ¡Z$ ¡ w$ $ mM $| ma nr §wï $| H w$ ¡Zm W ro `_b Wb|H${E{Y©a Awm AJAJarJ©h§E§AVo Wb|Hsdñ{H g»m ¡m o b Zm[V Zga b-b I B ¡ d §ef ¡m $ mVd$ §` g_bmm¡& ooIVhŸ ( ) {Y©a Wb gM H$Awm Sm$aH${E{Y©a nmY¥VWb efkn Hs I Zm[V ¡m yr o Zga >HK o b Zm[V «{H$ ¡m o mZ $ O§ Ha A¡ XI {$ŠmefHm {Y©a T§ g geoY/ZV{$mJmh A¡ mM $| ma o| H ` o $o Zm{V >J o §m{V{` H` ` ¡ ma AZ gV[>Hab {$d Rr$T§ g {Y©a {$ J h Ÿ nr §wï $ | H o >H >J o Zm[V HE E ¢ &
6 (b)

Examine the Day bag book and satisfy yourself that the book is maintained properly as prescribed separately for canvas and Blue airmail bags and that closing balance agrees with physical count of the bags. Examine the memo of authorised bag balance fixed for the office according to the Due Bag list and see whether the balances have been revised / fixed in the prescribed manner and satisfy yourself that they have been fixed correctly. 6

() XI {$Sm$aHmAVo {Y©a AY$_g_ H$AX h A¡ AZ gV{>Ha J o| H >HK $ §ef Zm[V {HV rm o §a ¡ ma nr §wï $ b {$Sm$aAY$_g_ g AY$Wb aZ HmAX Zth Ÿ | H >HK {HV rm o {H ¡o Io $ mr h ¡ & ( ) Srrm A¡ BH$`~AoH$~Mg`oH ìdW HsO§ Ha A¡ g{pM Ha {$ K >~Ao ma go yrm o r §mO$ `ñm $ mM $| ma wZíV $| H ` gVoà h VmgßgWb|H$àf Hm ÝyV amOV h Ÿ ` ^ XI {$ o §mfX ¢ W ab ¡m o oU $o `Z_ I mm ¡ & h r o| H gßgA¡ H_rdb Sm$a|H$~MÝmgJ {VUamOV h Ÿ B ~Vn ab ma $V mo >HKm o r ``§V da I mm ¡ & g m a ^ Üm X {$Wb|Hsà{ A¡ d{g eK E§gVoà h Ÿ r `Z | H ¡m $ má ma mnr r« d §mfX ¡ & (> ŠmSm$aHmàmrX{H npV$ Hm àVX XImh ?Šmd àVX Wb|Hs L) ` >HK $ ^a ¡Z$ wñHm $o {{Z oV ¡ ` h {{Z ¡m $ dñ{H O§ Hamh ?XI {$X{H Wb nñH _ ZM {Y©a àmn {` mVd$ mM $V ¡ o| H ¡Z$ ¡m wV$ | ro Zm[V _UÌ Xm Jmh A¡ {ZHsgmán Wb ef[no> h ao ^O OV h Ÿ ` ¡ ma X $ _{ a ¡m o amQ© a mO or mr ¡ & ( ) {Y©a Wb gM Hmg`n Ha A¡ XI {$` AV arJ©h A¡ Sm$ M Zm{V ¡m yr $ ËmZ $| ma o| H o ÚZ I B ¡ ma >H/ Sm$agŠZH$nËo$gQ HsE$àVSrrm/rrm Hm ^O OV h Ÿ >HK/oe o «`H ¡> $ H { >~Aog~Ao $o or mr ¡ & (> XI {$~Hm/a_ `o`Wb|HmaOQaRr$T§ g amOV h Ÿ C_ HsJ© N) o| H o$__åV m½ ¡m $ {ñ> >H >J o I mm ¡ & g| $ B àdï`| $ ^ O§ Ha Ÿ {{>m Hs r mM $| & ( ) AZ gV{>Ha {$Ad`$mm H$Aw$ Wb|Hmñ>H na h Ÿ O nr §wï $| H míHVA| o Zên ¡m $ Qm$ ym ¡ & ( ) XI {$Wb|Hm naZ [Hm> aZ H${EàmJZt{$mOV h Ÿ P o| H ¡m $o wmo a$S© Io o b `o h H` mm ¡ & (m XI {$ ` Sm$ $ _Ì H$ Zga r d^ nHm H$ ¡m Hm «mJ H` OV h Ÿ Ä) o| H Šm >H Hs mm o Awm h {{Þ «$a o Wb| $ n`o {$m mm ¡ &
11.

(c)

See that the closing balance of the office is within the maximum prescribed and satisfy yourself that the office is not in the habit of retaining bags in excess of the maximum. Examine the linking arrangements made between the DBO and its UBOs and ensure that these are satisfactory and that the transmission of surplus bags is kept to the minimum. See that judicious distribution has been made between surplus and deficit office. Also see that the recoupment or withdrawal of bags is quick and satisfactory. Does the in-charge of the office daily check the entries in the Day book ? Does he make a physical check up of bags on hand every day ? See that the prescribed certificates have been given at the foot of the day bag book and also see that the bag balance report is sent daily at the close of the day. Verify the Due bag lists and see that these are kept corrected upto date and also see that one copy in respect of each set of mail / office / Section is sent to DBO / CBO. See that the registers fo unservicealble / repairable bags are maintained properly. Also check the entries made there in. Satisfy yourself that the stock of bags is sufficient to meet the requirements. See that the bags are not used for keeping old records. See whether different types of bags are used according to quantum of mails.

(d)

(e)

(f)

(g) (h) (i) (j)

N§>B H$, >Qm© mo A¡ N§>B gmH H$ $_ $ O§ Ha A¡ XI {$ ` B_ gYa >Qm© og N§>B AaI ma >Qm© h`$ o Hm Hs mM $| ma o| H Šm g| wm {$mO g$mh Ÿ XI {$Šm: H` m HV ¡ & o| H ` (i)

11.

($ n-o> A¡ {Y©a Wb| $ N§>B Rr$ o $ J© ¡ ma o ¡m h Ÿ H) ÌnQr ma Zm[V ¡m Hs >Qm© >H g Hs B h A¡ ` V`a ¢ & ( ) ŠmAY$Wb|n-oQ`|Hm V`aHaoHmA¡M`h Ÿ I ` {H ¡m/Ìn{>m $o ¡m $Z $ m{Ë ¡ & () XI {$Šm{$rWb/ÌnQrHm ~XHaoHsOa h Ÿ J o| H ` Hg ¡on-o> $o § $Z $ éV ¡ &

Examine the sorting case, sorting diagram and the work of the sorting assistant with a view to check and improve it . See that :(i) (a) (b) (c) LBs and prescribed bags are correctly sorted and prepared. Whether there is justification of preparation of more bags/LBs. See if any bag/LB requires discontinuation.

(ii) (iii)

HsJ©N§>B HsJUÎmVmH$ HmgwM Aa§$ Ÿ $ B >Qm© $ wdm W og $ _{V jmHZ & àVoZ{$mOV h VmA`© eë$àáE§Sm$eë$ZbrdVA|n Ha {bI H` mm ¡ W nmá wH m d >H-wH J ñwm a $ bmmOV h Ÿ J` mm ¡ &
7

(ii) Quality of sorting done and proper lettering of the case. (iii) That transcription is done and insufficiently and unpaid articles are taxed. 7

(iv)

($ _h g\,ñï E§n>r h Ÿ H) wa m$ n> d RZ` ¡ & ( ) naZ A¡ Q>> _h ~b OV h Ÿ I wmr ma yQr wa Xr mr ¡ & () ñ>å A¡ _h H$Z gQm H$àn H${E_§-Ì{`_ êng noQb J Q¡n ma wa o E o>| o mU o b mJn Z{V $ o mñ> gë BSpQ>b $oma{> gomQr b_>S, bJT Hm ^O OV h Ÿ rg §>ñ´` HmAnoQd mg`> {{Qo> Ar‹> $o om mm ¡ & ( ) HmrñmrH$ñ>å nS ANrhb _ h¡V{$_h Hsn>r Nm A K $b `h o Q¡n ¡> À> mV | § mH wa $ RZ` >n m g$& HŸ o (> ñ>å A¡ _h Hm h ao g\ {$mOV h A¡ {Z^ àmJ_ bZ eê L) Q¡n ma wa $o a mO m$ H` mm ¡ ma X a `o | mm w$ {$ OZ g nb ñ>å ~H _ BHsn>r Nm b OV h Ÿ HE mo o ho Q¡n w$ | g$ RZ` >n r mr ¡ &

(iv)

(a) Stamping is neat, clear and legible. (b) Old and worn out stamps are replaced. (c) Indent for procurement of fresh set of stamps and seals are sent regularly to the Postal Seals Industrial Cooperative Society Ltd. Aligarh. (d) Black Ink Stamp pads are in good condition, so that legible stamp impression can be obtained. (e) Stamps and seals are cleaned everyday and their legible impression is taken in stamp books at the beginning of the day before putting them in use for the day.

(v)

H$>~XWb|HsO§ Ha A¡ XI {$ŠmBHsH^-$rO§ HsOV h Vm wN § ¡m $ mM $| ma o| H ` Z$ $rH^ mM $ mr ¡ W Ì{>npV$ _ BH$ [U_| $o mQ {$m mm ¡ W Xom g N§>B gmH Hm wQ-wñHm | go namm Hm Zo> H` OV h Vm mf| o >Qm© h`$ $o AJ Ha` OV h Ÿ dV $mm mm ¡ & àf g`{b|Hm gwM êng V`a{$mOV h Ÿ oU _ ~m $o _{V $ o ¡m H` mm ¡ & ŠmN§>B H$ AaIHm dk{H êng V`a{$mJmh A¡ BH${>m V$ ` >Qm© og mo $o ¡mZ$ $ o ¡m H` ` ¡ ma go NÐ| H AgZ g nþM O g$mh Vm` Sm$a|H${E{•§HVh¡E§Wb ~Sr_Ì mmr o h§m m HV ¡ W o >HKm o b Mm{$ § d ¡o ‹> mm _ Sm$àáHag$oh &B ~VHs^ O§ Ha {$Aabm A¡ C nSmg | >H m $ HV ¢ g m $ r mM $| H mEAo ma Z ‹>or Sm$a|H${E{efìdW HsJ©h,{Zo {EJV^O J Wb {Y©a h§Ÿ >HKm o b do `ñm $ B ¡ OH$ b b oo E ¡o Zm[V ¡ & nrUO§ Ha {$ŠmN§>B gmH n-oQ`|g g`n {HmrHamh Ÿ aj mM $| H ` >Qm© h`$ Ìn{>m o _ a Z$g $V ¡ & b b h r Z b A ¡ n b n - o Q ` |H s{ H m rO og _ Ý ,ñ m r ,_ m J m m, a, rr ma rr Ìn{>m $ Z$g m mm` WZ` hZa| A¡ aOmrMZm H${Eh,{b ZtX OV h Ÿ ma mYZ ¡b| o b ¡ _m h r mr ¡ & ñ` Sm$aH$AZ nm Hm AJ{$mOV h A¡ ab_bgd Hmmb H$ d§ >HK o no Ì| $o b H` mm ¡ ma o o om $`©` o hVo H${Z Bh {VUH${E^O OV h Ÿ ñjn o ~m Ý| da o b om mm ¡ & g{pM Ha {$Sm$aÛa Qr> N§>B (h§E$g AY${VUSm$ah) wZíV $| H >HK mm >Sr >Qm© Om H o {H da >HK ¢ gwM à$ag horh A¡ bI ~J~qJ`{Q Og ^ __mho Ûa N§>B _{V Hm o mV ¢ ma om ¡/¡J yZ> ¡m r mb m, mm >Qm© ~SbgwM T§ g ^O OV h Ÿ §> _{V >J o oo mo ¢ & nSmg gH$m H${EnW$nW$gH$daWb/§> V`a{$ OV h V{$ab ‹>or {©b| o b ¥H-¥H {©bm ¡o~Sb ¡m HE mo ¢ mH o _bgd Hmmb _ àW_$N§>B H${Z h {ñ¥ N§>B H${E{f-ñw o om $`©` | m{H >Qm© o ~m r dVV >Qm© o b d`dV CbYhoŸ nã m &

(v)

Check some of the closed bags and see if checks are made sometimes, results noted in the error book and defects brought home to the sorting assistant. Despatch time bills are prepared properly. Whether the sorting case diagram has been prepared scientifically and pigeon holes easily accessible; are earmarked for offices and bags receiving the largest quantum of mails. Also examine if specific provision has been made for RLO and neighbouring post offices for which missent bags have been prescribed. Test check if the sorting assistant clears the letter box of the office in time. LB clearance of red, green, blue & yellow letter boxes meant for general, local, Metro & Rajdhani Channels postings are not mixed. Whether letters meant for office itself are separated and sent for delivery without intervention of RMS office. Is TD Sorting being performed by the office (where more than one delivery office) and sorted bundles are properly sent through account bag/bagging unit as the case may be ? Separate circle wise bags/bundles are prepared for neighbouring circle so that contents are available for detailed sorting without preliminary sorting in RMS Office. Is the register prescribed for monitoring the posting of Regd. Newspapers maintained upto date with reference to the lists of renewals/fresh registrations/ cancellation etc. received from the Divisional Head. Are the entries in the registers authenticated by Head of the Office / Supervisor ? 8

(vi) (vii)

(vi) (vii)

(viii) (ix)

(viii) (ix) (x) (xi)

(x)

(xi)

(xii)

(xii)

12.

(a)

12.

($ Š m{ > r Z à w g à áZ r $ U Z n O H a / Z ñ r $ UA { H sg M H $ H) ` S d O b _ I o m d H a / E § r $ U { a V H a m X $ y r o gX©_ nOH$ gmm nm Hsnoñ>JHm _ZQaHaodb aOQaam §^ | §r¥V _Ma Ì| $ mpQ§ $o mr> $Z mm {ñ> I O V h Ÿ ŠmaOQaHsàdï`§Sm$aàw/`dj$Ûa àmU h ? m m ¡ & ` {ñ> $ {{>m >HK _In©oH mm _{V ¢
8

( ) {aj HsVaIHm àánOH$ gmm n Hsnoñ>JHsnrUO§ Ha A¡ I ZrU $ mr $o m §r¥V _Ma Ì $ mpQ¨ $ aj mM $| ma g { p M H a { $a O Q aH $g X ©_ n O H a A V h V mg m m n H $g W wZíV $| H {ñ> o §^ | §r$U ÚZ ¢ W _Ma Ì o m gb_Q Hm Nm‹>$ HmB A`Aw¾$ZtbmmOV E§Om-$tSm$eë$ ßr¢> $o >oSHa $o© Ý ZbH h J` mm d h§Hh >H-wH bmh,d Rr$h Ÿ J ¡ h >H ¡ & () ŠmSm$eë$H$nd ^Jm H${Z nOH$ gmm nm Hsnoñ>JHmOm J ` >H-wH o y© wVZ o ~m §r¥V _Ma Ì| $ mpQ¨ $ _ IV {`_ êng AV {$mOV h Ÿ XI {$Sm$eë$HsdyrH${E mm Z{V $ o ÚZ H` mm ¡ & o| H >H-wH $ gb o b {b{Y©a Awm V`a{$ OV h A¡ à$e$Ûa {pM gV{Z|H$AX ~ Zm[V Zga ¡m HE mo ¢ ma HmH mm ZíV m Xm o §a CHm^Jm Ha{` OV h Ÿ ` ^ XI {$OmIV _ n{{>m H$g_o g$ wVZ $ Xm mm ¡ & h r o| H _ mo | «dï`| o mZ ^Jm Hm{dUXm` Jmh Ÿ Šmgra{ H${E{Y©a Awm {Šm[Qr wVZ $ da e©m ` ¡ & ` h me o b Zm[V Zga g`oa> àáHab J©h ? m $ rB ¡

(b)

Test check posting of registered newspapers received on the date of Inspection to ensure that their registrations are current with reference to register, that there is no enclosure in or with any newspaper except supplements as prescribed and that postage wherever suffixed is correct. Is deposit account in respect of posting of Registered Newspapers without prepayment of postage regularly updated ? See that the bills for recovery of postage are prepared as prescribed and paid by the publisher within stipulated period of seven days. Also see whether the payment particulars are reflected against the entries in the deposit account. Whether the security for correct amount have been obtained as prescribed ?

(c)

{VU da
13.
(i)

DELIVERY
13.
(i) Examine list of bags due, the contents of some of the bags received and particularly paid and accountable letters with the postmen. For the period of your inspection get the figures from each postmen and test check some, if you like to assess the workload to see if any revision is required. Does your at random check of articles with postmen reveal case of repeated delay ? If so probe deeper. Check the trend of amount of postage taxed and realised and whether articles are returned after making proper remarks ? Do you feel that Postmaster does make as much collection as possible ? If it indicates a trend, which shows that the amount of unpaid realised in the normal days is lower than the one ascertained on the date of inspection, probe deeply disaggregating the figures postman wise to pinpoint the postman / postmen responsible for lower collection. Remedial measures should be taken after counseling and adopting other measures for improvement of the revenue.

àm Sm$aHm {bodb Wb|HsgM,àm Sm$a_ àáH$>Wb|Hm YZ >HK $o _Z mo ¡m $ yr YZ >HK | m wN ¡m $ {dUA¡ noQ_ZHm {efêng ^Jm {$ J E§bIX`nm HsO§ Ha Ÿ da ma mñ>¡ $o do $ o wVZ HE E d omo Ì| $ mM $| & AZ {aj HsA{ H$X¡m `XAnHm©m Hm_ëmHZ` XIoH${E no ZrU $ dY o maZ { m $`^a $ y`§$ h oZ o b HamMh {$ŠmB_ HmB geoZAoj h VonoQ_Zg BH$A§$Soàá $Z m| H ` g| $o© §mY n{V ¡ m mñ>¡ o go mH‹> m Hao H$>HsZymO§ Ha Ÿ noQ_ZH$ngCbY_m Hs`ÑÀ>$O§ _ $H$ wN $ _Z mM $| & mñ>¡ o m nã X| $ mpNH mM | Š mb m m { b ~H $H m B _ _ og _ oA Eh A ¡ ` Xh §V oB H sJ ZO § ` JVa d§ o $o© mb mZ m ¢ ma { m m g$ h mM Ham§& $dEŸ bm J VmdyoJ Sm$_gbHsa{ Hsà¥Î HsO§ Ha Vm_m Hm JE E W gb E >H hy $ me $ d{m $ mM $| W X| $o CM {>nrH$gWdn b¡> X Ÿ ŠmAn_ggHaoh {$noQ_ñ> gJh {V QßU o m mg mQm | & ` m hy $V ¢ H mñ>mQa §«U H $h g ^ à m H a oh Ÿ ` XB _ E g à ¥ Î { I { $g _ Ý { Z |_ { Z o a §d `g $V ¢ & { g| or d{m Xo H mm` Xm | ~m ^Jm HsdyrJ©a{,{aj Hs{{ Hm g{pM A§$Sm HsVbm_ H_ wVZ $ gb B me ZrU $ VW $o wZíV mH‹>| $ wZ | $ h Voà`H noQ_ZH$A§$Sm Hm AJAJHaohEBHsÜmndH O§ Ha ¡ m Ëo$ mñ>¡ o mH‹>| $o b-b $V þ g$ `Zy©$ mM $| VmH_gJh HaoH${ECmX` noQ_ZnoQ_Z|Hm {efêng {ph W $ §«U $Z o b Îamr mñ>¡/mñ>¡m $o do $ o MÝV Ha Ÿ nme HaoH$~Xh,aOd_ gYabZ H${ECMaËH Cmm{$ $| & a_© $Z o m r mñ | wm mo o b nmm_$ n` HE OZ M{E Ÿ mo mh§ & XI {$ŠmàáhB na Sm${VU_ e{bHab J©h Ÿ o| H ` m þ© yr >H da | m_ $ r B ¡ & Sm$H$hV§a aOQaHsO§ Ha Ÿ >H o ñmVU {ñ> $ mM $| & Šmàm Sm$a Sm$aN§>B Hm©Haamh ? ` YZ >HK, >HK >Qm© $` $ h ¡ N§>B noQ_Z $ ~Q N§>B kZ $ nrU mM $| & >Qm© mñ>¡ Hs r> >Qm© m Hs aj O§ Ha Ÿ ŠmSm${>$>{ên _r|CbYHaB J©h VmRr$g Hm Haarh Ÿ ` >H-QHQ d$U eZ nã $m© B ¢ W >H o $_ $ h ¢ &
9

(ii)

(ii)

(iii) (iv) (v) (vi) (vii)

(iii) See whether all the mails received are included in the delivery. (iv) Check the transfer register of mails. (v) Is HO doing Post Office sorting ?

(vi) Test check the beat sorting knowledge of sorting postman. (vii) Whether stamp-cancelling machines have been provided and working properly. 9

14.

($ noQ_Z|Hsg»m ~Q HmA¡M` CbYg`H$AX noQ_ZÛa na Sm$ H) mñ>¡m $ §`, r> $ m{Ë, nã _ o Ýa mñ>¡ mm yr >H Hm{VUHaog~Y CHsg^ìVA| {{ÞnoQ_Z|A{ Ûa {Va nm $ da $Z §§r Z$ §m`mm, d^ mñ>¡m mX mm d{V Ì| Hs_Ì H$_oO àm Sm$a|H${VUjÌ{Hm _§~Q H$J> Hm{aj $ mm o ÔZa YZ >HKm o da omY$a o r> o RZ $ ZrU Ha Ÿ {aj AY$a Hm B g~Y_ nAam© noQ_ñ> VmnoQ_Zg $| & ZrU {Hmr $o g §§ | rmAB, mñ>mQa W mñ>¡ o {Ma{_©Hao ~Q H$J> g g~{V{$r^ nHm Hs{HmVHm{da dm-de $H$ r> o RZ o §§Y Hg r «$a $ e$` $ ZmU HamM{EVmOm V$hogo {aj H$X¡m h B g~Y_ AXeOa {$ $Z mh W h§ H m H$ ZrU o maZ r g §§ | mo mr HE OE Ÿ d ^a _Ì _ Sm$àáHaodb gñmm,gJ>m A{ Hm {ph HaJ m§ & h mr mm | >H m $Z mr §WA| §RZ| mX $o MÝV $|o Vm rmAB d mñ>mQa| $o Zo XJ {$ o Z §WA| ~H _b© $o mñ> W nAam© noQ_ñ>m Hm {Xe |o H d B gñmm, ë$ og Hm noQ~Š/mñ>~J{$m n bZ H${Eà[VHa Ÿ mgnoQ ¡ HaE a oo o b oa $| & ( ) {{Þ_rm HsMa{{`|HsO§ Ha {$ŠmnoQ-mŠ,noQ ~JH$Z_ Hs I d^ hZ| $ m VWm $ mM $| H ` mñ>~°g mñ> ¡ o mo $ a{ Hsdyr qSm {VU{>$>|A{ HmbI-mI Rr$g amJmh Vm me $ gb, d>o da QHQm mX $ omOom >H o I ` ¡ W aOQa_ àd>{$ J noQ-mg| noQ ~J| qSm {VU{>$>|A{ Hm {ñ> | {ï HE E mñ>~Šm, mñ> ¡m, d>o da QHQm mX $ { d UR r $g { ` J mh V mC H sn Z r m{ ` _ ê ng H sO a rh Ÿ da >H o Xm ` ¡ W Z$ waj Z{V $ o $ m h ¡ & () ` ^ XI {$ŠmnoQ~Š VmnoQ ~JH$Ya$|Hm A{ Hsgmág nb J h r o| H ` mñ-mg W mñ> ¡ o mHm $o dY $ _{ o ho ZoQg^O OV h Vm` ^ O§|{$ŠmA~{>m Z C ZoQg|HsndrX h Ÿ m{> oo mo ¢ W h r mM H ` m§Q`| o Z m{>m $ mV r ¡ & ( ) ` XIoH${EnrUO§ Ha {$C noQ-mg|VmnoQ ~J|H$Ya$Oo K h oZ o b aj mM $| H Z mñ>~Šm W mñ> ¡m o mH m BHmZr$UZtHaoh,d AmY¥Vêng n-oQ`|g Sm$Hm{VUZb Z$ dHa h $V ¢ o à{H$ $ o Ìn{>m o >H $ da o aomŸ hh|&

14.

(a)

Examine the constitution of beats in the delivery jurisdiction of HOs keeping in view the number of postmen, the rationale of beats, the possibility of postmen able to delivery of all mails within the time available, the quantum of letters delivered by different postmen etc. The inspecting officer should discuss this with PRIs, Postmaster and Postmen and redress any grievance regarding constitution of beats and issue orders in this regard as far as possible during inspection itself. He can identify institutions, organizations etc. receiving mails in bulk and direct PRIs and Postmasters to contact the institutions, bulk mailers, organizations etc to hire post box/post bags. See for four dates in different months that credits of recovery towards postbox, post bags, window delivery tickets etc. have been properly accounted for and the particulars of post boxes, post bags, window delivery tickets etc., entered in the register are reviewed regularly. Also see whether notices have been given to the holders of post boxes and post bags before the date of expiry of the period and also check whether the notices have been acknowledged by the allottees. Test check to see that past holders of post boxes and post bags who fail to renew, do not take delivery of mails through letter boxes unauthorisedly.

(b)

(c)

(d)

O gn© {aj (rmAB)HsSma HsO§ Ha VmCg dnoQ_ñ> g CH$ Z §H$ ZrU nAam© $ >`r $ mM $| W Zo mñ>mQa o Zo Hmm g g~{VO§ d{Xe|H$~a _ {Ma{_©Ha Ÿ ŠmnoQ_ñ> Ûa n AaAB Hs $`] o §§Y mM Zom o mo | dm-de $| & ` mñ>mQa mm r m m© $ gdA|Hmna C`o {$mO amh Ÿ omm $ ym nmJ H` m h ¡ & Sm$a o wS> MZ hE «_U >H gd$ da E|>|noQ_Z| o ~Q H$ d^ ñmm >HK g O‹>o wo þ Jmr Sm$ oH {VU OQm/mñ>¡m H$ r> o {{Þ WZ| HsAHp_$O§ ` g{pM HaoH${EHa {$_m Hm{VUeKV E§{`_ êng ho $ m$ñH mM h wZíV $Z o b $| H X| $ da r«m d Z{V $ o m amh Ÿ ~Q H$H$>MZ hEnm g {Z|ìmg{H VmAdg`Xom à$aH$noh| g BHs h ¡ & r> o wN wo þ V| o O_ `dm`$ W mmr mZ| Hm o V m, o g$ n{>H${EnNVN Ha Ÿ BHmCo AZ [no> _ {efêng Ha Ÿ wï o b y>m> $| & g$ „I nr amQ© | do $ o $| & ` XI {$noQ_ñ> VmgmH noQ_ñ> {VUSm$Hsà{,~Q N§>B Vm h o| H mñ>mQa W h`$ mñ>mQa da >H $ má r> >Qm© W {VUHmnrU{$Z A{ _ Haoh Ÿ ` XI {$ŠmAÎ nm n Hm©m©Rr$à$ag Hao da $ aj HVr dY | $V ¢ & h o| H ` Xm Ì| a $adB >H Hm o $H$ C n à m b m mJ mh V mJ V^ O J n m H m R r $à $ ag n Z à { V{ $ mO a mh Ÿ ` Z a ^a J` ` ¡ W b oo E Ì| $o >H Hm o w: of H` m h ¡ & h XI {$ŠmnoQ_ñ> {efêng {aj n Üm X aoh VmnoQ_Z|Hm Mñ-w$V~mo o| H ` mñ>mQa do $ o ZrU a `Z o h ¢ W mñ>¡m $o wVXêñ ZZ V mA w m ZH s^ d mO J VH a o_ g W h Ÿ W Zeg $ mZ m¥ $Z | _© ¡ &
10

15.

15.

Look into the diaries of Public Relations Inspector (PRI) and talk to them and the postmaster about the checks and directions of their work. Does postmaster make an effective use of the PRI ? Make surprise check at various places in the beats of selected GDS Mail Deliverer / Postmen attached to office to ensure that the articles are delivered promptly and regularly. Make enquiries to confirm the same from a few selected addressees on the beat both commercial as well as residential. Mention the same specially in your report. Look into how often the postmaster and APM delivery carry out the checks on receipt of mails, beat sorting and delivery. See if the unpaid letters are properly attended to and taxed and missent letters properly redirected. Is the postmaster particular about inspection and smart out turn of the postmen and their sense of discipline ? 10

16.

16.

17.

17.

a O Q > e V mn g b{ V Ug m H ,_ r m > a^ J m g m H V m_ ë X `g m H H $ {ñ´oZ W m© da h`$ ZAS© wVZ h`$ W y`o h`$ o Mb aOQaXI Ÿ ` XI {$ŠmhVja à{`§VmndVm,{Z {VUhB aOQ>H$ _| my {ñ> o| & h o| H ` ñm[V mám W m{`§ ~m da þ© {ñ´r¥V X Vm_ëX`g_« ^Oodb ì{$H$à{Vhoodb Y grg`g ^O Jmh VmCHsar W y`o mJr oZ mo `º o of mZ mm Z h _ o om ` ¡ W g$ gX g~{VgmH H$ngCbYh Ÿ §§Y h`$ o m nã ¡ & { V Ue K V g h oB V `H m Ü m _ a V h E ` ^ _ Ë n U h { ${ V UH mg ` da r«m o m g Ï $o `Z | Io þ, h r hdy© ¡ H da $ _ `m©mH$AYan {Y©a {$mOEVmWb|Hm IoZ,Ch AJHao C n _oabm$ WWV o mm a Zm{V H` m W ¡m $o mbo Ý| b $Z, Z a mh JHa C H sN § > B H a o_ b ^ { $ Z g `H sA d ` $ mh ,B g n Ü m a mO Z M { EV m` X Z$ >Qm© $Z | JJ HVo _ $ míHV ¡ Z ~ a `Z I mm mh W { B_ HmB gYag^ ho VoB n noQ_ñ> Vm{VUñ>\ H$gW{Ma{_©Ha dCh§ Z| $o© wm §d m, m g a mñ>mQa W da Qm$ o m dm-de $| Ýo CM AXeX Ÿ {V mo | &
20. 19.

18.

18.

Look into the working register of registration and parcel delivery

assistants, MO paid assistant and VP assistants. See whether signed receipts and acknowledgements, registered articles returned undelivered and cash for remittance to the sender of VP articles are promptly made over under receipt to respective assistants.

19.

It is important to review that delivery timings are fixed realistically

with due regard to quick delivery and what time is required to open, separate, stamp and sort letters. If any improvements are possible, discuss them with the postmaster and delivery staff and order them.

noQ_ZHsnpV$ HsO§ Ha VmXI {$ŠmC_ Rr$g àdï`§HsJ©h Vm mñ>¡ $ wñHm $ mM $| W o| H ` g| >H o {{>m $ B ¢ W {efêng B ~Vn ^ Üm X {$noQ_Z|Ûa {Z ^Jm hEVmbIX`g_« H${VU do $ o g m a r `Z | H mñ>¡m mm ~m wVZ þ W omo mJr o da _ {$Z Vn h Ÿ Ad[VhEaOQS©ngb| _ëX`g_« Vm_rm>aH$^Jm Hao_ | HVo Ëa ¢ & {Va þ {ñ>> m©m, y`o mJr W ZAS© o wVZ $Z | ŠmHmB Amm`V`g_oAV h ?`Xh§ VoŠmnoQ_ñ> BHm gbmoH${EAZ _» ` $o© g_Ý Ï mZ mo ¢ { m, m ` mñ>mQa g$o wPZ o b no w` noQ_ZVmnAam©HsgdA|HmC`o Haoh ? mñ>¡ W rmAB $ omm $ nmJ $V ¢ H¥`XI: $nmo|(i)

20.

Examine the Postmen’s book to see they are properly written and

particularly how effective is their delivery of unpaid and accountable articles. Does the rate of nondelivery of registered parcel, VP and payment of money orders present any abnormal features ? If so does the postmaster utilize Head Postmen and PRIs to rectify matters ?

21.

21.

Please check up (i) Whether addressee instructions (temporary and permanent) are kept properly classified and filed. (ii) Whether book of addressees instructions regularly written and updated. (iii) Whether beat instructions register is maintained properly, initials of postmen in token of having seen revised addressees are obtained and instructions are acted upon by all concerned. (iv) See whether Mail Offices are preparing triplicate registered lists for RBs, where prescribed. (v) See whether Regn. Delivery branch has been computerized. If so, whether it is functioning properly. (vi) Examine the complaints received on wrong delivery, nondelivery and remedial action taken by Postmasters. 11

Šmà{V {Xe§ (ñmrdñmr HmRr$g du$UHao \mb_ bmm ` ofr Z}mo AW` W`) $ >H o JHa $H$ $B | J` Jm¡& `hŸ Šmà{V {XenpV$ _ {`_ êng àdï`§HsOV h§A¡ Ch AV ^ ` ofr Z} wñHm | Z{V $ o {{>m $ mr ¡ ma Ý| ÚZ r ~mmOV h Ÿ Z` mm ¡ & Šm~Q Awo aOQaHma-IdRr$g {$mO amh,à{V geoZ|Hm ` r> ZXe {ñ> $ Iam >H o H` m h ¡ ofr §mYm $o XIbZ H$~XŠmnoQ_ZH$AÚab {EJ h Vmg~{V|Ûa Awom Hm o oo o m ` mñ>¡ o mj o b E ¢ W §§Ym mm ZXe| $ AwmZ{$mO amh Ÿ Znb H` m h ¡ & XI {$Om {Y©a {$mJmho dm _bHmmb Aa~ H${EaOQS©gM o| H h§ Zm[V H` ` m, h§ o $`©` m r o b {ñ>> yr HsVZàVm V`aHaamh Ÿ $ r {`§ ¡m $ h ¡ & XI {$ŠmaOQ>e {>ra eI HmHå`QaHa hoJmh,`Xh§VoŠmd o| H ` {ñ´oZ Sbdr mm $ $ßy>r$U m ` ¡ { m m ` h CM êng Hm©Haamh Ÿ {V $ o $` $ h ¡ & JV{VUVm{VUZhoon HsOZ db {HmV|VmnoQ_ñ> Ûa Hs b da W da mZ a $ mo mr e$`m W mñ>mQa mm $ J©CMaËH Hm©m©HsO§ Ha Ÿ B nmm_$ $adB $ mM $| &
11

(ii)

(iii)

(iv)

(v)

(vi)

bI om
{>nr: QßU
{Nb g`n H$~Xg {{Þ_rm _ à`H _ 4 {{`|H${aj _ {å{{V n>o ËmZ o m o d^ hZ| | Ëo$ | VWm o ZrU | ZZbI _m HsO§ Ha Ÿ _JX© E§{ñ¥ OZ$a H${EXI IS VIIInð 141na X| $ mM $| & m©eZ d dVV mHmr o b o| §> ¥> ¡m 239Y a 1g 37 ,S m $ a{ a j $B g ~ Y_ A r H H m g m V à m H a mm o >HK ZrH g §§ | Yj$ $o h`m XZ $ g $ mh V m` { f A © m f H g ` n V md { © ${ a j E §g ` n ,X o m HV ¡ W h d` Õd{©$ ËmZ W mfH ZrU d ËmZ mZ| H$X¡m Hd {$mO g$mh Ÿ o maZ $a H` m HV ¡ &

ACCOUNTS
Note : The following items are to be checked for 4 dates each in separate
months since last verification. For guidance and detail see Vol. VIII Page-141 para 239 clause 1 to 37. The IPOs can assist the Suptd. and this section is to be covered both during the half yearly verification and the annual inspection cum verification.

Z$rVmSm${>$>|Hm~$` HX W >H-QHQm $ Hmm
22.

CASH AND STAMP BALANCES
22.
(a) Check and note each item of cash, postage stamps & stationery and non postage stamps etc, verify cash balance and stamp balances and certify the correctness of the balances on the relevant records and also see whether stock of each denomination of stamps is adequate and in good condition. The stamp balance register should be verified with basic records like invoices of receipt and despatch. The Inspecting Officer should see through random check that the weekly statement of balances are prepared accurately and sent to Superintendent in time and follow up action taken as advised by the Superintendent. The register of cheques should be examined for 4 dates in different months one day for each month to see that all the cheques received are cleared without delay and accounted for. Check ACG-9 and ACG-10 for 4 selected dates and check whether transactions have been properly accounted for. Mention dates and amounts in IR.

($ Z$r Sm${>$>| W ñ>ea d mZ mñ>O Q¡n mX $o mQ Ha§ CHs mM H) HX, >H-QHQm Vm QoZr Z° noQo ñ>å A{ Hm Zo> $o d Z$ O§ Ha Ÿ Z$refVm~$` {>$>|Hmg`n Ha,g~{V[Hm> n ~$` Hs $| & HX o W Hmm QHQm $ ËmZ $| §§Y a$S© a Hmm $ geÕmàmU Ha VmXI {$Šmà`H _ëd©HsSm${>$> nmá_Ì _ §wV _{V $| W o| H ` Ëo$ y`J $ >H-QHQ| `© mm | VmANrhb _ h§Ÿ ~$` Sm${>$>|H$aOQaHmg`n à{ Vmàf W À> mV | ¡ & Hmm >H-QHQm o {ñ> $ ËmZ má W oU ~O$|H$_b[Hm> H$gWHabZ M{EŸ {aj AY$a Hm `XpNH O§ rHm o y a$S© o m $ om mh & ZrU {Hmr $o m¥À>$ mM g ` XIbZ M{E{$~$` Hsgá{H {dU Rr$à$ag V`aHao o h o om mh H Hmm $ mmh$ dar >H Hm o ¡m $H$ g `g A r H H m ^ O O a rh V mA r H H sg m H $A w m C n A w V _ o Yj$ $o or m h ¡ W Yj$ $ bh o Zga g a Zdu Hm©m© $ O ar ¡ & $adB Hs m h h Ÿ ( ) MHm H$aOQaHsO§ Ma{{Þ_rm Hs{{`|g HsOZ M{E à`H I ¡$| o {ñ> $ mM m d^ hZ| $ VWm o $ mr mh, Ëo$ _h_ E${Z` XIoH${EHsOZ M{E{$àáhEgrMHm HmgmmY m | H X h oZ o b $ mr mh H m þ ^ ¡$| $ _eoZ {Z {b~H${$mOV h VmCh grIV _ SmmJmh Ÿ ~m d§ o H` mm ¡ W Ý| h mo | >b ` ¡ & () 4MZ hB {{`|H$Err9VmErr10 HsO§ Ha VmXI {$ŠmbZ J wr þ© VWm o gO- W gO- $ mM $| W o| H ` oXZHm grIV _ SmmJmh Ÿ AZ {aj {no> _ {{`|HmCo Ha Ÿ o $o h mo | >b ` ¡ & nr ZrU amQ© | VWm $ „I $| &
(b)

(c)

à m S m $ aH mg a YZ >HK $ m
àm Sm$aHmgab Vm{{Þ_rm Hs4MZ hB {{`§ _ {å{{V_m Hs YZ >HK $ m | W d^ hZ| $ wr þ© VWmo | ZZbI X| $ O§HaomM$§:
(i) (ii)

HEAD OFFICE SUMMARY
23.
Take the Head Office Summary and check the following items for 4 selected dates each in different months. (i) (ii) Undisbursed pay and other amounts in deposit. Telephone and Telegraph traffic credits. 12

23.

{ Z { V a h A d V V mO m_ A `a { ~m d[V þm oZ W _ | Ý me Qor$o Vm m nam Ho{>> >b\mZ W Va [`V «$SQ
12

(iii)

"r Vm"r ef]H$AV© Hsàdï`|HsO§ Ha VmXI {$ŠmHmB a{ ~' W g' rm o ÝJV $ {{>m $ mM $| W o| H ` $o© me à{ Hs{{ Hm h IV _ SmrO g$rW Ÿ má $ VW $o r mo | >b m HV r & ŠmZ$rHm IV g ~h aZ Hsà¥Î h ? ` HX $o mo o ma Io $ d{m ¡ XI {$ŠmIm/$> hEZo>Hm {`_ êng ~b O amh Ÿ o| H ` a~\Qo þ mQ $o Z{V $ o Xm m h ¡ & ŠmZo>{Zodb _r§ CbYHaB J©h Vmd Rr$g Hm Haarh Ÿ ` mQ JZ mr eZo nã $m© B ¢ W o >H o $_ $ h ¢ & Z$rHag Zo>|Hm nMZoHsìdW HsJ©h Ÿ Hb $|r mQm $o hmZ $ `ñm $ B ¡ &

(iii) Check entries under heads B & C to see if any amounts could have been brought to account on date of receipt. (iv) Is there a tendency to keep money out of account ? (v) Check whether soiled/torn notes are being replaced regularly.

(iv) (v) (vi) (vii)

(vi) Whether currency-counting machines have been provided and working satisfactorily. (vii) Arrangement to check fake currency notes.

C S m $ aV me I S m $ aH mX { H I V V m n >HK W mm >HK $ ¡Z$ mm W C S m $ aV me I S m $ aH mg a n >HK W mm >HK $ m
24.

SO and BO daily Accounts and SO and BO Summaries
24.
(a) Compare the entries in the BO & SO Daily accounts with corresponding entries in the BO & SO summaries for atleast four selected dates at random in different months. Also test check important items like cash and stamps in transit. Check up whether the financing of the BOs and SOs are done properly, adequately and on time, specific attention is paid to clearance of surplus as also timely supply of cash for clearance of liabilities both for Money Order payment and Savings Bank withdrawals. Please see that there is no bottleneck in the matter. Check the stock of IPOs, all cash certificates including KVP, giftcoupons etc., pass books of all types of Savings Accounts with reference to the relevant records viz. stock register, invoices of receipts and invoices of despatch, acknowledgements etc. since last verification whether they are maintained properly and destroy and write off the spoiled ones. Also see that the Postmaster is carrying out the physical verification of stock of Pass books every month.

($ C Sm$aVmeI Sm$aH$X{H IV|Hsàdï`|HsVbm{{Þ_rm H) n >HK W mm >HK o ¡Z$ mm $ {{>m $ wZ d^ hZ| HsH_g H_MaMZ hB {{`o n eI Sm$aA¡ C Sm$aH$gaH$gW $ $ o $ m wr þ© VWm§ a mm >HK ma n >HK o m o m Ha Ÿ gW_ Z$rdSm${>$>|HsQ>§O>Og _ËnU _m Hs^ nrUO§ $| & m | HX >H-QHQm $ ´m{Q ¡r hdy© X| $ r aj mM H| $Ÿ a& ( ) XI {$ŠmeI Sm$a|dC Sm$a|Hm Y grà$ag nmáên_ g`g I o| H ` mm >HKm n >HKm $o Z h Hm o `© $ | _ o { ` O a mh ,Š mg ß ga { H s{ H m rV m_ r m > a^ J m d~ V~ H Xm m h ¡ ` ab me $ Z$g W ZAS© wVZ M ¢$ à`hU|Xom à$aHsX`mm H${EZ$rHsAn{©g`g HsO arh Ÿ Ëmam mZ| Hm $ oVA| o b HX $ myV _ o $ m h ¡ & H$` XI {$B __o_ HmB AS>ZZA arh|Ÿ ¥nm o| H g mb | $o© ‹>M m h m &
25.

(b)

(i)

25.

(i)

g~{V[Hm>]AmVñ>H aOQa à{`|H$~O$Vmà{{`|H$~O$| §§Y a$Sm W© Qm$ {ñ>, mám o rH W ofVm o rHm, ndVm A{ H$gX©_ ^ar noQbAS©m,{$m {Hm nm,{â>H$Z| m{`| mX o §^ | mV` mñ> m>a| HgZ d$g Ì| JQ ynm A{ grà$aH$~VIV|Hsngw$|H$ñ>H HsO§ {Nb g`n H$~X mX ^ Hm o M mm $ m~Hm o Qm$ $ mM n>o ËmZ o m g Ha VmXI {$ŠmCHma-IdRr$g {$mO amh VmIm hoMH$ o $| W o| H ` Z$ Iam >H o H` m h ¡ W a~ m wo ñ>H Hm Z> $| W ~omo | >b Ÿ Qm$ $o ï Ha Vm ÅIV _ Sm| &
(ii)

(ii)

` ^ XI {$ŠmnoQ_ñ> ngw$|H$ñ>H Hmg`n à`H _h_ Haaoh§? h r o| H ` mñ>mQa m~Hm o Qm$ $ ËmZ Ëo$ m | $ h ¡
26.

d©H$X¡m C Sm$a|Ûa àm Sm$aHm b¡>EJ ~Vnm Hsd[©H {dU Hs f o maZ n >HKm mm YZ >HK $o mQm E M Ì| $ mf©$ dar $ O§ Ha Vm` XI {$ŠmnoQ_ñ> Z C n CM Hm©m©Hsh Ÿ àm Sm$a|_ ao mM $| W h o| H ` mñ>mQa o Z a {V $adB $ ¡ & YZ >HKm | I Eg- - VmEg- H$gX©_ C Sm$a|Hs{d{`|_ HsJ©àdï`|Hmg`n Ha Ÿ Zr12 E W Zr12 o §^ | n >HKm $ daUm | $ B {{>m $ ËmZ $| & ( > H K ~ V~ H { ` n ñ H I S - &H m{ ` 7) Sm$a M ¢$ Z_ wV$ §>& $ Z_
13

26.

Examine the annual statements of certificates returned by the Sub Offices to the Head Office during the year and see that necessary action has been taken by the Postmaster on them. Verify entries in the statements of sub offices with NC-12a and NC-12 registers maintained in the Head Office. (Rule 7 of POSB Manual Vol. II) 13

27.

{Nb {aj g JS©\mb|_ ao{$m {Hm nm Vmaï>`~Vnm HsIr H$ n>o ZrU o m> $Bm | I HgZ d$g Ì| W m´r M Ì| $ aX o {EàáhEAdXm _ H$>Hsg~{V[Hm>]AmVñ>°$aOQa {J_aoZ_mVmàm b m þ moZ| | wN $ §§Y a$Sm W© QmH {ñ>, Z© mOmM W YZ Sm$agaH$g~Y_ O§ ` XIoH${EHa {$: >HK m o §§ | mM h oZ o b $| H (i)

27.

Check a few applications of purchase of savings certificates for KVP and NSC (VIII Issue) kept in the guard files since the last inspection with respect to connected records viz. stock register, issue journal, and HO summary to see that :(i) (ii) The amount has been invested by those only authorised under the respective rules of certificates. The applications for purchase of certificates are kept serially numbered in the respective guard files.

H $ bC ì { $ m Û a { d e{ $ mJ mO o{ $~ Vn m H $g ~ { V{ ` m H $ od Z `º`| mm Zo H` ` m H M Ì| o §§Y Z_| o AV© à{H$ h Ÿ §JV mY¥V ¢ & ~Vn Ir H$AdX g~{VJS©\mb_ Z~daaoJ h Ÿ M Ì aX o moZ §§Y m> $B | §am I E ¢ &

(ii) (iii)

{{Þ_rm Hs{$h Ma{{`|HsnrUO§ Ha VmXI {${deHsJ© d^ hZ| $ HÝt m VWm $ aj mM $| W o| H Zo $ B a{ Hm nYZSm$a_ grIV|_ SmmJmh Ÿ ` O§ g~{V[Hm>]AmV me $o «m >HK | h mm | >b ` ¡ & h mM §§Y a$Sm W© I r H ${ EA d X ,{ J _a o Z _ m ñ > H a O Q a à m S m $ aH mg a aX o b moZ Z© mOmM, Qm$ {ñ>, YZ >HK $ m, nYZSm$aHsao$S nñH H$gX©_ HsOZ M{EŸ «m >HK $ mH‹> wV$ o §^ | $ mr mh & ( m ´ r ~ Vn VIIId §{ J _H ${ ` 4V m{ $ m { H m n { ` m b H m{ ` 6) aï>` M Ì m Z© o Z_ W HgZ d$g Ì Z_dr $ Z_ {Nb {aj H$~Xg {{Þ_rm HsMa{{`|_ aï>`~Vn ( d§{J_ n>o ZrU o m o d^ hZ| $ m VWm | m´r M Ì VIII m Z©) Vm{$m {Hm nm dnb H${J_|H$HmB ^ A`Z$r~Vnm H$^Jm aoZ_m Hs W HgZ d$g Ì| ho o Z©m o $o© r Ý HX M Ì| o wVZ mOmM| $ O§ ` HaoH${EHa {$Šm: mM h $Z o b $| H ` (i)

(iii) Test check four dates in different months to see that the amounts invested have been correctly accounted for in the HO This check may be carried out w.r.t. relevant record, viz., applications for purchase, issue journal, stock register, HO summary, HO cash book etc. (Rule 4 of NSCs- VIII issue & Rule 6 of KVP Rules)

28.

28.

^Jm HsJ©a{ ñ$_H${E`m{Y©a g~{Vàdmm H$Awm ^Jm wVZ $ B me Hs o b W Zm[V §§Y mYZ| o Zga wVZ HsOZ db a{ g _bIV h Ÿ $ mo mr me o o mr ¡ & g~{VIr AdXm n CM {>nrX©HsJ©h Ÿ §§Y aX moZ| a {V QßU O $ B ¡ & B {{`|n a{ Hm àm Sm$aH$gaVmàm Sm$aH$ao$S ~r_ gr Z VWm a me $o YZ >HK o m W YZ >HK o mH‹> h | h à$ag àma {$mJmh Ÿ Hm o ^[V H` ` ¡ &

Test check discharge journals of NSCs (VIII issue) and KVP and any other cash certificates of earlier issues for four dates in different months since the last inspection in order to see that :(i) (ii) The amounts paid tally with the amounts payable as per provisions laid down in the relevant rules of the scheme. Suitable remarks are recorded on respective purchase applications and

(ii) (iii)

29.

{{Þ_rm HsMa{{`|H$B{a {Hm nm§H$^Jm aoZ_m HmnrUO§ d^ hZ| $ m VWm o §Xm d$g Ìo o wVZ mOmM| $ aj mM ` XIoH${EHa {$: h oZ o b $| H (i) (ii)

(iii) The amounts have been correctly charged in the HO summary, HO cash book on these dates.

29.

Test check discharge journal of IVPs for four dates in different months in order to see that :(i) The journals are prepared in the correct manner. The number of IVPs discharged tally with the entries made in the Issue & discharge register of IVPs.

aoZ_mgrVro g V`a{$mJmh Ÿ mOmM h aH$ o ¡m H` ` ¡ & ^Jm {$ J B{a {Hm n {J_E§^Jm hEB{a {Hm nm H$aOQa wVZ HE E §Xm d$g Ì Z© d wVZ þ §Xm d$g Ì| o {ñ> _ Hs B àdï`| o o IV h Ÿ | $ J© {{>m g _b mo ¢ & ^Jm {$ J B{a {Hm nm Hs me $o «m Sm$a o ga o gr mm _ Smm wVZ HE E §Xm d$g Ì| $ a{ Hm nYZ >HK H$ m _§ h IV| | >b Jm¡& `hŸ ( > H K ~ V~ H { ` n ñ H I S Ÿ &H m{ ` 57) Sm$a M ¢$ Z_ wV$ §> & $ Z_
14 14 (ii)

(iii)

(iii) The amount of IVPs discharged have been correctly accounted for in the HOs summary. (Ruel 57 of POSB Manual Vol. II)

XI {$Hmf{HmrHsao$S ~rHma-Idgrà$ag {$mO amh Vm~r_ o| H $omY$a $ mH‹> h $ Iam h Hm o H` m h ¡ W h | d grà{`|Hm X©Haoh VmgmHm Hm {EOZ db grnHm H$Z$r^Jmm n o ^ mám $o O $V ¢ W h`$| $o X mo mo ^ «$a o HX wVZ| a noQ_ñ> Z AÚa{$ h Ÿ mñ>mQa o mj HE ¢ &

30.

30.

See that the Treasurer’s Cash Book has been correctly kept and he takes all receipts in the book and that the Postmaster has initialed all cash payments to the Assistants.

Hmf{HmrHsngw$ $omY$a $ m~H
31.

TREASURY PASS BOOK
31.
(a) Has the Postmaster kept the treasury pass book properly himself and got all entries signed by the treasury officer. Investigate into propriety of cancellation if any. Refer to the Treasury Officer all cases of entries not signed by him. Have the Bank credit / debit-scrolls relating to HOs/SOs been received and posted in the respective registers ? Whether these registers are being checked daily by Disbursing Officer ? Whether proper action has been taken in case of any discrepancy noticed, and if so mention the final out come of the discrepancy. In cases of serious nature, take up investigation under intimation to Regional / Circle Office. Whether the re-conciliation statements are being submitted regularly to DA(P) ?

($ ŠmnoQ_ñ> Z Hmf{HmrHsngw$grà$ag AZ ngarh Vmgr H) ` mñ>mQa o $omY$a $ m~H h Hm o no m I ¡ W ^ àdï`|n Hmf{HmrH$hVj {Eh Ÿ a HaoH$A¡M``XHmB h§,Vo {{>m a $omY$a o ñma b ¢ & Ô $Z o m{Ë { $o© mo m CHsNm~ZHa Ÿ C grn{{>m n {ZaHmf{HmrH$hVj Zthooh, g$ >Zr $| & Z ^ «dï`| a On $omY$a o ñma h mZ ¢ HmChgX^V$|& $oÝ|§{©HaŸ ( ) Šmàm Sm$a|C Sm$a|g g~{V~H Ho{>>So~>ñ«mbàáhEh Vm I ` YZ >HKm/n >HKm o §§Y ¢$ «$SQ/>{Q H$° m þ ¢ W g~{VaOQa_ Ch X©{$mJmh?Šmg{VUAY$a Ûa B aOQa| §§Y {ñ> | Ý| O H` ` ¡ ` §da {Hmr mm Z {ñ>m HsO§ ao horh ? $ mM mO mV ¡ () HmB MH ZaAZ n ŠmC __on CM Hm©m©HsJ©h Vm`XEg h Vo J $o© y$ O mo a ` g mb a {V $adB $ B ¡ W { om ¡ m C MH HmA{_nam ŠmamBHmCbIHa Ÿ J^aà¥Î H$__m _ g y$ $ §V [U_ ` h g$ ëo $| & §r d{m o mb| | CHsNm-r Ha VmCHsgMmaObgH$ Hmmb Hm X Ÿ Z$ >Z~Z $| W g$ yZ rZ/{©b $`©` $o | & ( ) Šmgmm {d{`§{Xe$bI (>H)Hm {`_ êng ^O O arh§? K ` _YZ daUm ZoH om Sm$ $o Z{V $ o or m h ¡

(b)

(c)

(d)

noQ_ñ> HmVb-Ì mñ>mQa $ wZn
32.

POSTMASTER’S BALANCE SHEET
32.
(a) Please check the cash book and the Postmasters balance sheet for at least one day for each month since last inspection to see whether cash book is written correctly and Postmasters balance sheet is prepared correctly and signed by the Postmaster. Check whether delegation of powers exists for writing the cash book and if so whether the correct person(s) to whom the power has been delegated only write the cash book. Check whether the daily verification of various transactions items by SBCO - In charge is made or not. 15

($ {Nb {aj H$~Xg à`H _h_ H_g H_E${Zao$S ~rVmnoQ_ñ> H) n>o ZrU o m o Ëo$ m | $ o $ H X mH‹> h W mñ>mQa H$Vb-ÌHsO§ ` HaoH${EXI {$Šmao$S>~r_ Rr$à$ag o wZn $ mM h $Z o b o| H ` mH‹> h | >H Hm o àdî>m Hs B h Vm mñ>mQa $ Vb-Ì >H g V`a $H$ g a mñ>mQa {pQ`§ $ J© ¢ W noQ_ñ> Hm wZn Rr$ o ¡m Hao C n noQ_ñ> Z hVj {$ h Ÿ o ñma HE ¢ & ( ) XI {$Šmao$S ~rHm {IoHseº`§à``oO HsJ©h Vm`XEg I o| H ` mH‹> h $o bZ $ {$m Ëmm{V $ B ¢ W { om h Vo{ggrì{$Hm ` eº`§à``oO HsJ©h H$bd h ao$S ~r ¡ m O h `º $o h p$m Ëmm{V $ B ¢ od o r mH‹> h Hm {Io $ Hm© $V h Ÿ $o bZ Hm $` Hao ¢ & () X I { $Š mE ~ g A o-à m rÛ a { { Þb Z X ZH s_ m H mX { H g ` n J o| H ` grrm ^a mm d^ o-o $ X| $ ¡Z$ ËmZ {$mO amh ` ZtŸ H` m h ¡ m h &
15

(b)

(c)

( ) XI {$ŠmnoQ_ñ> ao$S ~r_ H_g H_Xo{{Þ_m Hsà{ E§^Jm K o| H ` mñ>mQa mH‹> h | $ o $ m d^ X| $ má d wVZ HsO§ HaoHsAZ SçQr{^ aoh VmAZ B O§ H$àm H$V¡ n $ mM $Z $ nr >y> Zm h ¢ W nr g mM o _U o ma a ao$S>~r_ AZ AÚaHaaoh ` ZtŸ mH‹> h | no mj $ h ¢ m h & (> XI {$ŠmZ$rIV Aoj Aw§m H$gW{`_ êng bI Hmmb Hm L) o| H ` HX mm n{V Z~Y| o m Z{V $ o om $`©` $o gà{V{$mO amh Ÿ §of H` m h ¡ &

(d)

Check whether the Postmaster is performing the duty of checking at least two different items of receipts and payments in the cash book and he places his initials in token of having carried out this check, in this cash book. Check whether the cash account is being dispatched to the accounts office regularly along with the requisite annexures.

(e)

b I n r mA n Î ` § omaj m{mm
33.

AUDIT OBJECTIONS
33.
(a) Examine the Guard Book of Audit Objection in each department of the PO to see that they are properly and promptly handled. Mention number and dates of pending objections and try to settle as many as you can and give clear instructions about the pending ones. Investigate the cases of inordinate delay in settlement of the objection raised by Internal Check Parties / P & T Audit Office / Departmental and Other Advances (DAOA) / Other than Departmental and Other Advances (OTDAOA) Statements and give suitable directives for their earliest settlement. The outstanding paras of previous P & T Audit / Internal Check Parties mentioned in the latest report may also be examined and action taken for their early settlement.

($ Sm$aH$à`H {^JHsbI nrmAnÎ`|HsJS©~H HsO§ ` XIoH$ H) >HK o Ëo$ dm $ om aj m{mm $ m> w$ $ mM h oZ o {EHa {$Ch Rr$à$ag VmeKV g gM{V{$mOV h &b{VAnÎ`| b $| H Ý| >H Hm o W r«m o §mb H` mm ¡ §~ m{mm Hsg»mVm{{ HmCo Ha VmAY$g AY$__m Hm{n>a Ha Vm $ §` W VW $ „I $| W {H o {H mb| $ ZQmm $| W b{V__m H${Eñï Awo X Ÿ §~ mb| o b n> ZXe | & ( ) A § [ H O § n Q u S m $E §V ab I n r mH m m b Û a { ^ J `H $A m m I mVa$ mM m>/>H d m om aj $`©` mm dmr o bd A` {« (mQr>EmE {d{`| | Rm© B AnÎ`| o {n>Z | þ© ËmY$ Ý AJ_ Ao>SrAo) daUm _ C>B J© m{mm H$ ZQm _ hB A`{H {b~H$__m HsO§ Ha§VmCH$eK {n>ZH${ECM Awo X Ÿ d§ o mb| $ mM $o W Zo r« ZQm o b {V ZXe | & () Sm$E§VabI nrmH${Nb ~$` naA|VmZrV [no> _ A§[H J >H d m om aj o n>o Hmm ¡mm W dZ_ amQ© | mVa$ O§ n{>`|Ûa C„I naA|HsVmCH$eK {n>Zn HsJ©Hm©m©Hs mM mQ©m mm {{V ¡mm $ W Zo r« ZQm a $ B $adB $ O§HaŸ mM$|&

(b)

(c)

34.

Šmàm Sm$aHsao$S>~hm H$_{H efH$kn Sm$bI Hmmb Hm à{VHa ` YZ >HK $ mH‹> {`| o mg$ o o mZ >H om $`©` $o of $ {EJ h Ÿ X E¢& efHs{d{`|Hmg`n Ha Ÿ dyr`o`AJ_|Hs{dU HsO§ ` XIoH$ o $ daUm $ ËmZ $| & gb m½ {«m $ dar $ mM h oZ o {EHa {$Šmdybm eKV g HsO arh Ÿ b $| H ` g{`§ r«m o $ m h ¢ &

34.

Has the memorandum of monthly balances of HO Cash books been dispatched to PAO.

35.

35.

Verify the statement of balances. Examine the statement of recoverable advances to see that recoveries are being made promptly.

Q>Or` ñ>Q ~H Hm ng ^Oog`` C_ g {HmZ HsìdW gVoOH h Ÿ Šm ´oa m Qo> ¢$ $o ¡m oV _ m g| o Z$bo $ `ñm §mfZ$ ¡ & ` n o Q _ ñ > V mH m f { H m rA n r~ V r g g _ VÛ a g ñ m m H m{ d a H a oh ¡? mñ>mQa W $omY$a mg mMV o h{ mm _`A| $ ZmU $V § Q>Or_ Hm H$~Qda VmgamìdW HsO§ Ha Ÿ Šmñ>\ HsHmmdYVmao>e ´oa | $_ o §>mo W wj `ñm $ mM $| & ` Qm$ $ $`©{ W mQoZ g ~ Y { ` m H mA w m Z{ $ mO a mh ? §§r Z_| $ Znb H` m h ¡
16

36.

36.

See that the arrangements for remittances to or drawing from Treasury of State Bank are satisfactory. Do the Postmaster and the Treasurer maintain adequate liaison to solve problems mutually ? Examine the distribution of work in the Treasury and security arrangements. Are rules regarding tenure and rotation of staff followed ? 16

Šmàm Sm$a(gr12g)_ OmAd[Vngw$|H$aOQaHmñ` noQ_ñ> ` YZ >HK E~- r | _ {Va m~Hm o {ñ> $ d§ mñ>mQa Û a d ` º H ê ng A d C H $à ` n © o U_ a - I d{ $ mO a mh ?Š md n g w | { Ý | mm ¡{$$ $ o Wm Zo Ëj `dj | Iam H` m h ¡ ` o m~H$ Oh B_ Xm` Jmh,Hm Om$m Hm b¡>` {I` Jmh ` Ch noQ_ñ> HsA^j _§ g| e©m ` ¡ $o _HV© $o mQmm Xmm ` ¡ m Ý| mñ>mQa $ {am o E~gAoHm A«{V{$mOV h ?àm Sm$a_ à{ Hs{{ g C_ g VZ_rog AY$ grrm $o Jof H` mm ¡ YZ >HK | má $ VW o Z| o r hZ o {H V${$Z ngw| àVma HsJ©h VmàVmV H$Eg b~ g`H$HmU|Hm_ëmHZHa H HVr m~H$ {Y{V $ B ¢ W {Yam o oo åo _ o $am $ y`§$ $| VmCMaËH Hm©m©Ha Ÿ W nmm_$ $adB $| & XI {$MH ~Hm Hmñ>H aOQaHma-IdRr$g {$mO amh VmnoQ_ñ> o| H ¡$ w$| $ Qm$ {ñ> $ Iam >H o H` m h ¡ W mñ>mQa Ûa _ro_ E$~añ>°$HsO§ HsO arh Ÿ mm hZ | H m QmH $ mM $ m h ¡ &
38.

37.

37.

Is the register of undelivered passbooks in deposit in the HO (SB-12C) properly maintained by the postmaster personally or under his immediate supervision ? Are the pass books, which are not shown in it as returned to depositor or forwarded to SBCO, in the custody of the Postmaster ? See how many of them have been retained for more than three months from the date of their receipt in HO, and analyse reasons for such long retention and take remedial action. See that the stock register of cheque books is maintained properly and the postmaster is verifying the stock once in a month.

38.

^ J Ÿ &-O ma O Q > e n g bV md n n m-& _ {ñ´oZ m© W rrr
39.

PART-II - DEPOSIT REGISTRATION PARCEL AND VPP
39.
Examine the articles in deposit to see :(i) (ii) That articles are not detained beyond the prescribed period. That reasonable remarks are recorded of them.

OmHsJ©_m HsO§ ` XIoH${EHa {$: _ $ B X| $ mM h oZ o b $| H (i) (ii) (iii)

` {$_m Hm [Y©a A{ H$~XV$ZamOEŸ h H X| $o Zm[V dY o m H I m & ` {$CH${ECM {>nr[Hm> HsJ©h Ÿ h H Zo b {V QßU a$S© $ B ¡ & ` à m S m $ aH $I V H s_ m H m C S m $ ade I S m $ a_ J VZ^ O h YZ >HK o mo $ X| $o n>HK mm >HK | b om OE & mŸ ` {$Sm$E§Va{` nñH IS VIH${` 143 _ {EAwom HmAwmZ h H >H d m Z_ wV$ §> o Z_ | X ZXe| $ Znb Rr$ o H` O am ¡ & >H g {$m m h h Ÿ J Và { V{ $ V mJ VA h a { $ _ r m > a |dO o_ r m > aO mh § H $ b of HE W b m[V HE ZAS©m m ZAS© _ ¡, o [Hm>] o ~a _ g~{V >HKm g nmm Ham & a$Sm H$ mo | §§Y Sm$a| o ÌMa $Z Ÿ nZ à[VHaoHsàH$mHmAwmZRr$g {$mO amh Ÿ w: of $Z $ {«` $ Znb >H o H` m h ¡ & hS noQ_ZAoagaAd O gn© {aj$Ûa aQ>` H${EnoQ_ñ> ¡> mñ>¡/md{` Wm Z §H$ ZrH mm r´mb o b mñ>mQa HB ~aSmH` Ûa dn HsJ©H$>dVE nZ ^Ooh Ÿ $© m >{$o mm mg $ B wN ñw§ w: oV ¢ &
40.

(iii) That articles are not missent to SOs and BOs in account with HO. (iv) That the instructions contained in Rule 143 of P & T Man. Vol. VI are attended to. (v) Records of MOs missent and misdrawn and write to offices concerned and see those in deposit.

(iv)

(v)

(vi) Process of redirecting is properly carried out. (vii) Postmaster does some times send articles returned by Postmen for retrial by Head Postmen/ overseer or Public Relations Inspector. (a) Examine the entries of some of the VP articles for despatch to see that amount written thereon agree with the entries in VPMO form and VP journals. See whether VP calls are issued in case of non-receipt of VPMO.

(vi) (vii)

40.

($ àf H${EarH$>dn _m Hsàdï`|HsO§ ` XIoH${EHa {$C_ H) oU o b I wN rr X| $ {{>m $ mM h oZ o b $| H Z| {I J©a{ dnEAo\m©Vmdn O© g _bIV h Ÿ br B me rr_m $_ W rr Zb o o mr ¡ & ( ) XI {$dnEAoHsà{ ZhooH$__o_ Šmdn HmbOa HsOV h Ÿ I o| H rr_m $ má mZ o mb | ` rr $° mr $ mr ¡ &
17 (b)

17

() àáhB dn _m H$aOQaHsO§ ` XIoH${EHa {$C_ Rr$g àdï`§ J m þ© rr X| o {ñ> $ mM h oZ o b $| H g| >H o {{>m HsJ©h VmOmhB _m Hsg»mHm {Y©a a{ g ao Zo>{$mOV h Vm $ B ¢ W _ þ© X| $ §` $o Zm{V rV o mO mQ H` mm ¡ W {Va hB _m H$EO_ Oa dnEAoH${VUZo>Ha{EJ h Ÿ d[V þ© X| o d | mr rr_m o da mQ $ b E ¢ & ( ) Š m^ O od b H m d n à { VH sO Z d b h V j a a r m ,n d V m V m K ` oZ mo $o mg of $ mo mr ñm{V gX| m{`| W Ad[V_m,Z$rA{ HsdnrRr$à$ag HsO arh Ÿ {Va X| HX mX $ mg >H Hm o $ m h ¡ & (> Š mn Z d b H $A w m Yn g _ « A Z A ^ j _ §a Z H $n a m ñ ê nC n L) ` m o m o o Z a o a m J r n r { a m o I o o [ U _ d $ g a bZ db {b~eë$HsdyrHsJ©h Ÿ Jo mo d§ wH $ gb $ B ¡ &
41.

(c)

Examine the register of VP articles received to see that it is written up properly and the No. of articles in deposit is noted in the prescribed manner daily and the particulars of VPMO issued in lieu of articles delivered have been noted. Whether signed receipts, acknowledgements and undelivered articles, cash for remittance to senders is made over properly. Whether demurrage charges have been recovered in case of articles detained at the request of addressee.

(d)

(e)

{Xengb|H$__o_ ŠmHñ> SçQrZ$ _ E$Ì HsOV h Vm`XnZ db do m©m o mb | ` $Q_ >y> HX | H[V $ mr ¡ W { mo mm CHmnZ _ëmHZHamMh VoŠmC_ CM àH$mAZB OV h Ÿ ŠmAd$VmOd$ g$ w: y`§$ $Z mo m ` g| {V {«` nm© mr ¡ & ` mH W mH ndVm Hm{n>ZgrT§ g {$mOV h ? m{`| $ ZQm h >J o H` mm ¡

41.

In case of foreign parcels, is the customs duty collected in cash and is the proper procedure followed in case addressee wishes reassessment ? Are inward and outward acknowledgements properly disposed off ? Examine the Registered and Parcel lists in accordance with clause - 34 and 35 of Rule 239 of Vol. VIII.

42. 42.

I S VIIIH ${ ` 239 H sY a 34 V m35 H $A w a _ a O Q S ©V mn g bg M H s §> o Z_ $ mm W o ZgU | {ñ>> W m© yr $ O§HaŸ mM$|&

S m $O d ~ _ >H rZ rm
43.

POSTAL LIFE INSURANCE
43.
(a) Is the Register of PLI properly maintained ? Test check some entries in the register to see whether (i) Name of the insurants are in alphabetical order.

($ ŠmSm$Od ~_ aOQaHma-IdgrT§ g {$mJmh ?aOQa_ X© H) ` >H rZ rm {ñ> $ Iam h >J o H` ` ¡ {ñ> | O H$>àdî>m HsO§ ` XIoH${EHa {$Šm wN {pQ`| $ mM h oZ o b $| H `
(i) (ii) (iii) (iv)

~_Ya$|H$Z_d©mmH$Awm h Ÿ rmmHm o m U_b o Zga ¢ & Z©Oa hoodb n{g HsgMmHsà{ Zo>Hab J©h Ÿ B mr mZ mr mbr $ yZ $ má mQ $ r B ¡ & Sm$Od ~_ HsdyrHm {`_ êng IV _ MTmmO amhŸ >H rZ rm $ gb $o Z{V $ o mo | ‹>` m h ¡& Sm$Od ~_ Hsdybm HsAwyrV`aHsJ©h Ÿ >H rZ rm $ g{`| $ ZgM ¡m $ B ¡ &
(b)

(ii) The receipt of information about a new policy issued noted. (iii) The regular posting of PLI recovery made. (iv) The schedule of PLI recoveries are prepared. Examine and see whether a separate register for Rural PLI transactions is maintained separately as per prescribed columns, transactions of RPLI at Branch Post Offices in account with are incorporated in this register and that PLI and RPLI transactions are accounted for separately. (Dte. of PLI letter No.5-18/95-LI dtd. 15.2.96)

( ) O§ Ha A¡ XI {$ŠmJmr Sm$Od ~_ H$bZXZHmaam AJg I mM $| ma o| H ` «_U >H rZ rm o o-o $ IId b o `m{Y©a Hmbm _ nW$aOQa_ amOV h,eI Sm$a|H$gWbI~ W Zm{V $°_| | ¥H {ñ> | I mm ¡ mm >HKm o m omÕ Jmr Sm$Od ~_ HmbZXZB aOQa_ {$mOV h VmŠmSm$Od «_U >H rZ rm $ o-o g {ñ> | H` mm ¡ W ` >H rZ ~ _ dJ m r S m $O d ~ _ H mb Z X ZA JI V _ X m ` J mh Ÿ rm «_U >H rZ rm $ o-o b mo | e©m ` ¡ & ( > H O d ~ _ { X e b H m{ Z § $15.2.96H mn g .5-18/95- b m © Sm$ rZ rm Zom` $ XmH $ ̧ EAB)
18

18

() J

{Nb {aj H$~Xg,à`H _ro_ Sm$Od ~_ VmJmr Sm$Od n>o ZrU o m o Ëo$ hZ | >H rZ rm W «_U >H rZ ~_ HsH_g H_Xo{Z|Hsà{`|HsVbm{Nb à{`| Sm$Od ~_ rm $ $ o $ m Xm $ mám $ wZ n>r mám, >H rZ rm aOQaVmàm Sm$aH$gaH$gWHa Vmñ` ` nï Ha {$Y gHmr {ñ> W YZ >HK o m o m $| W d§ h w> $| H Z a$a IV|_ Rr$g X©{$mJmh Ÿ mm | >H o O H` ` ¡ & ` Xà m S m $ aJ m r j Ì_ p W h ,V oJ m r S m $O d ~ _ à { ` H $ { YZ >HK «_U o | ñV ¢ m «_U >H rZ rm r__ o gJh H$g~Y_ gH$ Hmmb g nm Zhoodb ñr¥{/ñr¥{ H$__m §«U o §§ | {©b $`©` o «á mZ mo dH$VAdH$V o mb| H sg M V ` aH a o C og ` n H ${ E{ > r Z H m m b H $_ Ü _g g H $ $ yr ¡m $H$ g ËmZ o b SdOb $`©` o m` o {©b Hmmb Hm ^O OEŸ $`©` $o om m & XI {$ŠmSm$Od ~_ à{` HsdyrH${ECM ৠ{$ J h,Sm$ o| H ` >H rZ rm r__ $ gb o b {V ~Y HE E ¢ >H Od ~_ HmgMZHaodb ñ>\ Sm$Od ~_ HsàH$mg ^rà$ag rZ rm $ §b $Z mm Qm$ >H rZ rm $ {«` o b Hm o A J h V mG Un a Š V V m_ Ë wH $X d H $\ m ©V m{ k n g ~ Y g _ « dV ¡ W $ [ndm W ¥` o mo o $_ W dmZ §§r mJr Sm$a_ CbYh Ÿ >HK | nã ¡ & Hmmb _ ìdm Hsd{ Hm_ëmHZHa,XI {$Šm{H$ ~Xgd Vmàm $`©` | `g` $ ¥Õ $ y`§$ $| o| H ` ~«s m om W Ma _ A¡ HmB gYabZ HsAd`$mh Ÿ B g~Y_ {aj [no> _ Ad`$ | ma $o© wm mo $ míHV ¡ & g §§ | ZrU amQ© | míH Hm©m© o {E {V Z} [Hm> Ha Ÿ $adB H$ b CM {Xe a$S© $| & XI {$ŠmSr>E/Sr_(>H Od ~_)(mm H${Eg_à{Hmr H$ o| H ` >Sr_E>E Sm$ rZ rm Xd| o b j mY$a) o Z y mh V j J S ©\ m © _ a |J h V m^ J m H a og `C H m{ b ZH a _Z ñma m> $Bb | I E ¢ W wVZ $V _ Z$ _m $ {` OV h Ÿ bm mm ¡ & XI {$Šm^Jm HsgMmgH$ Hmmb/or Hmmb HsSm$Od ~_ o| H ` wVZ $ yZ {©b $`©`jÌ` $`©` $ >H rZ rm eI Hm VaV^OX OV h VmCH$[Hm>]Hma-Id{$mO amh Ÿ mm $o w§ o r mr ¡ W Zo a$Sm $ Iam H` m h ¡ & X I { $Š mS m $O d ~ _ H sà { ` |E §^ J m V mG UH sd y r à { H s o| H ` >H rZ rm $ mám d wVZ W $ $ gb/má $ Awyr{Nb _roV$H«e Sm$bI Hmmb VmgH$ Hmmb Hm ^OX ZgM n>o hZ H $_: >H om $`©` W {©b $`©` $o o r J©¡& BhŸ X I { $I b à { ` à { ~ H H mñ > H n m áh V mŠ mn { g Y a $ |H m o| H mr r__ má w$ $ Qm$ `© ¡ W ` mbr mHm $o à{` à{ ~H eKV g Oa HsOV h Ÿ r__ má w$ r«m o mr $ mr ¡ & XI {$ŠmàVdo H$gPd|H${E` ~_Ya$àVd$Ûa ^O OZ db o| H ` ñmm§ o wmm o b m rmmH/ñmH mm or mo mr gMmHsà{ H${E~Š àm Sm$aH$g{Y H$Ðn ñmn {$mJmh Ÿ yZ $ má o b mg YZ >HK o wdm oÝ a W{V H` ` ¡ & XI {$ŠmV`aHsJ©AwyrgrT§ g V`aHsJ©h VmŠmd gñï h Ÿ o| H ` ¡m $ B ZgM h >J o ¡m $ B ¡ W ` h wn> ¡ & { N b { a j H $~ Xg A ` © / r mH sn a Š V g g ~ { V{ $ ^ J m H $ n>o ZrU o m o änU~_ $ [ndm o §§Y HE wVZ o ~a _ H_g H_5 ^Jmm HsgM V`aHa VmCH$g`n H${EBogH$ mo | $ o $ wVZ| $ yr ¡m $| W go ËmZ o b g {©b Hmmb HsSm$Od ~_ eI Hm ^O Ÿ $`©` $ >H rZ rm mm $o o| &
19

(c)

Verify atleast two days PLI and RPLI collections in every month since date of last inspection with reference to receipts, PLI register and HO summary and satisfy that money has been properly accounted for in Govt. accounts. If the Head Office is in rural area, the cases of non receipt of acceptance/rejection letters from Circle Office in respect of RPLI premia collected may be listed out and sent to Circle Office through Divisional Office for verification. See whether proper arrangement has been made for collection of PLI premiums, staff handling PLI work are well conversant with procedure of PLI and essential forms such as application for loan, maturity and death claims and publicity materials are available in the Post Office. Assess the growth of business in the office, see whether there is any need for improving the after sale service and publicity. Record suitable directions in the inspection report in this regard for necessary action. Check whether the specimen signatures of DDM / ADM (PLI) (Sanctioning authority of claims) are kept in guard file and are referred while making the payments. Check whether the intimation of payments are quickly sent to PLI branch of CO/RO and their record is maintained. Check whether schedules of PLI receipts and payments and loan receipt/payment to PAO and Circle office respectively upto last month. Check whether stock of blank Premium Receipt Books (PRB) is sufficient and fresh PRBs were issued to policy holders promptly. Check whether the box for dropping the proposals or intimations by the insurant/proposer has been installed at Head Post Office enquiry counter. Check whether the schedules prepared are correct and legible. Prepare the list of at least five payments relating to surrender/ maturity made since last inspection and sent to Circle office PLI branch for verification. 19

() K

(d)

(e)

(> L)

() M

(f)

(> N)

(g)

() O () P

(h) (i)

(j)

(m Ä) () Q > () R > () S >

(k)

(l) (m)

_rm>a ZAS©
44.

MONEY ORDERS
44.
The Inspecting officer should examine MO issue receipts and other relevant records to see that : (i) (ii) the MO-I (s) Book of MO receipts is checked before use and a certificate to this effect is noted on cover page of receipt book. the entries noted on receipts are legible and the amount is noted in words and figures.

{aj AY$a Hm _rm>aarm VmA`gX^V[Hm>]HsO§ ` XIoH${E ZrU {Hmr $o ZAS© gX| W Ý §{© a$Sm $ mM h oZ o b HarM{E{$: $Z mh H (i) (ii) (iii)

_rm>aar HsEAoŸ (g ~H HmàmJHaog nb CoO§ {` Jmh ZAS© gX $ _m-& E) w$ $ `o $Z o ho g mM bm ` ¡ VmBg g~{VE$àm n ar ~H H$Hd nð n Zo>Ha{` Jmh Ÿ W go §§Y H _U Ì gX w$ o $a ¥> a mQ $ bm ` ¡ & ar nZo>$J©«dï`§wm²`¢Wa{HmeX| AHm_Zo>${`Jm¡& gXamQHsBn{{>mgnR>hVmme$oãmd§$||mQHabm`hŸ _rm>aOa Haodb aoZ_mgrà$ag V`a{$mJmh Vm_rm>a ZAS© mr $Z mm mOmM h Hm o ¡m H` ` ¡ W ZAS© Hm gwM E§gr{ZHmS (h§Z db ñm)n ^O Jmh Ÿ B n`oZH$ $o _{V d h n-$o> nþMo mm WZ a om ` ¡ & g «mO o {EE$nrUO§ HsO g$rh,{g|{aj H${ZOa hoodb _rm>a b H aj mM $ m HV ¡ O_ ZrU o X mr mZ mo ZAS© H sO § H sO EV m` ^ O § mO E{ $Š mn © o H Z à ` H { ZH sA d ` $ $ mM $ m W h r mM m H ` `dj$ o Ëo$ X $ míH O§ Hsh ` ZtŸ mM $ ¢ m h & EdEAogM,EAo~SbV`a{$ O aoh VmCHs{Y©a àdï`§Hao Mr_m yr _m §> ¡m HE m h ¢ W Z$ Zm[V {{>m $Z H$Ca§ Ch aOQ>e eI Hm Crg`ar ~H _ X©Hao ^O Jmh Vm o nmV Ý| {ñ´oZ mm $o g _ gX w$ | O $H$ om ` ¡ W CHsar àáHab J©h Ÿ g$ gX m $ r B ¡ & Oa hoodb _rm>a|HmHo{>>gHmrIV|_ X©Ha{` Jmh VmEAo mr mZ mo ZAS©m $ «$SQ a$a mm | O $ bm ` ¡ W _m a r ~ H _ X m EJ E A og [ ` Z ~ H m E A oO a H a od b a o Z _ oV m gX w$ | e© E _m rab §a $o _m mr $Z mo mOmM W àm Sm$aH$ga_ grà$ag X©Ha{` Jmh Ÿ B àmO H${E{Nb YZ >HK o m | h Hm o O $ Xm ` ¡ & g `oZ o b n>o { a j H s{ { H $A J g { { Þ_ r m H s{ $ h M aM Z h B { { ` |H sE $ ZrU $ VW o mo o d^ hZ| $ HÝt m wr þ© VWm $ H AHp_$O§ HsOZ M{EŸ m$ñH mM $ mr mh & {aj AY$a ` XIJ {$Va_rm>a(>EAo gMmnpV$ _ gMm§ ZrU {Hmr h o|o H m ZAS© Qr_m) yZ wñHm | yZE H$mwm h A¡ A`º gMm§grgmVh Ÿ «_Zga ¢ ma àw$ yZE h-b_ ¢ & ` XI {${JVVa_rm>a|g gX^VndVm àáhoJ©h A¡ {Z{JV h o| H Z© m ZAS©m o §{© m{`§ m m B ¢ ma O Z© Va_rm>a|H$__m _ ndVm g`n àáZthB h,C_ ^Jm Hmmbm m ZAS©m o mb| | m{`§ _ a m h þ© ¢ Z| wVZ $`©`| Hm Ad`$HmbOa {$ J h Ÿ $o míH $° mr HE E ¢ & ^Jm H${EàáVa_rm>agMmm g g~{VSm$gn{>H${bon wVZ o b m m ZAS© yZA| o §§Y >H åwï o _Z a g w M { J m ra rO a rh A ¡ O § - ‹ > m H sO a rh V mV a g M mH s _{V ZaZ I m h ¡ ma mMnSVb $ m h ¡ W m-yZ $ Sm$gn{>m HsO§ HsO arh A¡ Bh ^Jm H${E{{VVro g >H åwï`| $ mM $ m h ¡ ma Ý| wVZ o b dh aH$ o {ñma {$mOV h Ÿ ZV{V H` mm ¡ & ` XI {$grà$aH$[Hm> Og àáVa_rm>a|HmaOQa _rm>a h o| H ^ Hm o a$S© ¡o m m ZAS©m $ {ñ>, ZAS©à{-wñHm Va_rm>agMmnpV$ A¡ g§»Hs aOQaHm gwM mánpV$, m ZAS© yZ wñHm ma mp`$` {ñ> $o _{V Vro g ~m amO amh Ÿ aH$ o ZE I m h ¡ &
20

(iii) the MO issue journals are prepared properly, and MOs are being duly drawn on the proper and correct PIN code (destinations). For this purpose a test check can be carried out by checking the MOs issued on the day of inspection and by checking whether the supervisor has carried out the necessary checks every day. (iv) HVMO lists, MO bundles are being prepared and made over to registration branch duly entered in hand-to-hand receipt book under receipt. (v) The credits of MOs issued have been accounted for in Government accounts by tallying the serial number of MOs shown in MO receipt book and have been correctly incorporated in MO issue journal and HO summary. For this purpose, a random check for four days selected at random in different months should be carried out from date of last Inspection. The Inspecting officer shall see that the advices in TMO advice book, run in consecutive serials and unused advices are intact. See that acknowledgements in respect of TMOs issued have been received and are on record and in case of TMOs issued necessary calls are issued to the offices of payment in cases where acknowledgements are not received in time.

(iv)

(v)

45.

(i)

45.

(i) (ii)

(ii)

(iii)

(iii) Has a proper watch & check been kept on receipt of postal confirmation on TMO advices received for payments and postal confirmations of telegraph advice are checked and disposed of in the prescribed manner for payment ? (iv) See that all the records like register of TMOs received, book of money order receipts, TMOs advice book and statistical register are properly maintained. 20

(iv)

46.

(i)

` XI {$ñ>e A¡ eI Sm$a|H$gX©_ EAo3aOQa|Hm {`mwm h o| H QoZ ma mm >HKm o §^ | _m- {ñ>m $o Z_Zga gwM Vro g ~m amJmh A¡ SmH`|Hm nZ Oa {$ J _rm>a|Hs _{V aH$ o ZE I ` ¡ ma >{$m $o w… mr HE E ZAS©m $ aOQa_ bbñmrg n{[>HsOV h Ÿ {ñ> | m `h o «dï $ mr ¡ & ` XI {$_rm>a|Va_rm>a|HmVnV g ^Jm {$mOV h A¡ h o| H ZAS©m/m ZAS©m $ Ëam o wVZ H` mm ¡ ma {b~g {$ J ^Jmm,`XHmB h| H$HmU|Hmnmbm§Ÿ Šm{b~H$ d§ o HE E wVZ| { $o© m, o $am $ V JE & ` d§ o HmUHsnAam©(r/>Qm©hS noQ_ZH$_Ü_g `ÑÀ>$êng O§ $a $ rmAB n)N§>B/o> mñ>¡ o m` o mpNH $ o mM Ham© B h A¡ gYaËH Hm©m© $ J© ¡ & $dB J© ¡ ma wmm_$ $adB Hs B h Ÿ ` Ñ À > $ê ng X I { $^ J m H ${ Eà áE d E A oH $g WE d E A og M mpNH $ o o| H wVZ o b m Mr_m o m Mr_m yr HsgJ nOH$ gM _ {{d êng àd>HsOV h Ÿ $ §V §r¥V yr | dYV $ o {ï $ mr ¡ & ^Jm HaoH$Ca§ SmHEg nm _rm>a|Hs` XIoH${EO§-‹>m wVZ $Z o nmV >{$ o «á ZAS©m $ h oZ o b mMnSVb Ha {$CHsAmJ grì{$Hm HsO arh A¡ ^Jm H${`m HmAwmZ $| H Z$ X`r h `º $o $ m h ¡ ma wVZ o Z_| $ Znb {$mO amh ?Šm^Jm ZhooHsXm_ SmHEgwM HmU{>nUm H` m h ¡ ` wVZ mZ $ e | >{$ _{V $a/Qß{`§ X© $V h ? O Hao ¢ ` XI {$^Jm H${E_rm>aA¡ Z$ràáHaoH$àmñênSmHEg h o| H wVZ o b ZAS© ma HX m $Z o _Ud$ >{$ o à{HmEAo aOQa_ b J©h A¡ SmHEHm à{H$ g_ H$_V{H má$ _m-3 {ñ> | r B ¢ ma >{$ $o mY¥V rm o wm~$ Z$r r B h Ÿ HX X J© ¢ &

46.

(i)

See that MO 3 registers in respect of station and BOs have properly maintained as per rules and money orders reissued to postman are entered in the register in red ink. See that money orders telegraph money orders are paid promptly and find out the causes for delayed payments, if any. Whether cause of delay has been got investigated at random through PRI (P)/Sorting/Head Postman and remedial action taken.

(ii)

(ii)

(iii)

(iii) See at random that HVMO list is received along with HVMOs received for payment and duly entered in the relevant registered list. (iv) Are money orders received from the postmen after payment examined to see that they are paid to correct persons and rules for payment are observed ? Do postmen record proper reasons/remarks in case of non payment ? (v) See that the acquittance of postman in token of having received the MOs and cash for payment are obtained in the MO-3 register and the cash is given to the postman as per authorized limits.

(iv)

(v)

` XI {$_rm>a{J_A¡ àÎ {d{`§bI/omnrmHmmb Hm `m_ h o| H ZAS© Z© ma Xm daUm ombI-aj $`©` $o Wg` A¡ {`_ êng ^O O arh Ÿ ma Z{V $ o or m h ¡ &
48.

47.

47.

See that money order issued and paid returns are sent to the Accounts/Audit Office in time and regularly. The Inspecting officer should see that money order Assistant is well conversant with the rules particularly about the procedure to be adopted in case of loss of a money order before and after its payment, alteration of payee’s name etc. Examine the MOs received and in deposit to see that the transit time is reasonable and they have not been detained unjustifiably. Check the Money Orders received and see if any particular office or division is tending to misdraw them. If so please take action for putting an end to the misdrawals by pointed and repeated reminders. 21

{ a j A Y $ a H m ` X I mM { E{ $_ r m > ag m H { ` m { e f $ ^ J m g ZrU {Hmr $o h oZ mh H ZAS© h`$ Z_| doHa wVZ o nb A¡ BH$~X_ _rm>aH$J_hoOZ,nZ db HmZ_~b OZ A{ HsXm_ AZB ho ma go m | ZAS© o w m mo mo mo $ m Xo mo mX $ e | nm© OZ db Hm©dYg nUVmAJ h Ÿ mo mr $`{{ o y©` dV ¢ & àáA¡ {>mO>_ ao_rm>a|Hs` XIoH${EO§-‹>VbHa {$Q>§O>g` m ma Sn{Q | I ZAS©m $ h oZ o b mMnS>m $| H ´m{Q _ V©gJ h A¡ Ch AwM T§ g ao$HaZtamJmh Ÿ H$§V ¡ ma Ý| Z{V >J o mH $ h I ` ¡ &

48.

49.

49.

50.

àá_rm>a|HsO§-‹>m Ha A¡ ` XI {${$rIgHmmb ` {>rZHs m ZAS©m $ mMnSVb $| ma h o| H Hg m $`©` m SdO $ à¥Î JVT§ g Aha HaoHsarh Ÿ AaEg h,Vogñï A¡ AduAw_a$^O$ d{m b >J o m[V $Z $ h ¡ & J om ¡ m wn> ma mV ZñmH oHa JVAhU|n ao$bm§Ÿ b mam a mH JE &
21

50.

51.

{aj AY$a ` XIJ {$ ZrU {Hmr h o|o H
(1) (2)

51.

The Inspecting officer shall see that the (1) (2) daily lists of issue and carbonic copies of receipts and daily lists of payments of MO paid and TMO receipts received from SOs are properly checked and whether index to MO receipts issued by SOs is maintained.

{J_HsX{H g{`|A¡ à{`|HsHm© àVm Vm Z© $ ¡Z$ yMm ma mám $ $~Z {`| W àÎ _rm>aH$^Jm HsX{H g{`|A¡ C Sm$a|g àáVa_rm>a Xm ZAS© o wVZ $ ¡Z$ yMm ma n >HKm o m m ZAS© à{`|HsC`º Vro g O§ HsO arh A¡ ` XI {$C Sm$a|Ûa mám $ nw$ aH$ o mM $ m h ¡ ma h o| H n >HKm mm {JV_rm>aà{`|HsAw«_U$ ~m arO arh Ÿ Z© ZAS© mám $ ZH${Hm ZE I m h ¡ &

_rm>aHs~q$ H${EH$ aOQa|H$__o_ ZAS© $ wHJ o b ¡e {ñ>m o mb |
52.
(i)

IN CASE OF CASH REGISTERS FOR BOOKING OF MONEY ORDER

` XI {$Sm$gmH Hm H$b"'Hm `{ àmH HsX OEA¡ HmB A`Hs h o| H >H h`$ $o od E $o mZ Mb$ $ r m ma $o© Ý $ `{ "m' ">'A¡ "Š'E§"o' {$r^ g`CoZ{EOE A¡ ` XIo mZ Aa, Qr ma Eg d OS> Hg r _ g X m§ ma h o§ {$` grnoQ_ñ>/h`$noQ_ñ> Hs{O A^j _§a|A¡ O A¡ H o ^ mñ>mQagmH mñ>mQa $ Zr {am o h ma ~ ma Og O$VnSo H$bCH$Ûa BHmC`o {$mOEŸ ¡o êa ‹>, od Zo mm Z$ nmJ H` m & ` XI {$_rm>a_r A^j aOQaHm C`º Vro g ~m amO am h o| H ZAS© eZ {am {ñ> $o nw$ aH$ o ZE I m h h A¡"Š'E§"o'HsHmC`o XmV hEgJ ñ§m Hm C`º Vro g ^m ¡ maEg d OS $ $ nmJ e©o þ §V V^| $o nw$ aH$ o a O am ¡ & mhhŸ BHsO§-‹>VbHa {${>$>nO "aZ,Hm© nn Vm_rm>a{J_ g$ mMnS>m $| H QHQ §r [~' $~Z oa W ZAS© Z© O© H$V¡ n BV_bHaoH${Enn Hmnmáñ>°$h Ÿ Zb o ma a ñom $Z o b oa $ `© QmH ¡ & ` XI {$AHZgrXVdO| Z_: _rm>a\m© {>$>nO A¡ _rm>a h o| H §$ ^ ñmom, mV, ZAS© $_, QHQ §r ma ZAS© {J_O© n gñï>A¡ {[î>h Ÿ Z© Zb a wn> ma deQ ¢ & J {aj H$g`g à`H _h_ Ma{{`|Hs`ÑÀ>$êng O§ Ha A¡ V ZrU o _ o Ëo$ m | m VWm $ mpNH $ o mM $| ma ` XI {$~H {$ J _rm>a|HsgM Rr$Rr$V`aHsJ©h A¡ _rm>a h o| H w$ HE E ZAS©m $ yr >H->H ¡m $ B ¡ ma ZAS© _r A^j aOQa_ `mO H$-§`E _rm>a|HsH$ g»mm g _b eZ {am {ñ> | WX© «_g»m§ ZAS©m $ «_ §`A| o o IV h A¡ gM _ Rr$Rr$XmB J©h A¡ _rm>a{J_O© _ XmB J©h mr ¢ ma yr | >H->H e©© B ¢ ma ZAS© Z© Zb | e©© B ¢ A¡ _rm>a{J_O© _ `mO H$ a{ Hm Sm$abI _ Rr$Rr$Ho{>> ma ZAS© Z© Zb | WX© wb me $o >HK om | >H->H «$SQ {$m ` h Ÿ H` Jm ¡ & ` X I { $_ r H mn m áC ` o { $ mO a mh A ¡ { { VX { H A ¡ V h o| H eZ $ `© nmJ H` m h ¡ ma dh ¡Z$ mg à á{ $ mO a mh Ÿ m H` m h ¡ & ( h { X e $28-4/84-{ a j { Z § $5.1.1986) _mZoH ZrU XmH
22

52.

(i)

(ii)

See that ‘A’ key only i.e. Operator’s key is given to the Postal Assistant and no other keys, i.e. ‘R’, ‘T’ and ‘X’ and ‘Z’ keys, are at any time given to him and see that all these remain in the personal custody of the PM / APM and are used by him only as and when required. See that money order machine custody register is properly maintained and the relevant columns are properly filled in showing the use of ‘X’ and ‘Z’ keys.

(ii)

(iii)

(iv)

(iii) Check whether adequate supply of ticket rolls ‘Ribbons’, carbon papers and the paper for use as MO Issue Journal is in stock. (iv) See that impressions are distinct and clear on all documents, namely MO form, Ticket Roll and MO Issue Journal. (v) Check at random four dates in each month since the last inspection and see that the list of MOs booked has been correctly prepared and the serial numbers of MOs tallied as shown in the MO machine custody register and have been correctly indicated in the list and that the total amount as shown in the MO issue journal has been correctly credited to the Post Office Accounts.

(v)

(vi)

(vi) See that adequate use of the machine is being made and the prescribed daily average is being obtained. (DG 28-4/84-Inspn. dated 5.1.1986) 22

dgQ ro>
53.

VSAT
53.
(a) (i) What are the working hours of the VSAT ? (ii) Does it function at night and holidays / Sundays ? (iii) Is sufficient body of staff trained in the handling of VSAT/ ESMO system ? (b) (c) How many ESMOs are functioning under the VSAT stations ? Are all of them operational ? Give details of the dates during the last three months when the VSAT / ESMO did not function together with action taken to make the same operational. Is a maintenance contract in place in the Division for ESMOs ? If so, mention the date upto which the contract will remain in force. Are you satisfied with the location of ESMOs ? Are any changes necessary. Are the working hours of the ESMOs proper ? Each ESMO should be running from 0800 to 2000 hrs. so as to enable it to transmit all money orders booked the same day and receive from VSAT with a view to making payment either the same / next day in own office /GDSBOs in account. Depending on the inward traffic is the installation of high speed printer justified ? Has a UPS/Generator been provided ? Generator is to be provided only in case of acute shortage of electricity. Check the receipt / despatch of money orders for at least 4 days in the last one month to find out the time taken in receiving money orders from post offices booked at the post office in account or in the vicinity and date of actual transmission. Similarly check the disposal of money orders received through the VSAT / ESMO. Is the entry date relating to payment of money orders received through VSAT / ESMO being made daily and a system for obtaining such information from post offices where payments are made exists. ? In the case of a Head Post Office are all money orders booked in sub-office in account being received only through the account bags at the respective VSAT / ESMO and sent to the offices of payment through the account bags or in direct bags without the intervention of RMS ? 23

($ (i) dgQ HmŠmHm©_ h ? H) ro> $ ` $`g` ¡
(ii) (iii)

Š m` a { A ¡ A H m { d m / { d a |_ H m H a mh ? ` h mÌ ma d$e Xg|admm | $_ $V ¡ ŠmdgQ/©g_m àmrHm hSbHaoH${Eàej ñ>\ Hmnmá ` ro>BEEAo Ub $o ¢> $Z o b {{V Qm$ $ `© VÌ ¡ §h?

( ) dgQ ñ>em H$Ar {$Z BEEAoHm©Haaoh ?ŠmC_ g grMb h ? I ro> QoZ| o YZ HVo ©g_m $` $ h ¢ ` Z| o ^ my ¢ () J V Z_ hH $X ¡ m { Z { ZV a I |_ d g Q / © g _ m Z H m ©Z t{ $ m J V r m o maZ O-O mrm | ro>BEEAo o $` h H`, CHm `om | & Z$ ãma X Ÿ ( ) Š mB E E A oH ${ E{ > r Z_ A w j g { X V H sJ ©h ?` Xh § V oC K ` ©g_m o b SdO | ZaU §dm ` $ B ¡ { m, m g VaIHmCbIHa O V$g{X à¥maorŸ mr $ ëo $| ~ H §dm dÎ hJ & (> ŠmAnBEEAoH$booe g gVï h ?Šm{$rà$aHm~bdAd`$h ? L) ` m ©g_m o mH$Z o §w> ¢ ` Hg Hm $ Xm míH ¡ o ( ) Š mB E E A oH mH m © g `C ` º h ?à ` H B E E A oH m 0800g 2000 M ` ©g_m $ $`-_ nw$ ¡ Ëo$ ©g_m $o ~oV$Hm HamM{EV{$` {$rE${Z~H {$ gr_rm>a|Hm Cr O H $_ $Z mh mH h Hg H X w$ HE ^ ZAS©m $o g {Zna{VHaoA¡ dgQ g àáHao_ g_hogo {go{$AZ ñ` H$ X mof $Z ma ro> o m $Z | j m H$ Og H no d§ o H m m b / m m Õ J m r S m $ o H S m $ a_ C r A b { Z^ J m { $ mO $`©`IV~ «_U >Hgd$ >HK | g/Jo X wVZ H` m g$& HŸ o (> A d $n a m H s_ Ì H $A Y an Š mC J VH $q Q aH mA ¡ M `~ V h ? N) m H [ ` V $ m m o m m a ` ƒ { o à > $ m { Ë Z m ¡ ( ) Š m` n E / o a Q aC b YH a ` J mh ?{ O rH sA ` Y $H _ h o on h O ` yrgOZo> nã $mm ` ¡ ~b $ Ë{H $r mZ a r OZo> CbYHa` OZ h Ÿ oaQa nã $mm mm ¡ & ( ) bI~ Sm$a` {HQduSm$a_ ~H {$ _rm>a|Hm Sm$a|_ àá P omÕ >HK m Z$>V >HK | w$ HE ZAS©m $o >HKm | m Hao_ bog`A¡ dñ{H naf-VWHmnmbmoH${E{J E$_ro $Z | J _ ma mVd$ moU{{ $ V JZ o b dV H hZ H$H_g H_4 {Zo H${E_rm>a|Hsà{/oUHsO§MnSVbHa Ÿ Br o $ o $ Xm§ o b ZAS©m $ máàf $ m§-‹>m $| & g à$adgQ/©g_m H$_Ü_g àá_rm>a|H${ñmUHsO§-‹>m Hm ro>BEEAo o m` o m ZAS©m o ZVa $ mMnSVb H| $Ÿ a& (m ŠmdgQ/©g_m H$_Ü_g àá_rm>a|H$^Jm g g~{V{{ Hs Ä) ` ro>BEEAo o m` o m ZAS©m o wVZ o §§Y VW $ àdï X{H AYan HsO arh A¡ C Sm$ag Eg gMmàáHaoHs {{> ¡Z$ mm a $ m h ¡ ma g >HK o or yZ m $Z $ àmr_¡y h Om ^Jm {$mJmh Ÿ Ub mOX ¡ h§ wVZ H` ` ¡ & () à m S m $ aH $_ _ o_ Š mb I ~ C - > H K _ ~ H { $ J g r_ r m > a Q YZ >HK o mb | ` omÕ nSm$a | w$ HE E ^ ZAS© > g~{VdgQ/©g_m _ H$bbI Wb|H$_Ü_g àáA¡ ^Jm Sm$a| §§Y ro>BEEAo | od om ¡m o m` o m ma wVZ >HKm _ bI Wb|` abSm$gd g g`o {E~¡ gY Wb|_ ^O OV h ? | om ¡m m o >H om o hmJ b Ja ro ¡m | om mm ¡
23 (f) (d) (e)

(g) (h) (i)

(j)

(k)

~ V~ H M ¢$
Eg Om$mA|H$X{H àVVH$~a _ ~V~H HmÝ> n©oH/>H gmH g oo _HV©m o ¡Z$ {e o mo | M ¢$ $CQa `dj$Sm$ h`$ o nNHanmbm§{Zo ZymhVj Zt{boh Ÿ BHsO§-‹>VbHa Ÿ d Hm§> n B y>$ V JE OH$ _Z ñma h _V ¢ & g$ mMnS>m $| & o $CQa a g gñmg {$ nHm {n>oh ?Šmd B nHm HsgñmHm h Hao_ g`o bZ _ g_ho _` o Hg «$a ZQV ¢ ` o g «$a $ _` $o b $Z | hmJ oo | j m nVh? mo¢
55. 54. 54.

SAVINGS BANK
Please enquire and find out from the SB counter supervisor / PA as

to the daily percentage of depositors whose specimen signatures do not tally. How does he solve the problem at the counter ? Is he able to secure the cooperation in this type of problem solving ?

Š m~ V~ H n © o H ` g { p M H a oH ${ EH m Ý > E §b O { { H m n g w M ` M ¢$ `dj$ h wZíV $Z o b $CQa d oa bn$| a _{V {`Ì a nV h {$OV Hm HmB {b~Zh|Ÿ Z§U I mo ¢ H Zm $o $o© d§ m &

55.

Does the SB Supervisor exercise proper control over the counter &

ledger clerks to ensure that there is no delay to the public ?

` X I { $g rà $ aH s~ V~ H ñ $ _ |` { ~ VI V ,A d uO m g d YO m h o| H ^ Hm $ M ¢$ Hsm mZ M mm mV _, m{ _, _ { H A `ñ $ _ a ï > `~ Vñ $ _ ,a ï > `~ Vñ $ _ 92,b o $^ d `{ { A ¡ _ h m m g $ m H s , m ´ r M H s -87 m ´ r M H s - m H { î Z Y m a { b g¥Õ`oZ H${EAVU|A¡ {d{`|Hsg{`§àm Sm$a|H$gWgWC Sm$a|Ûa _{ mOm o b Ýam ma daUm $ yMm YZ >HKm o m-m n >HKm mm {{VàÌ_ V`aHsOV h A¡ ~V~H {`Ì gJ> Hm {`mwm X{H AYan àVV dh n | ¡m $ mr ¢ ma M ¢$ Z§U §RZ $o Z_Zga ¡Z$ mm a ñw HsOV h¡A¡ _h~XHaoH$~X{Z$ dCagM _ {{d êng àdï HsOV h Ÿ {Þ $ mr § ma wa§ $Z o m OHs mM yr | dYV $ o {{> $ mr ¡ & ^{Þ_rm H$H$>H {{`|_Zb{E4,Hs` XIoH${EZymO§ Ha {$àm Sm$aH$ ^ hZ| o wNo$ VWm,m rO $ h oZ o b _Z mM $| H YZ >HK o AVU|HsgM Hm`o b° ~H/YZSm$agag _bIV h §am $ yr $ mJ mJ w$àm >HK m o o mm ¡ ( > H K ~ V~ H { ` n ñ H I S -Ÿ H m{ ` 46) Sm$a M ¢$ Z_ wV$ §> & $ Z_ Š m~ VI V | A a > ,Q r > ,E A B E ,E E E - ,n n E $A ¡ E E d B ~ V ` M m m , m S r > S r _ m © g Z g g 92 r r \ m a _ g m © M ñ$_HsbO àdï`§AV h ?Aaàdï`§AV Zth VoCH$HmU| Hm X©Ha A¡ ` Hs $ oa {{>m ÚZ ¢ J {{>m ÚZ h ¢ m Zo $am§ $o O $| ma h g{pM Ha {$~$E `XHmB h| Hm{Z {$r{b~H${n>Z{$mOEŸ wZíV $| H Hm, { $o© m, $ ~m Hg d§ o ZQm H` m &
58. 57.

56.

56.

See that the lists of transactions and returns for all SB schemes i.e.

saving accounts, RD, TD, MIS, NSS-87, NSS-92, PPF and MSY are prepared by HO as well as SOs in the prescribed form and submitted daily to SBCO as per rule duly entered in voucher list after being sealed. Test check a few dates in different months say 4, to see that the total in the list of HO transactions tallied with that in the long book / HO summary. (Rule 46 of POSB Manual Vol.-I)

57.

Is the ledger posting for savings accounts, RD, TD, MIS, NSS-92,

PPF and MSY savings scheme up-to-date ? Record the reasons if position is not upto date and ensure that arrears if any are cleared without delay.

58.

See that the index card cabinets, binders, cup boards are arranged

properly and that the Supervisor has overall view of counters and

` XI {$ yH Hm> H$~o>| ~BSa| HnmSm Hm C`º Vro g ìdñV H` Jm h o| H gM$ $S© ¡{ZQm, mÝ>m, $~o>] $o nw$ aH$ o `pW {$m ` h A¡ ` {$n©oH HsHm§> A¡ bO gmHm n Ñï h Ÿ ¡ ma h H `dj$ $ $CQa ma oa h`$| a {> ¡ &

Ledger Assistants.

59. 59.

Are all index cards (SB-3) in respect of each type of accounts for

Šmàm Sm$agh à`H Sm$aH${EIV|H$à`H à$aH$gX©_ grgM$ ` YZ >HK {V Ëo$ >HK o b mm o Ëo$ Hm o §^ | ^ yH H m > ]( M ~ H 3)H mC ` º V r o g ì d ñ V{ $ mJ mh A ¡ g a j A ^ j _ a mJ mh $Sm ~V ¢$ $ nw$ aH$ o `pW H` ` ¡ ma w{V {am | I ` ¡ VmIV g»mH$mwm amJmh Ÿ ŠmAd_ZZymhVjm Hm àáHaoH${EgwM W mm §` «_Zga I ` ¡ & ` {Úm _Z ñma| $o m $Z o b _{V H m © m ©H sO a rh ?` X I { $~ XI V |A ¡ { p H $ I V |H $~ V $adB $ m h ¡ h o| H § mm ma Zî«` mm o M ~H-3Hm Mb IV H$~V~H- H$gWH$~o>|_ VoZtamJmh Ÿ ¢$ $o my mo o M ¢$3 o m ¡{ZQm | m h I ` ¡ &
24

each office separately including HO arranged properly and kept in safe custody and kept in order of account number ? Test check some. Is proper action being taken to obtain wanting specimen signatures. See that SB-3 of closed accounts and silent accounts are not kept in cabinets with SB-3 of current accounts. 24

` X I { $Š mg rà $ aH s~ Vñ $ _ |` { ~ VI V | A a > ,Q r > ,E A B E , X o| H ` ^ Hm $ M Hsm mZ M mm, mSr >Sr _m©g E E E - ,E E E - ,n n E $A ¡ E E d B ñ $ _ |H og X ©_ Z _ Z } ZX ©H a oH o Z g g 87 Z g g 92 r r \ m a _ g m © H s m $ § ^ | m { X e O $ Z $ { E{ { VZ _ Z } Za O Q a |H m{ { Và Ì_ C ` º V r o g ~ m a mJ mh ,à d ï ` § b dh m{Xe {ñ>m $ dh n | nw$ aH$ o ZE I ` ¡ {{>m àmU HsJ©h,AwV Z_Z}Z|` Z_Z}Z~boH$AdXm Hm JS©\mb_ H$ _{V $ B ¢ Zdu m{Xem m m{Xe XZ o moZ| $o m> $B | «_ g»mwm amJmh A¡ Z_Z}Z~X_ ~boH${E{{Veë$àma {$mJmh Ÿ bO §`Zga I ` ¡ ma m{Xe m | XZ o b dh wH ^[V H` ` ¡ & ¡a Hm>]bOm g gX^V {ñ>m _ H$o$ {{>m Hs _Z O§ Ha Ÿ $Sm/¡a| o §{© aOQa| | wNH àdï`| $ Zym mM $| & ( > H K ~ V~ H { ` n ñ H I S -Ÿ H m{ ` 22) Sm$a M ¢$ Z_ wV$ §> & $ Z_
61.

60.

60.

See whether the Registers of Nominations prescribed for entering nominations in respect of all savings schemes i.e. Savings Accounts, RD, TD, MIS, NSS-87, NSS-92, PPF and MSY schemes are maintained properly in the prescribed form, entries authenticated, the applications for subsequent nominations or change of nominations are kept serially numbered in guard file and prescribed fee is charged for change of nominations subsequently. Test check a few entries in the registers with reference to the ledger cards / ledgers (Rule 22 of POSB Manual Vol. I)

($ Š m~ VI V | E E E - ,E E E - A ¡ n n E $ñ $ _ |H $g X ©_ 31 H) ` M m m , Z g g 87 Z g g 92 m a r r \ H s m o § ^ | _M V$ãm Hmna$ZHm©na Ha{` JmW Ÿ AaZtVo{b~H$Šm m© H `O $ [Hb $` ym $ bm ` m & J h m d§ o ` HmUW A¡ ` Hm©na HaoH${EŠmHX C>EJ ? $a o ma h $` ym $Z o b ` $_ Rm E ( ) Šmg`o[ ^m H$aOQa|Hm ~m amOV h ?Šmg`o[ ^m H$Xd|Hm I ` _mna Îo o {ñ>m $o ZE I mm ¡ ` _mna Îo o mm $o eKV g {n>` OV h ? r«m o ZQmm mm ¡ () Šm01 A¡ Hm A¡ CH$~XAVU{îmX hooH$~dy IV ngw$|Hs J ` àb $o ma go m Ýa Zn{V mZ o mOX mm m~Hm $ àdï HaohV {efÌ{-wñHm§àáZthB h A¡ ŠmgwM AwV {[> $Z ow do wQnpV$E m h þ© ¢ ma ` _{V Zdu Hm©m©$J©¡ $adBHsBh? ( > H K ~ V~ H { ` n ñ H I S -Ÿ H m{ ` 74) Sm$a M ¢$ Z_ wV$ §> & $ Z_ ( ) Š mE E O / M g rS m $ a |H $g X ©_ ã m { d UH sà Vg ~ { VS m $ a | K ` bgrEEO >HKm o §^ | `O da $ { §§Y >HKm Hm ^O J© ¡ $o or B h ? (> ŠmE$H_Ma db Sm$a|Hsngw$ãm Hsàdï HaohV _JB J©h A¡ L) ` H $©mr mo >HKm $ m~H `O $ {{> $Z ow §m© B ¢ ma ngw$|_ ãm Hsàdï Haog~Y [Hm> ~m aoJ h ? m~Hm | `O $ {{> $Z §§r a$S© ZE I E ¢ ( ) ŠmE$H_Ma db C Sm$a|(wN MZ hEIV)g ãm Hsàdï HaohV M ` H $©mr mo n >HKm H$> wo þ mo o `O $ {{> $Z ow ZtàáhB ngw$|HsgM ngw$|H$à` g`n hV {aj$ Sm$ h m þ© m~Hm $ yr m~Hm o Ëj ËmZ ow ZrH, >H/ gmAr,Sm$aHm ^O J©h Ÿ h.Y. >HK $o or B ¡ &

61.

(a)

Was the interest calculation completed by the 31st March in r/o savings accounts NSS-87, NSS-92 and PPF schemes. If not, what were the reasons for the delay and steps taken to get it completed. Were the registers for OTA duty of interest calculations maintained ? Were OTA claims settled promptly ? Are the special error books for entry of pass books of accounts not received for interest posting even though there was transactions on or after 1st April maintained and is a proper follow up action taken ? (Rule 74 of POSB Manual Vol-I)

(b) (c)

(d) (e)

Whether copy of interest statements in respect of LSG/HSG Post Offices has been supplied to concerned offices ? Whether passbooks of single-handed offices have been called for interest posting and the record regarding posting of interest in pass books has been maintained. Whether the list of pass books not received for posting of interest from single handed SOs (some selected accounts) have been sent to Inspector Posts / ASPOs for physical verification with the pass books.

(f)

62.

ŠmdV nO ~Vñ$_|H$OmA¡ Wo$AVU|H${EgwM ìdW HsJ©h ? ` oZ §r M Hsm o _ ma mH §am o b _{V `ñm $ B ¡ g ñ m m H m{ ñ ¥ A ` Z` g { p M H a oH ${ EH a { $B n H m I V |_ A V U{ î m X _`A| $ dVV Ü` h wZíV $Z o b $| H g «$a mm | Ýa Zn{Z Hao_ {$rà$aHm{b~Ztho& $Z | Hg Hm $ d§ h m (>HK ~V~H {` nñH IS-&Hmnae>11) Sm$a M ¢$ Z_ wV$ §>Ÿ $ [{ï
25

62.

Are the arrangements for Pay Roll Savings Schemes deposits and bulk transactions proper ? Make a detailed study of the problems to ensure that there is no delay in carrying out transactions in such accounts. (Appendix 11 of POSB Manual Vol.-I) 25

63.

{aj$AY$a Hm ` XImM{E{$nmág»m_ ~BSa bO H$~o>Vb ~X ZrH {Hmr $o h oZ mh H `© §` | mÝ>, oa ¡{ZQ mm Ý HaoHsìdW H$gW{Úm h Ÿ Aa{$rà$aHsH_ h,VopWVm _ gYabZ H${E $Z $ `ñm o m d_Z ¢ & J Hg Hm $ $r ¡ m ñ{`| | wm mo o b HXC>EŸ $_Rm§&
(i) (ii)

63.

The Inspecting Officer should see that adequate number of binders, ledger cabinets are available with locking arrangements. If there is any shortage, take steps to improve the positions. (i) (ii) Are the objection registers maintained as enjoined in the rules ? See that frivolous and irrelevant objections are not raised.

64.

ŠmAnÎ aOQa~m aoO aoh Og{${`m _ {{©>h Ÿ ` m{m {ñ> ZE I m h ¢ ¡mH Z_| | ZXï ¡ &

64.

` XI {$hHo{$_HsA¡ A§V{HmV ZHsOE Ÿ h o| H ë$ Hñ $ ma gJ e$`| $ m§ & (iii) Nh_rog AY$g`g {$Z AnÎ`§b{Vh§?Ch {ñma HaohV HX > hZ o {H _ o HVr m{mm §~ ¡ Ý| ZV[V $Z ow $_ CmŸ RE& >§ (>HK ~V~H _ZA dëy -Ÿ H${` 92H$ZM Hs{>nr Sm$a M ¢$ ¡wb m`_ & o Z_ o ro $ QßU)
65.
(i)

(iii) How many objections are pending over six months ? Take steps to settle them. (Note below Rule 92 of POSB Manual Vol.-I)

Š mH m B ñ m r g m m Y J hh A ¡ à m S m $ ag m m Y J hH mg ñ / ` $o© WZ` _eoZ ¥ ¡ ma YZ >HK _eoZ ¥ $ X` C g ñ h ?Š mñ m r A ¡ ~ h rX o m à $ aH $M H { Z { $ r{ b ~H $ n X ` ¡ ` WZ` ma ma mZ| Hm o ¡$ ~m Hg d§ o Šra{$ O aoh ?MH aOQa_ H$>àdï`|Hs` XIoH${EO§b` HE m h ¢ ¡$ {ñ> | wN {{>m $ h oZ o b mM nSVb $| H MHm H$ b`og | $o© d§ Zt þm ¡ ‹>m Ha {$ ¡$| o ŠraÝ _ HmB {b~ h hA h & (>HK ~V~H {` nñH IS-&Hmnae>1) Sm$a M ¢$ Z_ wV$ §>Ÿ $ [{ï

65.

(i)

Is there a local clearing house and is the HO a member / sub member of the clearing house ? Are cheques both local and outstations being cleared without delay ? Test check a few entries in the cheque register to see that there has been no delay in clearance of cheques. (Appendix I of POSB Manual Vol. I)

Cm {Z§HVMH Îa Xm{$ ¡$ (ii) ŠmCm {Z§HVMH _ ^d X`{{ {{©>HsJ©h ? ` Îa Xm{$ ¡$ | mr o VW ZXï $ B ¡ (iii) BHsO§MnS>m Ha {$Eg Om$m Hsngw$AV HsJ©h {goCm g$ m§-‹>Vb $| H oo _HV© $ m~H ÚZ $ B ¡ OZ Îa {Z§HVMH MZ h ? Xm{$ ¡$ wm ¡ (iv) BHs mM $| H S>bH$> ¡$ mr $Z H$ b {{V $`{{ Hm Znb {$m g$ O§ Ha {$ wßroQ MH Ma Hao o {E dh Hm©dY $ AwmZ H` Jmh ? `¡ (v) BHsO§ Ha {$g`y©~X{$ J IV|H$__o_ 4/-é àVA`º MH Hs g$ mM $| H _nd § HE E mm o mb | . { àw$ ¡$ $ X g a{ Rr$Rr$àma HsJ©h A¡ ngw$ bO VmCm {Z§HVMH a o me >H->H ^[V $ B ¡ ma m~H, ¡a W Îa Xm{$ ¡$ _ Aoj àdï`§HsJ©h§? | n{V {{>m $ B ¡ (vi) àm Sm$a| | «h$| $o mr HE E Îa Xm{$ MHm H$ a$S© $ O§ Ha YZ >HKm _ JmHm Hm Oa {$ J Cm {Z§HV ¡$| o [Hm> Hs mM $| A¡ E AB E bOm _ V²wm àdï Ha Ÿ ma _ m© g ¡a| | XZga {{> $| &
66.

Post Dated Cheques (ii) Whether the future payable date has been specified on the PDC ? (iii) Check whether pass book of the depositor opted PDC has been updated ? (iv) Check whether the prescribed procedure for issuing duplicate cheques has been followed ? (v) To check whether amount @ Rs. 4/ per unused cheques in case of prematurely closed accounts has been charged correctly and necessary entries made in the passbook, ledger and PDC register.

(vi) Check the record of PDCs issued to customers in the HOs and make corresponding entries in the concerned MIS ledgers.

($ Š m{ ZH _ M [ ` |Z ~ V~ H A ^ _ mn r U_ A © mà áH ab h ,C h H) ` O $ © m a m o M ¢ $ { j V a j | h V m $ r ¡ Ý | ~V~H eI _oVZVHa{` Jmh A¡ d n©oHm HsgV{>H$Aw$ Hm© M ¢$ mm | ¡m $ Xm ` ¡ ma o `dj$| $ §wï o Zên $` Ha h h ? $ ao ¢ ( ) Šm~V~H ñ>\ Hm ~V~H ^m H$Awm H$g~Y_ gJ A^om Hm I ` M ¢$ Qm$ $o M ¢$ Îo o ZXZ o §§ | §V {bI| $o C`º Vro g amO amh ? nw$ aH$ o I m h ¡ () Šmñ>\ Hm {Z {$r{b~H$~V~H ^m {` O amh ? J ` Qm$ $o ~m Hg d§ o M ¢$ Îm Xm m h ¡ ( h { X e $n g .2-3/86- g r{ Z § $27.4.89,g ` g `n ` m § m { V _mZoH Ì § E~ XmH _-_ a WgeoY) ( ) B H sO § H a { $~ V~ H / H Xn e I A |_ { Y © a H m © $ bg A Y $ K g$ mM $| H M ¢$Z$ Ì mmm | Zm[V $`Hm o {H g`g HmB H_Ma Hm©VVoZth Ÿ _ o $o© $©mr $`a m h ¡ &
26

66.

(a)

Whether officials who have qualified in SB aptitude test are posted in SB branch and are working to the satisfaction of supervisors. Whether the relevant records regarding grant of SB allowance to the SB staff are properly kept ? Is SB allowance paid to staff without delay ? (D.G. Post Letter No. 2-3/86-SB dated 27.4.89 as amended from time to time)

(b) (c)

(d)

Check that no official is working in SB / CC Branches beyond the prescribed tenure. 26

67.

($ ~ VI V | A a > ,Q r > ,E A B E ,E E E - ,E E E -92,n n E $ H) M m m , m S r > S r _ m © g Z g g 87 Z _ g rr\ A¡ EEdB H$gX©_ Aw{V_ÎH Xd __m H$aOQa|HsO§ Ha ma _gm© o §^ | Zaj ¥m$ mm mb| o {ñ>m $ mM $| A¡ BHsgV{>Ha {$Bh `mdh Vro g grAm _ ~m amO amh Ÿ ma g$ §wï $| H Ý| W{{V aH$ o h W] | ZE I m h ¡ & noQ_ñ> Ûa {Z__m _ {U`{EJ h,C_ g H$>__m A¡ A{_ mñ>mQa mm O mb| | Z© b E ¢ Z| o wN mb| ma §V { n > a H ${ Eb { VH $ > H _ _ m H s^ ` X I oH ${ Eg r mH a { $ ZQmo o b §~ wNo$ mb| $ r h oZ o b _j $| H AwM {b~VoZthA h A¡ HsJ©Hm©m©{`mwm h Ÿ Z{V d§ m h þm ¡ ma $ B $adB Z_Zga ¡ & ( ) ` XIm{$n©oH Z Eg __m HsAdY$grmHsh,Oo{Y©a g`H$ I h oZ H `dj$ o oo mb| $ m{H _j $ ¡ m Zm[V _ o ^V Zt{n>EO go W A¡ {b{Vg`n HsXm_ \sS AY$[`|H$ ra h ZQm m H$ o ma d§~ ËmZ $ e | $ë> {Hmam o gX©_ [no> ^O h Ÿ gWh,` ^ XI {$HmB \sS AY$a grVro g §^ | amQ] or ¢ & m r h r o| H $o© $ë> {Hmr h aH$ o __m Hmg`n Haamh ` ZtŸ mb| $ ËmZ $ h ¡ m h &

67.

(a)

Examine the registers of Deceased Claim Cases maintained in r/o Savings Accounts, RD, TD, MIS, NSS-87, NSS-92, PPF and MSY Schemes and satisfy that these are maintained strictly as prescribed. Review a few cases decided by the Postmaster and also a few cases pending final disposal to see that there is no undue delay and action taken is in order. To see supervisor has reviewed periodically the cases, which could not be settled within the prescribed time and has made reports in respect of field officers in case of delayed verification. Also, to see whether any field officer is not verifying the cases correctly.

(b)

68.

68.

S>bH$>ngw$§ H${EAdX HsJS©\mbHsO§ A¡ CHsnrUO§ ` XIo wßroQ m~Hmo o b moZ $ m> $B $ mM ma Z$ aj mM h oZ H${EHa {$C à`H __o_ Om V$S>bH$>ngw$Oa HsJ©h,g~{VbO Hm>/ o b $| H g Ëo$ mb | h§ H wßroQ m~H mr $ B ¡ §§Y ¡a $S© bO-h _ [Hm> {$mJmh A¡ AdX$|HsnMZHaoH$g~Y_ CM O§ HsJ©W Ÿ ¡a~r | a$S© H` ` ¡ ma moHm $ hm $Z o §§ | {V mM $ B r & g_ÝV ` XI OE{${Z {$r`{$w$HmU|H${n>ZH$__o_ HmB AmíH {b~ mm`: h om m H ~m Hg wº`º $am o ZQm o mb | $o© Zd`$ d§ ZthA h h þm ¡ (>HK ~V~¡${` nñH IS -Ÿ Hm{` 69) Sm$a M §H Z_ wV$ §> & $ Z_

Examine the guard file of applications for duplicate pass books and test check them to see that in each case where a duplicate pass book has been issued, a record has been kept in the respective ledger card / ledger and proper enquiries were made about the identity of applications. Generally see that there is no undue delay in disposal of cases without valid reasons. (Rule 69 of POSB Manual Vol. I)

69.

See that the index to ledger cards in respect of Savings Account, RD, TD, MIS, NSS-87, NSS-92, PPF and MSY are maintained properly. (a) Examine the conditions of ledger binders in use. See that the used up ledger cards of closed accounts and accounts transferred are removed from the binders and kept separately in bundles office wise and account number wise in safe custody. Test check that the ledger cards are authenticated before putting it to use. Test check that the ledger entries are invariably signed by the supervisor in token of having carried out the check of entries posted. See that entries in ledgers have been made carefully and overwriting/cutting, if any, has been made under dated signature of the ledger assistant. 27

X I { $~ VI V ,A aS r Q rS r E A B E ,E E E -87,E E E - , o| H M mm m >, > >, _ m© g Z g g Z g g 92 nnE$A¡ E E dB H$g~Y_§bO-h HsgM grnHm g V`aHsJ©h Ÿ rr\ ma _ g m© o §§ o ¡a~r $ yr h «$a o ¡m $ B ¡ &
70.

69.

70.

($ O§ Ha {$BV_b{$ OZ db IV ~r~BSg HspWVH$rh Ÿ XI {$ H) mM $| H ñom HE mo mo mm h-m§>© $ ñ{ ¡g ¡ & o| H ~XA¡ ñmmVa IV|H$BV_b{$ J bO Hm> ~BSg g AJHa{EJ § ma WZ§[V mm o ñom HE E ¡a $S© m§>© o b $ X E h VmHmmb-m E§IV g»mm gaj ~Sb|_ AJaoJ h Ÿ ¢ W $`©`da d mm §`da w{V §>m | b I E ¢ & ( ) nrUO§ Ha {$BV_bHaog nd bO-$S©à_{H h Ÿ I aj mM $| H ñom $Z o y© ¡aHm> mmU$ ¢ & () n r UO § H a { $b O à d ï ` |n A r H Û a h o mh V j { $ J h O o J aj mM $| H ¡a {{>m a Yj$ mm _e ñma HE E ¢ m ` àmU Ha {$àdî>m HsO§ Hab J©h Ÿ h _{V $o H {pQ`| $ mM $ r B ¡ &

(b) (c)

(d)

( ) XI {$IV|_ àdï`§ÜmndH HsJ©h A¡ Hm>HaX~a {IoHm>on K o| H mm | {{>m `Zy©$ $ B ¢ ma $Q $ wmm bZ/$QZ a I V g m H H ${ Z § H Vh V j C n { $ J h |Ÿ mm h`$ o Xm{$ ñma g a HE E m &
27

(> O§ Ha {$ŠmHmB Im/$> hA bO Hm> Eg h {g ~b ZtJmh Ÿ L) mM $| H ` $o© a~\Qm þm ¡a $S© om ¡ Oo Xm h ` ¡ & ( ) nrUO§ Ha {$efHm bZXZH${EIV/mB> _ X©Ha{` Jmh A¡ M aj mM $| H o $o o-o o b mo~§Sa | O $ Xm ` ¡ ma H$ efgrh Ÿ wb o h ¡ & ( > H K ~ V~ H { ` n ñ H I S - &H m{ ` 13) Sm$a M ¢$ Z_ wV$ §>Ÿ $ Z_ { a j A Y $ a { { Þ_ r m _ M aV a I | à ` H { _ h H { EE $H sO § ZrU {Hmr d^ hZ| | m mrm, Ëo$ Vmr o b H $ mM HaJ A¡ XIJ {$$om ma oom H
(i) (ii) (iii) (iv) (v) (vi) (vii)

(e) (f)

Check if there is any mutilated / torn ledger card which has not been replaced. Test check that balances have been cast in the ledger / binder for transactions and the balances worked out are correct. (Rule 13 of POSB Manual Vol. I)

71.

71.

The Inspecting Officer shall examine and see at random for four dates in different months, one for each quarter that (i) (ii) The applications for transfer (SB-10b) have been promptly dealt with, In case of delay look into the causes for that and take remedial action

AVUH${EAdXm (g~ -10 ~)HmVaV{n>Z{$mJmh Ÿ §a o b moZ| E r r $ w§ ZQm H` ` ¡ & {b~H$__o_,CH$HmU|HmnmbmJ A¡ CMaËH Hm©m©HaJ Ÿ d§ o mb | go $am $ V JEm ma nmm_$ $adB $om & EQrgaj aoJ h Ÿ > w{V I E ¢ & Aa~ Qrn ~ QraOQa|Hm {`mwm V`a{$mJmh Ÿ m r >/r r > {ñ>m $o Z_Zga ¡m H` ` ¡ & A`E Aog àáAVU|H$gPdHm {Y©a g`g_ _ {n> {` Jmh Ÿ Ý M m o m §am o wm $o Zm[V _ rm | ZQm Xm ` ¡ & EQrHsndràáHab J©h A¡ CoEQrHsHmmb àVH$gW{n$ {` > $ mV m $ r B ¡ ma g > $ $`©` { o m MHm Xm Jm¡& `hŸ EQrHm{dUbO Hm> H$Dn Zo>Ha{` Jmh Ÿ > $ da ¡a $S© o $a mQ $ bm ` ¡ & ( > H K ~ V~ H { ` n ñ H I S - &H m{ ` 64) Sm$a M ¢$ Z_ wV$ §>Ÿ $ Z_
72.

(iii) That ATs are kept in safe custody (iv) RBT / PBT registers have been maintained as per rules (v) Advice of transfers received from other HOs have been dealt within the time limit prescribed.

(vi) Acknowledgemetns of ATs have been obtained and pasted with office copy of the AT and (vii) Particulars of ATs have been noted on the top of ledger cards. (Rule 64 of POSB Manual Vol. I) (i) See that the withdrawals of Rs. 5000/- or above from singlehanded SOs and BOs are being sent to the IPOs etc. for verification. Is a watch kept over the receipt of reports on the result of verification ? Whether a report is furnished regularly every quarter to Divisional head by 5th of the month following each quarter in Jan, April, July and October informing completion of action for verification of withdrawals in time. Is the list of accounts, for which the pass books have not come for interest entries up to 30th June, being prepared in r/o BOs / GDSSOs and of single handed SOs for savings / PPF / NSS accounts and sent to the Inspector Posts for physical verification with pass books ? (Rule 75 of POSB Manual Vol. I) (b) Has the HO taken action for complete verification of all accounts standing open in one or two single handed SOs selected by the Divl. Head. (Rule 75(2) (vii) of POSB Manual Vol. I) 28

72.

(i)

XI {$E$ C Sm$aA¡ eI Sm$ag 5000/-é A¡ AY$Hs{HmrHm o| H Hb n >HK ma mm >HK o . ma {H $ Z$g $o g`n H${EAB n AoHm ^O O amh ?ŠmO§ H$nam n [no> Hs ËmZ o b m© r m $o om m h ¡ ` mM o [U_ a amQ© $ à{ HmAbo$ {$mO amh ? má $ dmHZ H` m h ¡ Šm{HmrH$g`n H${EHm©m©H$na hooHs{_h gMmOdr A¡, ` Z$g o ËmZ o b $adB o ym mZ $ Vmr yZ Za, àb ObB A¡ AV~ _ à`H {_h H$Ab _hHs5VaIV${>rZàw Hm wm© ma Šya | Ëo$ Vmr o Jo m $ mr H SdO _I $o g `n à V VH sO a rh Ÿ _ a ñw $ m h ¡ &

(ii)

(ii)

73.

($ Š m~ V n n E $ E E E I V |H $g ~ Y_ e I S m $ a | O S rE C H) ` M / r r \ / Z g g m m o § § | m m > H K m / r > g n Sm$a|A¡ E$ì{$db C Sm$a|H$gX©_ Eg IV|HsgM V`aHab >HKm ma H `º mo n >HKm o §^ | oo mm $ yr ¡m $ r J©h {Z$ ngw$30 OZV$ãm Hsàdï`|H${EZtAB h§A¡ Ch B ¡ OHs m~H y H `O $ {{>m o b h m© ¡ ma Ý| ngw$H$gWdñ{H O§ H$[E{aj$Sm$aHm ^O Jmh ? m~H o m mVd$ mM o b ZrH >HK $o om ` ¡ ( > H K ~ V~ H { ` n ñ H I S - &H m{ ` 75) Sm$a M ¢$ Z_ wV$ §>Ÿ $ Z_ ( ) Šm{>rZ àm Ûa MZ J E$` XoH_M{`|db C Sm$a|_ Ib gr I ` SdOb YZ mm wo E H m m $©mam mo n >HKm | wo ^ IV|HmnU g`n HaoH${Eàm Sm$aZ Hm©m©Hab h Ÿ mm $ y© ËmZ $Z o b YZ >HK o $adB $ r ¡ & ( > H K ~ V~ H { ` n ñ H I S - &H m{ ` 75(2)(vii) Sm$a M ¢$ Z_ wV$ §>Ÿ $ Z_
28

73.

(a)

74.

(i)

X I { $à ` I V _ O S rE C S m $ aA ¡ e I S m $ aH ${ En A aH s o| H Ëj mo | r > g n >HK ma mm >HK o b r m $ {f-yrHm {Y©a Vro g V`a{$mO amh A¡ {aj$Ûa O§ Hs d`gM $o Zm{V aH$ o ¡m H` m h ¡ ma ZrH mm mM $ O ar ¡ & mhhŸ ( > H K ~ V~ H { ` n ñ H I S - &H m{ ` 11) Sm$a M ¢$ Z_ wV$ §>Ÿ $ Z_

74.

(i)

See that the index to PRs for GDSSOs and for BOs in direct account is being maintained in prescribed manner and is being checked by the supervisor. (Rule 11 of POSB Manual Vol. I)

(ii)

X I { $E ~ - a O Q aH ma a m g rà $ ag { $ mO a mh Ÿ o | H g r45 { ñ > $ I I d h H m o H ` m h ¡ &
75.

(ii)

See that SB-45 register is properly maintained.

{ N b { a j g ~ VI V ,A aS r Q rS r E A B E ,E E E - ,E E E - , n > o Z r U o M m o m > , > > , _ m © g Z g g 87 Z g g 92 n n E$A¡ E E dB `oZA|H$g~Y_ IV IoZ H${EH$>AdXm Hs` XIoH${E r r \ ma _ g m© mOmm o §§ | mm mbo o b wN moZ| $ h oZ o b O§ Ha {$ mM $| H : ($ g~{V~V~H `oZA|H$AV© H$bà{H$ ì{$Ûa a{ Hm{de{$m H) §§Y M ¢$ mOmm o §JV od mY¥V `º mm me $ Zo H` Jm¡& `hŸ ( ) n n E$A¡ E E E -92 `oZA|H$IVYa$|Z ` àmU {$mh {$ I r r \ ma Z g g mOmm o mmmHm o h _{V H` ¡ H C H mC rS m $ aA d { $ rA `S m $ a_ B ` o Z H $A V © H m B A ` Z$ g > H K W m H g Ý > H K | g m O m o § J V $ o © Ý mOm o b, dm` f | Hg Ý I V Z th A ¡ E E E -92 ` o Z H ${ E { Î r d ©_ { $ rA ` mm h ¡ ma Z g g Sm$a_ HmB A`IV ZtIomh Ÿ >HK | $o© Ý mm h mb ¡ & {Nb {aj H$~Xg IooJ QrSrA¡ E AB E IV|Hs` XIoH${EnrU n>o ZrU o m o mb E > > ma _ m© g mm $ h oZ o b aj O§ Ha {${$r^ nMVV Om_ HmB AZ{VmZth Ÿ mM $| H Hg r ímdu _ | $o© {`_V h ¡ & { N b { a j H $~ X~ X{ $ J n n E $A ¡ E E E -92I V |H s` X I o n> o Z r U o m § H E E r r \ m a Z g g mm $ h oZ H${EnrUO§ Ha {$_V$Xd __m Hm Nm‹>$ HmB IV g`g nb ~XZt{$m o b aj mM $| H ¥H mm mb| $o >oSHa $o© mm _ o ho § h H` Jm¡& `hŸ
78. 79. 77. 76.

75.

Check a few applications for opening accounts (SB-3) in r/o accounts

opened under Savings Accounts, RD, TD, MIS, NSS-87, NSS-92, PPF and MSY schemes since the last inspection to see that :(a) The amount has been invested by those only authorised under the respective SB schemes. (b) The account holders of PPF or NSS-92 schemes have certified that they have no other account under the scheme either in the same post office or any other post office and for NSS-92 scheme, they have not opened any other account in any post office in the financial year.

76.

Test check TD and MIS accounts opened since the last inspection to

see that there in none having the irregularity of subsequent deposits.

77.

Test check the PPF and NSS-92 acccounts closed since last

inspection to see that no account has been closed prematurely except for deceased claim cases.

XI {$IV g§ZHm©AV h Ÿ o| H mm _O $` ÚZ ¡ &

78. 79.

See that the ledger agreement work is current. See whether there are cases of accounts running with minus

XI {$ŠmGUËH efdb IV|H$HmB __oh Ÿ B A§{ g {n>oH${Eàm o| H ` $m_$ o mo mm o $o© mb ¢ & g gJV o ZQZ o b YZ Sm$a mm $ J© $adB Hm w{©mHZ $| & >HK Ûa Hs B Hm©m© $ nZdbo$ Ha Ÿ dCa_m H$aOQaHsO§ Ha A¡ XI {$HmB _ AwM êng AY$A{ H${E mM X| o {ñ> $ mM $| ma o| H $o© X Z{V $ o {H dY o b gmmO H${Eb{VZth Ÿ _`oZ o b §~ h ¡ &
29

balances. Review the action taken by HO to settle the discrepancy.

80.

80.

Examine the register of “will follow” vouchers items and see that no

item is pending unadjusted for unduly long period.

29

81.

àm Sm$a_ {n>ZH${Eb{Vngw$|HsO§ Ha A¡ XI {$ŠmCh H$b YZ >HK | ZQm o b §~ m~Hm $ mM $| ma o| H ` Ý| od

81.

Check the pass books pending disposal in the HO and see whether

CM HmU|H${Eh amJmh Ÿ {V $am o b r I ` ¡ &
82.

they are retained with valid reasons only.

82.

Examine the following registers and see whether action for transfer

{å{{VaOQa|HsO§ Ha A¡ XI {$Šmãm/_ H$AVUHsHm©m©CM ZZbI {ñ>m $ mM $| ma o| H ` `OOm o §a $ $adB {V

of interest / deposits is taken properly and systematically. (i) Register of automatic credit of MIS/TD interest into SB accounts. Register of automatic credits in RD accounts by transfer from SB accounts.

A¡ grà$ag HsO arh Ÿ ma h Hm o $ m h ¡ &
(i) (ii)

E AB E/> Srãm HmE ~ IV _ AQm_{>$OmhooHmaOQaŸ _ m© gQr > `O $ g r mo | m>ooQH _ mZ $ {ñ> & E ~ IV|g AVUÛa AaSrIV|_ A°>ooQH OmHmaOQaŸ g r mm o §a mm m > mm | mQm_{>$ _ $ {ñ> &
83.

(ii)

83. 84.

ŠmeI Hm m b m _ M b E ~ I V|H$aO Q aAV h ? ` mm $`©`| | my g r mm o {ñ> ÚZ ¢ E ~ g AoÛa V`aGUËH efaOQaA¡ AwV dCaH$aOQaHsO§ Ha g r r m mm ¡m $m_$ o {ñ> ma Zdu mM o {ñ> $ mM $|

Are the register of SB accounts standing open in Branch Offices

maintained corrected up to date ?

84.

Check the minus balance register and register of will follow voucher

A¡ Om Ad`$hoCMaËH Hm©m©HmAXeX Ÿ ma h§ míH m nmm_$ $adB $ mo | &

maintained by SBCO and order remedial action wherever necessary.

{pH$ IV Zî«` mm
85.
(i)

SILENT ACCOUNTS
85.
(i) Test check in respect of silent accounts whether service charge of Rs. 20/- has been deducted from the silent account having minimum balance of Rs. 50/- and a notice to reactivate the account served to the account holder ?

{pH$ IV|HsnrUO§ Ha {$Šm50/-é g H_ÝyV efdb {pH$ Zî«` mm $ aj mM $| H ` . o $ `Z_ o mo Zî«` IV|g 20/-é Hmgd àm Hm>{` Jmh A¡ IVYa$Hm IV nZ Mb mm o . $ om ^a $Q bm ` ¡ ma mmmH $o mm w… my HaoH${EZoQgX {` Jmh ? $Z o b m{> o Xm ` ¡

(ii)

Šmna `{Q H${Eàm Sm$a_ {pH$ IV|g gnU `{Q H${Egd àm ` yr yZ> o b YZ >HK | Zî«` mm o §y© yZ> o b om ^a Hm>{` Jmh Vmàm bI Hmmbm _ bI~ Ha{` Jmh A¡ Ad`$ $Q bm ` ¡ W YZ om $`©`| | omÕ $ Xm ` ¡ ma míH àdï`§HaoH${ECSm K Hm CHsgMmX X J©h Ÿ {{>m $Z o b n>H a $o g$ yZ o r B ¡ &
(ii) Whether the service charges deducted from the silent accounts at the Head Post Office for the unit as a whole has been accounted for in HO Accounts for the unit as a whole and communicated to the SOs for making necessary entries. (iii) Whether Interest-cum-silent accounts statement prepared by SBCO has been received in SO on time.

(iii)

Š mE ~ g A oÛ a V ` aã m - h { p H $ I V - d a rC S m $ a_ g ` ` g r r m mm ¡m `Og-Zî«` mm{dU n >HK | _ n àáhB h ? a m þ© ¡

(iv)

ŠmE ~ g AoZ nYZSm$a|H$[EXoàVm A¡ C Sm$a|H${EVZ ` g r r m o «m >HKm o b m {`| ma n >HKm o b r àVm _ {Y©a ÝyV gqJg H_efdb ãm g {[H$ IV {dU g {`| | Zm[V `Z_ rb o $ o mo `O h Zî«` mm dar o ÝyV g H_efdb {pH$ IV|HsE$AJgM V`aHsh ? `Z_ o $ o mo Zî«` mm $ H b yr ¡m $ ¡
30

(iv) Whether SBCO has prepared a separate list of silent accounts with balance of below minimum from the interest-cum-silent accounts statement in duplicate for HOs and in triplicate for SOs. 30

(v)

Šmãm na$ZHm©H$eê hooH$~X[no> {$ J {$rbZXZH${E ` `O [Hb $` o w$ mZ o m amQ© HE E Hg o-o o b noQ_ñ> Ûa ãm {dU HsnZ O§ HsJ©h ? mñ>mQa mm `O dar $ w… mM $ B ¡ O§ Hao{$ãm-h{pH$ IV {dU Hm noQ_ñ> Ûa E$\më> _ mM $§ H `Og-Zî«` mm dar $o mñ>mQa mm H $oSa | aZ hV JS©\mb_ gaj amJmh ? Io ow m> $B | w{V I ` ¡ O§ Ha {${pH$ IV|Hm nZ Mb HaoH${EgràH$mHmAwmZ{$m mM $| H Zî«` mm $o w… my $Z o b h {«` $ Znb H` Jmh ? `¡ O§ Ha {$E${oî«`IV Hm nZ Mb HaoH${EOm$m Z {HmrAd mM $| H H Z[H$ mo $o w… my $Z o b _HV© o Z$g Wm OmH${EAdX H$gWngw$àVVHsh Ÿ `XefÝyV g H_h VoOm _ o b moZ o m m~H ñw $ ¡ & { o `Z_ o $ ¡ m _ Hsa{ Ûa efHm ÝyV g AY$homM{EŸ $ me mm o $o `Z_ o {H mZ mh & O§ Ha {$ ` {[H$ IV Hm nZ Mb Hao o {E Zm[V {ñ> _ àdî>m mM $| H Šm Zî«` mo $o w… my $Z H$ b {Y©a aOQa | {pQ`§ HaX J©h¡A¡ H§´mbZ°-¡eaOQa_ Ad`$gmmO HaoH${E{`Ì $ r B § ma $Q>o mZH$ {ñ> | míH _`oZ $Z o b Z§U gJ> Hm Bo o Xm ` Ÿ¡ & §RZ $o g X {` Jm h Ÿ
86.

(v)

Whether interest statement has been rechecked by the postmaster for any transactions reported after commencement of work of interest calculation ?

(vi)

(vi) Check whether interest-cum-silent accounts statement is preserved by the Postmaster in the guard file to be kept in a folder ? (vii) Check whether correct procedure has been followed in revival of silent accounts ? (viii) Check whether for revival of a silent account the depositor has presented the pass book with application for withdrawal or deposit. If the balance is below the minimum the amount of deposit should raise the balance above the minimum. (ix) Whether entries have been made in the prescribed register for revival of silent account and given to the control organisation for making necessary adjustments in the control non-cash registers. Examine that the statistical registers of transactions in respect of all types of savings accounts are maintained properly and posted up to date. See whether the registers of nominations in respect of each series of certificates are maintained properly in the prescribed form and applications are kept serially numbered in the guard files. Test check few entries in the registers with the applications kept in the guard files and record the results in IR. (Rule 35 of POSB Manual Vol. II)

(vii)

(viii)

(ix)

86.

O§ Ha {$grà$aH$~VIV|H$g~Y_ bZXZH$gm»Hs aOQaHm CM mM $| H ^ Hm o M mm o §§ | o-o o §p`$` {ñ> $o {V à $ ag A ¡ A V a mO a mh Ÿ Hm o ma ÚZ I m h ¡ &

XI {$~Vnm HsnËo$l§b H$g~Y_ Z_§$ H$aOQagrà$ag {Y©a o| H M Ì| $ «`H ¥Im o §§ | mmHZ o {ñ> h Hm o Zm[V \m©_ A¡ AdX H$mwm JS©\mb_ aoO aoh Ÿ JS©\mb_ aoAdXm db aOQa|_ $_ | ma moZ «_Zga m> $B | I m h ¢ & m> $B | I moZ| mo {ñ>m | H$>àdî>m HsnrUO§ Ha A¡ {aj [no> _ nam X©Ha Ÿ wN {pQ`| $ aj mM $| ma ZrU amQ© | [U_ O $| & ( > H K ~ V~ H { ` n ñ H I S - & H m{ ` 35) Sm$a M ¢$ Z_ wV$ §>Ÿ& $ Z_
88.

87.

87.

XI {${J_ A¡ {>MO O© {Y©a T§ g V`a{$ J h A¡ gr_{H {dU o| H Z©Z ma Sñm© Zb Zm[V >J o ¡m HE E ¢ ma ^ mg$ dar {` VaIV$Sm$bI Hmmb _ OmHaX OV h &H$>O©m A¡ {d{`|HsnrU ZV mr H >H om $`©` | _ $ r mr ¡ wN Zb| ma daUm $ aj O§HaŸ mM$|& (>HK ~V~H {` nñH IS-&) Sm$a M ¢$ Z_ wV$ §>Ÿ&

88.

See that the Issue and Discharges journals are prepared in the prescribed manner and all monthly returns are submitted to the Postal Accounts Office by the due dates. Test check few journals and returns. (Rule 20 and 33 of POSB Manual Vol. II)

89.

X I { $Š mC S m $ aà m n A m V { $ m { H m n A ¡ a ï > `~ Vn VIII d § o| H ` n >HK _UÌ W©² HgZ d$g Ì ma m´r M Ì m {J_H$g~Y_ ñ>\ Ûa {J_ O© _ {>nrHm__ àdï HsOV h,O H^ CH$Ûa Z© o §§ | Qm$ mm Z©Z Zb | QßU $b | {[> $ mr ¡ ~ $r go mm ~Vn ~M OV h Ÿ H$>àdî>m HsnrUO§ Ha A¡ C Sm$aH$g~{Vñ>\ aOQa M Ì oo mo ¢ & wN {pQ`| $ aj mM $| ma n >HK o §§Y Qm$ {ñ> _ XmEefH$gW~ohEefHm{bZHa Ÿ | e© o o m M þ o $ _m $| & ( Zg -12)(S m $ a~ V~ H { ` n ñ H I S - & H { ` 20 H $Z M X { > n r6) E r >HK M ¢$ Z_ wV$ §> Ÿ& o Z_ o ro r QßU
31

89.

See whether the sub offices are showing the stock in hand of certificates i.e. KVP and NSC VIII Issue in the remarks column of issue journal whenever any certifciates are sold by them. Test check few entries and tally the balance with the balance shown in the respective stock register of sub offices. (NC-12a) (Note 6 below Rule 20 of POSB Manual Vol. II) 31

90.

($ XI {$C Sm$a|Hm An{©{$ OZ db ~Vnm HmaOQa(Zg -12 H) o| H n >HKm $o myV HE mo mo M Ì| $ {ñ> E r H)CM T§ g amOV h A¡ O ^ ~Vnm HsSm$aHm An{©HsOV $ {V >J o I mm ¡ ma ~ r M Ì| $ >HK $o myV $ mr h VoaOQa_ CHsàdî>HsOV h Ÿ aOQa_ HsJ©H$>àdï`| HsC ¡ m {ñ> | Z$ {pQ $ mr ¡ & {ñ> | $ B wN {{>mo $ n Sm$a|Hm Oa ~O$|H$gX©_ A¡ C Sm$a|Ûa Oa ~Vnm HsC >HKm $o mr rHm o §^ | ma n >HKm mm mr M Ì| $ n Sm$a|H${J_ O©m H$gX©_ nrUO§ Ha Ÿ >HKm o Z©Z Zb| o §^ | aj mM $| & ( > H K ~ V~ H { ` n ñ H I S - & H m{ ` 5) Sm$a M ¢$ Z_ wV$ §> Ÿ& $ Z_ ( ) A{__roH${EC Sm$a|H$Z{H$ñ>H Hs_{H {dU H$gX©_ E I §V hZ o b n >HKm o ~o Qm$ $ mg$ dar o §^ | Z g- ($ _ XmB ñ>H pWVHsVbmHa Ÿ `XE$ì{$db Sm$ag r12 H) | e©© Qm$ ñ{ $ wZ $| & { H `º mo >HK o {dUàáZthomh Voñ>H Hmì{$Vêng g`n Ha Ÿ da m h mV ¡ m Qm$ $ `ºJ $ o ËmZ $| &

90.

(a)

See that the stock registers of certificates supplied to sub offices (NC12a) are maintained properly and entries are made in them whenever any certificates are supplied to sub offices. Test check few entries made in the Register with reference to invoices issued to sub offices and certificates issued by sub offices with reference to issue journals of SOs. (Rule 5 of POSB Manual Vol. II)

(b)

Compare the stock position as reflected in NC-12 (a) with reference to monthly statement of unsold stock from the sub offices for the latest month. If the statment from any single handed sub office is not received, get the stock verified physically.

nMZnunñH (HgZ{Hm n ñ$_H$C~YH$AV© Oa)HsO§ Ha A¡ hm-M wV$ {$m d$g Ì Hs o n§ o §JV mr $ mM $| ma g`{VHa {$àw$A¡ A`º nM`§H$ _ h Ÿ Ëmn $| H `º ma àw$ {©m «_ | ¢ & ( > H K ~ V~ H { ` n ñ H I S - & H m{ ` 22) Sm$a M ¢$ Z_ wV$ §> Ÿ& $ Z_

91.

91.

Examine the book of Identity slips (issued under the provision of KVP scheme) and verify that the used and unused slips are in order. (Rule 22 of POSB Manual Vol. II)

92.

O§ Ha {$_V$Xd __m HmaOQa~Vnm Hsà`H gaOH$g~Y_ amOV mM $| H ¥H mm mb| $ {ñ> M Ì| $ Ëo$ rr o §§ | I mm h A¡ noQ_ñ> Ûa {UVH$>__m HsnZrmHa Ÿ A{_{n>ZH${EbåV__m Hs ¡ ma mñ>mQa mm Zu wN mb| $ waj $| & §V ZQm o b p~ mb| $ ^ nZrmHa {$C_ AmíH {b~VoZth A¡ CH$g~Y_ B {fH {`m/ZXe| r waj $| H Z| Zd`$ d§ m h ¡ ma Zo §§ | g d`$ Z_|Awom H$Awm Hm©mrHsOV h Ÿ o Zga $`dh $ mr ¡ & XI {$Mor IoJ,Z>hE Im hE` HQ-$>J ~VÌ|H$ñm n Oa S>bH$> o| H ma, m E ï þ, a~ þ m $>\Q E Mnm o WZ a mr wßroQ ~VÌ|HmaOQa{Y©a \m©_ amOV h A¡ S>bH$>~VÌOa hooH$~XHQo\Qo Mnm $ {ñ> Zm[V $_ | I mm ¡ ma wßroQ Mn mr mZ o m $>-$>, Im hoJ,XonU ~VÌ|Hm noQ_ñ> Hs{\mV_ amJmh Ÿ aOQa_ CHsàdî>m a~ m E mfy© Mnm $o mñ>mQa $ h$O | I ` ¡ & {ñ> | Z$ {pQ`| HsO§ Ha Ÿ {aj H$g`B ~VÌ|Hm Z>HaX A¡ aOQaH${Y©a Hm_(& _ Z> $ mM $| & ZrU o _ Z Mnm $o ï $ | ma {ñ> o Zm{V $b Ÿ) | ï HaoHsVaI{IX Ÿ $Z $ mr b | & ( > H K ~ V~ H { ` n ñ H I S - & H m{ ` 44) Sm$a M ¢$ Z_ wV$ §> Ÿ& $ Z_
94. 93.

92.

Examine the registers of deceased claim cases maintained in respect of each series of certificates and review a few cases decided by the Postmaster and also cases pending final disposal to see that there is no undue delay and that they are processed as per rules / instructions on the subject. See that the register of duplicate certificates issued in lieu of stolen, lost, destroyed, spoiled or mutilated certificates has been maintained in the prescribed form and also see that after issue of duplicate certificates the mutilated, spoiled defective certificates are kept in the custody of Postmaster and check their entries in the register. Destroy these certificates at the time of inspection and note date of destruction in the prescribed column (1) in the register. (Rule 44 of POSB Manual Vol. II)

93.

94.

àm Sm$aH${aj H$X¡m {aj AY$a XIJ {$E EE E|>Hm H_e YZ >HK o ZrU o maZ ZrU {Hmr oom H g g OQ $o $rZ H$^Jm _ {Y©a àH$mHmnb {$mOV h A¡ E|>|Hm ^Jm {$ J H_e Hs o wVZ | Zm{V {«` $ mZ H` mm ¡ ma OQm $o wVZ HE E $rZ $ {dU E ~ g AoVmn EAo_Ü_g eK ^O OV h Ÿ à{H$ E|>|Hsà{ nñH Hm dar g r r m W r m m` o r« or mr ¡ & mY¥V OQm $ má wV$ $ gwM [Hm> amOV h Ÿ ñ>H aOQa_ XmEJ efHmñ>\ H$gW{bZHa Vm` ^ XI _{V a$S© I mm ¡ & Qm$ {ñ> | e© E o $ Qm$ o m _m $| W h r o| {$ Z wV$| $o mY¥V OQm Hm An{© $ g_ AY$ ho m Ÿ H B nñHm Hs à{H$ E|>| $o myV Hs rm {H Z m OE &
32

During the inspection of HO, the Inspecting officer shall see that the procedure for payment of commission to SAS agents is followed as prescribed and the returns of commission paid to agents are routed through SBCO and PAO promptly. Proper records of Authorized Agents receipt books has been maintained. Check the stock with balance shown in stock register. Also see that limit of supply to the authorized agents of such books has not been crossed. 32

95.

XI {$Šm~VÌ|H$ñmmVUH$grAdX n A¡ B{a {Hm nm H$g~Y_ o| H ` Mnm o WZ§a o ^ moZ Ì ma §Xm d$g Ì| o §§ | g`n __og~{VSm$a|Hm ñmmVa Ha{EJ h VmñmmVU(mH)H${EAdX ËmZ om §§Y >HKm $o WZ§[V $ X E ¢ W WZ§a Ad$ o b moZ n H$__o_ gMmnOH$ Sm$Ûa {de$Hm ^OX J©h Ÿ Ì o mb | yZ §r¥V >H mm ZoH $o o r B ¡ &

95.

See whether all applications for transfer of savings certificates and verification memos in respect of IVPs have been transferred to respective offices. In the case of application for transfer (inward), whether intimation has been sent to the investor by registered post. Examine that the statistical register of Savings certificates of each series are maintained properly and posted up to date (Rule 51 (3) of POSB Manual Vol. II)

O§ Ha {$à`H gaOH$~VÌ|Hmg§»HsaOQagwM T§ g amOV h A¡ mM $| H Ëo$ rr o Mnm $ mp`$ {ñ> _{V >J o I mm ¡ ma B h A V b I ~ { $ mO V h Ÿ Ý| ÚZ omÕ H` mm ¡ & ( > H K ~ V~ H { ` n ñ H I S - & H m{ ` 51(3) Sm$a M ¢$ Z_ wV$ §> Ÿ& $ Z_
97.

96.

96.

XI {$C Sm$a_ àw$E g- ($ à{`|Hs{f-yrRr$g arO arh Ÿ o | H n > H K | ` º Z r4 H ) m á m $ d ` g M > H o I m h ¡ & ($ E g- ($ à{ nñH HsO§ Ha Ÿ AJAJ_rm Hs4 VaI|H$Ho{Q H) Z r4 H) má wV$ $ mM $| & b-b hZ| $ mrm o «$S> HsO§ Ha Ÿ g`{VHa {$Ib A`º à{`§H$ g h Ÿ $ mM $| & Ëmn $| H mr àw$ mám «_ o ¢ &

97.

See that the index to NC 4(a) receipts used at SOs is being maintained properly. (a) Examine the book of NC 4(a) receipts. Check the credits of 4 dates in different months. Verify that blank unused receipts are in order.

Eg O- H$gX©_ ~Y$~VÌ|Vm~VÌ|H$H« H$AdX nm H$__o_ r r67 o §^ | §H Mnm W Mnm o $` o moZ Ì| o mb | nrUO± Ha§{$Šm{Y©a ~Y$eë$dymJmh Ÿ aj mM $o H ` Zm{V §H wH gb ` ¡ &
99.

98.

98.

O§ Ha {$IoJ ~Vnm HmaOQaCH$Ioog nb A¡ CH$ñm n Oa ~V mM $| H m E M Ì| $ {ñ> Zo mZ o ho ma Zo WZ a mr M nm H$nMVamOV h Ÿ Ì| o ím I mm ¡ &

Test check in case of pledged certificates w.r.t. ACG 67 receipts and application for purchase of certificates whether the prescribed pledging fees have been collected. Check whether the register of certificates lost before and after issue is maintained.

99.

C bI n om
100.

O§Ha: mM$| ($ Z$rA¡ Sm${>$>|HsAn{©Vm{n>ZE§CHs{\mVHsgwM H) HX ma >H-QHQm $ myV W ZQm d Z$ h$O $ _{V ìdW h Ÿ `ñm ¡ & ( ) Arñ Sm$a|Hm gwM Y {` OV h Ÿ I YZW >HKm $o _{V Z Xm mm ¡ & () C Sm$a|VmeI Sm$a|_ àf {{_ Hs{Y©a àH$mHmna Vh J n >HKm W mm >HKm | oU dZ` $ Zm[V {«` $ yr a nb {$mOV h Ÿ `XAd`$ho VoB_ gYaHa Ÿ mZ H` mm ¡ & { míH m, m g| wm $| & ( ) Hmf{HmrA¡ C bI gmH E§gmH noQ_ñ> àmrH$gWMm Hao K $omY$a ma n om h`$ d h`$ mñ>mQa ^a o m M© $H$ C Sm$aH$AY$_E§ÝyV efHsnZrmHa Ÿ n >HK o {HV d `Z_ o $ waj $| &
33

SUB ACCOUNTS
100.
Examine that : (a) (b) (c) Proper arrangements exist for the supply and disposal of cash and stamps and their custody. The subordinate offices are financed properly. The prescribed procedure for exchange of remittances with SOs and BOs are strictly followed, make improvement if necessary. Review the maximum and minimum balance of SOs in discussion with treasurer and sub a/c assistant and APM in-charge. 33

(d)

Š mn © o H { { ÞS m ${ ` n ñ H m / m ë y / Z X e |_ ~ m A Z H m m g A J ` `dj$ d^ >H Z_ wV$|do`_Awom | VE no $`] o dV h ?Šmd g{pM Hamh {$gr{` Wb àáA¡ à{V{$ OV h ;bI Wb|HsAV©V ¡ ` h wZíV $V ¡ H ^ ZV ¡o m ma of HE mo ¢ om ¡m $ §dñw Hm Rr$g V`a{$mOV h A¡ CoHmf{HmrVmC bI gmH Ûa b~ bm$ _h~X $o >H o ¡m H` mm ¡ ma g $omY$a W n om h`$ mm ob JHa wa§ {$m mm ¡ & H` OV h Ÿ
102.

101.

101.

Does the supervisor know his duties as discussed in various Postal Manuals / Volumes / Instructions ? Does he ensure that all due bags are received and dispatched; the contents of account bags are prepared properly and are labelled and sealed by the treasurer and sub accounts assistant ? (a) See that the system of adjusting; Cash/Stamp remittances in transit between (i) The HO and its SOs and BOs (ii) The SOs in account with HO is understood by sub account assistant and such amounts in transit are carefully watched until they are cleared. (b) See that PA-17 is being received by Postmaster and reviewed and forwarded to the Divisional Head.

($ XI{$ H) o|H
(i) (ii)

102.

àm Sm$aA¡ BH$C Sm$a|VmeI Sm$a|E§ YZ >HK ma go n >HKm W mm >HKm d à m S m $ aH $g Wb I ~ C S m $ a YZ >HK o m omÕ n >HK

Q>§O>_ Z$rSm${>$>àfm Hm gmm{VHaoHsìdW Hm C bI gmH ´m{Q | HX/>H-QHQ oU| $o _`oO $Z $ `ñm $o n om h`$ gPmh A¡ Q>§O>HsB a{ Hsgdmry©$V V${JmrHsOV h O V$ _V ¡ ma ´m{Q $ g me $ mYZndH ~ H ZaZ $ mr ¡ ~ H {$` ŠraZhoOEŸ H o b` m m & m H` m h ¡ ma g$ waj $H$ g ( ) XI {$noQ_ñ> Ûa n E-17 àá{$mO amh A¡ CHsnZrmHao Bo I o| H mñ>mQa mm r {>rZàw Hm A«{V{$mOV h Ÿ SdO _I $o Jof H` mm ¡ & àm Sm$aVmC Sm$aHsn§ZAmJ HsAyyMm _ HsJ©àdî>moHs YZ >HK W n >HK $ oe X`r $ Zg{`| | $ B {pQ`§ $ `ÑÀ>$AYan Ha~10 {ZH${Eg{VHmoH$nnAoH$XgoAY ^J_ HsJ©nana$ mpNH mm a $r X o b §da$§ o rrm o ya mo m | $ B mñ[H àdî`|H$[EO§ Ha Ÿ ` gV[>Ha {$ne HsAmJ H${E{Y©a n{ HmC`º ên {p`m o b mM $| & h §wï $| H |Z $ X`r o b Zm{V ÕV $ nw$ $ g nb {$mO amh Ÿ àm Sm$aVmC Sm$a_ AmHsJ©H$ a{ Hmàm Sm$aHs o mZ H` m h ¡ & YZ >HK W n >HK | X $ B wb me $ YZ >HK $ Z$rnpV$ HsH$ a{ g {bZhomM{EŸ HX wñHm $ wb me o _m mZ mh &
104. 103. 103.

Check for about 10 days at random, the entries in the HO & SO schedules of pension payment, with the corresponding entries on the reverse of the disburser’s halves of PPOs. Satisfy yourself that the procedure for paying pension is being correctly followed. The total amount paid in the HO and the SO should agree with the aggregate amount in the HO cash book. (a) See that the disburser’s halves of PPOs are kept serially in order of their entries in the register of PPOs and for each class of pension. See whether an alert watch is kept in case of death of pensioner or an application for transfer. Also whether the rules regarding disbursement of arrears in case of deceased pensioners are properly understood. Verify that :(i) The acknowledgements of MOs in respect of pension paid by MO are as per rules and the life certificate of pensioners paid by MO are obtained as prescribed and kept on record. 34

($ ` XI {$g{VH H$nnAoH$XgoA©HmnnAoaOQa_ CHsàdï`|H$ H) h o| H §da$ o rrm o ya Y $ rrm {ñ> | Z$ {{>m o Awm H$ g Vmne H$à`H d©H${EamOV h Ÿ ` XI {$Šmnea Zga «_ o W |Z o Ëo$ J o b I mm ¡ & h o| H ` |Z Hs_ËwH$__o_ ` ñmmVUH$AdX H$__o_ gJm~m©arOV h Ÿ $ ¥` o mb | m WZ§a o moZ o mb | OV ZB I mr ¡ & ` ^ {$Šm_V$nea§ Ho~$`|H$g{VUH$__o_ {`m Hm C`º ên h r H ` ¥H |Zmo $ Hmm o §da o mb | Z_| $o nw$ $ g gP OV h Ÿ o _m mm ¡ & ( ) ` g`{VHa : I h Ëmn $| (i)

104.

(b)

_rm>ag ^Jm HsJ©ne H$g~Y_ _rm>aHsndVm {`m H$ ZAS© o wVZ $ B |Z o §§ | ZAS© $ m{`§ Z_| o Awm h§Vmnea|H$_rmS© g ^Jm {$ OZ db O{Vàmn> Zga ¡ W |Zm o ZA°>a o wVZ HE mo mo rd _UÌ {Y©a êng àá{$ OV h Vm[HmS©_ aoOV h Ÿ Zm[V $ o m HE mo ¢ W a$°> | I mo ¢ &
34

(ii)

` g`{VHa {$nea|Hs_ËwHs[no> VHm àáHsOV h VmnnAo h Ëmn $| H |Zm $ ¥` $ amQ© Ë$b m $ mr ¡ W rrm H$g{VH AY ^J_ `mdYX©HsOV h Ÿ o §da$ mo m | W{{ O $ mr ¡ & nÌ__m H$g~Y_ n[d[H ne Hsgdj HsOV h VmVHm ^Jm m mb| o §§ | mama$ |Z $ §rm $ mr ¡ W Ë$b wVZ {$m mm ¡ & H` OV h Ÿ nEm Hm X`{d[`§{` {{`|_ OmHsO arh Ÿ rAo $o o daUm ZV VWm | _ $ m h ¢ & H$>__m _ {g|n§Z _rm>ag AZ ne àáHaaoh,ñVÌêng wN mb| | O_ oea ZAS© o nr |Z m $ h ¢ d§ $ o nNVN Ha` g`{VHa {$n§Z dñd_ O{Vh Ÿ y>m> $ h Ëmn $| H oea mV | rd ¡ &
105.

(ii)

Verify that the reports of death of pensioners are received promptly and duly noted on the disbursed halves of PPO.

(iii)

(iii) Family pension in respect of eligible cases are scrutinized and paid promptly. (iv) That due returns are being submitted to PAO on due dates. (v) Verify by independent inquiries in a few cases in which the pensioners draw their pensions by money orders that they are actually alive.

(iv) (v)

` X I { ${ X e b H $n g .6-1/2005- r m { Z § $27-4-2005H $O a O a h o| H Zom` o Ì § nAo XmH o [E mr AXe|HmA`Vgdmrg AwmZ{$mO amh Ÿ mom $ ˧ mYZ o Znb H` m h ¡ &
106.

105.

See that the orders issued vide Directorate letter No. 6-1/2005-PO dated 27-4-2005 are being followed meticulously. (a) Examine stock register viz permanent / petty stock items w.r.t. invoices to see that invoices were in consecutive order and no invoice is missing. Verify that the articles invoiced in the invoice are duly entered in the stock registers. Check that certificates in respect of write off articles are in record. Take action to sanction articles of stock / furniture as per justification and issue orders for disposal of damaged and unserviceable articles on spot. Examine the custody of stock of forms, public forms and arrangement of public items and see that the forms required for office use and public use are kept as per requirements; make arrangements for supply of forms wherever required and divert forms if found excess to needy office. Take steps for proper custody / upkeep of forms and publications and destroy old publications and forms. Check stock of acountable forms and books and see for four dates selected at random in different months that the sale proceeds have been accounted for into Govt. accounts. 35

106.

($ ~O$|H$g~Y_ ` XIoH${E{$~O$H$ g»m_ h VmHmB ~O$J_ H) rHm o §§ | h oZ o b H rH «_ §` | ¢ W $o© rH w Zt ¡ ñm©NmQr X| o ñ>°$ {ñ> Hs mM $| & h h, WB/>o> _m H$ QmH aOQa $ O§ Ha Ÿ ( ) ` g`{VHa {$~O$_ X J©_|ñ>°$aOQa_ `mdYàd>HsJ©h Ÿ I h Ëmn $| H rH | r B X QmH {ñ> | W{{ {ï $ B ¢ & () ` O§ Ha {$a HsJ©_m H$g~Y_ n_UÌ[HmS©_ h Ÿ J h mM $| H Ô $ B X| o §§ | «mn a$°> | ¡ & ( ) A¡M`Awm ñ>°$\ZM H$_m Hsgñr¥{ H${EHm©m©Ha VmHm K m{Ë Zga QmH/$ua o X| $ §dH$V o b $adB $| W $_ `o`Zta J©` Im hoJ©_m H${n>ZH${EVHm AXeOa Ha Ÿ m½ h h B m a~ m B X| o ZQm o b Ë$b mo mr $| &
(b)

(c) (d)

107.

($ \m_ H$ñ>°$ nãH \m_ VmOg_Ý Hs_m H$gaUHsO§ Ha Vm` H) $°© o QmH, pb$ $°© W Zmm` $ X| o §j $ mM $| W h XI {$Hmmb C`o VmOV H$C`o db \m_ Ad`$mAwm aoOV o| H $`©` nmJ W Zm o nmJ mo $°© míHV Zga I mo h Ÿ \m_]HsAn{©H${EO H^ Ad`$ho ìdW Ha Vm`XO$Vg ¢ & $°m $ myV o b ~ $r míH m, `ñm $| W { êa o AY$àáh| VoCh C Hmmb _ ^O Om BHsO$VhoŸ {H m m, m Ý| g $`©` | o| h§ Z$ êa m & ( ) \ m _ H $C ` º g a U a a m V m_ Ð H ${ Eg w M H X C > E V mn a Z I $°© o nw$ §j/IId W wU o b _{V $_ Rm§ W wmo nHmZ d \m_] $o ï Ha | & «$e E§ $°m Hm Z> $ X Ÿ () bIX`\m_ E§npV$A|H$^Sm HsO§ Ha Vm{{Þ_rm _ `ÑÀ>$ J omo $°© d wñHmm o §>a $ mM $| W d^ hZ| | mpNH êng M{VMa{{`|H${E` XI {$gHmrIV _ {H$ g hB A`Hm $ o `Z m VWm o b h o| H a$a mo | ~«s o þ© m $ bI OomHa{` Jmh Ÿ om mI $ Xm ` ¡ &
35

107.

(a)

(b)

(c)

108.

Sm$a^ZHsgamìdW n {efêng {>nrHa§Vm{`m H$AV© Om ^ >HK d $ wj `ñm a do $ o QßU $o W Z_| o §JV h§ r

108.

A¡ O ^ Ad`$hogóJS©aZ HsìdW HaŸ& ma ~ r míH m e m> Io $ `ñm $|
109.

Specifically comment on security arrangements of the post office building and take measure under the rules to engage armed guards wherever possible and required. (a) See that in the computerised environment the seating arrangement is proper and there is neither wastage of space nor over crowding. Also see that the space is optimally used giving preference to overall look / ventilation / proper placement of records etc. in the office. Bring changes wherever required and arrange supply of flow charts and suggest any further changes, which are not in your competence. Examine gradation list, CRs, punishment register, reservation roaster, vacancy position register are being maintained as per rules. Also examine a couple of personal files and see they are in order and properly maintained as prescribed. Check the unfilled vacancies in every cadre and see that recruitment is made in strict compliance to rules in force. Take steps to fill unfilled vacancies and also calculate the vacancies for next year including for SC / ST / OBC, outsider quota and for promotion of group ‘D’ cadre.

($ ` XI {$Hå`QaH$ dVdU_ ~RZ HsìdW C`º h VmZVo^‹> h H) h o| H $ßy>r¥V mma | ¡>o $ `ñm nw$ ¡ W m rS> ¡ A¡ Zh Oh~Hm nS> h Ÿ ma r J o$a ‹>r ¡ & ( ) ` ^ XI {$ñm HmgmÎ_C`o {$mJmh {g|Hmmb _ na dVdU I h r o| H WZ $ d}m nmJ H` ` ¡ O_ $`©` | yo mma/ d` gdV/a$°>]Hm C`º êng aoOZ Hm drV X OEŸ mw §mZ[HmSm $o nw$ $ o I mo $o a`m r m & () Om-$tAd`$honaVZHa Vmâm MQ©HsAn{©HsìdW Ha Vm J h§Hh míH m [d© $| W bo m> $ myV $ `ñm $| W Eg naVZ|n gPdX OoAno à{Hm _ ZtAV Ÿ oo [d©m a wm | m mH$ mY$a | h mo &

109.

(b)

(c)

110.

(i)

` XI {$Jo>e gM,gAa XS aOQa AaUaoQa [Š ñm aOQa h o| H «SoZ yr rm, Ê> {ñ>, mj mñ>, aV WZ {ñ> Hm {`m H$Awm ~mHaamO amh Ÿ H$>ì{$V\mb|Hs^ O§ Ha $o Z_| o Zga Z $ I m h ¡ & wN `ºJ $Bm $ r mM $| Vm` XI {$d Og {Y©a {$mJmh,H$ g h VmCh C`º êng ~m W h o| H h ¡o Zm[V H` ` ¡ «_ o ¡ W Ý| nw$ $ o Z HaamJmh Ÿ $ I ` ¡&
(ii)

110.

(i)

(ii)

nËo$gd©_ ^rZtJ©[{$m HsO§ Ha Vm` XI {$^uH${`m Hm «`H §J | a h B aº`| $ mM $| W h o| H V o Z_| $ gV g nb Hao {$mOV h Ÿ ^rZtJ©[{$m Hm ^Z hV VmAb d© »r o mZ $H$ H` mm ¡ & a h B aº`| $o ao ow W Jo f H s[ { $ m ,{ g |E g / g > / m ~ g ,~ øH m Q mA ¡ g y " 'g d ©H s $ aº`| O_ grEQrAorr m $o> ma _h K §J $ nmÞVgå{Vh,HsJZ HaoH${E^ HX C>E Ÿ Xo{ p_b ¢ $ Um $Z o b r $_ Rm§ &
111.

111. 112.

ŠmnoQ_ZA¡ gy "'Hs{`{$m gV g {`m H$Awm HsOV h§Ÿ ` mñ>¡ ma _h K $ Zwº`§ »r o Z_| o Zga $ mr ¡ & ($ ` XI {$A§$S>|HmaOQaC`º êng amJmh VmnoQ_ñ> Ûa H) h o| H mH‹>m $ {ñ> nw$ $ o I ` ¡ W mñ>mQa mm àmU {$mJmh Ÿ _{V H` ` ¡ & ( ) ` XI {$ŠmñmZ HsgrmHsHm©m©HsJ©h ? I X o| H ` Wnm $ _j $ $adB $ B ¡ () àm Sm$aH$Hm©H$g~Y_ gYagPdhV ñ>\ g {b Vm` XI {$ J YZ >HK o $` o §§ | wm/wm ow Qm$ o _| W h o| H Hm©ñ>\ _ ~ma g ~§> Jmh Vmn`VUn C`º HX C>E Ÿ $` Qm$ | a~r o mQm ` ¡ W ϧa a nw$ $_ Rm§ &
36

Are the appointments of Postmen and Group D made in strict accordance with the Rules. (a) See, if the statistical registers are properly maintained and authenticated by the Postmaster; See that the action for review of establishment has been taken; Meet the staff for any suggestion / improvement in working of HO; and

112.

(b) (c)

See that work is equally distributed among staff and take steps in case of any deviation. 36

113.

($ {HmVaOQa(rr>- )HsgrmHa Vm` g{pM Ha {${HmV| H) e$` {ñ> gnQr21 $ _j $| W h wZíV $| H e$`m g { n > oH ${ E{ Y © a 11 ^ J |_ B o~ m $ a mJ mh Ÿ ` ^ g { p M o ZQZ o b Zm[V mm | g ZHa I ` ¡ & h r wZíV {$mOE{${HmV|Hm AV…hS noQ_ñ> H$hVj H$gW~X{$m H` m H e$`m $o §V ¡> mñ>mQa o ñma o m Ý H` OVhŸ& mm¡Ÿ ( ) `ÑÀ>$êng {$h X __m HmMZHa Vm` g{pM Ha {${HmV I mpNH $ o HÝr g mb| $ ` $| W h wZíV $| H e$` {n>ZH$Hm©HmnoQ_ñ> Ûa ao AwrU{$mOV h VmHmB {b~ ZQm o $` $ mñ>mQa mm mO Zdj H` mm ¡ W $o© då Zt¡& hhŸ () C { H m V |H sg r mH a O oE $_ h V Z_ h N …_ hV mE $d ©g A Y $ J Z e$`m $ _j $| m H m, r m, > m W H f o {H g båVh Ÿ båVhooH$HmU|Hm[HmS©a|Vm6 _hg Dn grbåV o p~ ¡ & {~ mZ o $am $ a$°> I W m o $a ^ p~ __m HmgaàáHa Ÿ mb| $ m m $| & ( ) { H m V |H ${ _ h { d UH sO § H a V m` X I { $B og ~ { V{ > r Z K e$`m o Vmr da $ mM $| W h o| H g §§Y SdOb `{Q _ g`ZgaOm{$mO amh Ÿ yZ> | _mwm _ H` m h ¡ & (> ` XB Q a o >H $g WH å ` Q aC b Yh V o` g { p M H a { $O V g à á L) { Ý > Z Q o m $ ß y > n ã ¡ m h w Z í V $ | H Z m o m { H m V { g |A a b E A o / g r { X eS m $g å { Vh ,H sà d ï A ° e$`| O_ mE/_mOE~/do >H p_b ¡ $ {{> mZ bB HsOV h VmA`JmH gd H$Ð|g àáhoodb Ad${HmV|Hm mZ $ mr ¡ W Ý «h$ om oÝm o m mZ mr mH e$`m $o ^ A ° - m Z^ O O V h Ÿ B H ${ Ed ~ m Q H m a o / Z { Vê ng ` r mZbB om mm ¡ & go b ogB> $o mO{`_ $ o h g { p M H a oH ${ EX I O Z M { E{ ${ H m V |H m E $g m H $g `_ wZíV $Z o b om mm mh H e$`m $o H áh o _ | {n> {` OV h Ÿ ZQm bm mm ¡ &

113.

(a)

Review Complaints Register (CPT-21) and ensure that it is maintained in 11 parts prescribed for dealing with complaints. It may also be ensured that the complaints are finally closed under the signatures of the Head Postmaster. Select at random at least 10 cases and ensure that the work of settlement of complaints is daily monitored by the postmaster and there is no delay. Review complaints pending settlement over one month, three months, six months, and over one year. Record reasons for pendency and obtain brief of all pending cases over 6 months. Examine the quarterly statement of complaints and see that it is properly and punctually being submitted to the concerned divisional unit. In case the computer with internet connectivity is available, ensure that all complaints received from public including RLs / MOs/SB/Foreign Mails are entered on-line and replies are also furnished on line to all inward complaints received from other customer care centres. For this the websites has to be accessed daily/regularly to ensure that the complaints are settled with in a weeks time

(b)

(c)

(d)

(e)

114.

` XI {$CpWVaOQaHm C`º êng ~mHaamJmh Vmñ>\ g`g AV h o| H nñ{ {ñ> $o nw$ $ o Z $ I ` ¡ W Qm$ _ o mm A¡ C`º êng du_ h Ÿ {ef…noQ_ñ> Hm gy "'H_M{`|A¡ noQ_Z`{\m_ _ ma nw$ $ o X | ¡ & doV mñ>mQa $o _h K $©mam ma mñ>¡ yZ$°© | A Z g { p M H a mM { EŸ mm wZíV $Z mh & ` XI {$_¡ym[Hm> C`º êng ìdñV{$ J h : h o| H mOX a$S© nw$ $ o `pW HE E ¢ ($ ` ^ XI {$NmQ {EJ naZ [Hm>]HmaOQa^ C`º êng ~mHaam H) h r o| H >§> X E wmo a$Sm $ {ñ> r nw$ $ o Z $ I Jmh VmN§>r{$ J [HmSm H${dUHm aOQa_ n{ï Ha{` Jmh ` ¡ W >QZ HE E a$°>] o da $o {ñ> | «d> $ bm ` ¡ VmaOQanoQ_ñ> Ûa `mdYhVja h Ÿ W {ñ> mñ>mQa mm W{{ ñm[V ¡ & ( ) `X a$°> N§>r $ Hm© h {$m ` h Vo g g` >QZ Hm $` na Ha Vm I { [HmS© >QZ Hm $` Zt H` Jm ¡ m Cr _ N§>r $ Hm© ym $| W aOQa | «dï`§ mQ Ha E§ a$°> N§>r $Z Hm $` XmZ hV aOQa | {ñ> _ n{{>m Zo> $| d [HmS© >QZ Hao $ Hm© e©o ow {ñ> _ hVj Ha Ÿ ñma $| & () aOQaHsO§ Ha Vmn{>Ha {${$H$AXeg [Hm> HsN§>rHsJ©Vm J {ñ> $ mM $| W wï $| H Hgo mo o a$S© $ >QZ $ B W àdï`|Hm àVñm[VHa Ÿ {{>m $o {hVja $| &
37

114.

See that the attedndance register is maintained properly and staff are punctual, properly dressed and particularly that the postmaster is insistent about the smart turn out of Group ‘D’ and postmen in uniform. See that the current records have been properly arranged. (a) Also see that the register of old records weeded out is maintained properly and details of records weeded out have been entered in the register and register is duly signed by postmaster. If the records have not been weeded out take action on the spot to weedout records and entries be got noted on the register and initial the register in token of having carried out weeding out of records. Also check register and confirm under whose orders records were weeded out and countersignature the entries. 37

115.

115.

(b)

(c)

116.

ñ>\ g ~V $| Qm$ o m Ha (i) (ii)

116.

Talk to staff (i) Whether they have got any grievance regarding the delay in settlement of personal cases. (ii) About office equipment, facilities, distribution of work or for better supervision.

ŠmCh ì{$V__m H${n>Z_ {b~H$g~Y_ HmB {HmVh Ÿ ` Ý| `ºJ mb| o ZQm | då o §§ | $o© e$` ¡ & Hmmb Cñ$,g{YA| Hm©{VU` ~han©oUH$g~Y_ ~VHa Ÿ $`©` nHa wdmm, $` da m oV `dj o §§ | m $| &

117.

g`o[ ^m H$aOQaHsO§ ` HaoH${EXI _mna Îo o {ñ> $ mM h $Z o b o|
117.
Examine the register of OTA charges to see; (a) That the overtime is commensurate with the workload of the day and there is adequate explanation why the work could not be done during office hours. (b) That the overtime is not incurred on work of normal nature or bulk transaction for which specific arrangements are necessary. (c) That the competent authority has satisfied itselt about the necessity of OTA before ordering it. (d) In discussion with postmaster you can outline steps to reduce or curtail overtime (e) That the OTA granted to the staff of particular section should be commensurate with the workload. The test check should be carried out as per statistical data maintained in the office statistical register.

($ {$Aoa>B X{H Hm©m H$Aw$ h VmBHmnmáñïr$Uh {$Hm©Hm H) H mdQm_ ¡Z$ $`^a o Zên ¡ W g$ `© n>Ha ¡ H $` $o Hmmb KQm H$X¡m Šm Zt{$mO g$ Ÿ $`©` §>| o maZ `| h H` m Hm & ( ) {$Aoa>B g_Ý à${ H$Hm©` ~H bZXZ|H${EZt{$mJm{go I H mdQm_ mm` H¥V o $` m ë$ o-om o b h H` ` OH$ { E{ { ï ì d W A d ` $h Ÿ b de> `ñm míH ¡ & () {$g_à{HmrZ g`o[ ^m HsAd`$mhV AXeXZ g nb AZ Hm J H j mY$a o _mna Îo $ míHV ow mo oo o ho no $o gVï Ha bm ¡ & §w> $ {` h Ÿ ( ) noQ_ñ> g Mm HaAnAoa>B Hm H_Hag$oh ` h> g$oh Ÿ K mñ>mQa o M© $ m mdQm_ $o $ $ HV ¢ m Qm HV ¢ & (> {$rIgAwm H$ñ>\ Hm àm {$mJmAo>EHm©m H$Aw$ hom L) Hg m Z^J o Qm$ $o XZ H` ` mQr $`^a o Zên mZ M{E & aj O§ Hmmb H$ mH‹> aOQa | e© J A§$Sm H$ Zga mZ mh Ÿ nrm mM $`©` o A§$Sm {ñ> _ XmE E mH‹>| o Awm hom M{E & mh Ÿ
118.

Sm$gdA|_ Va nOH$ Vm~{Vnm HsnrmO§ 4 {{`|H${E` XIo >H omm | m, §r¥V W r_ Ì| $ aj mM VWm o b h oZ

118.
the

Test check the booking of telegram, registered and insured letters on importance of this on despatch assistant, APM and

Postal Services for 4 dates to see that this is kept to the minimum. Impress

hV Ha {$BoÝyV amOEŸ BH$_Ë H$g~Y_ àf gmH Er_VmnoQ_ñ> Hm ow $| H g `Z_ I m & go hd o §§ | oU h`$ nE W mñ>mQa $o OJ$$$|& mêHHaŸ
119.

postmaster.

A d $n m V mA `n ì d m a O Q aH sO § ` X I oH ${ EH a { $g _ Ý O V , mH Ì| W Ý Ì `ha {ñ> $ mM h oZ o b $| H mm` Zm

119.

Examine the register of inward references and other correspondence

registers to see that references received from the public, Divisional and Circle Offices are promptly attended to. 38

{>rZ VmgH$ Hmmbm g àánm n VHm Hm©mrhorh Ÿ SdOb W {©b $`©`| o m Ì| a Ë$b $`dh mV ¡ &
38

120.

` XI : h o| (i) (ii) (iii)

120.

See that (i) (ii) Set of all manuals is available and correct up to date. Ruling files have been maintained branch wise and are up to date.

g r{ ` n ñ H H mg Q C b Yh V mA V h Ÿ ^ Z_ wV$ $ o> nã ¡ W ÚZ ¡ & ê q J\ m bH m e I d a~ mH aa mJ mh V m` A V h Ÿ $b $B $o mmm Z $ I ` ¡ W o ÚZ ¢ & _ m Z o H / m ñ > m Q aO a H mn a ÌH $ g » mg ~ mH aa mO V h V m h{Xe$noQ_ñ> Zb $ [n «_ §` o Z $ I mm ¡ W Bo{`m H$Awm h Z>{$mOV h Ÿ g Z_| o Zga r ï H` mm ¡ & {d{`|H$H$oSaHsO§ ` XIoH${EHa {$gM grh,Ch g`n daUm o ¡bÝ> $ mM X oZ o b $| H yr h ¡ Ý| _ a ^O OV h VmgMmnpV$ _ C`º gMmarOV h Ÿ om mm ¡ W yZ wñHm | nw$ yZ I mr ¡ & ` ^ O§ Ha {$ŠmnoQ_ñ> à`H _haOQaHsO§ Hamh VmO§ h r mM $| H ` mñ>mQa Ëo$ m {ñ> $ mM $V ¡ W mM Hm XmZ hV AZ hVj Hamh Ÿ $o e©o ow no ñma $V ¡ & ` O§ Ha {$ŠmnoQ_ñ> Z _{H V¡ n àmnU E§JUËHV g à`H h mM $| H ` mñ>mQa o mg$ ma a ^dy© d wm_$m o Ëo$ e I H mA § [ H { a j H a{ ` h V mŠ mg rn a H $g ~ Y_ A w m Z mm $ mVa$ ZrU $ bm ¡ W ` ^ ¡m o §§ | Znb CbYh Ÿ nã ¡ & ` XI {$Ì{>n{V$E {{ÞeIA|_ arJ©h VmnoQ_ñ> Ûa Cn h o| H wQ-wñHm§ d^ mmm | I B ¢ W mñ>mQa mm Za ` m d YÜ m { ` J mh Ÿ& W{{ `Z Xm ` ¡
123. 122. 121.

(iii) The DG’s circulars/PMG’s circulars are kept in consecutive order and destroyed as per rules only. (i) Examine the calendar of returns to see that the list is correct, they are sent in time and appropriate information is taken in the book of information. Also examine whether the Postmaster checks the registers every month and puts his signatures in token of having carried out check. Check whether the postmaster has carried out internal inspection of each branch monthly, effectively and qualitatively and compliance in respect of all paras are available. See that error books are kept in various branches and due notice of them taken by the Postmaster. See whether Postmaster has full knowledge about the staff working under him. Make efforts to encourage the brighter member of staff, so that they take more interest in productivity. Also try to encourage the weaker member of staff and motivate and educate them to bring about a change in them and get the staff trained during different training / refresher courses. Also give some tips to Postmaster and APMs to be more effective, honest and managerial. Examine Memorandum of Distribution of Work to see that it is duly signed by the Divisional Superintendents or the 1st Class Postmaster as the case may be, that it is hung up inside the Post Office and that the distribution of duties assigned therein to the different officials is duly observed in actual practice. It should also be examined to see whether restrictions imposed on discharge of duties connected with the Money Order, Savings Bank or Sub-Accounts Department are strictly observed, whether the Memo of Distribution of Work require any modification. 39

121.

(i)

(ii)

(ii)

122.

(i)

(i)

(ii)

(ii)

(i)

123.

(i)

` XI {$ ` noQ_ñ> Hm CH$ §JV $_ $ ao yo ñ>\ Hs mHmr ¡ & h o| H Šm mñ>mQa $o go AV© Hm Ha h nao Qm$ $ OZ$a h Ÿ ñ>\ H$hohagñm Hm nmËmh Ha {god CnX$m_ éMb g| Ÿ ñ>\ Qm$ o mZm X`| $o «og{V $| Og h ËmHV | { o H$ & Qm$ H$H_magñm Hm ^ àog{VHaoHmàm Ha VmC_ naVZbZ hV o $Oo X`| $o r mËmh $Z $ `g $| W Z| [d© mo ow Ch à{VA¡ {{VHa Vm{{ÞàeUE§nZMm nRç«_|H$X¡m Ý| oa ma ej $| W d^ {j d wí`© m>H$m o maZ ñ>\ Hm àej Ha Ÿ noQ_ñ> VmgmH noQ_ñ> Hm Ámmg_ B_Zm Qm$ $o {{V $| & mñ>mQa W h`$ mñ>mQa $o `X j, ©mXa A¡ H$bà§ZhV H$>XV JU^ ~m§Ÿ ma we ~Y ow wN jm w r VE &
(ii)

(ii)

Hm©{VUH$kn HsO§ ` XIoH${EHa {$Co{>rZ ArH Ad $` da o mZ $ mM h oZ o b $| H g SdOb Yj$ Wm à _l U n o Q _ ñ > Û a ` m d Yh V j a { $ mJ mh V mC oS m $ aH $ W or mñ>mQa mm W{{ ñm[V H` ` ¡ W g >HK o AX bmmJmh VmC_ XmEJ {{ÞH_M[`|Hm Ad{> Sç{>m Hm Ýa J` ` ¡ W g| e© E d^ $©mam $o m§QV >yQ`| $ d ñ { H ì d m _ n b { $ mO V h Ÿ B H s^ O § H sO Z M { E{ $Š m mVd$ `ha | mZ H` mm ¡ & g$ r mM $ mr mh H ` _rm>a ~V~H ` {^JH$C bI|H$Hmm H$g~Y_ bm J àV§m Hm ZAS©, M ¢$ m dm o n om o $`] o §§ | JE E {~Y| $ g V g n b { $ mO V h Ÿ Š mH m ©{ V UH $k n _ { $ rg e o ZH s »r o mZ H` mm ¡ & ` $` da o mZ | Hg §mY $ Ad`$mh Ÿ míHV ¡ &
39

gd npV$ E§gd dÎ om wñHm d om ¥m
124.
(i)

SERVICE BOOKS AND SERVICE ROLLS
124.
(i) Check in details the service book and service rolls of all those newly appointed during the last one-year and those due to retire within two years to see that they are properly written up and complete. Test check five percent of service books and service rolls and see that the books are periodically shown to officials concerned and got attestation and reattestion as prescribed.

{Nb E$d©_ grZ©{`{$m VmAb Xodm H$AX gd{dÎ hoo n>o H f | ^ B Zwº`| W Jo m f] o Ýa omZ¥m mZ db|Hsgd npV$ E§gddVO§ ` XIoH${E{ñ¥ O§ Ha {$Ch mm $ om wñHm d om¥ mM h oZ o b dVV mM $| H Ý| C ` º ê ng { I J mh V md n U h Ÿ nw$ $ o bm ` ¡ W h y© ¢ & n§ àVVgd npV$A|E§gddÎ HsnrmO§ Ha A¡ ` XI {$npV$E mM {e om wñHmm d om¥m $ aj mM $| ma h o| H wñHm§ g~{VH_M[`|Hm A{da{IB OV h VmOg {Y©a h,g`{V` §§Y $©mam $o dYm Xm© mr ¢ W ¡m Zm[V ¡ Ëmn m nZ g`{VHaB OV h Ÿ w… Ëmn $m© mr ¡ & àm Sm$aH$OSrgHmgd [HmS©VmOSrgH$AHm [HmS©HsO§ YZ >HK o r>E $ om a$°> W r>E o d$e a$°> $ mM H| $Ÿ a& {$rOSrgH$g~Y_ HsJ©A§V {`{$m Hm AZ{Vêng [aV Zt Hg r>E o §§ | $ B Z{_ Zwº`| $o {`_ $ o Z§a h aZ VmnmáA¡M`H${Z gy "'VmnoQ_Znm H${é OSrgHm Io W `© m{Ë o ~m _h K W mñ>¡ X| o dÕ r>E $o {`º ZtHamg{pM HaohV HX C>EOE Ÿ Zw$ h $Z wZíV $Z ow $_ Rm m§ & ŠmOSrgH$^Jm {$ J AHm Hm[HmS©~mHaamJmh Ÿ ` r>E o wVZ HE E d$e $ a$°> Z $ I ` ¡ & ŠmEO H$Xd _ EO HsAd`$A©mH$g~Y_ g_à{HmrHmàmn ` dr o mo | dr $ míH hV o §§ | j mY$a $ _UÌ V mì d W H a o ~ m a Z H ${ EC H sg ñ r ¥ { g b Zh Ÿ W `ñm $Z/ZE Io o b g$ §dH$V §½ ¡ &

(ii)

(ii)

(iii)

(iii) Check the service record of GDS of HO and leave record of GDS. (iv) Steps to ensure that the provisional appointments made in respect of a GDS are not continued irregularly and GDS are not engaged without adequate justification against Group ‘D’ and Postman Posts. (v) Whether paid leave record of GDS has been maintained.

(iv)

(v) (vi)

(vi) Whether claim of substitute is accompanied by a certificate of competent authority about possession of requisite qualification by the substitute and also its approval for making/continuing arrangement.

` XI {${^J`H_M[`|A¡ OSrgH_M{`|H$g~Y_ gam~°S HmaOQa h o| H dmr $©mam ma r>E $©mam o §§ | wj mÝ> $ {ñ> à`H __o_ Zr$UHs{{ H$gWC`º êng ~mHaamOV hŸ&BSr{`{$m H$(m Ëo$ mb | dHa $ VW o m nw$ $ o Z $ I mm ¡ ©> Zwº`| o Oo A OSrgh)aOQaHsO§ HaoŸ ~ r>E ¢ {ñ> $ mM $§ &
126.
(i) (ii)

125.

125.

See that Register of Security Bonds in respect of Departmental officials and GDS officials is maintained properly with date of renewal in each case. Check up papers of ED (now GDS) appointees. (i) Whether the Establishment Register has been maintained properly. Whether the Establishment review of HPO and SOs/BOs under its control is carried out regularly and record is maintained in the proforma prescribed by Directorate.

Š mñ m Z a O Q aC ` º ê ng ~ mH aa mJ mh Ÿ ` Wnm {ñ> nw$ $ o Z $ I ` ¡ & Š mà m S m $ aV mC S m $ a e I S m $ aH $A V © ñ m Z g r m{ ` _ ` YZ >HK W n>HK/mm >HK o §JV Wnm _j Z{V êng HsOV h VmŠm{Xeb Ûa {Y©a ào$_©_ [HmS©~mHaam $ o $ mr ¡ W ` Zom` mm Zm[V m\mm | a$°> Z $ I OVhŸ mm¡& Šm{Xeb Ûa {Y©a _ZÊ>|H$Awm ñ>\ H$A¡M`HsO§ HsOV ` Zom` mm Zm{V mXSm o Zga Qm$ o m{Ë $ mM $ mr h ¡ Ÿ & Š mg y " 'A ¡ " 'n m H ${ EA V _ Z Ê >à m S m $ a_ C b Yh Ÿ ` _h J ma K X| o b ÚZ mXS YZ >HK | nã ¢ &
40

126.

(ii)

(iii)

(iii) Whether justification of staff is examined according to norms prescribed by Directorate. (iv) Whether latest norms for Group C & D posts available in the HPO. 40

(iv)

127.
1. 2. 3. 4. 5. 6.

ì d m { H m g g ~ { Và Z d r `g` d$g o §§Y ímb
O§ Ha {$ŠmSm$añr>noQ,Ego noQ A¡ A`à{` CnX|Hs~q$ mM $| H ` >HK nS mñ> Šàg mñ> ma Ý r__ Ëmm $ wHJ H$ b AY¥V ¡ & { h§ Vo n>o > _rm H$ [`V d aOd $ nZrm $| & o {E {H$ h Ÿ `X m, m {Nb Nh hZ| o nam E§ mñ Hs waj Ha Ÿ `XAY$VZth,Vo` O§ Ha {$ŠmSm$a_ gdE eê HaoHsHmB { {H¥ h ¡ m h mM $| H ` >HK | om§ w$ $Z $ $o© g^dm ¡ & §mZ h Ÿ XI {$Sm$a_ à`H CnXg g~{VnmánŠ$¡²g{kn g_« CbYh Ÿ o| H >HK | Ëo$ Ëm o §§Y `© ¡\bQ>/dmZ mJr nã ¡ & Šmàm HsO argdE JmHm HsOZ$a H${E½m gB ~o>,noQaA{ ` XZ $ m h om§ «h$| $ mHmr o b bo mZ mS© mñ> mX à{VHao gwM T§ g AYyM HsJ©h Ÿ Xe $H$ _{V >J o {g{V $ B ¢ & jÌ_ Zmìdm àáHaoHsg^dmH$~a _ ñ>\ H$gWMm Ha A¡ CM o | ` `g` m $Z $ §mZ o mo | Qm$ o m M© $| ma {V ìdW Ha Ÿ `ñm $| & à m S m $ a { > r Z H m m b H $g Wg ~ _ H $ Q JE O Š y Q dÛ a { $ O YZ >HK/SdOb $`©` o m §Õ m}q> ½r`{> mm HE m aoHm©HsB ~Vg gVî>hooH${EnarmHa {$ŠmH_Ma gdA|Hm h $` $ g m o §wQ mZ o b waj $| H ` $©mr omm $ b^XT§ g C`o {$mO amh Ÿ mà >J o nmJ H` m h ¡ & Z ~EnE JmHm Hm e{bHaoHsg^dmHmnmbm§Ÿ E rZrb «h$| $o m_ $Z $ §mZ $ V JE & {Nb E$d©_ ~EnE H$_Ü_g àáaOdHsO§ Ha Vm` O§ Ha {$ n>o H f | rZrb o m` o m mñ $ mM $| W h mM $| H E$_rog AY$HsHmB ~$` a{ VoZth {g dy {$mOZ h Ÿ H hZ o {H $ $o© Hmm me m h ¡ Oo gb H` mm ¡ & ñr>noQ Hs{HmV|H$b{V__m HsnZrmHa A¡ B ~Vg gVî>h|{$ nS mñ> $ e$`m o §~ mb| $ waj $| ma g m o §wQ m H VZ{Zg AY$HmHmB __mb{VZth Ÿ r X o {H $ $o© mb §~ h ¡ & H_g H_VZ{`_ JmHm g gn© Ha VmSm$aÛa àm HsO argdA| $ o $ r Z{V «h$| o §H$ $| W >HK mm XZ $ m h omm H$~a _ CH${MaàáHa Ÿ o mo | Zo dm m $| & O§ Ha {$ŠmSm$aHm nmág»m_ \«$HJ_r|gbB HsJ©h Ÿ mM $| H ` >HK $o `© §` | ¡§q$ eZ ßm© $ B ¢ & O§ Ha {$Šm{HA gdA|H${EC`º ìdW HsJ©h Ÿ mM $| H ` n$n omm o b nw$ `ñm $ B ¡ & O§ Ha {$ ` Sm$a o ng ë$ og Hs yr ¡ m Sm$a o wdm m Ha h h Ÿ mM $| H Šm >HK H$ m ~H _b© $ gM h Oo >HK g g{Y àá $ ao ¢ & _H$QJEOŠyQdVmñ>\ H$gWMm Ha {$Šm~H _b©Hm AZ ìdm m}q> ½r`{> W Qm$ o m M© $| H ` ë$ og $o no `g` X`o_ bZ H${EHmB àm {$mJmh Ÿ `XZt VoVr$|HmgPdX Ÿ ma | mo o b $o© `g H` ` ¡ & { h, m aHm $ wm | & ñr>noQ/ŠàgngbnoQ A{ H${VUH${EHsJ©{VUñ>\ Hs nS mñ>Ego m© mñ> mX o da o b $ B da Qm$ $ ìdW HsO§ Ha A¡ XI {$Šm` {VUH${Eàá_m Hsg»mVmV Hs `ñm $ mM $| ma o| H ` h da o b m X| $ §` W ` $ J©Xa H$Aw$ h Ÿ `XZt Vo{>rZ àw/mñ>mQaH$gWMm Ha A¡ B yr o Zên ¡ & { h, m SdOb _InoQ_ñ> o m M© $| ma CM ìdW Ha Ÿ {V `ñm $| & O§ Ha {$Šmåwwb\$>gdE OV Hm CbYHaB J©h VmgwM àm mM $| H ` `MA §S om§ Zm $o nã $m© B ¢ W _{V Ma g_« à{© HsJ©h Ÿ mJr XeV $ B ¡ &
41

127.
1.

QUESTIONNAIRE ON BUSINESS DEVELOPMENT AREA
Check whether the office is authorised for booking of Speed Post, Express Post and other premium products. If so, review the traffic and revenue for the last six months. If not authorised, examine whether there is any feasibility of introducing the services in the office. Find out adequeate pamphlets/advertisement materials on each product are available in the office. Whether the services offered are properly notified by display of glow sign boards, posters etc. for information of the customers. Discuss with the staff the potential for tapping new business in the area and make suitable arrangements. Review the work done by the marketing executives attached to the HO/Divisional office to satisfy that the services of the official has been profitably used. Explore the possibility of adding new BNPL customers. Examine the revenue realised through BNPL for the last one year and check whether any outstanding amount is to be recovered beyond one month. Review the pending Speed Post complaint cases and satisfy that no case is pending for more than three days. Contact at least three regular customers and ascertain their views on the services rendered by the office. Check whether adequate number of franking machines are supplied to the office. Check whether proper arrangements are made for pickup services. Check whether the office is having the list of bulk mailers using the facilities in the office. Discuss with the marketing executive and staff whether any effort has been made to bring the bulk mailers to our business fold. If not suggest ways and means. Examine the arrangements of delivery staff made for delivery of Speed Post / Express Parcel Post etc. and see whether it is adequate to commensurate with the number of articles for delivery and the distance travelled If not, discuss with the Divisional Head/Postmaster and make suitable arrangements. Check whether mutual fund services are made available to the members of public and proper publicity materials are displayed. 41

2. 3. 4. 5. 6.

7. 8. 9. 10. 11. 12. 13. 14. 15.

7. 8.

9. 10. 11. 12. 13. 14.

15.

16.

16.

ñr>mñ> nSnoQ
127 (i). ($ Šmñr>o>_ 100% ~{$JHsOV h Ÿ `XZt Vo` g{pM HaohV H) ` nSZQ | wH§ $ mr ¡ & { h, m h wZíV $Z ow

SPEED POST
127 (i). (a) Whether 100% booking is made in the Speed net. If not analyse
the reason, take appropriate action for ensuring the same. (b) Whether delivery status of all the articles are fed into the speednet. If not, ananlyse the reason and take appropriate action to ensure the same. If hardware is not available whether the delivery data is sent to the nearest office equipped with Speed net for entering the data into speed net. Check whether outsourcing agents are attached to the office, If so, examine the related papers of payment and to see whether it is in consonance with existing rules.

C`º Hm©m© o HmU| $ {íoU $| & nw$ $adB H$ $am Hm dbf Ha Ÿ ( ) Šmñr>o>_ gr_m Hs{VUpWVHmãma SmmOV h Ÿ `XZt Vo` I ` nSZQ | ^ X| $ da ñ{ $ `¡m >b mm ¡ & { h, m h g{pM HaohV C`º HmU|Hm{íoUHa Ÿ wZíV $Z ow nw$ $am $ dbf $| & () `XhS©oaCbYZth VoŠmñr>o>_ Sm> àdï H${E{VUSm> Hm J { m>d` nã h ¡ m ` nSZQ | >Qm {{> o b da >Qm $o Cñ$ g ggÁV{HQV Sm$a_ ^O OV h nHa o w{O Z$>_ >HK | om mm ¡ ( ) O§ Ha {$ŠmAC>m{ª E|>Hmmb H$gWg~ h Ÿ `XEg h Vo K mM $| H ` mQgogJ OQ $`©` o m åÕ ¡ & { om ¡ m ^Jm H$g~{Vnnm HsO§ Ha Vm` XI {$Šm` _¡ym{`m H$ wVZ o §§Y oa| $ mM $| W h o| H ` h mOX Z_| o Awmh Ÿ Zga ¡ &

(c)

(d)

{ b_ bg d ~ o om
128.

BILL MAIL SERVICE
128.
(a) (b) Review the arrangements made for Bill Mail Service in the P.O. Check whether the bills received under Bill Mail Service are being sent out for delivery properly.

($ Sm$a_ {b_bgd HsìdW HsgrmHa Ÿ H) >HK | ~ o om $ `ñm $ _j $| & ( ) ` O§ Ha§{$Šm{b_bgd H$AV© àá{b|Hm {VUH${EC`º ên I h mM $| H ` ~ o om o §JV m ~m $o da o b nw$ $ g ^O O amh Ÿ o om m h ¡ &

B-~ Sm$ ©{b >H
129.

e-bill POST
129.
(a) Whether the postmaster is aware of the service providers in the area ? How many customers are there and whether the technology, equipment and system is fully operational ? Does the staff know how to operate e-bill ? Whether data integration of e-bill post for remittance facilities is being done regularly ? Check the arrangements the PO has in case on-line data integration for remittance purposes is not activated or when it breaks down what are the office arrangements ? Whether contingency arrangements are available in the PO for remittance facility under e-bill ? 42

($ ŠmnoQ_ñ> jÌ_ gd àmmm HsOZ$a aV h ? H) ` mñ>mQa o | om XVA| $ mHmr Im ¡ ( ) JmHm Hsg»mŠmh VmŠmà¡m{Hs Cñ$ E§ìdW nU êng àmZ I «h$| $ §` ` ¡ W ` mÚoJ$, nHa d `ñm y© $ o Mb _hŸ |¡& () Šmñ>\ Hm B-o H$gMb HsOZ$a h ? J ` Qm$ $o ©_b o §mZ $ mHmr ¡ ( ) Šmàf g{YA|H${EB-~ Sm$H$A§$S>|HmE$Ha {`_ êng K ` oU wdmm o b ©{b >H o mH‹>m $ Hs$U Z{V $ o {$mO amh ? H` m h ¡ (> ` O§ Ha {$`Xàf g{YA|H$__o_ A°-mZA§$Sm HmE$Ha L) h mM $| H { oU wdmm o mb | mZbB mH‹>| $ Hs$U gH$ Zth ` C_ HmB ImrhoOV h VoCH$ñm n ŠmìdW h AmV {«` h ¡ m g| $o© a~ m mr ¡ m go WZ a ` `ñm ¡ W© H m m b H sì d W Š mh ?B - ~ H $A V © S m $ a_ Š mA H p _ $ì d W $`©` $ `ñm ` ¡ ©{b o §JV >HK | ` m$ñH `ñm C b Yh ? nã ¡
42

(b) (c) (d) (e)

( ) gH$ A¡ {>rZ|H${EB-~ noQ n [no> H${E{Y©a [no> A¡ M {©b ma SdOm o b ©{b mñ> a amQ© o b Zm[V amQ© ma {`Ì ìdW HsO§ Ha Ÿ Z§U `ñm $ mM $| & (> à ` H { _ h _ E ${ d M Z $ { { Þ_ r m H sM a{ { ` |H ${ Eà ` H N) Ë o $ V m r | H X g w H a d ^ h Z | $ m V W m o b Ë o $ J m H H $g ~ Y_ B - ~ n o Q E $ Ì H a oV m^ J m / o oJ à f H s «h$ o §§ | ©{b mñ> H{V $Z W wVZ^O E oU $ nZrm$|& wajHaŸ

(f)

Check the report and control mechanism prescribed for reports on e-bill post for Circles and Divisions.

(g) Review e-bill post collection and payments made/remittance sent at least for 4 dates in different months - atleast one day each for every quarter in respect of each of the customers.

e-post
130. (a) Check the internet facilities available in the PO. What is the present
arrangements ? (b) Whether alternate internet service providers could be used. (c) Discuss with staff the connectivity problems in respect of the internet service provider & equipment such as modem speed etc. Have a discussion with system administrator of the PO on this. Check time of log in on any 10 days at random. (d) Whether arrangements for booking of e-post messages are there ? (e) What are the facilities available to customers for booking of e-post messages ? (f) Check whether e-post messages booked have been transmitted on time.

B-mñ> ©noQ
130.

($ Sm$a_ CbYBQao>g{YA|HsO§ Ha Ÿ _¡ymìdW Šmh ? H) >HK | nã Ý>ZQ wdmm $ mM $| & mOX `ñm ` ¡ ( ) ŠmdHpn$"BQao>gd àmm'HmC`o {$mO g$mh ? I ` ¡$ëH "Ý>ZQ om XV' $ nmJ H` m HV ¡ () "BQao>gd àmm'VmCñ$ Og _o>_B`{ g O‹> gñmH$g~Y_ J "Ý>ZQ om XV' W nHa ¡o mSo ËmX o wSr _` o §§ | ñ>\ g Mm Ha Ÿ Sm$a o {ñ> neg$ o g$ Mm Ha Ÿ {$h§ g Xm H$ Qm$ o M© $| & >HK H$ gQ_ «mH g BHs M© $| & HÝr X {Z| o {E`ÑÀ>$êng b°-ZQm_HsO§ Ha Ÿ b mpNH $ o mJB >B $ mM $| & ( ) ŠmB-mñ>gXe|Hs~q$ H${EìdW h ? K ` ©noQ §om $ wHJ o b `ñm ¡ (> B-mñ>gXe|Hs~q$ H${EJmHm Hm Šmg{YE CbYh Ÿ L) ©noQ §om $ wHJ o b «h$| $o ` wdm§ nã ¢ & ( ) O§ Ha {$Šm~H {$ J B-mñ>gXeg`g à{V{$ J h Ÿ M mM $| H ` w$ HE E ©noQ §o _ o of HE E ¢ & (> OoSm$aB-mñ>H$ÐZth Cg B-mñ>gXeàáHaoH${EŠmìdWE N) m >HK ©noQ oÝ h ¡ Zo ©noQ §o m $Z o b ` `ñm§ h ¡ § Ÿ & ( ) ` O§ Ha {$ŠmB-mñ>d~mQ Hm {Z_§Xo~aIoZ HsìdW CbY O h mM $| H ` ©noQ ogB> $o X o m m mbo $ `ñm nã h A ¡ Š mB - o S m Z m S H a oA ¡ C H m { V UH ${ E^ O oH sì d W ¡ ma ` ©_b >Cbo> $Z ma g$o da o b oZ $ `ñm CbYh Ÿ nã ¡ & ( ) ŠmB-mñ>ñ>ea nn A¡ {\mo C`o {$ O aoh ` ZtŸ P ` ©noQ QoZr oa ma b$\$ nmJ HE m h ¢ m h & (m E A B E _ { ñ > Û a X m EJ V mS m $ aI V _ ^ à [ © B - m ñ >Û a Ä) _ m © g | g Q _ m m e © E W > H K m o | r X e V © n o Q m m AOVaOdHsO§ Ha Ÿ {© mñ $ mM $| & () ~H {$ J B-mñ>H$nam A¡ aOdHsO§ Ha VmgYaH${EgPd Q w$ HE E ©noQ o [`V ma mñ $ mM $| W wm o b wm > X | Ÿ &
43

(g) What are the arrangements for receipt of e-post messages from PO which are not e-post Centres ? (h) Check whether arrangements exist for opening the e-post website twice in a day & arrangements have been made for downloading the e-mail and sending it for delivery. (i) (j) Whether e-post stationery paper & envelops are being used or not ? Check the revenue earned by e-post as shown by the system in the MIS and also as reflected in the PO Account.

(k) Check the traffic & revenue of e-post booked and give suggestions for improvement. 43

ìdm Sm$ `g` >H
131.

BUSINESS POST
131.
(a) Assess the layout and the accommodation available for Business Post and comment on its suitability. How many jobs completed since the last inspection ? What is the amount collected from the companies against each job ? What is the average receipt of mail traffice on a daily basis ? Whether pick-up is arranged for the major companies ? If yes, what are the arrangements made ? How many franking machines are provided in the office ? Mention make and speed. Whether all the machines and other equipments provided are in working condition ? If not details of break down, date of informing the supplier of the machine / higher official about the break down should be intimated. Check the date given on the franks of the articles awaiting despatch to see that there is no delay in posting. Check at random the weight of the article and see that it has been franked for the proper value. Check whether the total credit made for the mail tallies with the volume and weight i.e. the credit tallies with postage due and value of pre-mailing activities done. Have the payments received for Business Post been credited under the correct head ? Whether the piece rated labour has been paid correctly ?

($ ì d m S m $h V C b YA d gV m{ Ý m H mA H b H a V mB H sC ` º V H) ` g ` > H o w n ã m m W d ` g $ m $ Z $ | W g $ n w $ m n{>nr $| & aQßU Ha Ÿ ( ) {Nb {aj g A V${$Z Hm©na hEh ?à`H Hm©H${EHå{`|g I n>o ZrU o ~ H HVo $` yo þ ¢ Ëo$ $` o b $nZm o {$Z a{ E$ HsJ©h ? HVr me HÌ $ B ¡ () X { H A Y an _ bn a m H sA ¡ Và { { $ Z h ? J ¡Z$ mm a o [`V $ mg má HVr ¡ ( ) àw Hå{`|H${EŠm{H-nìdñVh ?`Xh§ VoŠmìdW HsJ© K _I $nZm o b ` n$A `pW ¡ { m, m ` `ñm $ B h? ¡ (> Sm$a|_ {$Z \|{$J_r|CbYHam©J©h ?CH$_H A¡ ñr>Hm L) >HKm | HVr «$H§ eZ nã $dB B ¢ Zo o$ ma nS $ Co Ha Ÿ „I $| & ( ) Š mC b YH a m ©J ©_ r |V mA `C H a M b h b _ h ?` XZ tV o M ` nã $dB B eZ W Ý n$U my mV | ¢ { h m I m rH mC o H a Ÿ _ r H sI m rH $g ~ Y_ _ r H $A n { © $ m / a~ $ „I $| & eZ $ a~ o §§ | eZ o myVHV© CM{Hmam Hm g{VHaoHsVaIH$~a _ Co {$mOZ M{EŸ ÀmY$[`| $o yM $Z $ mr o mo | „I H` mm mh & (> àf {$oOZ db g_ZH$\¢H n VaIHsO§ Ha {gonmMo{$Sm$ N) oU H` mo mo mm o «$$ a mr $ mM $| Og V b H >H noU | $o© d§ Zt þm ¡ & «f _ HmB {b~ h hA h Ÿ ( ) _m H$dO Hs`ÑÀ>$AYan O§ Ha VmXI {$gwM _ë H${EBo O X| o µZ $ mpNH mm a mM $| W o| H _{V y` o b g \¢H{$m`ho «$$H`Jmm& ( ) O§ Ha {$Sm$n {$mJmH$ Ho{>>CHs_Ì VmdO g {bmho`Z P mM $| H >H a H` ` wb «$SQ g$ mm W µZ o _V m mr Ho{>>A¡ bZ db Sm$eë$VmSm$àf nd HsHm©m©m Hm_ë _b «$SQ ma Jo mo >H-wH W >H-oU y© $ $adB`| $ y` o IVho& mmmŸ (m Šmìdm Sm$H${Eàá^Jm Hm gref _ Ho{>>{$mJmh ? Ä) ` `g` >H o b m wVZ $o h r© | «$SQ H` ` ¡ () Šm_ X g _Oyr(r a{>>b~)grà$ag X J©h ? Q ` X a o µXa ng oQS oa h Hm o r B ¡ >

(b) (c) (d) (e) (f)

(g) (h) (i)

(j) (k)

~m©Sm$ YB >H
132.

GREETING POST
132.
(a) Is there a separate counter / display racks for sale of Greeting post and are the cards displayed there ? Check the balance stock of Greeting cards as per the designs. 44

($ Šm~m©Sm$Hs{H$ hV HmB AJHm§>/X© aH h VmŠmdm Hm> ao H) ` YB >H $ ~«s ow $o© b $CQaàeZ ¡$ ¡ W ` h§ $S© I Jh? E¢ ( ) {>OB H$ Zga YB Hm>] o ef QmH Hs mM $| & I SµmZ o Awm ~m© $Sm H$ o ñ>°$ $ O§ Ha Ÿ
44

(b)

() Šmñm°$aOQaHmgrà$ag aam {$mO amh Vm{H$ Hsar E§ J ` Q>H {ñ> $ h Hm o IId H` m h ¡ W ~«s $ gX d efH$g~Y_ àdï`§grh ? o o §§ | {{>m h ¢

(c) (d)

Whether stock register is being maintained correctly and the entries w.r.t. receipt of a sale and balance tallies ? Whether the amount of sale has been credited under Greeting Post head ?

( ) Šm~m©Sm$ef H$VV{H$ Hsa{ Hm Z_ {$mJmh ? K ` YB >H r© o h ~«s $ me $o mo H` ` ¡

_{>m >H rS` Sm$
133.

MEDIA POST
133.
(a) What is the average business in different categories under Media Post ? Which major companies are giving business on regular basis ? Whether any order is pending against which payment has already been realised. Is the Post Office offering International Money Transfer Service ? Is the glow signboard promptly displayed out side the post office ? Are the signage’s displayed inside the Post Office, to direct the customer to the postmaster ? Are there at least 3 trained personnel to handle IMTS in the Post office ? Are “To Receive Money” (TRM) forms available in the Post office ? Is the hardware (Fax Machine in case of Fax based location or PC modem and printer in case of PC based location) in working condition ? Is the IMTS software loaded and working properly in case of PC based location. Is the valid identification proof of the receiver properly checked while making the payment to the customer. (Valid photo identification proofs, Pass port, Election Card, PAN Card, Ration Card, Driving Licence, Student’s ID card issued by Government Institutes, Refugees card, Any other Government issued identification, Loyalty Card issued by Post office. 45

($ _{>mnoQ H$VV{{Þl{`|_ A¡Vìdm Šmh§? H) rS` mñ> o h d^ oUm | mg `g` ` ¡ ( ) HmZHmZg H${`§{`_ AYan Hmm~aHaarh ? I $¡-$¡ r §nZm Z{V mm a $aom $ h ¢ () ŠmHmB Eg AS© b{Vh {go g~Y_ ^Jm nb h àáHa{` Jmh ? J ` $o© om m>a §~ ¡ OH$ §§ | wVZ ho r m $ bm ` ¡

(b) (c)

134.

($ ŠmSm$aAVmï>`Y AVUgd àm Haaoh ? H) ` >HK §a©´r Z §a om XZ $ h ¢
134.
(a)

( ) ŠmSm$aH$~h ½m gB~o> Hm n_Img Xm` Jmh ? I ` >HK o ma bo mZmS© $o «wV o e©m ` ¡ () JmHm Hm noQ_ñ> H$ng^OoH${EŠmSm$aH$^V _JX©$nÅHm J «h$| $o mñ>mQa o m oZ o b ` >HK o ra m©eH {>$ bm©J©h ? JB B ¢ ( ) ŠmS m $ a |_ A B E Q r gH mg M b H a oH ${ EH _g H _V Zà e j K ` >HKm | m©_>E $ §mZ $Z o b $ o $ r {{V H_MaJ h ? $©mrU ¢ (> ŠmSm$a_ "Y àáHao'(>Aa_ H$\m_ CbYh ? L) ` >HK | "Z m $Z' QrmE) o $°© nã ¢ ( ) Š mh S © o a( ¡ Š A Y [ VA p W VH ${ E\ $ g_ r |E §n g A Y [ V M ` m>d` \$g mma dñ{ o b ¡Š eZ d rr mma ApWVH${Eng _o>_A¡ qQa Mb pWV_ h§? dñ{ o b rr mSo ma à>) my ñ{ | ¡ (> ŠmABEQrgg°Qd` Hm bo>{$mJmh VmŠm` ng AY{VApWV N) ` m©_>E mâ>oa $o mS H` ` ¡ W ` h rr mma dñ{ _ grnHm g Hm©Haamh ? | h «$a o $` $ h ¡ ( ) ŠmC^o$ Hm ^Jm Haog`àá$m HsdYnMZH$gy HsO§ HsJ© O ` nmºm $o wVZ $V _ mHV© $ ¡ hm o ~V $ mM $ B h (¡ \mQm nMZHmgy,ngmQ© MZdna`n,nEZHm>,ae ¡ dY $o>o hm $ ~V mno>, wm [M Ì rE $S© mZ Hm>,S>BdJbB|,gHmrgñmm Ûa Oa {$mJm{ÚW nMZn, $S© ´m{§ mgg a$a §WZ| mm mr H` ` dmu hm Ì [âyO Hm> gHm Ûa Oa HmB A`nMZn,Sm$aÛa Oa b`Qr a`µr $S© a$a mm mr $o© Ý hm Ì >HK mm mr më> HS)& $>Ÿ m©
45 (g) (h) (f) (d) (e) (b) (c)

H$` O§ Ha {$: ¥nm mM $| H (i) (ii)

Checks :(i) The identification proof bears the photograph of the receiver. (ii) Identification proof was valid and not expired on the date the payment was paid to the customer. (i) Are the RBI guidelines being followed while making the payments ? These may vary from time to time but as on March 2006 these are :(i) Not more than 12 transactions are paid to the customer in a calendar year. (ii) The amount exceeding Rs. 50,000 is paid by cheques or by direct credit to the SB accounts.

nMZH$gy n nZ db Hm\mQmJm$h ? hm o ~V a mo mo $ $o>o«\ ¡ n M ZH mg y d Yh V mJ m H H m ^ J m d b { ZC H sV a I{ H b hm $ ~V ¡ ¡ W «h$ $o wVZ mo X g$ mr Z$ VoZtJ©W Ÿ m h B r&

( ) Š m^ J m H a og `A a r m ©H ${ e { X e |H mA w m Z{ $ mO a mh ? P ` wVZ $V _ m~AB o XmZ}m $ Znb H` m h ¡ ` g ` g `n n a { © h og $ oh b { $ O d r2004 H sp W VH $A w m ` o _-_ a [dVV m HV ¢ oHZ Za $ ñ{ o Zga o {åd h : ZZV ¢ (i)

E$H$|> d©_ JmH Hm 12 g AY$_m Hm^Jm Zt{$mJmŸ H ¡bSa f | «h$ $o o {H X| $ wVZ h H` ` & Ho{>>mmmZM{E& «$SQÛahommhŸ

(ii) 50,000 é ` g A Y $H sa { H m^ J m M H Û a ` E ~ I V _ à ` no o {H $ me $ wVZ ¡$ mm m gr mo | Ëj

(iii) { $ rE $ b Z o _ 2500 A a H sS m b g A Y $a { Z th o rM { EŸ Hg Hb oXZ | _r$ >°a o [H me h mZ mh &

(iii) A single transactions does not exceed equivalent amount of US $ 2500. (j) Is the message “WILL CALL MONEY TRANSFER PAID” generated on the payment Screen and printout is obtained or the printout of payment History without showing the message is obtained and kept in record before making the payment ? Check the details of transactions as recorded in the IMTS register for four dates in different months one day from each month in the Post Office and tally them with the list of transactions generated to ensure that both of them match. Whether the sub office has sent the vouchers of payment made to Head post office ?

(m Š`m ^wJVmZ ñH«$sZ na “WILLCALLMONEYTRANSFERPAID” g§Xoe Ä) g{V{$mJmh A¡ CHsàVb J©h ` gXeHm XmE{Z ^Jm BV¥m ¥O H` ` ¡ ma g$ { r B ¡ m §o $o e© ~m wVZ {dÎ HsàVàáHsJ©h Vm^Jm Haog nb Co[HmS©_ amJmh ? $ { m $ B ¡ W wVZ $Z o ho g a$°> | I ` ¡ () Sm$a_ ABEQrgaOQa_ [HmS©{$oJobZo HsO§ HsJ©h A¡ Q >HK | m©_>E {ñ> | a$°> H` ` oXZ $ mM $ B ¡ ma > CHmg{VbZom HsgM g {bZ{$mJmh {go` g{pM hogo {$ g$ ¥O oXZ| $ yr o _m H` ` ¡ Og h wZíV m H$ H `{bo¢& o_VhŸ () ŠmC Sm$aZ {$oJ ^Jm H$dCaàm Sm$aHm ^O h ? R ` n >HK o H` E wVZ o mM YZ >HK $o oo ¢ > () Šmàm Sm$aZ {$oJ ^Jm H$dCaSrn Hmmb Hm ^O h ? S ` YZ >HK o H` E wVZ o mM >Er $`©` $o oo ¢ > () Šmàm Sm$agH$ ñaH$C^o$ gd H$Ð({©bgEg)H$ên_ Hm© T ` YZ >HK {©b V o nmºm om oÝ gH$ rgr o $ | $` > Haamh,Šm` {Xeb g àá[no>]H$g~Y_ gyogH$ _ {$oJ $ h ¡ ` h Zom` o m amQm o §§ | _M {©b | H` E bZom HsO§ Haamh ? oXZ| $ mM $ h ¡
135.
(k)

(l)

(m) Whether the Head Post Office has sent the payment vouchers to the DAP office. (n) If the Head Post Office is functioning as a Circle level Customer service centre (Circle CSC), is it checking the transactions done throughout the Circle with the reports received from the Directorate.

H å ` Q a H $ S m $ a |H ${ a j H ${ Eà Z d r $ßy>r¥V >HKm o ZrU o b ímb H å ` Q a |H $B > _à m JE §n H $ m H sC ` o J m m H $à m Jn $ßy>m o ïV `o d ¡oO| $ nm{VA| o `o a à Z d rH m g P d { ` O V h V { $ A r H H m Ü m H $ b ímb $ wm Xm mm ¡ mH Yj$ $ `Z od g H $ mÑ ï H m Ug X I oH $ñ m n H å ` Q a H a H $g $ a Ë H V©V [>$o o oZ o WZ a $ßy>r$U o Hmm_$ nb A |H sV \ A H { © h oŸ hw m $ a $ m $ f V m &
46

135.

Questionnaire for Inspection of Computerised Post Offices Questionnaire on “Optimum use of Computers” and “Use of utilities of packages” are suggested so that the Superintendent’s attention is drawn on positive aspects of computerization rather than looking at vigilance angle only. 46

~ þ Ô í r H m § > _ r |-g { p M H a { $hCo`` $CQa eZ wZíV $| H
g °Q d ` H mA V ê nà w $h oa mh -Z_…qSm AY[V{ñ>g_Ky {b{` m â > o a $ Ú Z $ ` º m h ¡ mV d>o mma gQå oXV _oZ_ ßm§>A°$gb(Q¢>AmZZQd© d©)& dBQ m\ o ñ>S bo/o>H$ OZ g rH m C > b Z X Z( m E / m n / r r b d n n / § . E / § . n / > A a r ^ $§Qa o-o AabAardnE/rrrBg-bBg-rQrmg/ EAonEAB/yrm/nS noQ/nS noQ ngmQ©A{)Hm©Hå`QaÛa {$o _m/rbm©`gAañr> mñ>ñr> mñ> mno> mX $` $ßy> mm H` Oao¢& mhhŸ n©oH {â>Hmàa^Hamh VmHm©AdQZñ` Hamh Ÿ `dj$ eQ $ m§ $V ¡ W $` m§> d§ $V ¡ & H$b{`_ nEH$àmºmHmS Hm g_~mmJmh VmA`àmºmHmS Hm {[H$ od Z{V r o `o$ $o> $o j Z` ` ¡ W Ý `o$ $o> $o Zî«` {$m ` h Ÿ H` Jm ¡ & n©oH ñ` X{H bZXZ|H$goHVgaHsàVñ` V`aHamh Ÿ `dj$ d§ ¡Z$ o-om o _{$ m $ { d§ ¡m $V ¡ & {å{{V[no> àVX b O arh : ZZbI amQ] {{Z r m h ¢ bZXZ amQ] n`o$da o-o [no> - «mºmm bZXZ[no> -goHVga o-o amQ] _{$ m àmºmomamQ© `o$bI[no> Hm©m§> $`AdQZ EABE-mp`$`[no>-mg$ _m©gg§»Hs amQ©_{H àm Sm$aHsYmo B` à{`§_{H YZ >HK $ ZXe íy mám-mg$ `XSm$a_ E$g AY$EngE Hm©Vh,VoB EngE Hm ZQd© H$VVbZ { >HK | H o {H _rr_ $`a ¢ m Z _rr_ $o o>H$ o h mo Hsg^dmIorOE Ÿ $ §mZ mO m§ & àwH/rmXe|ñr>noQ ea|Bnn X[`|_ naVZ|~TmÎa/§mYm Hm eë$g_/om/nS mñ> hm/©rr yam | [d©m/‹>omrgeoZ| $o ~bdhooHspWV_ eoY Ha{` OV h Ÿ Xm mZ $ ñ{ | m{V $ bm mm ¡ & EngE bZXZ|H$aOQaHm AV amOV h Og Aw§ _ {I` Jmh Ÿ _rr_ o-om o {ñ> $o ÚZ I mm ¡ ¡m Z~Y | Xmm ` ¡ & H_M[`|Hm ~b OV h V{$AY$g AY$H_M[`|Hm Hå`QagMb A go Ÿ $©mam $o Xm mm ¡ mH {H o {H $©mam $o $ßy> §mZ m H$ &
47

Multi-purpose Counter Machines - Ensure that The latest version of the software is being used - viz. Windows based systems Meghdoot Millennium Point of Sale (stand alone / network version). All the counter transactions (RL / RP / VPL / VPP / Ins L / Ins P / TRC / MO / PLI / UCR / Speed Post / Speed Post Passport etc.) are being done through computers. Supervisor begins the shift and does the work allocation himself. User code of only regular PA is enabled and other user codes are made inactive. Supervisor himself takes a printout of consolidated summary of transactions daily. The following reports are being taken daily Transaction reports - user wise Transactions reports - Consolidated summary User account report Work allocation MIS - Statistical report - monthly MO issue returns of HO - monthly If there is more than one MPCM functioning in the office, explore the possibility of bringing these MPCMs under network. The changes / additions / modifications in tariff / limit / Countries / Speed Post Cities / EPP distances are duly incorporated as and when revised. The Register of MPCM transactions are maintained up-to-date as shown in the annexure. The staffs are rotated so that more number of officials are exposed to computer operation. 47

E E A o B E E A o-g { p M H a { $g_m/©g_m wZíV $| H
Sm$gmHm E§n©oHm H$Hm©KQm Hm gwM Vro g {Y©a {$mOV h V{$ >H h`$| d `dj$| o $`-§>| $o _{V aH$ o Zm{V H` mm ¡ mH ` g{pM ho{$gQomQ Ymom Hm Ad§ àáE§à{V{$mO go Ÿ h wZíV m H o>bB> ZXe| $o {b~ m d of H` m H$ & {b g ~h OZ db grYmom Hm BEEAoH$Ûa ^O OV h Ÿ {Nb {aj Hs Oo o ma mo mo ^ ZXe| $o ©g_m o mm om mm ¡ & n>o ZrU $ VaIg 4 VaI MZ Ÿ ` g{pM HaoH${E{$Ymo VHm gà{V{$oO ao mr o mr| w| & h wZíV $Z o b H ZXe Ë$b §of H` m h h ,O a Y m o g H b e I _ C b YO a Y m o m H sg » m( m o_ C S m $ a |H $ ¢ mr ZXe §$Z mm | nã mr ZXe| $ §` IV | n>HKm o A§$Sm gh) $ gà{V ZXe| o wZ Ha Ÿ mH‹>| {V Hs §of Ymom g Vbm $| & { a j H sV a Ig n b E $_ hH $^ V M Z J ©4V a I |H $^ J m Z{ $ J ZrU $ mr o ho H m o ra wr B mrm o wVZ HE E Ymom HsgM HsO§ Hao Ymom HmVHm {bZ{$mOV h Ÿ ZXe| $ yr $ mM $H$ ZXe| $ Ë$b _m H` mm ¡ & àáYmom HsO§ Ha V{$` g{pM hogo {$Ymom Hmàn naf _ZÊ>| m ZXe| $ mM $| mH h wZíV m H$ H ZXe| $ mU moU mXSm H$VV{$mO amh Ÿ naf _ {b~HspWV_,H$` XI {$naf$Ûa Šm o h H` m h ¡ & moU | d§ $ ñ{ | ¥nm o| H moH mm ` Hm©m©HsJ©h Ÿ H$` ` ^ XI {$EEAoBEEAoñ>e Ûa ŠmHm©m©Hs $adB $ B ¡ & ¥nm h r o| H g_m/©g_m QoZ mm ` $adB $ J©h Ÿ `XXeH${$rHmZ H$gX©_ HmB {`_ {b~ÑïJoahomh VopWVHm B ¡ & { o o Hg $oo o §^ | $o© Z{V d§ {>mM mV ¡ m ñ{ $o gYao o {E _{V $adB Ha Ÿ wmZ H$ b gwM Hm©m© $| & Sm$a_ ^oJ _bYmom Hm gwM êng {aV{$mO amh Ÿ àdî>{$oJ >HK | a E y ZXe| $o _{V $ o Zñ H` m h ¡ & {pQ H` E Ymom HsgM H$ãma H$gX©_ H$>HsVbmHa V{$CHm{bZhogo Ÿ ZXe| $ yr o `oo o §^ | wN $ wZ $| mH Z$ _m m H$ & grYmom Hmnaf g{{M HaoH${E `XAd`$ho VoaVHm ^ BE_Ao ^ ZXe| $ moU wZíV $Z o b, { míH m, m m $o r ©gEm Hm Ib amOV h Ÿ $o wm I mm ¡ & BEEAo_ Hm©Vñ>\ Hm ~b OV h V{$BEEAoHm MmoH${EAY$g ©g_m | $`a Qm$ $o Xm mm ¡ mH ©g_m $o bZ o b {H o AY$H_M[`|Hm Hm©n h àeU{` O go Ÿ {H $©mam $o $` a r {j Xm m H$ & Ymom Hm_Ð Hm©àV g~ h {$mOV h VmCh bI ~J_ C Sm$ahV àf ZXe| $ wU $` m… wh r H` mm ¡ W Ý| om ¡ | n >HK ow oU ` Sm$aH$EAo3 _ e{b{$mOV h Ÿ m >HK o _m- | m_ H` mm ¡ &

SMO / ESMO - Ensure that The working hours of PA & Supervisor has been fixed properly to ensure that the satellite money orders are received and dispatched without delay. All the money orders out bound from the district are sent through ESMO. Select 4 dates since date of last inspection. Compare the number of MO issued figures available in the MO issue compilation branch (including the figures of Sub Offices in account) with the money orders transmitted to ensure that money orders are being promptly transmitted. The pairing of money orders are being done promptly by examining the list of unpaid money orders for 4 days selected within one month previous from the date of inspection. Examine the list of received money orders to ensure that the money orders are being received within the transit norms. In cases of delay in transmission, please see as to what action has been taken by the SMO / ESMO station. If any regular delay noticed in respect of any corner of the country take appropriate action to improve the situation. Original MO forms in the office are duly cancelled; compare a few with the details with the list of MOs entered to ensure that the same tally. The ESMO is kept open during the night also if necessary to enable transmission of all the money orders. The staff working in ESMO are rotated so that more number of officials get on-job training to handle ESMO. The print out of money orders are taken early in the morning and the same are included in the dispatch for Sub Office in Account Bag or included in the MO-3 of office.

_ K y -g { p M H a { $oXV wZíV $| H
Meghdoot Components - Ensure that -

`Xàm Sm$anUVmHå`QaH$ gB>h Vog{pM Ha {$_Ky H$gr_o>yg { YZ >HK y©` $ßy>r¥V mQ ¡ m wZíV $| H oXV o ^ mSçë ZQd© n h Vmd grà$ag Hm©Haaoh Ÿ o>H$ a ¢ W o h Hm o $` $ h ¢ & C g_ Hm Zo>Ha Om V${{Þ_°>yg{«`pd {$oJ h Ÿg rm $o mQ $| h§ H d^ mSçë H$mÝV H` E ¢ : - {H$ Hm{Ýw ~«s $ ~X - SmH` >{$m
48

If the HO is total computerization site, ensure that all the modules of Meghdoot component are on network environment and working fine. Note the extent to which the different modules have been implemented. Point of Sale Postman 48

- àf oU - C-om nbI - bIHm om$a - Imm OZ - Ymo E$U ZXe HÌ ñr>o> nSZQ [no>]HshS©àVb O arh VmCogrà$ag \mb{$mO amh Ÿ amQm $ m> { r m h ¡ W g h Hm o $B H` m h ¡ & Sm> ñmZ grà$a{$mJmh VmO§ nrmÛa Cogr{$mJmh Ÿ >Qm Wnm h Hm H` ` ¡ W mM aj mm g h H` ` ¡ & AabAardnE/rrrB`{ H$g~Y_ AZ db {HmV Hå`Qa_ gg{V mE/mn/rrbdnn ËmX o §§ | mo mr e$`| $ßy> | §mY H sO a rh V mV Z g aO m { ` O a mh Ÿ $ m h ¢ W Xwm d~ Xm m h ¡ & bZXZHm{ên :Sm$a|H$àmZHsna àH$mH$g~Y_ "oXV{b{`'Hm o-o $ d$U >HKm o Mb $ yr {«` o §§ | _Ky _oZ_ $o goHVnH$ H$ên_ V`a{$mJmh Ÿ A…bI Hmmbm,nEAB A{ Hm gr _{$ ¡oO o $ | ¡m H` ` ¡ & V om $`©`| rbm© mX $o h A§$SoCbYHamoH${EA§$Sm _ ñïV g{pM HamAZm©h Ÿ A…{ñ> mH‹> nã $dZ o b mH‹>| | n>m wZíV $Z {d` ¡ & V gQ_ àmH H$gWar H$_Ð H$~X{$rbZo Hm H$bHaoHsg{Y àm HsJ©h eg$ o m gX o wU o m Hg oXZ $o ¢g $Z $ wdm XZ $ B ¡ Ÿ ` A d ` $ mV C n h og $ rh O H m § > Š H ${ Z Z $ rO m{ $ oO X m r_ & h míHV ~ ËÞ m HV ¡ ~ $CQa b© ~m HX _ H` ë~O | ar|_{VHamh VmC^o$ na a{ ZtXV Ÿ O ^ HmB bZo a homh Vo gX wÐ $V ¡ W nmºm yr me h om & ~ r $o© oXZ Ô mV ¡ m pñ> àmH Hm ar E$ Hao CoH$bHaoVmnoQ_ñ> H$ngarÌ{> gQ_ eg$ $o gX HÌ $Z, g ¢g $Z W mñ>mQa o m I wQnñH _ Conñ>Hamhomh Ÿ Hm§> àmH Ûa {ZHsgmán X OZ db [no> wV$ | g oQ $Z mV ¡ & $CQa Mb$ mm X $ _{ a r mo mr amQ© _ H$bbZom Hmna ãma {` OV h Ÿ n©oH H$ngC${d hV H$bbZom Hs | ¢g oXZ| $ ym `om Xm mm ¡ & `dj$ o m º Xg ow ¢g oXZ| $ goHVg M g { VH a oH m^ à d m h Ÿ n a { ZH s[ n o > ]H $g Wa O Q a_ _{$ y r ¥ O $ Z $ r m Y Z ¡ & y o X $ a m Q m o m { ñ > | àdï`| $ O§ Ha Ÿ {[>m Hs mM $| & ` ~þ _ËnU h {$à`H Hmmb _ E$C`º H_Ma OogJV g CbYho Hm h hV hdy© ¡ H Ëo$ $`©` | H nw$ $©mr m w_m o nã m, $o {ñ> àmH H$ên_§MZ OEŸ noQ_ñ> E$ANm{Hë hog$mh Ÿ b{$ ` gQ_ eg$ o $ o wm m & mñ>mQa H À> d$n m HV ¡ & oHZ h g[pM {$mOZ M{` {${ñ> neg$H$ngS©HsHmmb _ {$rHm ^ wZíV H` mm mho H gQ_ «mH o md> $ $`©` | Hg $o r OZ$a ZhoŸ mHmr m & H$~o>_ g© :C Hmmbm _ Om g°Qd` Hm EEZn ñmn {$mhodm g© o{ZQ | da Z $`©`| | h§ mâ>oa $o bE a W{V H` m h§ da Hm VbeX H$~o>_ B à$agaj aZ M{EV{$AmY¥Vì{$Hsdm n $o mmwm o{ZQ | g Hm w{V Im mh mH à{H$ `º $ h§ a nwM hoH$& h§ZmgoŸ
49

-

Despatch Sub accounts Accountant Treasury MO compilation (Refer Dte Letter No. 40-8/2005 - Tech dated 19.08.2005) Speed Net

Hard copy of the reports are being taken and filed properly The data installation has been done properly and correctly by test checking. That the inbound complaint enquiries in respect of RL / RP / VPL / VPP etc. are processed in the computer (query) and the reply is being given accordingly. Cancellation of Transaction : ‘Meghdoot Millennium’ is designed as an integrated package for the entire gamut of operations in post office. It is therefore, essential to ensure data integrity in order to provide correct data to Accounts Offices, PLI etc. The System Administrator, therefore, is provided with a facility to cancel a transaction after the receipt is printed. This necessity may arise when the counter clerk prints receipt in haste without collecting the cash and the customer does not tender the full amount. Whenever a transaction is cancelled, the System Administrator is required to collect the receipt, cancel it and paste it in the Error Book kept with the Postmaster. The day-end report generated by the counter operator gives details of the transactions cancelled. There is also provision for the Supervisor to generate a consolidated list of cancelled transactions for that day. Check the entries in the register with the day-end reports. It is very important that a suitable official who is easily accessible is selected as System Administrator in each office. The Postmaster is an ideal choice. But, it must be ensured that the System Administrator password is not known to anybody else in the office. Server in Cabinet : The offices where the software is installed on a LAN, the server should be kept at secure place in a cabinet locked so that unauthorized persons can not have access. 49

âmn S>Bg Hm A_Ham ZQd$]_ d`gào ~{VHaoH${En©oH Ûa b°r ´md© $o j $Z: o>Hm | ma de mY $Z o b `dj$ mm àw$JmHm H${d`A`JmHm H$âmn S>Bm Hm A_HaXZ M{EŸ H¥` O§ `º «h$| o gm Ý «h$| o b°r ´md| $o j $ om mh & $nm mM Ha {$ŠmEg {$mJmh Ÿ $| H ` om H` ` ¡ & EQrd`g:_r|{Z|àmZËH HmU|g âmn S>B gH$ homh,Hm AV §> ma eZ O_ Mbm_$ $am o b°r ´md {«` mZ ¡ $o ÚZ EQrd`gnH$ g bghomM{EVmA°>oào>Š>^ gH$ homM{EŸ H$` O§ §>-ma ¡oO o ¡ mZ mh W mQm mQoQ r {«` mZ mh & ¥nm mM Ha {$Šm` {$mJmh Ÿ $| H ` h H` ` ¡ &

Disabling Floppy Drives : To prevent virus entering the networks the floppy drives on the clients except the client used by the Supervisor should be disabled. Check whether this has been done. Anti-virus : The machines where flopply drive has to be active for operational reasons should be loaded with latest anti-virus package and auto-protect should also be enabled. Check whether this has been done.

g M n o Q -H ¥ ` g { p M H a { $ §` mñ> $nm wZíV $| H♦ ♦ E~ H$Hå`QaHa n E~gAo_ Hm©Hm AV {$mOV h VmbO E§E~gAo gr o $ßy>r$U a grrm | $` $o ÚZ H` mm ¡ W ¡a d grrm aOQaaam H$g~Y_ HmB Hm©~$` ZhoŸ {ñ> IId o §§ | $o© $` Hmm m & H$` XI {${[H$ g{`| d{©${dU| g§»Hs aOQa|H$gWgrE~gAo ¥nm o| H Zî«` yMm, mfH dam, mp`$` {ñ>m o m ^ grrm aOQaAV aoOE Vmd{©${dUo ãm {dU|Vmd{©$g{`|HsàVm {ñ> ÚZ I m§ W mfH dam, `O dam W mfH yMm $ {`§ g~{VHmmbm AmV nEm/Aom©rm (gr/mñ>mQa|Hm ^O OE Ÿ §§Y $`©`| W©² rAoEmABgAo E~)noQ_ñ>m $o or m§ & [no>]HshS©HmrHm AV Hagrà$aamOEŸ amQm $ m> $n $o ÚZ $ h Hm I m & goHV{dUV`a{$mO amh VmA§$Sm Hmàm Sm$aHsao$S ~rg {bZ _{$ da ¡m H` m h ¡ W mH‹>| $ YZ >HK $ mH‹> h o _m {$mOV h Vmd Rr$h Ÿ Srbm©g à`H _h_ MaVaI MZ VmCHmàm H` mm ¡ W o >H ¢ & >EAB o Ëo$ m | m mr| w| W Z$ YZ Sm$a $ ao$S~r o _m Ha Ÿ >HK Hs mH‹>h g {bZ $| & ` Xb O a a m H m ~ X{ $ mO V h V oX I o{ $n m ág a mC m { $ oO E O g { ¡a IId $o Ý H` mm ¡ m o§ H `© wj n` H` m§ ¡m {Xeb Z {Y©a {$mh Ÿ Zom` o Zm[V H` ¡ &

Sanchaya Post - Ensure that -

♦ ♦

On computerization of SB the work in SBCO is updated and there are no arrears in respect of ledger agreement and maintenance of SBCO registers. See that all SBCO registers along with silent lists, annual statements, statistical registers are kept update and copies of annual statements, interest statement and annual listing are sent to respective offices i.e. PAO / AO ICO (SB) / Postmaster. The hard copy of the reports are preserved update and properly. The consolidated statement is being taken and figures are compared with the HO cashbook and they tally. Select 4 dates in each month since DLI and tally the same with the HO cashbook. If the ledgers maintenance is discontinued see that adequate security measures have been taken as prescribed by Directorate.

♦ ♦

♦ ♦ ♦

[ H m S ©H ma a m -H $ ` g { p M H a { $ a$°> $ IId ¥nm wZíV $| HHå`Qa| qQa| `nE Hs{ñ´reQ Hm {Y©a \m_Q _ AV amOEŸ `XZth, $ßy>m, à>m, yrg $ hQ> r> $o Zm[V $°}> | ÚZ I m & { h ¡ VoCoVHm AV {$mOV h Ÿ \m_Q Aw§ _ h Ÿ m g Ë$b ÚZ H` mm ¡ & $°}> Z~Y | ¡ & ñ>°$~H arOEVmgrHå`Qa g~{Vg_«,qQa `nE A{ Hsñ>°$~H _ QmH w$ I m W ^ $ßy>, §§Y mJr à>, yrg mX $ QmH w$ | àdï HsOV h Ÿ {{> $ mr ¡ & Hå`Qa| {«Qa| `nE A{ HsAV gM CbYh Ÿ $ßy>m, n§>m, yrg mX $ ÚZ yr nã ¡ & { H o V Û a _ r g » mH $g WA n { ©à m Z Ë H { ñ > H sg M V mC H mb B | d«$m mm eZ §` o m myV Mbm_$ gQ_ $ yr W g$ mgg ãma CbYh Ÿ `om nã ¡ & nn,[àQa{~,âmn,ñ>HaOg C^o$ dVA|Hsñ>°$pWVnmáh VmCHm oa ¨§> aZ b°r Qr$ ¡r nmºm ñwm $ QmH ñ{ `© ¡ W g$ grà$ag [HmS©amOV h Ÿ h Hm o a$°> I mm ¡ &
50

Maintenance of Records - Ensure that The history sheet of computers, printers, UPS are maintained in the prescribed format and kept up-to-date. If not, get updated. Format given in the annexure. Stock Book is maintained and all the computers, peripherals, printers, UPS etc. are entered in the stock book. Up-to-date list of computers, printers, UPS etc. are available. List of operating system supplied by the vendor with machine number and the license details thereof. The stock positions of consumables like papers, printer ribbons, floppy, stickers is adequate and proper record is kept for the same. 50

H å ` Q a |V mg m H g _ « H ma a m -H $ ` g { p M H a { $ $ßy>m W h`$ mJr $ IId ¥nm wZíV $| H-

Maintenance of Computers & Accessories - Ensure that -

• • • • • • • • •

gr{ñ> Mb pWV_ h§ & ^ gQ_ my ñ{ | ¡Ÿ gr{ñ> E_rdaQr Og ^ pWVho H$VVAV h§Ÿ ^ gQ_ Eg/m§>, ¡r r ñ{ m, o h mo ¡ & E _ rH $H _ M a J _ å VA { H ${ Eg ` g `n A V h §Ÿ Eg o $©mrU a_ mX o b _-_ a mo ¡ & `XHmB {ñ> Im hoJmho VoCoMb pWV_ bZ H${EgwM Hm©m©horh Ÿ { $o© gQ_ a~ m ` m, m g my ñ{ | mo o b _{V $adB mV ¡ & Ja_åV`o`dVA|HsgM ~m$ VmCHm{n>ZHaoH${ECM Hm©m©Hs ¡-a_ m½ ñwm $ yr ZHa W Z$ ZQm $Z o b {V $adB $ OVhŸ mr¡& A V d ` g a o H b m mJ mh V md ` gg g a mg { p M H sJ ©h Ÿ ÚZ ma-mY$ J` ` ¡ W ma o wj wZíV $ B ¡ & â m n / r > _ ( _ gS r m E ,q S m - ,q S m -98,{ ZE Q r4.0,q S m " b ° r g S r | E E > A o g d > o 95 d > o d Z > d > o 2000/ 2003,E Š y b g ` E 2000' à m Z{ ñ > m H s_ ñ > H m n m C b Yh §Ÿ ) Mb gQ_| $ mQa ${`§ nã ¡ & à`H Hå`Qan,àVgm,ñ¡Z{>H/S\¡J{îmX HsOV h Vmb°~H _ Co Ëo$ $ßy> a { áh H$ Sñ${>«$ Zn{V $ mr ¡ W mJw$ | g A{$ {$mOV h Ÿ §HV H` mm ¡ & _h_ E$~ad`gñ¡Z{$mOV h VmHå`QaHsb°~H _ {î$©{I OV h Ÿ m | H m ma H$ H` mm ¡ W $ßy> $ mJw$ | ZHf bo mo ¢ & A°>omQoQ Hm hom{«` IOV h Ÿ mQmào>Š> $o _e gH$ ammm ¡&

• • • • • • • • •

All the systems are in working condition. All the systems are covered under AMC/warranty as the case may be. AMC personnel attends periodically for maintenance. In case any system is out of order take appropriate action to set it to working condition. Make a list of items unserviceable and take action to dispose of the same. The latest anti-virus has been loaded and protection of data against virus is ensured. Master copies of operating systems (MS DOS, Windows - 95, Windows - 98, Win NT 4.0, Windows 2000 / ‘2003, SQL 2000’) in floppy / CD are available. Scan disk, defrag is performed weekly on each computer and the same is recorded in the logbook. Virus scan is performed once in a month and the findings recorded in the logbook of the computer. Auto-protect should be always enabled.

g_Ý : mm`
1. H å ` Q aA w y bn a o -g { p M H a { $$ßy> ZH$ [de wZíV $| H

General : 1. Computer friendly environment - Ensure that -

• • • • • • • •

àm Sm$a_ Hm©dVdUHå`Qa|H$AwybhoŸ YZ >HK | $` mma $ßy>m o ZH$ m & Ybah dVdUhoŸ y {V mma m & grHm©ñb|n {efV¡ n V`aHm§>,Hå`QaQob H$g`§CbYHaE Ÿ ^ $`-Wm a do ma a ¡m $CQa $ßy> >~, w{©m nã $m§ &

• • • • • • • •

The working atmosphere in HO is congenial for computers. Dust free environment is provided. Specially designed counters, computer tables, chairs are provided to all work places.

2. n g S ©a a m -g { p M H a { $md> IId wZíV $| H

2. Password Maintenance - Ensure that Each official/Supervisor has been assigned appropriate user code. User code allotted is identifiable. The user code like OP1, OP2 or PA1, PA2 are not being used. The official is fully aware of the importance of password and changes it frequently. A register for ‘User Code’ is maintained by Supervisor / Postmaster. 51

à`H H_Ma/`dj$Hm gwM àmºmHmS {` JmhoŸ Ëo$ $©mrn©oH $o _{V `o$ $o> Xm ` m & A§{> àmºm $o> hm `o` ¡ & mdQV `o$ HmS nMZ m½ h Ÿ Aor ,Aor ` nE ,nE Og àmºmHmS àw$Zthoaoh|Ÿ mn1 mn2 m r1 r2 ¡o `o$ $o> `º h m h m & H_Ma ngS©Hs_Îmg na VhAJ hoA¡ d BoAg ~bmhoŸ $©mr md> $ hm o yr a dV m ma h g Ša XV m & n©oH/mñ>mQa mm `o$ HmS hV E$ {ñ> am m Og nae> | e©m ` h Ÿ `dj$noQ_ñ> Ûa àmºm $o> ow H aOQa I OE ¡m [{ï _ Xm` Jm ¡ &
51

3. g ° Q d ` H mA V ê n-g { p M H a { $mâ>oa $ ÚZ $ wZíV $| H

3. Latest Version of Software - Ensure that -

• • • •

Sm$a_ AV g°Qd` àw$hoamhoŸ >HK | ÚZ mâ>oa `º m h m & `XBHmnaZ ên(µ©)CbYho VoBoZ ên(µ©)g ~bmoH${EHm©m©Ha Ÿ { g$ wmm $ dOZ nã m, m g E $ dOZ o XdZ o b $adB $| & `XAmY¥Vg°Qd` HmàmJ{$mO amho VoBoà{H$ dOZg ~boH${E { à{H$ mâ>oa $ `o H` m h m, m g mY¥V µ© o XZ o b Hm©m©$|& $adBHaŸ {ñ> àmH g O§ Ha {$g°`oaH$grdOZgaj aoOE V{$d AmY¥V gQ_ eg$ o mM $| H mâd` o ^ µ© w{V I m§ mH o à{H$ bomH$m_Z‹>Ÿ mJ|ohW| nS|&

• • • •

Latest version of software is being used at the office. If the older version is available take action to replace with newer version. If unauthorized software is being used, take action to replace it with the authorized one. Check-with System Administrator that all the versions of the software are kept securely to ensure that they do not fall into the hands of unauthorized persons.

4. H å ` Q aH sb ° ~ H -g { p M H a { $$ßy> $ mJ w$ wZíV $| H

4. Log Book of Computers - Ensure that -

• • • • •

nae>_ {` J àên_ b° ~H arOEŸ [{ï | Xo E m$ | mJ w$ I m & `X{ñ> Im h Vob°~H _ {>nUm HsOE Ÿ { gQ_ a~ ¡ m mJw$ | Qß{`§ $ m§ & E_r_åV$m Ûa aam -b°~H _ ãma [HmS©{$mOEŸ Eg/a_HV© mm IId mJw$ | `om a$°> H` m & {$rHå`Qa{efn {$mJmX{H Hm©b°~H _ [HmS©{$mOEŸ Hg $ßy> do a H` ` ¡Z$ $` mJw$ | a$°> H` m & g d gB O { ` H mZ _A ¡ \ m ZZ ~ g rO hn X m ` O Eh Ÿ {© §rZa $ m ma $o åa h J a e©m m ¡ &

• • • • •

The logbook is maintained in the format furnished in the annexure. If the system is out of order the remarks are noted in the logbook. Maintenance by AMC/Repairer - details recorded in the logbook. Daily work done on the particular computer is recorded in the logbook. Name and phone number of the service engineer is prominently displayed.

5. _ { H { d Uà V VH a m-g { p M H a { $mg$ da ñw $Z wZíV $| H

5. Submission of Monthly Statement - Ensure that -

• •

Hå`Qa|n _{H {dUHmmbm Ûa g`n àVV{$mO amh Ÿ $ßy>m a mg$ da $`©`| mm _ a ñw H` m h ¡ & _{H {dUHsAVdñw{dU_ {Ena$ëV{ñm HsgrVdaàVVHarh Ÿ mg$ da $ §w©V da | X [Hpn dVa $ h ñr ñw $V ¡ &

• •

Monthly statement on computers is being submitted by the office promptly. The contents of monthly statement gives the exact picture as envisaged in the statement.

6. à e U g { p M H a { ${j- wZíV $| H

6. Training - Ensure that -

gM noQ,E E Ao ñr>ZQ A¡ _Ky H$gr_Sçë n nmáH_M[`|Hm §` mñ> g _ m, nS o> ma oXV o ^ m>yg a `© $©mam $o à e U{ ` J mh Ÿ ` XZ t{ ` J mh ,V o{ { Þg â > o a_ à e U{ EO Z d b {j Xm ` ¡ & { h Xm ` ¡ m d^ mQd` | {j X mo mo H_M[`|HsgM ~m§A¡ BoMb d©HsHm©`oZ _ e{bHa Ÿ $©mam $ yr ZE ma g my f $ $`-mOm | m_ $| &
52

Adequate number of officials have been trained on Sanchaya Post, SMO, Speed Net and all modules of Meghdoot. If not make up list of officials to be trained in various software and include the same in the current year’s action plan. 52

• • •

{ñ> àmH H$ên_ {[d àej nmáH_Ma Sm$a_ h§Ÿ gM noQ,_Ky gQ_ eg$ o $ | dYV {{V `© $©mr >HK | ¡ & §` mñ> oXV K>$ ñr>ZQ A¡ E E AoH${E{ñ> àmH H$ên_ ñ>\ HsnMZHa Ÿ QH, nS o> ma g _ m o b gQ_ eg$ o $ | Qm$ $ hm $| & Hå`QaH$àVOJ$$mCn HaoH${EH_M{`|HsnMZHa VmHå`QaVm $ßy> o { mêHV ËÞ $Z o b $©mam $ hm $| W $ßy> W Awyb [de ¡m Ha§ & ZH$ nao V`a $o Ÿ hS©oaVmgâ>oa_ {Eàdmm HmgmÎ_C`o HaoH${EH_M[`|Hm m>d` W mQd` | X mYZ| $ d}m nmJ $Z o b $©mam $o Hå`QaVmgâ>oaHmnmákZho & $ßy> W mQd` $ `© m mŸ

Adequate number of officials duly trained as System Administrators are available in the office. Identify staff to be trained as System Administrator for Sanchaya Post, Meghdoot Components, SpeedNet and SMO.

• •

Identify officials to conduct local training classes to spread computer awareness and thereby to create computer friendly environment. The officials have adequate knowledge of computer and software to make best utilization of provision made in hardware and software.

7. ~ H A -g { p M H a { $¡$n wZíV $| H

7. Backup - Ensure that -

• • • • •

garH$Awm ~HA {` OV h Ÿ mU o Zga ¡$n bm mm ¡ & gM noQ H$__o_ X{H ~HA H$6Qo,gá{H ~HA H$ Qo,nd‹>m~HA H$ §` mñ> o mb | ¡Z$ ¡$n o >n mmh$ ¡$n o 5 >n ImS> ¡$n o
2Qo A¡ _{H ~HA H$ Qo àmJ m Ÿ >n ma mg$ ¡$n o 2 >n `o h| &

• •

Backup is taken according to the schedule. In case of Sanchaya Post 6 tapes for daily backup, 5 tapes for weekly backup, 2 tapes for fortnightly backup, 2 for monthly backup to be used.

{$rHmUg Sm> IoOZ n nmYZh {$Co~HA Hm nZ Mb Hao nm {$mO Hg $a o >Qm m mo a «dm ¡ H g ¡$n $o w: my $H$ «á H` m g$m¡& HVhŸ ~HA Sm> Hm âmr Qo A{ _ gaj amOV h Ÿ ¡$n >Qm $o bn, >n mX | w{V I mm ¡ & Sm> naj H${E~HA aOQaamOV h A¡ ` n©oH Hs{\mV_ homh >Qm [aU o b ¡$n {ñ> I mm ¡ ma h `dj$ $ h$O | mV ¡ (m\mm Aw§ _ {` Jmh) ào$_© Z~Y | Xm ` ¡

• • •

There is provision in case of data loss for any reason the same can be retrieved by restoring the backup. Backup data in floppies, tapes are preserved securely. A register of backup for data preservation is maintained and kept in the custody of supervisor.

8. Modification to Software 8. g â > o a_ A e o ZmQd` | mmY

Discuss with the staff to encourage them to come up with the problems they are facing and any suggestion for modification in the software, which is felt user friendly. List up the suggestions and take up the matter with the software vendor or Postal Training Centre, Mysore as the case may be.

ñ>\ Hm àog{VHaoH${ECH$Ûa g_mHsOZ db gñmm n Mm Ha A¡ Qm$ $o mËmh $Z o b Zo mm mZ $ mo mr _`A| a M© $| ma gâ>oa_ àmºmAwybAeoZ|n {MaHa Ÿ gPd|HsgM ~m§A¡ Bh mQd` | `o$ ZH$ mmYm a dm $| & wmm $ yr ZE ma Ý| gâ>oa{HoV Ad Sm$àeUH$Ð _ga Og ^ __mho V$nþME Ÿ mQd` d«$m Wm >H {j oÝ, ¡y, ¡m r mb m, H h§m§ &

C jÌ|HsnS>m Ha Om Hå`Qr$UbJ Zth A¡ XI {$Ch H$oHå`QaH$ Z om $ ‹>Vb $| h§ $ßy>Ha my h ¡ ma o| H Ý| ¡g $ßy>r¥V {$mOEŸ H` m &
53

Examine the field where computerization is not effected to see that the same can be computerized. 53

9. n Z £ m rwVZV

9. Redeployment :

àm Sm$a_ Hå`QaHa H$àm A¡ CbYAVa$ñ>\ KQoHmA`ZHa Ÿ B YZ >HK | $ßy>r$U o ^d ma nã {[º Qm$ §> $ Ü` $| & g ~VHsO§ Ha {$ìdm {Hm Og jÌ|_ B AVa$ñ>\ KQm Hm~haC`o m $ mM $| H `g` d$g ¡o om | Z {[º Qm$ §>| $ oV nmJ {$ nHm {$mO g$mh Ÿ Hg «$a H` m HV ¡ &

• •

Study the impact of computerization in the HO and excess of staff hours achieved. Examine as to how best the excess staff hours can be utilized in areas like Business Development etc. On total computerization of office, see that a fresh Memo of Distribution of Work has been adopted for optimum use of manpower.

Sm$aH$gJ Hå`QaHa hoon XI {$_Zeº HmB>_àmJHaoH${EHm© >HK o _« $ßy>r$U mZ a o| H md{$ $ ïV `o $Z o b $` H $n Z { V UH mk n A Z ` O EŸ o w… da $ mZ nmm m &

10. Upgradation / Condemnation :

10. CÞ`Z/{ZamH$aU -

• •

Discuss with the System Administrator regarding upgradation of computers required, if any. Sum up the advantages and come up with proposal for upgradation. List out the unserviceable items. Take action to condemn these articles in consultation with your Regional Office.

• •

{ñ> àmH H$gWHå`Qa|H$Aoj C` n Mm Ha Ÿ BH$b^|n ^ {Ma gQ_ eg$ o m $ßy>m o n{V ÞZ a M© $| & go mm a r dm Ha VmC` H${EàVdV`aHa Ÿ $| W ÞZ o b ñm ¡m $| & ~Hm _m HsgM V`aHa Ÿ AZ jÌ`Hmmb H$gWnme Hao B _m Hm{n>Z o$_ X| $ yr ¡m $| & no or $`©` o m a_© $H$ Z X| $ ZQm Haoog~Y|$adBHaŸ $ZH$§§_Hm©m©$|&

1 Hå`Qa|n Hm Haodb ñ>\ g {b A¡ Mm Ha 1. $ßy>m a $_ $Z mo Qm$ o _| ma M© $|

11. Meet the staff working on Computers and discuss :

• • • • • •

Hå`QaHa H$_J _ AZ db gñmm H$g~Y_ Ÿ $ßy>r$U o m© | mo mr _`A| o §§ | & `Xd H$>b^XgPoh VoC ~a _ gPdŸ { o wN mà _V ¢ m g mo | wm & Hå`Qa| a $`-ZnX _ A¡ gYa $ g^dmm Hm T>T>m & $ßy>m n Hm©{îmZ | ma wm Hs §mZA| $o y§>Z Ÿ

• • •

The problems faced in computerization. Any suggestion they feel advantageous. Explore the possibilities of further improving the performance on computers.

12. H å ` Q a |H mB > _à m J$ßy>m $ ïV `o

12. Optimum use of Computers :

ŠmgrHå`Qa|HmB>_C`o {$mO amh ?ŠmHå`Qa|Hm [$reI ` ` ^ $ßy>m $ ïV nmJ H` m h ¡ ` $ßy>m $o Hg mm m H_Ma H$gWC eI ` H_Ma H$AÝ C`o H${Eg~ HaoHsà¥Î h ? $©mr o m g mm m $©mr o Z` nmJ o b åÕ $Z $ d{m ¡ Hå`Qa|HmB>_àmJHaoH${EŠmZo²gHm E$booe _ ñmn {$mO g$m $ßy>m $ ïV `o $Z o b ` mS> $o H mH$Z | W{V H` m HV h V{${{ÞH_M[`|Ûa CrZo>HmAJAJg`_ n`o {$mO go Ÿ ¡ mH d^ $©mam mm g mS $ b-b _ | «mJ H` m H$ & ŠmHå`Qa|Vmñ>\ HmB>_àmJHaoH${Eñ>\ HsCpWVH$g`_ {$r ` $ßy>m W Qm$ $ ïV `o $Z o b Qm$ $ nñ{ o _ | Hg ~ b dH sA o mh ? Xm $ nj ¡
54

• • •

Are all the computers optimally used ? Is there any tendency to attach the computers to a branch or official for the exclusive use of that branch or official. In order to put the computers to optimum use, can nodes be placed in one location, to facilitate use of the same node by different officials at different hours ? Does the hours of attendance of the staff require any rescheduling with a view to optimally use the computers and the staff ? 54

13. n H $ m H sC ` o J m m H mn U à m J¡oO| $ nm{VA| $ y© `o

13. Full use of utilities of the packages :


136.
1.

{{ÞnH$m _ CbYC`oJmm HsO§ gM H$gX©_ g`{VHa {$ŠmSm$a d^ ¡oO| o nã nm{VA| $ mM yr o §^ | Ëmn $| H ` >HK _ grC`oJmm HmàmJ{$mOV h Ÿ | ^ nm{VA| $ `o H` mm ¡ &


136.

By reference to the checklist of utilities offered by different packages. Verify if all the utilities are made use of in the office.

a O m m{ Ý rH sà { g ~ Y { a j H ${ Eà Z d r m^f hX $ JV §§r ZrU o b ímb
ŠmAXenpV$ _ AXe{ÝrAd AJor_ Oa ` mo wñHm | mo hX Wm §«O | mr {$ OV h ? HE mo ¢

QUESTIONNAIRE FOR INSPECTION OF PROGRESS OF OFFICIAL LANGUAGE

1. Whether orders are issued in Hindi or English in order book ? 2. Whether all letters received in Hindi are being

2.

Šm{Ýr_ àánm HmCm {Ýr_ {` O amh ? ` hX | m Ì| $ Îa hX | Xm m h ¡ `XZt VoBH$ŠmHmUh ? { h, m go ` $a ¢

replied to in Hindi. If not, the reasons therefoe ? 3. Whether Targets for originating *A Region B Region C Region correspondence in Hindi have been achieved. If not, the reasons therefore ? *A Region : Himachal Pradesh, Haryana, Uttar Pradesh, Madhya Pradesh, Bihar, Rajasthan, Uttaranchal, Chhatisgarh, Jharkhand, Delhi and Andman Nicobar Island. B Region : Maharashtra Gujarat, Punjab and Chandigarh. C Region : All other states and UTs except those stated in A & B above. 4. The total number of officers / employees Officers Employees

3.

Š m{ Ý r_ _ bê ng n m m H a oH $ *H j Ì ` hX | y $ o ÌMa $Z o $o { Y © a b `H m à áH a{ ` J mh ? Zm[V ú $o m $ bm ` ¡ `XZt VoBH$ŠmHmUh ? { h, m go ` $a ¢
*H jÌ: $o

Ij Ì o

Jj Ì o

{ _ M à o ,h a m m C m à o ,_ `à o ,{ h a a O W Z N Î r J T , hmb Xe [`U, Îa Xe Ü Xe ~m, mñm, >mg‹>

CmmM,Pa§> {ërA¡ AS_Z{Hm~aÛngy Ÿ Îa§b mIS, Xb ma §>m Z$om r _h & IjÌ:_mmQ> JOm,nO~A¡ MSr‹>Ÿ o haî´, waV §m ma §>JT & JjÌ:C`©$H A¡ IjÌ_ dUVaÁm dgKe{VnXe|Hm Nm‹>$ Ÿ o nwº $ ma o | {© m`| § mg «om $o >oSHa &
4.

H$ {$Z AY$[`|H_M{`|Hm {Ýr wb HVo {Hmam/$©mam $o hX H m** H m © m H k ZZ th ? $ $`gY$ m h ¡
**{ÝmZ _{´H ` Xd V$E${f H$ên_ {Ýr Oh|o ¡Q>$ m gt H H d` o $ | hX

AY$a {Hmr

H_Ma $©mr

who do not possess the working knowledge of Hindi. Those who have studied Hindi as a subject (upto Matric or Tenth Standard or those who have furnished declaration saying they possess working knowledge of Hindi. 5. Whether all employees who possess proficiency in Hindi are submitting notes and drafts in Hindi on the prescribed subjects ? if not, please indicate what action is being taken ?

nTrho` {goKoU HaX ho{$Ch {ÝrHm ‹> m m OZ mfm $ r m H Ý| hX $ Hm©mH kZàáh Ÿ $`gY$ m m ¡ &
5.

ŠmgràrV àáH_Ma {{{©>{fm n {>n ` ^ dUm m $©mr dZXï d`| a QßU A ¡ à ê n { Ý r_ à V VH aa oh ?` XZ t V oB ma m$U hX | ñw $ h ¢ { h, m g ~a _ AXe|HmHmmÝ` g{pM HaoH${EŠm mo | mom $ $`©dZ wZíV $Z o b ` Hm©m©HsO arh ? $adB $ m h ¡
55

55

6.

($ Šmgr~o>/mn>A{ {^f ên_ h ? H) ` ^ mS©Z_Å mX Ûmr $ | ¢ ( ) ŠmHmmb _ àw$hoodb grZ_Å A¡ a‹> I ` $`©` | `º mZ mo ^ mn> ma ~S _oa _¡ym mom H$ Zên ¢ mh| mOX AXe| o Aw$ h ? (hX Hsa‹>Hs_oa AJorHs_oa|H$Aa|g 2 {Ýr $ ~S $ mh| §«O $ mhm o jm o ßm§> ‹> hor mh) & dBQ ~Sr mZ M{E Ÿ

6.

(a) (b)

Whether all Name plates / Notice Boards etc. are bilingual ? Whether all the Name plates and Rubber stamps used are in accordance with the rules ?

7.

ŠmaOmm{^JÛa {Y©a àogh `oZE Hmmpd HsO arh ?`Xh§ VoC ` m^f dm mm Zm{V mËmZ mOm§ $`©ÝV $ m h ¢ { m, m Z AY$[`|H_M[`|Hsg»m~m§{ÝmZ J d©H$X¡m B àogh `oZA|Hm {Hmam/$©mam $ §` ZE Oh|o V f o maZ Z mËmZ mOmm $ b ^C > ` ? m Rmm
7.

(In rubber stamps letters in Hindi should have a point size greater than 2 in figure as compared to the English letters). Whether incentive schemes laid down by Deptt. of O.L. are being implemented ? If yes, indicate the number of officers / officials who benefited from these incentive schemes during the last year. Whether the meetings of Official Language Implementation Committee are being held regularly ? If yes, indicate dates of last four meetings held immediately from the inspection date. 9. Whether entries in registers and service books are being made in Hindi and whether their headings/subjects are in the bilingual form ? Whether subjects on the files are bilingual ?

8.

ŠmaOmmHmmÝV g_VHs~RH${`_ êng A`oO HsO arh ?`Xh§ Vo ` m^f $`©dZ {{ $ ¡>| Z{V $ o mm{V $ m h ¢ { m, m {aj Hs{{ g VaVnb A`oO {Nb Ma~RHm HsVaI|HmCo HsO Ÿ ZrU $ VW o w§ h o m m { V n > r m ¡ > $ | $ m r m $ „ I $ { E &

8.

9.

ŠmaOQa|Vmgd-wñHmm§_ _¡ymAXe|H$Awm {Ýr_ àdï`§HsJ©h A¡ ` {ñ>m W omnpV$Ao | mOX mom o Zga hX | {[>m $ B ¢ ma Š mC H $e f H /{ f { ^ f ê n_ h ?Š m\ m b |_ { I { f p ^ f h ? ` Zo r©$ d` Ûmr $ | ¢ ` $Bm | bo d` Ûmr ¢

10. Hmmb _ {$Z \m©C`o _ b` O aoh ?Šmd {^f h ? $`©` | HVo $_ nmJ | mo m h ¢ ` o Ûmr ¢ 11.

Š ma O m m{ ` ,1976H ${ ` 12H $A w m H m m b _ M H ß m § >ñ m n { $ J h ` m^f Z_ o Z_ o Zga $`©` | o$ dBQ W{V HE E ¢ A¡ B MH ßm§>|Hm AY$Hm©we ~moH${EŠmCm {$ J h ? ma Z o$ dBQm $o {H $`H$b ZZ o b ` n` HE E ¢

10. How many forms are being used in the office ? Are they bilingual ? 11. Whether any check points have been set up in the office vide rule 12 of O.L. 1976 and what are the steps being taken to make these check points more effective ? 12. Any special work done in the office regarding Hindi:

12. {Ýr_ Hmmb Ûa {$ J {efHm©~m§: hX | $`©` mm HE E do $` VE

137 go 159.

` à Z{ a j A Y $ a Û a { e fê ng V ` a{ $ O E J Ÿ B à $ a o í ZrU {Hmr mm do $ o ¡m HE m§o & g Hm

{aj AY$a Aomwm àZ|Hm OoS g$mh Ÿ ZrU {Hmr njZga ím $o m‹> HV ¡ &
160.

137 to 159.

These questions are to be framed by the inspecting officers according to special relevance. As such, the inspecting officers shall add the questions as per their requirement. Points for action by Postmaster branch-wise (i.e. APM-wise). Points for action by Superintendent / Divisional Offices.

noQ_ñ> Ûa eIdaHm©m©H${E{f (W© gmH noQ_ñ>da Ÿ mñ>mQa mm mmm $adB o b d` AmV h`$ mñ>mQam) &
160.

A r H / S d O bH m m b Û a H m © m ©H ${ E{ f & Yj${>rZ $`©` mm $adB o b d` gH$ Hmmb Ûa ZoQg Hm©m©A¡ {U`H${E{f & {©b $`©` mm m{>, $adB ma Z© o b d` noQ_ñ> A¡ n©orñ>\ HmO gn© A¡ ñ>\ & mñ>mQa ma `dj Qm$ $ Z åH$ ma Qm$
56 Points for notice and action and decision by Circle Office. Staff and public relations of the Postmaster and supervisory staff. 56

Aw§ Z~Y
H$`Qa$[Hm> §ßy>Hma$S© à Zg » m 135H $ê n_ g X © r C e f [ H m > ]H ma a m H $A V © í §` o $ | §^hV nr© a$Sm $ IId o §JV
Sm$aHmZ_ >HK $ m H$`Qa$à$ad_°> §ßy>HmHmE§mSb H$`Qa$bJ §ßy>HsmV n{© $ VaI yV Hs mr gñmZHsVaI §Wn $ mr daQr $ VaI m§> Hs mr EE g,`XHmB h _ r { $o© ¡ gn` rry H$g. «_§ nog «ga mo hS© Sñ$ _m m> {>H jV A aEE m _ ßmrSñ$´md bn{>HS>B n© m o Q > SoH Qmn Wm _r >°a >ñ$ >° Ad {Z Qmd à m Z { ñ > ( d 98/{dZ 2000/ Mb gQ_ {Z { Z2003,A { ) d mX S m > ~ g( gŠ yE 7.0/2000) >Qmo E ` b EQrd`g §>-ma A`gMm `XHmB h Ý yZ, { $o© ¡ _ZQa mr> H$g»m «_§` _HE§mSb o$d_°> _omH$oAdaJ mZo«m_Wm§ H~S $m> so© H$g»m «_§` _HE§mSb o$d_°>

ANNEXURE
HISTORY SHEET OF COMPUTER (REFERRED AT QUESTION NO. 135 UNDER SUB HEADING - MAINTENANCE OF RECORDS
NAME OF THE OFFICE MAKE & MODEL OF COMPUTER COST OF COMPUTER DATE OF SUPPLY DATE OF INSTALLATION PERIOD OF WARRANTY AMC, if any CPU SERIAL NUMBER PROCESSOR HARD DISK CAPACITY RAM FLOPPY DISK DRIVE PORTS DESKTOP OR MINI TOWER OPERATING SYSTEM (WIN 98 / WIN 2000 / WIN 2003, ETC.) DATABASE (SQL 7.0 / 2000) ANTI-VIRUS OTHER INFORMATION, IF ANY MONITOR SERIAL NUMBER MAKE & MODEL MONOCHROME OR COLOUR KEYBOARD SERIAL NUMBER MAKE & MODEL

_ å VE §à V W n ,` XH m B h : a_ d {ñmZ { $o© ¡ H$`Qa|Hmñm naVZ(>BOZ,`XHmB h : §ßy>m $ WZ [d© Smd©) { $o© ¡
{gSm$ag O >HK o {gSm$a_ O >HK | ñmmVa {$mOZ h ñmmVa {$m mm ¡ WZ§[V H` mm ¡ WZ§[V H` OZ h ñm naVZ WZ [d© HsVaI $ mr ñm naVZ WZ [d© H$$a oHmU

REPAIRS AND REPLACEMENT IF ANY :

DIVERSION OF COMPUTER IF ANY :
Office from which diverted Office to which diverted Date of diversion Reasons for diversion

57

57

q Q a ñ ¡ Z / m S o / yn E A { H m[ H m > à>/H$a_o>_` r g mX $ a$S©
Sm$aHmZ_ >HK $ m _HE§mSb o$d_°> H$g»m «_§` bJ mV n{© $ VaI yV Hs mr gñmZHsVaI §Vn $ mr daQr $ VaI m§> Hs mr EE g,`XHmBh _ r { $o ¡

HISTORY SHEET OF PRINTER / SCANNER / MODEM / UPS, ETC.
NAME OF THE OFFICE MAKE & MODEL SERIAL NUMBER COST DATE OF SUPPLY DATE OF INSTALLATION PERIOD OF WARRANTY AMC, if any

{{Xe (XhU dZ}Z Cma)
q> àa Q Sm>¡Q>gBHOQ/ >Q_{´Š/§$¡> b O 80/132H m _ oa $b 9/24n A B E r m© Z gr nr Eg : 240,300 A{ mX ñ¡Z H$a ~a$o> mHmS/ âTQ~S b>>¡> àVd: ñm ñ¡Z a H$ X : _S_ m> oo ngw$ à> m~H qQa `nE yrg A°bB/ mZmZ A°$mZ m\bB
1/2/3/5/10

SPECIFICATION (example)
PRINTER DOTMATRIX / INKJET / LASER 80 / 132 COLUMN 9 / 24 PIN CPS : 240, 300 ETC. SCANNER Barcode / Flat bed Resolution : Scan rate : MODEM Internal / External 56 KBPS PASS BOOK PRINTER 24 Pin Dot Matrix 90 Column 300 CPS UPS Online / Offline 1/2/3/5/10 KVA

A§[H/ mVa$ 24n A B E r m© Z ~hr ma S°_QŠ >Q¡´g m>{> 56H$~ n E o r r g 90H m _ $b 300g n E rrg

H$r odE

_ å VE §à V W n ,` XH m B h : a_ d {ñmZ { $o© ¡

REPAIRS AND REPLACEMENT IF ANY :

H$`Qa|Hmñm naVZ(>BOZ,`XHmB h : §ßy>m $ Wn [d© Smd©) { $o© ¡
{gSm$ag O >HK o {gSm$a_ O >HK | ñmmVa {$mOZ h ñmmVa {$mOZ h WZ§[V H` mm ¡ WZ§[V H` mm ¡ ñm H[dmZ WZ $aΩ HsVaI $ mr ñm naΩ WZ [dmZ H$$a oHmU

DIVERSION IF ANY :
Office from which diverted Office to which diverted Date of diversion Reasons for diversion

*Cao$ào$_©H$Awm à`H Cñ$ H${EAJBV¥mV`a{$ OZ M{EŸ nmº m\mm o Zga Ëo$ nHa o b b {dÎ ¡m HE mo mh &

* Separate History Sheets should be maintained for each equipment as per the above proforma. 58

58

{ a j $A Y $ [ ` |H ${ E{ > n r ZrH {Hmam o b QßU
. I { a j H $E $_ hn d { a j $A Y $ a à Z d r_ { { Và Z |H $A m m ZrU o H m y© ZrH {Hmr ímb | Zh ím o bd O§-‹>m HaoH${ECH$(ZrH AY$a)Ûa {UVàZ|HsgM noQ_ñ> Hm ^OJ Ÿ mMnSVb $Z o b Zo [aj$ {Hmr mm Zu ím $ yr mñ>mQa $o o|o & { a j $A Y $ a { $ rI gà m S m $ aH ${ a j H $X ¡ m { Z { Zà Z |H mg m m H a o ZrH {Hmr Hg m YZ >HK o ZrU o maZ O-O ím $ _YZ $Z H mà V da V h ,C H s( í m )g J V H m Ü m _ a H a` à ZV ` aH a J Ÿ g Wh g W $ ñm Io ¢ Z$ àZ| §Vm $o `Z | I$ o í ¡m $|o & m r m {aj AY$a noQ_ñ> Hm ^ Eg __m A¡ àVd|HsgM Ch (ZrUAY$a)^Oo ZrU {Hmr mñ>mQa $o r oo mb| ma ñmm $ yr Ý| {aj {Hmr oZ H${EAwmYHaJ {Zn {aj AY$a {aj H$X¡m A`__m H$gWgW{U`b o b Zao $|o O a ZrU {Hmr ZrU o maZ Ý mb| o m-m Z© o g$oh Ÿ B àmm HmCo`{aj Hm A©y©~mmh Ÿ HV ¢ & Z `g| $ Ôí ZrU $o WnU ZZ ¡ & { a j $A Y $ a { a j H $X ¡ m h A d C H $~ XE $_ hH $^ V A Y $g A Y $ ZrH {Hmr ZrU o maZ r Wm go m H m o ra {H o {H AwmZ[no> àáHaoHsHm{eHaJ Ÿ noQ_ñ> Hm àV_hE$eI Hm[aj Hamh Znb amQ© m $Z $ $oe $|o & mñ>mQa $o { m H mm $ arU $Z ¡ A¡ AS© ~H _ AZ [no> X©Harh Ÿ gmH noQ_ñ>m Hm AZ ñ` HsàZdr~m$ ma m>a w$ | nr amQ© O $Z ¡ & h`$ mñ>mQa| $o nr d§ $ ímb ZHa AZ eI HmgmHda{aj Hamh Ÿ {aj$AY$a B àZ|A¡ Awom HsgM Hm nr mm $ h`$m ZrU $Z ¡ & ZrH {Hmr Z ím ma ZXe| $ yr $o A V H a o_ C H sg m V H ag $ oh Ÿ { a j $A Y $ a C h g ` o X Z H ${ Eg m H ÚZ $Z | Z$ h`m $ HV ¢ & ZrH {Hmr Ý| hmJ oo o b h`$ ArH,Sm$a` [aj$|HsgmV b g$oh,b{$,CmX{Ë A¡ {U`Add$êng Yj$ >HK m ZrHm $ h`m o HV ¢ oHZ Îam`d ma Z© míH $ o {aj$AY$[`|HmhomM{Em ZrH {Hmam $ mZ mh Ÿ d ©H $X ¡ m E $g ` n A ¡ E $g ` n - h { a j { $ mO E mŸ g ` n d ©H $ f o maZ H ËmZ ma H ËmZg-ZrU H` mJ & ËmZ f o nW A©m H$X¡m {$mOEmA¡ g`n-h{aj d©H${V`A©m H$X¡m {$m «_ Y^J o maZ H` mJ ma ËmZg-ZrU f o Ûr Y^J o maZ H` O E mŸ [ a j $A Y $ a H m b I - Ë m ZH $X ¡ m à _38à ZA ¡ à Zg .43,54,129 mJ & ZrH {Hmr $o omg`n o maZ W í ma í § ( > ,131( ) ( m ,132( ) ( ) 134( > A ¡ A `H m B à Z^ ,O od e fà Z |_ g N) P, Ä) I, K, Q) ma Ý $o© í r m h o ím | o {efêng MZmMhoh,Hd HaoM{E Ÿ g`n-h{aj H$X¡m gràZHd {$ do $ o wZ mV ¢ $a $Z mh§ & ËmZg-ZrU o maZ ^ í $a HE OZ M{E&Hå`QaH$ Sm$a|_ HsOZ db O§-‹>mm H${EàZ|H$nW$gQ {Y©a mo mh $ßy>r¥V >HKm | $ mo mr mMnSVb| o b ím o ¥H o> Zm[V {$ J h Ÿ ` àZnW$Aw§ H$V¡ n {EJ h Vm{ajm H$X¡m Bh Hd {$mOZ HE E ¢ & o í ¥H Z~Y o ma a X E ¢ W ZrU| o maZ Ý| $a H` mm M{E & mh Ÿ Om Hh ^ HsOZ db O§-‹>mm H${E{Z|Hsg»mHm{efêng Co Zt h§ $r r $ mo mr mMnSVb| o b Xm $ §` $ do $ o „I h {$mJmh dm Mh {Þ{Þ{{`|H${EO§-‹>m HsOZ M{E{g|à`H _hH$ H` ` ¡ h§ ma ^-^ VWm o b mMnSVb $ mr mh O_ Ëo$ m o {EE${{ horM{EŸ b H VW mZ mh &
(i) I.

NOTE FOR INSPECTING OFFICERS.
I. One month before the inspection, the inspecting officer should send to the Postmaster a list of questions decided by him for carrying out checks by him in addition to those in the questionnaire. These questions will be framed by him taking into account the relevance of those questions for the particular Head Post Office which the inspecting officer proposes to resolve during the inspection. The Inspecting Officer should also simultaneously request the postmaster to send him a list of cases and proposals on which the inspecting officer may take decisions during the inspection. These efforts would be aimed at making the inspection purposeful. The inspecting officer should take efforts, to obtain maximum compliance report during the inspection itself or within a month thereafter. The Postmaster has to inspect one branch every month and record his report in the order book. The APMs have to inspect their own branch assistant-wise by framing their own questionnaire. The inspecting officers can help them update these questions and the list of instruction. The inspecting officers can take the help of the ASPOs or inspectors to assist them but the responsibility and judgement must be that of the inspecting officers. There will be one verification and one verification cum inspection during a year. The verification will be carried out during the first half of the year while the second verification cum inspection will be carried out during the second half of the year. The inspecting officer should cover the first 38 questions and question numbers 43, 54, 129 (g), 131 (i), (j), 132 (b), (d), 134 (k) during the accounts verification and also any other question that he may choose specially from the rest of the questions. All the questions should be covered during the verification cum inspection. Separate set of questions have been prescribed for the checks to be carried out in the computerised post offices. These questions are given as separate annexure and should be covered during inspections. II. Wherever the number of days are not specifically mentioned for the checks to be carried out, the checks may be done for four different dates, one date for each month. (ii)

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