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CnS>mH$Ka{ZarjU SUB POST OFFICE INSPECTION

àíZmdbr QUESTIONNAIRE

^mJ-I - boIm PART-I - ACCOUNTS

1. Verify cash and stamps balance of the office with reference to


1. g^rA§VaUm|H$moXoIH$aS>mH$-{Q>H$Q>~H$m`ma{OñQ>aAm¡aIOm§MrH$samoH$‹S>~hrHo$g§X^©_| respective stamp balance register and treasurers cash book taking
S>mH$KaH$samoH$‹S>>Am¡aS>mH$-{Q>H$Q>~H$m`mH$mogË`m{nVH$a|Ÿ&CnS>mH$KaHo$nmgn‹S>o~H$m`m into account all the transactions. In order to confirm the balances lying
with the SO, compare the balances shown on the last acknowledged
H$snw{ï>H$aZoHo${bEA§{V_A{^ñdrH¥$VCnS>mH$KanMunaXem©EJE~H$m`mH$sVwbZmCn
SO slip with that of SO account and see that the balance arrived at
S>mH$KaboImgoH$a|Am¡aXoI|{H$~H$m`mAmng_|{_bVmh¡Ÿ& tallies.

1.1 XoI|{H$amoH$‹S>Ho$~H$m`mgog§~§{YVdmCMag§~§{YV_§OyarXmVmàm{YH$marH$mo^oOoOmVoh¢Am¡a 1.1 See that vouchers in respect of balances forming part of cash are sent
to concerned sanctioning authority and the proof of having sent these
_§OyarHo${bEBZdmCMam|H$mo^oOZoH$m[aH$mS>©aImOmVmh¡Ÿ&`{XHw$N>dmCMaamoH$‹S>~H$m`mH$m vouchers for sanction is on record. The details of such vouchers should
EH$df©goA{YH$Ho${bE{hñgm~Zahoh¢VmoCgVmarIH$m{deofg§X^©X|{OggoamoH$‹S>~H$m`m be noted in the inspection report. In case some voucher is forming part
of cash balance for a period of more than one year, a special reference
H$m^mJ~Zahram{eH$mo{ZarjU[aH$mS>©_|àX{e©VhmoZmMm{hEŸ&
indicating the date from which such amount is forming part of cash
1.2 XoI|{H$boImgo~mhaaIram{eghrh¡Am¡aBgoboImgo~mhaaIZoHo${bEn`m©ád¡YH$maU balance should be reflected in the IR.

h¢Ÿ&gmWhrCnMmamË_H$Cnm`gwPmE§Vm{H$amoH$‹S>H$m{hgm~Cgr{XZ{H$`mOmgHo$Ÿ& 1.2 See that amount kept out of account is correct and there are valid
reasons for keeping it as out of account. Also suggest remedial
1.3 àmáM¡H$m|Ho$a{OñQ>aH$sOm§MH$a|Am¡aXoI|{H$a{OñQ>aH$mo{ZYm©[aVàmo\$m_m©_o§aImOmVmh¡Am¡a measures, so that the cash can be accounted for on the same day.

M¡H$m|Ho$g§~§Y_|{dbå~ZhthmoVmŸ&{dbå~Ho$_m_bo_|H$maU~VmE§Am¡a{ZarjU[anmoQ>©_| 1.3 Check the register of cheques received and see that the register is
maintained in prescribed proforma and that cheques do not suffer
CÝh|Xem©E§Ÿ&`oOm§M`mÑpÀN>H$AmYmanaMma{XZMwZH$a,àm{Y_mZV…àË`oH${V_mhr_|EH$
delay. In case of delay, the reasons should be ascertained and reflected
{XZH$sOmZrMm{hEŸ& in the IR. This check should be carried out for four days selected at
random preferably one day in each quarter.
1.4 àm{YH¥$V~H$m`mHo$kmnZH$sOm§MH$a|Am¡aàm{YH¥$V~H$m`mHo$g§emoYZHo${bEH$ma©dmB©H$a|,
1.4 Check the memo of authorised balances and take action for revision of
`{XCnS>mH$KaH$sAmdí`H$VmAm|Ho$AZwgma`hAno{jVhmoŸ& authorised balances, if required as per the requirements of Sub Post
Office.
2. CnS>mH$Ka_|àmáemImS>mH$KaX¡{ZH$boImH$sOm§MH$a|Am¡anw{ï>H$a|{H$emImS>mH$Ka_|aIm
2. Check the BO daily account last received in the SO and confirm that
~H$m`memImS>mH$Kagma_|H$sJB©à{d{ï>`m|go{_bVmh¡&XoI|{H$emImS>mH$KaHo$gmaH$m`moJCn
the balances lying with BOs are tallying with the entries made in BO
S>mH$KaboIm_|H$sJB©à{d{ï>`m|go{_bVmh¡Ÿ&Bgrn«H$maH$sOm§MEH${V_mhr_|EH${XZAWm©V Summary. See that total of BO summary tallies with the corresponding entry
`mÑpÀN>H$AmYmanaEH$df©_|Hw$bMma{XZMwZH$aH$sOmZrMm{hEŸ& in the SO A/c. Similar check should be exercised for one day in one quarter
i.e. in all for 4 days in a year selected at random.
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2.1 emImS>mH$KanMu_|H$sJB©à{d{ï>`m|H$sVwbZmemImS>mH$Kagma_|H$sJB©à{d{ï>`m|Ho$g§X^© 2.1 Compare the entries noted in the BO slips w.r.t. entries noted in BO
_|H$a|Am¡aXoI|{H$`{XH$moB©àofU{H$EJEh¢VmodoemImS>mH$KanMu_|g_w{MVñWmZnaH$a Summary and see that the remittances if any made, have been
{XEJEh¢Am¡aamoH$‹S>W¡boH$mdOZ^rZmoQ>H$a{b`mJ`mh¡VWmemImS>mH$KanMuXmoZm|Amoa properly noted in BO slip and the weight of Cash Bag is also noted and
see that the BO slips have been prepared with double sided carbon.
H$m~©ZÛmamV¡`maH$aXrJB©h¡Ÿ&
2.2 See that proper funding is made to BO viz whenever there is liability
2.2 XoI|{H$emImS>mH$KaH$mog_w{MVYZ{_bahmh¡AWm©VO~H$^remImS>mH$KaH$sXo`Vmhmo,
with the BO, the SO remits cash with the MO, SB-7 etc., in case the BO
Am¡aemImS>mH$KaHo$nmgamoH$‹S>Zhmo,VmoCnS>mH$KaE_Amo,Eg~r-7Am{XÛmamamoH$‹S>>ào{fV has no cash with it.
H$aXoVmh¡&
2.3 See that SPM does not show fake liabilities with BOs and allows cash
2.3 XoI|{H$g~nmoñQ>_mñQ>aemImS>mH$KaH$sPyR>rXo`VmE§ZhtXem©VmAm¡a{~Zm{H$grXo`VmHo$ remittances to BO without any liability.
emImS>mH$KaH$moamoH‹S>àofUH$sAZw_{VXoVmh¡&
2.4 Check BO daily account and see that BPMs are not in habit of showing
2.4 emImS>mH$KaHo$X¡{ZH$ImVoH$sOm§MH$a|Am¡aXoI|{H$emImnmoñQ>_mñQ>aH$moPyR>rXo`VmE§{XImZo false liability. For this purpose, Inspecting Authority should verify the
H$sAmXVZhth¡Ÿ&Bgà`moOZHo${bE{ZarjUàm{YH$marH$moMm{hE{H$dhCnS>mH$KaÛmam genuineness of liabilities shown by the BOs is due to non remittance of
amoH$‹S>H$mn«ofUZhmoZoHo$H$maUemImS>mH$KaÛmamXem©B©JB©Xo`VmAm|H$sà_m{UH$VmH$mo cash by SO. If so, a special reference be made in IR for personal
attention of Divisional Head.
gË`m{nVH$a|Ÿ&`{XEogmh¡,Vmo{S>drOZbà_wIHo$ì`{º$JVÜ`mZmW©{ZarjU[anmoQ>©_|BgH$m
{deofg§X^©{X`mOmZmMm{hEŸ& 2.5 See that Register of Index to PRs viz. SB-26, MS-87 (a), NC-4 (a),
SB-28, PLI-2 etc. are maintained properly as per rules.
2.5 XoI|{H$nrAmaH$m{df`gyMra{OñQ>aAWm©VEg~r-26,E_Eg-87(E),EZgr-4(H$),
Eg~r-28,nrEbAmB©-2 Am{X{Z`_mZwgmaaIoOmVoh¡§Ÿ& 2.5.1 Check the PRs w.r.t. long books MO 1 (s) NSC issue journals etc. In
case of cancellation of any receipt if suitable remarks are available in
2.5.1 Om§MH$a|{H$bm¡J~wH$E_Amo1(Eg)EZEggr{ZJ©_ZOZ©bAm{XR>rH$goaIoOmVoh¢Ÿ&{H$gr the respective index register and both copies of receipts are available.
agrXHo$aÔhmoZoHo$_m_bo_|XoI|{H$Š`mg§~§{YV{df`-gyMra{OñQ>a_|Cn`wº${Q>ßnUrH$sJB©
2.6 Check the working of Sub A/C Branch and see that the remittances are
h¡Am¡aagrXH$sXmoZm|à{V`m§CnbãYh¡§Ÿ& enclosed in LC bags and these bags are in good condition and are
2.6 CnboImemImHo$H$m_-H$mOH$sOm§MH$a|Am¡aXoI|{H$àofUm|H$moEbgrW¡bm|Ho$gmWg§b¾H$a provided with locks and rules are being followed strictly at the time of
{X`mJ`mh¡Am¡a`oW¡boAÀN>rhmbV_|h¢Ÿ&BZ_|VmbobJoh¢Am¡aàofUm|H$m{d{Z_`H$aVog_` exchanging remittances.
{Z`_m|H$mg»VrgonmbZ{H$`mOmVmh¡Ÿ& 2.7 See that LC Bags are being exchanged with BOs daily account even if
there is no remittance for the BO.
2.7 XoI|{H$EbgrW¡bm|H$memImS>mH$KaHo$gmWà{V{XZ{d{Z_`{H$`mOmVmh¡,MmhoemIm
S>mH$KaHo${bEàofUZhmoŸ& 3. Examine SO account and SO slips for 5 dates to check that accounts
are regularly written and that proper arrangements exist, taking into account
3. 5VmarIm|H$sCnS>mH$KaboImAm¡aCnS>mH$Kan{M©`m|H$sOm§MH$a|Am¡aXoI|{H$boIm{Z`{_V inter alia MO, SB and other liabilities for supply and disposal of funds and
ê$ngo{bImOmVmh¡Am¡a{Z{Y`m|H$sny{V©Am¡a{ZnQ>mZVWmamoH$‹S>Ed§_yë`dmZdñVwAm|H$sgwa{jV safe custody of cash and valuables.
A{^ajmHo${bEE_Amo,Eg~rVWmAÝ`Xo`VmAm|Ho$gmW-gmWg_w{MVì`dñWm_m¡OyXh¡Ÿ&
(a) Whether the sum of amounts shown in columns 31 and 34 agrees
(H$) Š`mH$mb_31Am¡a34_|Xem©B©JB©am{e`m§emImS>mH$KagmaHo$H$mb_30_|XrJB© with the sum of entries in column 30 of BO summary (deduct
à{d{ï>`m|go_obImVrh¡(KQ>mE§G$UmË_H$à{d{ï>`m§Am¡aOmoS>|Q´>m§{OQ>) minus entries and add transit)

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(I) CnS>mH$KaboImHo$H$mb_29_|{XEeofH$sVwbZmCnS>mH$KanMugoH$a|Ÿ& (b) Compare the balances in column 29 of SO account with SO slip.

(c) Check credits of PCOs, TRC message revenue, amounts for which
(J) nrgrAmo,Q>rAmagr_¡goOamOñdHo$H«o${S>Q>H$sOm§MH$a|,{OZH$sam{eHo${bEEgrOr-67
receipts from ACG-67 are issued, sale proceeds of MO form etc.
goagrXOmarH$sOmVrh¡,_ZrAmS>©a\$m_©H$s{~H«$sgohþB©Am`Am{X,EbAmB©gr
LIC premium collection etc. Ensure that the unused receipts in the
àr{_`_H$sam{eAm{XH$s^rOm§MH$a|Ÿ&gw{ZpíMVH$a|{H$agrX~wH$_|Cn`wº$agrX| receipt books are intact.
R>rH$goaIrh¢Ÿ&
4. Examine the stamp balances register and the Treasurers Cash Book
4. S>mH$-{Q>H$Q>~H$m`ma{OñQ>aAm¡aIOm§MrH$samoH$‹S>~hrH$sOm§MH$a|Am¡agw{ZpíMVH$a|{H$ and ensure that there are no suspicious discrepancies.
H$moB©g§XohmñnX{dg§J{VZhth¡Ÿ&
5. Review the checklist of records and registers as given in the Appendix
5. n[a{eï>_|{XEAZwgma[aH$mS>m],a{OñQ>am|H$sOm§MgyMrH$snwZarjmH$a|Am¡aXoI|{H$doR>rH$go, to see that they are kept correctly, neatly and according to the rules and

g\$mB©goAm¡a{Z`_m|Ed§H$m`©{d{YHo$AZwgmaaIoOmVoh¢Ÿ&{ZarjUHo$Xm¡amZH${_`m|H$moXyaH$a|Am¡a procedures. Please arrange to get any shortcomings removed during


inspection and the staff instructed in the matter.
ñQ>m\$H$moBgg§~§Y_|AZwXoeXo§Ÿ&
PART-II - RECEIPT, SORTING AND DESPATCH OF MAILS
^mJ-II-àm{á,N>§Q>mB©Am¡aS>mH$H$màofU
6. XoI|{H$nÌ-noQ>r{ddaU{ZYm©[aVàê$n_|[aH$mS>©{H$`mJ`mh¡Am¡anÌ-no{Q>`m|go{ZH$mbrJB© 6. See that letter box statement is on record in prescribed form and see
that mails cleared from letter boxes are included in the outgoing mails. Are
S>mH$H$moOmdH$S>mH$_|em{_b{H$`mJ`mh¡Ÿ&Š`mS>mH$H$s{ZH$mgrH$sì`dñWm{ZnwUh¡Ÿ&H$_r{XIZo
arrangements for clearance of mails efficient ? Suggest measures in case
naCnm`gwPmE§Ÿ& some deficiency is observed.

6.1 S>mH$H$sàm{á,àofUAm¡agwa{jVA{^ajmHo${bES>rE_EgEbAm¡aì`dñWmH$snwZarjmH$a| 6.1 Review the DMSL and arrangements for the receipt, despatch and safe
Am¡a`{XAno{jVhmo,Vmon[adV©ZHo$g§~§Y_|gwPmdX|Ÿ&XoI|{H$nÌ-no{Q>`m|goàmáS>mH$H$mo custody of mails and suggest changes if required. See that the mails

AJbo{Z`VàofU_|em{_b{H$`mOmVmh¡Am¡a{ZYm©[aVàmo\$m_m©_o§nÌ-noQ>r{ddaUH$mo[aH$mS>© received from LBs are included in the next due despatch and that LB
statement is on record in the prescribed proforma.
{H$`mOmVmh¡Ÿ&
6.2 Test check the clearance of Letterbox by posting letters during the
6.2 nÌm|H$moS>mH$_|S>mbH$anÌ-no{Q>`m|goCZH$s{ZH$mgrH$s{ZarjUH$oXm¡amZnarjUOm§MH$a|Ÿ& inspection, note the address of persons of whom test letters have been
CZì`{º$`m|Ho$nVoZmoQ>H$a|{OÝh|narjUnÌS>mboJEh¢Ÿ& addressed.

6.3 nÌ-noQ>rMnam{g`m|H$s~rQ²>gH$snwZarjmH$a|Am¡ag§~§{YVñQ>m\$H$m_mJ©Xe©ZH$a|,`{XH$moB© 6.3 Review the beats of LB peons and guide the concerned staff, if any
deficiency is noted.
H$_rnmB©OmVrh¡Ÿ&

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7. (i) N>§Q>mB©~hr,N>§Q>mB©AmaoI,N>§Q>mB©ghm`H$H$sH$m`©-àUmbrH$sOm§MH$a|Am¡aXoI|{H$N>§Q>mB© 7. (i) Examine the sorting ledge, sorting diagram, working of sorting
assistant and see that sorting ledge and sorting diagram is
~hrAm¡aN>§Q>mB©AmaoIAÚVZN>§Q>mB©AmXoem|Ho$AZwgmaCnbãYh¡Ÿ&N>§Q>mB©ghm`H$H$m
available as per latest sorting orders. Guide the sorting assistant
VX²ZwgmanWn«Xe©ZH$a|Ÿ&`h^rXoI|{H$:- accordingly. Also see that
(H$) bo~bHo$~§S>bAm¡aW¡boR>rH$goV¡`ma{H$EOmVoh¢Ÿ& (a) Label bundles and bags are correctly prepared.
(I) Ohm§Amdí`H$h¡dhm§A§VaU{H$EOmVoh¢Am¡aAn`m©áàXÎmAm¡aAXÎmdñVwAm|na (b) That transaction is done where necessary and insufficiently
H$abJm`mOmVmh¡,VWm paid and unpaid articles are taxed, and
(c) That the stamping is distinct.
(J) ñQ>¡pån§Jgwñnï>h¡Ÿ&
(ii) Whether letters received in LB clearance meant for the office it
(ii) Š`mñd`§S>mH$KaHo${bEnÌ-noQ>r{ZH$mgr_|àmánÌ{~Zmaob_obgodmH$m`m©b`Ho$ self are picked up for delivery without intervention of RMS office.
hñVjonHo${dVaUHo${bEbo{bEOmVoh¢Ÿ&
8. Inspecting Authority should check at least for 5 days (atleast one day in
each quarter) that mails are received / dispatched in time. Special ref-
8. {ZarjUàm{YH$marH$moH$_goH$_5 {XZ(àË`oH${V_mhr_|H$_goH$_EH${XZ)Bg~mVH$s
erence should be made in IR about the personal check applied by
Om§MH$aZrMm{hE{H$S>mH$g_`goàmá/n«o{fVH$sOmahrh¡Ÿ&Bgg§~§Y_|g~nmoñQ>_mñQ>a SPM on this aspect. If any irregularity is found, the inspecting Authority
ÛmamAnZmEOmZodmboì`{º$JVOm§MCnm`m|Ho$g§~§Y_|{ZarjU[anmoQ>©_|{deofg§X^©XoZm should suggest remedial measures.
Mm{hEŸ&`{XH$moB©A{Z`{_VVmnmB©OmVrh¡Vmo{ZarjUàm{YH$marH$moCnMmamË_H$Cnm` 8.1 This check should be carried out with respect to the special error book
/ time bills etc.
gwPmZoMm{hE§Ÿ&
8.1 `oOm§M{deofÌw{Q>nwñVH$/g_`{~bm§oAm{XHo$g§X^©_|H$sOmZrMm{hEŸ& (a) Examine the day bag book and satisfy yourself that the book is
maintained properly as prescribed separately for canvas and Blue
(H$) X¡{ZH$W¡bmnwñVH$H$sOm§MH$a|Am¡aBgg§~§Y_|AnZrg§Vw{ï>H$ab|{H$H¡$ZdmgAm¡aZrbo airmail bags and that closing balance agrees with physical
E`a_ob~¡Jm|Ho${bE{ZYm©[aVAZwgman¥WH$-n¥WH$g_w{MVT>§Jgo~wH$aIrOmVrh¡§Am¡a counting of the bags.

B{VeofVWmW¡bm|H$sdmñV{dH${JZVrAmng_|{_bVrh¡Ÿ& (b) Examine the memo. of authorized bag balance fixed for the office
according to the Due Bag list and see whether the balances fixed
(I) {Z`VW¡bmgyMrHo$AZwgmaS>mH$Kam|Ho${bE{ZYm©[aVàm{YH$¥VW¡bmeofHo$kmnZH$s for the office is according to the due bag list and see whether the
Om§MH$a|Am¡aXoIo§{H$Š`mS>mH$Kam|Ho${bE{ZYm©[aVeofW¡bo{Z`VW¡bmgyMrHo$AZwgma balance have been fixed correctly.
h¡§Am¡aŠ`m~H$m`mH$moghrT>§Jgo{Z`V{H$`mJ`mh¡Ÿ& (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
(J) XoI|{H$Š`mS>mH$KaH$mB{Veof{ZYm©[aVA{YH$V_gr_mHo$A§Xah¡Am¡aBg~mVH$s retaining bags in excess of the maximum.
g§Vw{ï>H$ab|{H$S>mH$KaA{YH$V_gr_mgoA{YH$_mÌm_|W¡boaIZoH$mAmXrZhth¡Ÿ&
(d) Examine the linking arrangements made between the DBO and its
(K) S>r~rAmoAm¡aBgHo$`y~rAmoHo$~rMqbH$ì`dñWmH$sOm§MH$a|Am¡agw{Z{íMVH$a|{H$dh UBOs and ensure that these are satisfactory and that the
transmission of surplus bags is kept to the minimum. See that
g§VmofOZH$h¡VWmgaßbgW¡bm|Ho$nmaofUH$moÝ`yZV_aImOmVmh¡Ÿ&XoI|{H$gaßbgAm¡a
judicious distribution has been made between surplus and deficit
H$_rdmboS>mH$Kam|Ho$~rMÝ`m`mo{MV{dVaU{H$`mOmVmh¡Ÿ&`h^rXoI|{H$W¡bm|H$s offices. Also see that the recoupment or withdrawal of bags is quick
j{Vny{V©AWdmdm{ngrerK«Ed§g§VmofàXhmoVrh¡Ÿ& and satisfactory.

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(L>) Š`mS>mH$KaH$mà^marX¡{ZH$~wH$_o§à{d{ï>`m|H$sà{V{XZOm§MH$aVmh¡?Š`mdh (e) Does the in-charge of the office daily check the entries in the day
book ? Does he make a physical check up of bags in hand every
à{V{XZS>mH$Ka_o§n‹S>ohþEW¡bm|H$sdmñV{dH$Om§MH$aVmh¡?XoI|{H$X¡{ZH$W¡bm~wH$Ho$
day ? See that the prescribed certificates have been given at the
ZrMo{ZYm©[aVà_mUnÌ{X`mJ`mh¡Am¡a{XdgH$sg_m{ánaW¡bm~H$m`m[anmoQ>© foot of the day bag book and also see that the bag balance report
à{V{XZ^oOrOmVrh¡Ÿ& is sent daily at the close of the day.

(f) Verify the Due bag list and see that these are kept corrected upto
(M) {Z`VW¡bmgyMrH$mogË`m{nVH$a|VWmXoI|{H$BgoAÚVZH$aHo$aImOmVmh¡Am¡a_ob
date and also see that one copy in respect of mail office/section is
H$m`m©b`/goŠeZHo$g§~§Y_|EH$à{VS>r~rAmo/gr~rAmoH$mo^oOrOmVrh¡Ÿ& sent to DBO/CBO.

(N>) XoI|{H$~oH$m_/_aå_V`mo½`W¡bm|H$ma{OñQ>ag_w{MVT>§JgoaImOmVmh¡Ÿ&Cg_|H$sJB© (g) See that the register of unserviceable / repairable bags are
maintained properly. Also check the entries made therein.
à{d{ï>`m|H$sOm§M^rH$a|Ÿ&
(h) Satisfy yourself that the stock of bags is sufficient to meet the
(O) ñd`§H$sg§Vw{ï>H$ab|{H$W¡bm|H$mñQ>mH$Amdí`H$VmnyarH$aZoHo${bEn`m©áh¡Ÿ& requirements.

^mJ-III - {dVaU PART-III - DELIVERY

9. AÜ``ZH$a|{H$Š`m{dVaUm|H$rg§»`m,{dVaUOmarhmoZoHo$K§Q>o,{dVaU_|em{_bS>mH$Am{X 9. Study whether the number of deliveries, the hours of issue of


H$m{ZYm©aUS>mH$H$sàm{áHo$g_`,S>mH$KaÛmamgo{dVñWmZH$sàH¥${VAm¡aOZVmH$sgw{dYmH$moÜ`mZ deliveries, the mails included in the deliveries etc. have been fixed with re-
spect to the hours of receipt of mails, the nature of the locality served by the
_|aIH$a{H$`mJ`mh¡Ÿ&`{Xn[adV©ZAno{jVhmo,VmogwPmdX|Ÿ&Š`m{dVaUg_`nahmoVoh¢Am¡aàmá PO and conveniences of the public. Suggest changes, if any, required. Are
S>mH$nag_w{MV{Q>H$Q>bJrhmoVrh¡Ÿ& the deliveries issued on time and mails received are stamped properly ?

10. Š`mS>m{H$`oH$s~rQ²>gghrT>§Jgo{ZYm©[aVh¡?Š`mS>m{H$`m|H$s~rQ>gyMrCnbãYh¡Am¡aAÚVZ 10. Have the beats of Postmen been properly fixed ? Are the beat lists of
Postmen available and up-to-date ? Is there a case for an increase / de-
h¡?Š`m~rQ²>gH$sg§»`m~‹T>mZo/KQ>mZoAWdmZE{dVaUS>mH$KaImobZoH$m_m_bm~ZVmh¡?Š`m crease in the number of Beats or for opening new delivery offices ? Is the
g§ñdrH¥$V{dVaUñQ>m\$n`m©áh¡AWdmBg_|g§emoYZH$sAmdí`H$Vmh¡Ÿ&Hw$N>S>m{H$`m|ÛmamboOmEOmZo delivery staff sanctioned adequate or needs revision. Test check, if neces-
sary, the number of articles carried by some of the postmen. Also, see that
dmbr_Xm|H$sg§»`mH$snarjmOm§MH$a|,`{XAmdí`H$h¡Ÿ&`h^rXoI|{H$~rQ>gyMrHo$AZwgmaXem©E
the beats of postmen shown as per beat list are not exaggerated.
JES>m{H$`m|H$s~rQ²>gH$mo~‹T>m-M‹T>mH$aZht~Vm`mJ`mh¡Ÿ&
11. See that the book of postmark is maintained properly and the
11. XoI|{H$nmoñQ>_mH©$~wH$H$maIaImdR>rH$T>§Jgo{H$`mOmVmh¡Am¡anmoñQ>_mH©$gwñnï>h¢VWmH$moB© postmarks are distinct and that no stamp is worn out. In case of worn out
stamps an indent should be got prepared for replacement of such stamp /
_whaH$Q>r-\$Q>rZhth¡Ÿ&H$Q>r-\$Q>r_whaH$mo~XbZoHo${bE_m§J-nÌV¡`maH$a|Ÿ&CnS>mH$KaHo$ñQ>mH$
stamps. Check the number of stamps / Seals available w.r.t. stock register of
a{OñQ>aHo$g§X^©_|CnbãYñQ>¡ån/_whaH$sg§»`mH$sOm§MH$a|Ÿ& the SO.

5 5
12. XoI|{H${dVaUH$sS>mH$H$mo{dVaUHo${ZYm©[aVg_`naVËH$mb{dVaUñQ>m\$ÛmamboOm`m 12. See that all the mails meant for delivery, are carried by delivery staff
immediately at the time prescribed for delivery and there is no delay in issuing
OmVmh¡Am¡aCÝh|{dVaUHo${bES>mH$OmarH$aZo_|H$moB©{dbå~ZhthmoVmŸ&{dVaUñQ>m\$Ûmamdm{ng
of mails to them for delilvery and also test check undelivered articles returned
bm¡Q>mB©JB©A{dV[aVS>mH$H$snarjUOm§MH$a|{H$H$moB©^r_XAZmdí`H$/VH©$hrZH$maUm|godm{ng
by the delivery staff to see that no article is returned unnecessarily /
Zhtbm¡Q>mB©OmVrŸ&`{XA{dV[aV_Xm|H$sg§»`mH$m\$sh¡,VmoCgH$snwZarjmH$a|Am¡ag§~§{YVnrAmaAmB© unjustifiably. The % of undelivered articles is substantial, a review may be
(nr)/S>mH$Amoda{g`aH$mBgàH$maH$sS>mH$Ho$bm¡Q>mZoHo$H$maUm|H$mnVmbJmZoHo${bECn`moJH$a|Ÿ& made and concerned PRI(P)/Mail overseer are utilized for ascertaining
XoI|{H$~rQ>AZwXoea{OñQ>a/ào{f{V`m|H$sAZwXoenwpñVH$mH$mghraI-aImd{H$`mOmVmh¡VWmCg_| reasons for return of such mails. See that the beat instruction register / book

{XEAZwXoem|H$mAZwgaUhmoVmh¡Ÿ& of addressees instructions are maintained properly and instructions reported


there in are followed.

13. (i) `mÑpÀN>H$AmYmanaXg{XZMwZH$anrAmaAmB©(nr)Am¡aàYmZS>m{H$`oH$rS>m`[a`m|H$s


13. (i) Check the diaries of PRI (P) and Head Postman for ten days se-
Om§MH$a|VWmn[aUm_H$s[anmoQ>©X|VWmXoI|{H$S>m`[a`m§à{V{XZàñVwVH$sOmVrh¢Ÿ& lected at random and report the result and see that the diaries are
submitted daily ?
(ii) XoI|{H$nmoñQ>~mŠg/~¡J{H$amEnaboZo,ñnrS>nmoñQ>ì`dgm`Am{XO¡goS>mH$KaHo$
ì`dgm`àmáH$aZoHo${bEnrAmaAmB©(nr)/àYmZS>m{H$`oH$sgodmAm|H$mCn`moJ{H$`m (ii) See that the services of PRI (P) / Head Postman can be utilized

OmVmh¡Ÿ& for obtaining business of Post Offices like hiring of post boxes/
bags, speed post business, etc.
14. {ZarjUàm{YH$marH$mog§~§{YVñWmZHo${d{eï>ì`{º$`m|go`hOm§MZoHo${bEgånH©$H$aZm
14. The inspecting authority should contact few prominent personalities in
Mm{hE{H${dVaUñQ>m\$H$sAmoagoH$moB©bmnadmhrZhthmoVrh¡Ÿ& the locality to see that there is no dereliction on the part of delivery staff.

15. nrAmaAmB©(nr)/àYmZS>m{H$`m,ghm`H$nmoñQ>_mñQ>a({dVaU)VWmHw$N>{dVaUñQ>m\$Ho$ 15. Have an informal meeting with the PRI/ Head Postman, A.P.M.
gmWAZm¡nMm[aH$~¡R>H$H$a|VWmCZH$sg_ñ`mAm|Ed§{dVaUXjVm_|gwYmabmZoHo$Cnm`m|Am¡agmYZm| (Delivery) and some of the delivery staff and discuss their problems and ways
naMMm©H$a|Ÿ& and means of improving the efficiency of delivery.

16. Examine the Register of Post Boxes, etc. (M-23) and see that on at
16. nmoñQ>~mŠga{OñQ>aAm{X(E_-23)H$sOm§MH$a|Am¡aXoI|{H$nmoñQ>~m°ŠgAm{XH$sdgybrHo$
least four occasions credits of recoveries towards post boxes etc, have been
H«o${S>Q>H$_goH$_Mma~mag_w{MVê$ngoboIm~Õhm|Ÿ&Š`ma{OñQ>a_|g^rnmoñQ>~m°Šgm|VWm~¡Jm|Ho$
properly accounted for. Are particulars of all post boxes and bags entered in
{ddaUH$sà{d{ï>hmoVrh¡Am¡aCZHo$ZdrH$aUH$s{ZJamZrhmoVrh¡Ÿ&Š`mEogo\$_©Am¡aH$m`m©b`h¢{OÝh| this register and are renewals watched ? Are there firms and offices, which
nmoñQ>~m°ŠgboZoHo${bEH$hmOmgH$Vmh¡?CÝh|{bI|VWmnrAmaAmB©H$moBgà`moOZHo${bE^oO|AWdm could be persuaded to take post boxes ? Write to them and send the PRI to
\$moZnagånH©$H$aZoHo${bEH$h|Ÿ& persuade them or speak on phone.

6 6
17. {S>nm{OQ>_|AmB©_Xm|VWmAma.Eb.Amo.H$mo^oOrOmZodmbr_Xm|H$sOm§MH$a|Ÿ&XoI|{H$Š`m 17. Check the articles in deposit and the articles to be sent to the R.L.O.
And see whether the relevant rules and instructions have been
g§JV{Z`_m|Ed§AZwXoem|H$mnmbZ{H$`mOmVmh¡Ÿ& followed.

^mJ-IV- n§OrH$aU/nmg©b PART-IV - REGISTRATION / PARCEL

18. (i) n§OrH¥$VAm¡anmg©bgma,S>m{H$`oH$s~wH$,ào{fVrAZwXoenwpñVH$m,ào{fVragrXnwpñVH$m 18. (i) Examine the registered and parcel lists received at random for
Am¡a{dVaUn{M©`m|Ho$gmW-gmW`mÑpÀN>H$AmYmanaAbJ-AbJ_hrZm|_|nm§MVmarIm| five dates in different months along with the Registered and
Parcel Abstracts, Postmen’s Book, Book of Addressee’s
_|àmán§OrH¥$VAm¡anmg©bgy{M`m|H$sOm§MH$a|Am¡aXoI|{H$doR>rH$goaIrOmVrh¢Ÿ&
Instructions, addressee’s receipts and delivery slips to see that
they are properly kept.
(ii) `h^rXoI|{H$S>m{H$`oH$moXrJB©nmdVrg{hV_Xm|H$sg§»`mVWmCZHo$ÛmamdmñVd_|
(ii) Also see that number of articles with acknowledgements given to
bm¡Q>mB©JB©_Xm|H$sg§»`mH$sg§JVgma_|à{d{ï>H$sOmVrh¡Ÿ&
the postman and the no. of articles actually returned by them are
(iii) XoI|{H$n§OrH¥$VdñVwAm|Ho${dVaUHo${bE{ZYm©[aVà{H«$`mH$mnmbZ{H$`mOmVmh¡Am¡a entered in the relevant abstract.

{dVaUHo${bEì`W©{dbå~Zht{H$`mOmVmŸ& (iii) See that prescribed procedure for delivery of registered articles is
followed and these do not suffer under undue delay for delivery.

19. àofUH$sHw$N>dr.nr._Xm|H$sà{d{ï>`mo§H$sBgà`moOZmW©Om§MH$a|{H$BZ_|{bIrJB©am{e 19. Examine the entries on some of the V.P. articles for despatch to see
drnrE_Amo\$m_©VWmnrnrOZ©b_§oH$sJB©à{d{ï>`m|go{_bVrh¡Ÿ& that amounts written there agree with entries in VPMO form and V.P. Journal.

(a) On four selected Saturdays, see whether V.P. calls were issued in
(H$) Mmae{ZdmaMwZH$aXoI|{H$Š`mnmoñQ>_mñQ>aÛmamdrnrOZ©bH$sOm§MHo$níMmVdrnrE_Amo
case of non-receipt of VPMOs after examination of V.P. journals
Ho$àmáZhmoZonadrnrH$m°bOmarH$sJB©WtŸ& by the Postmaster.

(b) Examine the register of V.P. articles received to see that it is


(I) àmádrnr_Xm|Ho$a{OñQ>aH$s`hXoIZoHo${bEOm§MH$a|{H$dhR>rH$go{bIoJEh¡§VWm
written up properly and the particulars and number of articles in
{S>nm{OQ>_|aIr_Xm|H$m{ddaUEd§g§»`mVWmOmardrnr_ZrAmS>©am|H$moà{V{XZZmoQ> deposit are noted daily as well as those of V.P. money orders
{H$`mOmVmh¡Ÿ& issued.

(c) See whether signed receipts, acknowledgements and undelivered


(J) XoI|{H$Š`mhñVmj[aVagrXm|,nmd{V`m|VWmA{dV[aV_Xm|,àofH$m|H$mo^oOoOmZodmbo
articles, cash for remittance to senders were made over properly
amoH$‹S>H$moR>rH$goaImOmVmh¡VWmŠ`m{dbå~ewëH$à^madgyboJEh¢Ÿ& and whether demurrage charges have been recovered.

7 7
20. MmaVmarIm|H$moMwZH$aOm§MH$a|{H$Š`m{dXoernmg©bm|Ho$_m_bo_|gr_m-ewëH$dgybVWm 20. On four selected dates, examine whether in case of foreign parcels the
customs duty is collected and duly accounted for and that the proper
{d{YdVboIm~Õ{H$`mJ`mh¡Am¡a`{Xào{fVrCgH$mnwZ{Z©Ym©aUMmhVmh¡VmoŠ`mg_w{MVà{H«$`mH$m procedure is followed in case addressee wishes reassessment. Please also
nmbZ{H$`mOmVmh¡Ÿ&`h^rgw{ZpíMVH$a|{H$Eogr_X{Ognagr_m-ewëH$bJmh¡,CgoAZwào{fV ensure that proper procedure is followed in case of redirection of any article
on which customs duty is levied.
H$aZoHo${bEg_w{MVà{H«$`mH$mnmbZ{H$`mOmVmh¡Ÿ&
Also examine registered list for 4 dates in different months selected at
AbJ-AbJ_hrZm|_|`mÑpÀN>H$AmYmana4VmarIm|H$s{d{Z_`H$m`m©b`(EŠgM|OAm{\$g) random received from the office of exchange and see that customs duty has
been collected properly on the articles delivered under intimation to Account
goàmán§OrH¥$VgyMrH$sOm§MH$a|Am¡aXoI|{H$boImH$m`m©b`H$mogy{MVH$aVohþE{dV[aV_Xm|naC{MV Office. Also see that in case of return or re-direction suitable remarks has
gr_m-ewëH$bJm{X`mJ`mh¡Ÿ&`h^rXoI|{H$dm{ngbm¡Q>mZoAWdmAZwào{fVH$aZoHo$_m_bo_|n§OrH¥$V been made in the registered list.

gyMr_|Cn`wº${Q>ßnUr{bIXrJB©h¡Ÿ&
PART-V - MONEY ORDERS
^mJ-V- _ZrAmS>©a
21. (H$) XoI|{H$Q>rE_AmogyMZmÜ`mZnyd©H$V¡`maH$sOmVrh¡Ÿ&`h^rXoI|{H$Q>rE_AmogyMZm 21. (a) See that TMO advices are prepared carefully. Also see that
advises in TMO advice book run in consecutive series and unused
nwpñVH$mH«$_mZwgmah¡Am¡aAà`wº$R>rH$gobJrh¡Ÿ& advices are intact.
(b) See that after preparing TMO advice, telegraph charges are
(I) XoI|{H$Q>rE_AmogyMZmV¡`mahmoZoHo$níMmVQ>obrJ«m\$à^maH$mn[aH$bZhmoVmh¡Am¡a
calculated and telegraphic advice is got transmitted immediately
Q>obrJ«m{\$H$gyMZmVËH$mbX¡ZpÝXZAmYmananmao{fVH$sOmVrh¡Ÿ& as routine.
(c) See postal confirmation are sent by registered post and receipts
(J) XoI|{H$S>mH$nw{ï>S>mH$go^oOrOmVrh¡Am¡aagrXH$mo{MnH$m`m/[aH$mS>©_|aImOmVmh¡Ÿ&
are pasted / on record.
(K) XoI|{H$OmarQ>rE_AmoHo$g§~§Y_|nmd{V`m§àmáhmoJB©h¢Am¡a[aH$mS>©nah¢VWmnmd{V`m| (d) See that acknowledgements in respect of TMO issued have been
received and on record. In case of non receipt of
Ho$àmáZhmoZoHo$_m_bo_|^wJVmZH$m`m©b`H$moAmdí`H$nÌOmar{H$EOmVoh¢Ÿ&
acknowledgements, necessary calls are issued to office of
payment.
21.1 (H$) XoI|{H$S>mH$nw{ï>Ho$gmW^wJVmZHo${bEàmáQ>obrJ«m{\$H$gyMZm[aH$mS>©H$abrJB©h¡Ÿ&
21.1 (a) See that telegraphic advice received for payment along with postal
(I) XoI|{H$S>mH$nw{ï>Ho$àmáZhmoZonaQ>obrJ«m\$gyMZmnÌOmarhmoJ`mh¡Am¡aghrì`{º$H$mo confirmation are on record.
{_bJ`mh¡Ÿ& (b) See that in case of non-recipt of postal confirmation / telegraph
advice calls have been issued and pursued to its logical end.
(J) XoI|{H$^wJVmZHo${bEàmáQ>rE_AmoH$m{ddaUQ>rE_Amoa{OñQ>a_|{bI{b`mJ`mh¡
(c) See that particulars of TMO received for payment are noted in
Am¡a`h{ZYm©[aVàmo\$m_m©_|h¡Ÿ& register of TMO’s received for payment and it is maintained in the
prescribed proforma.
(K) XoI|{H$Q>rE_AmoH$m^wJVmZerK«H$a{X`mJ`mh¡Ÿ&A§{V_{ZarjUH$s{V{WgoàË`oH$
(d) See that the payment of TMO has been made promptly. Verify
{V_mhr_|EH$Q>rE_AmoHo$^wJVmZH$mogË`m{nVH$a|Ÿ& payment of one TMO in each quarter from date of last inspection.

8 8
22. Mma{V{W`m§MwZH$a^wJVmZHo${bEàmá_ZrAmS>©aa{OñQ>aAm¡a^wJVmZhþE_ZrAmS>©am|H$s 22. On 4 selected dates examine the register of MOs received for
payments with MO paid list, HVMO lists and compilation of MOs paid, etc. to
gyMr,EMdrE_AmogyMrVWm^wJVmZhþE_ZrAmS>©am|H$sg§H${bVgyMrH$s`hXoIZoHo${bEOm§MH$a|
see that :
{H$:
(a) The register of MOs received for payment has been maintained
(H$) ^wJVmZHo${bEàmá_ZrAmS>©am|Ho$a{OñQ>aH$mo{ZYm©{aVT>§JgoaImOmVmh¡Ÿ& as prescribed.

(I) ^wJVmZHo${bE_ZrAmS>©aOmarH$aZo,{dVaUñQ>m\$H$moZH$XXoZoAm¡a^wJVmZZhþE (b) The prescribed procedure has been followed in issuing the MOs
for payment and cash to the delivery staff and taking back unpaid
_ZrAmS>©am|VWmeofZH$XH$modm{ngboZoVWmJbVH«o${S>Q>,JbV^oOoJE_ZrAmS>©am|
MOs and balances of cash and that miscredited, missent etc. MOs
Am{XHo$g_w{MV{ZnQ>maoHo${bE{ZYm©[aVà{H«$`mH$mnmbZ{H$`mJ`mh¡Ÿ& are properly disposed of.

(J) ZH$XrH$_hmoZoAWdm{H$grAÝ`H$maUgo_ZrAmS>©am|H$moAZmdí`H$ê$ngo{S>nm{OQ>_| (c) MOs are not unnecessarily held up in deposit for want of cash or
for other reasons and that reasons for non-payment are entered
ZhtaImOmVm,^wJVmZZH$aZoHo$H$maUm|H$mo^wJVmZHo${bEàmá_ZrAmS>©am|Ho$a{OñQ>a
in the register of MOs received for payment and suitable remarks
_|XO©{H$`mOmVmh¡VWm_ZrAmS>©a\$m_©_|S>m{H$`oÛmamCn`wº${Q>ßnUrH$sOmVrh¡Ÿ& given by the Postman on the MO form.

(K) OmobmoJ~‹S>ram{e_|àm`:_ZrAmS>©aàmáH$aVoh§¡,Š`mCZHo$_m_bo_|_ZrAmS>©aH$mM¡H$ (d) Whether payments by cheques or pay order of MOs can be made
AWdm^wJVmZAmXoeÛmam^wJVmZ{H$`mOmgH$Vmh¡Ÿ& in the case of parties who receive frequently large sums of money
by MOs.
(L>) ^wJVmZHo${bEàmáEMdrE_AmoH$sEMdrE_Amogy{M`m|_|{d{YdVà{d{ï>H$aHo$àmá
(e) HVMOs received for payments are received duly entered in the
{H$`mOmVmh¡Ÿ& HVMO lists.

23. Mma{V{W`m§MwZH$a_ZrAmS>©aagrX~wH$VWm_ZrAmS>©a{ZJ©_OZ©bH$sOm§MH$a|{H$_ZrAmS>©a 23. On 4 selected dates check the book of MO receipts and the MO issue
journals to see that the MO receipts are prepared legibly and in the prescribed
agrX|ñnï>>VWm{ZYm©[aVT>§JgoV¡`maH$sOmVrh¡§Ÿ&gmWhrOmar_ZrAmS>©am|H$moCgg_`Ho$OZ©b_|XO©
manner and the issued MOs are journalised in the issue journal and the
{H$`mOmVmh¡VWmnmoñQ>_mñQ>a{ZYm©[aVOm§MH$aVmh¡Ÿ&XoI|{H$Omo~ëH$_|_ZrAmS>©aH$aVoh¢Š`mCÝh| postmaster exercises the prescribed checks. See if those who book MOs in
M¡H$go^wJVmZH$aZoHo${bEH$hmOmgH$Vmh¡Ÿ& bulk can be persuaded to pay by cheques.

d¥ÕmdñWmn[adman|eZ_ZrAmS>©am|Ho$_m_bo_|,`{XH$moB©h¢,_ZrAmS>©a{ZJ©_ZOZ©bH$s Examine the office copies of MO issue journal in respect of old age
family pension money orders booked, if any, and ensure whether the money
H$m`m©b`à{V`m|H$sOm§MH$a|Am¡agw{ZpíMVH$a|{H$Š`m_ZrAmS>©aCgr{XZOmarH$a{XEJEWo{Og
orders were issued on the same day on which they were
{XZdo{_boWoAm¡aCÝh|Š`mCgr{XZào{fVH$a{X`mJ`mWmŸ& tendered and despatched on the same day.

24. Š`m_ZrAmS>©aemImH$sboIm/boImnarjm{ddaUrg_`naO_mH$sOmVrh¡?Š`mAm§H$‹S>m| 24. Are the accounts / audit returns of the MO branch submitted in time ?
Are the statistical registers properly kept up ?
Ho$a{OñQ>aH$moR>rH$goaImOmVmh¡Ÿ&

9 9
24(H$). 1. CnS>mH$Ka_|CnbãYAmB©nrAmoH$màYmZS>mH$KaH$mohdmbmXoH$aCZAmB©nrAmoOHo$ 24 (a). 1. Check the stock of unsold IPOs by making a reference of IPOs
available with the SO to HO.
ñQ>m°H$H$sOm§MH$a|{OZH$s{~H«$sZhthmogH$sŸ&
2. Check the credits of IPOs sold at the SO for at least 4 days (once
2. H$_goH$_Mma{XZHo${bECnS>mH$Ka_|{~Ho$AmB©nrAmoOHo$H«o${S>Q>H$sOm§MH$a|Ÿ& in each quarter)
(àË`oH${V_mhr_|EH$~ma) 3. See if unsold statement of IPOs is being sent to HO by the SO
3. `hXoI|{H$Š`mCnS>mH$KaÛmamàYmZS>mH$KaH$moCZAmB©nrAmoOH$m{ddaU{Z`{_V regularly.

ê$ngo^oOmOmahmh¡{OZH$s{~H«$sZhthþB©h¡Ÿ&
PART-VI - SAVINGS BANK AND NS CERTIFICATES
^mJ-VI-~MV~¢H$Am¡aamï´>r`~MVnÌ 25. The Inspecting Authority should see that the SPM/SB Assistant know
25. {ZarjUàm{YH$marH$mo`hXoIZmMm{hE{H$Š`mEgnrE_/Eg~rEO|Q>g^rMmby~MV about all the current savings schemes, and also see that the SPM has
overall control over the counters for their smooth and proper
`moOZmAm|Ho$~mao_|OmZVoh¢?Am¡a`h^rXoIZmMm{hE{H$EgnrE_H$mH$mCÝQ>am|Ho$gwMmê$g§MmbZHo$ functioning and services are rendered promptly to public.
{bECZnanyU©{Z`§ÌUh¡Am¡aOZVmH$mogodmE§VËH$mbàXmZH$sOmVrh¡§Ÿ&
26. Check whether the application for opening of accounts and
26. `hOm§MH$a|{H$Š`mCnS>mH$Ka/_w»`S>mH$Ka_|AmaS>r,E_AmB©EgVWmEZEgEgImVm|_| specimen signatures are kept properly secured in respect of RD, MIS,
savings, NSS accounts in SOs/MDGs.
Z_yZmhñVmjaVWmImVmImobZoHo$AmdoXZnÌH$mogwa{jVaImOmVmh¡Ÿ&
26 (a). See that the specimen signature books for each type of POSB
26(H$). `hXoI|{H$CnS>mH$KaVWmemImS>mH$Kam|_|àË`oH$S>mH$Ka~MV~¢H$ñH$s_Ho${bEZ_yZm schemes are maintained separately in respect of the SO and the BOs in
hñVmjanwñVH|$AbJ-AbJ~ZmH$aaIrJB©h¡§Ÿ&dhImVoOmo~ÝX`mñWmZm§V[aVH$a{XEJEh¢,H$s account. Accounts which have been closed/transferred are properly scored
Cn`wº$ê$ngoN>§Q>mB©H$abrJB©h¡Ÿ&Cgo`h^rXoIZmMm{hE{H$H$moB©Z_yZmhñVmjadm§{N>VZhthmoŸ& out. He should also see that no specimen signature is wanting.

27. (i) Test check to see that the lists of transactions and SB returns are
27. (i) BgH$sOm§MH$a|{H$boZ-XoZgyMrEd§~MV~¢H${dda{U`m§{ZYm©[aVê$ngoV¡`maH$s
prepared in the prescribed manner.
OmVrh¢Ÿ&
(ii) Select at random five dates in different months since the last
(ii) {nN>bo{ZarjUgo`mÑpÀN>H$Vm¡ana{d{^Þ_mhH$snm§M{V{W`m|H$mM`ZH$a|VWm`h inspection and check whether the totals of five deposits /
Om§MH$a|{H$Š`mbm°J~wH$/OZ©b_o§Xem©B©JB©nm§M{ZH$m{g`m|/O_mH$mHw$bCnS>mH$Ka withdrawals shown in the long book / journals tally with the amounts
shown in the sub office account (This check should be carried out
Ho$ImVo_|Xem©EJEHw$bgo_obImVmh¡Ÿ&(`hOm§Mg^ràH$maHo$ImVm|Ho${bEH$sOmZr for all types of accounts, viz SB, TD, RD, MIS, PPF, NSS 87, NSS
Mm{hEAWm©VEg~r,Q>rS>r,AmaS>r,E_AmB©Eg,nrnrE\$,EZEgEg-87,EZEgEg- 92 and MSY accounts) and send it to Head Postmaster for
92 VWmE_EgdmB©ImVo)VWmBgog§~§{YVCnS>mH$Kam|Ho$boZ-XoZH$sgyMrHo$g§X^©_| verification with reference to list of transactions (LOTs) of the SOs
concerned.
gË`mnZHo${bE_w»`nmoñQ>_mñQ>aH$mo^oOmOmZmMm{hEŸ&

10 10
28. Š`m^wJVmZn§Or~MVñH$s_O_mVWm~ëH$boZ-XoZH$sì`dñWmC{MVh¡?`hgw{ZpíMV 28. Are the arrangements for Pay Roll Savings Scheme depositors and
bulk transactions proper ? Make a detailed study of the problems to ensure
H$aZoHo${bE{H$EogoImVm|_|boZ-XoZ_|H$moB©{dbå~Zhthmo,g_ñ`mAm|H$mEH${dñV¥VAÜ``ZH$a|Ÿ& that there is no delay in carrying out transactions in such
accounts.
29(H$). (i) A{V[aº${d^mJr`CnS>mH$Kam|Ho$_m_bo_|{nN>bo{ZarjUgoOmarH$sJB©àmapå^H$
29 (a).(i) Check the credits of the amounts shown in all the preliminary
agrXm|Eg~r-26_|Xem©B©JB©g^ram{e`m|Ho$H«o${S>Q>H$sOm§MH$s{OEŸ& receipt (SB-26) issued since the last Inspection in case of GDS
Sub Post Offices.
(ii) EMAmoHo$g§X^©_|{nN>bo{ZarjUgoS>mH$KaÛmamCn`moJ{H$EJE~MV~¢H$H$sàma{å^H$
(ii) Verify by reference to the HO the number of SB preliminary
agrXm|Eg~r-26H$mgË`mnZH$a|VWmH$m`m©b`ÛmamOmar{nN>bragrXHo${ddaUH$m receipts (SB-26) used by the office since the last inspection and
^rgË`mnZH$a|Ÿ& also the particulars of the last receipt issued by the office.

(iii) Satisfy yourself that the unused receipts in the book of preliminary
(iii) ñd`§H$mog§Vwï>H$a|{H$àma[å^H$agrXm|H$snwpñVH$m_|(Eg~r-26)Cn`moJZhtH$sJB©
receipts (SB-26) run in consecutive serial order and they are
agrX|H«$_mZwgmah¡§VWmdhAjwÊUh¡§Ÿ& intact.

(iv) If any of the original receipts is spoiled or is not on record duly


(iv) `{XH$moB©_ybà{V{b{nIam~hmoJB©h¡AWdm[aH$m°S>©_|`Wm{d{YaIrZhtJB©h¡Vmo
pasted, ascertain from the office copy the reasons for the same to
H$m`m©b`à{V_|AnZrg§Vw{ï>Ho${bEBgHo$H$maUXoI|Ÿ& your satisfaction.

(I). `hgw{ZpíMVH$aZoHo${bE{H${ZYm©[aVEg~r-28 agrX|O_mH$Vm©Am|H$moEogoàË`oH$_m_bo (b). Examine SB-28 receipts issued, selected at random for 4 dates since
last inspection to ensure that prescribed SB-28 receipts are issued to
_|OmarH$sJB©h¢Ohm§nmg~wH$S>mH$Ka_o§aIrJB©h¢,{nN>bo{ZarjUgo4{V{W`m|Ho${bE`mÑpÀN>H$ê$n depositors in each case where pass book is detained in the post office. Verify
goEg~r-28 H$sOmarH$sJB©agrXm|H$sOm§MH$a|Ÿ&`hgË`m{nVH$a|{H$agrXH$s_ybà{V`m§O_mH$Vm© that the original copies of receipt with the acquittance of
depositor are kept on record. In case of non-availability of any original
Ho$ny§OrHo$gmW[aH$m°S>©naaIrJB©h¢Ÿ&_ybagrXCnbãYZhthmoZona`hXoI|{H$H$maUm|H$mñnï>rH$aU receipts see that reasons are explained to your satisfaction. Satisfy that the
AmnH$sg§Vw{ï>Ho$AZwgmah¡Ÿ&Bg~mVH$sg§Vw{ï>H$a|{H$agrXm|_|Xem©`mJ`meofg§~§{YVImVmHo$Cg balances shown in the receipts agree with that noted in the ledger of the
concerned account and that unused receipts are intact.
Zmo{Q>ggo_obImVmh¡VWmAà`wº$agrX|AjwÊUh¢Ÿ&
30. Verify the stock balance of pass books in the office in respect of all
30. nmg~wH$,~rOH$VWmZ_yZmhñVmjanwñVH$m|Ho$ñQ>m°H$a{OñQ>aHo$g§~§Y_|g^ràH$maHo$~MV types of Saving accounts viz. SB / RD/TD / MIS / PPF etc. w.r.t the stock
register of the pass books, invoices and specimen signature books. Check at
ImVmo§O¡goEg~r/AmaS>r/Q>rS>r/E_AmB©Eg/nrnrE\$BË`m{XH$snmg~wH$m|Ho$ñQ>m°H$eofH$mgË`mnZ
random 2 pass books issued in each month since the last inspection w.r.t
H$a|Ÿ&Z_yZmhñVmjanwpñVH$m,boOa/OZ©bVWmnmg~wH$m|Ho$ñQ>m°H$a{OñQ>aHo$g§~§Y_|{nN>bo{ZarjU specimen signature book, ledger / Journals and the stock registers of pass
books.
goàË`oH$_mh_o§Omar{H$EJEXmonmg~wH$m|H$s`mÑpÀN>H$ê$ngoOm§MH$a|Ÿ&

11 11
31(H$). O_m_|A{dV[aVnmg~wH$m|Ho$a{OñQ>aH$sOm§MH$a|VWm`hXoI|{H$Cgo{ZYm©[aVê$n 31 (a). Check the register of undelivered pass books in deposit and see
that it is maintained in prescribed manner, that the number shown in the register
go~Zm`mJ`mh¡Ed§`h{H$a{OñQ>a_|Xem©B©JB©g§»`mH$mA{dV[aVnmg~wH$H$sg§»`mgo{_bmZh¡Ÿ&`h
tallies with the number of undelivered pass books. See that pass books are
^rXoI|{H$S>mH$Ka_|nmg~wH$H$sàm{áH$s{V{Wgo`o30{XZgoA{YH$ZhtaIrOmVrŸ&Eogo_m_bm|_| not retained in the office for more than thirty days from the date of receipt in
sub office. In such case arrange immediate disposal of such pass books.
BZHo$VËH$mb{ZnQ>mZH$sì`dñWmH$a|Ÿ&
(b). Also ensure that the Sub Postmaster maintains the register
(I$). `h^rgw{ZpíMVH$a|{H$CnnmoñQ>_mñQ>aa{OñQ>aEg~r-45 (~rAmoH$mo^oOoJEnmgdmaÝQ>m| SB-45 (Register of passed warrants sent to BOs) properly.
H$ma{OñQ>a)H$maI-aImdH$aVmh¡Ÿ&Cº$a{OñQ>aH$sOm§MH$a|VWm`hXoI|{H$emImS>mH$Kam|H$mo Examine the said register and see that timely sanction is sent to BOs by its
Accounts Office.
CZHo$boImH$m`m©b`m|Ûmamg_`nag§ñdrH$¥{V^oOXrOmVrh¡Ÿ&
32 (a). Check whether the annual interest statement is received from the
32(H$). Om§MH$ao§{H$Š`màYmZS>mH$Kagodm{f©H$ã`mO{ddaUàmá{H$`mJ`mh¡Ÿ&`{XàmáH$a HOs. If received, check whether the interest for all the accounts have been
{b`mJ`mh¡,VmoOm§MH$a|{H$Š`mCnS>mH$Kam|Ho$g^rImVm|Ho${bEã`mOH$mo~MVImVm|Ho$EZEgEg- posted in SOs ledger of savings accounts, NSS-87/ NSS-92 Accounts.

87/EZEgEg-92 ImVm|_|{bI{X`mJ`mh¡Ÿ&
(b). Check the pass books received for transactions on the days of
inspection, whether interest has been added therein and the balance agrees
(I). {ZarjUHo${XZm|_|boZ-XoZHo${bEàmánmg~wH$m|H$sOm§MH$a|Ÿ&Š`mdhm§ã`mOOmo‹S>>{X`m with the ledger balance ?
J`mh¡Am¡aŠ`meofb¡Oaeofgo{_bVmh¡Ÿ&
(c). If the office is a single handed SO, select at random 15 accounts
standing at the office from the list of accounts in which pass books have not
(J). `{XS>mH$KaEH$bH$_©MmarCnS>mH$Kah¡,VmoCZImVm|_|go{OZ_|ã`mOH$sn«{d{ï>Ho${bE been submitted for entry of interest (received by concerned Inspector posts).
nmg~wH$O_mZhtH$sJB©h¡,15ImVm|H$m`mX¥pÀN>H$ê$ngoM`ZH$a|(g§~§{YVS>mH${ZarjH$Ûmamàmá)Ÿ& Prepare a statement in the following form :

{ZåZànÌ_|EH${ddaUV¡`maH$a|Ÿ&
Sl. SB Account DLT Balance as per last
H«$_ Eg~rImVmg§»`m S>rEbQ>r OZ©b/b¡Oa_|Am{Iar No. Number transaction in the
g§»`m boZ-XoZHo$AZwgmaeof journal / ledger

Contact the depositors of each of these 15 accounts personally and


{H$Ýht15ImVm|Ho$O_mH$Vm©Am|goì`{º$JVVm¡anag§nH©$H$a|VWmgË`m{nVH$a|{H$Š`m verify whether the DLT and the balance shown in the pass books
agree with the entries in the list. If any of the depositors are not
nmg~wH$m|_o§Xem©`mJ`meofgyMr_|H$sJB©à{d{ï>`m|go_obImVmh¡Ÿ&`{XH$moB©O_mH$Vm©
available, record the fact in your inspection note. Prepare a form in
CnbãYZhth¡VmoBgoAnZr{ZarjUnwpñVH$m_o§ZmoQ>H$a|Ÿ&Eg~r-46 _|EH$ànÌV¡`maH$a| SB-46 and have the same delivered personally at the address of the
VWmCgoì`{º$JVê$ngoO_mH$Vm©Ho$nVonanmoñQ>_mñQ>aH$mog{d©gH$daHo$gmW{dV[aVH$a|Ÿ& depositor along with a service cover addressed to the Postmaster.

12 12
Bgog§~§{YVImVoHo${Q>ßnUrdmboñWmZnaB§{JVH$a|Ÿ&V¡`ma{ddaUH$mogË`mnZHo${bEVWm Indicate this in the remarks column of the list against the account
concered. The statement prepared should be sent to the HO for
gË`mnZHo$n[aUm_m|H$sgyMrXoZoHo${bE[aH$m°S>©Ho$gmWEMAmoH$mo^oOmOmZmMm{hEŸ& verification with records and for intimating the results of verification.

{Q>ßnUr:`{XEg~r-46_|Zmo{Q>gHo$g§~§Y_|H$moB©nVonaCnbãYZhth¡,VmoBgo_ob Note : If anybody is not available at the address, notice in SB-46 should
be sent through the Mail Overseer when he visits the office next.
Amoda{g`aHo$_mÜ`_goO~dhAJbr~maXm¡aonaAmE,^oOmOmZmMm{hEŸ&
33. (i) Are there any TD accounts standing in the office ? Call for 5 pass
33. (i) Š`mS>mH$Ka_o§H$moB©Q>rS>rImVoh¢?nm§M(5)nmg~wH$_§JmE§VWmnmg~wH$Ho$eofH$mo books and check the balances in the pass books with the
OZ©b_o§{XImEJEeofHo$gmW{_bmE§Ÿ&Om§MoJEImVm|H$sEH$gyMr~ZmE§{Og_| balances shown in the journal. Make a list of accounts checked
showing the number/ DLT/ Balance and forward the same to HO
g§»`m/S>rEbQ>r/eof{XIm`mJ`mhmoVWmBgoEMAmoH$mogË`mnZEd§[anmoQ>©Ho${bE
for verification and report.
AJ«o{fVH$a|Ÿ&
(ii) In the case of single handed SOs issue notices in form SB-46 in
(ii) EH$bH$_©MmarEgAmoHo$_m_bo_|\$m°_©Eg~r-46_o§eofImVmo§Ho$g§~§Y_|Zmo{Q>gOmar respect of remaining accounts and send the list of such accounts
to the Head offices for taking action.
H$a|VWmEogoImVm|H$sgyMràYmZH$m`m©b`_|H$ma©dmB©hoVw^oO|Ÿ&
34 (a). (i) Test check in respect of silent accounts whether service charge
34(H$). (i) {Z{îH«$`ImVm|Ho$g§~§Y_|`hOm§MH$a|{H$Š`mÝ`yZV_eof50é.dmbo{Z{îH«$`ImVm|_| of Rs. 20/- has been deducted from the silent account having

go20é.godmà^maH$mQ>{b`mJ`mh¡VWmImVmYmaH$H$moImVm{\$agog{H«$`H$aZohoVw minimum balance of Rs. 50/- and a notice to re-activate the


account served to the account holder.
Š`mZmo{Q>gXo{X`mJ`mh¡Ÿ&
(ii) Whether the service charges deducted from the silent accounts
(ii) Š`mnyar`y{ZQ>Ho${bEàYmZS>mH$Ka_|{Z[îH«$`ImVm|_|gogodmà^maH$mQ>Zogog§~§{YV at the Head Post Office for the unit as a whole has been
communicated to the SO by the HO for making necessary
gyMZmEMAmoÛmamCnS>mH$KaH$mog§~§{YV[aH$m°S>©AWm©Vb¡Oam|_|Amdí`H$à{d{ï>`m§
entries in the relevant record i.e. ledgers. Test check a few
H$aZohoVwg§ào{fVH$aXrJB©h¢?b¡Oam|_|H$sJB©Hw$N>à{d{ï>`m|H$sOm§MH$s{O`oVWmŠ`m entries made in the ledgers and whether remarks made in the
Z_yZmhñVmja_|H$sJB©{Q>ßnUr_|ImVoH$mo{ZpîH«$`~Vm`mJ`mh¡? specimen signature treating the account as silent.

(iii) Whether Interest-cum-silent accounts statement prepared by


(iii) Eg~rgrAmoÛmamV¡`ma{H$EJEã`mO-gh-{Z[îH«$`ImVm|H$m{ddaUCnS>mH$Ka_|
SBCO has been received in SO on time.
g_`naàmáH$a{b`mJ`mh¡Ÿ&
(iv) Whether a separate list of silent accounts prepared by SBCO
(iv) Š`mEg~rgrAmoÛmamV¡`maH$sJB©Ý`yZV_50é.dmbo{Z{îH«$`ImVm|H$sEH$AbJgo with balance of below minimum of Rs. 50/- from the
interest-cum-silent accounts statement has been received in the
gyMrã`mO-gh{ZpîH«$`ImVm|Ho${ddaUgoCnS>mH$Ka_|àmáH$abrJB©h¡? SO ?

13 13
(v) Š`mã`mO-gh-{ZpîH«$`ImVoH$m{ddaUCnnmoñQ>_mñQ>aZoJmS>©\$mBb_|\$moëS>a_| (v) Whether interest-cum-silent accounts statement is preserved by
the Sub-Postmaster in the guard file to be kept in a folder.
g§a{jVH$aZohoVwaImWmŸ&
(vi) Whether entries of interest, remark regarding accounts treated as
(vi) Š`mCnS>mH$Kam|_|g§~§{YVb¡Oam|_|ã`mOH$sà{d{ï>,ImVm|H$mo{Z{îH«$`_mZZogog§~§{YV silent, service charge levied and closing balance has been made
{Q>ßnUr,bJm`mJ`mgodmà^maVWmA§Veofà{dï>H$a{X`mJ`mh¡Ÿ&gmWhr`h^r in respective ledgers at SOs ? Simultaneously check regarding
Om§MH$a|{H${Z{îH«$`à{d{ï>`m|Ho$ImVm|Ho$g§~§Y_§oZ_yZmhñVmjanwpñVH$m_|^rà{d{ï> accounts having been treated as silent entry has been made in
the Specimen Signature Book.
hmoJB©h¡Ÿ&
(vii) Check whether correct procedure has been followed in revival of
(vii) `hOm§MH$a|{H$Š`m{ZpîH«$`ImVm|Ho$nwZ:àdV©Z_|Cn`wº$nÕ{VH$mnmbZ{H$`m silent accounts.
J`mh¡Ÿ&
(viii) Check whether for revival of a silent account, the depositor has
(viii) Š`m{ZpîH«$`ImVoH$moXmo~mamMmbyH$aZoHo${bEO_mH$Îmm©Zo{ZH$mgrHo${bEAmdoXZHo$ presented the pass book with application for withdrawal or pay-in-
gmWnmg~wH$`mO_mHoo${bEO_mnMuàñVwVH$sh¡Ÿ&Bg_|XoI|{H$Š`meofam{eÝ`yZV_ slip for deposit. See that If the balance is below the minimum, the
amount of deposit has to raise the balance above the minimum.
goH$_h¡VWO_mH$sJB©am{egoÝ`yZV_am{eH$meof~‹T>J`mh¡Ÿ&
(ix) Whether entries have been made in the prescribed register for
(ix) Š`mM`ZJ«oS>S>mH$Kam|Ûmam{ZpîH«$`ImVm|H$moXmo~mamMmbyH$aZoHo${bE{ZYm©[aV revival of silent account by the selection grade Post Offices and to
a{OñQ>a_|à{d{ï>`m§H$sJB©h¢VWmOm§MH$a|{H$Š`mH${WVa{OñQ>aH$m_m{gH$gma check whether monthly extract of the said register has been sent
àYmZS>mH$Kam|Ho$_mÜ`_go{Z`§ÌUJ¡aamoH$‹S>/a{OñQ>a_|Amdí`H$g_m`moOZHo${bE to the control organization for making necessary adjustments in
the control non-cash register through the HOs.
{Z`§ÌUg§JR>ZH$mo^oO{X`mJ`mh¡Ÿ&
(b). Check at random at least 5% of pre-mature closed RD / MIS
(I).n[anŠdVmgonyd©~§X{H$EJEAmaS>r/E_AmB©EgHo$H$_goH$_5%ImVm|H$s`mÑpÀN>H$ê$ngo accounts to verify whether interest has been correctly calculated and paid to
Om§M`hgË`m{nVH$aZoHo${bEH$a|{H$ã`mOH$sghrJUZmH$abrJB©h¡Am¡aBgoImVmYmaH$m|H$mo the account holder.
^wJVmZH$a{X`mJ`mh¡Ÿ&
35. (a) Check whether nomination registers are maintained in prescribed
manner ?
35. (H$) `hOm§MH$a|{H$Š`mZm_m§H$Za{OñQ>a{ZYm©[aVê$ngo~ZmEOmVoh¢Ÿ&
(b) Test check whether the nomination register maintained in respect
(I) BgH$snarjmOm§MH$a|{H$Š`m{H$gmZ{dH$mgnÌ,amï´>r`~MVnÌBË`m{XHo${bEImVo of various accounts / Schemes w.r.t application for opening of
ImobZo/IarXhoVwAmdoXZnÌm|gog§~§{YV{d{^ÞImVm|/`moOZmAm|Ho$g§X^©_|Zm_m§H$Z accounts / purchase application of KVP, NSC etc. that the
a{OñQ>aCn`wº$ê$ngo~ZmEOmVoh¢VWmZm_m§H$Zg§»`mH$mob¡OaAm¡aAmdoXZ-nÌHo$ nominations are registered correctly and nomination number noted
in the relevant column in the ledgers and application form ? Also
g§JVH$m°b__|XO©{H$`mOmVmh¡?BgH$s^rOm§MH$a|{H$Š`m~mX_|Zm_m§H$Z_|
check whether the prescribed fee is charged for change of
n[adV©ZH$aZona{ZYm©[aVewëH$à^m[aVhmoVmh¡Ÿ&(`hOm§MàË`oH$àH$maH$s~MV nomination subsequently. (This check may be carried out in
`moOZmHo$5_m_bm|_|H$sOmgH$Vrh¡) respect of 5 cases of each type of Savings Scheme.)

14 14
CÎma{XZm§{H$VM¡H$- POST DATED CHEQUES -
36. (i) Check whether the future payable date has been specified on the
36. (i) Om§MH$a|Š`mCÎma{XZm§{H$VM¡H$_|^mdrXo`{V{WH$mo{d{Z{X©ï>{H$`mJ`mh¡?Š`m
PDCs If available at SO for delivery to account holders of Post
S>mH$Ka~MV~¢H$Ho$ImVmYmaH$m|H$mo{dVaUHo${bECnS>mH$Ka_|CnbãYh¡Ÿ& office Savings Bank
(ii) Collect few MIS Pass Books received in the counter during the
(ii) {ZarjUHo$Xm¡amZH$mCÝQ>a_|àmáHw$N>E_AmB©Egnmg~wH$EH${ÌVH$a|VWm`hOm§M
course of inspection and check whether pass books of the
H$a|{H$Š`mCÎma{XZm§{H$VM¡H$H$m{dH$ënXoZodmboO_mH$Vm©Am|H$snmg~wH$H$moAÚVZ
depositors who opted PDC has been updated ?
{H$`mJ`mh¡Ÿ&
(iii) Check whether the prescribed procedure for issuing duplicate
(iii) BgH$sOm§MH$a|{H$Š`mSw>ßbrHo$Q>M¡H$OmarH$aZo_|{ZYm©[aVnÕ{VH$mnmbZ{H$`m cheques has been followed.
J`mh¡Ÿ?
(iv) Test check whether amount @ Rs. 4/- per unused cheque in case
(iv) `hnarjmOm§MH$ao§{H$Š`mn[anŠdVmgonyd©~§XImVmo§Ho${bE4é.Cn`moJZ{H$`oJE of prematurely closed accounts has been charged correctly and
à{VM¡H$Ho${hgm~goCn`wº$ê$ngoà^m[aV{H$EJEh¡§VWmb¡Oa_|Amdí`H$à{d{ï>`m§ necessary entries made in the ledger.

H$abrJB©h¢? (v) Check the record of PDCs which was received from HO with the
record of PDCs issued to customers in the SOs and whether
(v) _w»`S>mH$KagoàmáCÎma{XZm§{H$VM¡H$m|Ho$[aH$mS>©H$m{_bmZCnS>mH$Ka_|J«mhH$mo§H$mo
corresponding entries have been made in the concerned MIS
Omar{H$EJECÎma{XZm§{H$VM¡H$m|goH$a|Am¡aXoI|{H$Š`mg§~§{YVE_AmB©Egb¡Oam|_|
ledgers.
nmñn[aH$à{d{ï>`m§H$abrJB©h¢?
37. Examine the register of deceased claims maintained in respect of all
37. g^r~MV`moOZmAm|Ho$g§~§Y_|O¡goEg~r,AmaS>r,Q>rS>r,E_AmB©Eg,nrnrE\$BË`m{XHo$ savings schemes, i.e. SB, RD, TD, MIS, PPF etc. and ensure that they are
_m_bo_|_¥VH$Xmdm|Ho$a{OñQ>aH$sOm§MH$a|Am¡a`hgw{ZpíMVH$a|{H$CÝh|Cn`wº$ê$ngo~ZmH$aaIm maintained properly. Examine at least five SB deceased claim cases to see
OmVmh¡Ÿ&H$_goH$_nm§M~MV~¢H$_¥VH$Xmdm|H$sOm§M`hXoIZoHo${bEH$a|{H$CÝh|Cn`wº$ê$ngoVWm that they have been processed correctly and properly without any undue
{~ZmAZw{MV{db§~Ho$àmogog{H$`mJ`mh¡Ÿ& delay.

38(a). In respect of RD & MIS Accounts, since the last inspection/check,


38(H$). AmaS>rAm¡aE_AmB©EgImVm|Ho$g§~§Y_|`hOm§MH$a|{H$Š`m{nN>bo{ZarjUgoAmaS>r
whether the posting in the RD binder has been done on day to day basis as
~mBÝS>a_|nmopñQ>¨JH$mog§emo{YVnÕ{VHo$AZwgmaamO_aAmYmana{H$`mOmVmh¡?`{XpñW{VAÚVZ
per the revised procedure ? Record reasons, if position is not upto date; and
Zhth¡,VmoH$maU[aH$mS>©H$a|VWm`hgw{ZpíMVH$a|{H$AmaS>r_|~H$m`oH$s{~Zm{db§~Ho${ZH$mgrH$s
ensure that arrears in RD are cleared without delay.
OmVrh¡Ÿ&
(b). Whether the ledger cards are removed from the binder in respect of
(I). Š`mAmaS>rImVo~ÝXH$aZoHo$g§~§Y_|b¡OaH$mS>m]H$mo~mBÝS>agohQ>m`mOmVmh¡VWm_hrZodma closing RD Accounts and are kept in month wise bundles for the year as a
~ÝS>bHo$ê$n_|nyaodf©Ho${bEaImOmVmh¡Ÿ& whole ?

15 15
39. (i) XoI|{H$S>mH$Ka~MVnÌm|H$sIarXHo${bEAmdoXZH«$_-g§»`m_|aIoJEh¢VWmgwa{jV 39. (i) See that application for purchase of PO certificates are serially
numbered and securely kept in guard files. Check the stock of
ê$ngoJmS>©\$mBb_|aIoJEh¢Ÿ&{~H«$sZhthwEà_mUmnÌm|Ho$^§S>maH$sOm§MàYmZ
unsold certificates by making a reference of certificates available
S>mH$KaH$moCnS>mH$Ka_|CnbãY~MVnÌm|H$mhdmbmXoH$aH$a|Ÿ& with the SO to HO.

(ii) Check credits of certificates sold at the SO for at least 4 days (one
(ii) CnS>mH$Ka_|~oMoJEà_mU-nÌm|Ho$H«o${S>Q>H$sH$_goH$_Mma{XZm|Ho${bEOm§MH$a|
in each quarter)
(àË`oH${V_mhr_|EH${XZXoI|{H$Š`mCnS>mH$KaÛmamàYmZS>mH$KaH$mo{Z`{_Vê$ngo
See if unsold statement of certificates is being sent by the SO to HO
{~H«$sZhthþE{ddaUH$mo^oOmOmahmh¡?) regularly.

40. `hXoI|{H$S>mH$Ka~MVnÌm|Ho$Xmdm|dmbma{OñQ>aVWmAm§H$‹S>m|dmbma{OñQ>aCn`wº$ê$ngo 40. See that the Register of Claims of P.O. certificates and the statistical
registers are maintained properly. Examine at least five deceased claim cases
~ZmH$aaImJ`mh¡Ÿ&H$_goH$_nm§M_¥ÎmH$Xmdm|H$sOm§M`hH$aZoHo${bEXoI|{H$CÝh|Cn`wº$ê$ngo
to see that they have been processed correctly and properly without any
àmogog{H$`mJ`mh¡Ed§{~ZmH$maU{dbå~Zht{H$`mJ`mh¡Ÿ& undue delay.

^mJ-VII-S>mH$Kam|_|\«¢$qH$J_erZ| PART-VII - FRANKING MACHINES - IN POST OFFICES

41. (i) {ZarjUàm{YH$mar`hXoI|{H$_erZm|H$sgrbAjwÊUh¡VWmbo~b_|n`©dojH$AWm©V 41. (i) The Inspecting Authority should see that the seals of the machines

EgnrE_/nrE_Ho${XZm§H$g{hVhñVmjah¢Ÿ& are intact and the label bears dated signature of the supervisor
viz. SPM/PM.
(ii) {nN>bo{ZarjUgoÌw{Q>-nwpñVH$m~ZmB©JB©h¡VWmaÔ{H$EJE\«¢$H$Cg_|H$maUm|g{hV
(ii) The error book is maintained and cancelled franks are pasted on
{MnH$mEOmVoh¢VWmÌw{Q>`m§{S>drOZbH$m`m©b`H$mo^oOrOmVrh§¡Ÿ& it with reasons for cancellation since last inspection and error ex-
tracts are submitted to Divisional Office.
(iii) H$m`©K§Q>m|Ho$Xm¡amZAm¡aCgHo$níMmVgrbm|Ed§\«¢$qH$J_erZH$moCn`wº$g§ajU_|
(iii) Pliers of the seals and the Franking Machine are in the proper
aImOmVmh¡Ÿ& custody during and after working hours.

(iv) ImVm|H$sgrbEd§\«¢$qH$J_erZHo$g§~§Y_|Mma{V{W`m|Ho$H«o${S>Q>Ho${bE`mÑpÀN>H$ê$n (iv) Carry out random check of credits for four dates (one in each
quarter) w.r.t. Register of Franking Machine and SO A/c and see
goOm§MH$a|VWm`hXoI|{H$H$m`m©b`\«¢$qH$J_erZH$sarqS>JH$moH$mofmÜ`j/nmoñQ>_mñQ>a
that the reading of the office franking machine is recorded on the
Ho$AmXoeHo$AZwgma[aH$m°S>©{H$`mJ`mh¡Ÿ& requisition given by the treasurer/postmaster.

16 16
42. {ZarjUA{YH$marH$mo`hOm§MH$aZrMm{hE: 42. The Inspecting Officer should check :

(i) \«¢$qH$J_erZYmaH$m|H$sgyMr (i) List of Franking Machine Holders.


(ii) See that the licence are renewed in time and are current.
(ii) bmBg|gm|H$mg_`goZdrH$aU{H$`mJ`mh¡Am¡adhMmbyAd{Y_|h¡Ÿ&
(iii) Check Franking Machine Record Book, ledger.
(iii) \«¢$qH$J_erZ[aH$m°S>©~wH$,b¡OaH$sOm§MŸ&
(iv) Check 10 despatches made by Franking Machine holder w.r.t daily
(iv) {ZarjUHo$Xm¡amZX¡{ZH$XñVmdoOgyMrHo$g§~§Y_|\«¢$qH$J_erZYmaH$m|Ûmam^oOoJE10 docket during inspection.
àofUm|H$sOm§MŸ& (v) Whether SPM/PM are insisting for production of window ticket,
(v) Š`mEgnrE_/nrE_nmopñQ>¨JHo$g§~§Y_|{dÝS>mo{Q>H$Q>,{S>ñn¡MS>m°Ho$Q>Am¡a\«¢$qH$J_erZ despatch docket and Franking Machine Register regarding
posting.
a{OñQ>aOmoaXoH$a_m§Jahoh¡§Ÿ&
(vi) Whether the continuity of despatch slip / daily docket is maintained
(vi) Š`màofUH$snMu/X¡{ZH$XñVmdoOgyMrH$mo{Z`{_Vê$ngoaImOmVmh¡Am¡a`{XCÝh| and if they are received by an officer other than main office, are
_w»`H$m`m©b`Ho$~Om`{H$grA{YH$marÛmamàmá{H$`mOmVmh¡,VmoŠ`mBgoàYmZ transferred to main office.
H$m`m©b`^oOmOmVmh¡Ÿ& (vii) Check if prescribed checks are carried out by SPM/PM for correct
(vii) `hOm§MH$a|{H$Š`mEgnrE_/nrE_Ûmamg^rS>mH$-ewëH$VWm\«$¢qH$J_erZa{OñQ>a postage as well as entries in the Franking Machine Register and
_|à{d{ï>Ho${bE{ZYm©[aVOm§MH$sOmVrh¡VWm\«¢$qH$J_erZAm¡ab¡Oa_|à{d{ï>`m| that entries in FM register and ledger tally.

H$m{_bmZh¡Ÿ& (viii) Check if the seals / pliers are kept under proper custody before
and after office hours and test check some of machines received
(viii) `hOm§MH$a|{H$Š`mgrb/ßbm`aH$m`m©b`K§Q>m|Ho$nhboAm¡a~mX_|Cn`wº$g§ajU_| for setting / resetting and see if the seals of such machines are
aIoOmVoh¡§VWmgoqQ>J/[agoqQ>JHo${bEHw$N>_erZm|H$snarjmOm§MH$a|Am¡a`hXoI|{H$ intact.
Š`mEogr_erZm|H$sgrbAjwÊUh¢? (ix) See if PRI(P) inspects the machines on regular intervals and that
(ix) `hXoI|{H$Š`mnrAmaAmB©(nr)_erZm|H$m{Z`{_VA§Vambna{ZarjUH$aVoh¢VWm prescribed records are maintained properly.

{ZYm©[aV[aH$mS>©Cn`wº$ê$ngo~ZmEOmVoh¢Ÿ&
PART-VIII - COMBINED OFFICES
^mJ-VIII-g§`wº$H$m`m©b` 43. See that traffic book is maintained properly and working hours are
43. `hXoI|{H$n[a`mVnwpñVH$mH$moCn`wº$ê$ngo~ZmH$aaImJ`mh¡VWmH$m_Ho$K§Q>oCn`wº$ suitable, circuit is not overloaded and establishment is sufficient and that the
defects were set right promptly in the instrument and if log book has been
h¢Ÿ&g{H©$Q>_|AmodabmoS>Zhth¡VWmñWmnZmn`m©áh¡Ed§CnH$aU_|H${_`m|H$moVËH$mbR>rH${H$`mOmVm
maintained during down time of instrument.
h¡VWmCnH$aUHo$ZhtMbZoHo$g_`H$sbm°J-~wH$H$mo~ZmH$aaImOmVmh¡Ÿ&
44. Examine the A, B & C drafts and delivery slips for four dates to see
44. Mma{V{W`m|Ho${bEH$,I,Ed§JS´>mâQ>Ed§{dVaUn{M©`m|H$sOm§M`hXoIZoHo${bEH$a|{H$ that there in no delay and that correct revenue has been realised on ‘A’
H$moB©{dbå~Zhth¡VWm"H$'g§Xoem|_|Cn`wº$amOñdH$sdgybrH$sJB©h¡Ÿ& messages.

17 17
45. Om§MH$a|{H$Š`mg§{jánVm|Ho$a{OñQ>aH$mo~ZmHo$aImJ`mh¡VWmŠ`mZdrH$aUg_`na 45. Examine whether the Register of Abbreviated Addresses is maintained
{H$`mJ`mh¡Ÿ& and whether the renewal is being made in time.

46. {nN>bo{ZarjUgoMma{V{W`m|H$m`mÑ{ÀN>H$ê$ngoM`ZH$aHo$`hOm§MH$a|{H$Vmam|Ho$g§J«hU 46. Examine by selecting four days at random since the last inspection
that the collection towards telegrams are credited to PO accounts
H$moS>mH$KaImVm|_|Cn`wº$ê$ngoH«o${S>Q>{H$`mOmVmh¡Ÿ&Om§MH$a|{H$Š`mCn`moJZhtH$sJB©agrX§o
correctly. Check whether the unused receipts are intact.
AjwÊUh¢Ÿ&
47. Examine the credits of TRC for four dates - one in each quarter w.r.t.
47. agrXnwpñVH$mAm|Am¡aCnS>mH$KaImVm|Ho$g§~§Y_|àË`oH${V_mhr_|Q>rAmagrH«o${S>Q>H$moMma receipts books and SO account and see that unused receipts are in tact.
{V{W`m|Ho${bEOm§M§ooVWm`hXoI|{H$Cn`moJZhtH$sJB©agrX|AjwÊUh¢Ÿ&
48. When was the branch last inspected by an officer belonging to
48. Vman[a`mVgog§~§{YVA{YH$marÛmamemImH$m{nN>br~maH$~{ZarjU{H$`mJ`mWmŸ& Telegraphic Traffic ?

^mJ-IX-ñnrS>nmoñQ>àm{áEd§àofU PART - IX - SPEED POST RECEIPT AND DESPATCH


49. `hOm§MH$a|{H$Š`mñnrS>nmoñQ>H$mCÝQ>am|_|ñWmZñQ>m\$Am¡aJ«mhH$m|Ho${bEn`m©áEd§
49. Examine whether the accommodation of Speed Post Counter is
Amam_Xm`H$h¡? comfortable to the staff and to the customers.

50. {ZarjUàm{YH$marH$mo{ZarjUHo${Xdgm|na`hOm§MH$aZrMm{hE{H$Š`mH$m`m©b`_|~wH$ 50. The inspecting authority should check on the days of inspection if the
{H$EJEñnrS>nmoñQ>_Xm|naamOñddgybrCn`wº$ê$ngoH$sJB©h¡VWmEH${ÌVamOñdboIm-OmoIm revenue has been correctly realized on the speed post articles booked at the
Cn`wº$h¡Ÿ&`mÑpÀN>H$AmYmanaCgo{nN>boMma{XZm|Ho$amOñdH$sàd¥{Îm^rXoIZrMm{hE{Oggo office and revenue so collected has been accounted for. He should also see
amOñdH$mH$moB©brHo$OZhthmoŸ& at random for the last 4 days the trend of revenue so as to see that there is no
leakage of revenue.
(i) `hXoI|{H${nH$-AngodmHo${bECn`wº$ì`dñWmCnbãYh¡VWmBggodmgoEH${ÌV
(i) See that proper arrangements are available for pick up service
am{eH$moC{MVê$ngoH«o${S>Q>{H$`mJ`mh¡Ÿ&
and amount so collected on such services is correctly credited.
(ii) `hXoI|{H$H$Q>Am\$Q>mB_Ho$~mX~wH$H$sJB©_Xm|_|""AJbo{dVaUHo${bE~hþV
(ii) See that articles booked after cut off timing are impressed with
{dbå~''{Q>ßnUrN>nrhmoŸ& remarks “Too late for next delivery”
(iii) Q>mB_{~bm|Ho$g§~§Y_|H$_goH$_nm§M{XZm|Ho${bE`hOm§MH$a|{H$ñnrS>nmoñQ>g_`gon«má (iii) Check on at least 5 days whether speed post mails are received
Am¡a{dV[aVH$sJB©h¡Ÿ&A{Z`{_VVmHo$_m_bo_|{ZarjU[anmoQ>©_|{deofC„oI{H$`mOmZm and despatched according to timings w.r.t. time bills. In case of
Mm{hEŸ& any irregularity, a special mention should be made in the IR.

18 18
51. `hXoI|{H$ñnrS>nmoñQ>dñVw/AÝVam©ï´>r`ñnrS>dñVwghrñWmZHo${bEào{fV/_mJ©-{ZYm©[aV 51. See that Speed Post Article (SPA) / International SPA are despatched
/ routed to correct destination and instruct the staff dealing with SPA booking
H$sOmVrh¢Am¡añnrS>nmoñQ>dñVwH$s~wqH$Jgog§~§{YVñQ>m\$H$moñnrS>nmoñQ>dñVwH$s~wqH$JñnrS>nmoñQ>
to book the SPA as per SPA Booking Centre.
dñVw~wqH$JHo$ÝÐHo$AZwê$nH$aZoH$mAZwXoeX|Ÿ&
52. Check for 5 days at random and see that SPA are delivered on the day
52. `mÑpÀN>H$ê$ngo5{XZm|VH$Om§M-n‹S>VmbH$a|Am¡a`hXoI|{H$ñnrS>nmoñQ>dñVwBgHo$àmáhmoZo of its receipt and see that there are sufficient reasons for SPA
Ho${XZhr{dV[aVH$aXrOmVrh¡Am¡a`hXoI|{H$ñnrS>nmoñQ>dñVwHo$O_m(A{dV[aV)_|ahZoHo$n`m©á remaining in deposit.
H$maUh¢Ÿ&
53. The inspecting officer should make a list of big users of speed post
services and effect the names of such users in his IR and send the same to
53. {ZarjH$A{YH$marH$moñnrS>nmoñQ>godmAm|Ho$~‹S>oà`moº$mAm|H$sEH$gyMr~ZmZrMm{hEAm¡aEogo
Divisional Head who can send the Marketing Executive etc. to such users for
n«`moº$mAm|Ho$Zm_AnZoAmB©Ama_|XO©H$aZoMm{hEAm¡aBgo{S>drOZbAÜ`jH$mo^oOZmMm{hEOmoAmJo
further suggestion etc.
Am¡agwPmdAm{XXoZoHo${bE_mH}$qQ>JEŠOrŠ`y{Q>dH$moEogoà`moº$mAm|Ho$nmg^oOgH$Voh¢Ÿ&
54. Prepare a rough schedule of accommodation and examine whether
54. ñWmZH$sAZwgyMrH$m_moQ>oVm¡anaã`moamV¡`maH$a|oAm¡aBgH$sn‹S>VmbH$a|{H$n`m©áñWmZ there is sufficient accommodation including the future expansion needs as
(ñWmZ)CnbãYh¡Ÿ&Bg_|^{dî`_|{dñVmaH$aZoH$sOê$aVm|H$mÜ`mZaImOmEŸ&AJañWmZn`m©á well. If not, please draw up a plan to either shift the P.O. to a better-rented
building or see if construction of a departmental building is justified and land
Zhth¡Vmo`mVmoS>mH$KaH$mo{H$amEHo$~ohVa^dZ_|ñWmZm§V[aVH$aZoH$s`moOZm~ZmE§`m`hXoI|{H$
is available for that. Take up this matter with the Divisional office / Circle
{d^mJr`^dZHo${Z_m©UH$mAm¡{MË`~ZVmh¡Am¡aCZH$o{bE^y{_CnbãYh¡Ÿ&`h_m_bmg_w{MVñVa
Office / Directorate at the appropriate level.
na{S>drOZbH$m`m©b`/g{H©$bH$m`m©b`/{ZXoemb`Ho$gmWCR>mE§Ÿ&
In case of a rented building try to meet the landlord and persuade him
{H$amEHo$^dZHo$_m_bo_|^yñdm_rgo{_bZoAm¡aCZgoAno{jV_aå_VAm¡an[adY©ZAm{X to carry out the needed repairs and additions, etc. In the case of
H$aZoHo${bE_ZmZoH$mà`mgH$a|Ÿ&{d^mJr`^dZm|Ho$_m_bo_o§AnZo{dÎmr`n«m{YH$maHo$VhVAno{jV departmental building, sanction the needed repairs within your
financial powers and take up with the concerned authorities the
_aå_VH$admZoHo${bE_§OyarX|Am¡aAnZoA{YH$majoÌgo~mhaHo$_aå_VVWmn[adY©ZHo$_m_bm|H$mo
question of repairs and additions outside your own competence. It is
g§~§{YVàm{YH$m[a`m|Ho$g_jCR>mE§Ÿ&^dZg§~§Yrg_ñ`mAm|H$mo{ZarjUHo$Xm¡amZ_m¡Ho$nahr{ZnQ>mZm
important to settle the problems relating to building on the spot during the
_hËdnyU©h¡Ÿ& inspection.

55. H¥$n`m`hXoI|{H$CnbãYñWmZH$mCn`moJH$aZoHo${bEH$m`m©b`Ho$\$ZuMaAm¡aAb_mar, 55. Please see whether the office furniture and almirahs, etc. can be
Am{XH$moà^mdrT>§JgonwZì`©dpñWV{H$`mOmgH$Vmh¡Ÿ&`hXoI|{H$bKwVaAmH$maHo$\$ZuMago^r‹S>- rearranged effectively to utilise the available space. See whether furniture of
smaller size can relieve congestion.
^m‹S>H$_hmogH$Vrh¡Ÿ&

19 19
56. S>mH$KaH$sñdÀN>VmAm¡aaI-aImdVWmg\$mB©H$_©Mm[a`m|Am¡a\$amem|Ûmam{H$EJEH$m`©H$s 56. Look into the cleanliness and upkeep of the Post Office and the quality
of work done by sweepers and farashes. Does the Sub-Postmaster take
JwUdÎmmXoI|Ÿ&Š`mCnnmoñQ>_mñQ>a{deofé{MboVoh¢Am¡aBg_m_boHo$à{Vg§doXZerbh¢Ÿ&_mhm¡bVWm
special interest and is sensitive about the matter ? See the
àgmYZEd§H$ë`mUgw{dYmAm|O¡goAmam_-gh-^moOZH$j,H¢$Q>rZAm{XH$m{deofH$a_wAm`ZmH$a|Ÿ&
atmosphere and particularly the toilet facilities and welfare amenities like
AnZoXm¡aoHo$Xm¡amZH$m`m©b`H$sgånyU©Vmgogm\$-g\$mB©H$admE§VWmBgoAm¡aA{YH$àñVwË`~ZmE§Ÿ& rest-cum-tiffin room, canteen etc. Get the office thoroughly cleaned up during
your visit and make it even more presentable.
57. Š`m_m¡OyXmì`dñWmE§g§VmofOZH$h¢?AJaZht,Vmob§~rH$Vmam|Am¡aOZ-Agw{dYmAm|H$m
57. Are the existing arrangements satisfactory ? If not, suggest
n[ahmaH$aZoHo${bEnwZì`©dpñWVH$aZoH$mgwPmdX|Ÿ&
rearrangements to avoid large queues and public inconveniences.

58. Š`m{eH$m`VAm¡agwPmdnwpñVH$mAmgmZrgoCnbãYh¡?Š`mXO©{eH$m`Vm|/gwPmdm|naH$s 58. Is the Complaints and Suggestions Book easily available ? Is any

OmZodmbrH$moB©H$ma©dmB©b§{~Vh¡? action pending to be taken on the complaints / suggestions recorded ?

59. Have the notices of Hours of Business and other Postal Notices, etc.
59. Š`mH$m`©-g_`Am¡aS>mH$g§~§YrAÝ`{ddaUm|H$sgyMZmE§à_wIVmgoàX{e©VH$sJB©h¡§Am¡aghr
been prominently displayed and show the correct position ? Is any change
dñVwpñW{VXem©ahrh¡§?Š`mgmd©O{ZH$H$m`©-g_`Ho$K§Q>mo§_|\o$a~XbH$aZoH$sAmdí`H$Vmh¡?Š`m called for in the hours for transaction of public business ? Does the SPM take
CnnmoñQ>_mñQ>agmd©O{ZH$hmbHo$aIaImdAm¡agm\$g\$mB©_|é{MboVoh¢? interest in upkeep and cleanliness of the public hall.

60. Do the counter assistants have already with them the postal
60. Š`mH$mC§Q>aghm`H$m|Ho$nmgS>mH$g§~§Yrdog^rOmZH$m[a`m§AÝ`g^rAno{jVg§X^©-nwpñVH$mE§
information which the public generally requires and all other needed
Am¡agmd©O{ZH$Cn`moJHo$ànÌnhbogo_m¡OyXh¢{OZH$sAm_AmX_rH$mogm_mÝ`V`mOê$aVhmoVrh¡? reference books and forms for public use.

61. Š`mOZgmYmaUHo$àíZm|H$mCÎmaXoZo_|H$mC§Q>aghm`H${dZ_«Am¡aVËnah¢?Š`mdoAÝ`Wm 61. Are the counter assistants polite and prompt in answering to the
public ? Are they otherwise helpful to the public ? Counsel the counter
OZVmHo$à{V_XXJmah¢?AÀN>oOZ-gånH©$H$s_hÎmmHo$~mao_|H$mCÝQ>aghm`H$m|H$monam_e©X|Ÿ&
assistants about the importance of good public relations.

62. Š`mH$moB©àmo\o$eZbb¡Q>aamBQ>ah¡Ÿ&XoI|{H${d^mJÛmam`Wm{ZYm©[aVXam|H$sgyMrH$mCgHo$ 62. If there is any professional letter writer see that his chart of rates as

ÛmamAZwnmbZ{H$`mOmVmh¡Am¡aBgoOZVmHo${bEàX{e©V{H$`mOmVmh¡? fixed by the Deptt. is abided by him & also exhibited to the public.

20 20
63. (i) ñQ>m°H$a{OñQ>a`m{ZIwXamñQ>mH$a{OñQ>aHo$g§X^©_|ñQ>m°H$H$sdñVwAm|,~rOH$m|(`hXoI| 63. (i) Check the items of stock w.r.t. stock register viz. petty - stock
register and permanent stock register, invoices (see that the
{H$~rOH$H«$_mZwgmah¢)H$sOm§M-n‹S>VmbH$a|Am¡aH$m`m©b`Ho${bEOê$ar\$ZuMaH$s
invoices run in consecutive order) and make a list of articles of
dñVwAm|H$sgyMr~ZmE§Ÿ& furniture required for office,

(ii) CÝh|\$ZuMaH$sdñVwAm|H$sñWmZr`ê$ngo_aå_VH$admZoHo${bECnm`H$aZmMm{hEŸ& (ii) He should take measures to get the items of furniture repaired
locally
(iii) ~oH$madñVwE§Zrbm_rHo$O[aEhQ>mE§Ÿ&
(iii) write off the unserviceable items by auction,
(iv) Amdí`H$ànÌm|H$sCnbãYVmna{Q>ßnUrH$a|,A{YH$`mH$_nmEJEànÌm|Ho$g§X^©_|
(iv) Comment on the availability of necessary forms, take action in
H$ma©dmB©H$a|Ÿ&AnZoXm¡aoHo$Xm¡amZn«nÌm|H$mogwÝXaVmgoì`d{ñWVH$a|Ÿ& respect of forms found in excess or found short, get the forms
neatly arranged during your stay.
64. ànÌm|Ho$ñQ>m°H$H$sn`m©ß`Vm`mAÝ`Wmna{Q>ßnUrH$a|VWmH$_Am¡aA{YH$nmEJEànÌm|Ho$
g§~§Y_|H$ma©dmB©H$a|Ÿ&AnZoXm¡aoHo$Xm¡amZànÌm|H$mogwÝXaVmgoì`dpñWVH$admE§Ÿ&`{XànÌm|Ho$ 64. Comment on the adequacy or otherwise of the stock of forms and take
Xwén`moJHo${H$gr_m_boH$mnVmbJVmh¡,VmoVËH$mbgwYmamË_H$H$ma©dmB©H$a|Ÿ&ànÌm|H$sAZwgyMrR>rH$ action regarding the forms in short supply and the forms in excess. Get the
forms neatly arranged during your stay. If any misuse of forms is noticed, take
H$a|Am¡aBgoñQ>mog©{S>nmo^oO|Ÿ&
immediate remedial action. Correct the schedule of forms and sent it to Stores
Depot.
65. AnZoXm¡aoHo$Xm¡amZA{^boIm|H$mogwÝXaVarHo$goì`dpñWVH$admE§VWmnwamZoA{^boIm|H$mo
{ZñVm[aVH$aZohoVwBÝh|Zï>H$admE§Ÿ& 65. Get the records neatly arranged and get the old records weeded out
for disposal during your stay.
66. AnZoXm¡aoHo$Xm¡amZAJa{H$grñQ>¡ån/grbH$mo~XbZoH$sOê$aVh¡,Vmo_m§J-nÌñQ>mog©{S>nmo
66. If any stamps / seals need replacement, arrange to send indents to the
^oOZoH$sì`dñWmH$a|Ÿ&
Stores Depot during your stay.

67. d¡ÚwVEd§BboŠQ´>m{ZH$/`m§{ÌH$CnñH$a 67. Electro and Electronic / Mechanical Aids

(i) H$m`m©b`_|H$m¡Z-H$m¡Zgod¡ÚwVAm¡aBboŠQ´>m{ZH$/`m§{ÌH$CnñH$ahmoVoh¢? (i) What are the Electro and Electronic / Mechanical aids in the
office ?
(ii) Š`md¡ÚwVAm¡aBboŠQ´>m{ZH$/`m§{ÌH$CnñH$aAZwa{jV{H$EOmVoh¢Am¡a`oAÀN>oMmbyhmbV
(ii) Are the Electro and Electronic / Mechanical aids maintained and
_|h¢?
in good working order ?
(iii) Š`md¡ÚwVAm¡aBb¡ŠQ´>m{ZH$/`m§{ÌH$CnñH$am|Ho$AZwajU/g{d©[g§JHo${bEn`m©áì`dñWm (iii) Are adequate arrangements available for maintenance / servicing
H$sJB©h¡Am¡aCZH$s_aå_VH$admZoHo${bEVËH$mbH$ma©dmB©H$sOmVrh¡?BgH$sOm§M of the Electro and Electronic / Mechanical aids and is prompt
H$a|{H$Ohm§Oê$aVh¡,dhm§_aå_V/g{d©qgJHo${bEg§{dXmË_H$AZw~§YH$a{b`m action taken to get them repaired ? Has contracts for repairs /
servicing been entered into wherever required ?
J`mh¡Ÿ&

21 21
(iv) haoH$_erZH$s{nN>bo{ZarjUHo$g_`goS>mCZ-Q>mB_H$mnVmbJmE§Am¡a_aå_VH$aZo (iv) Ascertain the down - time of each machine since the last
_|hþE{db§~,`{XH$moB©hþAmhmo,Ho$H$maUm|H$sOm§M-n‹S>VmbH$a|,Am¡agwYmamË_H$Cnm` inspection and investigate the reasons for delay in repairs, if any,
and suggest remedial measures.
gwPmE§Ÿ&
(v) Is adequate number of trained staff both operative and
(v) Š`mhaoH$_erZH$moMbmZoHo${bEàMmbH$Am¡an`©dojH$s`XmoZm|ñQ>m\$n`m©ág§»`m_| supervisory available to operate each machine ?
CnbãYh¢?
(vi) Is each machine installed in a suitable place and located at a
(vi) Š`mhaoH$_erZCn`w©º$ñWmZ_|g§ñWm{nVH$sJB©h¡Am¡aàMmbH$Ed§OZVmHo${bEAm¡a place convenient to the operator and the public ?
gw{dYmOZH$ñWmZ_|AdpñWVh§¡& (vii) Are the history sheets of all the machines properly maintained ?
(vii) Š`mg^r_erZm|Ho$B{Vd¥ÎmH$mCn`w©º$VarHo$goaIaImd{H$`mOmVmh¡? (viii) Are details of all the machines in use in the Post Office kept in the
prescribed register and are the entries therein up-to-date.
(viii) Š`mS>mH$Ka_|Cn`moJ_|bmB©Omahrg^r_erZm|Ho$ã`moao{d{hVa{OñQ>a_|aIoOmVoh¢
Cg_|XO©à{d{ï>`m§AÚVZh¡? (ix) Are all the machines used optimally ? If not, what steps could be
taken to promote the use thereof ?
(ix) Š`mg^r_erZm|H$mBï>V_Cn`moJ{H$`mOmVmh¡?AJaZht,VmoCZH$mAm¡aA{YH$
(x) Are performance reports, where prescribed, sent regularly ?
Cn`moJH$aZoHo${bEŠ`mH$X_CR>mEOmgH$Voh¢?
(xi) Are proper records for the grant of incentive, where prescribed
(x) Š`mH$m`©-{ZînmXZ[anmoQ>],Ohm§{d{hVh¢,{Z`{_VVm¡ana^oOrOmVrh¢? being maintained ?
(xi) Š`màmoËgmhZam{eHo$AZwXmZH$mg_w{MV[aH$mS>©,Ohm§{d{hVh¡,aImOmahmh¡? (xii) Would you suggest the use of any other aid ?
(xii) Š`mAmn{H$grAÝ`CnñH$aH$mBñVo_mbH$aZoH$mgwPmdX|Jo? 68. (a) Is the post office offering International Money Transfer Service ?

68. (H$) Š`mS>mH$KaAÝVam©ï´>r`YZA§VaUgodmàXmZH$aahmh¡? (b) Is the Glow Sign Board promptly displayed outside the post office ?
(c) Are the signages displayed inside the Post Office, direct the
(I) Š`mS>mH$KaHo$~mha½bmogmBZHo$~moS>©à_wIVmgoàX{e©V{H$EJEh¢?
customer to the Postmaster ?
(J) Š`mS>mH$KaHo$^rVaàX{e©Vg§Ho$V-{MôZJ«mhH$H$monmoñQ>_mñQ>aHo$H$jH$m{ZXoe (d) Are there at least 3 trained personnel to handle IMTS in the post
CnbãYH$amVoh¢? office ?
(K) Š`mAÝVam©ï´>r`YZA§VaUgodmh¢S>bH$aZoHo${bES>mH$Ka_|H$_goH$_3à{e{jVH$_uh¢? (e) Are “To Receive Money” (TRM) forms available in the Post Office ?
(L>) Š`mS>mH$Ka_|""YZàmáH$aZohoVw''(Q>rAmaE_)ànÌCnbãYh¡§? (f) Is the hardware (Fax Machine in case of Fax based location or
PC, modem, printer in case of PC based location) in working
(M) Š`mhmS>©do`a(\¡$ŠgAmYm[aVbmoHo$eZH$sXem_|\¡$Šg_erZ`mnrgrAmYm[aVbmoHo$eZ condition ?
H$sXem_|nrgr,_moS>o_,qàQ>a)MmbyhmbV_|h¢? (g) Is the IMTS software loaded and working properly in case of PC
(N>) Š`mnrgrAmYm[aVbmoHo$eZH$sXem_|AÝVam©ï´>r`YZA§VaUgodmH$mgmâQ>do`abmoS> based location ?
{H$`mhþAmh¡Am¡aR>rH$T>§JgoH$m_H$aahmh¡? (h) Is the valid identification proof of the receiver properly checked
while making the payment to the customer.
(O) Š`mJ«mhH$H$mo^wJVmZH$aVog_`àmáH$Vm©Ho$d¡YnhMmZà_mUH$sg_w{MVOm§MH$sOmVrh¡?
(Valid Photo Identification Proofs-passport, Election Card, PAN Card,
(d¡Y\$moQ>monhMmZà_mU-nmgnmoQ>©,MwZmdH$mS>©,n¡ZH$mS>©,ameZH$mS>©,S´>mBqdJbmBg|g, Ration Card, Driving Licence, Student’s ID card issued by Government
gaH$marg§ñWmZm|Ûmam{ZJ©V{dÚmWuH$mS>©,gaH$maÛmam{ZJ©VH$moB©AÝ`nhMmZ,S>mH$KaÛmam Institutes, Refugee Card, Any other Government concern issued
{ZJ©Vbmo`ëQ>rH$mS>©) Identification, Loyalty Card issued by Post Office).

22 22
Om§M{~ÝXw: Checks :

(i) The identification proof bears the photograph of the receiver


(i) nhMmZà_mUnaàmáH$Vm©H$m\$moQ>moh¡Ÿ&
(ii) Identification proof was valid and not expired on the date the
(ii) J«mhH$H$mo{H$EJE^wJVmZHo${XZnhMmZH$mà_mUd¡YWmAm¡aà_mUH$sd¡Y
payment was paid to the customer.
Ad{Yg_máZhthmoJB©WrŸ&
(i) Are the RBI guidelines being followed while making the payment ?
(P) Š`m^wJVmZH$aVog_`^maVr`[aOd©~¢H$Ho$_mJ©Xeu{gÕm§Vm|H$mAZwnmbZ{H$`mOm These may vary from time to time but as on March 2006

ahmh¡?BZ_|g_`-g_`naA§VahmogH$Vmh¡,naÝVw_mM©,2006H$spñW{VHo$ these are :

AZwgma`o{ZåZdVh¢: (i) Not more than 12 transactions are paid to the customer in a
calender year.
(i) {H$grEH$H¢$b|S>adf©_|J«mhH$H$mo12goA{YH$A§VaUm|H$mo^wJVmZZht{H$`m
(ii) The amount exceeding Rs. 50,000/- is paid by cheques or
OmEŸ&
by direct credit to the SB account.
(ii) 50,000/-é.goA{YH$H$sam{eH$mM¡H$m|Ûmam^wJVmZ{H$`mOmE`m~MV~¢H$
(iii) A single transaction does not exceed equivalent amount of
ImVo_|grYoO_m{H$`mOmEŸ& US $ 2500

(iii) H$moB©EH$A§VaU2500`yEgS>mbaH$sg_Vwë`am{egoA{YH$ZhthmoZmMm{hEŸ& (j) Is the message “WILL CALL MONEY TRANSFER PAID”
generated on the payment Screen and printout is obtained or the
(Äm) Š`m ^wJVmZ ñH«$sZ na g§Xoe “WillcallMoneyTransferpaid”{XIVm h¡ Am¡a
print out of payment History without showing the message is
BgH$mqàQ-AmCQ>àmá{H$`mOmVmh¡`m{~Zmg§XoeXem©EqàQ>AmCQ>^wJVmZB{Vd¥Îmn«má obtained and kept in record before making the payment ?

{H$`mOmVmh¡Am¡a^wJVmZH$aZogonhbo[aH$m°S>©_|aImOmVmh¡Ÿ& (k) Check the details of transactions for 4 days in different months
one day from each month as recorded in the IMTS Register, in the
(Q>) {^Þ-{^Þ_hrZm|_|go4{XZm|Ho${bEàË`oH$_mhHo$EH${XZHo$AÝVaUm|H$mAÝVam©ï´>r`
Post Office and tally them with the list of transactions generated to
YZA§VaUgodmHo$a{OñQ>a,S>mH$Ka_|`WmXO©ã`moam|H$sOm§M-n‹S>VmbH$a|Am¡aCZH$m
ensure that both of them match.
V¡`maAÝVaUm|H$sgyMrHo$gmW`hgw{ZpíMVH$aZoHo${bE{_bmZH$a|{H$XmoZm|_obImVoh¢Ÿ&
(l) Whether the Sub Office has sent the vouchers of payments made
(R>) Š`mCnS>mH$KaZoàYmZS>mH$KaH$mo{H$EJE^wJVmZm|H$mdmCMa^oO{X`mh¡? to Head Post Office ?

23 23
69. ì`dgm`{dH$mggog§~§{YVàíZmdbr 69. QUESTIONNAIRE ON
BUSINESS DEVELOPMENT AREA
1. Om§MH$a|{H$Š`mS>mH$KañnrS>nmoñQ>,EŠgàognmoñQ>Am¡aAÝ`àr{_`_CËnmXm|H$s~wqH$JHo$ 1. Check whether the office is authorised for booking of Speed Post,
{bEA{YH¥$Vh¡Ÿ&`{Xhm§,Vmo{nN>boN>h_hrZm|Ho$n[a`mVEd§amOñdH$snwZarjmH$a|Ÿ& Express Post and other premium products. If so, review the traffic and
revenue for the last six months.
2. `{XA{YH¥$VZhth¡,Vmo`hOm§MH$a|{H$Š`mS>mH$Ka_|godmE§ewê$H$aZoH$sH$moB©g§^mdZmh¡Ÿ&
2. If not authorised, examine whether there is any feasibility of
3. XoI|{H$S>mH$Ka_|àË`oH$CËnmXgog§~§{YVn`m©án¡å\$b¡Q²>g/{dkmnZgm_J«rCnbãYh¡Ÿ& introducing the services in the office.
4. Š`màXmZH$sOmahrgodmE§J«mhH$m|H$sOmZH$marHo${bE½bmogmBZ~moS>©,nmoñQ>aAm{XàX{e©V 3. Find out adequate pamphlets/advertisement materials on each
product are available in the office.
H$aHo$g_w{MVT>§JgoA{Ygy{MVH$sJB©h¡§Ÿ&
4. Whether the services offered are properly notified by display of glow
5. joÌ_|Z`mì`dgm`àmáH$aZoH$sg§^mdZmHo$~mao_|oñQ>m\$Ho$gmWMMm©H$a|Am¡aC{MVì`dñWm sign boards, posters etc. for information of the customers.
H$a|Ÿ& 5. Discuss with the staff the potential for tapping new business in the area
and make suitable arrangements.
6. àYmZS>mH$Ka/{S>drOZbH$m`m©b`Ho$gmWg§~Õ_mH}$qQJE½OrŠ`y{Q>dÛmam{H$EOmahoH$m`©
6. Review the work done by the marketing executives attached to the
H$sBg~mVgog§VwîQ>hmoZoHo${bEnwZarjmH$a|{H$Š`mH$_©MmarH$sgodmAm|H$mbm^àXT>§Jgo HO/Divisional office to satisfy that the services of the official has been
Cn`moJ{H$`mOmahmh¡Ÿ& profitably used.
7. Explore the possibility of adding new BNPL customers.
7. ZE~rEZnrEbJ«mhH$m|H$moem{_bH$aZoH$sg§^mdZmH$mnVmbJmE§Ÿ&
8. Examine the revenue realised through BNPL for the last one year and
8. {nN>boEH$df©_|~rEZnrEbHo$_mÜ`_goàmáamOñdH$sOm§MH$a|VWm`hOm§MH$a|{H$EH$ check whether any outstanding amount is to be recovered beyond one
_hrZogoA{YH$H$sH$moB©~H$m`mam{eVmoZhth¡{Ogodgyb{H$`mOmZmh¡Ÿ& month.
9. Review the pending Speed Post complaint cases and satisfy that no
9. ñnrS>nmoñQ>H$s{eH$m`Vm|Ho$b§{~V_m_bm|H$snwZarjmH$a|Am¡aBg~mVgog§VwîQ>hm|{H$VrZ
case is pending for more than three days.
{XZgoA{YH$H$mH$moB©_m_bmb§{~VZhth¡Ÿ& 10. Contact at least three regular customers and ascertain their views on
10. H$_goH$_VrZ{Z`{_VJ«mhH$m|gog§nH©$H$a|VWmS>mH$KaÛmamàXmZH$sOmahrgodmAm|Ho$~mao the services rendered by the office.
_|CZHo${dMmaàmáH$a|Ÿ& 11. Check whether adequate number of franking machines are supplied to
the office.
11. Om§MH$a|{H$Š`mS>mH$KaH$mon`m©ág§»`m_|\¡«§$qH$J_erZ|gßbmB©H$sJB©h¢Ÿ& 12. Check whether proper arrangements are made for pickup services.
12. Om§MH$a|{H$Š`m{nH$AngodmAm|Ho${bECn`wº$ì`dñWmH$sJB©h¡Ÿ& 13. Check whether the office is having the list of bulk mailers using the
facilities in the office.
13. Om§MH$a|{H$Š`mS>mH$KaHo$nmg~ëH$_obg©H$sgyMrh¡OmoS>mH$Kagogw{dYmàmáH$aahoh¢Ÿ&
14. Discuss with the marketing executive and staff whether any effort has
14. _mH}$qQ>JE½OrŠ`y{Q>dVWmñQ>m\$Ho$gmWMMm©H$a|{H$Š`m~ëH$_obg©H$moAnZoì`dgm`Xm`ao been made to bring the bulk mailers to our business fold. If not suggest
_|bmZoHo${bEH$moB©à`mg{H$`mJ`mh¡Ÿ&`{XZht,VmoVarH$m|H$mgwPmdX|Ÿ& ways and means.
15. Examine the arrangements of delivery staff made for delivery of Speed
15. ñnrS>nmoñQ>/EŠgàognmg©bnmoñQ>Am{XHo${dVaUHo${bEH$sJB©{dVaUñQ>m\$H$sì`dñWmH$s Post / Express Parcel Post etc. and see whether it is adequate to com-
Om§MH$a|Am¡aXoI|{H$Š`m`h{dVaUHo${bEàmá_Xm|H$sg§»`mVWmV`H$sJB©XyarHo$AZwê$n mensurate with the number of articles received for delivery and the
h¡Ÿ&`{XZht,Vmo{S>drOZbà_wI/nmoñQ>_mñQ>aHo$gmWMMm©H$a|Am¡aC{MVì`dñWmH$a|Ÿ& distance travelled. If not, discuss with the Divisional Head/Postmaster
and make suitable arrangements.
16. Om§MH$a|{H$Š`må`wMwAb\§$S>godmE§OZVmH$moCnbãYH$amB©JB©h¢VWmg_w{MVàMmagm_J«r 16. Check whether mutual fund services are made available to the
àX{e©VH$sJB©h¡§Ÿ& members of public and proper publicity materials are displayed.

24 24
ñnrS>nmoñQ> SPEED POST
69.(H$) (i) Š`m100%~wqH$JñnrS>ZoQ>_|H$sOmVrh¡?AJaZht,VmoBgHo$H$maUH$m{díbofU 69.(a) (i) Whether 100% booking is made in the Speed net. If not analyse
the reason and take appropriate action for ensuring the same ?
H$a|Am¡aBgogw{ZpíMVH$aZoHo${bEg_w{MVH$ma©dmB©H$a|Ÿ&
(ii) Whether delivery status of all the articles are fed into the speednet.
(ii) Š`mg^rS>mH$dñVwAm|H$s{dVaUpñW{VñnrS>ZoQ>_|XO©H$sOmVrh¡?AJaZht,Vmo If not, analyse the reason and take appropriate action to ensure
BgHo$H$maUH$m{díbofUH$a|Am¡aBgogw{ZpíMVH$aZoZo{bEg_w{MVH$ma©dmB©H$a|Ÿ& the same ?

(iii) Š`mhmS>©do`aZhtCnbãYahZoH$sXem_|ñnrS>ZoQ>_|Am§H$‹S>m|H$sà{d{ï>>H$aZoHo${bE (iii) If hardware is not available whether the delivery data is sent to
the nearest office equipped with Speednet for entering the data
ñnrS>ZoQ>go`wº${ZH$Q>V_S>mH$Ka_|{dVaUAm§H$‹S>|^oOoOmVoh¢? into Speednet.
(iv) BgH$sOm§M-n‹S>VmbH$a|{H$AmCQ>gmo{gªJEO|Q>S>mH$KagoO‹wS>>ohþEh¢?AJahm§,Vmo (iv) Check whether outsourcing agents are attached to the office, If
^wJVmZgog§~§{YVH$mJOmVH$sOm§M-n‹S>>VmbH$a|Am¡a`hXoI|{H$Š`m`h_m¡OyXm so, examine the related papers of payment and to see whether it
is in consonance with existing rules
{Z`_m|Ho$AZwê$nh¡?

{~b_obgodm BILL MAIL SERVICE

70. (H$) {~b_obgodmHo${bES>mH$Ka_|H$sJB©ì`dñWmAm|H$sg_rjmH$a|Ÿ& 70. (a) Review the arrangements made for Bill Mail Service in the P.O.

(b) Check whether the bills received under Bill Mail Service are
(I) BgH$sOm§MH$a|{H$Š`m{~b_obgodmHo$A§VJ©Vàmá{~bm|H$mo{S>brdaH$aZoHo${bE being sent out for delivery properly.
R>rH$T>§Jgo^oOmOmVmh¡?
e-bill POST
B©-{~bnmoñQ>
71. (a) Whether the Postmaster is aware of the service providers in the
71. (H$) Š`mnmoñQ>_mñQ>ajoÌHo$godmàXmVmAm|goAdJVh¡? area ?

(I) dhm§{H$VZoJ«mhH$h¢Am¡aŠ`màm¡Úmo{JH$s,CnñH$aAm¡a{gñQ>_nyU©V`mMmbyh¢? (b) How many customers are there and whether the technology,
equipment and system is fully operational ?
(J) Š`mñQ>m\$H$moB©-_obHo$àMmbZH$sOmZH$marh¡?
(c) Does the staff know how to operate e-bill ?
(K) Š`màofU-gw{dYmAm|Ho${bEB©-{~bnmoñQ>Ho$Am§H$‹S>>m|Ho$g_oH$ZH$mH$m`©{Z`{_Vê$n (d) Whether data integration of e-bill post for remittance facilities is
go{H$`mOmVmh¡? being done regularly ?

(L>) BgH$sn‹S>>VmbH$a|{H$S>mH$Ka_|àofU-à`moOZm|Ho${bEAm°Z-bmBZAm§H$‹S>mg_oH$Z (e) Check the arrangements the PO has in case on-line data
integration for remittance purposes is not activated or when it
g{H«$`ZhmoZoH$sXem_|H$m`m©b`_|Š`mì`dñWmH$sJB©h¡,AW~mO~`h~«oH$S>mCZ breaks down, what are the office arrangements. Whether
hmoVrh¡VmoB©-{~bHo$VhVàofUgw{dYmHo${bES>mH$Ka_|Š`mH$m`m©b`ì`dñWm/ contingency arrangements are available in the P.O. for remittance
AmH$pñ_H$ì`dñWmCnbãYh¡? facility under e-bill.

25 25
(M)g{H©$bm|Am¡a{S>drOZm|ÛmamAno{jV[anmoQ>©^oOZoHo${bE{d{hV[anmoQ>©Ed§{Z`§ÌUV§ÌH$r (f) Check the report and control mechanism prescribed for reports
on e-bill post for Circles and divisions.
Om§M-n‹S>>VmbH$a|Ÿ&
(g) Review e-bill post collection and payments made/remittance sent
(N>)haoH$J«mhH$Ho$g§X^©_|{^Þ-{^Þ_hrZm|_|H$_goH$_4{V{W`m|Ho${bE{OZ_|gohaoH$ at least for 4 dates in different months one day each quarter in
{V_mhr_|goàË`oH$Ho${bEEH${XZMwZmOmE,B©-{~bnmoñQ>g§J«hUVWmH$sJB© respect of each of the customers.
AXm`{J`m|/ào{fVYZam{eH$sg_rjmH$a|Ÿ&
e-Post
B©-nmoñQ>
72. (a) Check the internet facilities available in the PO. What is the present
72. (H$)S>mH$Ka_|CnbãYB§Q>aZoQ>gw{dYmAm|H$sn‹S>VmbH$a|Ÿ&_m¡OyXmì`dñWmŠ`mh¡? arrangements ?

(I)Š`mB§Q>aZoQ>Ho$d¡H$pënH$godmàXmVmAm|H$mBñVo_mb{H$`mOmgH$Vmh¡? (b) Whether alternate internet service providers could be used.

(c) Discuss with staff the connectivity problems in respect of the


(J) B§Q>aZoQ>godmCnbãYhmoZoHo$g§X^©_|H$ZopŠQ>{dQ>rH$sg_ñ`mAm|Am¡a_moS>o_ñnrS>Am{XO¡go
internet service provider & equipment such as modem speed etc.
CnñH$aHo$~mao_|ñQ>m\$Ho$gmW{dMma-{d_e©H$a|Ÿ&BgnaS>mH$KaHo${gñQ>_ES>{_{ZñQ´>oQ>a Have a discussion with the system administrator of the PO on
go~mVH$a|Ÿ&`mÑpÀN>H$ê$ngoMwZoJE{H$ÝhtXg{XZm|_|bm°JH$aZoHo$g_`H$sOm§MH$a§oŸ& this. Check time of log in on any 10 days at random.

(K) Š`mB©-nmoñQ>g§Xoem|Ho$~w{H$§JH$sì`dñWmdhm§h¡? (d) Whether arrangements for booking of e-post messages are there ?

(e) What are the facilities available to customers for booking of e-post
(L>) B©-nmoñQ>g§Xoem|H$s~wqH$JH$aZoHo${bEJ«mhH$m|Ho${bEH$m¡Z-H$m¡Zgrgw{dYmE§CnbãYh¡§?
messages ?
(M)BgH$sOm§MH$a|{H$~wH$B©-nmoñQ>g§Xoeg_`nanmao{fV{H$EJEh¢? (f) Check whether e-post messages booked have been transmitted
on time.
(N>)CZS>mH$Kam|goB©-nmoñQ>g§XoeàmáH$aZoHo${bEH$m¡Z-H$m¡Zgrì`dñWmH$sJB©h¡Omo
B©-nmoñQ>Ho$ÝÐZhth¡§? (g) What are the arrangements for receipt of e-post messages from
PO which are not e-post Centres ?
(O)BgH$sOm§MH$a|{H${XZ_o§Xmo~maB©-nmoñQ>do~gmBQ>ImobZoHo${bEì`dñWmH$sJB©h¡Am¡a
(h) Check whether arrangements exist for opening the e-post website
B©-_obS>mCZbmoS>H$aZoVWm{S>brdarHo${bE^oOZohoVwB§VOm_{H$EJEh¢Ÿ& twice in a day & arrangements have been made for downloading
the e-mail and sending it for delivery ?
(P)B©-nmoñQ>ñQ>oeZarnonaAm¡a{b\$m\o$Cn`moJ_|bmEOmahoh¢`mZhtŸ&
(i) Whether e-post stationery paper & envelops are being used or not ?
(Äm) B©-nmoñQ>ÛmamA{O©VamOñdH$sOm§MH$a|O¡gm{H${gñQ>_ÛmamE_AmB©Eg_|Am¡aS>mH$Ka
(j) Check the revenue earned by e-post as shown by the system in
ImVm_|^r{XIm`mJ`mh¡Ÿ&
the MIS and also as reflected in the PO Account.
(Q>) ~wH${H$EJEB©-nmoñQ>Ho$n[a`mVEd§amOñdH$sOm§M-n‹S>VmbH$a|Am¡agwYmabmZoHo${bE (k) Check the traffic & revenue of e-post booked and give
gwPmdX|Ÿ& suggestions for improvement.

26 26
{~OZognmoñQ> BUSINESS POST
73. (H$) {~OZognmoñQ>Ho${dÝ`mg(bo-AmCQ>)VWmCnbãYñWmZH$mAmH$bZH$a|VWmBgH$s 73. (a) Assess the layout and the accommodation available for Business
Cn`wº$Vmna{Q>ßnUrH$a|Ÿ& Post and comment on its suitability.

(I) {nN>bo{ZarjUHo$g_`go{H$VZoH$m`©nyao{H$EJEh¢?haoH$H$m`©Ho$_X_|H$ån{Z`m|go (b) How many jobs completed since the last inspection ? What is the
{H$VZram{eg§J«{hVH$sJB©h¡? amount collected from the companies against each job ?

(J) _obn[a`mVH$sX¡{ZH$AmYmanaŠ`mAm¡gVàm{áh¡? (c) What is the average receipt of mail traffic on a daily basis ?

(K) Š`mà_wIH$ån{Z`m|Ho${bE{nH$-AnH$sì`dñWmH$sOmVrh¡Ÿ&AJahm§,VmoŠ`m-Š`m (d) Whether pick-up is arranged for the major companies ? If yes,
what are the arrangements made ?
B§VOm_{H$EJEh¢?
(e) How many franking machines are provided in the office ? Mention
(L>) H$m`m©b`_|{H$VZr\«¢$qH$J_erZ|CnbãYH$amB©JB©h¢Ÿ&_erZm|Ho$_oH$Am¡añnrS>H$mCëboI
make and speed.
H$a|Ÿ&
(f) Whether all the machines and other equipment provided are in
(M) Š`mCnbãYH$amB©JB©g^r_erZAm¡aAÝ`CnñH$aMmbyhmbV_|h¡§?AJaZht,Vmo working condition ? If not details of break down date of informing
Iam~hmoZoHo$ã`moao,_erZHo$Amny{V©H$Vm©/CÀMVaA{YH$marH$moIam~hmoZoHo$g§~§Y_| the supplier of the machine / higher official about the break down
gyMZmXoZoH$s{V{W~VmB©OmZrMm{hEŸ& should be intimated.
(N>) àofUHo${bEaIoS>mH$-dñVwAm|Ho$\«¢$H$m|naXrJB©VmarIm|H$m`hXoIZoHo${bE_wAm`Zm (g) Check the dates given on the franks of the articles awaiting
H$a|{H$S>mH$-àofU_|H$moB©{db§~ZhthþAmh¡? despatch to see that there is no delay in posting.

(O) S>mH$-dñVwHo$^maH$s`mÑpÀN>H$ê$ngoOm§MH$a|Ÿ&`hXoI|{H$BgoCn`wº$_yë`Ho${bE (h) Check at random the weight of the article and see that it has been
\«¢$H${H$`mJ`mh¡Ÿ& franked for the proper value.
(i) Check whether the total credit made for the mail tallies with the
(P) BgH$sOm§MH$a|{H$_obHo${bEH$sJB©Hw$bH«o${S>Q>am{eH$s_mÌmAm¡a^maHo$gmW_obh¡
volume and weight i.e. the credit tallies with postage due and value
`m{ZH«o${S>Q>H$màmß`S>mH$-ewëH$Am¡a{Zînm{XVS>mH$àofUnyd©H$m`©H$bmnm|Ho$_yë`Ho$
of pre-mailing activities done.
gmW{_bmZhmoOmVmh¡Ÿ&
(j) Have the payments received for Business Post been credited
(Äm) Š`m{~OZognmoñQ>Ho${bEàmáAXm`{J`m§Cn`wº$erf©_|H«o${S>Q>H$sJB©h¢? under the correct Head ?
(Q>) Š`mdñVwdma{ZYm©[aVl_-_yë`(nrgaoQ>oS>bo~a)H$mR>rH$-R>rH$^wJVmZH$a{X`m (k) Whether the piece rated labour has been paid correctly ?
J`mh¡?
GREETING POST
~YmB©S>mH$
74. (H$) Š`m~YmB©S>mH$H$s{~H«$shoVwH$moB©AbJH$mC§Q>a/àXe©Za¡H$h¡VWmŠ`mdhm§H$mS>©aIo 74. (a) Is there a separate counter / display racks for sale of Greeting
Post and are the cards displayed there ?
JEh¢?
(b) Check the balance stock of Greeting Cards as per the designs.
(I) {S>OmBZHo$AZwgma~YmB©H$mS>m]Ho$eofñQ>m°H$H$sOm§MH$a|Ÿ&

27 27
(J) Š`mñQ>m°H$a{OñQ>aH$mghràH$magoaIaImd{H$`mOmahmh¡VWm{~H«$sH$sagrXEd§ (c) Whether stock register is being maintained correctly and the
entries w.r.t. receipt of a sale and balance tallies ?
eofHo$g§~§Y_|à{d{ï>`m§ghth¢?
(d) Whether the amount of sale has been credited under Greeting
(K) Š`m~YmB©S>mH$erf©Ho$VhV{~H«$sH$sam{eH$moZm_o{H$`mJ`mh¡? Post head ?

_r{S>`mS>mH$ MEDIA POST

75. (H$) _r{S>`mnmoñQ>Ho$VhV{d{^Þlo{U`m|_o§Am¡gVì`dgm`Š`mh¡? 75. (a) What is the average business in different categories under
Media Post ?
(I) H$m¡Z-H$m¡ZgrH§$n{Z`m§{Z`{_VAmYmanaH$mamo~maH$aahrh¢?
(b) Which major companies are giving business on regular basis ?
(J) Š`mH$moB©EogmAmS>©ab§{~Vh¡{OgHo$g§~§Y_|^wJVmZnhbohràmáH$a{b`mJ`mh¡? (c) Whether any order is pending against which payment has already
been realised.
76. H¥$n`mXoI|{H$CnpñWVn§{OH$mE§g_w{MVn«H$magohm|,ñQ>m\$Ho$gXñ`g_`Ho$nm~§Xhm|,ghr
76. See that the Attendance Registers are maintained properly and staff
àH$magodXuAm{X_|gwg{‚mVhm|,{deofVm¡anaCnnmoñQ>_mñQ>aBg~mVna~bX|{H$g_yh"K'Ho$
are punctual, properly dressed and particularly that the Sub
H$_©MmarEd§S>m{H$`oJUMwñV-XwéñVZOaAmE§Ÿ&Om§MHo$Xm¡amZEH$Om§M{H$Q>aI|Ÿ&BgHo$AbmdmdXu Postmaster is insistent about the smart turn out of Group ‘D’ officials and
Amny{V©H$sVmarI^rgw{ZpíMVH$a|Ÿ& Postmen, in uniform. Carry out a kit inspection during inspection. Also
ascertain the date of supply of uniform.

77. H$¥n`mñQ>m\$go{_b|Am¡a~mVH$a|: 77. Please meet and talk to the staff :

(i) Š`mCÝh|AnZo{ZOr_m_bm|Ho${ZnQ>mZ_|hþE{db§~Ho$g§~§Y_|H$moB©{eH$m`Vh¡;VWm (i) to see whether they have any grievance regarding the delay in
settlement of personal cases and
(ii) Š`mS>mH$KaCnñH$am|VWmgw{dYmAm|gogwg{‚mVh¢Ÿ&CÝh|OZVmH$sgodmVWmS>mH$KaH$mo
(ii) about office equipment and facilities. Encourage them to come
gwYmaZoH$og§~§Y_|gwPmdXoZoHo${bEn«moËgm{hVH$a|,CÝh|H$moB©Xm{`Ëdgm¢nH$aBgH$m`© out with suggestions for improvement of the office and service to
_|em{_bH$a|Ÿ& the public and involve them by giving them tasks to do.

78. Examine one for selected dates the Register of O.T. charges to see
78. {H$ÝhtMwqZXmVmarIm|H$mog_`mon[a^Îmog§~§Yra{OñQ>aH$sOm§MH$a|VWmXoI|{H$g_`mon[a
that overtime is commensurate with the actual workload of the day and there
^ÎmmCg{XZHo$dmñV{dH$H$m`©^maHo$AZwê$nhmoZmMm{hEŸ&H$m`m©b`K§Q>m|Ho$Xm¡amZH$m`©Z{H$`oOm is adequate explanation when their work could not be done
gH$ZoH$mn`m©áH$maUhmoZmMm{hEŸ&Ìw{Q>-nwpñVH$mVWmCnpñW{Vn§{OH$mH$s{deofVm¡anaOm§MH$a| during office hours, especially check the error book and attendance register
so as to verify necessity / genuineness for putting the staff on OT duty and
Vm{H$ñQ>m\$H$moXoaVH$S>çyQ>rnaamoH$ZoH$sAmdí`H$Vm/dmñV{dH$VmH$sOm§MhmogHo$VWmgm_mÝ` that overtime is not incurred on work of normal nature and outline scope of
àH¥${VHo$H$m`©nag_`mon[a^ÎmoH$sAmdí`H$VmZn‹S>>oAm¡a{_Vì`{`VmH$mÜ`mZaImOmEŸ& economy, if any.

28 28
79. H¥$n`mgodmQ>obrJ«m_,a{OñQ´>rH¥$VgodmAm¡a~r_mH¥$VnÌm|H$s~wqH$JEd§àm{áH$s`hXoIZoHo$ 79. Test check the booking of and receipt of, service telegrams, service
registered and insured letters to see that this is kept to the minimum. Impress
{bEnarjmOm§MH$a|{H$BÝh|Ý`yZV_aImOmEŸ&àofUghm`H$VWmCnnmoñQ>_mñQ>aH$moBgH$s_hÎmm
the importance of this on Despatch Assistant and SPM.
~VmB©OmEŸ&
80. (i) Examine the inward references and other correspondence regis-
80. (i) AmZodmbonÌm|VWmAÝ`a{OñQ>aH$sOm§MH$a|VWmCZ{eH$m`Va{OñQ>aH$s,BgÑ{ï>go, ter and the public complaints register with the purpose to see that
references are disposed of promptly. Also see that public
Om§MH$a|{H${eH$m`Vm|H$merK«{ZnQ>mZhmogHo$Ÿ&`h^rXoI|{H$OZ{eH$m`Va{OñQ>a complaints register has been maintained separately and complaints
AbJgoaImOmEVWm{eH$m`Vm|H$mVËH$mb{ZnQ>mZhmoŸ& have been attended to promptly.

(ii) See that PA-17(a) is being submitted regularly.


(ii) XoI|{H$nrE-17 (H$){Z`{_VVm¡anaàñVwV{H$`mOmEŸ&
(iii) See that Book of Information is available and indicate all latest
(iii) XoI|{H$gyMZmnwpñVH$mCnbãYhmoVWmCg_|AÚVZgyMZmCnbãYhmoŸ& information in it .

81. {d{^ÞemImAm|H$sH$m`©XemVWm{d{^Þ[aH$m°S>©Ed§a[OñQ>am|H$sOm§MHo$g§~§Y_|Am§V[aH$ 81. Review the Order Book of the Sub Postmaster to see the quality,
periodicity and effectiveness of the internal inspections of directions on the
{ZarjUHo$Xm¡amZOmar{ZX}em|H$sJwUdÎmm,Amd{YH$VmEd§à^mderbVmXoIZoHo${bECnnmoñQ>_mñQ>a
working of various branches and the checking of various records and
H$sAmS>©a~wH$H$sOm§MH$a|Ÿ&H¥$n`mXoI|{H$Im{_`m§,A{Z`{_VVmE§ZmoQ>H$aZoHo${bE{d{^ÞemImAm| registers. See whether the Error Books are kept in various branches to note
_|Ìw{Q>-nwpñVH$maIrOmEVWmCnnmoñQ>_mñQ>aÛmamCZnaH$ma©dmB©H$sOmEŸ& shortcomings, irregularities and due notice is taken of them by the Sub
Postmaster.

82. {H$ÝhtMmaMwqZXm{XZm|_|XoI|{H$n|eZ^wJVmZgog§~§{YVg^r_m_bm|_|nrnrAmoH$sà{V`m§
82. On 4 selected days, see that the copies of PPO are available in all
CnbãYhm|VWmCnS>mH$KaImVo_|XrJB©à{d{ï>`m§n|eZ^wJVmZ{dda{UH$m_|XrJB©à{d{ï>`m|go cases of pension payments and that the entries in the SO accounts tally with
{_bVrhm|Ÿ&`h^rOm§MH$a|{H$g^r{dVaUe¡ë\$CnbãYhm|VWmJmS>©\$mBb_|hm|Ÿ& those in the schedule of pension payment. Also check that all the disbursers
halves are available and kept in guard file.

POSTAL LIFE INSURANCE


S>mH$OrdZ~r_m
83. (a) Examine and see whether a separate register for Rural PLI
83. (H$) Om§MH$a|Am¡aXoI|{H${ZYm©[aVH$mb_m|Ho$AZwgma,J«m_rUS>mH$OrdZ~r_mboZ-XoZhooVw transactions is maintained separately as per prescribed columns,
EH$AbJa{OñQ>aAbJgoaImhmo,Bga{OñQ>a_|emImS>mH$Kam|_|J«m_rUS>mH$OrdZ transactions of RPLI at Branch Post Offices in account with are
incorporated in this register and that PLI and RPLI transactions
~r_mg§~§YrhþEboZ-XoZm|H$mAbJ-AbJboIm§H$Z{H$`mOmE(S>mH$OrdZ~r_m{ZXoemb`
are accounted for separately. (Dte. of PLI letter No.5-18/95-LI
H$mnÌg§»`m5-18/95-EbAmB©,{XZm§H$15.2.96) dtd. 15.2.96)

29 29
(I) àm{á`m|,S>mH$OrdZ~r_ma{OñQ>aVWmCnS>mH$KaImVm|Ho$g§X^©_|A§{V_Om§MH$s (b) Verify atleast two days PLI and RPLI collections in every month
since date of last inspection with reference to receipts, PLI
VmarIgoboH$a_mh_|H$_goH$_Xmo{XZS>mH$OrdZ~r_mAm¡aJ«m_rUS>mH$OrdZ~r_m register and Sub Post Office Account and satisfy that money has
H$sA{O©Vam{eH$sOm§MH$a|VWmgw{ZpíMVH$a|{H$CnnmoñQ>_mñQ>aÛmamCº$am{eH$s been properly accounted for in Govt. accounts by the SPM.
gaH$marImVm|_|g_w{MVàH$magoà{d{ï>hmoŸ& (c) If the Sub office is in rural area, the cases of non receipt of accep-
tance/rejection letters from Circle Office in respect of RPLI premia
(J) `{XCnS>mH$KaJ««m_rUjoÌ_|hmo,VmoEH$ÌAmanrEbAmB©àr{_`_Ho$g§~§Y_|g{H©$b collected may be listed out and sent to Circle Office through
H$m`m©b`go_§Oyar/Zm_§OyarnÌm|H$sJ¡a-àm{áHo$_m_bm|H$mogyMr~Õ{H$`mOmEVWm Divisional Office for verification.
Om§MhoVw{S>drOZbH$m`m©b`H$s_m\©$Vg{H©$bH$m`m©b`m|H$mo^oOmOmEŸ& (d) See whether proper arrangements has been made for collection
of PLI premiums, staff handling PLI work are well conversant with
(K) H¥$n`mXoI|{H$nrEbAmB©àr{_`_dgybrhoVwg_w{MVì`dñWmH$sJB©h¡,nrEbAmB©go procedure of PLI and essential forms such as application for loan,
g§~§{YVñQ>m\$Ho$gXñ`nrEbAmB©à{H«$`m_|nma§JVh¢VWmG$UhoVwAmdoXZ,Ad{Y maturity and death claims and publicity materials are available in
the Post Office.
n[anŠdVmAm¡a_¥Ë`wXmdm|Am¡aàMmagm_J«rO¡goA{Zdm`©\$m°_©S>mH$Ka_|CnbãYhm|Ÿ&
(e) Assess the growth of business in the office, see whether there is
(L>) S>mH$Ka_|H$mamo~maH$s~‹T>moÎmarH$mAmH$bZH$a|,XoI|{H$Š`màMmaAm¡a{~H«$sCnam§V any need for improving the after sale service and publicity. Record
godmH$mogwYmaZoH$sAmdí`H$Vmh¡Ÿ&Om§M[anmoQ>©_|AnZogwPmdXO©H$a|VWmCgoAmJo your suitable suggestions in the inspection report and send to the
Divisional Head for further action.
H$ma©dmB©hoVw{S>drOZà_wIH$mo^oO|Ÿ&
(f) Check the correct policy number, name of the Insurant, amount of
(M) H$¥n`mOm§MH$a|{H$~r_mH¥$Vì`{º$H$mZm_,ghrnm{bgrg§»`m,àr{_`_H$sam{e, premium, month of premium and amount of fine etc. are noted
àr{_`_H$m_mhVWmOw_m©ZoH$sam{eAm{Xa{OñQ>aHo$g§JVH$mb__|A§{H$Vhm|Ÿ& under relevant column in the register.

QUESTIONNAIRE FOR INSPECTION OF


H$åß`yQ>arH¥$VS>mH$Kam|Ho${ZarjUHo${bEàíZmdbr
COMPUTERISED POST OFFICE
84. 84.

""H$åß`yQ>am|Ho$Bï>V_à`moJ''Ed§""n¡Ho$Om|Ho$Cn`mo{JVmAm|H$mà`moJ''naàíZmdbr Questionnaire on “Optimum use of computers” and : Use of


utilities of packages” are suggested so that the Superintendent’s
H$mgwPmd{X`mOmVmh¡Vm{H$AYrjH$H$mÜ`mZHo$dbgVH©$VmÑ{ï>H$moUgoXoIZoHo$
attention is drawn on positive aspects of computerization rather
ñWmZnaH$åß`yQ>arH$aUHo$gH$mamË_H$nhbwAm|H$sVa\$AmH${f©VhmoŸ& than looking at vigilance angle only.

~hþCÔoí`r`H$mC§Q>a_erZ|-gw{ZpíMVH$a|{H$- Multi-purpose Counter Machines - Ensure that

 S>rAmoEgAmYm[aVH$åß`yQ>a_oKXyV-2000 VWmqdS>moAmYm[aV{gñQ>åg_oKXyV{_bo{Z`_  The latest version of the software is being used - for DOS based
computers Meghdoot 2000 and for windows based systems Meghdoot
nm°B§Q>Am°\$gobhoVw(ñQ>|S>AbmoZ/ZoQ>dH©$dO©Z)-gm°âQ>>do`aH$mAÚVZê$nà`wº$hmoahmh¡Ÿ&
Millenium Point of sale (Stand alone/Network version)
 g^rH$m§CQ>aboZ-XoZ(AmaEb/Amanr/drnrEb/drnrnr/B§g.-Eb/B§g.-nr/Q>rAmagr/  All the counter transactions (RL/RP/VPL/VPP/Ins.L/Ins.P/TRC/MO/PLI/
E_Amo/nrEbAmB©/`ygrAma/ñnrS>nmoñQ>/ñnrS>nmoñQ>nmgnmoQ>©Am{X)H$m`©H$åß`yQ>aÛmam{H$`o UCR/Speed Post/Speed Post Passport etc.) are being done through
computers.
Omahoh¢Ÿ&

30 30
 n`©dojH${eâQ>H$màma§^H$aVmh¡VWmH$m`©Amd§Q>Zñd`§H$aVmh¡Ÿ&  Supervisors begins the shift and does the work allocation himself.

 User code of only regular PAs enabled and other user codes are made
 Ho$db{Z`{_VnrEHo$à`moº$mH$moS>H$mogj_~Zm`mJ`mh¡VWmAÝ`à`moº$mH$moS>H$mo{ZpîH«$`
inactive.
{H$`mJ`mh¡Ÿ&
 Supervisor himself takes a printout of consolidated summary of
 n`©dojH$X¡{ZH$boZ-XoZm|Ho$g_o{H$VgmaH$sà{Vñd`§V¡`maH$aVmh¡Ÿ& transactions daily.
 The following reports are being taken daily -
 {ZåZ{b{IV[anmoQ>]à{V{XZbrOmahrh¢:-
• Transaction reports-user wise
• boZ-XoZ[anmoQ>]-à`moº$mdma
• Transactions reports- Consolidated summary
• boZ-XoZ[anmoQ>]-g_o{H$Vgma
• à`moº$mboIm[anmoQ>© • User account report

• H$m`©-Amd§Q>Z • Work allocation

• E_AmB©Eg-gm§p»`H$s`[anmoQ>©-_m{gH$ • MIS - Statistical report - monthly

• àYmZS>mH$KaH$sYZmXoeBí`yàm{á`m§-_m{gH$ • MO issue returns of HO - monthly

 `{XS>mH$Ka_|EH$goA{YH$E_nrgrE_H$m`©aVh¢VmoBZE_nrgrE_H$moZoQ>dH©$Ho$VhVbmZo  If there is more than one MPCM functioning in the office, explore the
H$sg§^mdZmImoOrOmE§Ÿ& possibility of bringing these MPCMs under network.
 The changes/additions/modifications in Tariff / Limit / Countries / Speed
 àewëH$/gr_m/Xoem|/ñnrS>nmoñQ>eham|/B©nrnrXy[a`m|_|n[adV©Zm|/~‹T>moÎmar/g§emoYZm|H$mo Post Cities / EPP distances are duly incorporated as and when
~XbmdhmoZoH$spñW{V_|emo{YVH$a{b`mOmVmh¡Ÿ& revised.
 The Register of MPCM transactions are maintained up-to-date as shown
 E_nrgrE_boZ-XoZm|Ho$a{OñQ>aH$moAÚVZaImOmVmh¡O¡gmAZw~§Y_|{XIm`mJ`mh¡Ÿ&
in the annexure.
H$_©Mm[a`m|H$mo~XbmOmVmh¡Vm{H$A{YH$goA{YH$H$_©Mm[a`m|H$moH$åß`yQ>ag§MmbZAmgHo$Ÿ&  The staffs are rotated so that more number of officials are exposed to
computer operation.
EgE_Amo/B©EgE_Amo-gw{ZpíMVH$a|{H$-
SMO/ESMO - Ensure that -
 S>mH$ghm`H$m|Ed§n`©dojH$m|Ho$H$m`©-K§Q>m|H$mog_w{MVVarHo$go{ZYm©[aV{H$`mOmVmh¡Vm{H$  The working hours of PA & Supervisor has been fixed properly to
`hgw{ZpíMVhmo{H$goQ>obmBQ>YZmXoem|H$moA{db§~àmáEd§ào{fV{H$`mOmgHo$Ÿ& ensure that the satellite money orders are received and dispatched
without delay.
 {Obogo~mhaOmZodmbog^rYZmXoem|H$moB©EgE_AmoHo$Ûmam^oOmOmVmh¡Ÿ&{nN>bo{ZarjUH$s
 All the money orders out bound from the district are sent through ESMO.
VmarIgo4VmarI|MwZ|Ÿ&`hgw{ZpíMVH$aZoHo${bE{H$YZmXoeVËH$mbg§ào{fV{H$`oOmaho Select 4 dates since date of last inspection. Compare the number of
MO issued figures available in the MO issue compilation branch
h¢,OmarYZmXoeg§H$bZemIm_|CnbãYOmarYZmXoe|H$sg§»`m(ImVo_|CnS>mH$Kam|Ho$
(including the figures of Sub Offices in account) with the money orders
Am§H$‹S>m|g{hV)H$sg§ào{fVYZmXoem|goVwbZmH$a|Ÿ& transmitted to ensure that money orders are being promptly transmitted.

31 31
 {ZarjUH$sVmarIgonhboEH$_mhHo$^rVa-^rVaMwZrJB©4 VmarIm|Ho$^wJVmZZ{H$EJE  The pairing of money orders are being done promptly by examining the
list of unpaid money orders for 4 days selected within one month
YZmXoem|H$sgyMrH$sOm§MH$aHo$YZmXoem|H$mVËH$mb{_bmZ{H$`mOmVmh¡Ÿ&
previous from the date of inspection.
 àmáYZmXoem|H$sOm§MH$a|Vm{H$`hgw{ZpíMVhmogHo${H$YZmXoem|H$màmnUnmaofU_mZXÊS>m|
 Examine the list of received money orders to ensure that the money
Ho$VhV{H$`mOmahmh¡Ÿ&nmaofU_|{db§~H$spñW{V_|,H¥$n`mXoI|{H$EgE_Amo/B©EgE_Amo orders are being received within the transit norms. In cases of delay in
ñQ>oeZÛmamŠ`mH$ma©dmB©H$sJB©h¡Ÿ&`{XXoeHo${H$grH$moZogoH$moB©{Z`{_V{db§~Ñ{ï>JmoMa transmission, please see as to what action has been taken by the SMO/
hmoVmh¡VmopñW{VH$mogwYmaZoHo${bEg_w{MVH$ma©dmB©H$a|Ÿ& ESMO station If any regular delay noticed in respect from any corner of
the country take appropriate action to improve the situation.
 S>mH$Ka_|^aoJE_ybYZmXoem|H$mog_w{MVê$ngo{ZañV{H$`mOmahmh¡Ÿ&à{d{ï>{H$`oJE
 Original MOs filled in the office are duly cancelled; compare a few with
YZmXoem|H$sgyMrHo$ã`moaogoHw$N>H$sVwbZmH$a|Vm{H$CZH$m{_bmZhmogHo$Ÿ&
the details with the list of MOs entered to ensure that the same tally.
 g^rYZmXoem|H$mnmaofUgw{ZpíMVH$aZoHo${bE,`{XAmdí`H$hmoVmoamVH$mo^rB©EgE_Amo  The ESMO is kept open during the night also if necessary to enable
H$moIwbmaImOmVmh¡Ÿ& transmission of all the money orders.

 B©EgE_Amo_|H$m`©aVñQ>m\$H$mo~XbmOmVmh¡Vm{H$B©EgE_AmoH$moMbmZoHo${bEA{YH$go  The staff working in ESMO are rotated so that more number of officials

A{YH$H$_©Mm[a`m|H$moH$m`©nahrà{ejU{X`mOmgHo$Ÿ& get on-job training to handle ESMO.

 The print out of money orders are taken early in the morning and the
 YZmXoe|H$m_wÐUH$m`©àmV:gw~hhr{H$`mOmVmh¡VWmCÝh|boIm~¡J_|CnS>mH$KahoVwàofU
same are included in the dispatch for Sub Office in Account Bag or
`mS>mH$KaHo$E_Amo-3 _|em{_b{H$`mOmVmh¡Ÿ& included in the MO - 3 of office.

_oKXyV-gw{ZpíMVH$a|{H$- MEGHDOOT COMPONENTS - ENSURE THAT -

 `{XCnS>mH$KanyU©V`mH$åß`yQ>arH¥$VgmBQ>h¡Vmogw{ZpíMVH$a|{H$_oKXyVHo$g^r_moS>çyëg  If the SO is total computerization site, ensure that all the modules of

ZoQ>dH©$nah¢VWmdoghràH$magoH$m`©H$aahoh¢Ÿ& Meghdoot component are on network environment and working fine.

 Note the extent to which the different modules have been implemented.
 Cggr_mH$moZmoQ>H$a|Ohm§VH${d{^Þ_m°S>çyëg{H«$`mpÝdV{H$`oJEh¢:-
- Point of sale
- {~H«$sH$m{~ÝXw
- Postman
- S>m{H$`m
- Sub accounts
- Cn-boIm
- IOmZm - Treasury

- ñnrS>ZoQ> - Speed Net

32 32
 [anmoQ>m]H$shmS>©à{VbrOmahrh¡VWmCgoghràH$mago\$mBb{H$`mOmahmh¡Ÿ&  Hard copy of the reports are being taken and filed properly.

 S>mQ>mñWmnZghràH$ma{H$`mJ`mh¡VWmOm§M-narjmÛmamCgoghr{H$`mJ`mh¡Ÿ&  The data installation has been done properly and correctly by test
checking.
 AmaEb/Amanr/drnrEb/drnrnrBË`m{XHo$g§~§Y_|AmZodmbr{eH$m`V|H$åß`yQ>a_|g§gm{YV  That the inbound complaint enquiries in respect of RL / RP / VPL / VPP
H$sOmahrh¢VWmVXZwgmaOdm~{X`mOmahmh¡Ÿ& etc. are processed in the computer (query) and the reply is being given
accordingly.
 boZ-XoZH$m{dê$nU:S>mH$Kam|Ho$àMmbZH$snyarà{H$`mHo$g§~§Y_|"_oKXyV{_bo{Z`_'H$mo
g_o{H$Vn¡Ho$OHo$ê$n_|V¡`ma{H$`mJ`mh¡Ÿ&AV:boImH$m`m©b`m|,nrEbAmB©Am{XH$moghr  Cancellation of Transaction : ‘Meghdoot Millennium’ is designed as an
integrated package for the entire gamut of operations in post office. It
Am§H$‹S>>oCnbãYH$admZoHo${bEAm§H$‹S>m§o_|ñnï>Vmgw{ZpíMVH$aZmA{Zdm`©h¡Ÿ&AV:{gñQ>_
is therefore, essential to ensure data integrity in order to provide
àemgH$Ho$gmWagrXHo$_wÐUHo$~mX{H$grboZXoZH$moH¢$gbH$aZoH$sgw{dYmàXmZH$sJB©h¡Ÿ& correct data to Accounts Offices, PLI etc. The System Administrator,
`hAmdí`H$VmV~CËnÞhmogH$Vrh¡O~H$mC§Q>aŠbH©${~ZmZH$XrO_m{H$`oOëX~mOr_| therefore, is provided with a facility to cancel a transactions after the
agrX|_w{ÐVH$aVmh¡VWmCn^moº$mnyaram{eZhtXoVmŸ&O~^rH$moB©boZXoZaÔhmoVmh¡Vmo receipt is printed. This necessity may arise when the counter clerk prints
{gñQ>_àemgH$H$moagrXEH$ÌH$aZo,CgoH¢$gbH$aZoVWmnmoñQ>_mñQ>aHo$nmgaIrÌw{Q-nwñVH$ receipt in haste without collecting the cash and the customer does not
tender the full amount. Whenever a transaction is cancelled, the
_|CgonoñQ>H$aZmhmoVmh¡Ÿ&H$mC§Q>aàMmbH$Ûmam{XZH$sg_m{ánaXrOmZodmbr[anmoQ>©_|
System Administrator is required to collect the receipt, cancel it and
H¢$gbboZXoZm|H$mnyamã`moam{X`mOmVmh¡Ÿ&n`©dojH$Ho$nmgCº${XdghoVwH¢$gbboZXoZm|H$s paste it in the Error Book kept with the Postmaster. The day-end report
g_o{H$VgyMrg¥{OVH$aZoH$m^rn«mdYmZh¡Ÿ&nyao{XZH$s[anmoQ>m]Ho$gmWa{OñQ>a_|à{d{ï>`m| generated by the counter operator gives details of the transactions
H$sOm§MH$a|Ÿ& cancelled. There is also provision for the Supervisor to generate a
consolidated list of cancelled transactions for that day. Check the
 `h~hþV_hËdnyU©h¡{H$àË`oH$H$m`m©b`_|EH$Cn`wº$H$_©MmarOmogwJ_VmgoCnbãYhmo,H$mo entries in the register with the day-end reports.
{gñQ>_àemgH$Ho$ê$n_o§MwZmOmEŸ&nmoñQ>_mñQ>aEH$AÀN>m{dH$ënhmogH$Vmh¡Ÿ&bo{H$Z`h
 It is very important that a suitable official who is easily accessible is
gw[ZpíMV{H$`mOmZmMm{h`o{H${gñQ>_n«emgH$Ho$nmgdS>©H$sH$m`m©b`_|{H$grH$mo^r selected as System Administrator in each office. The Postmaster is an
OmZH$marZhmoŸ& ideal choice. But, it must be ensured that the System Administrator
password is not known to anybody else in the office.
 Ho${~ZoQ>_|gd©a:CZH$m`m©b`m|_|Ohm§gm°âQ>do`aH$moEbEEZnañWm{nV{H$`mhmodhm§gd©a
H$moVmbmewXmHo${~ZoQ>_|BgàH$magwa{jVH$aZmMm{hEVm{H$Aàm{YH¥$Vì`{º$H$sdhm§na  Server in Cabinet : The offices where the software is installed on a
LAN, the server should be kept at secure place in a cabinet locked so
nhw§MZhmogHo$Ÿ& that unauthorized persons can not have access.
 âbm°nrS´>mBdg©H$moAj_H$aZm:ZoQ>dH$m]_|dm`agàdoe~m{YVH$aZoHo${bEn`©dojH$Ûmam  Disabling Floppy Drives : To prevent virus entering the networks the
à`wº$J«mhH$m|Ho${gdm`AÝ`J«mhH$m|Ho$âbm°nrS´>mBdm|H$moAj_H$aXoZmMm{hEŸ&H$¥n`mOm§M floppy drives on the clients except the client used by the Supervisor
H$a|{H$Š`mEogm{H$`mJ`mh¡Ÿ& should be disabled. Check whether this has been done.
 Anti - virus : The machines where floppy drive has to be active for
 E§Q>rdm`ag:_erZ|{OZ_|àMmbZmË_H$H$maUm|goâbm°nrS´>mBdg{H«$`hmoZmh¡,H$moAÚVZ
operational reasons should be loaded with latest anti-virus package
E§Q>r-dm`agn¡Ho$Ogob¡ghmoZmMm{hEVWmAm°Q>moàmoQ>oŠQ>^rg{H«$`hmoZmMm{hEŸ&H¥$n`mOm§M and auto-protect should also be enabled. Check whether this has been
H$a|{H$Š`m`h{H$`mJ`mh¡Ÿ& done.

33 33
g§M`nmoñQ>-H$¥n`mgw{ZpíMVH$a|{H$- SANCHAYA POST - ENSURE THAT -

♦ `{Xb¡OaaIaImdH$mo~ÝX{H$`mOmVmh¡VmoXoI§o{H$n`m©ágwajmCnm`{H$`oOmE§O¡gm ♦ If the ledgers maintenance is discontinued see that adequate security

{ZXoemb`Zo{ZYm©[aV{H$`mh¡Ÿ& measures have been taken as prescribed by the Directorate.

[aH$m°S>©H$maIaImd-H¥$n`mgw{ZpíMVH$a|{H$- MAINTENANCE OF RECORDS - ENSURE THAT -

 H$åß`yQ>am|,qàQ>am|,`ynrEgH$s{hñQ´>rerQ>H$mo{ZYm©[aV\$m°_}Q>_|AÚVZaImOmEŸ&`{XZhth¡  The History Sheet of computers, printers, UPS maintained in the

prescribed format and kept up-to-date. If not, get updated. Format given
VmoCgoVËH$mbAÚVZ{H$`mOmVmh¡Ÿ&\$m°_}Q>AZw~§Y_|h¡Ÿ&
in the annexure.
 ñQ>m°H$~wH$aIrOmEVWmg^rH$åß`yQ>a,g§~§{YVgm_J«r,qàQ>a,`ynrEgAm{XH$sñQ>m°H$~wH$_|
 Stock Book is maintained and all the computers, peripherals, printers,
à{d{ï>H$sOmVrh¡Ÿ&
UPS etc. are entered in the stock book.

 H$åß`yQ>am|,{n«§Q>am|,`ynrEgAm{XH$sAÚVZgyMrCnbãYh¡Ÿ&
 Up-to-date list of computers, printers, UPS etc. are available.

 {dH«o$VmÛmam_erZg§»`mHo$gmWAmny{V©àMmbZmË_H${gñQ>_H$sgyMrVWmCgH$mbmBg|g
 List of operating system supplied by the vendor with machine number
ã`moamCnbãYh¡Ÿ&
and the license details thereof.

 nona,[¨à§Q>a{a~Z,âbm°nr,ñQ>rH$aO¡grCn^moº$mdñVwAm|H$sñQ>m°H$pñW{Vn`m©áh¡VWmCgH$m
 The stock position of consumables like papers, printer ribbons, floppy,
ghràH$mago[aH$m°S>©aImOmVmh¡Ÿ& stickers is adequate and proper record is kept for the same.

H$åß`yQ>am|VWmghm`H$gm_J«rH$maIaImd-H¥$n`mgw{ZpíMVH$a|{H$- MAINTENANCE OF COMPUTERS & ACCESSORIES - ENSURE THAT -

• g^r{gñQ>_MmbypñW{V_|h¡§& • All the systems are in working condition.

• g^r{gñQ>_EE_gr/dma§Q>r,O¡gr^rpñW{Vhmo,Ho$VhVAmVoh¡§Ÿ& • All the systems are covered under AMC/warranty as the case may be.

• EE_grHo$H$_©MmarJU_aå_VAm{XHo${bEg_`-g_`naAmVoh§¡Ÿ& • AMC personnel attends periodically for maintenance.

34 34
• `{XH$moB©{gñQ>_Iam~hmoJ`mhmoVmoCgoMmbypñW{V_|bmZoHo${bEg_w{MVH$ma©dmB©hmoVrh¡Ÿ& • In case any system is out of order take appropriate action to set it to
working condition.
• J¡a-_aå_V`mo½`dñVwAm|H$sgyMr~ZmH$aVWmCZH$m{ZnQ>mZH$aZoHo${bEC{MVH$ma©dmB©H$s
OmVrh¡Ÿ& • Make a list of items unserviceable and take action to dispose off the
same.
• AÚVZdm`ag-amoYH$bJm`mJ`mh¡VWmdm`aggogwajmgw{ZpíMVH$sJB©h¡Ÿ&
• The latest anti-virus has been loaded and protection of data against
• âbm°nr/grS>r_|(E_EgS>rAmoEg,qdS>mo-95,qdS>mo-98,{dZEZQ>r4.0,qdS>mo2000/ virus is ensured.
2003,EgŠ`yEb2000)àMmbZ{gñQ>_m|H$s_mñQ>aH$m{n`m§CnbãYh¡§Ÿ&
• Master copies of operating systems (MS DOS, Windows - 95,
Windows - 98, Win NT 4.0, Windows 2000 / 2003, SQL 2000) in floppy
• àË`oH$H$åß`yQ>ana,à{Vgámh,ñH¡$Z{S>ñH$/{S>\«¡$J{Zînm{XVH$sOmVrh¡VWmbm°J~wH$_|Cgo
/ CD are available.
A§{H$V{H$`mOmVmh¡Ÿ&
• Scan disk, defrag is performed weekly on each computer and the same
• _mh_|EH$~madm`agñH¡$Z{H$`mOmVmh¡VWmH$åß`yQ>aH$sbm°J~wH$_|{ZîH$f©{bIoOmVoh¢Ÿ&
is recorded in the logbook.
Am°Q>moàmoQ>oŠQ>H$moh_oemg{H«$`aImOmVmh¡Ÿ&
• Virus scan can be performed once in a month and the findings recorded
gm_mÝ`: on the logbook of the computer. Auto-protect should always be enabled.

GENERAL :
1. H$åß`yQ>aAZwHy$bn[adoe-gw{ZpíMVH$a|{H$-
1. Computer friendly environment - Ensure that -
• CnS>mH$Ka_|H$m`©dmVmdaUH$åß`yQ>am|Ho$AZwHy$bhmoŸ&
• The working atmosphere in SO is congenial for computers.
• Yyba{hVdmVmdaUhmoŸ&
• Dust free environment is provided.
• g^rH$m`©-ñWbm|na{demofVm¡anaV¡`maH$mC§Q>a,H$åß`yQ>aQ>o~b,Hw${g©`m§CnbãYH$amE§&
• Specially designed counters, computer tables, chairs are provided to
all work places.
2. nmgdS>©aIaImd-gw{ZpíMVH$a|{H$-
2. Password Maintenance - Ensure that -
• àË`oH$H$_©Mmar/n`©dojH$H$mog_w{MVà`moº$mH$moS>{X`mJ`mhmoŸ&
• Each official/Supervisor has been assigned appropriate user code.

• Am§d{Q>Và`moº$mH$moS>nhMmZ`mo½`h¡Ÿ& • User code allotted is identifiable.

• Amonr1,Amonr2`mnrE1,nrE2O¡goà`moº$mH$moS>à`wº$Zhthmoahohm|Ÿ& • The user code like OP 1, OP 2, or PA 1, PA 2 are not being used.

• H$_©MmarnmgdS>©H$s_hÎmmgonyarVahAdJVhmoAm¡adhBgoAŠga~XbVmhmoŸ& • The official is fully aware of the importance of password and changes it
frequently.
• n`©dojH$/nmoñQ>_mñQ>aÛmamà`moº$mH$moS>hoVwEH$a{OñQ>aaImOmEO¡gmn[a{eï>_|Xem©`m
• A register for ‘User Code’ is maintained by Supervisor / Postmaster as
J`mh¡Ÿ& shown in the annexure.

35 35
3. gm°âQ>do`aH$mAÚVZê$n-gw{ZpíMVH$a|{H$- 3. Latest Version of Software - Ensure that -

• Latest version of software is being used at the office.


• S>mH$Ka_|AÚVZgm°âQ>do`aà`wº$hmoahmhmoŸ&

• `{XBgH$mnwamZmàmê$nCnbãYhmo,VmoBgoZEàmê$ngo~XbdmZoHo${bEH$ma©dmB©H$a|Ÿ& • If the older version is available take action to replace with newer version.

• `{XAàm{YH¥$Vgm°âQ>do`aH$mà`moJ{H$`mOmahmhmoVmoBgoàm{YH¥$Vê$ngo~XbZoHo${bE • If unauthorized software is being used take action to replace it with the
authorized one.
H$ma©dmB©H$a|Ÿ&
• Check-with System Administrator that all the versions of the software
• {gñQ>_àemgH$goOm§MH$a|{H$gm°â`do`aHo$g^ràmê$ngwa{jVaIoOmE§Vm{H$doAàm{YH¥$V are kept securely to ensure that they do not fall into the hands of
unauthorized persons.
bmoJm|Ho$hmW_|Zn‹S>|Ÿ&
4. Log Book of Computers - Ensure that -
4. H$åß`yQ>aH$sbm°J~wH$-gw{ZpíMVH$a|{H$-
• The logbook is maintained in the format furnished in the annexure.

• n[a{eï>_|{X`oJEàmê$n_|bm°J~wH$aIrOmEŸ&
• If the system is out of order the remarks are noted in the logbook.

• `{X{gñQ>_Iam~h¡Vmobm°J~wH$_|{Q>ßn{U`m§H$sOmE§Ÿ&
• Maintenance by AMC/Repairer - details recorded in the logbook.

• EE_gr/_aå_VH$Vm©ÛmamaIaImd-bm°J~wH$_|ã`moam[aH$m°S>©{H$`mOmEŸ&
• Daily work done on the particular computer is recorded in the logbook.

• {H$grH$åß`yQ>a{deofna{H$`mJ`mX¡{ZH$H$m`©bm°J~wH$_|[aH$m°S>©{H$`mOmEŸ&
• Name and phone number of the service engineer is prominently
displayed.
• g{d©gB§Or{Z`aH$mZm_Am¡a\$moZZå~aghrOJhnaXem©`mOmVmh¡Ÿ&
5. Submission of Monthly Statement - Ensure that -
5. _m{gH${ddaUàñVwVH$aZm-gw{ZpíMVH$a|{H$-
• Monthly statement on computers is being submitted by the office
• H$åß`yQ>am|na_m{gH${ddaUH$m`m©b`m|Ûmamg_`naàñVwV{H$`mOmahmh¡Ÿ& promptly.

• _m{gH${ddaUH$sA§Vd©ñVw{ddaU_|{XEn[aH$pënV{dñVmaH$sghrVñdraàñVwVH$aVrh¡Ÿ& • The contents of monthly statement gives the exact picture as


envisaged in the statement.
6. à{ejU-gw{ZpíMVH$a|{H$-
6. Training - Ensure that -

• g§M`nmoñQ>,EgE_Amo,ñnrS>ZoQ>Am¡a_oKXyVHo$g^r_mS>çyëgnan`m©áH$_©Mm[a`m|H$mo • Adequate number of officials have been trained on Sanchaya Post,


à{ejU{X`mJ`mh¡Ÿ&`{XZht{X`mJ`mh¡,Vmo{d{^ÞgmâQ>do`a_|à{ejU{XEOmZodmbo 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
H$_©Mm[a`m|H$sgyMr~ZmE§Am¡aBgoMmbydf©H$sH$m`©-`moOZm_|em{_bH$a|Ÿ& current year’s action plan.

36 36
• {gñQ>_àemgH$Ho$ê$n_|{d[YdVà{e{jVn`m©áH$_©MmarS>mH$Ka_|h¡§Ÿ&g§M`nmoñQ>,_oKXyV • Adequate number of officials duly trained as System Administrator are
available in the office. Identify staff to be trained as System Administrator
KQ>H$,ñnrS>ZoQ>Am¡aEgE_AmoHo${bE{gñQ>_àemgH$Ho$ê$n_|ñQ>m\$H$snhMmZH$a|Ÿ&
for Sanchaya Post, Meghdoot Components, Speed Net and SMO.
• H$åß`yQ>aHo$à{VOmJê$H$VmCËnÞH$aZoHo${bEH$_©Mm{a`m|H$snhMmZH$a|VWmH$åß`yQ>aVWm
• Identify officials to conduct local training classes to spread computer
AZwHy$bn[adoeV¡`maH$ao§Ÿ& awareness and thereby to create computer friendly environment.

• hmS>©do`aVWmgmâQ>do`a_|{XEàmdYmZm|H$mgdm}Îm_Cn`moJH$aZoHo${bEH$_©Mm[a`m|H$mo • The officials have adequate knowledge of computer and software to


H$åß`yQ>aVWmgmâQ>do`aH$mn`m©ákmZhmoŸ& make best utilization of provision made in hardware and software.

7. ~¡H$An-gw{ZpíMVH$a|{H$- 7. Backup - Ensure that -

• Backup is taken according to the schedule.


• gmaUrHo$AZwgma~¡H$An{b`mOmVmh¡Ÿ&
• In case of Sanchaya Post 6 tapes for daily backup, 5 tapes for weekly
• g§M`nmoñQ>Ho$_m_bo_|X¡{ZH$~¡H$AnHo$6Q>on,gmám{hH$~¡H$AnHo$5Q>on,nIdm‹S>>m~¡H$AnHo$ backup, 2 tapes for fortnightly backup, 2 for monthly backup to be used.
2Q>onAm¡a_m{gH$~¡H$AnHo$2Q>onà`moJhm|Ÿ&
• There is provision in case of data loss for any reason the same can be
retrieved by restoring the backup.
• {H$grH$maUgoS>mQ>mImoOmZonan«mdYmZh¡{H$Cgo~¡H$AnH$monwZ:MmbyH$aHo$n«má{H$`mOm
gH$Vmh¡Ÿ& • Backup data in floppies, tapes are preserved securely.

• ~¡H$AnS>mQ>mH$moâbmnr,Q>onAm{X_|gwa{jVaImOmVmh¡Ÿ& • A register of backup for data preservation is maintained and kept in the
custody of supervisor (proforma in the annexure)
• S>mQ>mn[aajUHo${bE~¡H$Ana{OñQ>aaImOmVmh¡Am¡a`hn`©dojH$H$s{h\$mOV_|hmoVmh¡
(àmo\$m_m©AZw~§Y_|{X`mJ`mh¡) 8. Modification to Software -

• Discuss with the staff to encourage them to come up with the problems
8. gmâQ>do`a_|AmemoYZ- they are facing and any suggestion for modification in the software
which is felt user friendly. List up the suggestions and take up the
• ñQ>m\$H$moàmoËgm{hVH$aZoHo${bECZHo$Ûmamgm_ZmH$sOmZodmbrg_ñ`mAm|naMMm©H$a|Am¡a
matter with the software vendor or Postal Training Centre, Mysore as
gmâQ>do`a_|à`moº$mAZwHy$bAmemoYZm|na{dMmaH$a|Ÿ&gwPmdm|H$sgyMr~ZmE§Am¡aBÝh|gmâ`do`a
the case may be.
{dH«o$VmAWdmS>mH$à{ejUHo$ÝÐ,_¡gya,O¡gm^r_m_bmhmo,VH$nhw§MmE§Ÿ&
• Examine the field where computerization is not effected to see that the
• CZjoÌm|H$sn‹S>>VmbH$a|Ohm§H$åß`yQ>rH$aUbmJyZhth¡Am¡aXoI|{H$CÝh|H¡$goH$åß`yQ>arH¥$V same can be computerized.
{H$`mOmEŸ&

37 37
9. nwZV¡ZmVr- 9. Redeployment :

• Study the impact of computerization in the SO and excess staff hours


• CnS>mH$Ka_|H$åß`yQ>arH$aUHo$à^mdAm¡aA{O©VA{V[aº$ñQ>m\$K§Q>m|H$mAÜ``ZH$a|Ÿ&Bg
achieved. Examine as to how best the excess staff hours can be
~mVH$sOm§MH$a|{H$ì`dgm`{dH$mgO¡gojoÌm|_|BZA{V[aº$ñQ>m\$K§Q>m|H$m~ohVaCn`moJ utilized in areas like Business Development etc.
{H$gn«H$ma{H$`mOmgH$Vmh¡Ÿ&
• On total computerization of office, see that a fresh Memo of Distribu-
tion of Work has been adopted for optimum use of manpower.
• S>mH$KaHo$g_J«H$åß`yQ>arH$aUhmoZonaXoI|{H$_mZde{º$H$mBï>V_à`moJH$aZoHo${bEH$m`©
Ho$nwZ…{dVaUH$mkmnZAnZm`mOmEŸ& 10. Upgradation / Condemnation :
10. CÞ`Z/{ZamH$aU - • Discuss with the System Administrator regarding upgradation of
computers required, if any. Sum up the advantages and come up with
• {gñQ>_àemgH$Ho$gmWH$åß`yQ>am|Ho$Ano{jVCÞ`ZnaMMm©H$a|Ÿ&BgHo$bm^m|na^r{dMma
proposal for upgradation.
H$a|VWmCÞ`ZHo${bEàñVmdV¡`maH$a|Ÿ&
• List out the unserviceable items. Take action to condemn these
• ~oH$m__Xm|H$sgyMrV¡`maH$a|Ÿ&AnZojoÌr`H$m`m©b`Ho$gmWnam_e©H$aHo$BZ_Xm|H$m{ZnQ>mZ articles in consultation with your Regional Office.

H$aZoHo$g§~§Y_|H$ma©dmB©H$a|Ÿ&
11. Meet the staff working on Computers and discuss :
11. H$åß`yQ>am|naH$m_H$aZodmboñQ>m\$go{_b|Am¡aMMm©H$a|-
• The problems faced in computerization.

• H$åß`yQ>arH$aUHo$_mJ©_|AmZodmbrg_ñ`mAm|Ho$g§~§Y_|Ÿ& • Any suggestion they feel advantageous.

• `{XdoHw$N>bm^àXg_PVoh¢VmoCg~mao_|gwPmdŸ& • Explore the possibilities of further improving the performance on


computers.
• H$åß`yQ>am|naH$m`©-{ZînmXZ_|Am¡agwYmaH$sg§^mdZmAm|H$moTy>§T>ZmŸ&
12. Optimum use of Computers :
12. H$åß`yQ>am|H$mBï>V_à`moJ-
• Are all the computers optimally used ? Is there any tendency to attach
• Š`mg^rH$åß`yQ>am|H$mBï>V_à`moJhmoVmh¡?Š`mH$åß`yQ>am|H$monyarVahgo{H$gremIm`m the computers to a branch or official for the exclusive use of that branch
H$_©MmarÛmamà`moJH$aZoHo${bE{H$gremIm`mH$_©Mmargogå~ÕH$aZoH$sàd¥{Îmh¡? or official.

• H$åß`yQ>am|H$mBï>V_à`moJH$aZoHo${bEŠ`mZmoS²>gH$moEH$bmoHo$eZ_|ñWm{nV{H$`mOmgH$Vm • In order to put the computers to optimum use, can nodes be placed in
one location, to facilitate use of the same node by different officials at
h¡Vm{H${d{^ÞH$_©Mm[a`m|ÛmamCgrZmoS>H$mAbJ-AbJg_`_|n«`moJ{H$`mOmgHo$Ÿ&
different hours ?

• Š`mH$åß`yQ>am|VWmñQ>m\$H$mBï>V_à`moJH$aZoHo${bEñQ>m\$H$sCnpñW{VHo$g_`_|{H$gr • Does the hours of attendance of the staff require any rescheduling with
~XbmdH$sAnojmh¡? a view to optimally use the computers and the staff ?

38 38
13. n¡Ho$Om|H$sCn`mo{JVmAm|H$mnyU©à`moJ- 13. Full use of utilities of the packages :

• By reference to the checklist of utilities offered by different packages.


• {d{^Þn¡Ho$Om|_oCnbãYCn`mo{JVmAm|H$sOm±MgyMrHo$g§X^©_|gË`m{nVH$a|{H$Š`mS>mH$Ka Verify if all the utilities are made use of in the office.
_|g^rCn`mo{JVmAm|H$mà`moJ{H$`mOmVmh¡Ÿ&
85. QUESTIONNAIRE FOR INSPECTION OF
PROGRESS OF OFFICIAL LANGUAGE
85. amO^mfm{hÝXrH$sàJ{Vg§~§Yr{ZarjUHo${bEàíZmdbr
1. Whether orders are issued in Hindi or English in
1. Š`mAmXoenwpñVH$m_|AmXoe{hÝXrAWdmA§J«oOr_|Omar order book ?
{H$EOmVoh¢? 2. Whether all lettlers received in Hindi are being
replied to in Hindi. If not, the reasons therefoe ?
2. Š`m{hÝXr_|àmánÌm|H$mCÎma{hÝXr_|{X`mOmahmh¡?
3. Whether Targets for originating *A Region B Region C Region
`{XZht,VmoBgHo$Š`mH$maUh¢?
correspondence in Hindi have been
3. Š`m{hÝXr_|_ybê$ngonÌmMmaH$aZoHo$ *H$joÌ IjoÌ JjoÌ achieved. If not, the reasons therefore ?
{ZYm©[aVbú`H$moàmáH$a{b`mJ`mh¡? *A Region : Himachal Pradesh, Haryana, Uttar Pradesh, Madhya Pradesh,
Bihar, Rajasthan, Uttaranchal, Chhatisgarh, Jharkhand, Delhi and Andman
`{XZht,VmoBgHo$Š`mH$maUh¢?
Nicobar Island.
*H$joÌ: {h_mMbàXoe,h[a`mUm,CÎmaàXoe,_Ü`àXoe,{~hma,amOñWmZ,N>ÎmrgJ‹T>,
B Region : Maharashtra Gujarat, Punjab and Chandigarh.
CÎmam§Mb,PmaI§S>,{XëbrAm¡aA§S>_mZ{ZH$mo~maÛrng_yhŸ& C Region : All other states and UTs except those stated in A & B above.
IjoÌ:_hmamîQ´>,JwOamV,n§Om~Am¡aM§S>rJ‹T>Ÿ& 4. The total number of officers / employees Officers Employees
JjoÌ:Cn`w©º$H$Am¡aIjoÌ_|d{U©VamÁ`m|dg§Kem{gVn«Xoem|H$moN>mo‹S>H$aŸ& who do not possess the working
knowledge of Hindi.
4. Hw$b{H$VZoA{YH$m[a`m|/H$_©Mm{a`m|H$mo{hÝXr A{YH$mar H$_©Mmar
Those who have studied Hindi as a subject (upto
H$m** H$m`©gmYH$kmZZhth¡? Matric or Tenth Standard or those who have furnished
**{OÝhm|Zo_¡{Q´>H$`mXgdtVH$EH${df`Ho$ê$n_|{hÝXr declaration saying they possess working knowledge
of Hindi.
n‹T>rhmo`m{OgZoKmofUmH$aXrhmo{H$CÝh|{hÝXrH$m
5. (a) Whether all Name plates / Notice Boards
H$m`©gmYH$kmZàmáh¡Ÿ& etc. are bilingual ?
5. (H$) Š`mg^r~moS>©/Zm_nÅ>Am{X{Û^mfrê$n_|h¢? (b) Whether all the Name plates and
(I) Š`mH$m`m©b`_|à`wº$hmoZodmbog^rZm_nÅ>Am¡a Rubber stamps used are in
accordance with the rules /
a~‹S>_moha|_m¡OyXmAmXoem|Ho$AZwê$nh¢?
(In rubber stamps letters in Hindi should have a
(a~‹S>H$s_moham|_|{hÝXrHo$AjaA§J«oOrHo$Ajam|go2 point size greater than 2 as compared to the
ßdmB§Q>~‹S>ohmoZoMm{hE)Ÿ& English letters).

39 39
6. Š`mamO^mfm{d^mJÛmam{ZYm©{aVàmoËgmhZ`moOZmE§H$m`m©pÝdVH$sOmahrh¢?`{Xhm§,VmoCZ 6. Whether incentive schemes laid down by Deptt. of O.L. are being

A{YH$m[a`m|/H$_©Mm[a`m|H$sg§»`m~ZmE§{OÝhm|ZoJVdf©Ho$Xm¡amZBZàmoËgmhZ`moOZmAm|H$m implemented ? If yes, indicate the number of officers / officials who


benefited from these incentive schemes during the last year.
bm^CR>m`m?
7. H$m`m©b`_|{H$VZo\$m_©Cn`moJ_|bm`oOmahoh¢?Š`mdo{Û^mfrh¢? 7. How many forms are being used in the office ? Are they bilingual ?

8. {hÝXr_|H$m`m©b`Ûmam{H$EJE{deofH$m`©~VmE§: 8. Any special work done in the office regarding Hindi:

86. Š`mS>mH$KaHo$joÌ_|AmZodmbrgm_mÝ`OZVmH$moS>mH$KagoH$moB©naoemZrh¡? 86. Have the public of the place any difficulties with the Post Office ?

S>mH$n[a`mVHo$g§~§Y_|AmnH$m_yë`m§H$ZŠ`mh¡Am¡aBgg§~§Y_|Š`mì`dñWmH$sOm What is your assessment of growth of Postal Traffic and what

gH$Vrh¡? arrangements are needed in this connection ?

87. Record your assessment of the office and spell out :-


87. S>mH$KaH$mAnZm_yë`m§H$ZX|Am¡a~VmE±{H$:-
(a) points for action branchwise, by the SPM and the other staff of the
(H$) g~nmoñQ>_mñQ>aÛmamemImdmaAm¡aS>mH$KaHo$AÝ`H$_©Mm[a`m|Ho$g§~§Y_|H$ma©dmB©Ho$
Post Office.
{df`&
(b) points for action by you, Divisional Superintendent and
(I) AmnHo$Am¡a{S>drOZbAYrjH$ÛmamH$sOmZodmbrH$ma©dmB©Ho${df`VWm
(c) if any action to be taken by Regional or other divisions. Please
(J) Š`mjoÌr``mAÝ`{S>drOZm|ÛmamH$moB©H$ma©dmB©H$sOmZrh¡Ÿ&H¥$n`mg§~§{YVA{YH$m[a`m| take up with the concerned authorities demi-officially any matters
VH$AY©-gaH$marVm¡ana_hËdnyU©{df`m|H$moboOmE§Am¡aCZHo${ZnQ>maonaZOaaI|Ÿ& of importance and keep a watch on their settlement.

40 40
n[a{eï> Appendix
àíZg§.5_|Cpëb{IVa{OñQ>am|Am¡anwñVH$m|H$sOm§M-gyMr Check list of Registers and Books referred at Question No. 5

H«$.g§. {d^mJ a{OñQ>aAWdmnwñVH$H$mZm_ {Q>ßnUr Sl. No. Department Name of the Register or Book Remarks
1.àmß`S>mH$Ed§_mJ©gyMr Q>rEgAmoH$moN>mo‹S>H$ag^rCnS>mH$Ka 1. Due Mail & Routeing List All SOs except TSOs
2.àmáH$Vm©Am|Ho$AZwXoem|H$snwñVH$ -dhr- 2. Book of Addressees Instructions - do -
3.AXÎmS>mH$ewëH$Ho${bEbJmEJEQ>¡ŠgH$mkmnZ g^rM`ZJ«oS>CnS>mH$Ka 3. Memo of unpaid postage taxed All Sel. Gr. SOs
1. {dVaU 4.~rQ>AZwXoea{OñQ>a -dhr- 1. Delivery 4. Beat instruction Register - do -
5.nÌS>mH$ewëH$boIm -dhr- 5. Letter Postage Account - do -
6.b¡Q>a~m°Šg{ddaU -dhr- 6. Letter Box Statement - do -
7.\¢«$qH$J_erZm|(E_Eg-10)Ho$bmBg|g- -dhr- 7. Account with the licensees of - do -
YmaH$m|H$mboIm Franking Machines (MS-10)
2. O_m 8.O_mImVm -dhr- 2. Deposit 8. Deposit Account - do -
9.n§OrH¥$VOZ©b g^rCnS>mH$Ka 9. Registered Journal All SOs
10.dr.nr.OZ©b -dhr- 10. V.P. Journal - do -
11.n§OrH¥$Vgma -dhr- 11. Registered Abstract - do -
3. n§OrH$aU 12.drnr_Xm|H$ma{OñQ>a -dhr- 3. Registration 12. Register of VP Articles - do -
13.{dVaUn{M©`m§ -dhr- 13. Delivery Slips - do -
14.gm§p»`H$sa{OñQ>a -dhr- 14. Statistical Register - do -
15.àmáH$Vm©H$sagrX| -dhr- 15. Addressee’s Receipts - do -
16.nmg©bOZ©b -dhr- 16. Parcel Journal - do -
17.drnrOZ©b -dhr- 17. VP Journal - do -
18.nmg©bgmaEd§nmg©bgy{M`m§ -dhr- 18. Parcel Abstract & Parcel Lists - do -
4. nmg©b 19.àmádrnr_Xm|H$ma{OñQ>a -dhr- 4. Parcel 19. Registers of VP Articles Received - do -
20.{dVaUn{M©`m§ -dhr- 20. Delivery Slips - do -
21.gm§p»`H$sa{OñQ>a -dhr- 21. Statistical Register - do -
22.àmáH$Vm©H$sagrX| -dhr- 22. Addressee’s Receipts - do -
23.^maVr`nmoñQ>bAmS>©am|oH$sñQ>m°H$~wH$ -dhr- 23. Stock Book of Indian Postal Orders - do -
^maVr`nmoñQ>b 24. ~oMoJEAm¡aAXm{H$`oJ`o^maVr`nmoñQ>b -dhr- 24. Journals of Indian Postal Orders - do -
5. AmS>©a AmS>©am|H$mOZ©b 5. Indian Postal sold and paid
25. AXm{H$`oJ`o{~«{Q>enmoñQ>bAmS>©am|VWm -dhr- Orders 25. Journal of British Postal Orders - do -
AmB[aenmoñQ>bAmS>©am|H$mOZ©b and Irish Postal Orders paid
26._ZrAmS>©aagrXm|H$snwñVH$ -dhr- 26. Book of Money Order Receipts - do -
27.àmá_ZrAmS>©am|H$ma{OñQ>a (Q>mCZS>mH$KaH$moN>mo‹S>H$a) 27. Register of MOs Received (Except Town PO)
28.àmáVma_ZrAmS>©am|H$ma{OñQ>a -dhr- 28. Register of TMO Received - do -
6. _ZrAmS>©a 29.Vma_ZrAmS>©agyMZmnwñVH$ g^rCnS>mH$Ka 6. Money Order 29. TMO Advice Book All SOs
30.Omar{H$`oJ`oVWm^wJVm`oJE_ZrAmS>©am| -dhr- 30. Jounal of MOs Issued & Paid - do -
H$mOZ©bVWmgma and Abstracts

41 41
7. amï´>r`~MVnÌ 31.amîQ´>r`~MVnÌm|H$mñQ>m°H$a{OñQ>a -dhr- 7. NSC 31. Stock Register of NSCs All SOs
32.hñVmjaHo$Z_yZm|H$snwñVH$ -dhr- 32. Specimen Signature Book - do -
33.Eg~ràma§{^H$àm{á`m§ -dhr- 33. SB Preliminary Receipts - do -
34.~MV~¡§H$OZ©bb¡Oa -dhr- 34. Savings bank Journal Ledger - do -
35.AmdVuO_mOZ©b(g^r_yë`dJ©) -dhr- 35. R.D. Journal (All Denomins.) - do -
8. ~MV~¢H$ 36.gmd{YO_mOZ©b(g^r_yë`dJ©) -dhr- 8. Savings 36. T.D. Journal (All Denomins.) - do -
37.bm¢J~wŠg -dhr- Bank 37. Long Books - do -
38.b¡Og© -dhr- 38. Ledgers - do -
39.nhMmZn{M©`m|H$snwñVH$ -dhr- 39. Book of Identity Slips - do -
40.g§M`rgmd{YO_mOZ©b(g^r_yë`dJ©) -dhr- 40. C.T.D. Journal (All Denomins.) - do -
41.CnS>mH$KaX¡{ZH$boIm -dhr- 41. Sub Office Daily Account - do -
9. boIm 42.CnS>mH$Kan{M©`m§ -dhr- 9. Accounts 42. SO Slips - do -
43.S>mH$-{Q>H$Q>eofa{OñQ>a(EgrOr-85) -dhr- 43. Stamp Balance Register (ACG-85) - do -
44.emImS>mH$Kan{M©`m§ Q>mCZCnS>mH$KaH$moN>mo‹S>H$a 44. BO Slips Except Town SOs
10. CnboIm 45.emImS>mH$Kagma -dhr- 10. Sub 45. BO Summary - do -
46.emImS>mH$Kaàm{áBÝS>oŠga{OñQ>a -dhr- Accounts 46. BO Receipt Index Register - do -
47.IOm§MrH$sH¡$e~wH$ -dhr- 47. Treasurer’s Cash Book - do -
48.hm{Oara{OñQ>a g^rCnS>mH$Ka 48. Attendance Register All SOs
49.g^remImAm|H$mgm§p»`H$sa{OñQ>a -dhr- 49. Statistical Register of all Branches - do -
50.ñQ>m°H$H$s_Xm|H$mñQ>m°H$a{OñQ>a -dhr- 50. Stock Register of Articles of Stock - do -
51.Nw>Q>-nwQ>_Xm|H$mñQ>m°H$a{OñQ>a -dhr- 51. Stock Register of Petty Articles - do -
52.\$m_m]H$mñQ>m°H$a{OñQ>a -dhr- 52. Stock Register of Forms - do -
53.XÊS>a{OñQ>a M`ZJ«oS>CnS>mH$Ka 53. Punishment Register Sel. Gr. SOs
54. {H$Q>B§ñnoŠeZ -dhr- 54. Kit Inspection - do -
55. Zm_m§H$Za{OñQ>a -dhr- 55. Register of Nominations - do -
11. gm_mÝ` 56.nmoñQ>_¡ZH$snwñVH$ g^rCnS>mH$Ka 11. General 56. Postmen’s Book All SOs
57.AmXoenwñVH$ -dhr- 57. Order Book - do -
58.^yb-MyH$nwñVH$ -dhr- 58. Error Book - do -
59.hmWm|-hmWagrXnwñVH$ -dhr- 59. Hand to Hand Receipt Book - do -
60. {eH$m`VnwñVH$ -dhr- 60. Complaints Book - do -
61. gyMZmnwñVH$ -dhr- 61. Book of Information - do -
62.g_`mon[a^Îmma{OñQ>a M`ZJ«oS>CnS>mH$Ka 62. Overtime Allowance Register Sel. Gr. SOs
63.JmonZr`[aH$mS>© -dhr- 63. Confidential Records - do -
64.H$m`©K§Q>m|H$mZmo{Q>g g^rCnS>mH$Ka 64. Notice of Hours of Business All SOs

42 42
AZw~§Y ANNEXURE
H§$ß`yQ>aH$m[aH$mS>© HISTORY SHEET OF COMPUTER
(REFERRED AT QUESTION NO. 84 UNDER SUB HEADING - MAINTENANCE OF RECORDS
àíZg§»`m84Ho$ê$n_|g§X^©hrVCnerf©[aH$mS>m]H$maIaImdHo$A§VJ©V
S>mH$KaH$mZm_ NAME OF THE OFFICE
H§$ß`yQ>aH$màH$maEd§_m°S>b MAKE & MODEL OF COMPUTER
H§$ß`yQ>aH$sbmJV COST OF COMPUTER
ny{V©H$sVmarI DATE OF SUPPLY
g§ñWmnZH$sVmarI DATE OF INSTALLATION
PERIOD OF WARRANTY
dma§Q>rH$sVmarI
AMC, if any
EE_gr,`{XH$moB©h¡
CPU
grnr`y
SERIAL NUMBER
H«$_g§.
PROCESSOR
n«mogoga
HARD DISK CAPACITY
hmS>©{S>ñH$j_Vm
RAM
AmaEE_
FLOPPY DISK DRIVE
ßbmnr{S>ñH$S´>mBd
PORTS
n
mo
Q>
©
DESKTOP OR MINI TOWER
S>oñH$Q>m°nAWdm{_ZrQ>m°da
OPERATING SYSTEM (WIN 98 /
àMmbZ {gñQ>_ ({dZ 98/{dZ 2000/
WIN 2000 / WIN 2003, ETC.)
{dZ2003,Am{X)
DATABASE (SQL 7.0 / 2000)
S>mQ>m~og(EgŠ`yEb7.0/2000)
ANTI-VIRUS
E§Q>r-dm`ag
OTHER INFORMATION, IF ANY
AÝ`gyMZm,`{XH$moB©h¡
MONITOR
_mZrQ>a
SERIAL NUMBER
H«$_g§»`m
MAKE & MODEL
_oH$Ed§_m°S>b
MONOCHROME OR COLOUR
_moZmoH«$mo_AWdma§J KEYBOARD
H$s~moS>© SERIAL NUMBER
H«$_g§»`m MAKE & MODEL
_oH$Ed§_m°S>b
_aå_VEd§à{VñWmnZ,`{XH$moB©h¡: REPAIRS AND REPLACEMENT IF ANY :

H§$ß`yQ>am|H$mñWmZn[adV©Z(S>mBdO©Z),`{XH$moB©h¡: DIVERSION OF COMPUTER IF ANY :


{OgS>mH$Kago {OgS>mH$Ka_| ñWmZn[adV©Z ñWmZn[adV©Z Office from Office to Date of Reasons
ñWmZm§V[aV{H$`mOmZmh¡ ñWmZm§V[aV{H$`mOmZmh¡ H$sVmarI Ho$H$maU which diverted which diverted diversion for diversion

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qàQ>a/ñH¡$Za/_moS>o_/`ynrEgAm{XH$m[aH$mS>© HISTORY SHEET OF PRINTER / SCANNER / MODEM / UPS, ETC.
S>mH$KaH$mZm_ NAME OF THE OFFICE
_oH$Ed§_m°S>b MAKE & MODEL
H«$_g§»`m SERIAL NUMBER
bmJV COST
ny{V©H$sVmarI DATE OF SUPPLY
g§ñVmnZH$sVmarI DATE OF INSTALLATION
dma§Q>rH$sVmarI PERIOD OF WARRANTY
EE_gr,`{XH$moBh¡ AMC, if any

{d{ZX}eZ(CXmhaU) SPECIFICATION (example)


PASS BOOK
qàQ>a ñH¡$Za _moS>o_ nmg~wH$qàQ>a `ynrEg PRINTER SCANNER MODEM UPS
PRINTER
S>mQ>_¡{Q´>Šg/B§H$O¡Q>/ ~maH$moS>/ Am§V[aH$/ 24nrAmB©EZ Am°ZbmBZ/ DOTMATRIX / Barcode / Internal / 24 Pin Dot Online /
boOa80/132H$mb_ âbT>Q>~¡S> ~mhar S>m°Q>_¡{Q´>Šg Am°\$bmBZ INKJET / LASER Flat bed External 56 Matrix Offline
9/24nrAmB©EZ àñVmd: 56Ho$~rnrEg 90H$mb_ 1/2/3/5/10 80 / 132 COLUMN Resolution : KBPS 90 Column 1/2/3/5/10
gr nr Eg : 240,300 ñH¡$ZXa: 300grnrEg Ho$drE 9 / 24 PIN Scan rate : 300 CPS KVA
Am{X CPS : 240, 300
ETC.

_aå_VEd§à{VñWmnZ,`{XH$moB©h¡: REPAIRS AND REPLACEMENT IF ANY :

H§$ß`yQ>am|H$mñWmnn[adV©Z(S>mBdO©Z),`{XH$moB©h¡: DIVERSION IF ANY :


{OgS>mH$Kago {OgS>mH$Ka_| ñWmZH$[adÎm©Z ñWmZn[adÎm©Z Office from Office to Date of Reasons
ñWmZm§V[aV{H$`mOmZmh¡ ñWmZm§V[aV{H$`mOmZmh¡ H$sVmarI Ho$H$maU which diverted which diverted diversion for diversion

*Cnamoº$àmo\$m_m©Ho$AZwgmaàË`oH$CnñH$aHo${bEAbJB{Vd¥ÎmV¡`ma{H$EOmZoMm{hEŸ& * Separate History Sheets should be maintained for each equipment as per
the above proforma.

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