106

67

Annexure-III
(See Appendix E - para 67)

CHART SHOWING PROCEDURE FOR DESPATCH

Despatcher
– Receives papers for despatch.
– Checks the enclosures, if any.
– Separates fair copy from the office copy and records date of despatch
on both copies.
– Affixes rubber 1stamp "issued" on the office copy and puts his dated
initial under it.
– Returns office copy to the Section concerned.
– Places fair copies in the relevant compartments of the sorting rack.
– Clears compartments of sorting rack one by one and arranges letters
office-wise, separating communications for local despatch from those
to be despatched by post.
– Enters communications for local despatch in Dak Books.
– Passes communications and Dak Books to Naib Qasid for delivery.
– Prepares covers where necessary and writes addresses on covers or
economy slip, as the case may be, for communications to be
despatched by post (cyclostyled address slips shall be used for
addresses frequently addressed).
– Passes covers to Daftry.
Daftry
– Closes covers.
– Weighs and notes value of stamps required.
– Franks covers with necessary stamps.
– Returns covers to the Despatcher.
Despatcher
– Makes necessary entries in the Register of Issues and Stamps Account
and Despatch Register, specimen of which is given in Annexure III(a).
– Passes cover to Naib Qasid for posting.
1
Corrected vide O &M Division O.M. No.1/8/81-Manuals, dated 22.7.1981.