KARNATAKA LEGISLATURE SECRETARIAT

MANUAL OF OFFICE PROCEDURE

PART – II
MANUAL OF OFFICE PROCEDURE

PART – II
 PREFACE

The Present Manual is an attempt made by the Official Committee

constituted for the purpose to lay down the Office Procedure with regard to the
following:
I. Constitution of Karnataka Legislature Secretariat
II. Powers and Duties of the Officers of the Secretariat
III. The Outline Process Chart of a paper from Receipt to Disposal
IV. Receipt, Registration and Distribution of Dak
V. Diarising and Marking of Dak in Section
VI. Action on Receipts, Notes and Orders
VII. Drafting
VIII. Printing of Board / Special Board orders
IX. Issue and Action thereafter
X. Forms and Rules of Correspondence
XI. Arrangement and Maintenance of Files
XII. Indexing and Recording
XIII. Process of Parliamentary Matters
XIV. Checks on Delays
XV. Inspections
XVI. Secretariat Records
XVII. Representation

XVIII. Miscellaneous
It is expected that all the Officers and Officials in the Legislature
Secretariat will study carefully and familiarise themselves with the Manual and
follow scrupulously the procedure laid down therein.
Comments and suggestions to make this Manual more useful are always
welcome.

Bangalore, YAKUB SHARIFF

Dated: Ist November 1997 Secretary.
 CONTENTS

Sl.No. Page Nos.

Preface

Chapter

I Constitution of Karnataka Legislature Secretariat 1-4

II Powers and Duties of the Officers of the Secretariat 5-9

III The Outline Process Chart of a paper from Receipt to 10-11

Disposal

IV Receipt, Registration and Distribution of Dak 12-14

V Diarising and Marking of Dak in Section 15-18

VI Action on Receipts, Notes and Orders 19-29

VII Drafting 30-33

VIII Printing of Board / Special Board orders 34

IX Issue and Action thereafter 35-44

X Forms and Rules of Correspondence 45-60

XI Arrangement and Maintenance of Files 61-70

XII Indexing and Recording 71-75

XIII Process of Parliamentary Matters 76-83

XIV Checks on Delays 84-88

XV Inspections 89-90

XVI Secretariat Records 91-95

XVII Registrations 96-97

XVIII Miscellaneous 98-117

Appendices 118-119

Forms 120-144
 CHAPTER I

LEGISLATURE SECRETARIAT

1. Constitution of Karnataka Legislature Secretariat:

The Constitution of India provides that there shall be a separate

Secretariat for the State Legislature. The provisions of Article 187 of the
Constitution of India envisage an autonomous secretariat for the Legislature under
the control of the speaker and the Chairman. The Karnataka Legislature Secretariat
has been accorded independent status under G.O. No. LAW 67 LGA 79, dated 29-9-
1984.

2. Powers and Functions of the Special Board:

The Special Board is the appointing authority for the category of posts of
Secretary and Joint Secretary, Rules (including amendments to the existing rules),
Order, Notifications and the like under the Legislature, Legislators, Presiding
Officers, the Leaders of Opposition and the Government Chief Whips in respect of
their salary, all types of allowances, pensions, medical bills, accommodation,
personal staff, journeys, facilities and all orders relating to them shall be issued
only with the approval of the Special Board.

No order having financial implications shall be issued without the approval

of the Special Board and all such proposals shall be placed before the Special
Board by the Secretary, Legislature with the remarks of the Government in the
Finance Department.

The Special Board may by order, amend the Rules by increasing or

reducing the number of posts specified therein or by adding there to any now
category of posts or in any other manner.

3. Powers and Functions of the Board:

The Board exercises control ovr the staff and administraton of the
Karnataka Legislature Secretariat in view of the provision of Article 187 of the
Constitution of India (and the Rules framed thereunder). The Board, without the
approval of the Special Board, can creats the category of posts of Deputy
Secretaries and under Secretaries in Group ‘A’ and posts in Group ‘B’, ‘C’ and ‘D’
with the concurrence of Financial Department.

1
 4. Power and Functions of the Secretary:

The Secretary, subject to the approval of the Board, exercise control over
the staff of the Karnataka Legislature Secretariat and shall be responsible for the
working of the Secretariat.

The Secretary has the powers, privileges and status of a Secretary to

Government.

The Secretary is the appointing authority for the category of Group ‘D’
Posts.

5. The Legislature Secretariat:

(1) The business of the Legislature Secretariat is transected in the

following Sections/Branches of the Secretariat.

(1) Legislation Branch (L.A.)

(2) Legislation question Branch (L.A.)

(3) Legislation Branch (L.C.)

(4) Legislation Question Branch (L.C.)

(5) Executive Branch

(6) Library

(7) Reference and Research Section

(8) Administration-I section

(9) Administration-II Section

(10) Legislator’s Home

(11) Accounts-I & III Section

(12) Accounts-II Section

(13) Receipts & Issue Section

(14) Editing Section

(15) Reporting Section

(16) Committee on Public Accounts

(17) Committee on Public Undertakings