n arena From eae afeere TI arate wate aire arate cafe (fafaat at ca-cera afra) aerate & aera re arcare greta Pati seer ara ea at Prcarach, ara cafe Reenter ite Beever re i et ae ae are are ae fe fear Berea ae ae Fee rer ea afer si rare afar are ae meet 1. wateafa: rere & welts wea aa ara at arch Pe ra arate are et, ae a Po care ae aafeee at athe area and Te ae 1 TES arate AAT B (&) Seat ote ory tte geratee araterat F 10.00 ae 17.00 3, Wet zat afar afte erat at arate vem #1 (2) 09.30 49 8 18.00 aa-aaht serait arateit ar sa arateat & fam wet artes dete art ast ata 2, oa Sea wa wd wer, from fra, anit sara fay ay at ate area armen eit Pet at arate rece sage fsa at aera 21 amie eet aaa A edt arate a ort At war at acteanfed Pear ort afar 2. vateate freee: vee apart a 999 0-37 Ht oe safeate eee aa arom tere F gets acer at at A ae arm & aaa area Ft arr-aam sifet Sed BT aT aT eet fe eat Gare Te aT tsa sifer Fea aU aT are Ber afew cheat, eT were, ale ate eat, arc Zar aT afer ate 09.40 at steer 10,10. ae Bt A a ata, aT ae a Tea Peer ara a eet afuantt sofeatr vfaeze a sacha ate ate argue safer & ara & mee sams Fe eT sare 2c 8 at are aetarht eee Ht areere afar & gat F afea wth afrard sear, arate saan, afsit-aaarey, strates area att Farr wearer arqafeata ae & aia at ah araere at, art oferert are afes feo wrt aries wera eee art aft wert safest efreet ar saacrren rat & eae Preterm Pa ae atte ae ee ate rata & at we ard sree area & fom genet & ware afwaret at gece Peat aro 3, waaaeaT: areca a ay ae & fare arate sore at eT sa eH fe ofeate ehreeet ar Pte frafra ea a fea ara afer arate serait are fre arto ate a ara afer) sitrarecerat att & aver Frame fear aay afarAIR MANUAL n APPENDIX III OFFICE MANAGEMENT, OFFICE PROCEDURE INCLUDING MAINTENANCE OF FILES Various instructions issued by Government on the management of an office are contained in the Manual of Office Procedure, Notes on Office Procedure and other publications. A gist of these instructions are given in this Appendix for guidance. These are not exhaustive and for details original orders have to be feferred to, Under ‘Records Management’ period of preservation of various types of Records in All India Radio as prescribed is given. (1) Attendance: Every member of the staff is expected to be in his seat and start work by the time the office working hours commence. At present, the working hours are (a) 1000 hours to 1700 hours with Second Saturdays and Sundays as holidays observed by Stations & other non-administrative Officers. (b) 0930 hours to 1800 hours for administrative offices and offices not having programme work, such as Central Purchase and Stores, Controller of Sales ete. Half a day's Casual Leave in the forenoon or afternoon may be allowed on prior applications. The practice of leaving office early with permission should be discouraged. (2) Attendance Register: ‘Attendance Register in form $-37 will be maintained ineach Section. Every member of the staff, on arrival, should initial indicating the time of arrival against his name in the relevant column. Similarly, he should initial at the time of departure. The Register should be seen by the Section Head, if any, and put up to the Officer-in-Charge by 0940 hours or 1010 hours as the case may be. ‘The Officer concerned will persue the attendance register and mark the absentees with suitable crossings against their names. Persons attending late will sign the register in the Officer's room. Indications of CH, CL, EL, RH and Absent without leave etc. are to be made by the Officer Charge wherever necessary. The attendance register will be reviewed every month by the administration branch with reference to the leave accounts and put up to the Officer-in-Charge of administration with details of discrepencies, if any, for further necessary action, (3) Punctuality: Strict measures should be taken by the Head of Office for the enforcement of punctuality. Scrutiny of attendance register should be promptly done. Surprise daily checks may be carried out by Head of Office. The launch hour must scrupulously be observed by all,LLL 3 ararerarth Prove gee 4. arate areerer: care ferar om waar @1 fda ofeteateat & 8 fer oh ther at araferarorer & eafdarqere état & awed 21 afer aera, at agate are searet ate efeardt & aea/are # ate oT we el Sefer waar Fa WATE AIK a fora ae fares fas “arate afcada” Prafaa scrarer & aren atte aa, ane sate freee At srrerarerat att et arate arene at fear aét ara oer ad & arere Bar it rt are eater at Feats arate ere Pare art sat aT AAT a a Te safer 12 flew ar sraareT sige Peat aT aeaT #1 5. faeter srefere serene: frie onefers saan Greiner gitadt & fae attend @- (1) Wee ara staciga ecr & Ser vfratfrarsit F vfatahe Bes gt fear Aa qe ate VS ata F ‘unfit ett art Set & sft aear vie S dae a oe CS arrat F Paty orators aeaTT OH aver ae & 30 fer & afer eet eter safe ate ae sats 30 fra & attr St och 2 at caret aT & fore ce fetta area & wr a fate arefene aera at Prater aaa S are ats OTT at TATE We rare arate seaerer S are ae Serer AES M Taree ae aqararers ATA Fé 30 hea cafes fave craters saare dog ect & ves at agate & fre ye Aare at Son aT ATieT (2) Weer are Paras aren wre stats ateaT stare Ser vfeitrarsht rarer: atta art Se aed fr (@) sehr ate ar AA are ata rare stare ree afte Tape Air we afer Sata afearaa Ga ats aaa acartt ated B ae array wea /aat as Feat art sada af, ate (@) sa tet aferaralt & aera & fey erat a fer er asa ga AY aedh & (ahr 10 fea ae eStore) eres over ate 1 hat Aft Hofer eet ar 34 ara aefateat a 30 fer & afte at rite onafear aan aaa at rl (3) edt reenter at feo vere ata & erat HRA te (sett, stor atte et) eer aA 3 fore otter & fet & atte arafera ewe & Praeaa oehen Sex Te oT A a aT aa oT HE at aR ate a are fae fer aver ro caret ate & ahaa Sar A ae area aA oT aA aL (4) Part aratere fers Har ser THe HF caret ws Pee (Sea seh fer F fae) (9) Rare arerar grea cefercerat A afahateat A sad wefan gre arr aa Shae ow Avec at ‘F afernet 10 fer} aeoreita (ret 4 wert, 1960 & yet ea itr & fore Pere arrestee areata ete Par wt A aster arene a, Ter wearerat aerate H araareT aA ear alte argeret at He wet Taher are TPT ehh): (©) Sitare Prater & fert:- (@) oe fea va gen antarfcdt & fare ot dat aretert eae #1 (@) 14 fer ga aiken atenfcat & fre ot cqaechh-ardteath arstert wat & ate aad fore tat fafecda aia & gear tatrrtaet arated eat B : (9) ican afarfedt Ft amiga. avant ste/seear Ge: arTart & Fre (ow fea) # FreAIR MANUAL B (4) Casual Leave: G Casua} Leave should be applied faras foras possible in advance except in unforeseen circumstances like sudden sickness ete. A Government servant on Casual Leave is treated as on duty. The maximum period of Casual Leave allowed is 12 days in a calender year, subject toa maximum of 8 days at a time. The limit of 8 days may be relaxed in special circumstances at the discretion of the Head of Office. Casual Leave may be prefixed /suffixed to recognised holidays and Sundays with permission. Casual Leave should not be granted to cause evasion of the Rules regarding ‘charge of office’, commencing and end of regular leave etc. Sundays and holidays following during a period of casual leave will not be treated as part of the leave. Persons joining service in the middle of the year may be allowed leave exceeding the proportionate eligibility subject to the maximum of 12 days in special cases by the sanctioning authority (5) Special Casual Leave: Special Casual Leave is admissible for the following purposes: (@ Participation in sporting events of national or international importance in a representative capacity or engaged in coaching or administration of teams participating in such events. Special Casual Leave in such cases should not exceed 30 days in a calendar year. Ifthe period exceeds 30 days, the Government servant is permitted to combine special casual leave with regular leave as a special case but not with the ordinary Casual Leave. Only in very rare and exceptional cases should the question of allowing special casual leave in excess of 30 days be recommended to the Ministry of Home Affairs for concurrence. i) Participation in Inter-Ministerial or inter-departmental sporting events duly recognised by Government—normally tournaments—provided that (a) both the events and the participants are sponsored by the Central Secretariat Sports Board set up by the Secretariat Staff Welfare and Amenities Committee or other recognised sports/recreation clubs of Government employees, and (b) the participants have been specifically permitted by Government to participate insuch events (admissible upto a maximum of 10 days). Those participating in sporting events of the type mentioned both in (i) and (ii) above will not, however, be allowed special casual leave in excess of 30 days. (ii) Taking Hindi Examination (Prabodh, Praveen and Pragya) under the Scheme of teaching Hindi to Central Government employees (for days of examination and reasona’le time spent on journeys from and to the centre of examination nearest to the Headquarters and can be availed of only twice during the official career of the officer). (iv) Donating blood to recognised Blood Banks on working day (for that day only), (¥) Participation in activities of recognised service association by their office bearers subject to a maximum of 10 days in a calendar year (in Ministries/ Offices where practice of allowing special casual leave for this purpose was in vogue before 4th January, 1960 quantum and occasions for granting it to be governed by that practice). (vi) For Family Planning (a) Six working days for male employees, who undergo vasectomy operation. (b) 14 days for female employees, who undergo tubectomy laproscopic and also who undergo salpingectomy. operation after Medical Termination of Pregnancy (©) One day to female employee on the day of IUCD insertion and/or re-insertion.4 arene Pra ee (3) srgtera a anther & are fre & fore sa gee ahaha at Re aot emanates arte eat 21 (3) Setaritert artert wart Ft feat #21 fer ered (2) Vaart afwarat aH enfre sre S fore we Favee ad a 30 fea a ates ard fe afwars, are dare arevees are Sates at ate Testy sear seers gece A Ser ofertas Harr aa Fore frat oa acartt antartt at oe dawer ad # 30 fea ar Pasty aeons araerer feo art a area Grr Fare afeacts aét fear orat @1 30 fer & Soe araafeaer Ft wate at eer frat & ater edtard Profits seraret Arar ara afer, site e8 fate arefere oaerer at Prater saerer & ara site A aqui & art afer (8) Attra sferatirareres oerersit arr at arett arena aetenfeat at af fers arene acacrer sigx Peat ara 21 ©) aerate adit afataheat um Saver ad H afreas 20 fea an Pasty aaare eter @ (aan, ae ate safe ot oatreea/ afraa/eetert art art anit @) ot fea at & aie eo (@) 20 fea arene dar aah ethet/atart & sateen a caterer A afafafndt % arr a & fare aitard #1 (@) 10 Pea arex ore are afatafeat jatheat at artartt afte & aceat at deat t ooteas att S fara (0) 5 Pex, cara ofafafinit atte atari afar & carta aedt ot afatdt a dow H safer at fer (10) areata aeetet, ae one & Fre Prete arate aera aetenfet at fear ot acrar at -swe, ag, eearat, orate, avaret & arco ter ae Shs emer, ne are arate TeAA Tor et BL eet abt arate ore aver at 81 et wet ese eae eT TAT ata eT wear ater ret eh adh arden sa atthe are A ore faite arate aqare at arefers fata waar & ara sitet ot aaa 2 6, STAT: up Saver ad 16 ware fers sae 81 era a 3 Te oeerNTT fee 10 sexaTeT Pe Prearqare Pretfet &AIR MANUAL 4 (4) Seven days to male employee whose wife undergoes tubectomy/laproscopic operation following the date of operation, (€) 21 days admissible for undergoing recanalisation operation, (vii) Participation in mountaineering expeditions not exceeding 30 days in one calendar year Provided expedition has the approval of Indian Mountaineering Foundation and there is no change in the overall limit of 30 days of special casual leave for an individual Government servant for one calendar year for participation in sporting events of national or international importance. The period of absence in excess of 30 days should be treated as regular leave admissible under the leave rules and be permitted, as a special case, to combine special casual leave with regular leave, (viii) Special Casual Leave is also granted to Government servants appearing for limited competitive examinations. (ix) Union/ Association Activities: The maximum number of days of special casual leave admissible is 20 days in a calendar year (., the annual period followed by the Association/ Union/ Federations), subject to the above number of days: (a) 20 days admissible to the office-bearers of recognised service Associations/ Unions for Participation in the activities of Associations/ Unions. () 10 days admissible to outstation delegates/members of executive committee for attending its meetings. (©) 5 days admissible to local delegates and local members of executive committee for attending its meetings. (x) For Natural Calamities, Bandhs etc. Special Casual Leave may be sanctioned to employees who are not able to attend office due to civil disturbances, curfews, strikes, traffic dis-location due to natural calamities etc. This will be sanctioned by the Head of Departments. Wherever Central Government Welfare Coordination Committee exists such action may be initiated by the Committee for obtaining Government orders, Special Casual Leave may be combined with Casual/ Regularleave. LTCis admissible during Special Casual Leave also. (6) Holidays: 16 Holidays are allowed in a calendar year out of which 13 including the 3 National Holidays are fixed as follows: Buddha Purnima Christmas Day Guru Nanak’s Birthday Idu'l Fitr Diwali Idu'l Zuha Dussehra (Vijay Dashami) Mahavir Jayanti Good Friday Muharram—— — 8 ararerarth Fr Ge “gree ie are ft etn en eee ae a etre Prva wat a alae at TE Te czereet & fora we fate fart at wert am aa aferarat ribet adi fara at ze at ates tra ah tah fear tot freyfaereht wet eet ae eh 3 acer Pet Fae aa ere He 9 a trae secret ot lH enfe areFat ‘area ter draco anterdh 2 Gtrateae aareT & wed 2 at arate axa rata raeTeT aT ty a aaa #1 eeaett: ate ate ettere/ed afeare/serarar & for reat hat ait we a orer ihere ed EAA aT ae Peer aft to 1, ateateat at aterteat & wa: arth afnteat ue anfenfeat & oat At cop ere a cere arta a at a ae atte ea af arate ane Bae ate are A atin ater eco Rr ease HA eda ea ge Sete eA a sxe Th H frare eare ge some Sateie aay, ae ate at, of Ra ort eT 8. wratar wT Te-Tea: savanna a as eet aera A ce TAT ae! eat ate Pat at are at tte are aw eT aT are Beer er aE cea a rere a a wife arafeae we A cea ae! arate I aT AAT estat at me afafca arom safe fr Sab free aA ae at ara, choreee ante wet wet eT Te TT fae ar Be ara OH arr Tee a Te fe rent a ae a afar a ae Pree eter araear, det, corat (Fredt) a sade srarcrarcare & fear oe ate oa GTA aaeTrAT + et at smraern are ater oft ke arcane safe & ard wa ek Ae we feat aE aT eT Bt ze fea ae et refer reer een ar are Ter ae erate ee et Ta AT a ae aT ie eT aah aapar ate for art ae 9, wrote % arqerert Fare THAT: aga areata ater fr agar ager a ee ate rates ae Habana arr er art wae-aae yact, aerare, oPrant, ante vgar Se ar a fee ant raters & fe ot fees A are area araret aafecat & water At aire At art safes Peet aft apctarét aver ce avert antec at Pare fae re ataferaer ey a ate qa et A art safe sere are & fare feret anctarht at arate S arvana aratery a aT aa & wa aie!AIR Note: a” (8) o MANUAL 15 Remaining 3 holidays will be chosen out of the following festivals on year to year basis by the local Central Government Welfare Coordination Committee. ‘An additional day for Dussehra Holi Janamashtami Ram Navmi Maha Shivratri Ganesh Chaturthi/ Vinayak Chaturthi Rath Yatra Onam Pongal Vasant Panchmi/Sripanchami Vishu/ Vaisakhi Makar Sankranti ‘After 3 holidays are chosen from the above list, the remaining 9 will be included in the list of Restricted Holidays. Employees can avail two Restricted Holidaysina calendar year, which can be combined with Casual Leave/ Regular Leave If any of the above festivals falls on Sunday; Holidays, there will be no option for choosing another festival in liew thereof. Address of Officers and Staff: A list of addresses of all officers and members of staff should be maintained up-to-date in the ‘Administration Section with a copy being made available at a Central place like Duty Room for use during outside office hours. The list should also include the telephone number if any available at the residences. Maintenance of office rooms: Office rooms should be maintained in a neat and tidy condition, The Assistants and Clerks should Keep their tables and surroundings neat and clean, with the papers/ files properly arranged. W! leaving office, the staff should ensure that all papers, registers etc. in their charge are keptin proper places. Pending papers should be kept together in a separate folder. The staff should also ensure that electric lights, fans and heaters are used only when necessary and are switched off when not required during office hours and while leaving office in the evening. Typewriters should be properly covered. Suitably arrangements should be made in each office for opening the office/rooms in the morning and locking by the evening by the Farash/ Security Guard etc. Maintenance of order in the office: Section head will ensure the maintenance of order in the section and should prevent idle talking, loitering, reading newspapers, magazines etc. by the staff during working hours. Admission of outsiders or private persons to any part of the office should be checked. No member of staff can give ‘any information unauthorisedly on any subject to an outsider. No member of the staff should take office papers outside office without proper permission.16 ameter Fran ere 10, se safer: arerrantt deat faratrat tere Prafatad cafe & ara yea A art a: 1) araren deze ere 2) teed tea ere 3) Sdroa Paes er 4) arat-ere aq wet ae aaa ora ar dae @, ete Sex Prater anit ware yarT B aare qe afer are ae hee aes ore aeear aaT BL ee Tatar & fer safes ae" ear are are: are At sree ot Pers ae at arth safe ara & ta F over oral at area att afew alte gee Ate ata eA safer aT srw 1H, aqh arate store & ore site dra arat area H weit aT gets Batters Feros fare et ret afer sre & apart ardt at ava atert afte fer-ae at ere 4a Ht cae SF oaeia ae ae AS am Hari ag "a" otardt ga aretas ta at da arate ore are fied ay nferage afar tt at ay ear ot a4 a ater) BATA are erates ore are erat sAA saat F fark aoa waPeae af were are, afe snare at at, aafere acme A nae a ath orci wat oe cfareed era an dae @, rafter ae ota ae aa & oer A Pe oT set arate & fore 2, ere oT wom taeed vat & cfaeee F aararae gate A amet va eireee F RT: 1, et de, UI Pears, UIT fee @ area gam LV ait ee an dest V fare site VI ferret fear ar, are areca et aif et arena wT eae wer at ater errtane are we fre at site fee me chee crafters aver eireed ere att arate tere a Tere fear ae at fereret at terete vat oe Aafia afwanieat Sart aif ee 2a aerea, srrtrere grt ararm (V) afte (VI) Ye we few aT red ae Sate wee Stee ate are wea TU eee A aM one @ athe afer sere aT eT Pee wee St ge oe afr ayant a site awe BB wet Te, Ero oe aren cheee a aa Pe oT? ate araforr aorer at sea Pee aT 2 ‘Sat oe eret-era aad an dete 2, eat tevaree are ar vat B ava-ara | ga faite sh efter wa 2 st fatfeat a araarer anf & fae ore ett 21 eee crater arr urea fear arom ate ae a Ae et afwcnfeat a ae att @ att se are-fater & sata erate B ora He St sere Fare Per Pet or we ara vat A orit afm are Ge freer & ore ere vat & are Hare aT ote arden, afaaiPeA, vera, caf oA THR, ante & aaa arr carta ere aafaa Sts YT aerr-srert avitag aA art eae fare aerr-arera de git amy art ate a te daftra afianteat ta acters afweiat/subreere (anfarn) faatrere (were) ante at vege Req amit star fae arate tere are aria eo H fratiea Pear war ati date afer ere B saci See (Tat a) eather araret & are Paes ax St ratrare Gat a sath F ad wea ate wa vated: & fee aera wert eet aarit oeAIR MANUAL 76 (10) Receipt of dak The dak in Stat (i) Ordinary Postal Dak i) Registered Postal Dak i) Telegrams/telex messages (iv) Hand delivery n/ Office is received in the following manner: With regard to ordinary postal dak, every Kendra has the post box arrangements with the post office concerned by paying the annual charges prescribed. The dak should be collected by the Group ‘D' staff authorised for this purpose, in the morning. The Dak Bag will have a locking system with 3 keys, one key with the post office, one key with the head of office and one spare key kept in a sealed cover/ box for use in emergencies. The staff in the post office will use the key for opening the lock and locking the same after placing the day's dak in the bag. The Group ‘D’ staff will bring the locked bag to the Head of Office or any other authorised officer who will open the bag. The dak will similarly be opened by the Head of Office or any other authorised officer in his absence with the help of the PA, if necessary. With regard to registered dak, the diarist will receive them after checking that all the lettersare intended for the office. Entry will be made in the register of registered letters with columns, i) S.No. ii) date, ili) from whom received, iv) reference to registeration No. v) subject. and vi) to whom marked. Except the last two columns other columns will be completed by the Diarist who will submit the register alongwith registered dak to the Head of Office, who will open the covers and mark to the officers concerned. The Diarist will then complete the columns (v) and (vi). Telex messages received are entered in a register maintained by the telex operator and submitted to the Head of Office, who will mark to the respective sections. Similarly, telegrams will be entered ina separate register and put up to the Head of Office. Hand delivery includes letters delivered to the office, through messengers and also communications from members of staff for leave etc. This will be received by the Diarist and put up to the officer concerned. Incase any letters are received by officer direct they should pass on the same to the Diarist after marking. No letter should be dealt with, without getting it diarised, The dak pads will be used for placing the dak received from the Directorate and other local dak suitably classified separately like programme, engineering, administration, viewers letters for ARU etc. Separate pads will be used for these purposes and such dak pads will be put up to the officers concerned like Superintending Engineer/ DD(P)/DDA etc. as prescribed by the Head of Office locally. The officers concerned after perusal of the dak will mark them to the concerned sections. The Diarist will diarise the letters and for this purpose, separate diaries will be maintained for: (@ Directorate dak Gi Gi (iv) Engineering Sections (v) Viewers letters Programme Sections Administration Sectionn arora Fe es ‘wradrare we tee weiter & rca foraet a aerator ar are, safer a ater afte sraet ster wt site Sa qed defeat afranteat apart & anfaa adh sex ere ar fare Sear 1, aaferat qe artarg: sates afartt arate ar sates at, darat ante A aia eet Soe TE cee A oe a ater ote adam aremaeae aratat oe ardare ate ava A are area A eet Pea araT ae ate rad oe ft art art artarg & art H feoqoht dafera afweerh at weqe At ort fee were st ree wes Hen var vee ee ark A andre ead ae rare sfacat aA ane ae front wee cd eT ators aban grat aah oe aifuardh aver ifs Reem Freer afe ate at, at Peon arr a a: sae ECT cate Remo ater atte aera aay eat eye eer fear are ate & fe tant TAT waned att aafea) set oe ava a, feo aH sarc gee feed re A aT aT fe ATT TRE TT TT afar aratats Pear anata Peoret eres et afew at ar at ater fee fairer wea at a fe sea wath & Reare aero ater 28 A ara et ht ah Seat & ore aT aT TC TET srt ware eq aaiaidee artard data aerae ara aerate A ort afer aah areat & eae rae acre ak res Ree HA, At Ta aT aeaTE a Te” ae Pe ae ae AL Ae arret # aeam & front a araement adi ce art #1 12, wert Um weg H aha area ar arena gota eae ata Ae! TAT ere athe ater at safe the ae aren Ht tera & aaa at at afer a areit siege srererax arora, areata Ate eet, wat ferent At qregicr & aaa atte ao aa atte azsraeet ots aarti Par eT ARC TET HOH For wa ae & safer safer acre oT at AF! ares arr & at fee ate at ste fre area are fra ara aan sear aver ait] aaitedt & fore cater eae soca cE “arta wed” oat ae ort a) 13, fafa vate arerrantt aft gat atten arateat H aretrpe Paras fafa ae araeer orang wit 21 afer ea, Ba career & fore “ea” sear & fare “ee arate erera & fer"? aac fee "e" athe acta S * fer "at" afr dem & ara are a teat vate ae TAT A are ora 1 eT ae Ae vite aT cette wate seat & ttre saqat dear & arate vinta ar var ser & Sst /araterat at are seria & fare a SIE aa TUHt aT Het He S area H ter sre Bt (AAT FEM aA) (1) /86-C.At (Prae Sex a are Fas Bafta 8) cee eo erat Hey cere Pre Sree pre wt eee Pe aoe oT afar aradt & faaa 3 ded Fara vin aw freaa so ate ware afare S acer & fe seTRT ‘eines ar rena SOM arate F Taree rea ree Fare atte A ore Ow Fave a H atch Te crecit at Feared us corer efireee Ht car aren @ fared 1, Em ao II, Para, II ree Stes fae wt A arte IV afar atte cet a atte Va, ererer are aT ae art are et a Fey areret aren IS rates Pac ore sae af wer ores Teqeaniita eat ew scare aad a avs Gre oe Tee PAT aT eat @ ate BS are Hae afacse fer oar sae Pe eve ae S ara TT eh eT Tee Hs Pt we 21 cote area oe are fife a dat ofdat Paver art afer site ga ae aba ene eT a aif Pe art safer antes corer ar aah after fara & ore aaa aaa Pear or a Tare aT ae a Te Btn cae ereet H fecha ee eae A fet a site Tarare aT gas ferrets et ge TT Perarereit ae ara frad at # feo veqa At wh 2, oe & sued MIAIR The MANUAL 1 Diarist will use the diary stamp to indicate the name of office, date of receipt and diary numberand after diary should distribute the dak to the respective officers) sections under due acknowledgements. qa (2) a3) Action on receipts: The dealing hand will go through the receipts, enter them in the Assistant's Diary after checking enclosures etc, and deal with the urgent receipts first. The receipt should be brought on the current file and noting on the action to be taken on the receipt pat up to the officer concerned. Necessary entry will be made in the Assistants Diary giving the file number and date of submission. While submitting the note, the dealing hand should reproduce on the notes portion, remarks, if any, made by the officers on the receipt. The noting should be brief and to the point. It should give the required information for examination by the section head higher officer. As far as possible production of extracts in the notings may be avoided, Proper referencing should be done while putting up cases. The note should be clear either with specific proposal for orders or for consideration and orders of the higher authorities. On receipt of the file back from the higher officers, action as indicated in the file for suitable reply should be promptly taken by the dealing Assistants. In routine cases, the Section head / Oficer-in-Charge may themselves at the dak stage mark action as “File” etc. In such cases, separate noting may not be necessary, Drafting: A draft should convey the exact intention of the orders passed. The language used should be clear, concise and incapable of misconstruction. Lengthy sentences, abruptness, redundancy, circumlocution, superlatives and repetitions whether of words, expressions or ideas, should be avoided. Communications of some length or complexity should generally conclude with a summary. A draft should have the needed stimulus to have the expected response from the addressee. A draft will be written or typed in half margin and on both sides of the paper so that sufficient space is left for additions/corrections by the higher officers. DFA slip should be attached. Filing system: In All India Radio Subordinate offices, the standardised functional filing index system is followed. Abbreviations, ‘S’ for Establishment, ‘AC’ for Accounts, °G" for General Administration, ‘E’ for Engineering and ‘P’ for Programme are used as suffixes to the file number. The main number indicates basis head while the primary head is indicated in a suitable number within brackets. Suitable abbreviations are also used for indicating the name of the Station/ Office asa prefix to the file number (¢.g. No. Bom-1(1)86-AC) to indicate the name of the Station as Bombay). This will ensure uniformity in the filing system in all Stations/ Offices. Before openinga file, the dealing hand will ascertain the standard head, to which the paper relates and propose suitable title for the approval of the office-in-charge. After approval, necessary-entry is made in the File Register. A record of files opened during a calendar year will be kept ina file register with columns, (i) File No., (ii) Subject, (iii) Date off opening/closing, (iv) classification| year of review and (v) remarks. Separate pages should be allotted for different standard headings. If the main file is under submission, any urgent paper can be put up in a part file; in such case, it should be ensured that papers in the part file are promptly transferred to the main file. Movement slips should be properly fixed on each files and markings made clearly to ensure the movement of the file to the correct officer/section. The correspondence portion will start from below, while the noting portion will start from the top. In other words, the noting portion will be in a book form while the correspondence will be the reverse. This will enable the P.U.C. for which noting is put up is available on the top.