HOW TO MAKE ERROR ENTRIES?

1. HOW TO MAKE ERROR ENTRIES? Presentation 4.1.3.1

2. 1. MAIL CARRIER ARRIVING LATE: • CIRCUMSTANCE: 1: • Mail carrier of Periyar Bus Stand SO arrived late at 1900 against 1830 hrs. Prescribed in the DML Madurai RMS/2 Error Extract No._________ Dated.________ Periyar Bus Stand SO dated_____________. The bags from Periyar Bus Stand SO dtd____ for Madurai RMS/2 were brought by the mail carrier late at 19.00 hrs against 18.30 hrs prescribed. However, all the mails were included in the due despatches without any detention of mail. Date Stamp Signature of H.S.A.

3. CIRCUMSTANCE: 2: • Mail carrier of Periyar Bus Stand SO arrived late at 2100 hrs against 1830 hrs. • Prescribed in the DML Madurai RMS/2 • Error Extract No._________ Dated.________ • Periyar Bus Stand SO dated_____________. • The bags from Periyar Bus Stand SO dtd____ for Madurai RMS/2 were brought by the mail carrier late at 21.00 hrs against 18.30 hrs prescribed. Hence, the mails meant for MMS Salem were not included in the bags closed by the set. All these mails were despatched in subsequent dispatch. • Signature of H.S.A • Date Stamp

4. 2. NON ARRIVAL OF MAIL CARRIER • CIRCUMSTANCE: 1 • The Mail carrier of Madurai NPO (20.30 hrs) dated____ was not arrived and due bags for Madurai RMS/2 were not received.   • SAMPLE ERROR ENTRY Error Extract No._________ Dated.________ Madurai NPO 2030 hrs dtd________________ The bags due from Madurai NPO dtd_____at 20.30 hrs for Madurai RMS/2 were not received as the mail carrier of the above NPO did not turn up till the end of the set. The matter was reported over fax to the above office. Date Stamp Signature of H.S.A

5. CIRCUMSTANCE: 2 • The Mail carrier of Madurai HO dtd_____ did not turn up co collect bags from Madurai RMS/2 dtd________ for Madurai HO SAMPLE ERROR ENTRY Error Extract No._________ Dated.________ Madurai HO dated_________ The Mail carrier of Madurai HO dated________ did not turn up to collect bags from Madurai RMS/2 dated______ at 06.30 hrs. All the bags are made over to Madurai RMS/1 dtd______ for further disposal. The matter was reported over fax to the above office. Date stamp Signature of H.S.A

6. 3. RECEIPT OF CAMP BAG / DESPATCH OF CAMP BAG •  CIRCUMSTANCE: • Receipt of Camp bag from office of SSRM RMS ‘MA’ Dn Madurai for SSRM, RMS ‘MA’ Dn camp at Paramakudi Sorting • SAMPLE ERROR ENTRY : Error Extract No._________ Dated.________ O/o SSRM ‘MA’ Division Madurai dtd___________ One camp bag from above office for SSRM, RMS ‘MA’ Dn camp at Paramakudi Sorting was received and despatched to Paramakudi Sorting in connection MMS Paramakudi at 23.00 hrs Date stamp Signature of H.S.A

7. 3.(A) RECEIPT / DESPATCH OF SPECIAL BAG • Receipt of special bag from O/o DG Posts, New Delhi for DG (Posts) camp at Madurai. Error Extract No._________ Dated.________ Official dtd.______________. One special bag from O/o DG Posts New Delhi for DG Posts camp at O/o PMG Southern Region Madurai was received through IC-501 at 11.0 hrs and despatched to O/o PMG Southern Region, Madurai through special messenger O/o PMG Madurai at 11.15 hrs. Date stamp Signature of H.S.A

8. 4. NON-RECEIPT OF DUE BAGS • CIRCUMSTANCE :1 • The due bags from MMS Salem for Madurai RMS/2 were not received till the closer of the set • SAMPLE ERROR ENTRY   Error Extract No._________ Dated.________ Mail Guard, Madurai RMS/2 dtd_______ / SRO Salem All the due bags due to be received from Salem junction RMS for Madurai RMS/2 through MMS Salem were not received till the closer of the set. The Mailguard who exchanged the bags at Arappalayam Bus Stand informed that the Mail carrying bus did not turn up till 03.00 a.m. though its schedule time of arrival is 02.00 a.m. The matter was reported telegraphically to SRO Salem. Date Stamp Signature of H.S.A

9. CIRCUMSTANCE : 2 • Short receipt of one bag among five bags received from Tirunelveli RMS/2 for Madurai RMS/2  • SAMPLE ERROR ENTRY   Error Extract No._________ Dated.________ Tirunelveli RMS/2 dated___________ The D bag from Tirunelveli RMS/2 for Madurai RMS/2 entered at serial 2 with total of 5—Nil—5 in the mail list of above office was not received. Hence, revised ML with total of 4—Nil—4 may be called for. Date stamp Signature of H.S.A

10. 5. EXCESS RECEIPT OF BAGS AND ONE BAG RECEIVED INSTEAD OF OTHER BAG. • CIRCUMSTANCE:1 • Excess receipt of one bag among five bags received from Virudhunagar RMS/2 for Madurai RMS/2  • SAMPLE ERROR ENTRY Error Extract No._________ Dated.________ Virudhunagar RMS/2 dtd______________ One extra L bag from Virudhunagar RMS/2 for Madurai RMS/2 was received without entry in the above ML. Hence, a revised ML with a total of 6—Nil—6 incorporating the entry of above extra L bag is required for file. Date stamp Signature of H.S.A

11. CIRCUMSTANCE: 2 • Receipt of L bag from Nagercoil RMS/1 instead of L bag from Nagercoil HO • SAMPLE ERROR ENTRY Error Extract No._________ Dated.________ MA -25 OUT SET No.6 dtd.____________ In the ML of above section for Madurai RMS/2 one L bag closed by Nagercoil RMS/1 was received as against L bag from Nagercoil HO entered at Sl.5 with total of 10--4—14. A revised ML deleting the entry of L bag from Nagercoil HO and incorporating the entry of L bag from Nagercoil RMS/1 may be called for. Date stamp Signature of H.S.A

12. 6. RECEIPT OF DIFFERENT TYPE OF BAGS / MISUSE OF BAG: • CIRCUMSTANCE • Receipt of due bag in different type • SAMPLE ERROR ENTRY Error Extract No._________ Dated.________ Karikudi Sorting dtd_____________ In the ML of above office, one D bag from Sivaganga MDG dtd__________ for Madurai RMS/2 was received instead of one M bag from Sivaganga MDG for Madurai RMS/2 invoiced at Sl.5 with total of 14—5—19 . A revised ML incorporating the above changes is required for file. Date stamp Signature of H.S.A

13. CIRCUMSTANCE: 2 • Misuse of bag. Chennai Airport Sorting has used canvas bag instead of blue bag. ( As air transmission of bag is weight sensitive, use of blue bag is prescribed for reducing the weight and also for distinct identity of Air bags. )   • SAMPLE ERROR ENTRY Error Extract No._________ Dated.________ Chennai Airport Sorting Set/1 dtd.____________ The above office has used canvas bag for closing of D bag for Madurai RMS/2 instead of using Blue bag in connection with IC 502. The usage of canvas bag for air transmission may be avoided. Date stamp Signature of H.S.A.

14. 7. CHECKING THE CONDITION OF BAG: • CIRCUMSTANCE 1: • Receipt of mail bag in damaged condition without tampering. • SAMPLE ERROR ENTRY Error Extract No._________ Dated.________ Madurai HO dtd____________ The bag used by above office for Madurai RMS/2 was found in damaged condition to the extent of two inches torn in canvas bag at the bottom. However, the bag was opened and found that the Regd. Bag inside the mail bag was intact and other unregd. Mails are kept in a packed condition. The above HO will avoid usage of torn bags in future. Date stamp Signature of HSA

15. CIRCUMSTANCE 2: • Receipt of mail bag in damaged condition with tampering. • SAMPLE ERROR ENTRY: Error Extract No._________ Dated.________ Madurai HO dtd____________ The bag used by above office for Madurai RMS/2 was found in damaged condition to the extent of two inches torn in canvas bag at the bottom. On opening of mail bag it was found that the Regd. Bag of the above office was found in tampered condition. The Regd. Bag was transferred to Regn. Department under acquittance in the regd. Abstract for further action. Date stamp Signature of H.S.A

16. CIRCUMSTANCE 3: • Receipt of mail bag without seal and found without tampering • SAMPLE ERROR ENTRY Error Extract No._________ Dated.________ Madurai HO dtd____________ The bag closed by above office for Madurai RMS/2 was received without seal. However, the bag was opened and found that the Regd. Bag inside the mail bag was intact and other unregd. Mails are kept in a packed condition. The above HO will avoid such mistakes in future Date stamp Signature of HSA

17. CIRCUMSTANCE 4: • Receipt of mail bag without seal and found with tampering.  SAMPLE ERROR ENTRY Error Extract No._________ Dated.________ Madurai HO dtd____________ The bag closed by above office for Madurai RMS/2 was found without seal. On opening of mail bag it was found that the Regd. Bag of the above office was found in tampered condition. The Regd. Bag was transferred to Regn. Department under acquittance in the regd. Abstract for further action. Date stamp Signature of H.S.A

18. 8. CHECKING THE CONDITION OF REGD. BAG / PARCEL • CIRCUMSTANCE 1: • Receipt of Regd. bag in damaged condition SAMPLE ERROR ENTRY Error Extract No._________ Dated.________ Madurai HO dtd____________ The Regd. bag closed by above office for Madurai RMS/2 was found in damaged condition to the extent of two inches torn in canvas bag at the bottom. Hence, the regd. Bag was transferred to the Regn branch under acquittance in Regd. Abstract for further action. Date stamp Signature of HSA

19. CIRCUMSTANCE 2: • Receipt of mail bag without seal. • SAMPLE ERROR ENTRY   Error Extract No._________ Dated.________ Madurai HO dtd____________ The Regd. bag closed by above office for Madurai RMS/2 was received without seal. Hence, the regd. Bag was transferred to the Regn branch under acquittance in Regd. Abstract for further action. Date stamp Signature of HSA

20. CIRCUMSTANCE 3: • Receipt of Parcel in damaged condition   SAMPLE ERROR ENTRY Error Extract No._________ Dated.________ Madurai HO dtd____________ The parcel received from above office for Madurai RMS/2 was found in damaged condition. Hence, the parcel was transferred to parcel branch under acquittance in Parcel. Abstract for further action. Date stamp Signature of HSA

21. CIRCUMSTANCE 4: • Receipt of parcel without seal. SAMPLE ERROR ENTRY Error Extract No._________ Dated.________ Madurai HO dtd____________ The parcel received from the above office for Madurai RMS/2 was found without seal. Hence, the parcel was transferred to parcel branch under acquittance in parcel Abstract for further action. Date stamp Signature of HSA

22. 9. LATE DESPATCH OF MAIL • CIRCUMSTANCE : • Despatch of mail for Madurai HO late by half-an-hour SAMPLE ERROR ENTRY Error Extract No._________ Dated.________ MMS Schedule 5 (Morning) dtd_________ The above MMS arrived at 07.00 hrs against prescribed time of 06.30 hrs. Hence the bags for Madurai HO ( 57 bags totally) were despatched late by half-an-hour. Date stamp Signature of H.S.A.

23. 10. LOSS OF BAG / OVER CARRIAGE OF BAG / MISDELIVERY OF BAG • CIRCUMSTANCE: 1 • Loss of bag at the time of dispatch   • Sample Error Entry Error Extract No._________ Dated.________ Official dated________ At the time of dispatch of bags for Madurai HO through MMS schedule V morning, the forward bag received from Tirunelveli RMS/2 for Madurai HO was not found. All efforts were taken in vein to find out the bag .To avoid delay to other mails, all other bags for Madurai H.O were despatched with suitable remark in the mail list against the relevant entry.Futher action as per Chapter 3 of Volumne –V is taken. Date stamp Signature of H.S.A

24. CIRCUMTSTANCE:2 Over Carriage of mail • SAMPLE ERROR ENTRY Error Extract No._________ Dated.________ Official Dated_______ The bag closed by the Madurai RMS /II Dated ______ for Melur S.O was not found in the group of Bags meant for Despatch through MMS Schedule 6. To avoid delay and detention of Other Bags, the MMS Schedule 6 was released with other bags but without loading the bag for Melur. After dispatch of bags for MMS Schedule 6, the bag closed for Madurai RMS/II Dated for Melur S.O was traced. Hence the bag was transferred to Next Set for further Disposal. Date stamp Signature of H.S.A

25. CIRCUMSTANCE:3 • Mis-Delivery of Bag at the time of DespatchSAMPLE ERROR ENTRY Official Dated __________ At the time of Despatch of Bags for Munichalai Road S.O through MMS Schedule 8 at 7 Hrs, the bag closed by Madurai RMS/II Dated ____ for Silaiman S.O was inadvertently dispatch along with bags for Munichalai Road S.O. The matter was informed to SPM, Munichalai Road S.O/SPM Silaiman S.O and H.S.A of next Set for further Action. Date stamp Signature of H.S.A

26. 11. MIS CONNECTION OF TRAIN/BUS /AIR SERVICES • CIRCUMSTANCE:1 • MIS CONNECTION OF TRAIN (Mis connection of Bags from Karaikudi Stg. For MA-25 Out)SAMPLE ERROR ENTRY Error Extract No._________ Dated.________ MMS Karaikudi Dated _______ Due to late arrival of MMS Karaikudi at 2200 Hrs as against 2030 Hrs prescribed, all the bags from Karaikudi Sorting dated _____ for MA 25 Out (The section is functioning in Nellai Express) were missed connection. Hence these bags were subsequently despatched to MA-I Out ( The section is functioning in Pearl City Express) for disposal. Date stamp Signature of H.S.A

27. CIRCUMSTANCE :2 • MIS CONNECTION OF BUS (Mis Connection of Bags from MA 25 out for MMS KARAIKUDI)SAMPLE ERROR ENTRY Error Extract No._________ Dated.________ MA-25 Out Dated _________ Due to late arrival of Train No.6129, the Bags from MA-25 Out for Karaikudi Sorting were missed connection with MMS Karaikudi.The Train arrived at 23OO Hrs against 2100 Hrs. All the bags were transferred to next Set for further Despatch Date stamp Signature of H.S.A

28. CIRCUMSTANCE:3 • MIS CONNECTION OF AIR( Mis connection bags from Madurai RMS/1 for IC 502 • SAMPLE ERROR ENTRY Error Extract No._________ Dated.________ Official dated__________ It is reported by the Mailguard Madurai RMS/1 dated that the MMS Air schedule met with an accident at 7.30 hrs near Villapuram. On completion of all formalities, the MMS schedule returned to MMS carriage with bags loaded in it. Hence, all the bags were missed connection with IC 502 and the bags will be transported to another MMS and brought to Madurai RMS around 1300 hrs only. The matter was reported to the H.S.A. next set for further action. Date stamp Signature of the H.S.A.