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IMPORTANT RECORDS OF BO

IMPORTANT RECORDS OF BO. Important Records. Stock Book (SK-1) Contains details of all articles of the stock Eg ; Iron Safe, Weighing Scale, Furniture etc., Order Book (MS-8) It contains Inspection Reports/ Visit remarks. Complaints & Suggestion Book (MS- 94)

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IMPORTANT RECORDS OF BO

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  1. IMPORTANT RECORDS OF BO

  2. Important Records • Stock Book (SK-1) • Contains details of all articles of the stock • Eg; Iron Safe, Weighing Scale, Furniture etc., • Order Book (MS-8) • It contains Inspection Reports/ Visit remarks. • Complaints & Suggestion Book (MS- 94) • Complaints & Suggestions by public are recorded in this. • Action taken thereon are also mentioned

  3. Important Records …. • Error Book (MS-2) • Irregularities occurring in the BO are recorded in this • Eg; Loss of BO bag, Cash Bag, articles etc., • Book of Postmarks (MS-18) • It is the record to keep the daily impression of changeable types of Stamps & Seals • Village Sorting List (M-52) • It contains the • No. of GDS MD in the BO • Names of villages served by each GDS MD • Location of LBs in those villages

  4. Important Records …. • Route List & Beat Map (M-53) • It contains the • names of villages to be visited by each GDS MD & • the route to be followed by them • Postman Book (MS-27) • To be maintained by the GDS MD • GDS MD will note the particulars of • all accountable articles e.g., MO, RL,VP, Insured articles & unpaid articles • BPM to give acquittance for undelivered articles & cash received from GDS MD.

  5. Important Records …. • Village Visit Book (MS-86) • Record to be maintained in BOs when more than one village is served by GDS MD • The signature of the village headman or other responsible residents of each village is obtained • As a proof of the GDS MD having visited those villages • Due Mail & Sorting List (M-9) • It contains • Details of due bags to be received & dispatched from the BO • Details of time & mode of conveyance of mails

  6. Important Records …. • BO Slip (Pa-4) • It is received in BO bag daily from the account office • It shows the acknowledged CB of the previous day • Shows particulars of remittance & accountable articles from the account office • Contains Circulars & Instructions if any. • BO Journal (Pa – 5) • It contains particulars of • all accountable articles received & dispatched • RL, Regd. PL, VP, INS, eMO, unpaid articles, Passed warrants etc., • Cash bag & its weight • Articles in deposit are indicated in red ink

  7. Important Records …. • BO Account (Pa-6) • This record shows the • Opening Balance, Receipts & Payments • Closing Balance, details of CB and liabilities • BO Daily Account (ACG – 22 (a)) • It is an extract of the BO account • It is a due document • This has to be submitted to the account Office everyday

  8. Important Records …. • SB/ RD/ TD/ RPLI Journals • These contain details of daily transactions with • Account NO/ Policy No • Name of depositor/ insurant, • amt of deposit/ withdrawal, DLT, BAT • DNT to be noted in the previous transaction.

  9. Important Records …. • Receipt to be signed by the addressee of Regd. Articles (RP-1) • This receipt is to be prepared by the BPM for each RL • The Addressee’s signature is obtained on it on the delivery of the article • Mail List (M-1) • This document contains particulars of the BO bags dispatched from the BO • Acquittance of GDS MD / GDS MC obtained in the Office copy

  10. Receipt Books …. • Registered Journal (RP-51) • Receipts for booking RL/ RPL • Book of Receipts (MS- 87 (a)) • Receipts for booking e MO • Miscellaneous receipts

  11. Important Records …. • Preliminary receipt- SB-26 (50 receipts in triplicate) • Receipt given to the depositor for new accounts opened • Original receipt in the custody of the depositor • Second copy to be sent to the account office • Third copy to be preserved as office copy • Receipt for depositor’s PB -SB-28 ( 50 receipts in duplicate) • Issued by the GDS BPM in lieu of PBs • When PBs are collected from Depositors for Interest/ Verification/PMC/Closure etc.

  12. Important Records …. • MO statement (Genl 6) • A Mail Overseer has to verify atleast 50 MOs in BOs under his jurisdiction every month • Details of the MOs verified to be noted in this document • Document should contain • particulars of the money order & • result of verification • RPLI receipt Book- PLI-2 ( In duplicate) • Receipts for accepting RPLI premium

  13. Important Records …. • Weekly Diary (Genl-4) • Record to be maintained by the Mail Overseer which contains • Visit Reports on BOs visited • every day’s particulars of the travelling done by the mail overseer on official business • Weekly diaries to be submitted on the 1st ,8th 16th ,24th of every month • Signature of BPM to be taken in the diary • Date stamp of the office visited to be impressed in the diary • Visit report • Report on quarterly visit of all the BOs in his beat • Result of the checks carried out during visits to be noted in the Order book of the BO RULE NO 355 OF POSTAL MANUAL VOL VIII

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