HOW TO MAKE ERROR ENTRIES?

1. HOW TO MAKE ERROR ENTRIES? REGISTRATION DEPARTMENT Presentation 3.3.3.1

2. 1. RECEIPT OF REGISTERED BAG WITHOUT SEAL • CIRCUMSTANCE: 1: A Registered bag from Alagarkoil SO to Madurai RMS/2 received without seal but when opened found no discrepancy. • SAMPLE ERROR ENTRY Error Extract No._____________ Dtd.___________ ‘Alagarkoil SO dated_____________. The Regd. Bag from Alagarkoil SO dated___________ for Madurai RMS /2 was received without seal. It was opened and the contents were found correct as per the Registered List. The contents were disposed “ Date stamp Signature of H.S.A

3. CIRCUMSTANCE: 2: • A Registered bag from Alagarkoil SO to Madurai RMS/2 received without seal. On opening 9 RLs were found against 10 entered in the list.  SAMPLE ERROR ENTRY : Error Extract No._____________ Dtd.___________ ‘ Alagarkoil SO dated_____________. The Regd. Bag from Alagarkoil SO dated___________ for Madurai RMS /2 was received without seal. It was opened and the contents were checked. 9 RLs were received against 10 RLs entered in the Registered List. The RL No……. of Alagarkoil SO entered at Sl.10 was not received. A revised Registered List deleting the entry and with total 9—0—0---0---9 is required for file. Material objects have been preserved. Date Stamp Signature of H.S.A

4. CIRCUMSTANCE 3: • A registered bag from Alagarkoil HO to Madurai RMS/2 received without seal. On opening 11 RLs were found against 10 entered in Regd. List. • SAMPLE ERROR ENTRY : Error Extract No._____________ Dtd.___________ ‘ Alagarkoil SO dated_____________. The Regd. Bag from Alagarkoil SO dated___________ for Madurai RMS /2 was received without seal. It was opened and the contents were checked. 11 RLs were received against 10 RLs entered in the Registered List. The RL No……. of Alagarkoil SO was received without entry. A revised Registered List adding the RL and with total 11—0—0---0---11 is required for file. Date stamp Signature of H.S.A

5. 2. RECEIPT OF REGISTERED ARTICLE WITHOUT REGD. LIST • CIRCUMSTANCE: • 19 RLs, 2 RB, 1 INS, 1 HVMO list with MO, MO bundle were received without Regd. List in the registered bag from Vilakuthoon SO for Madurai RMS/2.SAMPLE ERROR ENTRY : Error Extract No._____________ Dtd.___________ Vilakkuthoon SO dtd________________ In the Regd. Bag from Vilakkuthoon SO dated_____ for Madurai RMS/2, 19 RLs, 2 RBs, 1 INS, 1 HVMO list with MO, MO bundle were received but the Regd. List was not received. An inventory was taken. A copy of the inventory is enclosed for issuing Regd. List with total 19-2-1-0-22 is required for file. Material objects have been preserved. Date stamp Signature of H.S.A

6. 3. RECEIPT OF REGISTERED LIST WITH WRONG TOTAL • CIRCUMSTANCE: • In the Registered bag from Simmakkal SO for Madurai RMS/2, 20 RLs, 3 RBs 1 INS, 1 HVMO List with MOs and 1 MOB were entered in the Reg. List and received. But totaled as 21-3-1-0-25   SAMPLE ERROR ENTRY Error Extract No._____________ Dtd.___________ Simmakkal SO dtd________________ In the Regd. Bag from Simmakkal SO dated_____ for Madurai RMS/2, 20 RLs, 3 RBs, 1 INS, 1 HVMO list with MO, 1 MO bundle were received as entered in the Regd. List . But totaled as 21-3-1-0-25. Hence revised Regd. List with total 20-3-1-0-24 is required for file. Date stamp Signature of H.S.A

7. 4. NON-RECEIPT OF RL ENTERED IN THE REGISTERED LIST • CIRCUMSTANCE: • In the Registered bag from Railway Colony SO for Madurai RMS/2, 1 RL, was not received. SAMPLE ERROR ENTRY Error Extract No._____________ Dtd.___________ Madurai Railway Colony dtd___________ In the Regd. Bag from Madurai Railway Colony dtd__ For Madurai RMS/2, 18 RL, 2 RBs were received against 19 RLs, 2 RBs entered in the Regd. List. On verification RL____ of Madurai Railway Colony entered at Sl.9 was not received. Hence, revised Regd. List deleting the above entry and with total 18-2-0-0-20 is required for file. Material Objects preserved. Date stamp Signature of H.S.A

8. 5. EXCESS RECEIPT OF RL WITHOUT ENTRY • CIRCUMSTANCE • In the Registered bag from Arasaradi HO for Madurai RMS/2, 2 RLs, & 1 RB were received without entry.  • SAMPLE ERROR ENTRY   Error Extract No._____________ Dtd.___________ Arasaradi HO dtd________ In the Registered bag for Madurai RMS/2 from Arasaradi HO dtd_____, 20 RLs, 3 RBs, 1 INS, 1 IB, 1 HVMO List with MO, 1 MOB were received against 18 RLs, 2 RB, 1 INS, 1 IB, 1 HVMO List with MO, MOB entered in the registered list. On checking 2 RLs and 1 RB as detailed below were received without entry. 1) RL NO.____ of Arasaradi HO, 2) RL No.____ of Arasaradi HO 3) RB No._____of Arasaradi HO addressed to Madurai HO. Hence, a revised Regd. List adding the above entries and with total 20-3-1-1-25 is required for file. Date stamp Signature of H.S.A

9. 6. RECEIPT OF INSURED ENVELOPE/BUNDLE WITHOUT RECORDING THE WEIGHT • CIRCUMSTANCE • One INS envelope was received without noting the weight on the envelope in the Regd. Bag of Pudur for Madurai RMS/2  • SAMPLE ERROR ENTRY Error Extract No._____________ Dtd.___________ K.Pudur dtd__________ In the Regd. Bag of K.Pudur dtd____ for Madurai RMS/2 one INS___ of K.Pudur was received as entered in the Regd. List. But the weight of the envelope has not been noted. The condition of the envelope was intact and weighed at Madurai RMS/2 as_____ grams. The same has been recorded on the envelope with remark “as weighed at Madurai RMS/2” and forwarded to destination. Material objects have been prepared. Date stamp Signature of H.S.A

10. 7. RECEIPT OF INSURED ENVELOPE/BUNDLE WITH DIFFERENCE IN WEIGHT • CIRCUMSTANCE 1 • One INS was received in the R bag from Thathaneri for Madurai RMS/2. It weighed 30 grams against 35 grams   • SAMPLE ERROR ENTRY Error Extract No._____________ Dtd.___________ Thathaneri SO dtd______________ One INS NO.___ of Thathaneri SO was received in the Regd. Bag for Madurai RMS/2 from Thathaneri SO. It was weighed at Madurai RMS as 30 grams against 35 grams noted on the envelope. The condition of the envelope was examined and found to be in good condition. Hence, the ascertained weight was noted on the INS envelope “as weighed as Madurai RMS/2” and in the Regd.list. The INS envelope was forwarded to destination in the normal course. Date stamp Signature of H.S.A

11. CIRCUMSTANCE 2 • One INS was received in the R bag from Thathaneri for Madurai RMS/2. It weighed 30 grams against 35 grams and the envelope was in damaged condition. • SAMPLE ERROR ENTRY   Error Extract No._____________ Dtd.___________ Thathaneri SO dtd______________ One INS NO.___ of Thathaneri SO was received in the Regd. Bag for Madurai RMS/2 from Thathaneri SO. It was weighed at Madurai RMS as 30 grams against 35 grams noted on the envelope. The condition of the envelope was examined and found two seals are damaged and one side of the envelope was open. Hence the INS article was taken out, examined and found to be good in condition. It was weighed and the weight noted on the article was found correct. It was reclosed in a fresh envelope, sealed with INS seal, weighed and recorded on the envelope. It was forwarded to destination with suitable remark in the Regd. List. Material objects have been preserved. Date stamp Signature of H.S.A

12. 8. RECEIPT OF INSURED ENVELOPE/ BUNDLE IN TORN / WITHOUT SEAL • CIRCUMSTANCE • One INS bundle was received from Anaiyur in damaged condition in Regd. Bag for Madurai RMS/2  • SAMPLE ERROR ENTRY Error Extract No._____________ Dtd.___________ Anaiyur dtd___________ Insured Bundle 3 of Anaiyur PO for Trichy HO was received entered in the Regd. List for Madurai RMS/2 from Anaiyur SO dtd ____. It was weighed at Madurai RMS/2 and found to agree with the recorded weight. The IB was torn on both sides and the INS articles were coming out. The INS articles were taken out, checked with the Regd. List inside the IB and found correct. The articles were examined, found to be in good condition and the weight was also correct. These three INS articles were enclosed in a fresh cover with the list and sealed with INS seal, weighed and ascertained weight _____was noted on the article and in the Regd. List. The same was forwarded to destination with suitable remarks. Material objects were preserved. Date stamp Signature of H.S.A.

13. 9. ARTICLES RECEIVED MISSENT • CIRCUMSTANCE • Two RLs destined to Trichy Fort were received from Coimbatore RMS/2 in the Regd. Bag for Madurai RMS/2 SAMPLE ERROR ENTRY Error Extract No._____________ Dtd.___________ Coimbatore RMS/2 dtd_____________ RL No.____ of R.S.Puram and RL No______ Kuniamuthur, both addressed to Trichy Fort entered at Sl.7 & 8 from Coimbatore RMS/2 in the bag for Madurai RMS/2 were received missent. These articles should have been routed to Trichy RMS. The articles were subjected to delay. The articles were forwarded to Trichy RMS for further disposal. Date Stamp Signature of H.S.A.

14. 10. NON-PREPARATION OF RBs • CIRCUMSTANCE • Madurai HO did not prepare RBs for Chennai GPO, Anna Road HO, Tirunelveli Ind HO • SAMPLE ERROR ENTRY Error Extract No._____________ Dtd.___________ Madurai HO dtd___________ Madurai HO dtd_____ consigned 108 RLs in the registered bag for Madurai RMS/2. Out of 108 RLs, 10 were for Chennai GPO, 12 for Anna Road, 6 for Tirunelveli Ind HO. The office has failed to prepare RBs for the above offices. Details of RLs are furnished below: Chennai GPO : RL No. ___ ___ ____ ___ ___ of Madurai HO ---10 RLs Anna Road HO RL No ____ ____ ____ ___ __of Madurai HO ---12 RLs Tirunelveli Ind HO RL No.___ ___ ___ ___ ___of Madurai HO ---6 RLs Date stamp Signature of HSA