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COMMON DOCUMENTS

COMMON DOCUMENTS. Presentation 1.3.3. Memorandum of distribution of work:. This shows the duties to be performed by each official working in a post office/RMS office.

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COMMON DOCUMENTS

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  1. COMMON DOCUMENTS Presentation 1.3.3

  2. Memorandum of distribution of work: • This shows the duties to be performed by each official working in a post office/RMS office. • The Gazetted Postmaster issues for his own office. The Superintendent of Post offices supplies to other offices other than ‘C’ class offices. • The SSRM/SRM will supply to the offices under him.

  3. Any change of a permanent nature in the duties of officials, has to be ordered by the authority competent to issue the memo. • But the Postmasters/HSAs can order temporary changes in the duties of officials, in the case of shortage of staff etc. • When done so it has to be reported in the DR invariably

  4. Nominal Roll: • Maintained in a Post Office • Nominal roll is maintained for clerical staff. • This is a record showing the names of P.A s actually on duty on a given date and the nature of duties performed by each of them.

  5. Attendance register • This is a record kept for officials to sign, noting the time of attendance before they start their duties. • Every day the head of office examines and initials it.

  6. Hand to Hand Receipt Book: • In Post office there is need to transfer bags, cash valuable, articles, keys etc. by one official to another. • For this purpose, Postmaster and all the PAs maintain receipt books in form MS-7. It always remains in the custody of the official concerned. • Every day the Postmaster should examine and initial these books daily and sees that transfers are properly made.

  7. Error book: This is maintained in form MS-2 by all post offices. In big offices it is maintained separately for each branch. After recording the irregularity the Postmaster will initial it and a copy of the extract will be forwarded to the concerned office or sections, copies may also be sent to the controlling authorities wherever necessary to draw their attention.

  8. Book of postmarks: • This book is maintained in all Post offices and RMS Offices. In this book, impressions of all stamps and seals having changeable types are taken before they are brought in to use. • In HOs and SOs two books are maintained , in one book the impressions of Oblong Money order, Due Stamp, Round Money order and Insurance seal is taken and kept under the personal custody of the Postmaster.

  9. Book of postmarks: • In other book the impressions of all other stamps are taken. Concerned officials should see and initial below the impressions • In RMS offices the INS seal will be in the personal custody of the HSA/Supervisor and the impressions will be signed by him.

  10. Complaints and Suggestions Book: • This is a book kept in all Post offices for recording any service matters by the members of public. It is examined daily by the Post master. • If the nature of complaint can be settled by him , he can dispose of the complaint and the nature of action be informed to the member of public. • In other cases an extract should be forwarded to the immediate superior by registered post and the complainant be informed accordingly.

  11. Office Order Book: • Every post office is supplied with this book to record remarks and orders of inspecting officers. • Postmaster/HSA is personally responsible to take action on the remarks and orders passed by the officers. • It should always be kept in the personal custody of the Postmaster/HSA; wilful removal of any page from this book is a serious offence punishable with removal from service.

  12. Postmaster’s order book: • It is maintained in big offices to record the following: • a) result of test applied to any branch or work by duty staff • b) result of examination of locks, uniforms • c) temporary arrangements of work of PAs and Postmen • d) any unusual occurrence. Every entry is to be initialled by the Postmaster and the official concerned should initial after noting the entry.

  13. Due Mail and Sorting List • This is a document supplied by the Divisional Supdt of POs or RMS, indicating the particulars of bags which are received and despatched daily by the post office. • It also shows how the articles are to be sorted and disposed of. • DM &SL is in two parts: • Due mail list shows; • Details of bags to be received and dispatched • Time and office from which received/to which dispatched • Mode of receipts/dispatches • Particulars of mail list in which bags are entered • Sorting list shows: • Offices to which mail and registered bags are to be closed • Sorting pattern including manner in which URPs, Registered bag, Money Order bundles should be disposed of.

  14. Due Mail list • The due mail list shows the details of bags to be received and dispatched by a Mail Office/ Transit Section. It will show • In what cases mail lists are to be dispatched and received with loose bags • Transit bags are to be used • Account bags and B.O. bags are to be sent or received in mail bags, • In the case of sub-office, the mail bags containing cash bags enclosed in registered bags.

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