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RECORD OFFICES STRUCTURE AND FUNCTIONING. Record Office Functioning. 1. Mail offices are attached to SRO/HRO 2. Some times sections are also attached to SRO / HRO Supplies forms and stationery to Section and Mail Office 4. Staff arrangement / leave arrangements. Record Office Functioning.
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Record Office Functioning 1. Mail offices are attached to SRO/HRO 2. Some times sections are also attached to SRO / HRO • Supplies forms and stationery to Section and Mail Office 4. Staff arrangement / leave arrangements
Record Office Functioning 5. Checking and preservation of papers prepared by Mail Offices and Sections 6. Disbursement of Salary and other amount 7. Procurement and supply of Forms and stationery 8. Maintenance of machines and other equipment
Special functions of HRO • Maintenance of Establishment Register of sanctioned posts • Drawing Pay and Allowances • Maintaining Service Records • Helping the Division in processing pension cases.
Powers and duties of Record Officer • Appointing authority/disc. authority for MM and GDSMM • Temporarily transfer staff from Set to Set • Summon official to record office for enquiry/Sorting practice at any time
Structure and functions of HRO / SRO Sub record office is a stationary office of RMS, Mail Offices and Sections. Record Office located at HQ is called HRO. When sections alone are attached, it is known as RO. RO is an intermediary unit between Admn and Operational Unit. Instructions from DO/Representations from officials are routed through HRO/SRO/RO. RO is answerable to Divisional Supdt.
Accounts Branch • Accounts Assts working in this branch prepare Salary bills, Contingent bills and other accounts matters. • There may be one or more Accounts assts who work directly under HRO/AHRO.
Staff Arrangement Branch • Looks after distribution of work of officials of different cadre in the sets of Mail offices and Sections. • Granting of weekly off/fortnightly off. • Arrangement of OT duties. • Noting of leave period. • Permitting mutual exchange of duties.
Checking Branch • Examination of Daily Reports/Work papers of sorting sections. • Despatching of error extracts prepared by HSA/Supervisors/Mail Agent. • Verification of abstracts to see whether they are tallied or not (Mail abstract, Regd Abstract, Parcel abstract). • Processing the revision of Mail arrangement of the Sets. • Correspondence with Divisional Head and Subordinate units • Ascertaining safe delivery of Protected articles.
Stock Branch • Procurement, custody and supply of Stock articles, Stationery and Forms for the use by Sets / Sections. • Requirements are assessed on half yearly basis and indents placed accordingly to the PSD / Divisional Heads. • Maintenance of stock requires following registers. • Stock Register. • Register of petty articles. • Stationery Register. • Guard file for Invoices received/issued.
Search Bill Branch • Search bills are issued to trace out the disposal of Article/Bag. • There are public complaints behind search bills hence prompt disposal of search bill to be ensured.
Bags Branch • Accounting of bags. • Supply of required No of blue bags/canvas bags to the Sets/Sections. • Storage, maintenance and monitoring of Bag branches of Subordinate Units (UBO). • Unit Bag Office, District Bag Office and Circle Bag Offices are responsible for supply of bags at various levels.
Cashier • One of the Assts identified as cashier draws money from Post Office and disburses Pay and Allowances to the officials attached to the Unit. • He maintains Cash Book. • Cashier and SRO/HRO are the joint custodians of the cash.
