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RECORD OFFICES STRUCTURE AND FUNCTIONING

This presentation outlines the structure and functioning of record offices, particularly focusing on Sub Registrar Offices (SRO) and Head Registrars Offices (HRO). It details key features such as the integration of mail offices, the attachment of various sections to these main offices, and the provision of essential supplies, including forms and stationery. Additionally, it addresses staff arrangements and leave management, highlighting the importance of effective coordination within these offices for seamless operation.

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RECORD OFFICES STRUCTURE AND FUNCTIONING

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  1. RECORD OFFICESSTRUCTURE AND FUNCTIONING

    Presentation 2.3.2
  2. RECORD OFFICE – FUNCTIONING  1.Mail offices are attached to SRO/HRO 2.Some times sections are also attached to SRO / HRO 3.Supplies forms and stationary to Section and Mail Office 4.Staff arrangement/leave arrangements
  3. 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 stationary 8.Maintenance of machines and other equipment
  4. 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.
  5. POWERS/ 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
  6. 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, Mail offices are not attached, it is 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.
  7. STRUCTURE OF HRO
  8. 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.
  9. 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.
  10. Checking Branch Examination of Daily Reports/Work papers of sorting sections. Despatching of error extracts prepared by HS/Supervisors/MA. 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 SSRM and Subordinate units Ascertaining safe delivery of Protected articles.
  11. Stock Branch Procurement, custody and supply of Stock articles, Stationary 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.
  12. 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. Register of search bill received and cleared indicates No of staff to be deployed.
  13. 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. Unit Bag Office, District Bag Office and Circle Bag Offices are responsible for supply of bags at various levels.
  14. 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.
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