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Comprehensive Management of Sub-Division Office Records and Operations

This document serves as a detailed guide for the management of records and operations within a sub-division office. It outlines essential processes such as maintaining seniority lists, performing annual assessments, managing correspondence, overseeing appointment and verification procedures, and handling materials and supplies. The guide emphasizes effective communication, timely reporting, and regulatory compliance to ensure efficient office management. It also includes action items for personnel training and responsibilities for monitoring supply and material management.

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Comprehensive Management of Sub-Division Office Records and Operations

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  1. Managing Sub Division

  2. Office records…. • Sub divisional Map • Memorandum book (Part I and II) • Lines and stages • Notice of Hours of Business • Letter box statement • Consolidated MAB • Due Mail and Sorting list • Village sorting list

  3. Continued… • Rosters • Annual Performance Assessment Report (APAR) of Postman staff • Seniority list of GDS agents • Service Records of GDS agents • Register of claim cases received • Heavy withdrawal register

  4. Continued… • Watch register of list of PBs verified by MOs • List of SBPBs not received for entry of interest • Watch register of BO Abstract and MO paid statement • Watch register of MRs • Diary (Note Book) if any

  5. Continued… • Correspondence register • Dealing and Ruling files • Index register to Dealing and Ruling files • Confidential letter and files • Stop-gap and provisional appointment cases • List of GDS whose appointment orders and appointment papers are wanting

  6. Continued… • Particulars of GDS who are attaining 65 years of age • List of RD discontinued accounts for verification • Programme for review of establishment. • Inspection programme. • Order book and other books • Pending papers • Register of PLI/RPLI forwarded to DO

  7. Approach … • 5 S -Sort -Set in order -Shine -Standardize -Sustain

  8. Continued… • Delegation • Filing • Reading • Desk Work • Enquiry

  9. Continued… • Delegation • APP– 45(leave Appln GDS) • BO Abstract/MO Statement • SB Heavy Wdl memos • List of PBs vfd by MO • Petty enquiries

  10. Continued… • Reading/Filing • Leave memos issued by DO • Circulars • Copies of any other Memos

  11. Continued… • Desk work • Correspondences • Reply to be sent to DO/HO etc • Enquiry paper after enquiry for preparing report • Any other

  12. Continued… • Enquiry • Enquiry at other offices • Verification of Honorarium bills/ROMC bills/TA bills/LTC bills • Any other

  13. Mail overseers… • Services may be used by the IP at his discretion • Route list to be prescribed • Double trip for verification/checks to be avoided • Diaries to be reviewed • Requires to be trained properly to be effective

  14. MO continued… • Must be able to work as BPM in case of contingency.. • Must verify 50 money orders paid per month • Must be able to conduct verification of heavy withdrawals, small investigations • Must be able to clear mails in case of dislocation • Services may be used to convey cash

  15. MO continued… • Utilize services for scrutiny of BO abstract and MO paid statements • For verification of PBs not received for entry of interest • For verification of all PBs of BOs at least once in a year • For verification of all OAP/PHP/WP MO payees at least once in a year

  16. MO continued… • Services may be utilised for past verification work • Services may be uilised for 100% verification of pass books • Services may be utilised for verification of RD discontinued accounts

  17. Exercise 1

  18. F/N diary of IP • Is an effective communication between IP and Divisional head • Should indicate brief description of work done and achievements • The fact of separate detailed report should be mentioned in the diary • Must indicate the time spent outside • Diary should reflect the style of functioning of an IP • Monthly summary – IInd F/N

  19. Material Management

  20. Material for Sub Division • Sign Board • Letter Boxes • LB Paint • Ink Pads • Cloth for Pads • Weights and Measures • Locks

  21. Material for Sub Division • LTM Pad • Haversacks (Postman/GDS Delivery bag) • Umbrella • Uniforms • Sealing Wax • Carbon Papers

  22. BO requires • Item I • Forms for day to day work • Receipt books • Bags • Item II • Sealing Wax • Carbon paper • Item III- Materials

  23. Item I Item II Item III Concerned AO will supply Concerned IP to place consolidated indent on PSD once in a year IP to arrange supply BO requires….

  24. Uniforms • Indent placed by IP in advance by seeing kit register to Divisional Supdt.

  25. Material for Sub Division Misc… • Monitor supply of forms and materials to AO • Master Schedule of Forms • Stock Register • Invoices • At BO • Stock Register • Invoices

  26. Indenting, Stocking and Supply • In SK-2 triplicate through Divisional Supdt • Maintain a stock register in Sub divisional Office • Submit monthly statement to Divisional Office of supply of Materials to BOs

  27. Exercise 2

  28. Thank you

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