1. Welcome to
Noting and Drafting
4.4.1

2. Administrative setup DIRECTORATE CIRCLE REGION
DIVISION– POSTAL/RMS/PSD/CSD
UNITS- SUB DIVISION/PO/RMS
4.4.1

3. Position Of OAs/SS/OFFICER
4.4.1

4. CO Directorate (Mostly Independent)
Accountability
SD DO
DO RO
RO CO
CO Directorate (Mostly Independent)
Decision making and implementation
Handling of complaints
4.4.1

5. O & M
Methods used in administration to ensure that administrative duties are carried out properly and promptly.
4.4.1

6. Ensure proper and prompt processing of cases
Why O & M ???
To cut down delay
Systematic way
Excessive paper work
Processing levels
Delegation of powers
Lack of application
Unclear decisions
No MIS
Ensure proper and prompt processing of cases
4.4.1

7. Record Management Registration & Diarisation Checks on Maintain Delays
Information
Arrival
Office- Information
Processing Unit
Filing
system
Monitoring
Storage
Inspections
Annual Action
Plan
Communication
Processing
Noting &
Aids to
Processing
Drafting
Forms of
Communication
4.4.1

8. OFFICE PROCEDURE - Glossary
Case : a current file or a receipt together with other related papers.
Central issue section: a unit within the department responsible for typing of drafts, comparing of fair copies,preparation of pads for signature and despatch of communication to the addresses
4.4.2

9. OFFICE PROCEDURE - Glossary
Central registry: a unit within the department charged with the responsibility of receiving ,registering and distributing dak meant for that department
C.R No. the serial no. assigned by the central registry to dak in the dak register
4.4.2

10. OFFICE PROCEDURE - Glossary
Correspondence : in relation to a file means the portion containing receipts and office copies of issue pertaining to the file including self-contained departmental notes but excluding those recorded on the notes portion of the file itself.
4.4.2

11. OFFICE PROCEDURE - Glossary
Notes: means the remarks recorded on a case to facilitate its disposal and includes a precise of previous papers, a statement or an analysis of the questions requiring decision, suggestion regarding the course of action and final orders passed thereon.
4.4.2

12. OFFICE PROCEDURE - Glossary
Notes portion:in relation to a file means the portion containing notes or minutes recorded on a case.
Desk : is an office oriented work within a department with a specific task assigned to it.
Diary no.: the serial no. assigned to a receipt in the section diary followed by the code letter identifying the section diary
4.4.2

13. OFFICE PROCEDURE - Glossary
Docketing: making of entries in the notes portion of a file about the serial no.assigned to each item of correspondence for its identification.
File: collection of papers on a specific subject matter assigned a file no. and consisting of one or more of the following parts:
4.4.2

14. OFFICE PROCEDURE - Glossary
(a) correspondence
(b) notes
(c) appendix to correspondence
(d) appendix too notes
F.R.: fresh receipt: any subsequent receipt on a case which brings in additional information to aid the disposal
4.4.2

15. OFFICE PROCEDURE - Glossary
Indexing : in relation to a file means indicating its title under appropriate catchword arranged in their alphabetical order with a view to facilitate its easy retrieval.
Minute: note recorded by the President, VP, PM or a minister.
4.4.2

16. OFFICE PROCEDURE - Glossary
PUC :paper under consideration
Sectional note: notes recorded on only one of the many issues raised in the PUC.
Single file system: in case of non secretariat office- attached or subordinate
4.4.2

17. Essentials /requirements of a Section to work better
Sectional note book /precedent book
Standing guard file
Ruling file---Subject wise---With index
Noting clarification of doubts in section notebook
Information book
4.4.1

18. Contents Of Information Book
Staff strength
MDW
Returns –Received/Sent –Date
Preservation of records
Inspection of questionnaire
List of circulars
Registers maintained
Forms used
Rubber Stamps
Furniture
Mailing list for rulings
Address of staff working in section
4.4.1

19. Systematic method of work
Prioritization –Segregation of DAK-each DA
Decide the important /nature of action
Instruct DA orally /writing /remarks in margin
Make a note in his personal note book
Take action on disputed paper through officer
Correct file in which it is to be handled .
Maintain index of dealing file
4.4.1

20. DAK Receipt/Registration /Distribution
Received in central registry (CR)
Dak addressed to officers by name will be received by them or through their PA
Except ordinary post Dak ,all other Dak with entry will be acknowledged by recipient
Check the enclosures –If not received make a report
Dak /covers will be date stamped
4.4.1

21. Urgent dak will be distributed as and when received
Sort –Section wise/officer wise if addressed by name(Keep a list of subjects dealt with various branches )
Prepare an invoice for each section in duplicate acknowledged. Invoice by ss to be filed section wise
Urgent dak will be distributed as and when received
For communications directly received by officers the PA will transfer them to sections duly entered in a register& the ss also should maintain a register for DO letters received directly.
Disputed receipts
4.4.1

22. Receipts/Submission/Diarisation
It is to receive & check for missents
Separate those to be seen by officer
Keep important date on which immediate action is required
Distribute to DA with instructions wherever required
Make a note in the diary of important receipts requiring prompt action & disposal by a date
Submit receipts for offices on receipt pads
DG DAK
4.4.1

23. Entering in Assistants Diary
Action on receipts
Action by DA
Entering in Assistants Diary
Filing of papers – punched on top left hand corner & tagged
C & N on different sides
Number of cases exceed 200 or becomes bulky- open next volume.
Original file to be stitched.
4.4.1

24. REFERENCE Serial number for each page – C & N
Suffixes to be given for C with more than one page
Give remarks like –PUC<FR1…
Slip bearing PUC to contain reference number in the margin
Recorded files/other papers put-up with current file – flagged with alphabetical slip
For identification after removal of slips serial number of paper ,quoted in the margin of noting.
Number and date of order/rules/regulation/relevant section to be quoted in the body of the notes.
4.4.1

25. Reference -continued Slips to be pinned inside the paper .
If more than one reference slip spread across the width of the page
Docket the receipt – entering the papers particulars in note side.
Identify the issue involved
Prepare note with the help of files, registers, precedent books, ruling files
Make urgency grading
Record date of submission in diary – col 5
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26. When a line of action on a paper is obvious- Based on clear precedent
Practice
Indicated by higher officers
Put up draft without elaborate note
4.4.1

27. In other cases See whether all statements are correct
Point out mistakes , mis-statements, missing data or information
Draw attention to customary procedures and point out to relevant rules
Provide other relevant data or information
Bring out points requiring decisions
Draw attention to precedents
Suggest alternative process of action.
4.4.1

28. Guidelines for noting Should be concise and to the point
End the lengthy note with a Para bringing out the points for consideration or decision
Paragraphs to be serially numbered
Verbatim reproduction of extracts from PUC should be avoided
Append with initials and date on left below the noting.
Others to sign the note on right side.
4.4.1

29. Officer to confine his notes to actual points he proposes to make
-continued-
Officer to confine his notes to actual points he proposes to make
If nothing to be added & he agrees with the note just to append with dated signature
Observations should be couched in courteous and temperate language – free from personal remarks
4.4.1

30. -continued-
When PUC raises several major issues for detailed examination and orders each will be noted upon separately in sectional notes.
4.4.1

31. Noting by sectional officer
Try to dispose as many as possible on own responsibility
Reduce number of files to higher officers by personal discussion
DA/SS shall be encouraged to discuss/consult freely about complicated cases
Verbal/oral orders received from higher officers to be recorded in note sheet.
Replacement/modification of notes recorded in a file if already noted by others shall not be permitted.
For a wrong decision communicated correction permitted only by higher officer than who ordered.
4.4.1

32. OFFICE PROCEDURE – oral discussions & instruction
All points emerging from discussions between two or more officers of the same department and the conclusion reached will be recorded on the relevant file by the officer authorizing action
It should then be got confirmed by those who participated in it.
4.4.2

33. OFFICE PROCEDURE – oral discussions & instruction
Where an officer is giving direction or taking action in any case in respect of matters on which he or his subordinates has power to decide, he shall ordinarily do so in writing
If, however there is no time for giving the instruction in writing he should follow it up by a written confirmation at the earliest
4.4.2

34. OFFICE PROCEDURE – oral discussions & instruction
When a member of the personal staff of a minister communicates to any officer on oral order on behalf of the minister, it shall be confirmed by him in writing immediately thereafter
If the oral orders are in accordance with rules and regulation or procedures they should be brought to the notice of the secretary or the head of the department.
4.4.2

35. OFFICE PROCEDURE – oral discussions & instruction
If not,he should seek further clear order from the secretary or HOD about the line of action to be taken stating that oral orders are not in accordance with the rule
If an officer seeks confirmation of an oral order given by his superior,the latter should confirm it in writing whenever such confirmation.
4.4.2

36. OFFICE PROCEDURE – oral discussions & instruction
Receipt of communications from junior officers seeking confirmation should be acknowledged by the senior officers or their personal staff
4.4.2

37. OFFICE PROCEDURE-filing of papers
The papers required to be filed will be punched on the left hand top corner tagging the correspondence portion on the right side of the file cover and the notes portion on the left side of the same file cover.
In the correspondence part the papers will be tagged from right to left, the latest being at the top
4.4.2

38. OFFICE PROCEDURE-filing of papers
In the notes part , the papers will be tagged from left to right and the latest being at the top.
Earlier communications referred to in the correspondence will be indicated by pencil by giving their position on the file
Routine receipts and issues may not be allowed to clutter up the file.they should be placed below the file in a cover and destroyed after serving the purpose.
4.4.2

39. OFFICE PROCEDURE-filing of papers
When either the notes or the correspondence portion of a file becomes bulky (exceed 100 pages)it would be stitched and marked volume I.
Further papers on the subject will be marked volume II.
4.4.2

40. OFFICE PROCEDURE-filing of papers
Referencing: every page in each part of the file will be consecutively numbered in separate series in pencil
Blank intervening pages will not be numbered
4.4.2

41. OFFICE PROCEDURE-Drafting
No draft to be prepared in simple and straightforward cases or those of repetitive nature for which standard forms of communication exists.
The initiating officer will put up a draft considered necessary by him.
He should not wait for the line of action or content of the communication to be told.
4.4.2

42. OFFICE PROCEDURE-Drafting
The higher officer may revise the draft as deemed fit.
The officer approving the issue of a draft will append his initials thereto with the date in the margin of each page of the draft
4.4.2

43. OFFICE PROCEDURE-Drafting
The draft should be in clear and concise language incapable of misconstruction
Lengthy sentences, abruptness, redundancy,superlatives and repetition of words and ideas should be avoided
Official communications from a department purporting to convey the views or orders of the govt.must specifically be expressed to have been written under the direction of govt
4.4.2

44. OFFICE PROCEDURE-Drafting
I am directed to say, the undersigned is directed to convey e.t.c should be avoided
A draft should clearly specify the enclosures which are to accompany the fair copy. (Encl.)
DFA 1,11,111.
4.4.2

45. OFFICE PROCEDURE-Drafting
Demi Official letters
To call the personal attention of the addressee
The style of writing should be direct, personal and friendly.
DO preferably not to exceed a page, if the message is lengthy- annexure
DO normally to officers two stage higher.
4.4.2

46. Written Communication
Letter,Office note,Reports
To establish & maintain contact
To bring good image
Clear,concise,correct,courteous,complete
4.4.1

47. Planning & Letter Writing
Understand or grasp what others want
Interim reply if complete reply takes time
Collect facts
Consult records,rules ,instructions
Complete the action required
Write down the points
Arrange in sequence
Make paragraphs
End with conclusions
4.4.1

48. Choose the words carefully Simple words
Avoid long phrases ,uncommon words
Avoid repetition & ambiguity
Check for grammar ,spelling and punctuation errors
4.4.1

49. Section 1: Full address of sender –Topmost-reference number
Layout Of A Letter
Section 1: Full address of sender –Topmost-reference number
Section 2:Recipient Address
Section 3:Salutation
Section 4:Body of the letter
Section 5:Subscription & Signature
4.4.1

50. Filing System & File Management
4.4.1

51. -Systematic arrangement of papers -On a specific subject -In a Folder
What is a file ?
-Systematic arrangement of papers
-On a specific subject
-In a Folder
-In a Chronological order
-With an identifying number
4.4.1

52. G - REPRESENTS FUNCTIONAL GROUP `LABOUR RELATIONS’
A FILE OPENED BY LABOUR RELATION II SECTION DURING 2009 RELATING TO STRIKE ON COLLIERY `X’ FILE NO. G/13024/5/09 - LR II, WHERE
G - REPRESENTS FUNCTIONAL GROUP `LABOUR RELATIONS’
- PRIMARY HEAD `STRIKE’
O - SEPARATOR
- SECONDARY HEAD `COAL MINES’
- SERIAL NO. OF FILE OPENED
THE YEAR
LR-II - THE SECTION CONCERNED
4.4.1

53. General Principles of File Management
Open file only when future correspondence is expected
Deal other papers with diary no.
Try to reply on original receipts
File/docket/reference correctly
Be brief in reply
Use Standard Process Sheets
4.4.1

54. Should give indication of contents Should be broken up into components
Title of a File
Should be as brief as possible
Should give indication of contents
Should be broken up into components
Wider aspects precede narrower aspects
Each component to begin with capital letter followed by a bold dash
Should not be couched in general terms
4.4.1

55. CHECKS ON DELAYS Time Limits Handling of Grievances
Weekly Arrear Statement
Monthly Statement of Cases
Call Book
Watch on Disposal of MP/MLA/VIP Receipts
4.4.1

56. Contd.. Monitoring of Court/CAT Cases
Register of Parliament / Legislative Assurances
Check List of Periodical Reports
Review of Periodical Reports/Returns
Responsibility of Expeditious Disposal
4.4.1

57. Standard Process Sheets Running Summary of Facts Reference Folders
AIDS TO PROCESSING
Standing Guard Files
Standing Note
Precedent Book
Standard Process Sheets
Running Summary of Facts
Reference Folders
4.4.1

58. Standing Guard File on a subject– Has three parts
Aids to Processing
Standing Guard File on a subject– Has three parts
A running summary of principles & policy with order no & dates quoted in margin
Copies of decisions/orders referred to arranged chronologically
Model forms of communication at various stages
4.4.1

59. STANDING NOTE
Continuing Note explaining history & Development of Policy & Procedure to serve as-
Background material for review of existing Policy or Procedure;
Brief for preparing replies to Parliament Questions / Supplementaries; and
Induction or Training Material.
4.4.1

60. Precedent Book- It is a Register in prescribed form
Maintained at Section level
Keeps record of important Rulings and Decisions having a precedent value for ready reference
Entries made at the earliest
Helps in uniform & consistent decision making
Heading
Decision or Ruling
File No.
Page No
Date
4.4.1

61. Standard Process Sheet –Skeleton note developed for repetitive items of work, with predetermined points of check-- e.g. sanction of Leave, Advances etc.
Running Summary of Facts – in relation to a case it means a summary of facts of the case updated from time to time incorporating significant developments as and when they take place
4.4.1

62. REFERENCE FOLDER Containing copies of Relevant Rules; Orders;
Instructions;
Minute of Conference / Meetings;
Tour Notes;
Parliament Question & Answers;
Material for Cut Motions, Budget Speech of Minister etc.
4.4.1

63. PROCESSING STEPS
Filing
Docketing
Noting
Referencing
Submission
4.4.1

64. Filing of Papers in a File
In a file cover - note on left side
- corr on right side
Docketing & referencing to be done
If number of pages (corr+notes) exceed 200, then mark it Volume I get it stitched and open volume II
4.4.1

65. Page no.s in Vol - II to be in continuation of Vol - I
Continue……..
Page no.s in Vol - II to be in continuation of Vol - I
Open part files separately
Merge Part file with the main file at the earliest
4.4.1

66. Docketing / Referencing
Each item on corr. side (receipt/issue) to be assigned a Sl. No.
Sl. No. in red ink on top centre on 1st page
Sl.No. to be entered in notes portion (docketing) for identification
Every part of file to be numbered in separate series in pencil
4.4.1

67. Blank pages not to be numbered
Continue……..
Blank pages not to be numbered
Only two flags on current file, PUC & FR
If more than one FR, flag as FR I, FR II
Quote page no of FR/PUC in margin
Flag linked recorded files alphabetically viz. A,B and quote page no in margin
4.4.1

68. If more than one flag in such files flag as A/21, A/28
Continue……..
If more than one flag in such files flag as A/21, A/28
No. of the file referred will be quoted in the body of note
No. and date of orders,notification, resolution to be quoted in note
If reference books/files not put up with note indicate in margin.
4.4.1

69. To be entered in File Movement Register
Movement of Files
To be entered in File Movement Register
Movement of linked files also to be entered in the register
Movement of files from a section on requisition & noting in movement register
File Movement Register-Appx 23
4.4.1

70. Classification & Year of Review
File Register
Standard Head No. Standard Heading
File No
Subject
Date of
Classification & Year of Review
Remarks
Opening
Closing 1 2 3 4 5 6
4.4.1

71. File Movement Register File No……………….. Subject ……………………………
Space for Recording movements of part files
4.4.1

72. ARRANGEMENT OF PAPERS FOR SUBMISSION
Reference Books
Notes Portion
Running Summary
Draft
Corr. Portion
Appendix To Notes / Correspondence
4.4.1

73. ARRANGEMENT OF PAPERS FOR SUBMISSION
Standing Guard File/ Standing Note/ Reference Folder
Extracts From Gazette
Linked Files
Routine Notes & Papers
4.4.1

74. THANK YOU
Thank you
4.4.1