1. Preventive Vigilance Define Vigilance:
‘Vigilance’ means -to be watchful, to be alert –
Vigilance is more about prevention and less about investigation

2. Preventive Vigilance Helps us To identify wrong doers
To Eliminate corruption
To bring transparency / accountability in administration
Early detection of frauds &
Avoids wastage of Govt. Resources
Main reason for frauds is –
Non observance of Rules & Procedures
Lack of supervision of inspectorial officials
Timed out checks/ visits/inspections

3. Preventive vigilance - SB
Action points:
Verify the PBs with the passed warrant kept in BO
Ascertain the signature of the depositor with SS book
In case of a lapsed warrant- contact depositor personally & enquire
Whether he has received the closure amount or not ?
On what date?
Ensure the cancellation of
the first page
all the unused pages of the closed passbook in red ink by AO
Rule 44 of POSB Manual Volume I

4. Preventive Vigilance -SB
Prepare a list of illiterate depositors and to obtain PBs for verification from them
On receipt of PB from AO after entry of interest, check
date stamp impression of the AO
Initials of the SPM
Check if,
particular account number is repeatedly shown under Liability
The amount received for withdrawal has been often returned by the BPM

5. Preventive vigilance- SB
Check
-Unclear date stamp impressions
-Date stamp impressions with corrections
Should be viewed seriously
While verifying high value withdrawal memo
Contact the depositor personally
Obtain and see the entry of withdrawal in the pass book
Get the signature of depositor on the memorandum in token of having contacted the depositor who admits his withdrawal

6. Preventive Vigilance - Remittance
Always attend the BO before its opening
Contact the payees without knowledge of the BPM/GDSs of the BO
Contact as many illiterate payees as possible
Ensure that payees of all the villages (in BO jurisdiction) are covered during MO Paid verification
Check if GDSMD has received the MO amount from the BPM under acquittance in the BO journal

7. Preventive vigilance –Mails
Maintain liaison with Prominent citizens of the fixed & unfixed villages
Panchayat presidents,
School teachers and HM,
VAO,PHC etc.,
Ensure that GDS obtains signature from prominent citizens in the Visit Book
Make as many surprise visits as possible
This will help in ascertaining
Delivery efficiency
Correct payment of MOs
Timely opening & closing of the office
Punctual clearance of the LBs

8. Preventive vigilance - Mails
Verify
Genuineness of remarks on articles
If intimation is served for deposit articles
If the date stamp has been impressed clearly
Condition of articles in deposit
Any articles is kept beyond 7/14 days
Details of demurrage fee collected
The MOs paid by BPM personally across the counter
If more MOs are shown in red ink in the BO journal.
Pay attention on
-The date of delivery of the VP articles
-The date of despatch of the VP receipts

9. Preventive vigilance -Insurance
Check the following:
Register of RPLI policies
RPLI PBs with more defaults
RPLI lapsed policies
Compare the last month RPLI collection with Current month collection & with corresponding figures of last year.
Contact insurants personally

10. Preventive Vigilance - Misc
General check of
BPM’s supervision on the work of GDSMD
Maintenance of the BO account by the BPM
The financial status/spending behavior of BPMs/GDS MCs/GDS MDs under his jurisdiction
Through confidential enquiries in the villages
BPMs not availing any leave continuously
list out the BPM’s supervisory duties on GDSMD/MC

11. Preventive vigilance - Misc
General check of
Any records kept beyond its preservation period unnecessarily
All the monthly schedules presented by the agents since last inspection/Visit
Multiple/additional receipt books, or Journals in the BO
Abnormal fluctuation in monthly total receipts/payments of BO account from last visit/inspection
Rule No 9,133 of BO Rules

12. Preventive Vigilance -Misc
Stagger visit dates to avoid guess by BPM
Avoid visiting BOs exactly on due date
Always make general inquiries with the villagers about BO & GDS
Collect PBs from depositors on the way to BO

13. Preventive vigilance – Receipt books
Verify used receipts of all kinds since last inspection/visit
Check the credit particulars
Check all the unused receipts
If they are intact
If its in duplicate/triplicate etc
Note the following remarks on the back side of the last used receipt
“Certified that all the unused receipts from ………….. to …………… are intact”
Affix dated signature
RULE NO 355 OF POSTAL MANUAL VOL VIII

14. Preventive vigilance - Receipt books
Check if receipts are in consecutive series
Verify if the used ones are issued in chronological order
Check if all receipts are prepared using double sided carbon
Check if -
All receipts are impressed with date stamp
SPM’s certificate should be available on the wrapper of receipt book
In token of having verified by him
Note down the cancelled receipts numbers by SPM
RULE NO 355 OF POSTAL MANUAL VOL VIII

15. Preventive vigilance – Receipt book
What are Spoiled Receipts?
Wrongly prepared receipts
Receipts with lot of corrections/ overwriting
Torn/Mutilated or disfigured receipts
Receipts with wrong serial number
Mis printed receipts
Inadvertently passed over receipts (left blank)
RULE NO 22[2] of BO RULES

16. Preventive vigilance – Receipt books
Action to be taken –
Verify the genuineness of the Spoiled receipts
Check if the word “Spoiled” is written across the counterfoil
Ensure despatch of the spoiled receipt to the account office
check its entry in the BO journal on that date

17. Time for Sharing experience …..
Frauds came to light in your service