Railway Mail Service 1.1.B.

Railway Mail Service 1.1.B

Each set is an independent entity, Organisational structure
What is RMS? Introduction - Mail office as a place of operations where operations are conducted through a set of officials deployed by HRO/SRO Each set is an independent entity, Organisational structure Operations in mail office is based on -Build and Break concept. Basics of collection , sorting and despatch Introduction to mail offices- 1.1.B

Administrative setup SRM/SSRM ASP Sub Division IP Sub Division
IP /ASP Mail office ASRM DO IP DO 1.1.B

Operational Structure (RMS)
RECORD OFFICE HEAD RECORD OFFICE SUB RECORD OFFICE SORTING MAIL OFFICE TRANSIT MAIL OFFICE MAIL OFFICE SECTIONS 1.1.B

Mail offices are of two kinds. They are
-Sorting Mail offices -Transit Mail offices A sorting mail office situated in a railway station is called a RMS office. A sorting mail office situated outside the Railway station is called a Sorting office. 1.1.B

MAIL OFFICE A branch of RMS which deals with the closed bags is called transit mail office. A transit mail office functioning in a train is called a transit section. Head Sorting Assistant is the in charge of the Sorting Mail office. Mail Guard/Mail Agent is the in charge of the transit mail office 1.1.B

Sorting Mail office handle bags and contents of bags.
Receive ,close , despatch all kinds of bags Open all kinds of bag addressed to them and sort all kinds of articles received by them. eg. Guntur RMS, Dharwad sorting office Head sorting Assistant is the in charge of the office 1.1.B

Receive, close and despatch all kinds of bags
Transit mail office Handle closed bags Receive, close and despatch all kinds of bags Open transit bags addressed to them and sort only closed bags Never sort the articles Mail Agent/Mail Guard is the in charge of the Transit Mail office 1.1.B

Other Types of Mail offices
Automatic Mail Processing Centre situated in cities where the quantum of mail is heavy. Mechanized coding and sorting of unregistered mail. At Chennai, Mumbai and Delhi Press sorting office situated on the premises of the News Paper. This office works to suit the dispatch timing of the News Paper. 1.1.B

Other Types of Mail Offices
Packet Sorting office situated in big cities where volume of second class unregistered mail is very high. CRC the registration branch of the Mail office, where the processing of registration work is done on computers. A CRC can be situated in the Mail Office itself or in a separate location 1.1.B

Corporate mail office/ Bulk Mail Centre opened in big cities. Mails are received from bulk Mailer i.e firm which is capable of posting of 5000 unregistered articles/250 registered articles in sorted destination wise bundle. The Bulk Mail Centre despatch the bundle. 1.1.B

Other Types of Mail offices
Business Post Centre Performs pr ing activities for a fee. collection, insertion, pasting, addressing, franking/affixing stamps . Record office stationery office of the Railway Mail Service where the work papers of the sections attached to it are prepared. Head Record office a stationery office situated at the headquarters of RMS Division prepares salary and contingent bills for the entire division 1.1.B

Sub Record office stationery office of the RMS, situated at the same station as a Mail office. Prepare work papers for sections and themselves. all forms required for their sections are supplied. 1.1.B

TRANSIT MAIL OFFICES FUNCTIONS
1.1.B

Mail agent or mail guard is in charge
Transit Mail Office Mail agent or mail guard is in charge Duties comprise the work connected with receipt, custody, sorting and despatch closed bags. Only Transit bags are opened and closed Mail bags are not opened by TMO TMO can accept articles under COP 1.1.B

TMO can book registered articles TMO prepares mail abstract
Transit Mail Office TMO can book registered articles TMO prepares mail abstract Mail agent/Mail guard prepares Daily report. 1.1.B

SPECIAL ARRANGEMENT IN TMO
Occasional despatches for accumulated mail Escort system Extra accommodation in trains Priorities for seasonal mails 1.1.B

Returned Letter Office
Situated at the HQ of the Postal Circle. Deals with unclaimed and refused articles and articles without/incomplete/undecipherable addresses Transcription Centre A cell in the sorting office situated normally at the HQ of a circle or any other convenient Sorting Office in the circle. It transcribes the addresses written in regional languages into English 1.1.B

Office of Exchange A post office, Sorting Office or Section which exchanges mail with the offices in foreign countries. A Despatching Office of Exchange/Outward Office of Exchange makes up and addresses mails to an office of exchange of a foreign country. A Receiving Office of Exchange/Inward Office of Exchange receives mails addressed to it by office of exchange of foreign countries. Even office of exchange with both inward and outward functions may function in one of the capacities for some countries. Office of Exchange of Transit An office of Exchange at the border which receives and despatches only closed bags. They do not close bags or open inward foreign bags. 1.1.B

Foreign Post Office An Office of Exchange where assessment of customs duty on foreign mails is also carried out. The articles suspected to contain dutiable material, received in the Foreign Post Office or any other nearby Office of Exchange, are assessed for duty(if required by opening the article) Sub-Foreign Post Office An office which is not an office of exchange but the work of customs examination, assessment and accounting is done. It functions for the convenience of senders and addressees who may be required to present documents for release or despatch of their foreign articles 1.1.B

Technic based on conditions to achieve desired out put.
What is Sorting ? Technic based on conditions to achieve desired out put. All category/ direction mails are pooled in the Mail office. Mail office will separate/segregate category wise/direction wise with the purpose of sending it to/ towards destination Example; 1.1.B

Reduce Number of bags between different offices. A Practical approach
Why Sorting ?? Reduce Number of bags between different offices. A Practical approach To monitor the Transmission of mail To add speed and reduce expenditure. 1.1.B

Now Prototype Sorting cases have been designed and supplied
Sorting diagram Plan of selections Now Prototype Sorting cases have been designed and supplied Only 50 selection. Sorting made easy. Location of each selection depends on volume of mail and direction Heavy selections on right half 1.1.B

Sample of new layout and facilities
1.1.B

Introduction of assembly line functioning in hub
Revising layouts Sample of new layout Introduction of assembly line functioning in hub 1.1.B

Mail flow process for I class mail
Post Office Post Office Post Office Post Office Level-1 mail office Level-1 mail office Level-2 mail office Level-2 mail office Level-2 mail office Level-2 mail office Post Office Post Office Post Office Post Office Post Office Post Office Post Office Post Office Level-1 mail offices exchange mail with each other and with selected L-2 in the Circle Level-2 mail offices exchange mail with the level-1 mail office to which they are mapped and the level-2 mail offices mapped to the same level-1 mail office, and with selected L-1 offices Post Offices exchange mail only with the mail office (level-1 or level-2) to which they are mapped 1.1.B

Mails are received in 2 separate bags.
TD and NTD is separated in Post Offices. 1.1.B

Commitment to cutoff times to improve D+1
Receipt from PO Cut-off to ensure flight connectivity Receipt of items from other cities Cut-off for POs 1 Non-TD sorting TD sorting (from own POs) TD sorting (from Rest of India) 2 3 Rationale Sort rest of India volumes before outgoing flight Sort TD from own POs while “waiting” for flight receipts Sort TD from rest of India after receipt from incoming flight 1.1.B

Equipments in a sorting office
Sorting case Bag stand Tray Cage Trolley Bags Parrot billed scissor Jute, twine, scales 1.1.B

To include the After Photo of SPC
1.1.B

Equipments for Sorting Hub
Text Text Text Sorting Cages Roller containers Tray trolleys Bag cutter and stool 1.1.B SOURCE: Mail Network Optimisation Project

STAMPS AND SEALS Supply:-PSD Aligarh How to obtain:-
SRO/HRO to place an indent in prescribed form through divisional head Types of stamps and seals:- Stamps Seals -Name Stamp - Date stamp Mail seal -Mail stamp Insurance seal -Registered stamp Registration Seal -Parcel stamp Parcel Seal -INS stamp 1.1.B

STAMPS AND SEALS(contd.)
-Late fee not paid detained Stamp -Due stamp Stamps and seals are engraved in bilingual. 1.1.B

BOOK OF POST MARKS Maintained in all offices (SRO/HRO/Set)
Impressions are taken before brought in to use. The impressions will be checked by the concerned branch in charge and signed by him. The impressions relating to INS seal and stamp it will be checked by the HSA/Supervisor and signed by them. 1.1.B

Notice of hours of business Attendance register MDW Book of postmarks
Papers and documents Notice of hours of business Attendance register MDW Book of postmarks Receipt book (MS 7) Error book (MS 2) Order book (MS 8) 1.1.B

Complaints and suggestion book Deposit register Opening register
Papers and documents Complaints and suggestion book Deposit register Opening register Time sheet of trains and buses 1.1.B

Classified list of post and mail offices PIN directory Due bag list
Books and documents Due mail list Sorting/routing list Guidance book PO guide part I, II, III Classified list of post and mail offices PIN directory Due bag list Order files 1.1.B

Authorized Bag Balance
Prepared and supplied by Divisional Supdt. RMS to Mail Offices It shows the limit of canvas bags to be held by a RMS office 1.1.B

Rule No : 25 of volume VI Part-1
Office Order Book: Every Mail office is supplied with this book to record remarks and orders of inspecting officers. The In charge of the office is personally responsible to take action on the remarks and orders passed by the officers. PPT1.2.44 Rule No : 25 of volume VI Part-1 1.1.B

Rule No : 25 of volume VI Part-1
Office Order Book: It should always be kept in the personal custody of the Incharge of the Office Wilful removal of any page from this book is a serious offence punishable with removal from service. PPT1.2.45 Rule No : 25 of volume VI Part-1 1.1.B

Complaints and Suggestions Book:
This is a book kept in all offices for recording any service matters by the members of public. It is examined daily by the Head Sorter & following action taken. Take action if he is competent Other cases, an extract sent to DO Complainant be informed accordingly Rule No :48B of volume VI Part-1 and Clause – 77 of PO guide part-1 section - 1 PPT1.2.46 1.1.B

Rule No : 4A of volume VI part-I
Attendance register This is a record kept for officials to sign, noting the time of attendance before they start their duties. Every day the head of office examines and initials it. Rule No : 4A of volume VI part-I PPT1.2.47 1.1.B

Memorandum of distribution of work:
This shows the duties to be performed by each official working in a post office/Mail office. The Superintendent of RMS supplies to all Mail offices. 1.1.B

Memorandum of distribution of work:
Any change of a permanent nature in the duties of officials, has to be ordered by the authority competent to issue the memo. But the Head Sorter/ HSA can order temporary changes in the duties of officials, in the case of shortage of staff etc. PPT1.2.49 Rule No : 4 of volume VI part-I 1.1.B 49

Book of postmarks: This book is maintained in all offices /Sets. In this book, impressions of all stamps and seals having changeable types are taken before they are brought in to use. PPT1.2.50 Rule No : 103 of volume V 1.1.B

Error book: This is maintained in all Mail offices/ Sets. In big offices it is maintained separately for each branch. After recording the irregularity the Head Sorter/ Supervisor will initial it and a copy of the extract will be forwarded to the concerned office or sections, controlling authorities wherever necessary to draw their attention. PPT1.2.51 Rule No : 145 of Volume V 1.1.B

Hand to Hand Receipt Book:
In office there is need to transfer bags, cash valuable, articles, keys etc. by one official to another. For this purpose, HSA and all the PAs maintain receipt books in form MS-7. It always remains in the custody of the official concerned. Every day the Head sorter should examine and initial these books and ensures that transfers are properly made. PPT1.2.52 Rule No : 26 of volume VI part-I 1.1.B

Duties of sorting assistant
Sorting unregd articles Preparation of bundles Preparation of bags Detection and reporting irregularities Transfer of sorted articles in time Writing labels and check slips Assisting in closing bags Letter box clearance 1.1.B

Receipt of unregistered articles
From the bags opened Accepted in counter LB Clearance 1.1.B

Process in Sorting Department
RECEIPT FROM LBs: Clear the LBs at prescribed time Normally at the office but some times at railway stations/ Air ports Examine and divide into first class and second class articles Face and separate it into Fully Prepaid and insufficiently paid or unpaid articles Deface the articles Keep the articles for sorting 1.1.B

RECEIPT FROM LBs: Tax the Insufficiently paid and unpaid articles, stamp them with Due stamp Despatch the Late fee paid letters by the next out going mail Detain the late fee not paid letters until next despatch by stamping “Detained: Late fee not paid” 1.1.B

Due mail L bag D bag S bag Plural mail bags Extra mail bags
Air mail bag 1.1.B

Speed post bag Paper cover Transit bag Mail list Account bag Regd bag

Unusual mail Registered packet bag Packet bag
Parcel bag( Insured bag Inside) EPP bag Special bag Camp bag Telegraph cover Progress test Exercise 1.1.B

Clear the contents of the compartment of the Sorting Case which is full at intervals Examine the sorted articles. Put the articles in labelled Bundles with check slips on the top and tie them with twine Transfer the contents to the bags in which they have to be despatched 1.1.B

Hand over the bags to the MSA/HAS
DESPATCH Place the sorted articles in the bags in which they have to be despatched Hand over the bags to the MSA/HAS Exercise 1.1.B

Examination Check the work done by you for correctness
Examine few bags as prescribed in MDW Pack articles properly Take guidance of co workers or HSA in case of doubt Put check slips received in dust bin after sorting is completed 1.1.B

Issued by Superintendent Separately for each set
Due mail list & stg list Issued by Superintendent Separately for each set Shows receipt and despatch schedules Mode and time Bags to be closed Routing of articles 1.1.B

Contains conventions used Cases in which mail list to be prepared
Due mail list Contains conventions used Cases in which mail list to be prepared Preparation of TB Receipt of account bag Details of forward bags Direct mail lists 1.1.B

Corrections in DML based on A orders
To be recorded in the last page provided for the purpose– the page no and order no to be noted When too many corrections new to be issued. UPDATING is most important 1.1.B

Issued with concurrence of CPMG
Routing list Issued with concurrence of CPMG Details how each article received to be directed Routing for I and II class clearly defined Routing of parcels different from letters Greetings and invitations 1.1.B

Sorting orders A orders – issued by SRM MSO – issued by CPMG
Sorting Memo- by CPMG B orders –issued by SRM 1.1.B

Serially numbered from the one issued in April
A orders Issued each month Serially numbered from the one issued in April Include changes in sorting orders related to RMS units within division A copy will be sent to each set to be read and initialed by all sorting assistants Update the DML 1.1.B

A orders Statement A.—introduction of bag From for Class Transit
DATE OF EFFECT 1.1.B

Statement B Discontinuance of bags , mail list etc From For Class
Contents to date 1.1.B

Statement C Revised manner of transmission From For Class
date Present Future 1.1.B

Statement D Diversion orders: the offices named in column I should dispose off articles for places mentioned in column II as shown in column III. I II III 1.1.B

Statement E Change in mode of addressing the bags From For Class
Future mode of addressing DOE 1.1.B

Statement F Change of class of bag From For Existing class
Future class DOE 1.1.B

Relate temporary changes Generally issued in greetings season
B orders Relate temporary changes Generally issued in greetings season Specify how the articles to be disposed during the period and routing list for the period Issued only when necessary Issued by SRM 1.1.B

Issued on 15th of every month by CPMG
MSO Monthly Sorting Order Issued on 15th of every month by CPMG Contains Interregional and Inter circle mail arrangement It has four parts- 1.1.B

Part I : regular mail arrangements
Part II: Temporary mail arrangements Part III: MIS on mail operations Part IV : Miscellaneous information- like opening / closing of a PO, assignment of PIN etc Impact of change in empty bags 1.1.B

Sorting Memo Issued by CPMG
When sudden changes in the mail carrying transports– change of train timing in which section or W/S operates, introduction/ cancellation of new MMS etc. Matter cannot wait up to issue of MSO Called air mail orders applicable to air carriers 1.1.B

Don’t mix I class and II class articles in LB to be transmitted by AIR
Tie securely Sort personally the LBs into the bag 1.1.B

Mail for foreign country Air mail SAL
Foreign articles Mail for foreign country Air mail SAL Mail office sends to office of exchange 1.1.B

Mail office AIR MAIL SAL SURFACE Mail office MUMBAI KOLKATTA CHENNAI
KOCHI DELHI AIR MAIL SAL SURFACE 1.1.B

Posted by postal authorities
Trial card - M 26 a Posted by postal authorities To decide relative advantage of alternative routes Track the point of delay Instructions as to how it has to be routed written Should be handed over to HSA 1.1.B

Should not be included in LB
Only the last Mail office closing bag to the delivery post office include in LB To be filled by each office handling it To be returned by delivery office in service cover to sender 1.1.B

AD and MO acknowledgement not be separated for later handling
Acknowledgements AD and MO acknowledgement not be separated for later handling Correct despatch to the sender of the article Check as to whether AD signed by recipient Registration branch shall not give them to stg branch for despatch when received in R bag 1.1.B

Error entries Maintained in form MS 7
For discrepancies noticed with articles sorted Missendings in LB Article without contents/received open/without postage paid Articles requiring compulsory registration Take action as suggested by HSA 1.1.B

Problems in sorting branch
Problems with mail non- confirming to posting rules Illegible address, incomplete address Received open, torn and damaged condition Valuables and currency in ordinary mail 1.1.B

Un decipherable /in complete address
Keep separately Try to find address/consult colleagues or supervisors Seek the help of reference books Post towns if traced write clearly and sort If not return to sender or else RLO 1.1.B

Write remarks “received open or torn or damaged or without contents’
Open , torn or damaged Write remarks “received open or torn or damaged or without contents’ Show to HSA get his initials Repair the open and damaged articles Protect the articles in pro cover get it date stamped and address to the postmaster of delivery post office 1.1.B

Pass remark on wrapper-received without contents and initial it
Show it to HSA send it to destination Make error entry If contents only received protect and despatch to destination or to RLO Valuables to SRO thru HSA 1.1.B

Valuables found in letter box or in counter
Loose stamps- find articles concerned If not traceable hand over to HSA HSA to make entry in daily report Affix stamp against entry and cancel it 1.1.B

Unused post card/envelope
Cut the portion containing postage stamps and affix on DR and cancel Sheet of stamps, currency notes, valuables hand over to HSA HSA to forward to SRO with entry in DR in a cover which is to be sealed SRO will credit it to local post office under UCR 1.1.B

Articles marked registered
Found in letter box or in mails received--- Error entry HSA will note postage due if not paid for and pass remark found in letter box Hand over to counter for booking Paste receipt in error book 1.1.B

Sort and send to destination invoiced in registered list
If counter is closed HSA to hand over to RSA RSA will book by giving number like XXX followed by name of mail office Sort and send to destination invoiced in registered list 1.1.B

In offices where registration work not done
After all preliminary entries enclose the article in a protecting cover Address the cover to postmaster of destination Treat the article as service registered At delivery PO due charges will be recovered 1.1.B

Write remarks “ found in letter box “ and initial the remarks
Parcel article in LB Write remarks “ found in letter box “ and initial the remarks Show to HSA and protect the article in a bag Forward to nearest post office MSA to enter the bag in mail list and forward 1.1.B

HOW TO MAKE ERROR ENTRIES?
SORTING DEPARTMENT 1.1.B

Registration of letters only with late fee Speed post articles
Counter transactions Provides the service for limited period generally after post office hours Sale of stamps Registration of letters only with late fee Speed post articles Accepting franked articles 1.1.B

Accepting registered news papers Articles with high value stamps
Bulk postings Bulky articles Provide information as needed by the customers 1.1.B

Registration of parcels Money orders Postal orders Savings bank
Services not provided Insurance Registration of parcels Money orders Postal orders Savings bank 1.1.B

At the end of counter hours
Write the rough book maintained for accounting the stamp imprest Write the amount in cash , stamps and in vouchers Show it to HSA get his signature Prepare indent for required no and denomination stamps Prepare the registered and speed list and give to concerned branches Lock imprest and give keys to HSA 1.1.B

Accepting franked articles
Confirm the license is valid and has been authorised to post it in your mail office Ask for window delivery ticket Check the postage printed and weigh the articles at random to correctness Posted on same day Send daily docket to PO authorised 1.1.B

PARCEL DEPARTMENT. Now working exclusively as Parcel hub
Use the parcelnet for processing In charge is called Supervisor and has one or more Parcel Sorting Assistants Duties consist of the work relating to : Receipt Sorting Despatch of parcel mail. 1.1.B

Careful examination of bags and parcels received by you
Responsibilities Careful examination of bags and parcels received by you proper treatment and correct sorting of parcels Correctness of contents of parcel bags closed by you secure tying and proper sealing of bags closed. 1.1.B

Use of good quality bags
Transfer of parcel bags and loose parcels in time to your HSA or MSA for despatch. Use of good quality bags prompt detection and report of all irregularities or unusual occurrences connected with the parcel department. Complete and correct preparation of work papers. 1.1.B

The bag containing insured parcel/s is known as insured bag.
Insured parcels are entered in parcel list when despatched Protected in canvas bag at all stages of transit. The insured bag is sealed with insurance seal (Two seals opposite to each other) by the despatching office. 1.1.B

The weight is noted on its label by the despatching office.
Insured bag The weight is noted on its label by the despatching office. The parcel list will be outside (and not inside) the insured bag. Examine the insured bag received in the presence of your HSA to see its condition, fastening, label and seals Weigh the insured bag and compare the ascertained weight . 1.1.B

Record the weight on the parcel list and get the initials of your HSA.
Insured bag Record the weight on the parcel list and get the initials of your HSA. Examine each insured parcel. weigh the insured parcel one by one Record the weight of each parcel against its entry in the parcel list Note the particulars of all insured parcels received in the check sheet in the following proforma before sorting them. 1.1.B

CHECK SHEET FOR INSURED ARTICLES OF
PARCEL MAIL HANDLED BY……….. DATED……….. S l No No. of insured parcels Office of posting Office from which received Office of destination Office to which despatched Signature 1 2 3 4 5 6 7 1.1.B

Total received : ……Total despatched :……… Prepared by
Signature of PSA Checked by Rechecked by : Signature of HSA or Supervisor Signature of SRO Exercise 1.1.B

Insured parcels only included
Closing of Insured Bag Insured parcels only included Get the PL list and insured check sheet signed by H SA Place the parcels in Canvas bag along with the label and get the bag tied in your presence. Sealed with two insured seals opposite to each other. 1.1.B

Weigh the insured bag in the presence of H SA
Closing of insured bag Weigh the insured bag in the presence of H SA Note the weight on the label, office copy of PL list and abstract Insured bag further can be either sent in Mail bag or Parcel bag as prescribed It should never be sent loose Each insured bag closed be informed to MSA 1.1.B

Place the parcels, PL list along with AD if any in a Canvas bag
Closing of parcel bag Place the parcels, PL list along with AD if any in a Canvas bag Place the insured bags if any in the presence of H SA Place a tag label inside the bag Prepare the bag label and get the bag tied Sealed with insured seal if insured bag is included otherwise by Parcel seal 1.1.B

TRANSFER OF BAGS AND PARCELS
Transfer in due time--- Parcel bags closed. Parcel lists with parcels and insured bags to be sent in mail bags Parcels sent outside Inform the HSA/MSA Take receipt in the parcel abstract. 1.1.B

Prepared on the same lines as reg abstract
PARCEL ABSTRACT Prepared on the same lines as reg abstract Separate abstract for air parcels Weight of insured bag if any despatched to be recorded against relevant entry Insured check sheet if any to be enclosed with abstract Signed by H SA, PSA and stamped. 1.1.B

COMPLETION OF WORK PAPERS
Check the parcel abstract totals on receipt and despatch sides agree. Examine the check sheet . Sign the parcel abstract and Insured check sheet. Stitch the parcel lists together in the order of entry in the parcel abstract. Make over the work papers, empty bags, articles of stationery, the key of the sorting case if any to your HSA. 1.1.B

Parcel paid with air surcharge Treated as first class article
Air Parcel Parcel paid with air surcharge Treated as first class article Office of booking shall indicate the weight on the article and also super scribed as AIR PARCEL Not to be included in the parcel bag 1.1.B

Invoiced in the parcel list
Receipt Received inside mail bag the label bearing remark CAP (contain Air Parcel) Remark in the reg list Invoiced in the parcel list Check the parcel with list , sign and stamp the list received Sort according to sorting list for I class mail 1.1.B

Invoice in the parcel list, list super scribed as by AIR
Despatch Invoice in the parcel list, list super scribed as by AIR Inform the RSA to make a remark as ‘AIR PARCEL LIST’ in reg list for that office Place the parcel along with list in mail bag Mail bag label to bear remark CAP Note the weight of air parcel on the label Prepare separate abstract for air parcels 1.1.B

Deduct weight of air mail parcel
At the air port Weigh air mail bag Deduct weight of air mail parcel Indicate the weights separately in the air mail delivery bill NEVER SEND AIR PARCELS IN PARCEL BAG 1.1.B

Registartion Department
1.1.B

Booking of articles on counter
Preparation of RB Preparation of IB Prepare registered list including RB/IB/VPL etc Tally register abstract Prepare regd. bag Rule No : 91 Volume- V 1.1.B PPT 122

Receipt of registered bag Custody of registered articles Sorting
Duties Receipt of registered bag Custody of registered articles Sorting Despatch of registered articles Preparation of registered bag and RP bag Maintaining opening register. 1.1.B

Examination of registered bags, RP bags, articles booked in counter
Responsibilities Examination of registered bags, RP bags, articles booked in counter Proper treatment and correct disposal of registered articles Correctness of the bags made up Preparation of registered bundles Ensuring correct sealing of bags 1.1.B

Transferring closed bags for despatch in time
Responsibilities Transferring closed bags for despatch in time Detection and reporting of irregularities Completion and correct preparation of work papers Collect good empty bags 1.1.B

Registered and RP bags from HSA/MSA Addressed to your office
Receipt of bags Registered and RP bags from HSA/MSA Addressed to your office Despatch number (I con, II con) Condition of bag Enter in bag opening register 1.1.B

Open bags addressed to your office only
Opening of bags Open bags addressed to your office only Open one by one with the assistance of mailman Turn bag inside out, take out all contents Tie cord and label to the ring of the bag 1.1.B

Check condition of RB and Ins letters
Opening of bags Take the list and check whether it is stamped and signed by despatch office Check each article entered in the list with the article actually received Check condition of RB and Ins letters Open the RB one by one addressed to your office 1.1.B

Forward RB shall be sorted to correct destination
Opening of bags Forward RB shall be sorted to correct destination Weigh insured articles one by one Note down the weight ascertained against relevant entry in the list In case of any discrepancy bring to the notice of H SA 1.1.B

Prepare insured check list Stamp and sign the list received
Opening of bags Prepare insured check list Stamp and sign the list received Enter the details in abstract MO and HVMO hand over to concerned official VP and REGD with AD should be accompanied with documents 1.1.B

Handling insured letters
Insured envelopes containing single insured letter or insured v.p. letter. insured bundles containing two or more insured letters including insured value payable letters. The registered list shows the particulars of the above items, their category wise total and also grand total. 1.1.B

Handling insured letters
Check the condition of article Seals are intact Weigh the article and note in the list received Enter the particulars in insured check list Prepared on a plane paper-no printed form 1.1.B

INSURED CHECK LIST Sl no Article no o/o posting Source of receipt
Destination Despatch HSA 1.1.B

H SA will check all the entries of Insured.
Call the H SA and present both copies of list , insured check sheet along with article H SA will check all the entries of Insured. Write the totals in the registered list and sign it Give to H SA for signing the check sheet and regd list 1.1.B

Take a bag in good condition
Closing of Regd. bag Take a bag in good condition BAM bags or PC only to be used for transmission by air Collect the MO and HVMO bundles from the concerned SA Invoice the particulars in the Reg list Put the articles inside the bag 1.1.B

Prepare two tag labels date stamped
Write the class of bag R or RP as required Put the articles and list along with one label inside the bag Get the bag tied and sealed before you 1.1.B

Transfer the bags to MSA in time as per schedule of despatch
Any extra packet bags closed shall be informed to MSA for invoicing in mail list Continue the process for all bags 1.1.B

Available in loose forms
Registered abstract Available in loose forms All due bags to be received and despatched are invoiced as per time of arrival in advance For due Bags not received remark-short will be written across the abstract Excess bags received , RB opened and RB made up will be entered after due bags 1.1.B

Registered abstract Contd…
Entries for bags received and despatched will be made as and when received and despatched At the closure of set all lists received and despatched will be arranged in serial order and made a bundle All lists received will be date stamped 1.1.B

Registered abstract Contd…
Totals will be written in abstract Totals in each column for articles received and despatched must tally In case of discrepancy try to tally with the help of HSA HSA will report in case abstract not tallied 1.1.B

Sign on last page of abstract and get it date stamped
Attach insured check list if any with abstract Hand over work papers to HSA Un-tallying of abstract regularly may lead to disciplinary action 1.1.B

Handling of Money Order - RMS offices receive
VPMO High Value Money Order along with high value money order list . Received in Registered bag. Now HVMO are handled in rnet 1.1.B

PROCESS FLOW IN MAIL DEPARTMENT
Presentation 1.1.B

Process in Mail Department
MSA/HSA will be the in charge of the Mails branch Mail Agent or Mail Guard Will Be the In-charge of TMO and sections Mails Department Consists of the following process Receipts Opening Closing Despatch 1.1.B

Receipts The MA or the MG will
1. Receive the bags closed / despatched by P.Os/M.Os from the Mail carrier. 2. Entries in respect of late/ non-arrival of mail carrier, if any be made in the error book and report in the DR 1.1.B

3. Keep safe custody of forward bags including account TBs by the H. S
3. Keep safe custody of forward bags including account TBs by the H.S.A. 4. Check the details of bags with reference to the mail list and give acquittance in the ML. Receipt of special bags if any be reported in the DR 5. If there is excess/short receipt of bags and one for the other bag , a remark to that effect be obtained from the Mail carrier in the Mail list by the H.S.A. and entries should be made in the Error Book and report in the DR 1.1.B

6. If there is non-receipt of Due bags, due bag not of prescribed description and misuse of bags, entries be made in the error book and report in the DR 7. Check the condition of bags, labels, cord including registered bags, RP and parcel bags 8. If the bag is received in damaged condition/without seal entries may be made in the Error book / and report in the DR 1.1.B

10. Mail Lists be signed by the H.S.A., stamped and placed on record
9. Prompt entry of unusual mails in the mail list despatched as soon as mails are received 10. Mail Lists be signed by the H.S.A., stamped and placed on record 11. Make entries in the mail abstract in respect of receipt of bags,(both due and unusual bags including empty canvass bags received 1.1.B

Opening of Mails Or Bags
1. Open mail bags, L bags, TBs & Pkt. Bags ( other than Regd., Regd.Pkt. & Parcel bags) 2. Transfer the regd. Bags/Regd. Pkt bags to the Registration department and parcel bags including insured bags to the parcel department under receipt to be taken in the Regd/Parcel abstract/ mail abstract as the case may be 3. Transfer the unregd. Articles to the Sorting Department 4. Keep the account bags if any in safe custody till its dispatch 1.1.B

5. Express bags (containing outward mails) be opened first and deferred bags(containing inward mails) thereafter. 6. The empty bag turned inside out 7. Open TBs and compare with the entries in the mails list inside the TBs. Forward / account bags if any in it be kept in safe custody. 8. If there is excess/short and one for the other bag in the TB, entries should be made in the Error Book and report in the DR by the H.S.A. 1.1.B

9. If the bag received inside the TB is found in damaged condition/without seal entries may be made in the Error book / and report in the DR by the H.S.A. 1.1.B

Closing of Bags/mails 1. Ensure the bags closed for dispatch are received in time from other department 2. Close bags ( other than Regd/RP/Parcel bags ) made up in the set by the H.S.A. 3. Regd. Bags, parcel bags including insured bags received by the H.S.A. from the departments concerned are placed in proper bags 4. Ensure unregd. Mails are properly packed 5. The bags closed by the set are securely fastened, properly labeled and sealed 1.1.B

Closing of Bags/mails 6. Ensure torn or unserviceable bags are not used for closing 7. The account bag if any is to be enclosed in proper bag 8. While closing TB, the due and unusual bags to be placed inside the TB, should be checked with the entries in the mail list. The condition of each bag, the cord with which it is tied, the label and the seal must be examined by the H.S.A. before placing inside the TB. 1.1.B

Closing of Bags/mails 9. When the volume of unregd. mail is heavy extra L bag is to be closed 10. If plural bag is prescribed in the DML ensure the place of Regd. Bag in No.1 bag and also ensure the correct total serial number of plural bag prescribed 11. Whenever the size of the bag is bulky and it is necessary to close one more TB in excess of the number entered in the Due Mail List, the word extra TB should be written on the label of each additional TB. 1.1.B

Despatch of Bags/mails
1. Ensure the bags despatched should be sorted out in group-wise sufficient time before the hours fixed for dispatch. 2. Despatch of bags to the destination as per mail list prepared and according to the time prescribed in the DML. Report dispatch of special bag in the DR 3. If the mail is despatched late, entries be made in the error book and report in the DR 4. Ensure No. of bags for dispatch is correct as per Mail List 1.1.B

5. Despatch of bags to the mail carrier under acquittance 6. Entry in respect of loss / over carriage / mis-delivery of bags be made in the error book and report in the DR 7. Entries in respect of mis connection of train/ bus/ Air services be made in the Error book and report in the DR 1.1.B

8. Make entries on both parts of the mail abstract viz. ‘Mails” & ‘Bags’ in respect of Mails despatched (due and unusual) including empty bags despatched. Complete the mail abstract and tally the forward bags under receipt and dispatch side. 9. The Mail lists despatched are placed on record duly stamped 10. Preparation of work papers for next working hours 11. Keep safe custody of stamps, seals, keys and blank forms by the H.S.A. 1.1.B

SECTIONAL MAIL LIST- M 1a
the Mail list has to be prepared in duplicate except when a non-postal agency is involved in conveyance, triplicate or quadruplicate has to be prepared depending on the number of agencies involved (Rule 76(6) of Postal Manual Vol.V) Whenever a Transit bag (TB) is to be prepared a TB list in M1a (as like a Mail list) has to be prepared and included inside the TB 1.1.B

Key points for Sorting Assistants:
Sorting Assistant will do followings: AT THE OFFICE OF PREPARATION The office copy of the Mail lists prepared and received by the office will be stitched in separate bundles by the concerned official and submitted to the Record Office through the HSA/ Mail Agent/Mail Guard as work paper AT THE RECORD OFFICE The Record Officer will check the work papers and the same will be preserved by eighteen months. 1.1.B

AT THE OFFICE OF RECEIPT The official to whom the duty of receiving mails is entrusted should check whether the correct number of bags entered are received without any signs of damage or tampering If any discrepancy is noticed it should be brought to the notice of the H.S.A/PM Disposal: After checking it should be signed, date stamped by the official and place them on record. 1.1.B

Related Documents find with mail list: Blank Parcel Lists, if any Forward due Mail lists, if any 1.1.B

Common mistakes by the preparing officers:
Failure to sign the list Failure to impress the date stamp on the list Wrong totaling Actually entered bags not received Unusual bags received without entry Office of dispatch or destination/designation of sender or addressee wrongly noted Type of bags noted wrongly Failure to check the bags actually received with the entries. 1.1.B

MAIL ABSTRACT M-42 ( for Transit Sections) & M-43( for Mail Offices)
Definition The consolidated statement of the bags received and dispatched showing the use of various kinds of bags Purpouse: To show the number of due bags to be received and dispatched as per the DMSL. Unusual bags received and despatched, number of bags actually received and dispatched, number of bags opened and closed, 1.1.B

number of forward bags received and despatched.
It also shows the number of empty bags received and dispatched. 1.1.B

It contains following information :
1. Name of the office which prepares 2. Consists of two parts a) Mails b) Bags Both parts are divided into Receipts and Despatches and Receipts / bags opened and despatched/bags closed respectively. 3. The Mails Part contains a. Number of bags to be opened (as per DMSL) and actually opened. b. Number of forward bags to be received (as per DMSL) and actually received 1.1.B

c. Number of bags to be closed ( as per DMSL) and actually closed
d. Number of forward bags to be despatched ( as per DMSL) and actually despatched e. three rows containing i. Due mails with Mail list ii. Due mails without Mail list iii. Unusual Mails 1.1.B

4. The bags part contains a. Number of canvas and Air mail bags received or opened (as per due bag list and actually received) b. Number of canvas and Air mail bags despatched or closed ( as per due bag list and actually despatched) 5. Particulars of due mails received or despatched short or excess and any discrepancy as regards due bags including surplus due bags, which differs from the due list 1.1.B

6. Details of the Unusual bags opened and closed.
7. H.S.A/ Mail Agent/Mail Guard’s sign and date stamp of the Mail office or Section 8. Record Officer’s sign and date stamp of the Record Office. When it is issued? At the time of closing of a particular set of a Mail Office or a Transit Section 1.1.B

Head Sorting Assistant/ Mail Agent/Mail guard
Who prepares it? Head Sorting Assistant/ Mail Agent/Mail guard 1.1.B

Key Points for Sorting Assistant:
The totals of the forward bags on both the sides of the Mails part should tally. The totals of the bags on both the sides of the bags part should tally. The information as to the number of due bags to be received/opened by the set and the number of empty canvas/drill bags to be received with due bags opened is to be provided by the Record Officer before issue of Mail abstract to the set. In the case of sections, the entries for the out and in trips are shown separately in the Mail Abstract. 1.1.B

Further action By Sorting Assistant:
AT THE RECORD OFFICE The Record Officer should check whether the Mail Abstract is prepared properly and it is tallied or not If any discrepancy is noticed it should be got rectified If serious discrepancy it should be brought to the notice of the SSRM/SRM Disposal: After checking it should be signed, date stamped by the official and place them on record. 1.1.B

Common Mistakes done by Preparing officer:
Failure to sign the Abstract Failure to impress the date stamp Wrong totaling. 1.1.B

Head sorting assistant- Duties
Receipt, custody and despatch of bags Opening of mail and transit bags Closing of bags Preparation of mail list/ mail abstract Preparation of daily report Overall management– co-ordination, co-operation and team work 1.1.B

Responsibilities --general
Punctual attendance of officials Ensuring signature in DR and attendance register Noting the orders received from SRO Communication of orders to all officials and ensuring action required Smooth work flow 1.1.B

Examination of mails received Transfer of R and RP bags
Transfer of PL and loose parcels Proper treatment and correct sorting of unregistered articles Correct despatch of regd and RP bags Correct preparation of mail bags and transit bags 1.1.B

Handling of special and camp bags
Updating of DML and sorting list with reference to A orders Reporting irregularities Preservation of bags and object materials (label, seal, cord) Checking sweepings 1.1.B

General supervision of all branches Special duties in parcel branch
Guidance Assistance to sorting branch Distribution of forms and stationery for each branch ensuring proper usage Book of post marks 1.1.B

Condition and weight of insured letters received
Registration branch Condition and weight of insured letters received Entry in insured check sheet attesting the reg list and ensuring the proper closure of bag Tied and sealed in your presence– insured seal always in the custody of HSA 1.1.B

Preparation of RB prescribed and justified
Take over the charge of bags received with discrepancies and make correct reports Checking of registered abstract and HVMO abstract 1.1.B

Opening of Insured bags
Parcel branch Opening of Insured bags Attesting the weight recorded on the label/list Attesting the parcel list containing insured parcels Checking the condition of insured parcel for despatch and attesting check sheet 1.1.B

Proper closing of insured bags
Ensuring inclusion of Insured bag in parcel/mail bag Preparation of direct parcel bags, plural bags and parcel sent outside Checking parcels for leakage of revenue Parcel abstract 1.1.B

Check the bags for missents, dumping of un regd articles
Sorting branch Check the bags for missents, dumping of un regd articles Preparation of LBs Articles received in damaged or torn condition Preparation of extra L bags Random check of work done by SA Proper handling of trial card 1.1.B

No articles are left in sorting compartments or on the floor unsorted
Final duties No articles are left in sorting compartments or on the floor unsorted Check the stock list and ensure all items supplied are available Check the stamp imprest and verify the balances Check indent placed for postage stamps 1.1.B

Get the sack bags closed and sealed for return to SRO
Get the office room swept Secure the left over mails and record in the deposit register Get the bags containing W/P and sweepings closed in your presence 1.1.B

Hand over the mails for that set
If another set follows your set then wait for H SA of that set to take over the charge Hand over the mails for that set If no set follows lock the office and keep the keys safely with you 1.1.B

Preparation of daily report
communication with divisional office Prepared daily by each set Written at the end of the day References from the error book Practical suggestions for improving the work 1.1.B

Signature of all officials including GDS staff
Record the irregularities in serial order Absence of mail carrier Receipt and despatch of special and camp bags Non receipt of due bags 1.1.B

Missending of articles/ bags Misconnection of bags with sections
Erroneous opening of bag not addressed to your office—label unavailable, suspicious condition etc Missending of articles/ bags Misconnection of bags with sections In subordination/ negligence of SA Illness of officials 1.1.B

Disposal of damaged articles Parcel articles checked for postage
Misuse of bags Disposal of damaged articles Parcel articles checked for postage Registration of articles found in LB or with other unregd articles Postage stamps found in LB Transfer of mail 1.1.B

Attach the check slips of bundle where missent are received.
Carbon copy of requisition for extra accommodation Extract reports Sign and stamp the DR and send to SRO for onward transmission 1.1.B

Counter transactions very similar to mail office
TMO The duties of HSA in TMO are the same as in mail office except for the fact that registration and parcel branches will not work in TMO Counter transactions very similar to mail office 1.1.B

WHAT IF THINGS GO WRONG IN MAIL OFFICE?
Presentation 1.1.B

WHAT IF THINGS GO WRONG IN MAILS DEPARTMENT ?
Mail carrier arriving late Mail carrier arriving late causing delay to mails Receipt and dispatch of Special bag Excess receipt of bags Receipt of different type of bags Misuse of bags Late dispatch of bag Make entry in the Error Book and report in the DR (Rule 29 of Vol;VII) 1.1.B

Mis connections train/Bus/Air services

Mail carrier bringing bags/Collecting bag has not arrived
Non-Receipt of Due bags Receipt of one bag instead of other bag Receipt of bag in damaged condition Make entry in the Error Book and report in the DR. Alternate arrangement to be made. 1.1.B

Regd./PARCEL BAG RECEIVED IN DAMAGED CONDITION:
Scrutiny of the contents in presence of witness. Checking the condition of Regd./parcel articles Make entry in the Error Book and report in the DR To be savingramed to the PO/MO concerned (Rule 47 of Vol.VII) 1.1.B

Loss / over carriage / mis-delivery of bags
. Loss / over carriage / mis-delivery of bags Make entry in the Error Book and report in the DR. To be savingramed to the PO/MO concerned (Rule No29 of Vol;VII and 144 of Vol.V) 1.1.B

Missent articles in the Labelled bundles
Preserve the Check slip Note the number of missent articles with the office of destination on the reverse of the check slip Impress the date stamp on the reverse of the check slip Note in the Error book Obtain the HSA’s initial to the entry Submit the Check slip to the HSA to be attached with the DR (Rule 140 of Vol V) 1.1.B

Articles received without facing in a labelled bundle:
Preserve the Check slip Note the irregularity on the reverse of the check slip Impress the date stamp on the reverse of the check slip Note in the Error book Obtain the HSA’s initial to the entry Submit the Check slip to the HSA to be attached with the DR (Rule 72 & 76 of Vol VII) 1.1.B

Missent or misdirected Labelled Bundle :
Preserve the Check slip Note the irregularity on the reverse of the check slip Impress the date stamp on the reverse of the check slip Note in the Error book Obtain the HSA’s initial to the entry Submit the Check slip to the HSA to be attached with the DR Impress the date stamp on all the articles Despatch to the correct destination with a fresh check slip (Rule 140(2) of Vol V) 1.1.B

Articles received damaged or tampered with
Inform the HSA at once Note in the Error book HSA is guided to take action vide Rule of Vol V to protect the contents in a Pro cover and sent it to the destination (Rule 142 of Vol V) 1.1.B

Article with undecipherable or incomplete address
It should be placed in a separate compartment of the sorting case & after completion of sorting, these articles should be examined to find out the address. If the destination can be ascertained the name of post town should be written clearly by S.A. If destination can not be ascertained and the articles are not fully prepaid, they should be sent to R.L.O. after showing to the H.S.A. 1.1.B

If the articles without the name & address of post town of destination and the articles are fully paid, they should be return to sender, if name & address of sender appear otherwise sent to R.L.O. If articles received missent, they should be stamped with date stamp & sent to correct destination. 1.1.B

Articles found open, damaged or without contents.
Remark should be made on articles by the S.A. and should be initialled by the H.S.A. Open & damaged articles should be repaired by the S.A. The articles should also be forwarded enclosed in envelopes if necessary. 1.1.B

H.S.A. should affix it on the D.R. and get it defaced.
Postage stamps, coins & other articles of value found in L.B. or on counter For Loose stamps : efforts should be made to find the articles without stamp.If such articles not found, handed over to H.S.A. H.S.A. should affix it on the D.R. and get it defaced. If any unused envelops/PC found : Portion of stamps should be cut off & affixed on the D.R. by the H.S.A. & then defaced. 1.1.B

Stamp sheet, currency note or coins found in L.B. or at counter.
Shown to H.S.A. H.S.A. forward them to record office. With a report in daily report. Record office should transfer such articles under receipt to the local postmaster for further disposal. (Rule 154 Vo.V) 1.1.B

Article marked “Registered” found in L.B.
Shown to the H.S.A. The H.S.A. will note double deficiency of postage & registration fee if any, on the article & also remark on article for the same and get it registered if authorized to perform registration. If not, article should be forwarded in cover to the postmaster of destination by service registered post. 1.1.B

Articles marked “By parcel post” found in L.B.
Shown to the H.S.A He should arrange to forward it to the nearest P.O. in a protecting bag super scribed “parcel found in letter box”.(No work of parcel booking in Mail ofice) In P.O. article will be booked as a registered parcel and charged with postage of registered parcel. (Rule 116 Vol.V) 1.1.B

Receipt of Regd. Bags without seal OR Receipt of Regd
Receipt of Regd. Bags without seal OR Receipt of Regd. Bags in torn condition Should be brought to the notice of H.S.A. and the contents checked with reference to Regd. List If There is no discrepancy, error entry is to be made and articles disposed. If there is any excess, the excess should be entered in the Regd. List as received without entry. Totals rounded off and new total struck. An Error entry made. 1.1.B

Telegram to be issued to the office Rule -193, 194 & 195 of Vol.V
If any article is missing the entry relating to missing RL, the total should be rounded off. Actual total should be struck in the Regd. List. An Error entry is to be made. Bag, label, seal, cord etc. should be stamped with date stamp and initialed by H.S.A and preserved. Telegram to be issued to the office Rule -193, 194 & 195 of Vol.V 1.1.B

Receipt of Reg. articles without Regd. List:
Bring to the notice of H.S.A. Inventory should be taken in duplicate. One copy filed and the other forwarded to the office of closing. Telegram to be issued to the office of closing Entry should be made in the Error Book The bag to be preserved along with the label, cord. All should be stamped with date stamp and initialed by H.S.A. Rulee 144 & 193 to 195 of Vol.V 1.1.B

Wrong total in the Regd. List:
Bring to the notice of H.S.A. Total should be rounded off and correct total struck up Entry should be made in the Error Book Rule 144 (5) of Vol.V 1.1.B

Non-receipt of RL entered in the Regd. List:
Bring to the notice of H.S.A. Entry in the registered list should be rounded off with suitable remark about the non-receipt and the total should be rounded off and correct total struck. The bag in which the articles were received, the label, cord and seal should be preserved after impressing with the date stamp and initialed by the H.S.A. 1.1.B

Non-receipt of RL entered in the Regd. List
Error book entry to be made Savingram should be issued to the office of closing. Rule 144 (f) & 193 to 195 of Vol:V 1.1.B

Receipt of RL excess without entry in the Regd. List
Bring to the notice of H.S.A. The RL should be entered in the Regd. List and noted as “received without entry” and the total rounded off and new total struck. Error Book entry to be made. Rule 144 of Vol.V 1.1.B

Receipt of insured envelope / bundle without recording the weight
Bring to the notice of H.S.A. The insured envelope / bundle should be weighed in the presence of H.S.A. and the ascertained weight should be noted on the article with remarks as ‘received without noting weight’ Error book entry should be made Telegram should be issued to the office of closing and controlling authorities of office of closing and reporting 1.1.B

Receipt of insured envelope / bundle without recording the weight
Bag, label, seal, cord should be stamped, initialed by the H.S.A and preserved Rule 96, 195 and 144(g) of Vol.V. 1.1.B

Receipt of insured envelope with difference in weight
Bring to the notice of H.S.A. The insured envelope / bundle should be weighed in the presence of H.S.A. the ascertained weight should be noted on the envelope / Regd. List with remarks. Further, the envelope should be examined whether the seals are intact or tampered with. 1.1.B

If there is suspicion the envelope should be opened and the insured article should be examined and reclosed in a fresh cover, sealed with insured seal, weighed and the ascertained weight noted on the cover, Regd. List and Error book. The original cover to be preserved after impressing the date stamp and initialed by the H.S.A. The fact should be noted in the Regd. List of the office to which it is despatched as ‘reclosed by ……………office’ 1.1.B

Error book entry should be made Savingram should be issued to the office of closing and controlling authorities of office of closing and reporting. Rule 96(6), 195 and 144 of Vol.V 1.1.B

Receipt of insured envelope/bundle in torn / without seal:
Bring to the notice of H.S.A. The insured envelope / bundle should be weighed in the presence of H.S.A. and the ascertained weight should be noted in the Regd. List The condition and the weight noted on the article should be checked , if difference noticed the fact should be recorded and the article should be closed in a fresh cover, sealed, weighed and the ascertained weight should be noted on the cover and Regd. List. 1.1.B

The original cover to be preserved after impressing the date stamp and initialed by the H.S.A. The fact should be noted in the Regd. List of the office to which it is despatched as ‘reclosed by ……………office’ The insured article is found damaged it should be weighed and the ascertained weight should be noted on the article and Error Book, 1.1.B

the article should be enclosed in a pro-cover/bag, sealed with INS seal and weighed and the ascertained weight to be noted on the pro-cover and the Error Book Then the article in pro-cover/bag should be enclosed in a fresh envelope / bag, sealed with INS seal, weighed and noted on the cover / Error Book The fact should be noted in the Regd. List of the office to which it is despatched as “reclosed by-----office” 1.1.B

Error book entry should be made Savingram should be issued to the office of closing and controlling authorities of office of closing and reporting. Bag, label, seal, cord original insured envelope are to be stamped with date-stamp initialed by H.S.A. and preserved. Rule 96(5), 195, 144 of Vol.V 1.1.B

Articles received missent :
Received missent should be entered against the entry in the regd. List Article stamped and forwarded to destination. Error book entry to be made Rule 29 & 89 of Vol.VII 1.1.B

Missent Parcel mail articles
Enter “Article received missent” against the entry in the Parcel List Stamp the article(s) Make an Error entry Show to the HSA and he will report it in the DR Get his signature in the Error book Despatch it to the correct destination (Rule 100 of Vol VII) 1.1.B

Re-use of used up stamps and removal of stamps
Make an error entry Stamp the article(s) Show the article(s) to the HSA/Supervisor to report it in his DR/Daily Note Get his signature in the Error book Despatch the parcel articles as usual (Rule 99/1 of Vol V) 1.1.B

Articles received excess
Note the article number with office of posting in the parcel list Correct the total by rounding off the entered total and write the actual total Make an error entry Enter the actual number of articles received in the Parcel Abstract Show the article to the HSA/Supervisor Get his signature in the error book He will report the irregularity to the office at fault for sending revised Parcel List and note the same in his DR/Daily Note Despatch the parcel articles in the usual manner (Rule 144(f) of Vol V) 1.1.B

Articles received short
Note the irregularity in the Parcel List Correct the total by rounding off the entered total and write the actual total Make an error entry Enter the actual number of articles received in the Parcel Abstract Show the Parcel list to the HSA/Supervisor Get his signature in the error book He will report the irregularity to the office at fault for sending revised Parcel List and note the same in his DR/Daily Note The bag in which the articles were received, the label, the cord and seal should be preserved after impressing with the date stamp and initialed by the HSA Despatch the remaining parcel articles in the usual manner (Rule 144(f) & of Vol V) 1.1.B

Articles received different from the one entered in the Parcel list
Note the irregularity in the Parcel List Make an error entry Enter the of articles received in the Parcel Abstract Show the Parcel list to the HSA/Supervisor Get his signature in the error book He will report the irregularity by to the office at fault for sending revised Parcel List and note the same in his DR/Daily Note Despatch the parcel articles in the usual manner (Rule 144(f) of Vol V) 1.1.B

Note the irregularity in the Parcel List Make an error entry
Articles received with signs of damage or tampering or difference in weight noted Note the irregularity in the Parcel List Make an error entry Enter the number of articles received in the Parcel Abstract Show the article along with the Parcel list to the HSA/Supervisor Get his signature in the error book and preserve the seal, bag and cord. He will report the irregularity to the office at fault and note the same in his DR/Daily Note. In addition he will send a detailed report to the SSRM/SRM 1.1.B

Bring it to the notice of the HSA/Supervisor through an error entry
The article will be protected in a pro-bag or pro-cover sealed with the insured seal The weight of the article will be noted on the article and those of the pro-bag or pro-cover on the latter Despatch the parcel articles included in the pro-bag or pro-cover in the usual manner by noting “enclosed in a pro-bag or pro-cover” in the parcel list Bring it to the notice of the HSA/Supervisor through an error entry Stamp the article Forward to the correct destination in the usual manner (Rule 195 of Vol V) 1.1.B

Parcel bags received without seal or received in torn condition
Bring it to the notice of the HSA He will open the bag Check the contents of the bag with the entries in the Parcel List No discrepancy is noted, an error entry is made and articles disposed in usual manner If any discrepancy like articles received excess/short/different from those entered in the list an error entry has to be made to that effect and dealt with accordingly for articles received excess/short/different, different from those entered in the list The bag, label, seal & cord should be stamped with date stamp and initialed by the HSA must be forwarded to the Record Office to be preserved for investigation The irregularity should be reported to the office of receipt Detailed report should be submitted to the SSRM/SRM by the HSA in addition to entry in the DR (Rule of Vol V) 1.1.B

Registered Parcel articles received without Parcel List
Report the irregularity to the HSA/Supervisor Make an error entry Prepare copy of Parcel list in duplicate with the entries related to the Parcel articles received in the bag File one copy and forward the other to the office of receipt along with the error entry requesting for copy of the parcel list prepared by that office HSA will report the matter in his DR and a copy will be forwarded to the office of receipt The bag, label, seal & cord should be stamped with date stamp and initialed by the HSA must be forwarded to the Record Office to be preserved for investigation (Rule 144, of Vol V) 1.1.B

Parcel list received with wrong total or with out total
Report the irregularity to the HSA/Supervisor Make an error entry Check the contents of the parcel bag with the entries in the parcel list Round off the wrong total and/or write the correct total in the parcel list Enter the number of articles received in the Parcel Abstract Get the signature of the HSA/Supervisor in the error book He will report the irregularity to the office at fault and note the same in his DR/Daily Note. Despatch the parcel articles in the usual manner (Rule 144(e) of Vol V) 1.1.B

Insured Bag received with signs of damage or tampering
Report the irregularity to the HSA/Supervisor Make an error entry Hand over the bag to the HSA/Supervisor He will weigh the bag If the weight ascertained differs from the weight entered in the label, he will deal it as shown in the irregularity “Insured bag received with difference in weight” If the weight is correct the bag will be opened and contents will be examined with the entries in the Parcel list If no discrepancy is noted then the articles will be despatched as usual 1.1.B

A report of the irregularity should be sent to the office at fault
If any discrepancy like articles received excess/short/different from those entered in the list an error entry has to be made to that effect and dealt with accordingly for articles received excess/short/different, different from those entered in the list If the articles bear any signs of damage or tampering or difference in weight, it has to be dealt with as the irregularity “Articles received with signs of damage or tampering” A report of the irregularity should be sent to the office at fault A detailed report should be sent to the SSRM/SRM in addition to the entry in the DR The bag, label, seal & cord should be stamped with date stamp and initialed by the HSA must be forwarded to the Record Office to be preserved for investigation (Rule 97, of Vol V) 1.1.B

Insured bag received with difference of weight
Report the irregularity to the HSA/Supervisor Make an error entry Hand over the bag to the HSA/Supervisor He will weigh the bag The ascertained weight will be noted in the Parcel list The bag will be opened in the presence of witnesses by the HSA and contents will be examined with the entries in the Parcel list If no discrepancy is noted then the articles will be despatched as usual 1.1.B

A report of the irregularity should be sent to the office at fault
If any discrepancy like articles received excess/short/different from those entered in the list an error entry has to be made to that effect and dealt with accordingly for articles received excess/short/different, different from those entered in the list If the articles bear any signs of damage or tampering or difference in weight, it has to be dealt with as the irregularity “Articles received with signs of damage or tampering” A report of the irregularity should be sent to the office at fault A detailed report should be sent to the SSRM/SRM in addition to the entry in the DR The bag, label, seal & cord should be stamped with date stamp and initialed by the HSA must be forwarded to the Record Office to be preserved for investigation (Rule 97, of Vol V) 1.1.B

Insured bag received without noting the weight
Report the irregularity to the HSA/Supervisor Make an error entry Examine the bag If the bag bears any sign of damage or tampering hand over the bag to the HSA unopened He will deal it as an Insured bag received with signs of damage or tampering If the bag is found in good order, weigh the bag in the presence of the HSA/Supervisor Note the weight in the Parcel list Open the bag in the presence of the HSA/Supervisor 1.1.B

Examine the contents with the entries in the parcel list
If no discrepancy is noted then the articles will be despatched as usual If any discrepancy like articles received excess/short/different from those entered in the list an error entry has to be made to that effect and dealt with accordingly for articles received excess/short/different different from those entered in the list If the articles bear any signs of damage or tampering or difference in weight, it has to be dealt with as the irregularity “Articles received with signs of damage or tampering” A report of the irregularity should be sent to the office at fault A detailed report should be sent to the SSRM/SRM in addition to the entry in the DR The bag, label, seal & cord should be stamped with date stamp and initialed by the HSA must be forwarded to the Record Office to be preserved for investigation (Rule 97, of Vol V) 1.1.B

Sub Record Officer. AUTHORITY :Apply to staff attached to the record office Order OTD Transfer temporarily from one set or section to other Summon an official for enquiry, for practice sorting Make temporary arrangements in case of sudden illness of the official Permit mutual exchange of duties 1.1.B

Supervision General supervision of sorting assistants
Observation of the official at work Warn the officials in case of carelessness Report the matter if warning disobeyed. Inspect the articles supplied to the set Record the results of test card sorting and inspection of portfolio 1.1.B

Duties of SRO Follow the MDW Maintain Arrangement Register
Nominal roll of metal tokens Register of sorting lists Punctual attendance as per hours of attendance Attendance at railway platform 1.1.B

Duties in the set attached
Take over the work papers of previous trips Issue work papers to the next set Take over empty bags and issuing bags to sets and UBO Communication of orders Bag account work 1.1.B

Examination of work papers
All the documents in the work paper, bundle are received correctly Check for the documents with correction where it is forbidden Permitted corrections are attested Abstracts are tallied If abstract not tallied a report made in the DR of HAS. 1.1.B

DISPOSAL OF Daily Report.
Examination of DR Pass remarks on the error recorded by the HSA. Stamp and sign the DR Forward the DR to SRM with extracts Extracts of unimportant irregularities to be directly sent to SPO concerned. 1.1.B

A remark as to the office to which extract sent entered in the DR.
Disposal of DR A remark as to the office to which extract sent entered in the DR. The check slips shall be detached and sent to concerned SPO except in the case of RMS units. 1.1.B

STAFF ARRANGEMENT FOR SET:
Sanctioned strength Temporary changes by record officer Extra sets can be arranged In exceptional cases OT order if necessary Effective action against absenteeism Engagement of outsiders 1.1.B

MATERIALS PROCURED STOCKED AND SUPPLIED BY RECORD OFFICE.
Publications & Books General stores, stationeries & uniforms Stamps and seals Bags Machinery & equipments 1.1.B

RECORDS OF RECORD OFFICE
Cash book Permanent advance for contingencies to RMS division Fixed contingent allowance for consumables “Out of account” register 1.1.B

Permanent advance for postage stamps
Permanent advance for postage stamps Register of miscellaneous sums received and credited to PO Cash abstract 1.1.B

RECORD OFFICE – FUNCTIONING
Mail offices/Sections are attached to SRO/HRO Supplying forms and stationary to Section and Mail Office Making staff arrangements/leave arrangements Checking and preservation of work papers prepared by Mail Offices and Sections 1.1.B

Disbursement of Pay and allowances
Disbursement of Pay and allowances Procurement and supply of Forms and stationary. Maintenance of machines and other equipment Attending to all correspondences regarding the work done in Mail offices/Sections 1.1.B

Preparing yearly distribution List
Preparing yearly distribution List Staff working in Section will have attendance hours at Record Office Function as DBO Preparation of Daily report 1.1.B

Central bag office - Situated in Postal Directorate.
BAG ACCOUNTING IN DBO Central bag office - Situated in Postal Directorate. Circle bag office - Situated in PSD of Circle HQrs District bag office – Situated in SRO/ HRO UBO A Post office or a Small Record office 1.1.B

Registers maintained in DBO
1. Day book 2. Annexure C – watch register 3. Register of bags exchanged with other Circles 4.Register of washable bags 5.Register of unserviceable bags 6.Register of repairable bags 1.1.B

This should be made into monthly bundles with a label on each.
Filing of work papers At the end of the month all the daily bundles of the work papers of the sections should be arranged for In and OUT trip separately. This should be made into monthly bundles with a label on each. W/P of mail offices should be put up in daily bundles –set wise/ month wise 1.1.B

Filing of work papers Mail abstracts of sections and mail offices should be filed in separate bundles month wise. On no account the work papers should be allowed out of the office except under orders by competent authority. Whenever any W/P is removed a copy of the same should be filed in its place. 1.1.B

Preservation of records
Whenever investigation is ordered. All relevant records such as bag, check slip, RB and IB covers, seals , cords and labels shall be preserved. SRO is personally responsible for their safe custody. They should not be destroyed without permission of investigating officer. 1.1.B

Periodical returns to be submitted By SRO To SRM
Type Period Date Daily report Daily Indent for stationery Half early 10th of Feb and Aug Labels Monthly 15th of each month Articles of stock - Whenever required OTA bill Cycle Within a week Extracts of misc. sum received 3rd of each month 1.1.B

Accompanied with DR of the H SA and Mail Guards of various sets
Daily report of SRO Submitted daily Accompanied with DR of the H SA and Mail Guards of various sets Written explanations of officials if any. Absence of SA, MG. The extra duties ordered. Non attendance of SA at Record office. 1.1.B

Loss or damage to the article supplied to the set
DR of SRO Negligence of a SA in performance of his duties evidenced by reports and work papers. Loss or damage to the article supplied to the set Loss of metal token supplied. 1.1.B

DR of SRO Closing balance of cash on hand on account of pay and allowances. Permanent advance for contingencies under cash and amount of vouchers. Permanent advance of postage stamps under cash, stamps. Total cash in hand. When separate cashier is provided both shall sign the DR. 1.1.B

Special duties of HRO Maintenance of Establishment Register of sanctioned posts Drawing Pay and Allowances Maintaining Service Records Helping the Division in processing pension cases. 1.1.B

Railway Mail Service 1.1.B.

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Railway Mail Service 1.1.B.

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