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| GAD reprimands Sectt officials for poor maintenance of files | | | Early Times Report
Jammu, Nov 6: In what can explain the messy affairs in Civil Secretariat departments towards maintenance of files, the General Administration department which is the nodal department responsible for liaison and functional coordination has reprimanded the Administrative Secretaries for failing to ensure the files are maintained and updated as per Manual of Secretariat Procedure. Notwithstanding the impromptu instructions of Mehbooba Mufti after assuming office as CM, no step has yet been taken towards implementation of file tracking system in the highest seat of governance.
Even though GAD has been exhorting all the administrative departments and their heads time and again to ensure proper maintenance of files in the offices, having found nothing having changed on the front, it was impelled to issue a circular afresh on October 25, a day before offices closed in Srinagar for Durbar Move. In a strongly worded circular No. 39 GAD of 2016, dated 25-10- 2016, the GAD officials at the helm have taken serious note of what it observes with concern that no department has followed the earlier instructions issued vide Circular No. 11-GAD of 2016 in the month of February this year that files and file notes are maintained as per the procedure prescribed in the Manual of Secretariat.
In what reflects casual attitude of the staff as also their Secretaries, GAD has observed with serious concern that files are being submitted without numbering the pages on either the note -side or the correspondence-side while in many cases the note paras are not numbered.
Further, it has stated that the coordination cases of some departments are submitted without para-numbering. According to GAD, this practice, which was being scrupulously followed earlier, but has been abandoned all of a sudden, making the working difficult and also affecting the movement of files.
GAD has also taken serious note of the fact with a dose of admonishment to the officials and officers for their casual approach as they do not write their names and designations below their hand-written or typed notes in files, which is mandatory in functionality aspect.
Coming up with a fresh set of instructions, the GAD has asked the Administrative Secretaries to ensure these are followed in complete in order to enable handling of files with ease, besides saving time. While it has been sought that Note sheets and the Pages on correspondence side of files are properly page-numbered and the note paras are numbered, the GAD has also asked the officials that pages are tagged inside the file(s) to prevent them from getting torn. In the fresh instructions, department heads have been asked to ensure file covers of files moving out from their department are changed whenever required; and above all, each official, or the officer handling it writes his or her full name and designation below the typed or hand-written notes in files.
The officials have been further directed that they should submit only neat files, supported by neat flaps and torn or ragged note sheets be taped and their dummies preserved for future use. This was the second reminder through a circular this year and many more such instructions are given verbally time and again to the officers, said a senior officer in GAD. |
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