Before coming to dealing assistant
1. Receipt of tappal in the tappal section (inward section)
2. Opening of Tappal by the officer designated for the purpose and
stamped and numbered
3. Perusal of important papers by the Head of the office.
4. Receipt in sections
After coming to section
1. Whenever papers are received by the Section Officer he should first
look for:
a. Whether the address entry is correct or missent to the section,
b. if missent, to be transferred to the concerned section,
c. whether the communication is properly signed and distributed to the
concerned Assistants.
2. The Assistant concerned has to see:
a. Whether all enclosures mentioned are received with the current.
b. Whether it is connected with old file or a new case.
i. Register the current in the personal register/computer sheet.
ii. if related to old case, it should be filed making necessary cross
referencing in the P.R. (clubbing)
iii. if a new case, he should take proper care in entering the title and
other details in the P.R. (registration of a new case)
3. Before taking action, he should go through it carefully to see
whether it is routine report, or seeks sanction or clarification etc. and
whether there is· any connected back disposal relating to the case which
requires to be requisitioned from records.
4. While preparing the note for orders, mention of the current should be
made in the 1st paragraph
5. Brief description of the contents of the letter highlighting what is
sought by the department etc. should be indicated in the next para.
6. If for sanction, it should be checked up whether the department
itself has already delegation to do so. If delegation is already given, the
department should indicate accordingly mentioning the relevant provision.
7. If the matter requires to be referred to any other section.
8. If concurrence of other sections is necessary, the noting should take
care of the requirement of the sections.
9. Relevant rule position, codal provisions etc., should be examined.
10. Precedents of such cases, if available should be noted.
11. The note should indicate what is sought, what is the rule position
and implications etc., before submitting for orders.
12. When the file comes back with orders, it should be implemented by
way of drafting a memo, letter or proceedings.
13. When no further action is needed in the file, it may be closed and
index slips prepared.
14. Finally, the record file may be sent to the records branch under due acknowledgement.
