GOVERNMENT OF PAKISTAN
MODEL CUSTOMS COLLECTORATE OF APPRAISEMENT (WEST)
CUSTOM HOUSE, KARACHI
No. SI/Misc/01/2008-Estt(A) Dated: 28/08/2013
Circular No. 10/2013-Estt(AW)
SUB: Discharge of official functions in the Collectorate in light of Rule 5(15) of Rules of Business, 1973 (Secretarial instructions)
Efficient and transparent working in any public office revolves around expeditious disposal of correspondence and secure maintenance of relevant records. Government has introduced ‘Secretarial Instructions’ for ensuring correct procedures and process in offices. Relevant provisions as contained in the Secretarial Instructions are highlighted below with the reiteration that these are to be followed in letter and spirit:
1. Opening and Maintaining of Files:
i. Every new file being opened is to be given a file number.
ii. The file number shall be allotted to each file according to the file headings maintained by the section for the subjects dealt in it. If the Administration Section, for example, in the Collectorate has:
1.“Recruitment of Staff’.
2.“Leave and Transfer".
3.“Purchase of furniture and stationary”.
as file headings, all files relating to Recruitment of staff should be allotted number ‘1’.Each file opened under the file heading will be given a separate serial number, e.g. file heading with “Recruitment of Assistants” may be given serial number ‘1’ under the file heading ‘1’ and the file dealing with “Recruitment of Naib Qasids” as serial number ‘2’ under the same heading, and so on.
iii. There should be distinguishing name / letter(s) on the file denoting the section to which
iv. A suitable subject should be allotted to the file to reflect as to what is being dealt in it.
v. The year in which the file is opened should also be indicated. Thus, “1-3/2013/Admin” would mean that the file is the third in the series opened by the Administration Section in the year 2013 under the file heading ‘ 1’
vi. Each file will contain two portions (i) note portion, and (ii) correspondence portion (side).
vii. Following will be the pattern of the first page of the note portion (sheet) of ever)' file:
GOVERNMENT OF PAKISTAN
MODEL CUSTOMS COLLECTORATE OF APPRAISEMENT (WEST)
CUSTOM HOUSE, KARACHI.
Section/Group_____________
File No.____________________________
Subject:______________________________
_______________(Start of note)______________________________________________
________________________________________________________________________
2. ______________________________________________________________________
________________________________________________________________________
3.______________________________________________________________________
_______________________________________________________________________
(Marked to) Name__________________
Designation________________
Date_______________________”
a) Each page in the file to be numbered. There will be separate numbering for correspondence side and note portion.
b) Each paragraph in note portion is to be properly numbered. Reference to notes shall be “Para 19/N”. Page numbers on all pages of correspondence side should be entered consecutively and with black or red link near enough the corner of each page for them to be read quickly without turning pages over completely.
viii. No file should be opened unnecessarily. The opening of a part file should be avoided as far as possible. A part files may however, be opened when the main file is not likely to be available for some time and action cannot be held up in the mean while
ix. Linking of files on which action is in progress should, as far as possible, be avoided. As a general rule, this practice should be resorted to only when the files are inter-connected and orders have to be passed on them simultaneously.
x. There should be an accurate record of receipt / dispatch of files in every section.
xi. One to two blank sheets shall be added to the notes for the convenience of higher officers. While moving the files to the higher officers, the Assistant/Deputy Collector shall ensure marking his/her full signatures on the file, alongwith the stamp, bearing his/her name, designation and date on the note sheet side. It should also be ensured that his/her subordinate officers / officials have also properly affixed their stamps bearing afore-mentioned particulars.
xii. Size of the file shall be kept manageable. After 150-200 pages, next volume should be opened but the continuity of page numbering will be maintained. Likewise, paragraph numbering shall also continue. Note portion of the file will be detached and attached with the current volume.
2. Use of Labels:
There should be three priority labels, namely “Residence”, “Immediate” and “Priority” which shall be used according to the following instructions:
i. “Residence” labels will be used for files or papers which it is necessary to send to an officer's residence after office hours.
ii. “Immediate” labels will be attached to the cases requiring instant attention and in any event final disposal within 24 hours.
iii. “Priority” labels will be used for cases which should be disposed of within 3 days. The use of ‘Residence’ and ‘Immediate’ labels should be made most sparingly.
iv. In case of National Assembly/Senate 'Question’ separate label shall be used.
v. If there are any immediate court matters (High Court, Supreme Court, FTO etc.), specific labels will be used.
3. Preparation of Drafts
i. A draft should convey the exact intention of the orders to be passed. The language should be clear, concise and incapable of misconstruction. Lengthy sentences, abruptness, redundancy, superlatives and repetitions, whether of words, expression on ideas, should be avoided.
ii. A draft should be written or typed in double space on both sides of the paper. Where any policy or financial approvals are sought, the note containing such proposal should be clearly written and preferably it should be typed to avoid any misreading / confusion etc.
iii. If any papers are to be dispatched by special messenger or issued under registered post or under Express Delivery (U.M.S), necessary instructions should be given for the guidance of the dispatcher.
iv. After a letter has been dispatched, the office copy should be rubber stamped “Issued”.
v If a reply to the communication is awaited or further action is to be resumed at a later date, the responsible officer/official should mark the file ‘reminder’ or ‘suspense’, as the case may be, and note the date on which the file is to be resubmitted.
vi. If the communication issued constitutes final disposal and no other action has to be taken on the file, it should be marked ‘record’.
vii. The personal assistant / stenographer or the officer should maintain a record of suspense cases on a calendar diary for further necessary action.
4. Checks on Delays
i. On receipt of a reminder, the officer in charge of the Group / Section should, secure the pending file himself and dispose of the case as expeditiously as possible or arrange for its quick disposal by the officer/official concerned.
ii. If a third reminder comes, the reply should be prepared / put up without further delay alongwith reasons for delay and pinpointing the officers / officials to take corrective / disciplinary action against them.
iii. On the first working day of each month, a statement shall be prepared by Personal Assistant / Stenographer / UDC / LDC concerned or by the AC/DC (if no PA / clerk is available), showing the particulars of all cases not finally disposed of within given timeline or reasonable time period of the dale of their receipt in the Section / Group. This statement shall be submitted for scrutiny of the Additional Collector.
iv. “Please Speak/discuss” cases should be attended promptly and preferably on the same day.
5. Inspections
The officer incharge of Groups / Sections (ACs / DCs) will inspect areas / places under their jurisdiction / responsibility every month and Additional Collectors every three months to sec:
i. Compliance with the Rules of Business, Secretarial Instructions, Standing Orders, and other office directions;
ii. General office management.
iii. Proper use and care of government property and equipment e.g. PCs, Printers, Furniture etc. All these assets will be maintained as per stock register.
The inspection reports, whose copies are to be forwarded to the Collector and the respective Additional Collector(s), should be brief, precise and to the point, and should give a clear picture of the working of the particular section of the Collectorate on which report is submitted. It should simply enumerate the defects noticed and give constructive suggestions for improvement.
6. Meetings
The Additional Collectors would endeavor to convene meaningful business meetings of all the officers / officials of their respective sections once a month to discuss:
i. Important pending cases; and
ii. Specific problems calling for general expression of views or exchange of ideas.
All meetings shall be business-like. Brief minutes shall be recorded mentioning only the salient points considered and decisions taken. The copies of such minutes of meeting shall be forwarded to the Collector for information.
Signed by
(Muhammad Saleem)
Collector
cacaccacacacacacac