Administration Manual - B.E.S.T. Undertaking.

When the material is being sent out by a Department the person carrying the same is issued
with first three copies.
At the gate the SI/ASI/Havaldar/Security Guard should :
a) ensure that all the 3 copies are held by the said person
b) check whether all the copies bear the same Serial & Date;
c) check these copies bear the following particulars :
i) Name of the issuing Dept;
ii) Destination;
iii) Description and quantity of material;
iv) Signature of the authorizer, his designation, Check No. and date;
v) Signature of the issuer, his designation, Check No. and date.
d) ensure that same description and quantity appears on all copies
e) ensure that corrections if made are duly authenticated by the
authorizer by affixing the same signature as noted in the column
provided.
12. Procedure to be followed on finding discrepancies :
a) I.
II.
III.
IV
b)
If the particulars as in (c) above are not noted, they should be get noted
before allowing the material to go out;
If any of the copies is not produced it should be insisted upon;
If the serial numbers are not the same on all the copies the matter should
be investigated immediately and Divisional Officer be informed at once
by the SI/ASI/Havaldar. If detected by S/Guard, he should immediately
inform SI/ASI/Havaldar/Officer. The matter should be investigated and
the same procedure as followed in the case of excess material should be
adopted.
If corrections are not authenticated, the matter should be investigated
whether the corrections were made unauthorisedly by SI/ASI/Havaldar.
If detected by S/Guard he should immediately inform the
SI/ASI/Havaldar/Officer.
IF EXCESS MATERIAL IS FOUND :
a) The excess material should be confiscated. If the material is delicate
such as bulbs or if it is too bulky it should be returned to a responsible
person of the issuing department, after obtaining acknowledgement as
under :
"The following material was found excess by SI/ASI/Havaldar
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