Postal Manual Vol. VIII - India Post

contract or the market rates (as the case may be), (4) that the articles have been accounted for in the stock
register or book and (5) that suitable notes of payment have been recorded against the indents and invoices
concerned to prevent double payment, should be furnished by the officer, who orders the purchase of
articles. If such an officer prepares contingent bills, the certificate should be endorsed on the bill in which
the cost of the articles is charged, otherwise the certificate should be sent to the office which prepares the
contingent bill in which the charge for the articles is shown.
212/1. Duplicate keys of Almirahs, lockers etc.- (1) When steel almirahs, cabinets,
cupboard or locker furnished with body locks (which are furnished by their manufacturer with
duplicate keys) are supplied to any post, mail, record or Divisional office for storage of records,
forms etc. the duplicate keys of the same should be kept locked up in the Divisional office of the
Superintendent in whose jurisdiction the office is situated in the joint custody of the Head Clerk
and stock Clerk of the Divisional Office. Each key should be properly labelled and entered in a
register in the form below leaving sufficient space in between the entries to admit of particulars of
subsequent issues of duplicate keys being entered.
Register of duplicate keys of steel almirahs lockers etc., with body locks supplied to offices
in the Divisions by the office of the Superintendent of Post Offices.
___
Sl. No No. of The office to Particulars Initial Initial of the Remarks
duplicate which steel of invoice .of the stock clerk
Postmaster almirah etc. number with Head clerk
General, was supplied which the
Uttar Pradesh
almirah etc
was supplied
keys
to the office
concerned
1 2 3 4 5 6 7
(2) When the original Key is lost, the issue of a duplicate key should be authorised by the
Superintendent of Post Offices and necessary entries made in the register by the Stock Clerk and
attested by the Superintendent. The duplicate key should be sent by parcel post registered and
insured for Rs.100.
213. Articles required by Superintendents and Inspectors.- Articles of stock required
for the use of a Superintendent or the Inspectors under his control may be obtained by the former
on an indent from the stock depot or by local purchase. In the latter case, the head postmaster or
head record clerk concerned will, when furnished with the requisite authority, advance the amount
required and the vouchers should be sent to him to support the charge when included in the
contingent bill.
214. Stock book.- A stock book in the form prescribed for post offices (Sk-1) should be
maintained in the Superintendent’s office in which all the articles of stock belonging to the office,
whether supplied by the stock depot or obtained by local purchase or by transfer from other
offices, should be entered. The entries should be made in accordance with the instructions printed
on the inside of the front cover immediately an article is received or disposed of.
215. Custody and storage of forms.- Special attention must be given to the proper custody
and storage of forms. They must be kept in a separate locked room or godown or in the office
room neatly arranged on racks or in almirahs. Forms should on no account be kept in bags or left
on the floor, nor should they be stored where they are likely to be destroyed by white-ants and
other vermin.