Postal Manual Vol. VIII - India Post

equirements; and (vi) to collect information and statistics that will enable him to check the
statistical memoranda [M.S. -14 (b)] submitted by Sub-divisional Inspectors and, in cases where an
increase or decrease of establishment is proposed, to judge whether it is necessary or not.
242. Observation of Work. – (1) The Superintendent should observe whether the duties
performed by each official are strictly in accordance with the memorandum of distribution of work
and whether the memorandum requires any modification. In the case of sections, it is only by
frequently travelling in the van, and by checking the statistics furnished by the Inspector showing
the amount of correspondence dealt with by the section, that a Superintendent can know whether
the work to be performed by a set is properly distributed among the sorters, or whether the number
of sorters composing a set is insufficient or excessive.
(2) Perhaps the best method of ascertaining whether the officials of the office or section are
acquainted with the rules and follow the procedure laid down is for the Superintendent, during the
first portion of his visit, to devote some time to merely watching the establishment at work to see
whether there is any hurry or confusion, taking notes of any irregularities that he may detect, but
not interfering unnecessarily with the officials. If he observes that each official is in his place, and
that the duties of each department are performed quietly and in a businesslike manner, it will be a
sign that every one is doing his work in the regular and orderly manner in which he is accustomed
to do it. On the other hand, a display of unwanted activity, due to the presence of the
Superintendent, shown by the officials, hurrying to and fro (e.g., in search of documents, or to ask
for instructions from the record clerk or head sorter, or assistance from one another), will prove
that the establishment is unfamiliar with, or ordinarily neglectful of, the prescribed procedure, and
that the record clerk or head sorter is lax in his supervision over his subordinates.
243. Inspection of offices and sections. – (1) All the record offices, mail offices and
sections in the division must be inspected at least twice in every twelve months at intervals of
about six months. Such of the record offices and mail offices as may be assigned by the Head of
the Circle to the Superintendent should be inspected by the latter while in respect of all other
offices both the inspections should be carried out by the Assistant Superintendent or Sub-divisional
Inspector. The more important sorting sections selected by the Head of the Circle should be
inspected by the Superintendent and all the remaining sections (sorting and transit), by the
Assistant Superintendent or Sub-divisional Inspector. Although the Superintendent is not required
to undertake the systematic periodical inspection of the less important offices and sections, he is
not relieved from the responsibility for the personal supervision and control of the whole division.
(2) Each inspection of an office should be carried out in a thorough manner in accordance
with the standard questions, but it may extent to any other matters into which the inspecting offices
thinks it advisable to enquire. He should see that the office is working smoothly with the public,
specially railway officials and within its authorised powers and that only the authorised fees are
taken by the officials concerned. He should also devote some time to merely watching the
establishment at work to see whether there is any confusion.
(3) When inspecting an office the inspecting officer should make notes of the inspection on
plain paper in the form of replies to the standard questions which should be referred to by their
Nos., no replies being given to those questions which relate to matters in which the work of the
office or section is found to be entirely in order. Any remarks that may be called for apart from the
answers to the questions should be added at the end of the notes and the notes should be signed and
dated by the inspecting officer and kept on record in the Superintendent’s office. When the
inspection is completed a copy of the remarks recorded in the order book (MS.-8) of selection
grade offices only should be forwarded by the Superintendent to the Head of the Circle. In the case
of other offices and sections in charge of Higher officials in the time scale L.S.G. any serious
irregularities noticed at the inspection should be reported seperately to the Head of the Circle.