Postal Manual Vol. VIII - India Post

NOTE 1.- In the case of an office which is a sub-record office as well as a mail office, the
inspecting officer should be guided by the questions applicable to the office in both capacities and the
remarks in the order book should be written under the heads “As sub-record office” and “As mail office”.
NOTE 2.- In the case of RMS Sections comprising of more than one set the inspection of only one
set is to be carried out. If need be inspection of out-trip of one set can be combined with in-trip of another
set to avoid unnecessary halt at the outstation.
NOTE 3.- It is considered that the average time required for inspection should generally be in
accordance with the following table:-
Head Record Offices
Record Offices and Sub Record Offices
Having five clerks or more
Other Record Offices
Each set of a Mail office
6 days
4 days
2 to 3 days
1 day
244. Periods of travel with set.- The most important period of a trip, during which the
Superintendent should be present in the van, are (i) at the beginning of the journey and until all the
mails received at the first few stations are sorted; (ii) when heavy mails are received or given out at
junction stations; (iii) when return mails are received or given out; and (iv) when the mails are
made over to the relieving section.
245. Examination of mail van:- Before the Superintendent starts on a trip, he should note
the No. of the mail van attached to the train, and the railway to which it belongs. He should also
observe whether the van is in good repair or wants painting, and whether the fittings are in order
and complete. He should notice whether a portion of the panel below each window is cut out, so as
to allow of letters or other small articles which may happen to fall into the window sides, being
easily removed. These observations should be recorded in his diary (Genl.-1) and will be useful for
the purpose of checking his list of mail vans.
NOTE.- Officers visiting a Railway Mail Service van or a Mail office should sign on the Daily
Report.
246. Examination of sorting-case.- The sorting case should be examined to see that it is
no way defective and is secured if frequently happens that letters drop from one compartment into
another through the space left between the back of the sorting case and the side of the van. When
any such defect is noticed, the Superintendent should make a note of it and, immediately on his
return to headquarters, address the railway authorities on the subject.
247. Check on attendance of sorters.- The Superintendent should see whether all the
sorters composing the set are present in the van. If any regular sorter is absent, the Superintendent
should make a note of, and enquire the reason for, his absence, and record the name of the
substitute acting for him; these notes will enable him subsequently to check the daily report (MS.-
83) of the set and the double duty allowance statement (A.C.g.-37). The Superintendent should
also see that each official in the van is provided with a token or pass and that he retains it in his
personal custody.
248. Arrangement of mails and articles in van.-The Superintendent should see whether
the instructions laid down in the memorandum of distribution of work, for the arrangement of
mails and articles in the van are followed.