Postal Manual Vol. VIII - India Post

18. Gradation list in respect of the Three years after the issue of new ones.
officials (Class IV servants) in the
sub-division of the Inspector.
19. Stock Invoices Three years counting from the month of April following
the close of the official year in which they are prepared.
20. Stock Book Should be destroyed when a new book is opened after
obtaining the sanction of the Head of the Circle.
21. Memorandum Book Permanent
22. Order Book Permanent. May be destroyed with the special permission
of the Head of the Circle.
331. Sorting and Guidance Orders – (1) A sub-divisional Inspector will be supplied with
a copy of every weekly sorting order and A order. All B. orders whether they affect the sections
and offices in his sub-division or not will also be supplied to him. On receipt of an A. order on
weekly sorting order, the Inspector should correct his own copies of the sorting list. When
travelling with a section or visiting a sorting office, he should check the sorting lists to see that
they have been corrected. He should also see that they are being acted up to. A. orders, weekly
sorting orders and B. orders should be filed in separate annual bundles, care being taken to correct
or cancel previous orders, when necessary, on receipt of subsequent ones.
(2) The Inspector should check once in each month, the copies of sorting lists belonging to
all mail offices, sections and sorters in the sub-division and see that they are corrected up-to-date.
He should initial and date the documents on the last page in token of having carried out his check
and should record a certificate to the following effect at the end of his diary for the last week of the
month:-
“Certified that the sorting lists of all mail offices, sections and sorters in the sub-division
have been thoroughly examined by me and found to be corrected up-to-date with the
following exceptions:-
332. Statistical memorandum – (1) The statistical memorandum (M.S. 14(b) is a return
showing the actual number of articles of each class received from and despatched to offices and
sections in the bags opened and made up by a set on any one trip in the case of sections and on any
one day in the case of mail offices. The object of the memorandum is to furnish an accurate record
of the average amount of correspondence dealt with by each section and office daily. A subdivisional
Inspector is required to furnish a half –yearly statistical memorandum for each sorting
section and sorting mail office in the sub-division. In the case of sections, there must be separate
memoranda for the Out and In trips. For this purpose, the Inspector must travel from end to end of
the beat with any set of the section or be present in the mail office during the entire period of its
working hours, and personally count the number of articles received and despatched in each bag or
sorted bundle. The statistics may relate to the mails of any day, except a Sunday or an outward or
inward foreign mail day. The Inspector will be held personally responsible that the entries made by
him are correct and that the totals of both sides of the statistical memorandum agree. The
memorandum should be sent to the Superintendent for transmission to the Head of the Circle.
(2)It is absolutely necessary that these returns should be accurate and, as a check on their
preparation, the Inspector attached to the divisional office should, whenever he inspects a section
or office, count and keep a note of the number of unregistered articles of the letter mail received
and despatched in the important bags opened and closed. The figures obtained by him should be
compared with those in the statistical memorandum prepared by the Inspector of the sub-division,
and if any marked discrepancy is observed, it should be brought to the notice of the Divisional
Superintendent.