Postal Manual Vol. VIII - India Post

Serial
No.
Register of duplicate keys of safe supplied to Offices in the circle
No. of Name of office Initials of office Initials of Remarks
duplicate to which the Superintendents, Manager
Key Key belongs or Head
Assistant
(3) When the key of such a safe is lost, the postmaster of record clerk, as the
case may be, will report the fact by telegram to the Head of the Circle and according to his orders
the duplicate key should be issued, after necessary entries have been made in the register by the
Manager and the Superintendent or Head Assistant conjointly.
(4) In cases where it is considered dangerous to allow the safe the key of which is lost, to
remain in the office where the loss occurs, the Head of the Circle will arrange to have to safe
withdrawn and supplied to another office situated in some other part of the Circle.
(5) In the case of steel almirahs, cabinets, cupboards or lockers furnished with body locks
(as distinct from padlocks) which are ordinarily applied by their manufacturers with duplicate keys
the same should be kept 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.
NOTE.1- In places where there are workshops of the manufacturers who have manufactured the
safe, the key of which has been lost, heads of Circles may, in order to avoid transport and railway freight
charges in the body-locks of the safe altered and fresh keys prepared. This work should be carried out only
by the manufacturer who made the safe. The safe may then be retained in the same office.
NOTE 2.- Indents for furniture may be submitted by a Superintendent only after personal inspection
by him, or by the Inspector of the office for which the articles are required, and there should be a note to
this effect in the “Remarks” column of the indent.
NOTE 3.- In Circle where the Stock Depot is located at a place different from the Circle Office, the
duplicate keys of the safes may be kept in the Circle Office itself in the joint custody of the Office
Superintendent and the Assistant Director of Postal Services. The Office Superintendent will maintain the
prescribed register of duplicate keys.
NOTE 4.- The duplicate keys of the safe / cash chest in the Telephone Districts should be entrusted
to an independent agency in the station, viz., Local Stores Depot, Head of the Circle or the Controller of
Telegraph Stores who will keep the keys in sealed cover with proper marking, with the seal of the
respective Telephone District duly affixed on the cover. A certificate regarding safe custody and
verification of existence of seal in an intact condition will be obtained by the Telephone Districts
periodically i.e. once a year, from the person entrusted with safe custody of duplicate keys and maintenance
of the register prescribed in Clause 2 of the rule is not necessary.
377. Supply of Post Office Certificates.- (1) Stocks of Post Office Certificates for both
single and joint holders should be held by each Postal Stock Depot under lock and key for supply
to post offices, and accounts of the receipts and issues should be maintained in the prescribed
Stock Registers (C.C-12). A separate register should be used for each denomination. Supplies of
the certificates should be advised in form of Invoice (C.C.-13) prepared in triplicate. The stock
depot should retain the original and send the duplicate and triplicate copies in registered covers to
the receiving office. The Nos. of the invoices issued by the stock depot must run in a consecutive
series for each head office seperately. The series should remain unbroken from year to year, and no
closing annual invoices should be issued. In respect of certificates returned to the Stock Depot, the
invoice should be prepared in quadruplicate. The original invoice will be retained by the
depatching office and the remaining three copies sent to the Stock Depot. The Stock Depot will
after checking the stock invoiced return the duplicate and quadruplicate copy of the invoice to the