Punjab Police Rules Volume 1 - Sangrur Police

326 Punjab Police Rules, 1934 Volume 1, CHAPTER 11
the office stamp, with the diary number and date entered in red ink, being impressed in
the upper left hand corner. The head clerk is responsible that every fresh receipt is shown
to a gazetted officer within forty-eight hours, even if the connected file is not available for
submission at the same time. This rule shall apply as far as is practicable to the offices
of Deputy Inspector-General or ranges.
(2) Receipts for insured or registered letters or packets shall be signed by the head clerk
personally or other officer senior to the head clerk. Such letters and packets shall invariably
be opened by a gazetted officer, or, when no such officer is at headquarters, by an
Inspector. The officer opening insured letters or packets will be personally responsible
for seeing that the contents are correct according to the covering letter, if any, or endorsement
on the cover, and are immediately brought on to permanent record or account. If
the insured contents are currency notes, cheques, or remittance transfer receipt they shall
be made over to the accountant and the receipt shall be entered forthwith in general cash
book and initialled by the officer opening the letter or packet; if they are other valuable
goods or documents they shall immediately be placed in suitable safe custody. Officers
must realise that laxity in the receipt and disposal of valuables sent through the post gives
an easy opening for misappropriation and fraud of a kind the detection of which is not
easy.
Rule 11.24
11.24. Registration. - (1) All correspondence, both receipts and issues, shall be registered
in one diary of correspondence [Form 11.24(1)] and every separate receipt and
issue shall be given a serial number as shown in the diary, receipts being entered in black
ink and issues in red.
(2) Periodical and other standard returns shall be entered in the diary and numbered for
despatch. Covering letters shall not be sent with such communications, unless it is necessary
to make explanatory remarks, which cannot be endorsed on the return itself.
When a return is blank the fact should be reported on a post card. - [vide sub-rule
11.39(3)].
(3) The number of a despatch letter should be given above the file and subject-head
number below, e.g., 256
meaning letter number 256 of file 2, subject-head 19.
2 ⁄19
(4) When a letter which starts a new subject is issued or received the head clerk shall
decide whether, in accordance with rule 11.25, it should be filed with the "miscellaneous
file" of the chapter concerned or with one of the "general files," or whether it should be
given a "special file". In the last case the necessary entry in the file register [Form
11.28(1)] shall at once be made.
(5) When any communication is sent to more than one office, the distribution shall be
shown on each copy.
Rule 11.25
11.25. Filing. - (1) Correspondence shall be kept in the flat file system and given file
covers [From 11.25(1)]. Files shall be kept according to their file and subject-head numbers
- See rule 11.26.
(2) Papers in a file shall be arranged chronologically and shall be paged on one side only
on the right hand top corner, the first paper being numbered 1, and the second 3, and so
on, the reverse of each paper being the following even number, which need not be marked.
Office notes and orders except purely ephemeral notes such as calls for papers and explanations
of delay, which should be made on "slips" or "buff sheets" and destroyed when
disposed of, shall form part of the file and be paged accordingly.
(3) Enclosures to a letter when placed on record should come before the letter itself. A
note in red ink shall be recorded on the enclosure on receipt as follows :-