Punjab Police Rules Volume 1 - Sangrur Police

Police Offices 327
"Enclosure to letter number, dated more to be returned," the last three words being
omitted if the enclosures are not to be returned.
(4) An index to the contents of each file shall be maintained on the outer cover and shall
show whether letters are pending or otherwise.
Rule 11.26
11.26. Heads of correspondence. - (1) Main subject heads of correspondence shall be
allotted in accordance with the chapter headings of Police Rules, one extra main head
"other subjects" being added for correspondence bearing no relation to those rules. Subheads
shall follow, as far as possible, the paragraph headings of Police Rules. Further
instructions are given in Appendix 11.26(1).
(2) Files under each subject-head will be of three descriptions, viz., "Miscellaneous",
"General" or "Special".
(a) Only one "miscellaneous" file shall be maintained under each main head. It will
be given the first serial number under the head concerned each year, and will
contain all correspondence on that head of an unimportant or routine nature,
concerning which no lengthy correspondence is expected, and for which a "general"
or "special" file is considered unnecessary.
(b) "General" files under each subject-head will consist of papers connected with
periodical correspondence or returns on one general subject, on any one item of
which no lengthy correspondence is expected. General files will be marked
with the letter "G".
(c) A "special" file shall be started for every case which, either from the time of its
initiation or at a later stage, appears likely to be the subject of prolonged correspondence,
or to be of intrinsic importance as a precedent or as embodying a
new ruling or order, or to constitute a distinct item within a general sub-head,
which is likely to be required frequently for reference and should be kept on record
for more than ten years. It will frequently be necessary to transfer papers
from a "miscellaneous" or "general" file to a "special" file. Whenever this is
done corrections must be made in the diary of correspondence, and index of the
file from which the papers are removed.
(3) Papers in connection with "miscellaneous" and "general" files may, if convenient,
be submitted separately as they are received. After necessary orders have been issued and
complied with they should be placed with the files to which they belong. Papers in connection
with "special" files should ordinarily be submitted for orders with their files.
(4) When a file becomes unduly bulky (ordinarily when it exceeds 100 pages), a separate
continuation file should be started with the same serial number, but with the addition
of the letter "A" thereto.
Rule 11.27
11.27. Detailed instructions regarding office procedure. - Further detailed instructions
for the conduct of the business of an office are published as Appendix 11.27. These
instructions should be studied both by gazetted officers and clerks, and should be followed,
as far as the conditions of different offices permit.
Rule 11.28
11.28. File Register. - (1) An annual file register shall be maintained in Form 11.28
(1) for each subject-head. It will give the number of and serve as an index to all "general"
and "special" files.
(2) A new register and a new series of serial numbers will be started at the commencement
of each year.
Rule 11.29
11.29. Filling of papers. - Ordinarily a new file will be started for each subject head
with the first letter received or issued thereon in the new year, but when the file is not a