Punjab Police Rules Volume 1 - Sangrur Police

Police Offices 343
APPENDIX No. 11.27(1)
INSTRUCTIONS REGARDING OFFICE PROCEDURE
1. Urgent receipt shall be submitted to the gazetted officer concerned on the date of
their receipt in the office.
2. The head clerk or assistant clerk dealing with the file is responsible that it is sent up
complete with all the necessary papers paged, and prepared throughout in accordance
with orders.
3. The head clerk is empowered to send to the copyist for issue ordinary reminders and
simple drafts in cases in which the orders have been clearly given, and so to the nature and
mode of the conveyance of which there can be no doubt. All other drafts should be passed
by a gazetted officer, and the fair copies should also be signed by such officer, whenever
possible.
4. Files shall not be left lying about uncared for. When done with for the time being,
they shall be kept on side-tables or on shelves. Torn or frayed papers shall be repaired at
once; the record-keeper is responsible for having such repairs carried out.
5. Alphabetical indicating slips should be pinned on papers referred to in notes or correspondence.
The page should also be cited in the noting. Such slips should be removed
as soon as the need for them has passed.
6. Whenever fresh papers are added, the officer or clerk adding them should page them.
7. Whenever it is necessary to remove any pages from a file, a slip should be inserted
showing when, and why they were removed, and where they are to be found.
8. The clerks responsible for the compilation of returns shall see that they are received
punctually and bring delay to the notice of the head clerk. On receipt of the first return,
referring to a particular subject, the clerk concerned shall insert in the file cover a record
slip, in which are noted all the police-stations and at the top, note the subject and refer to
the order prescribing the returns and the date on which they are due. As the returns are
received, the date of receipt shall be entered opposite each police station, and the returns,
after necessary check, shall then be posted into the general statement.
9. All office copies of communications, including semi-official letters, which may have
to be filed with any case, shall ordinarily be written on paper the size of foolscap folio or
half foolscap folio size. The first impression of typescript should be sent to the addressee.
10. When an acknowledgement is required to a communication, the letter shall either
be sent registered and "acknowledgement due", or a printed or typed acknowledgement
slip shall be sent with the letter. On the return of such acknowledgement slip, it shall be
attached to the office copy of the letter to which it refers without being numbered or entered
in the register.
11. Any law books or books of reference that may be required by the officer to whom
a case is submitted shall accompany the file, unless copies are known to be immediately
available to him.
12. Continuation blank sheets for notes shall be added to cases in which further notes
or orders are expected from the officer to whom the case is submitted. When a case is sent
out of the office, superfluous papers and spare copies shall be removed, and only those papers
sent that are necessary for the disposal of the reference.
13. (1) A note may be either :-
(a) the briefest remarks or suggestion for the disposal of a case, as "For information",
"copy to Accountant-General", "No orders" and the like; or