Punjab Police Rules Volume 1 - Sangrur Police

344 Punjab Police Rules, 1934 Volume 1, CHAPTER 11
(b) a comment on the paper under consideration, or on the previous papers in the file
without any summary; or
(c) a brief summary of the facts leading up to the points for order.
A precis is a full abstract of the papers in the case.
(2) The following definite rules shall be observed, in the matter of notes and precis :-
(a) The object of an office note is to assist the officer, who is required to pass orders,
by referring him to rules, precedents, and previous correspondence bearing on
the question for decision; by pointing out mistakes, mis-apprehensions and miscalculations
in the papers under consideration and by supplying information or
calculations which will facilitate disposal. A recapitulation of the case as stated
in the correspondence itself is not required. Criticism and suggestions arising
merely from the personal opinion of the noting clerk himself are prohibited, but
an opinion based on precedents and other formal authorities may and should be
expressed.
(b) A full note is only required when the case cannot be decided without consideration
of considerable correspondence and references. Such a note should summarize
only such portions of the previous correspondence as may be necessary
to elucidate clearly the point or points for orders.
(c) A precis or full abstract of a case should not ordinarily be put up by the office
unless called for by the gazetted officer-in-charge.
(d) All orders, that are to be communicated to other offices, should be couched in
language that can be easily converted into a draft.
(e) In long notes, each paragraph should be given a serial number.
When a reference is made to previous notes or papers the page of the file where they
are to be found should be quoted, and when necessary indicating slips should be
added.
(3) In cases where the reverse side of the receipt letter is blank and the paper is stout,
the note may be written thereon and continued (if necessary) on a note form. When noting
is unnecessary, brief suggestions may be written on the face of a letter.
14. The head clerk is responsible to the head of the office for the efficient working of
the whole office. His duties are :-
(a) to exercise disciplinary control and general supervisory.
(b) to see to the regular attendance of the clerks. Personal matters relating to the
clerks such as promotions, leave etc., are submitted through the head clerk;
(c) to arrange for the work of absentees and for the proper training of junior clerks;
(d) to go round the office at least once a day to see that no arrear cases are being neglected,
that the tables are tidy, that the clerks are applying themselves to their
duties, and that no files lying about uncared for;
(e) frequently to inspect the record room and see that the files are being properly
kept up and that work is being promptly disposed of;
(f) to receive or open the mail, stamp the letters with the date of receipt and send
them to the record-keeper, urgent letters being first marked with a blue or red
slip, according to their urgency.
15. (1) The copyist shall initial and date every draft he copies. He is responsible that
all enclosures are fully copied and that they are attached to the covering letter or if numerous
and bulky, that they are separately labelled and marked with the number and date of
the letter to which they belong and the designation of the officer to whom the letter is addressed.