GOVERNMENT OF KERALA.
Office Procedures. DOM & MOP T James Joseph Adhikarathil.
Why training..? .
Transparency . va va
Accountability.
Responsiveness .
Employees can be the biggest asset or biggest liability‌? Training need‌?
Employees can be the greatest asset or liability‌.. top 3 regrets? No regrets‌..
Your Qualifications/ Your Experience. To ensure QSI
A customer is an important visitor in our office…He is not an outsider to the office… He is the part of it…..He is not an interruption to our work…..He is the purpose of it….
We are not doing a favor by serving him……He is doing a favor by giving an opportunity to do so….
1.. The guru�s cat Break the boundaries.
When was the last time you did some thing new for the first time‌?
WHAT CAN WE DO‌. efficiency.
excellence. effectiveness.
Changing the face can do nothing………..…. But facing the change can do every thing……. OBTAIN THE REPORTS IN FILES WITHOUT ISSUING REMINDERS…….
WHAT CAN WE DO…. file workshops.
eply delayed……issue the minder directing the officer bmit the reply when he reach he office for conference /remittance….
WHAT CAN WE DO‌ Friends are the most important ingredient in the recipe of life. Inter personal relationship..
WHAT CAN WE DO…. SMART COMMUNICATION. SPECIFIC, MEASURABLE, ACHIEVABLE RESULT ORIENTED & TIME BOUNDED.
SPEED IS THE CREED OF THE AGE…. INSIST TELEPHONE NUMBER OF THE APPLICANT IN EVERY APPLICATIONS/ registers…….
WHAT CAN WE DO…. INCLUDE TELEPHONE NUMBER FAX NUMBER E MAIL ADDRESS OF THE OFFICE IN EVERY COMMUNICATION.
WHAT CAN WE DO….
Smart conferences….
WHAT CAN WE DO….
Smart delegation. (higher offices)
WHAT CAN WE DO….
Grouping.
Value addition--emailsregisters-‌voters list.
Consolidation Of information. Keep it in clouds
OVER DELIVER IN ALL YOU DO AND SOON YOU WILL BE REWARDED FOR THE EXTRA EFFORT…. GO EXTRAMILE…. There is no competition…..
Investment for being different. …. SPEND A SMALL PART OF INCOME FOR YOUR BETTERMENT.
District Office Manual. Everything under the sun embraces the duties and responsibilities of a revenue officer‌..His duties are undefined rather than defined
Office time 10 AM to 5 PM….. No lunch Break……. Clerks may avail the interval of 30 minutes between 1 PM and 2 PM for lunch by turn and there is no permission to leave the office campus.
2 hours Absence permitted To muslim staff On fridays 12.30 -2.30.
To my customers I will find a way or I will make one…….
EMPATHY.
Courteousness.
cleanliness
ADMINISTRATIVE SET UP. DISTRICT COLLECTOR
DEPUTY COLLECTOR.
SUB COLLECTOR.
ASSISTANT COLLECTOR
HUZUR SHERISTADAR
REVENUE DIVISIONAL OFFICER.
TALUK ADMINISTRATIVE SET UP. TAHSILDAR
VILLAGE OFFICER.
ADDITIONAL TAHSILDAR.
REVENUE INSPECTOR
DEPUTY TAHSILDAR
SECTION CLERKS.
OFFICE SET UP. CHAMBER OF OFFICER
SECTIONS
DISTRIBUTION.
FRONT OFFICE. DESPATCH. RECORDS.
Faur copy.
.
OPENING OF TAPPAL. STAMP CANCELLED
INITIALS OF HOD DATE SEAL
SECTION WISE SORTING/ CURRENT NUMBER.
ENTRY IN DISTRIBUTION REGISTER. DISTRIBUTION.
Receipt of application. If the application is received directly, receipts should be given to the applicant. You have no right to deny the receipt application.
District Office Manual. Everything under the sun embraces the duties and responsibilities of a revenue officer‌..His duties are undefined rather than defined
Tappal. Any communication addressed to the office head received in the office by post/ through messenger/directly/email /fax.
CURRENT. Any communication received in the office which is date sealed and numbered.
Covers which are not to be opened by the Tappal Clerk 1. Tappals received in name cover. 2. Tappals marked as SECRET. 3. Tappals marked as confidential.
Arising reference. Any reference from the office which originates the file
New case. Paper which is not related to a pending file. Old case. Paper which is related to a pending file.
Tapal = Papers received by post + Papers received Directly.+
Registration of tapal 2 stages. 1. By the distribution Clerk in the Distribution Register/Special Register/Security register. 2. By the section Clerk in the Personal Register.
.
REGISTERS TO BE HANDLED BY DISTRIBUTION CLERK. Distribution Register.
Security register
Special Register.
Register For phone messages
Call book..
.
REGISTERS TO BE HANDLED BY section clerk. Personal Register .
Periodical register.
files.
Stock file.
Reminder dairy...
PERSONAL REGISTER IS NOT PERSONAL……... 1.SERIAL NUMBER 2.CURRENT NUMBER.
5.DATE OF SUBMISSION. 6. DATE OF RETURN
8. COMMN RECEIVED
9.DATE.
3.DATE.
4.SUBJECT.
REFERENCE ISSUED TO WHOM.
10.NATURE OF DISPOSAL..
PERSONAL REGISTER IS NOT PERSONAL……... LA INTERPELLATION- DETAILS OF PORAMBOKE LANDS UNDER ENCROACHMENT.-POSSIBILITY FOR ASSIGNMENT
FAX MESSAGE NO B1- 543566/14 CLR DT 14/09/14 (0471-2357889)
PERSONAL REGISTER CROSS REFERNCING…….. COL.2
COL.3 26-10-14
2387 2354 2355 2357
4375/13 2231/10 2267/11 9854/11
Office File or Pending File. Note File + Current File Flap File Board.
File Number Seat No.+ Current Number.+Year
B3-13520/15
Note File. 1. Subject. 2. Reference. 3. File Number. Notes in Paragraphs(brief summary+ arguments for and against the measures to be taken + suggestions+ opinion of the Js +order of the officer Initials with date sc
Js/Officer
Note File. 1
1/3rd margin. Front page- Left Margin Back page - Right Margin. 2 Sub/ref. Red ink 3 Paragraphs to be numbered. 4 Pages to be numbered with Blue ink. No notes should end at the end of the page Sufficient blank pages should be added‌‌
Current File. 1. Current 2. O/c-office copy of the letter issued with despatch seal. 3. Reply received. Letters issued. Letters……..Sir…Yours faithfully Reminders. DO letter.,,,Dear Shri(name) yours sincerely. Phone/Fax messages/E#mails
Initials of Clerk.
I. At the end of the notes. II. In the draft. III. Fair copy should be compared and initialed,
Numbering.
I. Note file with Blue Ink. II. Note file paragraphs with Blue ink, III. Current file with RED ink.
Disposals/Books for referencings.
I. Should be returned immediately after your use.
Charge Taken/Hand over.
There should be proper registers for files/records and valuables.
Leave/Duty.
Your Absence should be accounted.
cash.
Cash in your Hand Should be accounted.
Be impartial.
Be responsive and pro active. Government Is not a Land Lord or Madampy.
.
SUBMISSION OF FILES MATERIALS NEEDED.. PENDING BACK FILE
STOCK FILE .
NEW FILE.
DISPOSAL.
SIMILAR BACK FILE.
Acts/rules.
Submission of files‌‌. Note file on the top..
Current file below..
Flagging/ linking/ urgency slip.
References at the bottom
Through proper channel.
Submitting files. Tagging. Flagging. LINKING. Clubbing.
Flagging‌‌. Current file Should not be flagged.
Referencing with pencil In the margin.
Flag A Flag B P.22 cf. P11 nf. s.22 KBT Act.
Drafting. Letters. D. O Letters. Proceedings. U.O Notes. Proceedings. Circulars. Minutes.
Flagging.
Endorsements. Endt on B3-23235/14 Forwarded to All village officers for strict compliance. Collectorate<kottayam Dated 10/03/2015
For District Collector
N:Dis N;Dis B3-6754/14 Forwarded to All village officers for strict compliance. Collectorate<kottayam Dated 10/03/2015
For District Collector
N:Dis N;Dis B3-6754/14 Forwarded to All village officers for strict compliance. Collectorate<kottayam Dated 10/03/2015
For District Collector
SMART drafting. C3-1612/15
Taluk Office,Kottayam. Dated:10/03/2015 Phone/Fax-04812568007 Email:tahsildarkottayam@gmail.com
District Collector, Kottayam. Sir Sub:Ref:-
Spend a small part of your income for the improvement of of Your official life…….
SMART drafting. C3-1612/15
Taluk Office,Kottayam. Dated:10/03/2015 Phone/Fax-04812568007 Email:tahsildarkottayam@gmail.com
District Collector, Kottayam. Sir Sub:Ref:-
Spend a small part of your income for the improvement of of Your official life…….
REMINDERS…..Your SKILLS Be task oriented……. Can you obtain a report without issuing a single REMINDER…? Communication skills. Interpersonal skills. SPEED IS THE CREED OF THE AGE.
Time management is life Management. The prescribed time limit As per court Judgments/Acts/Rules Should be strictly adhered to..
Disposal. A Disposal is a closed File L: Dis K: Dis D: Dis R: Dis
DOM…. URGENCY SLIP.
FLAGGING…….
DOM…. NUMBERING..
FLAGGING…….
DOM…. HOW TO TIE.
FLAGGING…….
ISSUE OF REMINDERS…….Dont be Process oriented.
Return of Submitted filesâ&#x20AC;Śâ&#x20AC;Ś. Despatching..
Tagging o/c in the current file.
Return of Office copy O/c with Comparing o/c sent for despatch seal and fair fair copying..
Club the current files. Clubbing of filesâ&#x20AC;Śâ&#x20AC;Ś.Files Old old File Top Addressing theNew same issue can current File Bottom clubbed Club the currentbe Files .
Club the Note files. Obtain order Old Note File Top for clubbing New Note File Bottom. In the OLDGive file continuous page numbers.
NOTE FILE……... LA INTERPELLATION- DETAILS OF PORAMBOKE LANDS UNDER ENCROACHMENT.-POSSIBILITY FOR ASSIGNMENT NOTE. SUB-LA INTERPELLATION- DETAILS OF PORAMBOKE LANDS.-POSSIBILITY OF ASSIGNMENT UNDER ZERO LAND LESS SCHEME. REF-FAX MESSAGE NO B1- 543566/14 DT 14/09/14 from SECY REVENUE (S) Dept. C1-5476/14
)
drafting…. C1-9756/14 District Collector, kottayam sub-
ref. I invite kind attention to the ref cited …… .........................................................................................
Sending e mail messeges…. C1-9756/14 District Collector, kottayam sub-
ref. I invite kind attention to the ref cited …… .........................................................................................
.
SUBMISSION OF FILES MATERIALS NEEDED.. PENDING BACK FILE
STOCK FILE .
NEW FILE.
SIMILAR BACK FILE.
DISPOSAL.
TIME LIMIT.
DOM…. COURT FEE STAMP FLAGGING…….
DOM…. Clubbing of files
FLAGGING…….
DOM…. U O Note.
FLAGGING…….
DOM…. U O Note.
FLAGGING…….
DOM…. U O Note.
FLAGGING…….
DOM…. Linking OF Files. FLAGGING…….
DOM…. Linking OF Files. FLAGGING…….
DOM…. WRITING OF MINUTES. FLAGGING…….
DOM…. preparation MAHAZAR. FLAGGING…….
DOM…. TAKING SAMPLES. FLAGGING…….
DOM…. endorsements.
FLAGGING…….
DOM…. tagging
FLAGGING…….
DOM….
TAGGING…….
Receipt of application.…. ……. Endorsement……….
Stamp/ Phone number/ annexures Comprehensive To my customers, I will find a communication………. way…..or I will make one.
DISPOSAL jackets. L:Dis.
N:Dis..
K:Dis.
R:Dis.
XN: Dis.
Files having no action in the immediate future….
Disposal Jackets.…….
PERIODICAL INSPECTION OF PR…..REGISTERS TO BE SUBMITTED…RESUBMISSION WITHIN 48 HOURS.
1.PERSONAL REGISTER.
4.STOCK FILE
2.RUNNING NOTE.
3.PERIODICAL REGISTER.
5.ARREAR LIST..
SMART despatchâ&#x20AC;¦.. Tapal.
Messenger Phone..
E mail
Fax.
BAD PRACTICES. Report returned to village officer as nit is not signed..
BAD PRACTICES. File arivilekkum utharavukalkkumai samarppikkunnu..
BAD PRACTICES. Soochana kathu arivilekkum thudar nadapadikalkkumai ithodoppam ayakkunnu..
BAD PRACTICES. Report kittunna murakku Parathi pariharikkunnathanu..
BAD PRACTICES. Interested only in process…..not in task Phone undu …Email undu ennalum padicha thu markkan pattumo….. Oru ormakkurippu koodi ayakkavunnathanu..
BAD PRACTICES. Interested only in process…..not in task Njan enthu cheyyana.. Village officer report Thannilla…….
BAD PRACTICES. Intrested only in process…..not in task Njan enthu cheyyana.. Village officer report Thannilla…….
BAD PRACTICES. Intrested only in process…..not in task Thirakki vannilla athu kondu ariyichilla…….
BAD PRACTICES. Attachment instalmet aayittu poratte…….
BAD PRACTICES. No Brain for Brain storming…. Collecting opinion by creating A bunch of files…….
BAD PRACTICES. No Brain for Brain storming…. How many days will you take to sendMinutes of a meeting after the meeting…….
BAD PRACTICES. No Brain for Brain storming…. Nale vaaaaaa……. Seatil alilla
BAD PRACTICES. No Brain for Brain storming…. Applicationil defect undu athu kondu evide vangathilla…….
BAD PRACTICES. No Brain for Brain storming…. Kaipattu raseetho…Athenthuva…….
BAD PRACTICES. No Brain for Brain storming…. Section to section odickal…….
BAD PRACTICES. No habit of keeping basic information…. Stock less stock file…….
BAD PRACTICES. No habit of keeping basic information…. Pattaya sketch kondu vaaa…….
BAD PRACTICES. Attitude towards staff From sub offices…. Stock less stock file…….
Good Practices…. Give respect and take respect. It is the duty of the citizen to respect you….But it is your duty to give tyhem some thng to respect…….
. Thank You………………… T. J Joseph, Tahsildar. Mob 9447464502
T. James Joseph, Adhikarathil, Kottayam,Kerala.