Production of records before courts

empty unused embossed envelope, currency note, or current coin is found in a letter-box or on a post office counter, its value should be credited to “Unclassified receipts”. Other coins and articles of value so found, which cannot be brought to credit at once should be kept in the personal custody of the branch postmaster and orders regarding their disposal obtained from the Superintendent through the account office.

(2) All applications from the public for the return of articles of the kind mentioned above or for a refund of their value, should be submitted to the account office with a brief report of the facts of the case.

36. Error book. – (1) The error book (MS-2) is a record of all irregularities noticed and should be maintained in all branch offices. Every irregularity, serious or petty, committed by any member of the office establishment or noticed to have been committed by any other office or section, when mails are received or opened, should be entered in the error book, special care being taken to notice by this means cases of missending and misdirection of articles.

(2) Entries in the error book should be as brief as possible and initialled by the branch postmaster.

(3) In cases in which a report is required to be made to the Superintendent, or ASPOs/SDI, the No. and the date of the report should be noted in the column for remarks in the error book. In other cases, no report need be made; the entry in the error book will be sufficient evidence that the irregularity was noticed by the postmaster.

Note. – Reports against the R.M.S. should contain, in addition to the name of the section or mail office, the No. of the set concerned. The No. of the set can be ascertained from the name stamp of the section or mail office impressed on the registered list received.

(4) A record must also be kept in the error book of all complaints made by the public, the complaints themselves being disposed of under rule 37(3).

37. Important irregularities to be reported at once. – (1) If a due bag is not received, or a bag is received missent, or stolen, lost or destroyed by first etc., a report should be sent at once to the Superintendent and the dispatching office. If the despatching office is a R.M.S. section or mail office, the report should be sent to its Record Office. In the case of offices which perform registration work independently of the account office the same action should be taken if a registered list (R.P. – 32) is not received or is received missent or, if a registered list is received with any correction made in it but not attested; or if any such list is received without a total or with the total corrected, whether the correction be attested or not or with wrong totals or without entry of totals. A report should also be made, if any of the following irregularities occur :-

(a) An insured article of the letter or parcel mail or an insured bundle entered in a registered list or b.o. slip not received or an article bearing a different No.