GOVERNMENT OF KARNATAKA KARNATAKA GOVERNMENT SECRETARIAT MANUAL OF OFFICE PROCEDURE (REVISED) 2005 DEPARTMENT OF PERSONNEL AND ADMINSTRATIVE REFORMS (ADMINISTRATIVE REFORMS -TRAINING) PREFACE TO 2005 EDITION The first edition of the Secretariat Manual was issued in 1904. The same has been reviewed during 1915, 1925, 1947 and 1956. Consequent on the formation of the enlarged State of Mysore on November 1, 1956, a Manual of Office Procedure for the Secretariat providing for a uniform Secretariat procedure was brought out in 1958. That has been revised and published during 1967. Further revision was taken up during 1985. During 2005, latest revision has been completed and the present edition brought out. Sri.A.V.Ramamurthy, Joint Secretary (Retd.,) Karnataka Government Secretariat was entrusted with the work of revision of Secretariat Manual. This work has been completed with the able guidance of Hon`ble Chief Secretary Sri.K.K.Mishra and Sriyuths Usha Ganesh, A.K.M.Nayak, Santhanu Kansul, and C.S.Kedar all Principal Secretaries to Government who were a part of the core group in the revision work. Smt.Sathyavathi, Deputy Secretary to Government, DPAR(e-Governance) and Sri.Venktaramaiah, Deputy Director, Translation Department have also lent their valuable service in completion of this work. I acknowledge their whole hearted support in completion of revision work. It is hoped that the revised Manual will help to provide clear guidance to the new entrants to the Secretariat and will be equally useful as a book of reference to the old Secretariat hands. While it sets out to update the process and principles of working, it is also designed to be a book of guidance, and instruction to help the functionaries of the Secretariat. The Secretariat Manual is a dynamic instrument. Excellence and efficiency in administration being the purpose of Karnataka’s governance, the Manual will need constant improvement, alteration to incorporate use of new techniques and technologies. Suggestions, advice and even ideas on superior processes would be invaluable. When sufficient numbers of these are received from perceptive contributors, they can be incorporated in the subsequent editions of the Manual. S.M.ACHARYA Principal Secretary, DPAR (AR) PREFACE TO 1969 EDITION The first edition of the Secretariat Manual was issued in 1904. It underwent revision in 1915, 1925 and 1947. After the coming into force4 of the Constitution of India in January 1959 several changes in rules and procedure were introduced. These were embodied in a revised and enlarged edition issued in 1956. Consequent on the formation of the enlarged State of Mysore on November 1, 1956, a Manual of Office Procedure for the Secretariat providing for a uniform Secretariat procedure was brought out in 1958. Subsequently, a revised edition was published in 1967. The present revision was undertaken in the context of a drive launched by Government recently to speed up the disposal of Government business and clear the back-log of a large number of long-pending cases. This necessitated a thorough stock-taking and examination of the current methods and procedures of work. A comprehensive review was undertaken to locate the points of delay in the flow and processing of communications addressed to and the formulations of decisions thereon by Government. Some of the age- old procedures for such routine mechanical tasks as diarising and despatch of incoming and outgoing letters, has over the time become otiose and needed simplification. The hierarchical set-up in the Secretariat had given rise to a multiplicity of levels through which a paper was routed as a matter of necessary routine regardless of the hold-up of files and resultant delays. In the light of this diagnosis, the relevant provisions of the Secretariat Manual for the transaction of day-to-day business, particularly those which relates to the arrangement of papers in a file, the manner and content of noting, the form and the drafting of Government Order and decisions, delegation of powers and responsibility for decision making have been considerable modified. The main criteria for justification of change are speed of disposal and avoidance of unnecessary clerical tasks and economy of work of all kinds. Every little operation has to be examined analytically to determine whether it serves any essential purpose or the labour involved is commensurate with the value of the results achieved. In any well run efficient organisation, members of the team must have definite assigned tasks. An attempt has, therefore, been made to spell out the duties, functions and powers of Secretariat officers at all levels. It is hoped that the revised Manual will held to provide clear guidance to the new entrants to the Secretariat and will be equally useful as a book of reference to the old Secretariat hands. While it sets out the “drill” and rules of working, it is also designed to be a book of instruction. Efficiency is a matter of continual striving. It will, therefore, be necessary to subject to methods and procedures now being introduced to constant review. We shall be glad to incorporate any further modifications which may become necessary in the light of experience. R.N. VASUDEVA, Chief Secretary to Government. CONTENTS Preface Page Chapter No. INTRODUCTION I A. Definitions B. Secretariat Organisation II Powers and Duties of the officers of the Secretariat III Receipt of tappals, their acknowledgement and distribution IV Outline process chart of a paper from receipt to disposal V Marking of tappals in Section VI Action on Receipts: Notes and orders VII Drafting VIII Printing of Notifications, Government Orders, Circulars etc. and preparation of weekly gazettes, monthly compilations and annual compendia IX Issue and Action thereafter X Forms and guidelines for correspondence XI Security of official Documents, Right to Information and Confidentiality XII Arrangement and maintenance of files XIII Indexing and Recording XIV Special Procedure applicable to certain cases XV Checks and delays XVI Inspections XVII Secretariat Records XVIII Grievance redressal XIX Miscellaneous Forms and Appendices INTRODUCTION The Secretariat Manual of Office Procedure was last revised during the year 1985. The Manual sets out the structure of the Secretariat organisation, its functionaries with duties and responsibilities, forms and procedures for work processing, disposal, monitoring, etc. 02. Transparency in the management of public affairs, is now an obligation. Therefore improvement in the levels of efficiency of services, concern for just and equitable considerations in matters concerning public and timely disposal of their grievances take on a special significance. The systems and procedures incorporated in the earlier Manual have to be altered suitably in tune with the new requirement having regard to such needs and instruments of change that have come about. 03. The Administrative Reforms Commission appointed by the Karnataka Government has made valuable and specific suggestions to be incorporated in the Manual. They are – (a) to incorporate efficient management and secretarial practice to professionalise the Secretariat functioning; (b) shift the entire orientation of the Manual to become officer-oriented; (c) prescription of time frame for file processing at all levels; (d) deletion of references to the use of typewriters, typing pools and Typists; (e) to see how information technology can be utilised in the areas of meeting notices, tracking file movement and record management; (f) Right to Information Act; (g) simplification of procedure in writing performance reports of Section Officer s and Under Secretaries and (h) attendance. 04. The Karnataka Right to Information Act, 2000 is an effort towards transparency in public administration and this also impacts on the contents of the Manual. 05. The increased provision of computers and printers, introduction of enabling software, the installation of a Secretariat LAN / WAN and the systematic training of Secretariat staff in the use of computers have necessitated a fundamental change in the work processes. An attempt has been made in this revision to incorporate such technological changes and reforms which have been introduced. 06. The Manual is primarily a functionary’s user guide and lays down the methods and procedures for work processing. There are Rules like the Karnataka Government Transaction of Business Rules, the Karnataka Government Allocation of Business Rules and special Rules and directions issued by the Departments of Secretariat under Acts and instruments authorising such issue. The instructions in the Manual have to necessarily be supplemented with such Rules, special Rules, directions, etc., issued by the various Departments in relation to work assignments in those Departments. 07. The Secretariat of e-governance has drawn up programmes of training in computers and their use to facilitate adoption from manual systems to electronic functioning for transaction of Government business in the Secretariat. The provision of hardware, software, training, etc., is a continuous process and the Manual, as revised, presents a blend of manual and electronic operations. CHAPTER I A. DEFINITIONS 08. In this Manual unless the context otherwise requires: (a) “Allocation Rules” means the Karnataka Government (Allocation of Business) Rules, 1977; (b) “Attendance Monitoring System” means a computerized software along with special devices to capture attendance data such as arrival time, duration of absence from Section,