CENTRAL SECRETARIAT MANUAL

1 CENTRAL SECRETARIAT MANUAL OF OFFICE PROCEDURE THIRTEENTH EDITION MINISTRY OF PERSONNEL, PUBLIC GRIEVANCES AND PENSIONS DEPARTMENT OF ADMINISTRATIVE REFORMS AND PUBLIC GRIEVANCES SEPTEMBER, 2010 ( ) (ii) Efficiency comprises mainly speed, quality and economy. Effectiveness comprises efficiency and ability to deliver the desired results. I am not interested in excuses for delay; I am interested in getting the work done. - Pandit Jawahar Lal Nehru First edition, March 15, 1955- Cabinet SECRETARIAT (O&M Division). Second edition July 31, 1956 - Cabinet SECRETARIAT (O&M Division). Third edition February 27, 1958- Cabinet SECRETARIAT (O&M Division). Fourth edition June 4, 1963- (Department of AR&PG). Fifth edition November 1, 1969- (Department of AR&PG). Sixth edition June 15, 1972- (Department of AR&PG). Seventh edition July 31, 1977 - (Department of AR&PG).

2 Eighth edition October 3, 1978- Department of AR&PG) Ninth edition October 3, 1982 - (Department of AR&PG). Tenth edition March 30, 1987 - (Department of AR&PG). Eleventh edition March 31, 1996 - (Department of AR&PG) Twelfth edition May 5, 2003 - (Department of AR&PG). Thirteenth edition September 23, 2010 - (Department of AR&PG) O&M = Organization and Methods. AR&PG = Administrative Reforms & Public Grievances. (iii) PRITHVIRAJ CHAVAN Minister of State (Independent Charge) for Science & Technology and Earth Sciences; Minister of State in the Prime Minister s Office; Personnel, Public Grievances and Pensions and Parliamentary Affairs Government of India, New Delhi MESSAGE I am immensely pleased to note that the Department of Administrative Reforms & Public Grievances is bringing out the Thirteenth Edition of the CENTRAL SECRETARIAT MANUAL of Office Procedure (CSMOP).

3 It is a comprehensive guide to office work. The procedures contained in thi s edition of th e CSMOP have been augmented by factoring in the recommendations made by the Second Administrative Reforms Commission (ARC) which have been accepted by the Government. The provisions of revised CSMOP also instill a greater sense of responsiveness, accountability, transparency and public service excellence in the current system of governance and also fulfil the need fo r further simplifying th e government procedures and processes. I am sure that th e MANUAL would be of help to al l who serve in th e CENTRAL SECRETARIAT to increase their efficiency and effectiveness. I am sure that the MANUAL will form the backbone of process management in our offices and make office work more rewarding fo r al l the stakeholders.

4 (PRITHVIRAJ CHAVAN) (iv) FOREWORD The Department of Administrative Reforms & Public Grievances in the Ministry of Personnel, Public Grievances & Pensions, as nodal Government agency, is charged with the responsibility of prescribing procedures for SECRETARIAT work. These are comprehensively embodied in the CENTRAL SECRETARIAT MANUAL of Office Procedure (CSMOP). The 13th Edition of CSMOP has taken into consideration suggestions of various Ministries/Departments, the relevant recommendations of the Second Administrative Reforms Commission (2nd ARC) and the RTI Act, 2005 etc,. The overall aim is to increase productivity in work and make the administration more responsive. Efforts have been made to maintain concordance between organizational goals, procedures of work and functionaries entrusted with the responsibility of discharging them.

5 For those who are working in the Government and for future entrants, the MANUAL will be an invaluable source of training, guidance and reference. (RAMESH C. MISRA) Secretary, Department of Administrative Reforms & Public Grievances, Ministry of Personnel, Public Grievances & Pensions, Government of India New Delhi, the 23rd September 2010 (v) ABBREVIATIONS foreign words/phrases etc. Short Form Full form Additional Secretary ab initio* from the beginning ad infinitum* to infinity * Assistant Director/Acknowledgement due/Anno Domini* (in the year of our Lord the Christian era) Additional/Assistant Director General AFA Assistant Financial Advisor Bureau of Indian Standards BPST Bureau of Parliamentary Studies and Training CBI CENTRAL Bureau of Investigation C/Cor.

6 Correspondence C&AG Comptroller and Auditor General of India cc.* Carbon Copy CCEA Cabinet Committee on Economic Affairs CCI Competition Commission of India Cent* centum (a hundred) cf&i.* Cost, freight and insurance CFL CENTRAL Forensic Laboratory CGAR Core Group on Administrative Reforms CGEGIS CENTRAL Government Employees Group Insurance Scheme CGHS CENTRAL Government Health Scheme CI C CENTRAL Information Commission Cf.*/cp.* Confer (=compare) CAT CENTRAL Administrative Tribunal Casual Leave CPIO CENTRAL Public Information Officer CENTRAL Registry/Confidential Report CSMOP CENTRAL SECRETARIAT MANUAL of Office Procedure CVC CENTRAL Vigilance Commission DD Deputy Director/Demand Draft DDG Deputy Director General DDO Drawing and Disbursing Officer Diary Number Draft for Approval.

7 DFPR Delegation of Financial Power Rules short Form Full form (vi) Demi-Official/Desk Officer DG Director General DRO Departmental Records Officer DRR Departmental Record Room DS Deputy Secretary DSIWS Designated Section for handling Internal Work Study Dte Directorate * exempli gratia (=for example) EFC Expenditure Finance Committee e-mail Electronic Mail etc.* Et cetera/ceteri (=and others, and so forth) Earned Leave Extraordinary Leave EPAX Electronic Private Automatic Exchange * Esp.

8 Especially FA Financial Adviser F/ C Flag C or Fair copy (for approval/signature) FN Forenoon File No. * free on board FR (s) Fresh Receipt (s) General provident fund GFR General Financial Rules GOI Government of India GOM Group of Ministers His Excellency HPL Half Pay Leave * lbidem (in the same place) * Id est (that is) IFC Information Facilitation Counter IFD or IFW Integrated Finance Division or Wing Inter alia/alios* among other things/persons Note Inter-Departmental Note (formerly Note) International Subscriber Dialing Network Internal Work Study Unit (Since abolished).

9 J. D. Joint Director J. S. Joint Secretary. L. Local Area Network. L . Liquid Crystal Display LDC/UDC Lower/Upper Division Clerk MP Member of Parliament short Form Full form (vii) MOP. MANUAL of Office Procedure mutatis mutandis* With necessary changes Non- SECRETARIAT Organization National Informatics Centre O/C Office Copy (of the fai r communication issued) O&M Organization and Methods Office Memorandum Overhead Projector -2/N Pages 1-2/Notes Personal Assistant Personal Computer PS Private Secretary Post Script PPS Principal Private Secretary -7/c Page/Pages 1-7/correspondence Pps pl.

10 Previous papers please PSMs Personal Staff Members(it includes Staff Officer, Sr. Principal Private Secretary, Principal Private Secretary, Private Secretary, Personal Assistant and Stenogra- phers) PSU Public Sector Undertaking Paper Under Consideration Please Turn Over R&I Receipt & Issue RTI Right To Information Subscriber Trunk Dialing Single File System SI U Staff Inspection Unit US Under Secretary vide* See WAN Wide Area Network With effect from Wifi Wireless high-speed Internet facility Work Study vs.