GOVERNMENT OF HIMACHAL PRADESH - …

1 GOVERNMENT OF HIMACHAL PRADESH office manual (Third Edition) April 2011 DEPARTMENT OF PERSONNEL (ADMINISTRATIVE REFORMS) (Website: ) III FOREWORD The earlier edition of office manual was published in January 1997. Prior to that the office manual was brought out in 1973 and re-issued in November 1980. In the fourteen years between 1997 and now, there have been major technological advancements, changing the way people and businesses interact with governments with a higher expectation on better service delivery. It is therefore, essential to update the manual for factoring these advances for meeting such challenges.

2 With the enactment of the Right to Information Act, the requirement of Public Authorities to maintain records in a transparent and easily retrievable manner has become essential. In line with the above events the GOVERNMENT of HP has renewed its efforts towards adopting e-Governance tools across its offices. This has enabled deployment of major applications like PMIS, REFNIC, e-Procurement, e-Samadhan, e-Sameeksha to name a few, which facilitate transparency and ease of retrieval of regularly used data by officials. I expect that the Department of Administrative Reforms to periodically update the office manual to include changes that occur in future on account of wider adoption of IT tools which aim to reduce paper/repetitive work and enhance the productivity of the employees.

3 I am confident that this publication will be of use to all employees. April, 2011 Mrs. Rajwant Sandhu Chief Secretary to the GOVERNMENT of HIMACHAL PRADESH . IV ACKNOWLEDGEMENT Shri. T. G. Negi, Principal Secretary (Transport) had initiated this task of revising the manual and I record my sincere appreciation and thanks for his efforts in putting together the initial draft. I would like to thank Shri. Rajneesh, Director IT and Shri. Rajesh Bhadur, NIC and their teams for their valuable contribution. I place on record my thanks to Shri.

4 Abhay Pant, Retired Special Secretary who was engaged as a consultant. Thanks are also due to Shri. Ram Rattan Sharma and Basant Kumar Bhat, Private Secretaries, Shri. Kuldeep Singh, Jr. Scale Stenographer and Shri. Seemesh Chand Varma for their efforts in this revision. I am extremely grateful to Mrs. Rajwant Sandhu, Chief Secretary for her constant guidance and for insisting on aligning this revised manual to be in tune with the times. I am grateful to all the Secretaries for their inputs in this revision. While all efforts were taken to ensure that no inconsistencies/mistakes exist, however if any are noticed it would be appreciated if these are brought to our notice for rectification to along with suggestions if any.

5 April, 2011 Mr. K. Sanjay Murthy Secretary (Administrative Reforms) to the GOVERNMENT of HIMACHAL PRADESH . V TABLE OF CONTENTS Chapter Subject Page CHAPTER I INTRODUCTION AND DEFINITIONS Introduction 1 Definitions 1-4 CHAPTER II CONTITUTIONAL PROVISIONS FOR STATES Provisions 5 The Executive 5 Rules under article 166 of the Constitution 5 The Rule of Business 6-8 The State Legislature 8 Legislative Powers of the State Legislature 8 Legislative Procedure 9-10 Legislative Powers of the Governor 10 The High Court of the State 10-11 Composition of the Council of Ministers 11 Chief Parliamentary Secretary/ Parliamentary Secretary 11 CHAPTER III NATIONAL FLAG AND NATIONAL ANTHEM The National Flag 12 Correct Display 13

6 Incorrect Display 13 Misuse 13-14 Display on National Day or on Special Occasions 14 Salute 14 Display with Flags of other Nations 14-15 Display of National Flag on motor-cars 15 Half Masting 15-16 The State Emblem of India 16 The National Anthem 16 Playing of the Anthem 17 Singing of the Anthem 17 The National Song 17 CHAPTER IV THE STATE LEGISLATURE AND GOVERNMENT Procedure for introduction of Bills etc. 18 Rules of Procedures and Conduct of Business of the Legislative Assembly 18-21 Processing of Assembly Questions 21-22 Replies to Questions 22-24 Assurance 25 Committees of the legislature 25 Directions of the Speaker 26-27 Constitution and function of Committees of Legislation 28-35 CHAPTER V ORGANISATIONAL SET-UP OF GOVERNMENT OFFICES Organisational setup of GOVERNMENT 36 The Secretariat and its Departments 36 VI Basic Functions at Section Level 37 The Directorates and field offices 37 The Collectorates, Regional.

7 Divisional and Zonal Offices 37-38 CHAPTER VI SETING-UP NEW OFFICES Preparation of detailed proposal 39 Further action for setting up of the office 39-40 Creation of new posts 40-41 CHAPTER VII office SECURITY Safety 42 Security 42-43 Measures against Fire Risks 43-44 CHAPTER VIII CONDUCT OF GOVERNMENT SERVANTS Constitutional position 45 Adoption of Central GOVERNMENT Rules 45 Fundamental Rules 45-46 Conduct Rules 46-49 Representation/applications 49-50 Attendance 50-51 CHAPTER IX REFNIC, RECEIPT AND DISTRIBUTION OF DAK Duties under REFNIC 52-53 Central Registry 53 Access to the Central Registry 53 Receipt of Dak 54-56 Registration and perusal of Dak 56-59 CHAPTER X FILING SYSTEM Introduction 60 Constituents of a file 60-61 Filing of papers 61 Arrangement of papers in a case 61 Paging and Referencing 62-63 Linking of files 63 Use of urgency labels 63-64 Title of file 64 Separate file for each distinct subject 64 Opening of a new file 64-65 Standard Heads and Sub -Heads 65 Method of opening files 65-66 Wording and Articulation of Title 66-67 File Opening Register 67 Movement of Files 67 Removal of papers from

8 A file 67-71 CHAPTER XI DEALING OF RECEIPTS, NOTING AND DRAFTING Introduction 72 Preliminary action on a receipt 72-74 VII General Instruction regarding noting 74-79 Drafting 79-84 Issue and Action thereafter 84-85 Despatch Numbers by Section 85-89 Types of communications 89-90 Different forms of communications 90-95 Consultation with other Departments 95-97 Notes on files received from other Departments 97-98 Cabinet Memorandum 98-108 CHAPTER XII TREATMENT OF SECRET AND CONFIDENTIAL DOCUMENTS Restriction on communication 109 General Instructions 109-110 Movement of Confidential and Secret cases 110-111 Security Do s and Dont s 111-112 CHAPTER XIII REGISTERS.

9 REPORTS AND RETURNS Registers 113-121 Reports and Returns 121-123 CHAPTER XIV DUTIES OF SUPERVISORY OFFICERS Classification of Supervisory Officers 124 Role of Supervisory Officers 124-125 Duties of Branch Officers 125-126 Duties of Sections Officers/ Superintendent 126-128 Duties of Superintendent and Assistants 128 Scrutiny of cases by Supervisory Officers 128-132 Delegation of powers to Supervisory Officers 132 Maintenance of discipline 133 Transfer and postings of Supervisory Officers 133 Special responsibilities of Supervisory Officers 133-139 CHAPTER XV DUTIES AND FUNCTIONS OF MINISTERIAL STAFF Ministerial Staff 140 Assistants 140-142 Personal Staff 142-146 Clerks 147-149 Security.

10 Watch and Ward staff 149-151 CHAPTER XVI COURT CASES-INSTITUTION AND DEFENCE State Litigation Policy 152-155 Institution of Suits on behalf of GOVERNMENT 155-157 Action on notice Suits against the GOVERNMENT 157-159 Procedure for institution and defence on behalf of GOVERNMENT 159-168 Contempt of Court 168-170 Engaging private counsel 170-171 Other Guidelines 171-174 Monitoring of Progress 174-177 CHAPTER XVII ERADICATION OF CORRUPTION AND DEPARTMENTAL INQUIRIES Eradication of Corruption 178 The Vigilance organization 178-179 VIII Consultation with Vigilance Department 179-180 Difference of opinion between Vigilance Department and Administrative Department 180 Prosecution Sanction 180-181 Duties of Vigilance Officers 181-182 Reports and Returns 182 Complaints and Departmental inquiries 182-184 Consideration of the Report of the Inquiry Officer 184 Supply of the Copy of the Inquiry Report 184 Consultation with Public Service Commission 184 Minor Punishments 184-185 Expeditious disposal of Suspension cases 185-186 Time Schedule for conduct of Departmental Inquiries 186-187 CHAPTER XVIII CHECKS ON DELAYS Need for speedy disposal of work 188 Time limit for disposal of references 188 Final disposal 189 Disposal of