OFFICE MANUAL PART-II - CGDA

1 OFFICE MANUALPART-IIREVISED EDITION 2014 DEFENCE ACCOUNTS DEPARTMENTISSUED UNDER THE AUTHORITY OF CONTROLLER GENERAL OF DEFENCE ACCOUNTS NEW DELHI Revision of PART-II (i)2001(ii)1957 DAD/CGDAFor the use in DADP rinted by CGDA New DelhiDisclaimer: The MANUAL is intended for guidance of officers and staff of the Department and should not be quoted in correspondence with offices outside the Department. Nothing in this MANUAL will be held to supercede any standing rule or order of Government of India with which it may be at This MANUAL contains detailed and updated instructions for the conduct and disposal of the work, dealt with in the Offices of Regional PCsDA/CsDA.

2 It also applies to other Principal Controller's/Controller's Offices where no separate instructions have been laid down in their respective Manuals. 2. This MANUAL is a Departmental publication. The instructions contained in the MANUAL are supplementary to the Rules in the Civil and Defence Audit and Account Codes, Defence Procurement MANUAL , Fundamental and Supplementary Rules, Pay and Allowances Regulations, Financial Regulations, etc, additions or alterations which may be necessary to the MANUAL will be notified periodically by the CDA (Army) with the prior approval of the CGDA. The provisions contained in this MANUAL should be in conformity with the existing provisions of OFFICE MANUAL part I and their amendments, if any from time to Edition supersedes the 2001 Edition.

3 Vandana SrivastavaController General of Defence AccountsNew Delhi Date: 29 . TABLE OF CONTENTS CHAPTER SECTIONS PARAS PAGES I Record Section 1-73 1-63 II Administration / Admin Pay Section 74-154 64-141 III Accounts Section 155-318 142-225 IV Disbursement Section 319-354 226-247 V Pay Section 355-430 248-318 VI Miscellaneous Section 431-495 319-349 VII Stores Contract Section 496-535 350-379 VIII Stores Audit Section 536-620 380-422 IX Transportation Section 621-650 423-463 X Engineering Section 651 464 XI Internal Audit Section 652-696 465-508 XII O & M (Management Services Cell)

4 697-715 509-517 XIII Complaint Cell 716-726 518-527 XIV IFA Cell 727-740 528-531 XV OFFICE Automation Cell 741-750 532-537 XVI Audit (ORs) Section 751-757 538-540 Abbreviations 541 Glossary 542-562 Concordance Table 563-582 1 CHAPTER- I RECORD SECTION PARA Objectives 1 Duties 1A Inward dak - Receipt, opening and sorting 2 Registration 5 Distribution 13 Marking disposals 15 Preparation of outstanding lists 16 Outward Dak - Dispatch 20 Postage 28 Library 32 Stationery and Forms- Supply of stationery 34 Local purchase of stationery 37 Stationery account 38 Custody and issue of stationery 39 Supply of Forms 54 Custody and issue of forms 56 Records and Record rooms- General 57 Preservation and destruction or disposal of records 61 Books of Regulations- Supply of Books of Regulations, , , etc.

5 62 Receipt and Distribution of Books etc. 64 Corrections to Books of Regulations, etc. 69 Printing- Forms 70 Miscellaneous Printing 71 Clearance of stores consigned by rail to PCDA/CDA's offices 73A 2 OBJECTIVES 1. Objectives of Record Section are:- (i) To eliminate delays by prompt distribution of inward dak and prompt dispatch of outward dak. (ii) To contribute to the efficiency of OFFICE by maintaining an upto date library. (iii) To ensure efficient and upto date "Records Management". DUTIES 1A. The duties of this section are:- (i) to receive, register and distribute inward dak and to prepare weekly outstanding lists (ii) to dispatch outward dak; (iii) to maintain the OFFICE library; (iv) to indent for, receive and distribute stationery and forms and to keep an account of the stock of stationery and forms held in its charge; (v) to receive, list arrange in a methodical manner, and preserve/records in the record room to destroy time-expired records; (vi) to procure, distribute and correct Books of Regulations, Army Instructions, Army Orders, etc.

6 ; (vii) to arrange for printing of forms, etc. INWARD DAK Receipt, opening and sorting 2. The Records Section will take delivery of all post addressed to the OFFICE including local dak received through messengers. The addresses on all covers will be examined by the AAO/SO (A) or a senior Auditor to make sure that the covers are meant for the OFFICE . Unregistered covers will be opened by one or more MTS in the presence of the dak sorter. Registered covers will be opened by a Clerk under the supervision of the AAO/SO (A). In opening covers, care will be taken to see that the contents are not damaged. The contents of each cover will be carefully taken out and each document will be stamped with the OFFICE date stamp.

7 The AAO/SO (A) 3 Record Section, will ensure that the stamp is not put in the body of a letter etc., or in any other place which is likely to obliterate its contents. The AAO/SO (A) will collect inner covers marked secret or confidential, enter the particulars thereof (viz., number, date and OFFICE of dispatch as noted on the outside of such covers) in a transit book kept for the purpose, and personally hand over the transit book along with the covers to the officer-in-charge of the Administration Section, who will initial against the entries in the transit book in token of receipt of the covers. 3. The dak will be sorted out into separate trays for the various Sections, letters and bills being kept separate.

8 Arrangements will be made for scrutiny of the dak by the Section representatives to ensure that all documents allotted to their respective Sections correctly pertain to them. Any letters, etc., incorrectly sorted will be transferred on the spot by mutual agreement with other section representatives. Disputes, if any, regarding the particular Section to which a letter pertains will be decided by the Officer-in-Charge of the Record Section. Any communication addressed to an outside party, but wrongly received in the OFFICE will be transmitted to the correct party under advice to the sender by the Record section either by registered or unregistered post, as the case may warrant.

9 4. The attendance of dak sorters and of the Section representatives may be regulated at the discretion of the PCDA/CDA, with due regard to hours and frequency of postal deliveries at the station. Registration 5. Letters - After the sorting has been done, all letters (including those received by registered post) will be diarized Group-wise for each section separately by the Record Section in ( ) - 239 in duplicate. Only the number and date of the communication and the party from whom it has been received will be entered in the diary. Two or more diaries may be opened for a section where the receipt is large.

10 However, the total number of ordinary letters is noted section wise before its distribution. 6. Bills- All bills (including those received by registered post) will be diarised Group-wise through computer vide OFFICE Automation System (wherever available) for each Section separately. The DAK ID for each bill will be generated by the System and the bills will be distributed to the respective sections along with the top-list indicating the DAK ID numbers generated during the registration process. The Record Section will invariably verify that enclosures are attached to bills and make suitable remarks where necessary enclosures will also be checked by the Section representatives.