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O&M/Procedure/862

Date 23/06/2010

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Sub : Adherence to the guidelines on preparation and processing of case
files/proposals circulated vide No. O&M/MS-Genl./425, dt.25/07/2005.
The salient points of the circular issued vide No.O&M/MS-Genl./425,
dt.25/07/2005 with respect to preparation and processing of case file / proposals are
refurnished below for reference:
1.

Cases requiring MDs approval shall be initiated by the executive of E-6 and above
grade or the Head of the Deptt.

2.

All note sheets shall be numbered on both sides as 1/N, 2/N,., at the top,
notings shall be serially numbered as (1), (2),.., remarks in the margin shall also
be numbered.

3.

Blank space left unused on the note sheet shall be cancelled by drawing a line
across the space.

4.

Signature with date, name, designation of the initiating executive to be put at the
end of the note.

5.

The executive making the final noting on the file for approval should ensure
that sufficient space is left at the bottom of the note sheet for the higher
officer to pass orders.

6.

No officer shall keep the file for more than 16 working hours. The file /
proposal received in the department should be cleared within 32 working
hours since the time of receipt in the department.

7.

The official initiating the file / proposal, shall be responsible to ensure that the file /
proposal is processed in accordance to the guidelines.

The detail text of the circular can be viewed on O&M website as an attachment to
this communication.
All concerned are requested to strictly adhere to the guidelines with special
emphasis on point 5 and 6 above, while processing a case file / proposal.
Sd/-

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