Scrly-Office Procedure

8/10/2019 Scrly-Office Procedure

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RATIONALISED OFFICE PROCEDURES

TO ACCOMPLISH IMPROVED WORK CULTURE

0. Preamble

0.1 Good office procedures explained here, are only a lucid reinstatement of theold practices which have gone into disuse and these do not constitute any

innovation or new system of working. However some new instructions have been

added to meet the present days needs.

0. !he "ob of a #lerk or a $raftsman calls for intelligent application of mind,

supported by the knowledge of rules, regulations and technical aspects of the

stream he belongs to. %t is necessary to enrich the "ob contents of these cadres andto harness the individual talents. !his can be achieved only by distributing

responsibility e&uitably, so that every employee feels that he is a part of the

organisation and his role is important. 'elf( confidence thus created in individuals

ultimately leads to the strength of the organisation. 'treamlining of the office

procedures as per this circular will pinpoint accountability and responsibility at

various levels and will promote individual efficiency thereby leading to collective

efficiency.

0.) %n this circular, the term *!op +fficer has been used to denote the head of

the office-organisation and the term *ranch +fficers to represent the officers in

the next lower tier with different portfolios. ut this definition of a *!op +fficer

is not rigid. /here a lower officer is entirely competent to take decision in a

particular issue, he can be considered as *!op +fficer for the limited purpose.

1. very staff in #lerical, #omputer, $rawing and !yping sections should

display his-her name painted on a wooden block of triangular cross section kept

on the table or through other suitable means2.


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. very +ffice 'uperintendent, #lerk and $raftsman should have a

distinct designation within the $epartment. 4or example, +'-3 indicates

+ffice 'uperintendent of 'ection 3. '#5-)-3 will indicate that he is the third

'enior #lerk working in 'ection 3. 'till better, the abbreviations of functionscan be used instead of numbers.

). ach initials made by an +ffice 'uperintendent-#lerk-$raftsman in

any paper should be followed by his designation as defined in 6ara along

with the date. are initials cannot reveal the identity of the owner of the

initials. $ate is considered inseparable part of initials-full signature2.

3. +n the cover of each file, the name of the dealing #lerk and the +'

along with their designations should be written legibly in bold capital letters.

7. !he +fficers should not hesitate to call the dealing #lerks not

necessarily the +' always2 to discuss about the notings-letters put up by

them. !his will help to build up self(confidence, boost up morale and

stimulate interest amongst the #lerks. %t will be also possible to gauge

whether the +' guides the #lerks properly.

8. ach !ypist-'tenographer-69-#omputer +perator should have a

distinct nickname, such as :;', Hari, .=3 or !:50=0>=3. %f the letter-matter is prepared

on a computer, the file name and floppy-pen drive- other location reference

should also be incorporated following the nickname and date, all in small

font.

?. !he nickname of the !ypist should be available even for stencil

cutting. %n case voluminous typing-stencil cutting is divided among various

!ypists, each page must have the nickname of the !ypist who typed that

particular page. !he identity methods as per 6ara 8 and ? will assure


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recognition to good performers, even from the head of the office and this

will inspire others too.

>. /hen the typing of a report is shared among more than oneemployee, same font, margin details, etc. should be used so that the letters

are uniform in all the pages.

=. ach dealer-typist-draftsman should log his daily work in a diary.

!hese diaries should be scrutinised by +' and officers periodically.

10. Size of te Pa!er" to be #"e$

10.1 +nly 93 si@e papers 10 mm x =? mm2 should be used for making

office notes, letters, etc. so that these can file up in a uniform way in the

folder which are designed only for 93 si@e. ig statements can be of 9) si@e

which is folded to 93 si@e by a mid(foldA a second fold parallel to the first

fold is necessary to keep the edge of paper free of file holes. %f papers of

different si@es are filed, not only these give uncouth appearance, but also the

portions exceeding 93 si@e get folded and torn off, resulting in loss of

valuable information.

10. 9ll letter heads should be strictly of 93 si@e, so that the annexed

sheets match in si@e. !he logo should not be located in the left top corner of

the letter head to avoid pinning or stapling on the logo amounting to insult

for the same. !op centre of letter head is the most suitable location for logo.

10.) %t is a bad practice to file letters-statements printed on computer

stationery without chopping off perforated edges. 9ll offices should use

perforated roll(sheets of width 30 mm or 370 mm approx.2, so that either

93 or 9) dimension is obtained after removal of perforated portions.


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10.3


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exactly fit in whether 93 to 9), 9l to 9, etc. %nternational, as well as %'%

standards, re&uire adoption of metric si@e papers.

10.> !here is a tendency to use 93 si@e paper in 6ortrait


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than one page, the marking should be on the top page only. %t is a bad

practice to make markings or to give F-4F entries in the last page of the

letter.

11. %n case the first officer decides that the letter should be seen by any

officer-section, not in the marking list, he should include the same.

11.). %f the letter deserves to be acted upon by more than one section,

photocopies should be taken and marked to such sections. 4or example, a

public complaint should go to the Grievance #ell through 9$F< and also

to the ranch +fficers concerned, such as $#


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11.8 'ometimes a report may be received under a covering letter. 9n

officer seeing it in $ak 6ad may detach the report for studying and may pass

on the covering letter forward. %n such a case, he should make an

endorsement on the covering letter to the effect that the report is kept withhim. Dikewise, the drawings enclosed to a letter received, may be detached

and kept in the drawing cabinet-file in which case an endorsement should be

made suitably to pinpoint the location of drawing when needed.

11.? %t is +'s responsibility to ensure that $ak 6ads are not stagnant due

to +fficers going on leave-tour. He should bring to the attention of other

+fficers any important letter awaiting urgent action.

11.> !he +ffice 'uperintendent-#lerk of the Feceiving 'ection who marks

the letters should therefore, have a sound overall knowledge of the functions

of the office, to ensure that the papers reach the right officials in a fast

manner. /hen urgency and priority warrant, he should walk to the +fficer

concerned with the letter or fax or telegram and seek his advice for

immediate disposal. +nly such involvement will indicate that the +' is

dedicated to the corporate ob"ectives. %n addition, the !op +fficer should

note down in his personal diary the details of important letters received

which re&uired prompt reply-action and he must repeatedly check on the

same, without entirely leaving the matter to +' or #lerks.

1. 'ometimes more than one letter may be received in one envelope

from the same source. !he Feceiving 'ection should carefully separate themand treat them individually, by marking to the respective +fficers and

'ections.

1). xcept in obvious or routine cases, the line of action to be taken

should be indicated by the +fficer in order to guide the +fficers-'taff below.

ndorsement by the +fficer should not be in the margin on filing side. %f this

discipline is not followed, it will be difficult to see the endorsement after

filing the letter. %n case the lower official needs guidance, there should not


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be hesitation to consult the higher official directly. %t is a crime to keep any

letter without taking action, not knowing what to do. +fficers and +'s

should go round in the 'ection and take up with #lerks keeping too many

loose letters without filing and processing.

13. %mportant letters needing urgent action and letters on policy matters

should not be kept in circulation on $ak 6ad. !he original should go to the

file immediately and only the photocopy should be circulated. %t is the

+fficers responsibility to ensure this. !his has been reiterated in 6ara 1>.

17. Fouting of the letter within the office and recording of orders on the

action to be taken are very important facets of office working. !o &uote a

specific case, an important letter on ultrasonic testing of rails sent by 6#

and received by a 'r. $;, was not circulated to other $;s, 9;s and

'upervisors of the $ivision, because of the simple reason that the 'r. $;

did not endorse *#irculate to all concerned on the letter and the +' did not

visualise the importance of the sub"ect for ensuring safety.

18. )oo$ !ra'ti'e" i% fili%& !a!er"

18.1 !he filing procedures should facilitate easy retrieval of information,

apart from eliminating possibility of manipulations at a later date %n a

particular case, which became a court case subse&uently, the investigation

revealed that some vital letters had been replaced by fake correspondence2.

18. $ouble side files should invariably be adopted, with 4olio side

correspondence side2 and noting side pp side2, so that the internal

discussion and rationale for decisions are kept on record.

18.) A""i&%i%& Folio N#mber

4olio number should be written in red and rounded at right side top

corner. %n case a letter has more than one sheet, individual folio numbersshould be given to each sheet in the following mannerB(


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'uppose the letter has 13 sheets inclusive of covering letter and

annexures2 and has to be filed over 4olio ;o. ?, then the topmost sheet

should be marked ?)-1(13. !he second sheet should be marked ?)-(13,

third sheet ?)-)(13, etc. till the last sheet is marked ?)-13(13. %t is a badpractice to give folio numbers as ?) to >8 for the papers being filed in this

case.

18.3 Do'*eti%& of a letter *e!t o% Folio "i$e+ o% te PP "i$e

!he docketing of each letter on 4olio side2 received and despatched

should be done in red on the 66 side by writing the 4olio ;umber, originator

and addressee of the letter, Feference ;umber of the letter, date of filing,brief description of the sub"ect and reproduction of the endorsement

recorded by the +fficer, when it was put up to him in $ak 6ad, as mentioned

in 6ara 1). 9n example is given belowB

*4olio(71-1()B( 4rom G


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document is important and if it is desired that this should continue to be

available in the file, 4olio number should be given, along with the docketing

on 66 side.

18.7 )i(i%& ,-a'* Refere%'e.+ ,For/ar$ Refere%'e. 0 Folio N#mber"

9 rubber stamp should be used with space provided for writing the

backward and forward references. %mpression of this rubber stamp should be

done by the Feceiving 'ection itself as mentioned in 6ara 11.1. /hen the

dealing #lerk writes the backward reference on a new letter, the forward

reference should also be entered on the earlier letter on this sub"ect. 4or

example, for the letter "ust being filed and assigned with 4olio ;o. ?>, thebackward reference could be 4olio ;o. )7. !his should be indicated in the

rubber stamp impression on 4olio ;o. ?>, apart from indicating 4olio ;o. ?>

as forward reference on 4olio ;o. )7. /hen such a chain of F and 4F

4olio numbers are entered, any particular case can be &uickly studied,

hopping over the papers not relevant.

18.8 nder *'ub"ect or in the text of the letter being filed, there may be

reference to an earlier correspondence. %n such cases, the respective 4olio

numbers should be indicated by underlining and indicating the 4olio

numbers in red. %n some cases, the back reference may be in a different file,

in which case, not only the 4olio number, but also the case file number

should be indicated.

1?. Pro'e""i%& i% file

1?.1 /henever the contents of a letter on 4olio side is discussed through a

noting on 66 side, the clerk concerned should examine the issue in the light

of the provisions in the codes, various circulars, precedents etc. !he noting

must be in a good nglish-Hindi in legible handwriting. Dong sentences

should be avoided. %ndiscriminate use of Eand leads to ambiguity. /henever

a case-issue is discussed on the noting side, the arguments must be presented

in a logical way and also the events in chronological order. !his will help


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the higher officer to appreciate the sub"ect in a short time, since he has to

deal with a number of files converging to him.

1?. !he noting on 66 side should not end without leaving space fororders. !here should be at least one or two blank papers on 66 side while

passing on the file from one official to the next official. !he dealing clerk

should ensure this. 4urther, he should mend files which are damaged. ;ew

volume of the file should be opened promptly when the volume in use

bulges to unhandy si@e.

1?.) %t is not proper to merely connect 4olio ;umbers and put up to

+fficer concerned with an endorsement like *4or orders please. !he #lerks

are expected to use their intelligence in analysing the issue and come up

with suggestions to help the +fficer to take decision faster.

1?.3 %n the noting prepared by a #lerk-+', there should be, as far as

possible, specific expression of opinion. $ecision making need not be the

monopoly of officers only. +pinion expressed by clerical cadre becomes

decision when the officer of appropriate level approves the opinion. !his,

however, does not mean that the officer should not resort to lateral thinking

or utilise his practical knowledge and outlook. %n case the opinion of the

lower official is over(ruled by the next higher official, the reason for the

same should be recorded by the latter.

1?.7 /hen a note originating from one level goes to the highest level for

orders, the intermediate officials should not merely initial and pass on the

file. !hey should make endorsements, such as, *% agree, *Fecommended,

*% do not agree because etc.

1?.8 /hen a chain of notings is put up to the !op officer, the last officer

who marks the file to the !op officer should summarise the issue and seek


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for specific orders. %n trivial cases, such a summarising may not be

necessary. %n some instances, it so happens that one issue is discussed in

different stages and the notings continue on several pages, sometimes in an

interrupted fashion due to intervening notings on other issues. %t is notcorrect to mark such a chain of notings to !op +fficer with an endorsement

like *4or orders please. !he last officer who marks the file to !op +fficer

should make a self(contained note, giving cross(references to 4olios and

earlier notings. 'uch a summarising exercise not only deepens the insight

into the issue, but may also generate solution to the problem.

1?.? %n the notings, the 4olio ;umbers should be cross(connected. %t is a

desirable practice not to attach flags which spoils the appearance of file and

to avoid making too many holes in letters. %t is seen that such flags remain

for ever with rusted pins. %t is also a bad practice to attach 4lags 9, , # etc.

and to give references to 9, J # in the notings. %t is proper to use only the

assigned 4olio numbers as reference tool.

1?.> %n case a linked file is necessary, the 4olio ;umber and 4ile ;umber

should be indicated in the noting and the noting should confirm that *Dinked

4ile ;o... is annexed as the last and separate sentence.

1?.= /hen a noting is made to obtain the orders-approval-sanction of the

competent authority, by way of forwarding the file, such noting should be

placed on 66 side only, and not on 4olio side. However, the docket formsfor recording sanction should be kept on 4olio side. 'ometimes a note may

be sent to another officer-office in isolated manner, in which case it is

treated as a letter dealt under 6ara 0.

1?.10 $ealing of issues of continuous nature in isolated papers or in Ebaby

files should be discouraged. !he cases should be put up on the file


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concerned, such as, repair proposal for individual vehicles, cash award

proposals, etc.

1>. Detters received from higher office Head&uarters or oard2pertaining to policy matters should be very carefully dealt with. !hese

should invariably reach the policy file concerned without delay and

docketed. %n the meanwhile, photocopy may be circulated to various

officials concerned. However, it should be ensured that photocopies of the

same letter do not get filed again and again, making the file unnecessarily

bulky. !he docketing procedures mentioned in 6ara 18.3 will caution against

this bad practice.

1=. 6olicy matter-!echnical #ircular 4ile should not be used for filing

ordinary correspondence, letters, reminders, etc. even if these arise in

connection with the same sub"ect.

0. I""#e of letter ba"e$ o% $e'i"io% re'or$e$ i% file

0.1 !he officer passing the order on noting side or on any letter2 should

record the same very clearly. %f the intention is to send a reply, he must also

indicate the other parties concerned to whom copies should be sent. !he

dealing #lerk-+' should also use his imagination in this respect. %f the letter

is being sent to 9, with copies to , # and $, then the main letter to 9

should indicate that , # and $ are also being advised. !he practice of

avoiding this by *;ot in original is not desirable, but can be selectivelyfollowed only in essential cases.

0. %t is also necessary to ensure that copy is not endorsed to unconcerned

party, especially communicating contents of internal discussions-decisions in

a prematured status. 'uch untimely and uncalled for marking of copy may

give rise to unreasonable claims at a later stage.


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0.) ach letter being issued should be earnestly condensed and

compressed as E+ne page letter, which is invariably effective and appealing

at the receiving end. !he wordings should be short, but express the meaningfully. :ery long sentences should be avoided. 4or the sake of bringing the

main points within one page letter, supplementaries can be shifted to

9nnexures. /ith the use of computers, composing of letter to single page is

much easier than before. Ket another advantage of one page letter is the

economical and fast reproduction by photocopy-roneo. !he age old method

of starting a letter as */ith reference to your above letter, it is stated that

should be avoided and the sub"ect matter can be straightaway "umped into.

0.3 /henever a draft letter is put up for approval in the file, references to

4olio ;umbers of the relevant earlier correspondence should be indicated on

the draft.

0.7 9fter the approval of the draft, the letter should be fair typed keeping

in mind presentation, accuracy, correctness of spelling, etc. /hile placing

the finally typed copies of the letter to the officer for being signed, the#lerk-+' should affix the initials and designation on the office copy, to

signify that the correctness of the typing has been verified by him. %n case a

letter is put up for !op +fficers signature, the ranch +fficer concerned

should also record his initials on the office copy of the letter. Feference to

4olio ;umbers should be indicated on the office copy, even at the stage of

putting up the letter for signature, as done during draft stage as indicated in

6ara 0.3.

0.8 Detters to outsiders should invariably be typed using letter heads,

containing the logo of the organisation. Handwritten letter sent to outsiders

pro"ects a poor image of railway. %n most of the cases, letters to outsiders

should start with *$ear 'ir-'irs and end with *Kours faithfully. Failway

abbreviations should not be used and the expressions should be courteous

and in speaking order, avoiding the usual railway style. Failways 6hone


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number, 4ax number and (mail address should be available in such letters.

!hese formalities should be strictly observed also for the letters addressed to

#ommissioner of Failway 'afety, Failway !rade nions, #ontainer

#orporation, 5F#D, FF, F%!', %F#+;, %F#9, 1F4#, Fegistrars ofF#!, FF! J #9! and, last but not the least, to any retired railway

employee, irrespective of his pre(retirement grade.

0.? 9t the end of the letter, "ust below the space earmarked for signing,

both the name of the signing officer and his designation should be available,

'ometimes, argument is put forth, such as, *%t is well known who is the

'r. $#


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0.10 ven +ffice 'uperintendent can be authorised to sign some letters,

but his name followed by *for xxx should be available below his signature.

0.11 !he designation, in some cases, may be followed by the authority ofthe head of the office, such as *Moint $irector 9J2, for $irector General.

0.1 Feplies to important letters should be despatched with the approval of

the competent authority, in which case the last sentence of the reply should

be *!his is issued with the approval of , if the letter is signed by

somebody else. %n fact, it is desirable that important replies such as to


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0.1? 9ny letter should invariably be prepared, with a clear listing of the

enclosures to be attached, even in the draft stage. nclosure should be

specific such as *#opy of letter in sheets, *9nnexure(9 in

sheets, * copies of 6lan ;o. etc. !he practice of stating*nclosureB as above should be avoided. #orrect listing of enclosure will

help the $espatch #lerk. %f he fails to send the enclosures correctly, alround

delay and confusion will occur. !he office copy of a letter should also have

the office copies of its enclosures and these sheets should be assigned 4olio

;umbers as stated in 6ara 18.). However, if the enclosures are already

available in the same file, duplications should be avoided and the respective

4olio ;umbers should be indicated under the enclosure list of the office

copy.

0.1> /hen a reply is issued to any other office within Failway or to

outsider, under the heading *Fef. at the beginning of the reply(letter, it will

be appropriate to give reference to the letter number of the addressee. !here

is no point in giving only our own office letter number as the past reference,

since the other party will not be able to locate the same easily in their office.

0.1=


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0.0 /henever E#onfidential or E'ecret letter is issued or received, this

should receive the re&uired treatment strictly. %t is the responsibility of the

+fficers, 6ersonal 9ssistants and #onfidential 9ssistants to ensure

observance of the formalities. 'uch correspondence should not be allowed to

be transmitted through normal $ak 6ad. $epending on the extent of

confidentiality, closed file and-or transmission by hand should be resorted

to.

1. %n the case of !ender 6roceedings, 'election #ommittees report etc.

each manual correction should be initialed by the members of the

#ommittee. !he enclosures of the proceedings of the !ender #ommittee or'election #ommittee such as tabular statements2 should also be "ointly

signed, in addition to signing each of the pages of the main proceedings. %n

the case of empanelment of staff, in selection-promotion, no manual

correction shall be permitted in the typed list of finally empanelled staff.

. /hen an officer is re&uired to sign in a number of places say 182 as

in 9greement document, the places to be signed should be numbered inpencil such as 1-18, -18 18-18, so that the officer can keep a watch

while signing that no paper is skipped in between.

). %ndents on 'tores $epartment should be prepared in a clear manner,

preferably typed. %f there are enclosures such as $etailed 'pecification,

$rawing, 6roprietory #ertificate, 'anction


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7. !he reminder should be so worded in a self(contained manner, that

the Feceiving +fficer seeing it in $ak pad can recall the sub"ect readily and

activate the persons concerned. y merely giving reference to letter numberand stating *your reply may be expedited, the receiving officer is kept in

pu@@le, till the previous correspondence is connected and thus the matter is

delayed.

8. /hen an issue pertaining to establishment matter is put up to the !op

officer, the stablishment +fficer should be the last officer to mark the file

to the !op officer. %n other words, the final option to comment on varioussuggestions given by the ranch +fficers should be exercised by the

stablishment +fficer only. 'imilarly, in the case of matters involving

financial implication, 4inance +fficer should be the last officer, to pass the

final remarks before putting up to the !op +fficer.

?. /henever sanction is sought, reference to the relevant item of

'chedule of 6owers should be given. %f sanction is sought without routing

through 4inance, it should be confirmed that the sanction does not need

finance concurrence as per 'chedule of 6owers. !he funds availability and

overall position of budget under the proper primary unit-sub(head should be

indicated to guide the sanctioning authority. %n case the 4inance has made

some observations while giving concurrence, convincing replies to these

observations should be put up to the sanctioning authority by the executive

department.

>. /eeding out of files and moving them to Fecord Foom should be a

continuous process. !he +'s are responsible for this. !here is a tendency to

keep obsolete files and demand for more space and more racks. !his should

not be encouraged. !here are circulars issued by Failway oard regarding

identification and disposal of obsolete records, while retaining important


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papers, which serve as landmarks in the functioning of the organisation,

apart from possessing value as heritage and-or archives material.

=. Differe%t 'ate&orie" of $ra/i%&" a%$ te meto$ of re'or$i%&a!!ro(al

=.1 $rawings prepared in an office may be classified into the following

categoriesB

9B 6roposal pertaining to approved work, meant to serve execution

B 6roposal for consideration, which may be approved in future.

#B 'urvey details recorded.

$B nclosure for a report, paper or letter.

B !ype designs.

4B #ompletion drawing.

GB


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extension to Funning Foom, etc, should not be given. !he appropriate

caption in this case can be *9 tentative proposal for extending the Funning

Foom. !he origin for such a draft proposal, such as, %nspection ;otes of

G


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=.? $rawing of #ategory(4, i.e., completion drawing will serve as the

reliable document of the asset created. #ompletion drawing, meant for being

certified by the field engineers after the asset is created in full shape, should

be carefully prepared. !he descriptions in the completion drawing should bedifferent from those in the drawing for execution. /ritings such as *'uitable

foundation to be provided, E6recast F# slabs to be laid on base concrete

1B)B8, etc should not be permitted in completion drawing. %nstead exact

details of foundation actually provided and precise specification of the

works as executed should be available in the completion drawing. %n short,

working drawing gives directions, whereas completion drawing records

history. 'ince most of the drawings are now(a(days made through

9!+#9$, the drawings prepared for execution can be altered as

completion drawings, with much more ease than in the case of hand(

prepared drawings. #ompletion drawing re&uires countersignature of

competent authority, based on the field officers certification.

=.> $rawings which do not fall under any of the above said descriptions

can be referred as E


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approved version. %f a correction is subse&uently made in the drawing, the

same procedure should be repeated after the amendment note on the drawing

is signed by the competent authority. /henever copies of an amended

drawing are sent to the field officers-officials, it is necessary to call back thecopies of the earlier version, so that they are kept out of circulation.

9lternatively field officers-officials should be asked to make bold entry in

red on the obsolete copies signifying the receipt of the amended version.

/hile investigating the cause of collapse of porch in a station building under

construction, it was seen that the drawing with the supervisor and contractor

was different from the original with the head office. !his original had certain

corrections without duly approved amendment notes. 'uch situations can be

avoided by treating a clear print of drawing as a document to be preserved in

file.

). Dra/i%&" for 1oi%t a!!ro(al b2 more ta% o%e offi'e3or&a%izatio%

).1 /henever a drawing prepared by one office say, #onstruction /ing2

is sent for approval of another office say, +pen Dine2, it should be insisted

that the +riginating +ffice should send clear prints without any manual

correction. %n case, the 9pproving +ffice, suggests some changes, the

+riginating +ffice should carry out the corrections in the original tracing

and send afresh two prints without any manual correction. 9fter signing on

both copies as token of approval, one copy should be returned to the

originating office and the other copy should be preserved in the file

concerned of the Feceiving +ffice. !his procedure will ensure un(ambiguous communication between the two offices and authentic record of

the final arrangement mutually agreed upon. %f the drawings are exchanged

through magnetic media, suitable security should be ensured.

). %f a drawing is made through a consultancy firm and is to be approved

by an office of Failway, the same procedure mentioned in 6ara ).1 should

be adopted.


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).) 9 drawing prepared by a consultancy firm should have two distinct

name plates. !he name plate at right(bottom extreme should be in the lines

of the usual name plate on railway drawing, with the details such as *'outh

#entral Failway ( ;ame of work ( /6 reference ( sanction reference (

$escription of the component detailed in the drawing ( ;ames of railway

officials verifying the design and drawing prepared by consultant2 and their

signatures with dates etc. !he other name plate on the drawing should

ad"oin the railway name plate on its left side and should contain details such

as *;ame of the consultancy firm ( #onsultancy #ontract ref. ;umber (

;ames of the firms officials responsible for design, checking, drawing andcounter checking and their signatures with dates. +nly after the signatures

are made on the railway name plate, the firms drawing is authenticated as

railway drawing and is &ualified for execution. %t is sometimes noticed that

accountability and responsibility are diluted, when drawings are prepared

through consultant. !he field engineers directly receive drawings from

consultant without recorded approval of railway. 'uch undesirable practices

should be curbed.

)). 9mmonia prints are outdated and are not legible if the shelf(life of

the paper expires. !hese prints get bleached by sun light. #lear photocopies

will greatly assist the field executives, for which the optimal solution lies in

adoption of metric si@es 9+ to 93. %t is possible to scheme out even a big

drawing with several views, split into main and part drawings, all fitting into

9) si@e. /ith drawings being prepared through 9!+#9$, it is all themore befitting to go in for handy si@e drawings such as 9)2, while retaining

the clarity of details.

)3. 'uppose, 9) si@e is really found inade&uate for complicated drawing,

9 si@e can be adopted, because by folding this into two halves each of 9)

si@e2 photocopies of both the portions can be taken and thereafter pasted.


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)7. !he functioning of Failway is basically on technical principles. ven

the #lerks should learn some fundamentals in technical matters. !hey should

be able to understand and use units, such as s&uare metre, hectare, wagon

kilometre per day, etc. !he standard units in #G' system except special

Failways notations such as ;!5letters without full stops, such asB


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9dministrative !ribunal. /hile addressing non(Failway organisations,

Failway abbreviations should not be used even for referring Failway items,

since the recipient will find it difficult to decipher. 4or example, if a letter

sent to a candidate freshly selected for %F' asking him to report toG


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reality, these procedures are very logical and easy to be followed once

transformed as habitualA thereafter these render the system fast(acting and

right acting. 9ccountability is the key note of modern management. !he

procedures stipulated in this circular establish accountability in clear terms.ven as we shift to *paperless office with extensive use of computers in

future, the basic principles contained in these procedures will hold good and

have to be incorporated into the software of office working.

30.) very officer often faces embarrassing situation with higher officer,

trade union leader, aggrieved staff, consumer council, representative of

public, contractor, supplier or political leader, when he is &uestioned for the

unawareness of the issue, irresponsiveness, delay, wrong decision or failure.

!he root cause for such a situation can sometimes be traced out to be the

collapse of office procedures, perhaps combined with non(involvement or

ignorance on the part of a few employees in office or field.

30.3 /hereas the importance of counselling and training cannot be

underestimated, many of the avoidable lapses can be eliminated and the

work(culture can be upgraded by implementing these rationalised office

procedures.

(o0o(

Scrly-Office Procedure

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