Office Procedure in Central Government offices - Every fresh recruit must read

FOURTEENTH EDITION
MINISTRY OF PERSONNEL, PUBLIC GRIEVANCES AND PENSIONS
DEPARTMENT OF ADMINISTRATVE REFORMS AND PUBLIC
GRIEVANCES
MAY 2015
IMPORTANT WEBSITES

1.President Secretariat : www.rashtrapatisachivalaya.gov.in
2.Prime Minister‟s Office : www.pmindia.gov.in
3.Cabinet Secretariat : www.cabsec.nic.in
4.Department of Administrative Reforms & Public Grievances : www.darpg.nic.in
5.Ministry of Personnel, Public Grievances & Pensions : www.persmin.nic.in
6.Ministry of Finance : www.finmin.nic.in
7.Ministry of Home Affairs : www.mha.nic.in
8.National Informatics Centre : www.nic.in
9.National Archives of India : www.nai.nic.in

1. CHAPTER I - INTRODUCTION

Click here for INTRODUCTION

CHAPTER-I

INTRODUCTION
The efficiency of an organization depends largely on evolution of adequate processes and procedures and the ability of its employees to follow them. Accordingly, the efficiency of persons handling secretarial work in a government organization can be judged by their ability to dispose of matters – mostly receipts, cases etc. with speed and quality, following the procedures prescribed for the purpose. The ultimate object of all Government business is to meet the citizens‟ needs and further their welfare. At the same time, those who are accountable for fair conduct of business have to ensure that public funds are managed with utmost care and prudence. It is, therefore, necessary, in each case, to keep appropriate record not only of what has been done but also of why it was so done.

The procedures prescribed in the Central Secretariat Manual of Office Procedure (CSMOP), attempt to balance the conflicting considerations of speed, quality, transparency and propriety. In a dynamic context, this balance cannot be rigidly or permanently fixed. Every rule and step in the procedure must serve a definite purpose.

The First Edition of the CSMOP was published in March, 1955 and since then it has been updated from time to time to take care of the changing scenario. The 13th Edition of the CSMOP came in the month of September, 2010. This edition of the CSMOP is quite voluminous and hence it does not receive the required attention of Government Employees to read it. The edition of the CSMOP which is being brought is the 14th in the series. A number of entries which existed in the earlier CSMOPs and are also available in different documents & manuals specific to the subject have been removed. The new CSMOP has been prepared with a view to remove redundancy, duplication and also doing away with a number material which can easily be taken from the various Government websites.
It is expected that the revised 14th Edition of CSMOP, which has a lesser number of pages in comparison to the earlier CSMOPs will receive greater attention by the Government officials and the work will be performed in a systematic and faster manner.

2. CHAPTER II - DEFINITIONS

3. CHAPTER III - STRUCTURE OF THE GOVERNMENT

4. CHAPTER IV - MANAGEMENT OF DAK

5. CHAPTER V - FILE MANAGEMENT

6. CHAPTER VI - FORMS & PROCEDURE OF COMMUNICATION

7. CHAPTER VII - DRAFTING OF COMMUNICATION

8. CHAPTER VII - FILE NUMBERING SYSTEM

9. CHAPTER IX - RECORDS MANAGEMENT

10. CHAPTER X - SECURITY OF OFFICIAL INFORMATION AND DOCUMENTS

11. CHAPTER XI - CHECKS ON DELAYS

12. CHAPTER XII - MISCELLANEOUS


Central Secretariat Manual of Office Procedure.pdf (890.6 KB)

Office Procedure - STRUCTURE OF THE GOVERNMENT
Office Procedure - MANAGEMENT OF DAK
How are Autonomous bodies given autonomy to discharge their functions?
Which among the following is the service provided by an Information Facilitation Centre?
The functions of a Director/Deputy Secretary in the Secretariat is/are..?
Who is in-charge of a Branch in a Ministry / Department consisting of one or more sections / units?
What are the functions of the Desk Officer in the Secretariat of a Ministry / Department?
Personal staff of Officer do not do the work of ...?
What kind of posts were designated as Multi Tasking Staff (MTS)?
Who is the administrative head of a Ministry / Department?
Who is the principal adviser of the Minister on matters of policy and administration?
Who will be collectively responsible to the house of the people in a parliamentary form of the Government?
Which among the following is the Ministry / Department / Institution is to be consulted on economic matters?
Whose consent is ultimate authority in legislative matters?
.............. is/are responsible to the House of the People?
The President of India exercises his powers on the advice of..........?
When is the concurrence of other departments required under GoI (Transaction of Business) Rules, 1961?
Sections / Desks are encouraged to develop and update tools of knowledge management, because..?
When decisions bearing financial implications beyond the DFPRs, whose instructions are to be followed?
When decisions requiring approval of Committee of Secretaries, Group of Ministers / Cabinet, whose guidelines are to be followed?
Who shall receive a Dak when the addressee officer is on leave / tour / transfer?
Under advance intimation, which Dak will be received by the addressee himself, at his residence, outside the office hours?
E-mails addressed to the Officers/Ministers will be downloaded by..?
Why should the communications received through FAX be immediately photocopied?
Which of the following Dak is to be dealt with first?
How is Dak identified in electronic system?
If DAK addressed to Minister/Officers is graded as urgent and sent to an office during working hours, but the Minister/Officers are not in position, which of the following action will be taken?
Who will receive all DAK including those addressed to Ministers/Officers by name?
Which of the following grade of DAK is sent through special messenger, directly to the Minister/Officer?
Emails addressed to the Ministers will be downloaded by..?
What is the full form of CRU?
In e-Office environment, all physical dak will be received through?
A receipt number generated for a Dak contains..?
Which of the following is not registration mode of DAK?
For deciding allocation of disputed receipts in a section, the time limit given to an Under Secretary is..?
Which of the following documents need not be registered at entry level?
The registers like CRU Register, Section register, staff register, etc., are not maintained in e-Office, because..?
What is Transition Mode?
What are the modes of acknowledgement in e-Office for DAK?
Why are communications through email encouraged?
Disputed receipts / emails received by a section are brought to the notice of..?
Which of the following are referred to as tools of knowledge management to locate and collect files?
The main aim of functionaries in a Department for action on receipt?
Through which of the following field, an officer can set the due date for submission in e-Office?
In what manner a Section Officer will dispose of the DAK on routine matters?
What is a file?
Correspondence portion of a file contains....?
Which of the following are types of file numbering system?
Which of the following does not form part of the file?
Filing of papers is done in...?
What is "PUC" meant by, which is used for flagging a paper in the file?
Note portion of a file contains...?
Which of the following are the two file numbering systems used in the secretariat?
Which among the following is not part of functional file numbering system code?
Which among the following developed the functional file number for functions common to all Ministries and Departments?
Which among the following is not an instance for which a file need not be opened?
As per guidelines on noting, whose approval is necessary for inter-departmental references?
What is a file register?
Noting and correspondence portion of a file shall be numbered as...?
If receipt contain bulky enclosures, what action can be taken?
For a bulky file, what is the page limit indicated in the File Management System?
Papers flagged as 'PUC' and 'FR' indicate-
'Docketing' means..?
When is a part file opened?
What is the difference between e-file and manual filing with regard to opening a part file?
Which of the following are found in a part file?
If a file is misplaced, what action will be taken?
Which among the following is not an urgency grading?
A current file will be issued to other sections when..?
If an officer differs from the views of a previous notings, he can take a different decision by..?
As per guidelines on noting, all notes shall be recorded on a...?
For the purpose of noting, all category of staff / officers shall use ____ colour ink
Which of the following are correct w.r.t. notings?
Which of the following shall not be handled in e-Office?
What is the full form of DSC?
With what option a rough note can be generated in e-Office, which later can be converted into a fair note?
What is the full form of VPN provided for accessing e-Office outside the office premises?
Which of the following is/are mandatory for using e-Sign facility?
When is a draft communication put up without an elaborate note?
To facilitate quicker decision making, channels of submission should not be more than..?
What is the purpose of filing a running summary of facts in the correspondence side with date?
When are the ephemeral cases or 'no noting' cases be destroyed?
Where will the ephemeral cases or 'no noting' cases be kept..?
In which of the following case a detailed note providing all information on each aspect is necessary?
Which among the following cases fits in a standard process sheet?
What is critical analysis in a problem solving case?
What is the purpose of inter-departmental note?
Whose approval is required for making inter-departmental references?
In cases where two or more departments persist with their respective views leading to a deadlock, such issues are to be sorted out by..?
A Shadow file is ..?
What is demi-official letter?
What is an Office Memorandum?
In what form of communication are promulgation of statutory rules and orders, appointments published?
A Resolution published in the Gazette of India contains..?
What is the definition of 'Press communique'?
The communication used to return a paper in original or copy to its sender for further action is..?
What does minutes of a meeting contain?
What is the expansion of 'SFS' and 'NSO'?
Communications for Lok Sabha / Rajya Sabha Secretariat requiring urgent attention should be addressed to..?
When is recording of notes on a shadow file permitted by a general order, although all notings are to be written on the NSO file?
What is the minimum level of the officer who can reply to MP/Ministers of State Governments?
Correspondenc with foreign Governments and International organisations will be channelised through..?
What is the time limit for acknowledging a communication received from a MP / Recognised Association / Public Body?
What is the time limit for replying to a communication received from a MP / Recognised Association / Public Body?
What is the time period within which a communication wrongly addressed to a Department needs to be transferred?
Instructions for use of official language in Government communications is issued by..?
Which of the following language is not available to be used in e-Office Files?
Preparation of draft is not necessary for approval in which of the cases?
Draft communication is put up for approval when.../
Draft for approval (DFA) is to be submitted as a...?
What type of communication shall be addressed to an officer by name?
Use of National Emblem on D.O. letter and the colour code be effected on the instructions of..?
Responsibility mapping regarding issue of communication means..?
With whom does the primary responsibility vest in fair copying a draft approved by the Competent Authority?
Who will scrutinize the section despatch register regularly and append his initials?
What is the periodicity of scrutinizing the section despatch register by the Section Officer?
Which of the following activity in e-file is used, in which both Transition and Electronic modes are used?
Who is authorized to issue all Government Orders and other instruments made and executed in the name of the President?
What are the activities involved in record management?
Which files can be destroyed after one year without being formally recorded?
Departmental instructions to regulate the recording and reviewing of records is to be issued by..?
What does Category 'A' file mean?
What will be retention period of Category 'C' files of secondary importance having reference value?
In an exceptional case when a Category 'C' file is required to be retained beyond 10 years, what will be done?
How are e-Files categorized?
Which category of files are to be indexed?
Office Procedure - FILE MANAGEMENT
Office Procedure - FORMS AND PROCEDURE OF COMMUNICATION
Office Procedure - DRAFTING OF COMMUNICATION
Office Procedure - FILE NUMBERING SYSTEM
The shares of CPSEs held by the Government of India are held by the...?
What is the minimum percentage of shares held by the Government in a Central Public Sector Enterprise?
How are statutory bodies established?
Integrated Headquarters of Ministry of Defence comprises of..?
What is the prime objective of all public service?
Council of Ministers consists of .... number of categories
When a work is divided into works, the in-charge of a wing will be..?
Office Procedure - RECORDS MANAGEMENT
Office Procedure - SECURITY OF OFFICIAL INFORMATION AND DOCUMENTS
Office Procedure - CHECKS ON DELAYS
Office Procedure - MISCELLANEOUS
Which of the following is not a division of a Department of Government of India?
Who of the following form part of the Organisational Structure of the Government of India?
What is the nodal agency in the field of Organization and methods?
The objective of introducing office procedure is to achieve..?
The executive power of the Union formally vests on whom..?
The lowest unit in a Department with a well defined area of work is..?
Which among the following is not a constitutional body established under the provisions of the Constitution of India?
Which of the following rules are issued by the President for the convenient transaction of business of the Government under Article 77 (3) of the Constitution?
Which of the following is not a statutory body established under the statute or act of the Parliament?