Manual of Office Procedure Sixth Edition, 2022 by Ministry of Railway (Railway Board)

Manual of Office Procedure Sixth Edition, 2022 by Ministry of Railway (Railway Board)

Manual of Office Procedure Sixth Edition, 2022

TABLE OF CONTENTS

1. Chapter 1, Definitions 

• Definitions of terms used commonly in Official Business
• e-Office Terminology

2. Chapter 2 Machinery of Government 

• Government The President
• Council of Ministers
• Allocation/Transaction of Government Business
• Ministry/Department
• Attached and Subordinate Offices
• Constitutional Bodies
• Statutory Bodies
• Autonomous Bodies
• Central Public Sector Enterprises
• Information and Facilitation Counters (IFCs)

3. Chapter Organization of the Ministry of Railways (Railway Board) –

Top, Middle & Secretariat Management:

Brief functions of different functionaries

• Constitutional & legal position of the Ministry of Railways (Railway Board)
• Organisation Structure Of Indian Railways
• Composition of Board & Subjects allotted to Members of the Board
• Directors General
• Directors General
• Secretary, Railway Board
• Board Meeting
• Adviser/Joint Secretaries, Railway Board
• Establishment Officer (EO), Railway Board
• Executive Directors
• Directors/ Joint Directors/Deputy Secretaries
• Deputy Directors/Under Secretaries
• Section Officers
• Assistant Section Officer (ASO), Senior Secretariat Assistant (SSA) or Ex- Cadre
• Staff drafted from Railways – Dealing Officer
• Junior Secretariat Assistant (JSA)
• Multi Tasking Staff (MTS)
• PSOs, Sr.PPS, PPS, PS, PA and Steno Grade ‘D’
• Organization and Methods Unit (O&M)
• Directorates
• Reference of IR Website for detailed duty list of Directorates

4. Chapter 4 Service and Support Units

• Details of Support units and their functions

5. Chapter 5

• Conduct and Discipline
• Service Rules
• Hours of Attendance
• Marking of Attendance
• Casual Leave
• Special Casual Leave
• Compensatory Holiday
• Public Holidays and Restricted Holidays
• Leave on average pay and other recorded leave
• Applications for leave
• Charge Reports/Note for Successor
• Leaving Headquarters
• Addresses of Officers and staff
• Overtime Allowance
• Cleanliness of office surroundings
• Security consciousness
• Care of Government property and consciousness of economy

6. Chapter 6 Staff Grievances Procedure & Welfare Functions

• Permanent Negotiating Machinery
• Joint Consultative Machinery Scheme
• Staff Welfare

7. Chapter 7

• Attached, Subordinate & Field Organisations
• Zonal Railways
• Organization Structure of Zonal Railways
• Production Units
• Other Units
• Centralized Training Institutions
• RRBs
• Other Railway Offices (outside India)
• Public Sector Undertakings under the control of Ministry of Railways
• Autonomous Bodies
• Tribunals
• University/Vishwavidyalaya

8. Chapter 8 Legislative/Parliamentary Business

• Control of the Parliament
• National Railway Users Consultative Council (NRUCC)
• Parliamentary Committees
• Rail Budget
• Questions in the Lok Sabha and the Rajya Sabha
• Types of Parliament Questions
• Handling of Parliament Questions
• Procedure for Dealing with Parliament Questions in the case of dispute
• Government Bills

9. Chapter 9

• Decision making in Government
• Parliamentary form of Government
• Key features of TOB Rules, 1961
• Illustrative list of documents, Nodal Ministry/Directorate in Board’s Office and Website (URL Link)
• Efficiency in Decision Making in the Government

10. Chapter 10 Knowledge Management

• Knowledge Management
• Aids to processing
• Note for Successor (Handing Over Notes)
• Standard Process Sheet
• Standing Guard File
• Standing Note
• Precedent Book
• Reference Folder
• Induction Material
• Master Circulars
• Responsibility Mapping
• Digitization Framework
• Format for Note for the successor

11. Chapter 11 Management of Dak and Receipts

• Receipt of Dak
• Scrutiny of Dak at CR
• Registration of Dak.
• Registration Flow Chart
• Acknowledgement of Dak
• Specimen of Messenger Book
• Distribution of Receipt
• Perusal and Marking/sending of Receipts:
• Movement of receipt
• Action by higher officers
• Allocation of Disputed Receipt/Dak
• Action on Receipt by Directorates/Sections/Units- Dealing Officer, SO and Branch Officer & above

12. Chapter 12 File Management System

• File- Correspondence/Notes portion
• Appendix to Notes/Correspondence portion
• Single File Numbering System- SFS
• Functional File Numbering System- Non SFS
• Instances where files need not be opened
• File register (Case Book)
• Filing of papers- Punching/Tagging/Numbering/Serial Numbers etc.
• Arrangement of papers in a case
• Referencing
• Docketing
• Linking of files
• Part file
• Transfer, Reconstruction and Re-numbering of files
• Movement of files and other papers
• Inter-Sectional References
• Top Secret, Secret and Confidential files
• Urgency grading

13. Chapter 13 Guidelines on Noting

• Note
• Guidelines for noting
• Noting on e-Office- Creation/Recording a Note
• Examination in Section by Dealing Officer
• Examination by Section Officer
• Examination by Branch Officer and above
• Level of disposal and channel of submission- Upward, Downward Movement
• Procedure for submission of cases/files requiring approval of Hon’ble Ministers
• Deviation from normal procedure or rules
• Running Summary of facts
• Oral discussions
• Oral instructions by higher officers
• Oral orders on behalf of or from Minister
• Confirmation of oral instructions
• Modification of notes or order
• Functional Approach to Noting
• Brief Format/Structure of a problem solving/policy and Planning Cases

14. Chapter 14

• Communication- Forms, Channels and Procedure
• Forms of Communication
• Inter-Departmental consultations- ID Note, ID Meeting
• Noting on files received from other Ministries/Departments
• e-mail
• Other forms of written communications
• Letter, Demi Official Letter
• Procedure for Correspondence with Board’s Office by
• ZR/PU
• Office Memorandum
• Office Orders
• Order
• Notification, Resolution
• Press Communique/Press Note
• Endorsement
• Minutes
• Modes of sending communication (Email, fax, speed post, registered post, telephonic communications, etc.)
• Correspondence with Attached and Subordinate offices
• References to Constitutional authorities, etc.
• Rajya Sabha and Lok Sabha Secretariat
• Attorney General of India
• Comptroller and Auditor General of India (C&AG)
• Union Public Service Commission (UPSC)
• Other Constitutional/Statutory Authorities
• Reference to PMO
• Correspondence with Members of Parliament/VIP references/Ministers of State
• Governments
• State Governments
• Union Territory Administration
• Foreign Governments and International Organizations
• Target date for replies
• Use of Official Language in Government communications
• Communication of Sanctions
• Correction slips
• Discontinuation of circulation of hard copies of Orders/Circulars etc.
• Composition of the Gazette of India and instructions for sending material for publication therein
• Procedure to be followed in respect of e-Gazette

15. Chapter 15 Guidelines on Drafting of Communications

• Procedure for preparing draft communication and its approval
• General instructions for drafting
• Authentication of Government Orders
• Addressing communications to officers by name
• Drafting of Demi-official letters
• Responsibility mapping regarding issue of communications

16. Chapter 16

• Records Management
• Activities involved in record management
• Stages of Records Management
• Stage of Recording
• Categorization of Records
• Procedure for Recording
• Indexing & Stage of indexing
• Preparation and custody of index slips
• Record Retention Schedule
• Custody of records
• Custody of Confidential and Secret recorded proceedings
• Review and Weeding of records
• Maintenance/transfer of records in the personal offices of Ministers
• Requisitioning of record

17. Chapter 17 Monitoring of Timely Disposal

• Disposal of work
• Time limits for disposal of cases
• Watch on disposal of communications received from Members of Parliament and VIPs
• Register of Parliament Assurances
• MIS Portal- MORPR for Monitoring MP/MLA/VIP and Parliamentary reference
• Time Limits for Disposal of references addressed to Ministers
• Check-list of periodical reports
• Review of periodical reports/returns
• Updation of data on IR Websites
• Disposal of Pending Matters

18. Chapter 18 Security of Official Information and Documents

• Communication of official information
• Treatment of classified papers
• Confidential character of I.D. notes/files
• Opening of Sealed cover containing classified documents
• Transmission of classified document in electronic form
• Communication of information to the Press
• Brief for Media Coverage
• Use or restrictive classification for printed reports etc.