‘Various Deptts, HoDs not following earlier instructions’
Excelsior Correspondent
JAMMU, Mar 11: The Union Territory Government today issued instructions for efficiency and speedy disposal of files in Civil Secretariat and other Government offices.
A Circular in this regard has been issued by General Administration Department Commissioner/Secretary Sanjeev Verma.
The circular pointed out that instructions have been issued in 2006 and 2019 for efficient and speedy disposal of files and transaction of Government business in the Civil Secretariat and other Government offices. The instructions, interalia, prescribe procedure/guidelines regarding file noting, appropriate levels in the hierarchy and time-limits for disposal as well.
However, it said, it has been observed that various departments and HoDs offices are not adhering to these instructions, a matter which has been viewed with concern by the authorities.
Asserting that file noting is the fundamental daily function performed in offices, the GAD order said it shall be endeavored by all officers/officials that these notings invariably contain brief history/summary of the case, statement of the case and all relevant facts and figures required for generating discourse on the subject, governing law/rule positions which facilitates appropriate and correct decision making, details of inter-departmental consultations/advice of other Departments, if sought, proper referencing/highlighting to enable identifying a document, a decision and facts mentioned in a note, draft or office copy of the communication issued and implications of various available options and suggested courses of action with reasons or the ‘Approval Paragraph’.
“Noting on files shall be initiated as per the Manual of Secretariat Procedure. A simple and direct style of writing shall be adopted and use of complicated and ambiguous language shall be avoided. The verbatim reproduction of extracts from or paraphrasing of a letter or any other part of correspondence or notes on the same file and repetition of points already made/grounds already covered shall be avoided,” the General Administration Department order, read.
It directed that submission of files shall be according to the levels of hierarchy laid down by the Department/Section, which, in turn shall be defined in terms of Circulars issued in 2006 and 2019.
“Files shall be submitted to the deciding authority i.e. the Administrative Secretary/Minister-in-charge for final decision only. Secretaries in the Department/Special Secretaries/Additional Secretaries shall ensure that unnecessary referral of routine files such as forwarding of representations, proposals for compiling of information from departments and within sections, approval of routine drafts and office orders etc. to the Administrative Secretary is avoided,” the Government order said.
It directed that files which are complete in all respects and require final approval shall be submitted to the Administrative Secretary for decision.
“No part file on any subject shall be created unless required in unavoidable circumstances, for which the reasons should be recorded in while initiating such part file,” the order said, adding that the part file shall be immediately attached with the main file after the needful is done.
It asked all officers to record their observations for firming up a point of view on important matters which require placement before the higher authorities.
It called upon the officers to avoid forwarding/submitting blank notes as far as possible. “These instructions shall be subject to statutory stipulations,” the GAD order said.
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