Timelines, levels for routing of official matters clearly defined
Views seriously non-adherence to earlier orders
JAMMU, July 8: Perturbed over inordinate delay in disposal of files both in the Civil Secretariat and field offices despite repeated orders, Governor’s Administration has come out with new set of instructions whereby timelines as well as levels through which the official matters will move have been clearly defined. Moreover, it has been made clear that violation of latest instructions will be viewed very seriously and necessary action will be taken against the erring officials.
Vide Circular No. 35-GAD of 2006 dated December 7, 2006 the Government had issued instructions for the efficient and speedy disposal of files and transaction of Government business. Thereafter, thrust on speedy disposal of files was laid a number of times in the official meetings.
However, there is no improvement in the situation and inordinate delay still takes place in the disposal of office files both in the Civil Secretariat and field offices due to the large number of hierarchical levels through which the files have to pass.
While referring to the prevailing situation, Governor Satya Pal Malik on June 30, 2019 had stated in a meeting that all out efforts were being made by the Government to ensure transparency and accountability in functioning of the Government departments. He had disclosed that Government was in the process of creating a mobile based Application that would ensure quick disposal of cases at different levels and will also help in monitoring the movement of files.
Till the development of the mobile based Application, the Governor’s Administration has found it imperative to issue new set of instructions to the officers at different levels for speedy disposal of files so that neither Government work suffers nor people face difficulties in disposal of their grievances.
As far as Secretariat departments are concerned, noting on files shall henceforth be initiated either by Head Assistant or Section Officer only. The Senior Assistants/Junior Assistants shall only work as Record Keepers. A Senior Assistant may be asked to initiate notes only when no Head Assistant is posted in the Section.
Where both Under Secretaries and Deputy Secretaries are posted in a department, the Administrative Secretary shall order distribution of work in such a manner that a Section Officer or the Head Assistant submits files either to the Deputy Secretary or to the Under Secretary.
The Under Secretary shall submit files direct to the Special Secretary/Additional Secretary as the case may be. Similarly, the Deputy Secretary shall submit files to the Special Secretary on way to the Administrative Secretary or direct to the Administrative Secretary in case Special Secretary is not posted subject to any other instructions of the Administrative Secretary.
“Where there is Secretary in the Department in addition to the Administrative Secretary, the Administrative Secretary shall order distribution of work in such a manner that the Deputy Secretary/Under Secretary as the case may be submit some or all files to the Secretary in the Department without routing the same through the Additional Secretary/Special Secretary”, read the instructions.
Under the instructions, maximum three days time has been fixed for receipt of references, letters and files under UO/OMs etc to initiation of note by Dealing Assistant, Section Officer, Statistical Officer and Assistant Accounts Officer. Similarly, three days time has been fixed for Under Secretary, Assistant Director, Deputy Secretary, Public Law Officer and Senior Law Officer for disposal of files.
Maximum period of two days has been fixed for Additional Secretary, Special Secretary, Director Finance, Financial Advisors, Chief Accounts Officer, Joint Director and Deputy Director for disposal of files. Same time has also been fixed for Director, Director General, Secretary, Commissioner/Secretary, Principal Secretary and Financial Commissioner. For conveying of approval to the competent authority three days time-frame has been fixed under new set of instructions.
As far as Heads of Department and other subordinate offices are concerned, all HoDs will order distribution of work in such a manner that no file shall have to move through more than four levels including the Record Keeper before reaching the decision making level.
“All District Development Commissioners/Deputy Commissioners and other district level officers shall order distribution of work in such a manner that no file in their offices shall have to move through more than three levels before reaching the decision making level”, the Government said in the instructions.
Similarly, all District, Tehsil and Block level officers will order distribution of work in their offices in such a manner that no file in their offices shall have to move through more than two levels before reaching the decision making level.
All the Administrative Secretaries, HoDs and DDCs have been directed to ensure compliance of these instructions in letter and spirit in their respective departments as well as subordinate offices.