DIST. RECORD ROOM

 

MANUAL-2

Powers and duties of officers and employees

[Section 4(1)(b)(ii)]

Powers and duties of officers and staff

 

Sl. No.

Name & Designation of Post

Powers

Duties attached

Administrative

Financial

Statutory

Others

1

Sri Ashok Kumar Singh, OAS. OIC

(1)Sanction of Casual leave of staff & EL up to 15 days

(2) Writing of CCR of staff.

Nil

Nil

Nil

All relevant file being processed

2

Sri Gyanada Prassana Jena, Record Keeper

Nil

Nil

Nil

       Nil

All relevant file being processed

3

Sri Bharat Chandra Patra, Sr.Clerk Compairer

         Nil

Nil

Nil

Nil

All relevant file being processed

4

Sri Aswini Kumar Panigrahi, Copyist

Nil

Nil

Nil

Nil

Copying of the document.

5

Sri Paritosh Baliar Singh, Amin

Nil

Nil

Nil

Nil

Preparation of trace  Map

6

Sri Ashok Suna, Sweeper Cum Peon

Nil

Nil

Nil

Nil

Cleaning of Office and Record Seaching

 

 

 

 

 

 

 

 

Manual 3

 

Procedure followed in decision-making process

(Section 4(1)(b)(iii))

The procedure can be described both in narrative from and through Flow Process Chart. In narrative form the stages through which a proposal passes, the levels at which it gates examined and the final authority to which it has to go for approval may be explained.

 

The Flow Process Charts can give a comprehensive process as may be seen from the following illustration of preparing a food card.

 

S.No.

Activity

Level of action

Time frame

1

Copy application

Promptly taken. No time limit framed

Depending upon the urgency of the matter

2

Misc. correspondences on Dist. Record Room

Promptly taken. No time limit framed

Depending upon the urgency of the matter

3

Orissa Record Mannual

Promptly taken. No time limit framed

Depending upon the urgency of the matter

4

Issue of certified copy

Promptly taken. No time limit framed

Depending upon the urgency of the matter

 

 

Manual 4

 

Norms set for the discharge of functions

(Section 4(1)(b)(iv)

 

Details of norms and standards set out can be given in respect of various activities.

 

Sl. No.

Activity

Time frame/Norm

Remarks

1

Diary of letter

3 minutes per letter

 

2

Dispatch of letter

5 minutes per letter

Registered dak including entry in messenger book

3

Typing job

30 pages per day

Typing

 

Manual 5

 

Rules,regulations,instructions,manuals and records for discharging functions

(Section 4(1)(b)(v))

 

                        Prepare a list of rules, regulations, instructions, manuals and records for discharging functions available with the public authority for the smooth discharge of its functions.

List of regulations, instructions, manuals and records

Sl. No.

Name of the Act, Rule, Regulation etc.

Brief gist of the contents

Reference No. if any

Price in case of priced publication

1

Orissa Record Manual

 

 

 

 

Manual 6

A statement of the categories of documents that are held by it for under its control

(Section 4(1)(b)(vi))

                        Details of the records available may be made in a statement form, wing wise, unit wise, branch wise and it may be got tabulated, indexed and catalogues.(an illustrative list is given below)

A statement of the categories of documents held

 

S.No.

Nature of Record

Details of information

available

Unit/section

where available

Retention

period where

available

1

Copy application register

Available in the concerned register & files

Dist. Record Room

Dist. Record Room

2

Court Fee register

  Yes

Yes

Yes

3

Out turn register

  No

  No 

  No

4

41-D register

 Available

 Available

 Available

5

41-B register

  Available

 Available

 Available

6

Issue register

  Available

 Available

 Available

7

Receipt register

  Available

 Available

 Available

8

Files relating to Dist. Record Room

  Available

 Available

 Available

 

Manual 7

 

Particulars of any arrangement that exists for consultation with or representation by the members of the public in relation to the formulation of its policy of implementation

                                                (Section 4(1) (b)(vii))

 

Details of consultative committees and other bodies with which consultations are held

 

Sl. No.

Name and address of the

 Consultative

Committees/Bodies

Constitution of

the

committee/body

Role and

responsibility

Frequency of

Meetings

 

 

 

 

 

                        Other procedures adopted for formal and informal consultations with the public may also be indicated such as Bhagidari, Jan Sunvai, interaction with resident welfare associations, etc.

 

Other details whether the meetings are open to public, minutes are accessible to public etc may also be indicated.

 

 

( No consultative committee or other bodies are there in the District Record Room)

 

Manual 8(Not applicable)

 

            A statement of boards, council, committees and other bodies constituted

                                                ( Section 4 (1) (b) (viii))

 

List of boards, councils, committees etc.

 

Sl.No

Name and address of

the body

Main

functions of

the body

 

Constitution of

the body

Date of

constitution

 

1

2

3

4

5

 

 

 

 

 

 

 

Date up to

which valid

Whether

meetings open

to public

Whether

minutes

accessible to

public

Frequency of

meetings

Remarks

6

7

8

9

10

 

 

 

 

 

( No of boards, council, committee or other bodies are there in the District Record Room)

 

Please attach copies of detailed notification/ orders for their constitutions.


Manual 9

 

Directory of Officers and employees

(Section 4(1) (b) (ix)

 

Directory

Sl. No.

Name & Designation

Office Phone No.

E-mail address

1

Sri Ashok Kumar Singh, OAS. OIC

0663-

 

2

Sri Gyanada Prassana Jena, Record Keeper

 

 

3

Sri Bharat Chandra Patra, Sr.Clerk Compaire,

 

 

4

Sri Aswini Kumar Panigrahi, Copyist

 

 

    5

Sri. Paritosh Baliar Singh, Amin

    
    6

Sri Ashok Suna, Sweeper Cum Peon

    

 

Manual  10

 

The monthly remuneration received by each of the Officers and employees, including the system of compensation as provided in the regulations

(Section 4(1) (b) (x) )

 

Sl. No.

Name & Designation

Pay Scale / Monthly

Remuneration

1

Sri Ashok Kumar Singh, OAS. OIC

 9,300-34,800/-

2

Sri SGyanada Prassana Jena, Record Keeper

 9,300-34,800/-

3

Sri Bharat Chandra Patra, Sr.Clerk Compaire,

 5,200-20,200/-
    4

Sri Aswini Kumar Panigrahi, Copyist

 5,200-20,200/-
    5

Sri. Paritosh Baliar Singh, Amin

 5,200-20,200/-
    6

Sri Ashok Suna, Sweeper Cum Peon

 4440-14680/-

 

 

Note : Details about system of compensation provided in regulations may be given

 

Manual  11

 

The budget allocated to each agency

( Section 4(1) (b) (xi))

 

Non-plan budget

 

Minor

head

Activities to

be performed

Sanctioned

budget

Budget

estimate

(2006-07)

( In Rs.)

Revised

estimate

(2005-06)

( In Rs.)

Expenditure for

the last year

(2004-05)

( In Rs.)

 

 

 

 

 

 

 

 

 

 

 

 

Plan budget

 

Name of the

Plan Scheme

Activities to

be under

taken

Date of

Commencement

Expected

date for

completion

Amount

sanctioned

Amount

disbursed/Spent

 

 

 

 

 

 

 

(No separate budget is allotted for District Record Room)

 

 

Manual  12( Not Applicable)

 

The manner of execution of subsidy programme

(Section 4(1) (b) (xii)

List of institutions given subsidy

 

Sl.No.

Name and

address of

the

institution

Purpose

for which

subsidy

provided

No.of

beneficiaries

Amount

of

subsidy

Previous

years

utilization

progress

Previous years

achievements

 

 

 

 

 

 

 

 

List of individuals given subsidy

 

Sl.No.

Name and

address of the]

beneficiary

Purpose for

which subsidy

provided

Amount of

subsidy

Scheme and

criterion for

selection

No of time

subsidy given

in past with prupose

 

 

 

 

 

 

 

(No subsidy programme is being implemented in District Record Room)

 

Manual  13 ( Not Applicable)

 

Particulars of recipients of concessions, permits or authorizations granted

(Section 4(1) (b) (xiii))

List of beneficiaries

Sl.No.

Name and address

of the beneficiary

Nature of

concession/Permit/

authorization

provided

Purpose for

which granted

Scheme and

Criterion for

selection

No of times

similar

concession

given in

past with purposes

 

 

 

 

 

 

 

Manual 14

 

Information available in an electronic form

[Section 4(1)(b)(xiv)]

 

Details of information

 

S.No.

Activities for which

electronic data available

Nature of

information

available

Can it be shared

with public

Is it available on

website or is being

used as back end

data base

 

 Manual 15

Particulars of facilities available to citizens for obtaining information

[Section 4(1)(b)(xv)]

Facilities available for obtaining information

Sl. No.

Facility available

Nature of Information

available

Working hours

1

Information Counter

All information

10.00 AM to 5.00 PM

2

Website

 

 

3

Library

 

 

4

Notice Board

Notice Board of Dist. Record Room, Collectorate, Sambalpur

 

 

Manual  16

Name designation and other particulars of Public Information Officers

(Section 4(1) (b) (xvi)

List of Public Information Officers

Sl.No.

Designation of the

Officer designated as PIO

Postal address

Telephone

No.

e-male address

Demarcation of Area/ activities, if more than one PIO is there

 

 

 

 

 

 

List of Assistant Public Information Officers

Sl.No.

Designation of the Officer

designated as Assistant PIO

Postal  address

Telephone No.

e-mail address

 

 

 

 

 

 

 

 

 

 

 

First appellate authority with in the department

 

Sl.No.

Designation of the

Officer designated as

first appellate

authority

Postal address

Telephone No.

e-mail

address

Demarcation of Area/

Activities, if more than one appellate authority

is there

 

 

 

 

 

 

 

 

Manual 17

 

Other information as may be prescribed

[Section 4(1)(b)(xvii)]

           

            All other information as may be prescribed for dissemination shall be collated, tabulated, complied, collected and provided in the form of manual from time to time.