In order to streamline the movement of files to various authorities, the following procedure is laid-down:-

1. The files to the Chairman and functional Directors will be moved through respective Heads of the departments. The concerned heads of the departments will examine the proposal and forward the cases with their recommendations to the respective Directors/Chairman for decision.

2. The files will have two portions, namely, noting portion and correspondence portion. The letters received which are under consideration will be filed in the correspondence portion. The entire file will be numbered. The noting will be done on the noting portion. The noting will also be numbered. The head of the department while forwarding the proposals for consideration will prepare a self-contained note and ensure proper flag and paging indicating all cross references of the relevant document to facilitate quick decisions.

3. The noting should be initiated by not less than E1.

4. While sending the file, it should be diarized. It will be the responsibility of the initiator of the file to see that the proposal comes back to him after it is seen by the competent authority. He should, therefore, keep track of the files.

5. The files should be opened subject-wise by each Department and the matter should be put-up on the respective file. Loose papers will not be entertained.

For noting purposes, note sheet should be used and whenever any orders are required to be sought on a receipt, the file should be put-up with the previous supporting papers/decisions.

6. The files are the property of the Corporation. These should be secured properly under lock and key under an authorized officer who should be responsible for its safe custody. No unauthorized reproduction of the document should be allowed. The custodian of the file must ensure this.

7. The practice of marking copies of papers to various authorities should be reviewed. Copies of the correspondence should be marked only to the authorities which are essential. Unnecessary marking of papers must be stopped forthwith.

8. While signing note sheets or letters, all the officers should indicate, under their signature, clearly their name, designation and place of posting.

(Corporate Personnel Circular No. 8/2003)
Once again attentions is drawn to our earlier Office Order No.NJPC/D(P)00/02/23 dated 11 February 2002 regarding guidelines for maintaining files and official records. It is observed that same is not been strictly complied with. All the concerned are requested for strict compliance of aforesaid office order. The office order is reproduced hereunder: -

(OFFICE ORDER' No.NJPC/D(P)/OO/2002 dated February 5, 2002)
Following guidelines are to be followed strictly regarding maintenance of files and official records in SJVN Limited:

1. The Noting Sheets of each file should be properly numbered and shall be placed at the left side of the file.

2. The letters and other correspondence received should be placed in the file neatly and tagged firmly. These papers should also be numbered separately and shall be placed at the right hand side of the file.

3. Whenever new papers are received, they should be tagged at the end of the file and immediately numbered.

4. The subject matter and number of the file should be clearly indicated on the cover.

5. The custodian of the file is to be the person who deals with the subject matter of that particular file. In case, the person gets transferred or leaves the organization, then he has to handover the files properly to the next custodian.

6. If more than one file is started for a particular subject because the main file is under submission as soon as the main file comes back the loose file should be attached with the main file and numbering of noting as well as letters/papers done in continuation with the main file.

7. Such files which become very thick should be firmly stitched so that no pages can be removed and new file may be started in continuation. The stitched files should be kept in safe custody to be attached with the running file whenever previous references are required to be seen.

8. The movement of files should be properly recorded by the PS of the officers concerned in order to ensure that no file is lost or untraceable.

9. If a file under submission does not return in its normal time, the custodian of the file should bring this fact to the notice of the officer incharge of branch/section so that the file can be traced by the officer Incharge.

10. The officers Incharge of the Section/Branches must check the flies in their section at least once in a month in order to ensure that no file is missing or damaged.

11. Important Circulars and instructions should be kept separately in a guard file so that these circulars can be referred to whenever required. In case, such circulars are filed in the main file, then a photo copy of the same can be kept in the guard file.

12. The files should be kept properly in the shelves after proper indexing so that the files can be retrieved with ease whenever required.

Periodic inspection will be conducted to check whether record is being maintained properly or not.

Central Vigilance Commission vide Letter No. 901/VGL/21 dated 28/03/02 has advised all the CVOs taking up for initiation of disciplinary actions against the custodian who report that the files required in vigilance enquiry is missing. The copy of the OM is reproduced herewith for ready reference of all the concerned.

No 901/VGL/21 Government of India Central Vigilance Commission

To
All Chief Vigilance Officers
Satarkta Bhavan, Block “A”
GPO Complex, I.N.A.
New Delhi-110023

Dated the 28th March,2002

1. It has come to the notice of the Commission that many a time, sensitive files or basic files needed for conducting disciplinary inquiry are found to be missing. This is more likely to be a problem in PSEs some departments have a regular system of the maintaining and tracing files. This could be used as an excuse to deny access to files required for investigation and inquiry leading to distortions. Despite this, the focus being on the proceedings itself, liability for the cause of there distortions is never pinpointed.

2. It has therefore been decided that officer responsible for custody of files needs to be hold accountable for missing files. Therefore, all CVOs are advised to take up for consideration initiation of disciplinary proceedings against the custodians who report that files required in vigilance enquiries are missing.

This issues with the approval of the Commission.

Yours faithfully,

Sd/- 
(C. J. Mathew)
Deputy Secretary