Communication is like a soul in life. Without communication there is no life. We need communication which is understandable and clear to the recipient.
This book aims at making the readers experts in skilled and effective communication.
It lays special emphasis on Noting and Drafting. Notes and Drafts are pieces of writing whose effectiveness depends on the writing skills of the writer.
Follow the ways and tips to get equipped with the skill of effective writing.
It is based on the knowledge and personal experience acquired by working in government and public organisations for decades.
Professor Shital Parkash is an academician of great repute. He has been very actively engaged in teaching research, training and consultancy for 37 years at Punjab University. He retired as a Professor of Public Administration in 1998. He is a qualified industrial engineer. He has carried out large number of research and consultancy projects on various aspects of public management including noting, drafting, filing system and records management. He has directed hundreds of training programmes for civil servants of all levels, executives of public undertakings and officers from various universities in India. He was Honorary Director of the Centre for Work Study in Educational Administration and also of Productivity Services and Training Unit at Punjab University, Chandigarh and Honorary Joint Director of the Indian Council of Social Science Research, North Western Regional Centre, Chandigarh. He is Managing Director of the Senior Citizens' Council for Human Resources Development. He is also the Chairman and Managing Trustee of the Public Management Development Foundation, a registered charitable trust.
M.K. Agarwal is academically very well qualified and has been a very efficient, effective and experienced officer. He is MA in Public Administration and Sahitya Ratna in Hindi. He belonged to the Central Secretariat Service and retired as a Deputy Secretary to the Government of India, Ministry of Home Affairs.
He has always been one of the most sought-after officers because of his great skills in noting and drafting. He was trained at the Institute of Secretariat Training and Management, Indian Institute of Public Administration and Royal Institute of Public Administration, London. He has been Secretary of a Parliamentary Sub-committee on official language for more than three and a half years.
He has trained thousands of officers at the Institute of Secretariat Training and Management where he has been the Senior Trainer for more than 7 years.
He is one of the most important faculty members in the training programmes in the Senior Citizens' Council for Human Resource Development, under whose banner this book has been published.
4.5 Inserting document in file
4.5.1 When inserting papers in the file, all pins and clips should be removed, as they catch other material, make the file bulky on one side, and hurt the fingers. If some documents are to be kept together, they should be stapled on the vertical edge in the top left-hand corner. While stapling, it should be ensured that papers are properly aligned.
4.5.2 If a document is torn, it should be repaired with cellotape, lest the torn portion should get lost.
4.5.3 The documents which are ready for insertion into the files should be punched. Depending upon the file cover being used, it can be single punch at the left hand top corner through which a two-pronged brass paper fastener or a tag may be passed. Or, it can be with two holes on the left hand margin through which two metal strips about three inches apart projecting from the back are passed. Another device is to punch two holes in the middle of the left side margin of the file cover as well as the papers to be filed therein and passing a lace fitted with metallic casing at the ends through the punched holes and tying it up with bow knot. The purpose is to keep the filed papers secure and prevent file covers from getting torn.
4.6 Filing of papers
4.6.1 Both 'notes portion' and 'correspondence portion' should be placed in a single cover. (In some organizations, separate file covers are used for 'notes' and 'correspondence'.) Left side of tag in the 'notes portion' should be tagged onto the left side of the file cover and right side of the tag should remain as such i.e. untagged. In the case of 'correspondence portion', right side of tag should be tagged onto the right side of the same file cover and left side of the tag should remain as such i.e., untagged.
4.6.2 'Notes' should be filed from left to right in chronological continuous series. Papers in 'correspondence' portion should also be filed in chronological order in a separate series, but the direction in which they may be filed depends on the convenience of the users. These papers may be filed either from left to right (called the 'book form') or from right to left (called the ‘reverse book form'). In the first case, the earliest paper is on the top of the 'correspondence' portion and the latest at the bottom, and in the second case, the latest paper is on the top of the 'correspondence' portion, and the earliest paper at the bottom.
4.6.3 Earlier communications referred to in the receipt or issue, should be indicated by pencil by giving their position on the file.
4.6.4 If the file is not bulky, appendix to notes and appendix to correspondence may be kept alongwith the respective note portion or the correspondence portion of the main file, if these are considered as integral and important part. But, if the file is bulky, separate file covers may be maintained for keeping appendix to notes and appendix to correspondence.
4.6.5 Routine receipts and issues (e.g. reminders, acknowledgements) and routine notes should not be allowed to clutter up the file. They should be placed below the file in a separate cover and destroyed when they have served their purpose.
4.6.6 When the 'notes' plus the 'correspondence' portion of a file become bulky (say, exceed 150 pages) it should be stitched and marked 'Volume I'. Further papers on the subject should be added to the new volume of the same file, which should be marked 'Volume II', and so on.
4.6.7 In Volume II and subsequent volumes of the same file, page numbering in notes portion and correspondence portion should be made in continuity of the last page number in notes portion / correspondence portion of the earlier volume.
4.6.8 On top of the first page of the notes portion in each volume of the file, file number, name of the organization, name of Branch / Section, and subject of the file should be written prominently.
4.7.1 Every page in each part of the file (viz., notes, correspondence, appendix to notes, and appendix to correspondence) should be consecutively numbered in separate series in pencil on the right top corner. Blank intervening pages, if any, should not be numbered.
4.7.2 Each item of correspondence in a file, whether 'receipt' or 'issue', should be assigned a serial number which should be displayed prominently and in red ink at the top middle of its first page. This serial number should be docketed on the 'notes' portion in red ink giving the following details :
(a) serial number of the communication (on the correspondence portion).
(b) whether it is a "receipt" (incoming communication) or "Issue" (outgoing communication).
(c) No. and date of the "Receipt", or date of "Issue".
(d) the type of the communication – O.M., letter, d.o. letter etc.
(e) Name or designation of the sender or the addressee.
For example, the first communication in the file should be docketed in red ink as follows :
"S.No.1 (Receipt) – letter No. A 11032/1/2005-Est dated 28.12.2005 from the Director General, Health Services, New Delhi."
If an officer has written some remarks on the document, these should be reproduced below the docket, and the note should be recorded below these remarks. In other cases, the note should be recorded below the docket.
4.7.3 The paper under consideration on a file should be flagged ‘PUC’ and the latest fresh receipt noted upon, as ‘FR’. In no circumstances, should a slip, other than ‘PUC’ and ‘FR’, be attached to any paper in a current file. If there are more than one ‘FR’, they should be flagged separately as ‘FR I’, ‘FR II’, and so on.
4.7.4 In referring to the papers flagged ‘PUC’ or ‘FR’, the relevant page number should be quoted invariably in the margin. Other papers in a current file should be referred to by their page numbers only.
4.7.5 Recorded files and other papers put up with the current file should be flagged with alphabetical slips for quick identification. Only one alphabetical slip should be attached to a recorded file or compilation. If two or more papers contained in the same file or compilation are to be referred to, they should be identified by the relevant page numbers in addition to the alphabetical slip, e.g. ‘A’/23.n, ‘A’/17.c, and so on.
4.7.6 To facilitate the identification of references to papers contained in other files after the removal of slips, the number of the file referred to should be quoted invariably in the body of the note and the relevant page numbers, together with the alphabetical slip attached thereto, should be indicated in the margin. Similarly, the number and date of orders, notifications and the resolutions, and, in the case of Acts, rules and regulations, their brief title together with the number of the relevant section, rule, paragraph or clause, referred to, should be quoted in the body of the notes, while the alphabetical slips used, should be indicated in the margin.
4.7.7 Rules or other compilations referred to in a case need not be put up if copies thereof are expected to be available with the officer to whom the case is being submitted. The fact of such compilations not having been put up should be indicated in the margin of the notes in pencil.
4.7.8 The reference slips should be pinned neatly on the inside of the papers sought to be flagged. When a number of papers put up in a case are to be flagged, the slips should be spread over the entire width of the file so that every slip is easily visible.