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    Wa00023

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    West Zone ZTI
    This document discusses various office procedures related to file management, noting, drafting, and correspondence. It outlines the hierarchy of drafting sources to reference, such as precedent books, standard process sheets, meeting minutes, acts and rules. It describes the typical arrangement of papers in a file, including reference materials, notes, summaries, drafts, correspondence, appendices and guard files. It also covers file numbering systems, types of correspondence, decision areas, noting procedures and skills, flagging priorities, and maintaining an organized filing system.

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    Wa00023

    Uploaded by

    West Zone ZTI
    14 views12 pages
    This document discusses various office procedures related to file management, noting, drafting, and correspondence. It outlines the hierarchy of drafting sources to reference, such as precedent books, standard process sheets, meeting minutes, acts and rules. It describes the typical arrangement of papers in a file, including reference materials, notes, summaries, drafts, correspondence, appendices and guard files. It also covers file numbering systems, types of correspondence, decision areas, noting procedures and skills, flagging priorities, and maintaining an organized filing system.

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    DOC-20230708-WA00023

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    This document discusses various office procedures related to file management, noting, drafting, and correspondence. It outlines the hierarchy of drafting sources to reference, such as precedent books, standard process sheets, meeting minutes, acts and rules. It describes the typical arrangement of papers in a file, including reference materials, notes, summaries, drafts, correspondence, appendices and guard files. It also covers file numbering systems, types of correspondence, decision areas, noting procedures and skills, flagging priorities, and maintaining an organized filing system.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
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    14 views12 pages

    Wa00023

    Uploaded by

    West Zone ZTI
    This document discusses various office procedures related to file management, noting, drafting, and correspondence. It outlines the hierarchy of drafting sources to reference, such as precedent books, standard process sheets, meeting minutes, acts and rules. It describes the typical arrangement of papers in a file, including reference materials, notes, summaries, drafts, correspondence, appendices and guard files. It also covers file numbering systems, types of correspondence, decision areas, noting procedures and skills, flagging priorities, and maintaining an organized filing system.

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    of 12

    OFFICE PROCEDURE, FILE

    MANAGEMENT, NOTING AND


    DRAFTING
    SAMYAK
    PAWAN
    PIYUSH
    VIVEK
    WHAT IS AN OFFICE

     OFFI E IS A CONTINUOS WORK SPECIFIC INFORMATION PROCESSING UNIT


     RESERVOIR OF RELEVANT RULES, PRECEDENTS, DATA AND DECISIONS
    HIERARCHY OF DRAFTING

     1. Precedent book
     2. Standard process sheet
     3.Transcripts of important discussions and minutes.
     4.Acts, schemes, rules and orders.
     5.Guard file.
    FILE MANAGEMENT

    Noting is done on left side and correspondence is done on right side.


    Tagging is done on left top
    Appendix is attached
    Volumes and page numbering is done.
    Maintaining file register with every task holder.
    Maintain Charge list of what a officer got on charge transfer.
    ARRANGEMENT OF PAPERS IN ANY
    CASE

     Reference Books
     Notes portion of current file ending with note for consideration.
     Summary of facts.
     Draft for approval
     Correspondence portion of current file.
     Appendix to notes and correspondence.
     Guard file.
     Routine notes and papers arranged on chronological order.
    FLAGS

     Immediate
     Priority
     Top priority
     Confidential
    CORRESPONDENCE
     Memorandum
     Letter
     Demi official letter
     Official note
     Unofficial Note
     Circular
     Audit report.
     Telegrams.
    FILE NUMBER SYSTEM

     Functional head or basic head


     Acrivity head or primary head
     Aspect or operation head
     Factor head or tertiary head
     Example – Accounts/Claims/Gr 101/ Establishment code, Pension/ Higher pension/
    High Court/ 2023.
    DECISION MAKING AREAS

    In various arenas an official needs to take decisions like -


    RTI
    CLAIM
    GRIEVANCES
    LEAVES
    PHYSICAL VISIT
    CALLS
    APPLICATION
    LEGAL AIDS
    IN OFFICE REPRESENTATION
    COURT JUDGEMENT
    CIRCULARS
    LETTER
    GAZETTE NOTIFICATION
    NOTING PROCEDURE

     Letter head
     Page no.
     Subject
     Paragraph number
     Introduction
     Identify, Indicate, Enumerate issues
     Applicable relevant rules acts and policies
     Possible options
     Recommended Option and why
     Implications
     Nature of Urgency and authority to decide.
    NOTING SKILLS

    Introduce : Issue background


    Check up : Facts
    Supply : Missing facts
    Refer to : Rules and regulation
    Quote: Preferential
    Suggest : Alternatives
    Access : Implications
    THANK YOU

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