Postal Manual Volume VII Short Notes | Short Notes on PO Volume 7 | For GDS To MTS/Postman/PA/SA LDCE Exams

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 POSTAL MANUAL VOLUME VII Short Notes.

-Sorting work is no longer performed in trains.

-Posting of prepaid unregistered articles in trains and mail offices: prescribed for late fee collection in respect of each mail carrying train.

- ‘Detained Late Fee not paid’ stamp will be impressed on all articles, except postcards, on which a late fee has not been prepaid.

-No article should be received by hand by RMS section.

- NO Interception or redirection of articles. – Except on the authority Of the Director-General or the Head of the Circle (This rule will not apply to camp articles)

-If the detention to mails due to breaches or accidents is likely to exceed 6 hours, it should be reported at once by fax/telegraph to the Superintendent.

-In cases of detentions of less than this period, a report by fax/telegraph should be sent only to the Record Office.

Extra reserved accommodation in trains

-Request for extra accommodation will be made by the Record Officer or the Mail Agent

-Requisition should be prepared in four parts by the Record Officer or Head Sorting Assistant

-Superintendent should, on the 10th of each month, compile and submit to the Head of the Circle

-Misconnection of mail buses, trains and air services: Reported to the Superintendent as early as possible by Record Offices.

-Circulars of Heads of Circles: all Supervising Officers and Record Officers and should be filed in Guard Books.

-The Superintendent, Inspector or Record Officer may order a Sorting Assistant to attend the Record Office for practice sorting during his rest-time.

-Metal tokens should also be supplied to those mailmen who travel in charge of mails in reserved compartments.

-The tokens are the property of Government and are supplied from the stock depot to the Head Record Office.

- In case of record office, The Record Officer will initially prepare the memorandum of distribution of work, and forward it to the Superintendent.

-In case of a sorting mail office The Inspector will initially prepare the memorandum of distribution of work of the mail office or section and forward it to the Superintendent.

-In the case of a section the memorandum will show proper arrangements of bags in the van

Disposal of Records

-Correspondence relating to robberies, thefts, etc= One year after the cases are closed

-Invoices of articles received from the Stock Depot=Three years

-Order Book of a mail office and a section=Three years

-Work papers, Correspondence, Arrangement Register, Attendance Register and Daily Report of RMS offices and sections=Eighteen months

*The following records may not be destroyed without the special permission of the Head of the Circle

1. Order book of a Record Office.

2. Nominal roll of token -holders.

3. Work papers, correspondence, or documents regarding which enquiry is in progress

-Gradation lists should be destroyed three years after new ones have been issued.

-Registers of sanctioned establishment should be destroyed at the end of the year after

New ones have been supplied or prepared.

-Director General’s circulars and General Orders and Postmaster General’s circular should be destroyed after the lapse of three years.

-Head of the Circle may order the preservation of any other classes of correspondence for a period longer than that prescribed above.

-Every mail office is provided with a stock of postage stamps and stationery.

(Including embossed envelopes, inland letter cards and postcards) for sale to the public.

-Record Officer should distribute the postage stamps to the various sets of the mail offices according to the orders of the Superintendent.

-When the office is closed, the “Daily Stock” box should be replaced within the “Reserve Stock” box.

-A Group ‘D’ official who has furnished security may be employed for the sale of stamps to the public with the approval of Superintendent, RMS but the services of Group D officials who is employed to deface postage stamps should not be utilized for this purpose.

Custody of Government Money

-In Head Record Office, one key of the safe will be retained in the custody of the Head Record Officer and other in that of the Accountant.

-In Record and Sub Record offices one of the locks should be retained by the Record Officer or the Sub- Record officer and that of the other by the Sorting Assistant nominated by the SRM

-During the working hours in the custody of the Accountant in the Head Record Office & Sub Record Officer or Record Officer in the other offices.

-Type-boxes, containing the type not in use and the name stamps are kept in the Record office.

-‘Detained Late Fee Note Paid’ stamp is supplied to mail offices/sections which deal with letter box clearance.

-Each Order Book has 200, and each Guidance Book 100 serially numbered pages.

-Type Boxes} Carried only by those sections exempt from RO Attendance.

-Hand bag is supplied to each Sorting Assistant, each Mail Guard and Each Van Attendant of a section in which to keep his personal luggage.

-Hand bag and roll of bedding not exceeding 1 meter by 1.2 meter in girth.

-It is the duty of the Head Sorting Assistant to personally receive from the Record Officer the work papers of the set.

-Each Sorting Assistant should have the work papers, for which he is responsible or which relate to him examined in his presence by the Record Officer

-The checking of work papers and preparation of daily report and extract reports should be performed By the Head sorting Assistant/other Sorting Assistants at the end of duty hours.

-Preparation of daily report (M.S.83):

-The Head Sorting Assistant is required to submit to the Superintendent through the Record Officer

-The daily report should be written by the Head Sorting Assistant from the rough notebooks of the set.

-Supervisor, Speed Post Centre will also use the same format MS (83) for submitting his daily report to the Manager, Speed Post.

-Delivery of empty bags to be sent to UBO/DBO concerned.

-The work papers for the next trip or working hours of the set will be supplied by the Record Officer

-A list of the work papers to be used by a set during a trip.

-Receipt of empty bags from Record Office.–The Head Sorting Assistant will receive from the Record Officer.

-Mail abstract (M.42 for Transit Sections and M-43 for Mail Offices)

- Mail abstract: divided into two parts, viz., “Mails” and “Bags”

- The registered abstract is divided into two parts, viz. “Receipts” and “issues

- The parcel abstract is divided into two parts, viz., “Receipts” and “Issues

- The mail abstract also shows in what cases due mails, opened or closed by the section or mail office

- In the case of sections, the entries for the out and in trips are shown separately in the mail abstract

- At important stations where a large number of bags is exchanged, the Head of Circle may authorise the Mail Agent/Mail Guard of a section to deliver his mails before receiving those for onward transmission, in order to make room in the mail van.

- Mail Peon’s Book (Form MS-28).

- Every section must carry spare loose forms of mail list to prepare the triplicate copy of Mail list.


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