1.
Note
are written remarks recorded on a paper under consideration to facilitate its
disposal.
2.
It
should consist of a précis or previous paper, the statement of analysis of the
question of questions requiring decision, suggestions regarding the course of
action and final orders passed thereon.
Guideline on Noting
(a)
All
notes should be concise and to the point. Excessive noting should be avoided.
(b)
Notes
and orders should normally be recorded on note –sheets.
(c)
Notes
should not be recorded on the receipt itself except in very routine matters.
(d)
‘Docketing’
means making of entries in the notes portion of a file about the serial number assigned to each item
of correspondence( whether recei9pt or issue) for its identification. After
Docketing, if the branch officer or any higher officer has made any remark on the receipt, it should be reproduced in the manner indicated below and
then the note should follow.
|
p.70/Corr
S.NO.23(Receipt)
“ We need to keep Cabsec
informed .PI put up today.
Sd/-XXX
JS(Policy)
23/10” /
DS(/Proj)
Sd/-
|
(e)
A
simple and direct style of writing should always be adopted use of complicated
and ambiguous language should be avoided.
(f)
Verbatim
reproduction of extracts from, or
paraphrasing of the P.U.C or of notes of other Ministries recorded on the same
file should be avoided.
(g)
Even
it apparent errors or misstatements have to be pointed out or to an opinion expressed therein has to be
criticized, care should be taken to couch observation in courteous and
temperate language free from personal remarks.
(h)
A
note will be divided into paragraphs of a convenient size paragraphs should be
serially and may also have brief titles, if necessary.
(i)
The
dealing hand will append his or her full signature with date on the below the
note . an officer will append full
signature on the right hand side of the
note with name , designation and the date.
(j)
When
passing orders or making suggestion, an
officer should continue the note to the actual points rather than repeating of
reiterating the ground already covered in the previous notes. If the line of
action suggested in the preceding note is corrects, the officer should merely
append signature
(k)
Modification
of notes:- There should be on occasion
to record a note in the first instance and then pasting it over. Such pasting
is tantamount to multination of the record. It also gives an inelegant look to the files. Even where a
note recorded in the first instance need to the files, Even where a note
recorded in the first instance needs any modification of
account of additional facts/ errors having come to notice , a subsequent note
may be recorded indicating the
circumstances leading to recording of the fresh note , keeping the earlier note
intact recorded in the first instance. It is also undesirable for an officer to
make his subordinate change his note(Detailed instruction on modification of notes are available in
Para 33 of the central Secretariat Manual of Office Procedure.)
(l)
When
a paper under consideration raises several major points which require
examination and respective order on each point (or group of related points) it
will be noted upon separately in “ Sectional” notes. Such sectional notes will
each begin with a list of the major points(s) dealt with therein.
(m)
Routine
note means a note of a temporary value or ephemeral importance recorded outside
the files ,e.g, a record of casual discussion or a note on a point of secondary
importance intended to facilitate consideration of the case higher officers.
(n)
Running
summary of facts in relation to a case means a summary of the facts of the case
updated from time to time to incorporate significant development as and when
they take place. It is prepared to avoid repeated re-capitulation of the case
through self-contained notes. Wherever a running summary of facts is available
on the file, it should be referred to without repeating any part of the facts
in the note.
Types of Cases, Quantum of /noting and
Functional Approach
Most of the cases dealt
with in Government of India can be divided into the following five categories.
v Ephemeral cases
v Routine Repetitive cases
v Action in Correspondence
cases
v Problem Solving cases
v Planning and Policy cases
The following approach could be
adopted for noting on various categories of cases:-
1.
Ephemeral Cases-
These
cases are also known as “ no-Noting” cases. The Section Officer or desk functionary should record the
reason, in brief , why no action is necessary and file such cases at the dak
stage itself . such cases should be kept
in the file “O” bundle and destroyed on
32st December of every year. These may also be returned in original to the
sender recording requisite factual information.
2.
Routine or Repetitive
Cases-
In
cases of repetitive nature ,’a standard prices
sheet ‘ which means a standard skeleton note should be developed indicating
pre- determined points of check. In respect of other routine cases, a fair
should be put up without any noting.
3.
Action – in -
Correspondence Cases-
These
cases also do not require detailed noting . It would be sufficient if a brief
note (a paragraph or so) were recorded indicating the issue under consideration
and the suggested action.
4.
Problem Solving Cases-
In
these cases a detailed note providing
maximum information on each aspect will be necessary , even then , the note
should be concise and to the point ,covering the following aspects:-
i.
What
is the problem?
ii.
How
has it arisen?
iii.
What
is the Rule , ‘policy’ or ‘precedent’?
iv.
What are the possible solution?
v.
Which
is the best solution? Why?
vi.
What
will be the consequences of the proposed solution?
5.
Policy and Planning Cases-
These types of cases
would not be large in number in any organization. They would, however, require
a thorough examination, particularly because important decisions are to be
taken at top management level. A note in
such cases should be structured in the following manner:-
(i)
Problem:-
State the problem. How it has arisen? What
are the critical factors?
(ii)
Additional
Information:- Give additional information to size up the problem. The information would be available on the
files and other paper in the Section. If
sufficient information is not available to enable thorough examination, it
should be collected before attempting a note.
(iii)
Rule, policy etc:-
Precedent cues having a bearing on the issue under consideration should be put
up. If there are varying precedents or
any precedent differs in certain respects from the case under examination, the
difference should be brought out so as to arrive at a correct decision.
(iv)
Precedents;-
Precedent cases having a bearing on the issue under consideration should be put
up. If there are varying precedents or
any precedent differs in certain respects from the case under examination, the
difference should be brought out so as to arrive at a correct decision.
(v)
Critical analysis:-
the case should then be examined on merits answering questions like ‘what are
the possible alternative solutions/
which is the best solution? It
should be ensured that views of other Divisions/Ministries etc. have been
obtained where necessary. Attention
should also be paid to other aspects like the financial and other implications,
repercussions, and the modality of implementing the decision and the authority
competent to take a decision.
(vi)
Concluding para:-
the concluding para should suggest a course of action for consideration. In cases where a decision is to be taken by a
higher authority like committee, Board etc. the point or points on which the decision
of such higher authority is sought should be specifically mentioned.
Relevant extracts
from the Central Secretariat Manual of Office Procedure- 13th Edition,
September, 2010
Guidelines for noting:—
(1) All notes will be concise and to the point.
Lengthy notes are to be avoided, by shifting bulk of material to statements
placed below.
(2) The verbatim reproduction of extracts from
or paraphrasing of the paper under consideration, fresh receipt, or any other
part of correspondence or notes on the same file, should not be attempted.
(3) When passing orders or making suggestions,
an officer will confine his note to the actual points he proposes to make
without reiterating the ground already covered in the previous notes. If he
agrees to the line of action suggested in the preceding note, he will merely
append his signature.
(4) Any officer, who has to note upon a file on
which a running summary of facts is available will, in drawing attention to the
facts of the case, refer to the appropriate part of the summary without
repeating it in his own note.
(5) Relevant extracts of a rule or instruction
will be placed on the file and attention to it will be drawn in the note with
proper referencing, rather than reproducing the relevant provisions in the
note.
(6) Unless a running summary of facts is already
available on the file or the last note on the file itself serves that purpose,
a self-contained note will be put up with every case submitted to the Minister.
Such a note will bring out briefly but clearly relevant facts, including the
views expressed on the subject by other departments, if any, consulted in the
matter and the point or points on which the orders of the Minister are sought.
(7) If apparent errors or incorrect statements
in a case have to be pointed out or if an opinion expressed therein has to be
criticized, care should be taken to couch the observations objectively, in
courteous and temperate language free from personal remarks.
(8) When a paper under consideration raises
several major points which require detailed examination and respective orders,
each point (or group of related points) will be noted upon separately in
sectional notes; such notes will each begin with a list of the major point(s)
dealt with therein and placed below the main note in a separate folder.
(9) Notes and orders will normally be recorded
on note sheets in the notes portion of the file and will be serially numbered.
Black or Blue ink will be used by all category of staff and officers. Only an
officer of the level of Joint Secretary to Government of India and above may
use green or red ink in rare cases.
(10)
The
dealing hand will append his full signature with date on the left below his
note. An officer will append his full signature on the right hand side of the
note with name, designation and date.
(11)
A note
will be divided into serially numbered paragraphs of easy size, say ten lines
each. Paragraphs may preferably have brief titles. The first few paragraphs
will give the profile of the problem, position of rules, precedents and the
position of resources with proper analysis and sequence and an indication of
the evidence and the conclusions reached. The final paragraph should weigh the
arguments and recommend the best course of action, with a supporting draft
communication, if necessary.
(12)
In
writing notes, the observations made in Appendix 7- ‘Style in notes and
drafts’ will be kept in view.25
(13)
A
small margin of about one inch will be left on all sides (left, right, top and
bottom) of each page of the note sheet to ensure better preservation of notes
recorded on the files as at times the paper gets torn from the edges making
reading of the document difficult. However, notes should be typed/written on
both sides of the note sheet as per instructions of Department of Expenditure.
(14)
While
preparing/submitting Notes for the Cabinet/Cabinet Committees/Groups of Ministers,
the required procedure as detailed in Appendix-7.1 will be kept in view.
(15)
While
preparing/submitting of papers for consideration of the Committee of
Secretaries, the required procedure as detailed in Appendix-7.2 will be
kept in view.
(16)
While
constitution/reconstitution of High-level Commissions/Committees, the required
procedure as detailed in Appendix-7.3 will be kept in view.
II
Arrangement of Papers in A
Case
While submitting a case, the papers, folders,
reference book etc, are to be arranged
in the following order from top
downwards:-
1.
Reverence
books;
2. Notes proton of the current file ending with the note for consideration;
3.
Running
summary of facts;
4.
Draft
for approval , if facts;
5. Correspondence portion of the current file
ending with the latest receipt or issue
, as the case may be
6.
Appendix
to notes and correspondence;
7.
Standing
guard file , standing notes or reference folder, if any ;
8. Other papers , if any, referred to e.g.
extract of notes or correspondence from other files ,copies of orders,
resolutions, gazettes, arranged in chronological orders, resolutions, gazettes,
arranged in chronological, the latest being placed on the top;
9. Recorded files, if any, arranged in
chronological order, the latest being placed on the top;
10. Routine notes and papers arranged in chorological
order and placed in a separate cover.
***************
III
REFERENCING
Referencing
is the process of identifying a document, decision and facts mentioned in a
note, draft or office copy of communication issued. It involves a series of activities. These are described in the succeeding
paragraphs.
a) Every
page in each part of the file (viz, notes, correspondence, appendix to notes,,
and appendix to correspondence) will be consecutively numbered in separate
series, in pencil. Blank intervening
pages, if any, will not be numbered.
b) Each
item poof correspondence in a file whether receipt or issue, will be assigned a
serial number which will be displayed prominently in red ink on the top middle
portion of its first page.
c) The
paper under consideration on a file will be flagged ‘PUC’ and the latest fresh
receipt noted upon, as ‘F.R’. In no
circumstances, will a slip, other than ‘PUC and ‘FR’ be attached to any paper
in a current file. If there are more
than one ‘F.R-I, FR-II etc. (However, in
practice other slips are also attached to a paper in the current file. All the slips should be removed after the
action is over).
d) In
referring to the papers flagged ‘PUC’ or ‘FR’ the relevant page numbers will be
quoted invariably in the margin. Their
page numbers will refer to other papers in a current file.
e) Recorded
files and other papers put up with the current file will be flagged with
alphabetical slips for quick identification.
Only one alphabetical slip will 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.
f) To
facilitate the identification of references to papers contained in other files
after the removal of slips, the number of the file referred to will be quoted
invariably in the body of the note. The relevant page numbers, together with
the alphabetical slip attached thereto, will be indicated in the margin. Similarly, the number and date of orders,
notifications and 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 will be quoted in the body of the notes, while
the alphabetical slips used, will be indicated in the margin.
g) 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 will be indicated in the margin of the notes in pencil.
h) The
reference slips will be pinned neatly on the inside of the papers to be flagged. When a number of papers put up in a case are
to be flagged, the slips will be spread over the entire width of the file so
that every slips are easily visible.
Linking and De-linking of files
1. If
the issues raised in two or more current files are so inter-connected that they
must be dealt with together simultaneously, the relevant files will be linked
in the manner indicated in (2) below.
Such linking may also be resorted to if a paper on one current file is
required for reference in dealing with another current file unless a copy of
the paper can be conveniently placed on the first file.
2. When
files are to be linked, strings of the file board of the lower file (but not
its flaps) will be tied round the upper file. The file board of flap of the
upper file will be tied underneath it in a bow out of the way so that each file
is intact with all its connected papers properly arranged on its file board or
flap.
3. On
receipt back after completion of action, the linked files will be immediately delinked
after taking relevant extracts and placing them on the linked files, where
necessary.
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