DOM and MOP Kerala Land Revenue office procedures - Guidance to newly recruited staff of Government of Kerala PPT from T James Joseph Adhikarathil Kottayam -

1. T. James Joseph
OFFICE PROCEDURES
IN
KERALA LAND REVENUE OFFICES
T James Joseph Kottayam.

2. ATR- Citizen centric Administration
 ACCOUNTABLE.
 TRANSPARENT.
 RESPONSIVE

3. 106 DEPARTMENTS.
REVENUE.
POLICE.. -----LAW ENFORCING DEPARTMENTS.
EXCISE.
.

4. DUTIES OF A REVENUE
OFFICER.
Everything under the sun embraces the
duties and responsibilities of a
revenue officer, His duties are
Undefined rather than defined

5. IMPORTANCE OF LEARNING ACT/RULES…..
YOU ARE ACCOUNTABLE…!
Why did you do that….?
Why didn’t you do that…?
 The power of the people is stronger
 than people in power.

7. CHANGE WITH THE CHANGE.
Many of the directions in the
DOM has lost its relevance…
speed is the creed of the
age….administration is citizen
centric…
Eg- The financial assistance to a citizen should be
delivered in his Bank Account within 100 hours after
the receipt of application

8. TAPPAL
Any communication addressed to
the office head received in the
office by
post/Email/online/through
messenger/directly.

9. Receipt of application.
 If the application is received
directly, receipts should be given
to the applicant.
 You have no right to deny the
receipt application.

10. OPENING OF TAPPAL.
.

11. CURRENT
 Any communication received in
the office which is date sealed,
and NUMBERED.
 Application should bear court fee
stamp for Rs 5.
 No stamp for SC/ST

12. Tappals not to be opened by
tappal clerk.
1. Tappals received in name cover.
2. Tappals marked as SECRET.
3. Tappals marked as confidential

13. Arising reference.
 Any reference from the office which
originates the file.
 Requests for stationery/repairing/TA etc.

14. New case/Old case.
 New case.
Paper which is not related to a
pending file.
 Old case.
Paper which is related to a
pending file.
New file originates from a new case.

15. Registration of tapal
2 stages.
1. By the distribution Clerk in the
Distribution Register/Special
Register/Security register.
2. By the section Clerk in the Personal
Register.

16. REGISTERS TO BE HANDLED
BY DISTRIBUTION CLERK.
.

17. REGISTERS TO BE HANDLED
BY section clerk.
.

18. PERSONAL REGISTER IS NOT
PERSONAL…. PERSONAL……...
1.SERIAL
NUMBER
2.CURRENT
NUMBER.
3.DATE.
4.SUBJECT.
5.DATE OF
SUBMISSION.
6. DATE OF
RETURN
REFERENCE
ISSUED TO
WHOM.
8. COMMN
RECEIVED
9.DATE.
10.NATURE
OF DISPOSAL..

19. .

20. Registering new cases…..>
LA INTERPELLATION- DETAILS OF PORAMBOKE LANDS
UNDER ENCROACHMENT.-POSSIBILITY FOR ASSIGNMENT
FAX MESSAGE NO B1- 543566/14 CLR DT 14/09/14
(0471-2357889)

21. Registering old cases..
CROSS REFERNCING…..……..
COL.2 COL.3
26-10-14
2387 4375/13
2354 2231/10
2355 2267/11
2357 9854/11

22. .
 . Note File. + Current File
 Flap
 File Board.
 slips
Office File or
Pending File.
.

23. .
 Seat No. + Current Number. +
Year
 B3-13520/15
File Number

24. Note File.
1. Subject.
2. Reference.
3. File Number.
 Notes in Paragraphs(brief summary+ arguments for and
against the measures to be taken + suggestions+ opinion
of the Js
+order of the officer
 Initials with date sc / Js/Officer.
 File Vayanakkum arivilekkum utharavinumayi
samarpikkunnu……………??????

25. Note File.
1/3rd margin.
Front page- Left Margin
Back page - Right Margin.
Sub/ref. Red ink
Paragraphs to be numbered.
Pages to be numbered
with Blue ink.
No notes should end at the end of the page
Sufficient blank pages should be added……

26. Subject-General to specific.
LA INTERPELLATION- DETAILS OF PORAMBOKE LANDS
UNDER ENCROACHMENT.-POSSIBILITY FOR ASSIGNMENT
NOTE.
SUB-LA INTERPELLATION- DETAILS OF
PORAMBOKE LANDS.-Poonjar village
POSSIBILITY OF ASSIGNMENT UNDER
ZERO LAND LESS SCHEME.
REF-FAX MESSAGE NO B1- 543566/14
DT 14/09/14 from SECY REVENUE (S) Dept.
C1-5476/14

27. Current File
Current……+
Office copy of the letters issued…..+
Reply received…….

28. Initials of Clerk.
I. At the end of the notes.
II. In the draft.
III. Fair copy should be compared and initialled

29. Clubbing.
I. File dealing with same matter.
II. Order should be obtained.
III. Note of old file + Note of the new file.
IV. Old current file+ New current file.
V. Continuous numbering.

30. Numbering.
I. Note file with Blue Ink.
II. Note file paragraphs with Blue ink,
III. Current file with RED ink.

31. .

33. .

34. Disposals/Books for
referencings.
 Should be returned immediately
after your use.

35. Charge Taken/Hand over.
There must be proper registers
for
files/records and valuables.

36. SUBMISSION OF FILES
MATERIALS NEEDED..
.

37. Submission of files…….

38. Submitting files.
 Tagging.
 Flagging.
 LINKING.
 Clubbing.

39. Flagging…….

40. S-M-A-R-T- Drafting.
 Letters.
 D. O Letters.
 Proceedings.
 U.O Notes.
 Notices.
 Circulars.
 Minutes.
 STOP MEMO
 MAHAZAR
 Reports.

41. SPECIFIC Drafting.
 Decisions (Say Yes or No- quote rules)
 Conditions.(Tharka rahitham)
 Directions.(niyamaprakaram…?)
 Acts/rules.
 Accept responsibility.
 Use tabular form.
 Directions should be indexed…Akkamittu
nirathi….

42. Measurable - Drafting.
 A recent study reveals that a single page letter
from a government office cost Rs.1200. ….The
question is whether you are giving value for
money.
 Your work should be measurable…How far you
have reached…daily/monthly/yearly.
 Don’t give vague statements….QQQ
 Fix targets.
 Use tabular statements.
 Use only metric measures.

43. Achievable - Drafting.
 Avoid under estimation/Over estimation.
 Fix reasonable targets.
 Select the right mode of communication.

44. Result oriented - Drafting.
 Never be process oriented ..Be task oriented.
 Ensure efficiency and effectiveness.
 Select the right mode of communication.
 Eg- When giving direction to GP to defend the
case…. available SOF also must be given.

45. Time bounded- Drafting.
 SPEED IS THE CREED OF THE AGE.
 Timely delivery of messages…
 There should be time limit in directions…
 Reply should be time bounded….Avoid
reminders .
 Notices only in statutory cases.
 Ensure that there is no omission in enclosures.
 Encourage INTER PERSONAL RELATIONSHIP..

46. Endorsements.
 Endt on B3-23235/14
 Forwarded to All village officers for strict compliance.
 Collectorate.kottayam
 Dated 10/03/2015 For District Collector

47. N:Dis
 N;Dis B3-6754/14
Forwarded to All village officers for strict
compliance.
Collectorate,kottayam
Dated 10/03/2015 For District Collector

48. U O Note.
 Un official- section to section
correspondence.
 Approved by the JS.

49. Reminders.
 Need not be signed by the
Head of the office.
 Avoid formal issue- Use inter
personal relation ship.

50. Notices.
 Only in statutory cases.
 Mobile number is the key-
 Use inter personal relation ship.

51. Proceedings.
 Quasi judicial order
1. State the problem.
2. Analysis.
3. Decision.

52. Stop memo.
1. State the offence..
2. State the relevant act and rules.
3. Prohibitory order.
& Show cause….

53. My Presence is Measurable.
WRITING MINUTES---Conference & Minutes
must be smart.

54. My Presence is Measurable.
EVENT MANGEMENT
Plan.
Preparation.
Practice.
Play your role.

55. My Presence is Measurable.
SQUAD WORK.
Plan.
Preparation.
Practice.
Play your role.

56. Learn the right principles in the right time....otherwise you will
be forced to learn the same principles in the wrong time……
1.Urgent Letter sarinte
mesappurathu/despatchil.
2. Oru karyam enikkariyam njan
uzhappunnila…..
3.Ente kayyil oru vivaravumilla …Ellavarodum
medichu koottiyedukkam.
4.Ellavarodum abhiprayam chodichekkam.
5. Oru ormakurippu koodi.
6.Njan paranjal avar anusarikukayilla.
7. Oru urgent workundu .
8. Athu pandu muthale…………..

57. Arrear List.
 .

59. Stock File.
 Important orders, circulars which are useful.
 Proper indexing.

60. Inspection of personal
registers…..
 Submit the PR on the due date for Inspection.

63. Return of Submitted files…….

64. SUBMISSION OF FILES
MATERIALS NEEDED..
.

65. DISPOSAL jackets.

66. Leave/Duty. …..no interval
no lp
1. Your Absence is accountable.
2. Your Presence is accountable.
3. Your Cash is accountable.

67. Office time 10 AM to 5 PM…..
No lunch Break…….

68. PERIODICAL INSPECTION OF PR…..REGISTERS
TO BE SUBMITTED…RESUBMISSION WITHIN 48
HOURS.

69. SMART despatch…..

70. WORK DISTRIBUTION IN
VILLAGE OFFICES

71. WORK DISTRIBUTION IN VILLAGE OFFICES
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97. .

98. THANK YOU

99. Thank You!!
 .
T. JAMES JOSEPH Tahsildar MOB -9447464502
WEB- www.slideshare.net.in/mysandesham.
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