Kerala Government offices- Guide lines to effective and efficient service delivery MOP and DOM uploaded by T james joseph Adhikarathil

1. SMART
Office Procedures.
GOVERNMENT OF
KERALA.
MODERN APPROACH TO OFFICE PROCEDURES.

2. Why
training..?
.

3. Employees can be the greatest asset or liability…..
top 3 regrets?
No regrets…..
Your Qualifications/
Your Experience. To ensure QSI

4. ` PUBLIC
SERVANT…….DUAL
ACCOUNTABILITY…….
Who is a customer…..?
The power of
people…..

5. We are not doing a
favor by serving
him……He is doing a
favor by giving an
opportunity to do so….
A customer is an
important visitor in our
office…He is not an
outsider to the
office…He is the part
of it…..He is not an
interruption to our
work…..He is the
purpose of it….

6. LPG
NO
EXCUSES.
RIGHT TO SUCCEED…..

7. SMART WORK
MAKES YOU
SMART.
SMART OFFICES
SMART CARDS.
SMART SERVICES.
SMART CONFERENCES
SMART COMMUNICATION.
SMART PROCEDURES….
VIDEO CONFERENCES..
E .GOVERNANCE…
M.GOVERNANCE…..L
RIGHT TO
SUCCEED…..

8. SMART
WORK.
SPENT A SMALL PART OF
YOUR INCOME FOR YOUR
PERSONAL GROWTH……..
RIGHT TO SUCCEED…..

10. COMMUNICATION SKILLS.
The Customer
1.Want to be heard.
2.Want to be understood.
2.Want to be cared for.
We are good JUDGES for other
Peoples mistake….and good LAWYERS
for our own.
V

11. WHAT CAN WE DO….
file workshops.

12. WHAT CAN WE DO…
Friends are the most
important ingredient in the
recipe of life.

13. WHAT CAN WE DO….

14. SPEED IS THE CREED OF THE
AGE….

15. WHAT CAN WE DO….

16. WHAT CAN WE DO….

17. WHAT CAN WE DO….

18. WHAT CAN WE DO….

19. Value addition--emails-
registers-…voters list.

20. OVER DELIVER IN ALL YOU
DO AND SOON YOU WILL BE
REWARDED FOR THE EXTRA
EFFORT….

21. REVENUE OFFICE
PROCEDURES.

22. Investment for being
different.….

23. Why
training..?
.

24. District Office
Manual.
Everything under the
sun embraces the duties
and responsibilities of a
revenue officer…..His
duties are undefined
rather than defined

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

26. To my customers I will find a
way or I will make one…….

27. ADMINISTRATIVE SET UP.

28. TALUK ADMINISTRATIVE SET
UP.

29. OFFICE SET UP.

30. OPENING OF TAPPAL.
.

31. 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.

32. District Office
Manual.
Everything under the
sun embraces the duties
and responsibilities of a
revenue officer…..His
duties are undefined
rather than defined

33. Tappal.
Any communication
addressed to the office
head received in the office
by post/
through
messenger/directly

34. CURRENT.
Any communication
received in the office
which is date sealed and
numbered.

35. Covers which are
not to be opened by
the Tappal Clerk
1. Tappals received in
name cover.
2. Tappals marked as
SECRET.
3. Tappals marked as
confidential.

36. Arising reference.
Any reference from
the office which
originates the file

37. New case.
Paper which is not
related to a pending
file.
Old case.
Paper which is related to
a pending file.

38. Tapal =
Papers received
by post +
Papers received
Directly.+

39. 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.

40. REGISTERS TO BE HANDLED
BY DISTRIBUTION CLERK.
.

41. REGISTERS TO BE HANDLED
BY section clerk.
.

42. PERSONAL REGISTER IS NOT
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..

43. PERSONAL REGISTER IS NOT
PERSONAL……...
LA INTERPELLATION- DETAILS OF PORAMBOKE LANDS
UNDER ENCROACHMENT.-POSSIBILITY FOR ASSIGNMENT
FAX MESSAGE NO B1- 543566/14 CLR DT 14/09/14
(0471-2357889)

44. PERSONAL REGISTER
CROSS REFERNCING……..
COL.2 COL.3
26-10-14
2387 4375/13
2354 2231/10
2355 2267/11
2357 9854/11

45. Office File or
Pending File.
Note File +
Current File
Flap
File Board.

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

47. 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

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

49. Current File.
1. Current
2. O/c-office copy of the
letter issued with despatch seal.
3. Reply received.
Letters issued.
Letters……..Sir…Yours faithfully
Reminders.
DO letter.,,,Dear Shri(name)
yours sincerely.
Phone/Fax messages/E#mails

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

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

52. Disposals/Books for
referencings.
I. Should be
returned
immediately after
your use.

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

54. Leave/Duty.
1. Your Absence is
accountable.
2. Your Presence is
accountable.
3. Your Cash is
accountable.

55. SUBMISSION OF FILES
MATERIALS NEEDED..
.

56. Submission of files…….

57. Submitting files.
Tagging.
Flagging.
LINKING.
Clubbing.

58. Flagging…….

59. Flagging.

60. Drafting.
Letters.
D. O Letters.
Proceedings.
U.O Notes.
Proceedings.
Circulars.
Minutes.

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

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

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

64. U O Note.
Un official- section to section correspondence.
Need no be approved by the JS.

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

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

67. Proceedings.
Quasi judicial order
1. State the problem.
2. Analysis.
3. Mention act/rule/section.

68. Stop memo.
1. State the offence..
2. State the relevant act and rules.
3. Prohibitory order.

69. SMART drafting.
C3-1612/15 Taluk Office,Kottayam.
Dated:10/03/2015
Phone/Fax-04812568007
Email:tahsildarkottayam@gmail.com
District Collector,
Kottayam.
Sir
Sub:-
Ref:-
Spend a small part of your income for the improvement of of
Your official life…….

70. SMART drafting.
C3-1612/15 Taluk Office,Kottayam.
Dated:10/03/2015
Phone/Fax-04812568007
Email:tahsildarkottayam@gmail.com
District Collector,
Kottayam.
Sir
Sub:-
Ref:-
Spend a small part of your income for the improvement of of
Your official life…….

71. REMINDERS…..Your SKILLS
Be task oriented…….
Can you obtain a report without
issuing a single
REMINDER…?
Communication skills.
Interpersonal skills.
SPEED IS THE CREED OF THE AGE.

72. Time management is life
Management.
The prescribed time limit
As per court Judgments/Acts/Rules
Should be strictly adhered to..

73. Disposal.
A Disposal is a closed File
L: Dis
K: Dis
D: Dis
R: Dis

74. DOM….

75. DOM….

76. DOM….

77. ISSUE OF REMINDERS…….Dont be
Process oriented.

78. Return of Submitted files…….

79. Clubbing of files…….Files
Addressing the same issue can
be clubbed

80. NOTE FILE……...
LA INTERPELLATION- DETAILS OF PORAMBOKE LANDS
UNDER ENCROACHMENT.-POSSIBILITY FOR ASSIGNMENT
NOTE.
SUB-LA INTERPELLATION- DETAILS OF
PORAMBOKE LANDS.-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

81. drafting….
C1-9756/14
District Collector,
kottayam
sub-
ref.
I invite kind attention to the ref cited ……
.........................................................................................

82. Sending e mail messeges….
C1-9756/14
District Collector,
kottayam
sub-
ref.
I invite kind attention to the ref cited ……
.........................................................................................

83. SUBMISSION OF FILES
MATERIALS NEEDED..
.

84. DOM….

85. DOM….

86. DOM….

87. DOM….

88. DOM….

89. DOM….

90. DOM….

91. DOM….

92. DOM….

93. DOM….

94. DOM….

95. DOM….

96. DOM….

97. Receipt of application.….
…….
To my customers, I will find a
way…..or I will make one.

98. DISPOSAL jackets.

99. Files having no action in the
immediate future….

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

101. SMART despatch…..

102. .Thank You…………………
T. J Joseph,
Tahsildar.
Mob 9447464502
T. James Joseph,
Adhikarathil,
Kottayam,Kerala.