DEPARTMENTAL ENQUIRIES AND INVESTIGATION
BREAKS AND ACCIDENTS:
Interruptions of the mail service due to breaches on the railway, floods, accidents or any other cause, should be reported by the Head sorting assistant of the set on duty to the Superintendent. the Inspector and the Record Office to which the set is attached. 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 and the Record office. In case of detentions of less than this period a report by fax/telegraph should be sent only to the Record office. (Rule 7, Vol. VII)
DISPOSAL OF RECORDS:
1) The following records should be torn up and
sold as waster paper on the expiration of the period of preservation noted
against each.
(i)
Correspondence relating to robberies, thefts etc. (Inland Post) - One year
after the cases are closed
ii.
Invoices of articles received from the Stock Depot - Three years
iii.
Carbon copies, invoices of articles returned to the Stock Depot - Three years
iv.
Order book of a mail office and a section (including abolished mail or RO). -
Three years
v.
Correspondence relating to personal files (appointments, nominations, leave,
pensions, punishments) - Three years after the month in which the official
concerned ceased to belong to the Department
In
cases where the Department is likely to be involved in some loss, they should
be preserved till the monetary responsibility is fixed.
(vi)
Work papers of RMS offices and Sections - Eighteen months.
(vii)
Correspondence relating to the disposal of registered articles (both letters
and parcels) - Eighteen months
(viii)
Other records of a record or sub-record office with the exception of those
mentioned in the following paragraph, and account records detailed in the Posts
and Telegraphs, Financial Hand Book, Volume 1 - Eighteen months
(ix)
Arrangement Register, Attendance Register and Daily Report - Eighteen months
(In
cases where the Department is likely to be involved in some loss, they should
be preserved the monetary responsibility is fixed)
2.
The following records may not be destroyed without the special permission of
the Head of the Circle
Order
book of a record office
Nominal
roll of token-holders.
Work
papers, correspondence, or documents regarding which enquiry is in progress, or
connected with cases which have not been fully decided or closed.
3.
When the records mentioned above are to be destroyed, the destruction should be
effected in the record officer's presence by tearing them into pieces in such a
manner that they cannot be used again. They should then be sold as waster
paper.
Note: 1- Gradation lists should be destroyed three years after new one have been issued and registers of sanctioned establishment should be destroyed at the end of the year after new ones have been supplied or prepared.
STAFF NOT TO LEAVE VAN OR MAIL OFFICE:
Except under special circumstance and with the permission of the Head Sorting Assistant or the Superintendent or Inspector, no official may leave the mail van at any intermediate station during the trip; nor may any official of mail office leave the office at any period during the working hours except that the Head Sorting Assistant is allowed to leave the office only for the purpose of exchanging mails. (Rule 35, Vol. VII)
WINDOW OF VAN TO BE CLOSED WHEN AT PLATFORM
When
the train is drawn up at railway station platform, the window of the van on the
side of the platform should be closed after the mail have been exchanged and
kept closed till the train starts. Staff on duty are prohibited from talking to
travellers or acquaintances at railway stations. (Rule 36, Vol. VII)
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