General Knowledge Questions on Indian Culture & Freedom struggle 1.

 120. PA Exam Materials – Volume VI Part I & Miscellaneous Rules - 1
B.Rameshu, Divisional Secretary, AIPEU Group C, Tiruppattur Division

04. Memorandum of Distribution of Work (MS-11)
• In offices with one or more Postal Assistants (PAs), the Postmaster must submit a Memorandum of Distribution of Work (MDW) for the Superintendent of Post Offices' (SPO) approval. This memorandum details the designations of officials employed in each branch of the office.
• No changes should be made to the MDW without the SPO's explicit order.
• In cases of sudden illness or casual leave absence, the Postmaster may make temporary arrangements to cover the absentee's duties. These temporary arrangements must be noted in the Postmaster's order book.
• When a permanent redistribution of work becomes necessary in an office, a revised memorandum must be submitted for sanction.
• It's important to note that "C" class offices do not maintain an MDW.

Nominal Roll (MS-12)
• The Nominal Roll (MS-12) serves as a record of the Postal Assistants actively at work on any given day.
• Whenever a change, whether temporary or permanent, is made to the duty of any PA staff member, it must be recorded by the Postmaster.
• A Nominal Roll may also be maintained for postmen and village postmen in offices where their strength exceeds 25.

4-A. Attendance Register (S-37)
• An Attendance Register (S-37) must be maintained in every post office.
• In larger offices, a separate attendance register may be kept for each branch and specifically for postmen and MTS (Multi-Tasking Staff).
• The register will be examined by the Postmaster or other officer in charge of the respective branch, as applicable.
• For staff performing split duties, attendance in the register should be marked twice to reflect both shifts.

5. Village Sorting List (M-52)
• A Village Sorting List (M-52) will be prepared and supplied to each office by the designated authority.

Order Book
• The Postmaster's Order Book is maintained to record various essential details and instructions. Key information to be entered includes: 
1. The hours of attendance for officials and the distribution of work among Postal Assistants and postmen, especially concerning arrangements during their absence.
2. Any unusual occurrences that take place within the office.
3. The results of examinations of locks, uniforms, stamps, advances, etc.
4. The outcome of the quarterly examination of the stock of bags.
5. Any orders passed by the Postmaster for the regulation of their office.
• The Postmaster should affix their dated initials for every entry made in the order book, and the concerned officials should initial after noting the orders to confirm their awareness.

• In Sub Offices, error books are used in place of this order book.

51. Notice of Hours of Business
• The Notice of Hours of Business provides detailed information regarding: 
o Receipt of mails
o Delivery of mails
o Dispatch of mails
o Transaction of business with the public
• In Head Offices and important Sub Offices, two separate notices are supplied: 
o One showing the hours for receipt, delivery, and dispatch of mails (Form M-12).
o The other showing the hours for the transaction of business with the public (Form M-6 (a)). Both notices are printed in large, bold type, in both English and the Regional language, and are supplied by the Superintendent.

• In Sub Offices, a single, consolidated notice in Form M-6 should be supplied by the Superintendent.
• For Branch Offices, a notice in Form M-6 (c) should be supplied by the sub-division.
• If any alteration to the hours of business is proposed, a report detailing the alteration must be submitted to the officer who supplied the original notice.
• In the case of First Class Head Offices, the Postmaster himself has the authority to issue notices of hours of business.