POST OFFICE REGULATIONS – 2024 -1

 121. PA Exam Materials – Volume VI Part I & Miscellaneous Rules - 2
B.Rameshu, Divisional Secretary, AIPEU Group C, Tiruppattur Division

Special Forms of Registered Journals (Continued)
• When a Special Registered Journal is presented at the registration counter along with the articles, the articles should be arranged in the serial order of receipts.
• The registration assistant's responsibilities include comparing the article entries with journal entries, verifying: 
o That correct postage and registration fees (and acknowledgment fee, if applicable) are prepaid by stamps (or franking machine).
o That the addressee's name, office of destination, and total postage affixed are correctly entered in the Special Registered Journal.
o That the corresponding number slip is securely pasted to the article.
o That the articles conform to regulations regarding make-up, packing, etc., and are accompanied by necessary documents (e.g., customs declarations, export licenses).
o That the sender's signature is affixed on each page in the appropriate place.
Special Forms of Registered Journals (Post-Verification Procedures)
• After verification, the registration or parcel Assistant should initial both copies of the journal and impress them with the date stamp.
• The carbon copy of each completed page must be detached and kept in a separate guard book, labeled with the sender's name and address.
• The pencil copies and the journal with unused receipts should be returned to the sender for future use.
• A manuscript register with specific headings (Name of firm, Date of posting, Last No. of Regd. Articles entered on incomplete page of the journal returned to the firm, Total No. of registered articles booked, Initials of booking P.A., Initials of official in charge of the branch) should be maintained for articles entered on incomplete pages.
• Before returning the pencil and carbon copies of an incomplete page, each entry must be initialed and dated by the Registered Assistant in the Remarks column. When the incomplete page is presented again and becomes full, its carbon copy should be detached and filed.

Monthly Statistics
• The Registered Assistant should daily enter statistics into the statistical register (Form MS-13), deriving figures from the previous day's records. This includes: 
o Total ordinary Registered Letter mail articles posted in the office and its Branch Offices (BOs), and the total number, value, and insurance fees of insured letters posted in the office and its BOs, obtained from the Registered Journal.
o Total Registered Letters (RL), total number, value, and total insurance fees on insured letters posted in BOs, obtained from the reverse of the BO daily account.
o Total VP registered letter mail articles posted in the office and BOs, and the total amount specified for remittance to senders, obtained from the Registered VP Journal.
o Registered Letters (RL) and Registered Parcels (RP) on postal services should also be counted and entered in the statistical register's appropriate column.
• In Head Offices, on the first of each month, the entries made by the registration and parcel Assistant for the preceding month should be totaled and posted into the monthly statistical abstract (Form MS 14).
• Corresponding figures for the HO's Sub Offices, as reported on the reverse of the Sub Postmaster's (SPM) monthly report, should also be copied into the abstract under the appropriate heads against each office's name.
• The totals for the HO and its SOs should be transferred by the Registered and Parcel Assistant to the monthly statistical memorandum.