60. Rules Digest - Comprehensive Review of SB and CC Processes & Procedures to Plug Loopholes and Streamline the System
• A group of officers, including JS & FA, DDG (Vig), DDG (P), and DDG (Estt.), reviewed procedures in light of recent frauds and identified the need for enhanced security and vigilance.
1. Strict Adherence to Tenures (Preventing Overstayal):
Tenures for Single-Handed SPMs, Double-Handed SPMs, and PAs in double-handed SOs and above must be strictly observed.
Despite existing instructions requiring PMG/CPMG approval for overstay, Divisional Heads frequently allow staff to continue beyond tenure, and inspecting officers often do not object.
Continuing a PA in a double-handed SO as SPM in the same office, ignoring previous PA tenure and treating SPM tenure as fresh, is incorrect. Office tenure as a whole must be strictly observed.
PAs in HPOs have a four-year tenure (with some exceptions for SB incentives qualified officials); officials are often retained far in excess of this, which must be stopped immediately.
2. Checks for Functionally Single-Handed Double-Handed SOs:
When double-handed SOs effectively operate single-handedly for long durations (e.g., PA acting as SPM for withdrawals), they should be treated as single-handed post offices for vigilance purposes.
In such cases, checks prescribed for single-handed SOs, such as calling for ECB memos for excess cash retention and verification of high-value SB withdrawals/TD Accounts, must be insisted upon.
3. Enhanced Cash Security:
Security of cash requires a thorough review.
Special provisions are needed for post offices retaining heavy amounts of cash, including:
Providing inner locks (godown locks).
Using better quality safes (e.g., Godrej Defender).
Concrete embedding of safes.
Implementing better guarding systems.
Installing burglary alarms.
These measures should be implemented by making necessary budget provisions in the financial year 2007-08, as suggested by Secretary (Posts) on July 18, 2006.
Comprehensive Review of the SB AND/CC processes and procedures with a view to plugging loopholes and to streamline the system
I am directed to refer to PAF division letter No. DDG (PAF) /Misc. /2006, dated 1.12.2006 and DDG (Vig) D.O letter No. 5-10/WB-01/2006-Inv. dated 14.06.2006 on the above mentioned subject.
2. Continuing the process to analyze the causative factors facilitating SB/CC frauds, group of officers consisting of JS & FA, DDG (Vig), DDG (P) and DDG (Estt.) reviewed the procedures further in the light of recent frauds and felt it necessary to review the security arrangements and preventive vigilance checks by the Heads of Circles again, based on the ever changing threat perception. The group made the following additional recommendations.
(i) Tenures of single-handed and double-handed SPMs and PAs working in double handed SOs and above must be observed very strictly. Although instructions exist that overstay of tenure has to be personally approved by the PMsG/CPMsG, many cases are noticed where Divisional Heads manage to continue staff beyond the tenure on some pretext or the other and the inspecting officers also do not object to this. In some cases, PA in double handed SO is continued there itself as SPM, ignoring his previous stay as PA and treating the SPM's tenure afresh from the date of posting as SPM. This is incorrect and office tenure as a whole should be observed strictly. Tenure of PAs working in HPOs is four years with some exception for SB incentives qualified officials. It is observed that officials are retained far in excess of prescribed tenure, which need to be stopped forthwith.
(ii) Double handed SOs practically work single handed for long durations. In such cases, the PA himself allows withdrawals in his capacity as SPM and therefore, the post office has to be practically treated as single handed. In all such cases, checks prescribed for single-handed SOs like calling for ECB memos for excess retention of cash, verification of high value SB withdrawals, TD Accounts etc. should also be insisted.
(iii) Security of cash needs a thorough review and special provisions like providing inner lock (godown lock), better quality safes (suggested Godrej Defender), concrete embedding of safes, better guarding systems and burglary alarms at post offices retaining heavy amount of cash need to be made. As suggested vide Secretary (Posts) DO letter No. 10-1/2006-Inv, dated 18.07.2006, these steps may be implemented making necessary budget provisions in the year 2007-08.
3. It is requested to accord your personal attention so as to successfully implement these instructions/measures, and thus minimize the chances of further frauds in the post offices.
(DG (P) No. 4-95/Misc. 03/2007-Inv dated 16.07.2007)
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