Refresher Questions for Exam Preparation (Set - 1)

 Volume VI Part I & Miscellaneous Rules - 1

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.

Special Forms of Registered Journals 
• 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.