Central Secretariat Manual of Office Procedure (CSMOP, 2022)

Central Secretariat Manual of Office Procedure (CSMOP, 2022) issued by Ministry of Personnel, Public Grievances and Pension, Department of Administrative Reforms and Public Grievances

CENTRAL SECRETARIAT MANUAL OF OFFICE PROCEDURE (CSMOP, 2022)
Enabling The March Towards A Digital Secretariat

SIXTEENTH EDITION
MINISTRY OF PERSONNEL, PUBLIC GRIEVANCES AND PENSION
DEPARTMENT OF ADMINISTRATIVE REFORMS AND PUBLIC GRIEVANCES

DR. JITENDRA SINGH
Minister of State (Independent Charge), of the Ministry of Science and Technology,
Minister of State (Independent Charge)
of the Ministry of Earth Sciences, Minister of State in the Prime Minister’s Office, Minister of State in the Ministry of Personnel, Public Grievances and Pensions,
Minister of State in the Department of Atomic Energy and
Department of Space, Government of India

MESSAGE

It gives me immense pleasure to note that DARPG is bringing out the sixteenth edition of Central Secretariat Manual of Office Procedure (CSMOP). In this edition, several path breaking reforms, initiated by DARPG and implemented by Ministries and Departments during 2020 and 2021, have been incorporated.

2. This edition of Manual aims to increase efficiency in decision making and creates a foundation for building a robust knowledge management system in line with National Programme for Civil Services Capacity Building (NPCSCB), the Mission Karmayogi. In addition, the renewed emphasis on digitization of all dak will help usher in a paperless Central Secretariat and enhancing the ease of doing business.

3. I hope that this edition of CSMOP will also help the Ministries/Departments to consolidate their administrative instructions and present them as Master Circulars, thus facilitating a comprehensive understanding of administrative instruction s on a given subject and help the policy makers, analysts and researchers to not only access the policy framework with ease & convenience but also appreciate the overall context in which policy reforms have been undertaken.

4. I am sure that CSMOP 2022 will help Ministries and Departments to dispose their pending matters well in time, closely monitor the workflows and strengthen digital governance across the country. I compliment the efforts of Shri V. Srinivas, Secretary, DARPG and his team, who has been instrumental in incorporating the new age reforms in this Manual

(Dr. Jitendra Singh)
MBBS (Stanley, Chennai)
M.D. Medicine, Fellowship (AIIMS, NDL)
MNAMS Diabetes & Endocrinology

V. Srinivas, IAS
SECRETARY

GOVERNMENT OF INDIA
MINISTRY OF PERSONNEL, PUBLIC GRIEVANCES & PENSIONS,
DEPARTMENT OF ADMINISTRATIVE REFORMS & PUBLIC GRIEVANCES
SARDAR PATEL BHAWAN, SANSAD MARG,
NEW DELHI-110001

FOREWORD

The Department of Administrative Reforms and Public Grievances is the Nodal Department for prescribing procedures for Secretariat Works which are comprehensively embodied in Central Secretariat Manual of Office Procedure (CSMOP). It gives me immense pleasure to share the 15th Edition of CSMOP . The new Edition incorporates the Administrative Reforms ushered in the Central Secretariat under the” Initiatives for Increasing Efficiency in Government’ and under the “Special Campaign for Disposal of Pending Matters”.

The 15th Edition has focused on the 4-pronged approach of Delayering, Delegation, Operationalization of Desk Officer System, Digitization of Central Registration Units and implementation of e-Office Version 7.0 as part of the silent transformation underway in the context of Increasing Efficiency in Decision Making in the Government. Government directions for weekly implementation of the Swachhta Campaign in all Ministries/Departments , and Monthly monitoring/review have been incorporated . The introduction of Nodal Appellate Authorities and revised timelines for grievance redressal also finds mention in the report.

For those who are working in the Government and for future entrants, the manual will be an invaluable source of training , guidance and reference.

Dated: July 13, 2022

(V. Srinivas)

TABLE OF CONTENTS

Sl. No.	Content	Para No.	Page No.
1	Chapter 1 Introduction	1	1-4
2	Chapter 2 Organisational Structure of Government of India	2	5
	Government	2.1	5
	Council of Ministers	2.2	5
	Allocation/Transaction of govt. Business	2.3	5-6
	Ministry/Department	2.4	6-7
	Integrated Headquarters of Ministry of Defence	2.5	7-8
	Attached and Subordinate Offices	2.6	8
	Constitutional Bodies	2.7	8
	Statutory Bodies/Regulatory Bodies	2.8	8
	Autonomous Bodies	2.9	8
	Central Public Sector Enterprises	2.10	8
	Information and Facilitation Counter	2.11	9
	Appendix – 2.1 Illustrative list of functions to be performed by designated section handling work the Internal Work Study Units/O&M	Para 2.4 (viii)	9-12
3	Chapter 3 Functionaries and Functions	3.1	13-15
3	Appendix- 3.1 Detailed responsibilities of Section Officer	3.1(vi)	16-17
4	Chapter 4 Decision making in Government	Para 4.1-para 4.8	18-23
5	Chapter 5- Management of Dak Receipts
	Receipt of Dak	5.1	24-25
	Scrutiny of Dak	5.2	25-26
	Registration of Dak	5.3	26-27
	Acknowledgement of Dak	5.4	26-27
	Distribution of Receipts	5.5	27-28
	Perusal and Marking/sending of Receipts	5.6	28
	Movement of Receipt	5.7	29
	Action by higher officer	5.8	29
	Allocation of disputed Receipts	5.9	29
	Action on receipt by functionaries in the Department	5.10	29-31
	Appendix Dak @ Register	Para 5.3 (i)	32
	Functions of CRU	Appendix 5.2	33
	Guidelines for handling of Daks in CRU	Appendix 5.3	35
	Appendix Scanning Guidelines	Appendix 5.4	36
6	Chapter 6 File Management System		37-59
	File	6.1	37
	File Management System	6.2	37-39
	Instances where files need not be opened	6.3	39
	File Register	6.4	40
	File Movement Register	6.5	40
	Filing of Papers	6.6	40-42
	Referencing	6.7	42-43
	docketing	6.8	43-44
	Linking of files	6.9	44
	Part File	6.10	44-45
	Transfer, reconstruction and renumbering of files	6.11	46
	Movement of Files and other papers	6.12	47
	Urgency grading	6.13	48
	Appendix Essentials of a functional file index and an identifying file numbering system	Appendix 6.1	49-52
	Appendix Assigning file numbers under the File number system based on subject classification	Appendix 6.2	53-54

	Appendix File Register	6.3	55
	Appendix File Movement Register	6.4	56
	Appendix Illustrative of Docketing and Referencing on the notes portion	6.5	57
	Appendix Illustrative of referencing of previous references in the correspondence portion	6.6	58-59
	Appendix Specimen of standard heads of a section	6.7	60-73
7	Chapter 7 Guidelines on Noting		60
	Note	7.1	60-63
	Guidelines for noting	7.2	61-64
	Examination in Section by Dealing Officer	7.3	64-65
	Examination by Section Officer	7.4	65
	Examination by Branch Officer and above	7.5	65-66
	Level of disposal and channel of submission	7.6	66-67
	Deviation from normal procedure or rules	7.7	67
	Running summary of facts	7.8	67
	Oral Discussion	7.9	67-68
	Oral instructions by higher officers	7.10	68
	Oral order on behalf of or from Minister	7.11	68-69
	Confirmation of oral instructions	7.12	69
	Modification of notes or order	7.13	69
	Functional approach to noting	7.14	69-73
	Appendix	7.1	74
8	Chapter 8 Communication, Forms, Channels and Procedure		75-100
	Inter-Departmental Consultation	8.1	75-77
	Noting on files received in nodal Sections or nodal Ministries from other Departments	8.2	78
	Emails	8.3	78-79
	Other forms of written communication	8.4	79-80
	Email, fax, speed pot, registered post, Telephonic communications, etc.	8.5	81
	Correspondence with attached and subordinate offices	8.6	81-82
	Single File System (SFS)	8.7	82-83
	References to constitutional authorities	8.8	83-85
	Prompt response to letters received	8.9	86
	Use of official language in Government Communications	8.10	86
	Appendix 8.1 Specimen of a letter & Endorsement of a letter Specimen of a demi-official letter & endorsement of a D.O letter Specimen of Office Memorandum Specimen of Office Order Specimen of Order Specimen of Inter- Departmental Note Specimen of Notification and Endorsement of Notification Specimen of Resolution Press Communique/Note		87-96
	Appendix 8.2 Composition of the Gazette of India and instructions for sending material for publication therein		97-100
9	Chapter 9 Guidelines on Drafting of Communications		101-109
	Procedure for preparing draft communications and its approval	9.1	101

	General Instructions for drafting	9.2	102-103
	Authentication of Government orders	9.3	103
	Addressing communications to officers by name	9.4	104
	Drafting of demi-official letters	9.5	104
	Responsibility mapping regarding issue of communications	9.6	104-108
	Appendix	9.1	109
10	Chapter 10 Records Management		110-118
	Activities involved in records management	10.1	110
	Stage of recording	10.2	110
	Departmental instructions of records management	10.3	111
	Categorisation of records	10.4	111-112
	Procedure for recording	10.5	112
	Stage of indexing	10.6	113
	Record Retention Schedule	10.7	113
	Custody of records	10.8	113-114
	Review and weeding of records	10.9	114-115
	Quarterly progress reports of recording and reviewing of files	10.10	116
	Maintenance/transfer of records in the personal offices of Ministers	10.11	116-117
	Records maintained by officers and their personal staff	10.12	117
	Requisitioning of records	10.13	117-118
	Appendix Register for watching the progress of recording	10.1	119
	Appendix Illustrative list of records fit for permanent preservation because of (a) their value for administrative purposes, and 9b) their historical importance	10.2	120-121
	Appendix List of files transferred to National Archives of India/Departmental Record Rooms/Sections/desks	10.3	122
	Appendix Record Review Register	10.4	123
	Appendix List of files due for review	10.5	124
	Appendix Quarterly progress report on recording of files	10.6	125
	Appendix Quarterly progress report on review of files	10.7	126
	Appendix Consolidated monthly progress report on recording of files	10.8	127
	Appendix Consolidated monthly progress report on review of record files	10.9	128
	Appendix Retention schedule for records prescribed in the Manual of Office Procedure	10.10	129-130
11	Chapter 11 Knowledge Management		131-139
	What are aids to processing	11.1	131
	Note for the Successor	11.2	131 – 132
	Standard Process Sheet	11.3	132 – 133
	Standing Guard File	11.4	133-134
	Standing Note	11.5	134
	Precedent book	11.6	134-135
	Reference Folder	11.7	136
	Induction Material	11.8	137
	Master Circulars	11.9	137 -138
	RESPONSIBILITY MAPPING	11.10	138
	Appendix Note for the Successor	11.1	138 – 139
	Annexure to Appendix	11.1	139 – 140
	Appendix Format of Precedent Book	11.2	140 – 141
12	Chapter 12 Monitoring of Timely Disposal		142 – 146
	Primary responsibility	12.1	142
	Time limits for disposal of cases	12.2	142
	Watch on disposal of communications received from Members of Parliament and VIPs	12.3	142 – 143
	Monitoring of court/CAT cases and implementation of Court/CAT Order	12.4	143-144
	Requests received under Right to Information Act, 2005 (RTI)	12.5	144
	Register of Parliamentary Assurances	12.6	144
	Check-list of periodical reports	12.7	145
	Review of periodical reports/returns	12.8	145
	Monitoring of Websites	12.9	145 – 146
	Disposal of Pending Matters	12.10	146
	Appendix- Register for keeping a watch on the disposal of communications received from Members of Parliament/VIPs	12.1	147
	Appendix Register for keeping a watch on the disposal of communications received from Members of Parliament and VIPs	12.2	148
	Appendix Particulars of M.Ps/VIPs letters pending over a fortnight	12.3	149
	Appendix Illustrative list of VIPs	12.4	150
	Appendix Details of Pending Court/CAT Cases	12.5	151
	Appendix Status of Implementation of court/CAT Judgements	12.6	152
	Appendix Register of Parliamentary Assurances	12.7	153
	Appendix Check list for watching receipt of incoming periodical reports for the year	12.8	154
	Appendix Check list for watching despatch of outgoing periodical reports for the year	12.9	155
	Appendix Reports on O&M Activities	12.10	156-158
13	Chapter 13 Security of Official Information and Documents		159-161
	Communication of official information	13.1	159
	Treatment of classified papers	13.2	159
	Confidential character of I.d. Notes/files	13.3	159-160
	Communication of information to the press	13.4	160
	Use of restrictive classification for printed reports etc	13.5	160-161
14	Chapter 14 Annual Action Plan & Citizen’s /Client’s charter		161-166
	Annual Action Plan	14.1	162
	Citizen’s/client’s Charter	14.2	162-164
	Public Grievances Redressal Mechanism	14.3	164
	The main guidelines on Grievance Redressal	14.4	164 – 165
	Central Public Grievance Redress and Monitoring system (CPGRAMS)	14.5	165 – 166
	Issues not taken up for Redressal of Grievances	14.6	166
	Machinery and work relating to Public Grievances	14.7	166
	Appeal Mechanism in CPGRAMS is as under	14.8	166
	Appendix	14.1	167
15	Chapter 15 eOffice Digitization Framework		167-181
	Governance Structure	15.1	167
	Digitization Framework	15.2	168
	Phase of Digitisation Process Phase1: Plan Phase 2: Prepare Phase 3 : Implement Digitisation Process Mode of Scanning Scanning Specifications & Format Entry of the Metadata Storing the scanned documents		169-178
	Guidelines, Standards & procedure Guidelines for Metadata Guidelines for Storage and Storage format Guidelines for maintaining Quality Control Security guidelines User Training	15.3	179-181
	Integration into eOffice	15.4	182-183
16	Chapter 16 Inspection		182-191
	Purpose and periodicity	16.1	182
	Simplification of the process of inspection	16.2	182
	Inspection teams/authority	16.3	183
	Inspection program	16.4	183
	Inspection Report	16.5	183 – 184
	Supplementary inspection	16.6	184
	Periodic inspection by supervisory officers	16.7	184
	Appendix Inspection questionnaire for Departments on implementation of e Office	16.1	185 – 186
	Appendix Inspection questionnaire for CRU where eOffice has commenced	16.2	187
	Appendix Inspection questionnaire for Departmental Records Room	16.3	188
	Appendix Inspection questionnaire for a Section/Desk	16.4	189-190
	Inspection questionnaire for a personal section/staff	16.5	191-192
	Glossary		193 – 201

INTRODUCTION

CHAPTER- 1

1.1 The prime objective of all public service is to meet the citizens’ needs and to further enhance their welfare. At the same time, those who are accountable for the conduct of that business have to ensure that public resources are managed with utmost care and prudence, as per the laws and the laid down rules & procedures. It is, therefore, necessary in each case to keep appropriate record not only of what has been done but also of why was so done.

1.2 The efficiency of Government to a large extent depends on evolution of adequate processes and procedures and ability of its functionaries to follow them. Accordingly, the efficiency of persons handling information in a Department is judged by their ability to dispose of issues with speed and quality following the procedures prescribed for the purpose. To achieve the twin objectives of efficiency and speed for public good, various Departments of the Government of India over the last decade or so have taken a number of initiatives like introduction of eOffice system.

1.3 The procedures prescribed in this manual attempt to balance the conflicting consideration of speed, quality, transparency and propriety. In a dynamic context, this balance cannot be rigidly or permanently fixed.

1.4 In order to create awareness about these processes and practices especially at the cutting edge level and to sensitize new entrants inducted at various levels in the Central Secretariat, the Department of Administrative Reforms & Public Grievances, as a nodal agency in the field of ‘Organisation & Methods’, has laid down various procedures for performance of secretariat work by the functionaries in various Ministries/Departments of the Government of India in the form of Central Secretariat Manual of Office Procedure (CSMOP). The First Edition of the Central Secretariat Manual of e-Office Procedure (CSMeOP), brought out in the year 2012, was a step forward towards evolving a paperless environment of decision making process while concurrently achieving speed and accuracy.

1.5 The procedures laid in earlier manuals (relating to physical paper work) have been dovetailed with the new eOffice applications that aim at paperless office. The procedures laid down in this new edition of manual have been adopted for use after careful examination of methods and procedure followed in Ministries/Departments/Offices in Government of India. While doing so the organizational needs of operating functionaries at the initiating level have been the primary concern. The Departments are expected to proactively adapt and to ensure that their teams too switch over to the e-Office.

1.6 First published in March, 1955, CSMOP has been updated from time to time in accordance with the changing scenario. This is the sixteenth revised edition in the series. Newly inducted officials must be trained on the procedures contained in the CSMOP and Refresher Courses should also be organized.

1.7 This Manual also lays down the essential procedures for efficient information and file management i.e. processing, handling and control of official information either on paper or in digital form in the Central Secretariat across Central Ministries and Departments. To provide sufficient flexibility, the Manual suggests the issue of Departmental Instructions which could supplement or vary, within broad limits, the prescribed procedures to suit special conditions and requirements. The various provisions of the Manual which visualize issue of Departmental Instructions are listed in Appendix 1.1. Each Department may devise suitable arrangements, including inspections to ensure compliance of provisions contained in this Manual and Departmental Instructions issued by it.

APPENDIX 1.1
(Para 1.6)

Matters in respect of which Departments are to issue Departmental instructions)

Sl. No.	Subject	Reference to Para in the Manual
(1)	(2)	(3)
1.	Designating Link Officers	31 (Glossary)
2.	Designating an officer to receive urgent dak outside office hours (for Departments having no resident clerk or night duty staff for the purpose)	5.1.(iii)
3.	Categories of receipts which should be entered in the dak register	5.3.(ii)
4.	Types of receipts which should be seen by higher officers before they are processed	5.6.(iii)
5.	Designating of an officer to decide allocation of disputed receipts	5.9
6.	Categories of ‘routine cases which the section officer can dispose of and types of ‘intermediate action’ which he can take on his own	5.10.(c)
7.	(a) Levels at which different classes of cases may be finally disposed of and (b) channel of submission of each category of cases	7.6.(i)
8	Categories of cases for which standard process sheets are to be devised	7.14.(v)
9.	Levels competent to make or authorize inter-departmental references	8.1.2
10.	Approval of information to be uploaded on web-sites like PRAGATI, etc.	9.6.(i)
11.	Instructions on the need for and maintenance of Stamps Accounts Register	9.6(ii)
12.	Regulate review of records	10.3
13.	Categories of record to be treated as of historical importance	10.4(i)(b)
14.	Instructions for categories of files for which card indices are to be prepared	10.6
15.	Departmental record retention schedule prescribing retention periods for different categories of records connected with substantive functions	10.7(i)(d)
16.	Procedure for review and weeding out of records maintained by officers and their personal staff	10.12
17.	Time limits for disposal of cases	12.2
18.	Restriction of access of various categories of classified documents	13.2
19.	Level to which inspection report and compliance reports should be submitted	16.5(iii)
20.	Issue of VPN to the Officers of the rank of US	Box e 7.1