Para 11 — CSMOP
Original Rule Text
11. Registration of dak –
(i) All covers, except those addressed to Ministers/Officers by name or those bearing a security grading, will be opened by the Central Registry (CR)/Information Facilitation Centre (IFC).
(ii) All opened dak as well as the covers of unopened, classified dak, will be datestamped in a format suitable to the Ministry/Department concerned with details including name of the Ministry/Department, Date of Receipt, C.R./I.F.C. Number, Section Diary Number.
(iii) The physical dak (including the fax messages) would be received by various functionaries (e.g. C.R. Unit or the personal staff of the officer concerned). It shall be the responsibility of the functionary who first receives the physical dak, to diarize it (in case the enclosures are missing, the concerned official shall take action telephonically or in writing or electronically to obtain the enclosures from the sender, preferably in the electronic form). Where voluminous books, papers, etc. are sent as an Annexure, the sender may be requested to send a soft copy.
What This Means
Para 11 covers the registration of incoming dak (official correspondence) — the process of officially recording that a communication has entered the ministry or department. The Central Registry (CR) or the Information Facilitation Centre (IFC) is the designated gateway: all covers that are not addressed to a specific Minister or officer by name, and those that do not carry a security classification, must be opened here. This centralised opening prevents mail from being lost or diverted.
Every opened piece of dak, as well as the outer cover of any unopened classified dak, must be stamped with a date stamp that captures the name of the Ministry, date of receipt, the CR/IFC number, and the Section Diary Number. This stamping is the legal record that the communication arrived on a specific date. Physical dak includes not just letters but also fax messages.
The person who first handles any physical dak is responsible for diarising it — logging it in the inward register. If any enclosures are missing, that official must immediately contact the sender (by phone, in writing, or electronically) to obtain the missing material, preferably in electronic form. Voluminous books or papers can be requested as soft copies to reduce handling burden.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1All covers not addressed to a named Minister/officer and without security grading are opened by CR/IFC.
- 2Every opened dak must be date-stamped with Ministry name, date of receipt, CR number, and Section Diary Number.
- 3The outer covers of unopened classified dak are also date-stamped (but not opened by CR).
- 4Physical dak includes letters, faxes, and any paper-based communication.
- 5The first person to receive physical dak is responsible for diarising it in the inward register.
- 6Missing enclosures must be followed up promptly, preferably obtaining a soft copy from the sender.
- 7Voluminous physical annexures can be requested in electronic form to reduce paper burden.
Practical Example
A letter arrives at the Ministry of Finance addressed simply to 'The Secretary, Ministry of Finance' (not by personal name). The Central Registry opens it, stamps it with today's date, the Ministry name, the CR number assigned to this receipt, and the diary number. A clerk at CR logs it in the inward register. The letter has a note saying 'Enclosure: 5 pages' but only 2 pages are attached. The CR clerk phones the sender's office immediately to report the discrepancy and requests the missing pages as a PDF by email. This follow-up is recorded in the remarks column of the inward register.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Frequently Asked Questions
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This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.