Para 17 — CSMOP
Original Rule Text
17. Noting on files received from other departments -
(i) If the reference seeks the opinion, ruling or concurrence of the receiving Department and requires detailed examination, such examination may be done separately through routine notes on a separate file (which will be created by the receiving Department). Only the final result will be recorded on the file by the officer concerned.
(ii) The receiving Department shall open subject-wise file each year in which such routine notes will be kept. The inter-departmental note recorded on the file of the originating department will bear the subject file number to facilitate retrieval for future reference and storage in electronic environment.
(iii) Where the reference requires information of a factual nature or other action based on a clear precedent or practice, the dealing hand in the receiving department may note on the received file straightway.
(iv) Where a note is recorded by an officer after obtaining the orders of a higher officer, the fact that the views expressed therein have the approval of the latter should be specifically mentioned, in the note to be recorded on the file of the originating Department.
What This Means
Para 17 deals with a specific and common scenario in government: when Department A sends a file to Department B asking for advice, concurrence, or a ruling. This happens constantly — the Finance Ministry is routinely consulted on expenditure matters, the Law Ministry on legal questions, and so on. The question is: how should the receiving department record its examination without creating a mess on the original file?
The rule establishes a clean division. When a detailed examination is needed, the receiving department should open its own separate subject-wise file for internal working and keep its working notes there. Only the final result — the final advice or concurrence — is recorded directly on the original interdepartmental file. This prevents the originating department's file from being cluttered with the receiving department's internal workings.
However, if the matter is straightforward — routine information or a case with a clear precedent — the dealing hand in the receiving department can note directly on the received file without creating a separate file. Additionally, if a note is recorded based on the orders of a higher officer in the receiving department, the note must specifically state that the views have the approval of that higher officer. This prevents ambiguity about who in the receiving department stands behind the advice given.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1When a file comes from another department for advice/concurrence, the receiving department does its working on a separate internal file.
- 2Only the final advice or concurrence is recorded on the originating department's file.
- 3Receiving departments must maintain subject-wise annual files for such inter-departmental working notes.
- 4The inter-departmental note on the original file must carry the subject file number of the receiving department's internal file.
- 5For straightforward or factual matters, the dealing hand may note directly on the received file.
- 6If a higher officer's approval underpins the note, this must be explicitly stated in the note.
Practical Example
The Ministry of Agriculture sends a file to the Department of Expenditure (DoE) seeking concurrence for a new scheme expenditure. DoE's Section Officer does detailed working — checking budget heads, precedents, and implications — on a separate DoE subject file. After the Under Secretary reviews the working and gives concurrence, the DoE's noting on the Agriculture Ministry's file reads simply: 'Concurrence is accorded to the proposal. Reference: DoE File No. XX/2026/Expenditure.' The Agriculture Ministry's file does not contain DoE's internal working. However, if the Agriculture file asked a simple factual question — 'Does this item fall under the delegated powers of the Joint Secretary?' — the DoE dealing hand may answer it directly on the Agriculture file without creating a separate file.
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.