Para 19 — CSMOP
Original Rule Text
19. Oral discussions -
as well as on the website.;
(e) Guard file.
(i) All points emerging from discussions (including telephonic discussions) between two or more officers of the same Department or from discussions between officers of different Departments, and the conclusions reached shall be recorded precisely on the relevant file at the earliest, by the officer authorizing action.
(ii) All discussions/instructions/decisions which the officer recording them considers to be important enough for the purpose, should be got confirmed by all those who have participated in or are responsible for them.
What This Means
Para 19 deals with oral discussions — conversations between officers about government business — and requires that their outcomes be formally recorded. In a large secretariat, much of the real decision-making happens in discussions: in meetings, over the phone, in corridors. Para 19 recognises this reality but insists that any discussion that produces a conclusion or direction must be reduced to writing and placed on the relevant file as soon as possible. The officer who is going to take action based on the discussion is responsible for recording it.
This rule applies to discussions within a department (between two officers of the same ministry) as well as across departments (between officers of different ministries). Telephonic discussions are explicitly included — a phone call in which decisions are made has the same status as a face-to-face meeting.
The second sub-clause goes further: if the officer recording the discussion considers it important enough, they should get the conclusions confirmed in writing by all participants. This is a safeguard against selective memory or disputed interpretations of what was agreed. For Section Officers, this means that if the Joint Secretary calls and gives a direction, that direction should be recorded on the file promptly and, if significant, a brief note should be sent to the JS asking for written confirmation.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1All points emerging from discussions (including telephonic) between officers must be recorded on the relevant file.
- 2The conclusions reached must be noted precisely and promptly.
- 3The officer who is authorising action based on the discussion is responsible for recording it.
- 4This applies to discussions within a department as well as between departments.
- 5Important discussions should be got confirmed in writing by all participants.
- 6Telephonic discussions carry the same record-keeping obligation as in-person meetings.
Practical Example
The Section Officer (Economic Division) calls the Under Secretary (Budget Division) and they agree that a particular expenditure should be reclassified under a different budget head. After the call, the SO records on the file: 'Discussed telephonically with Shri _____, US (Budget Division) on 26.03.2026. Agreed that the expenditure may be reclassified under Head XYZ. US's verbal confirmation obtained.' Since the reclassification is consequential, the SO then sends a brief email to the US saying 'This is to confirm our telephonic discussion today...' and keeps a copy of that email on the file. The US replies confirming, and that reply is also filed.
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.