Para 23 — CSMOP
Original Rule Text
23. Filing of papers -
(i) Papers required to be filed will be punched neatly on the left hand top corner and tagged onto the appropriate part of the file viz. notes, correspondence, appendix to notes and appendix to correspondence, in chronological order, from right to left.
(ii) Both `notes portion‟ and `correspondence portion‟ will be placed in a single file cover.
(a) Left end of tag in the note portion will be tagged on to the left side of the file cover and right end of the tag will remain as such i.e. untagged.
(b) In the case of correspondence portion, right side of the tag will be tagged onto the right side of the same file cover and left side of the tag will remain as such i.e. untagged.
(iii) Reference to previous communications should invariably indicated in the fresh receipt, if there is a mention about it.
(iv)
(a) If the file is not bulky, appendix to notes and appendix to correspondence may be kept along with the respective note portion or the correspondence portion of the main file if these are considered as integral and important part.
(b) If the file is bulky, separate file covers may be used for keeping appendix to notes and appendix to correspondence.
(v) When the 'notes‟ plus the `correspondence‟ portion of the file become bulky (say exceeds 150-200 pages), it will be marked `Volume I‟. Further papers on the subject will be added to the new volume of the same file, which will be marked `Volume II‟, and so on. In Volume II and subsequent volumes of the same file, page numbering in notes portion and correspondence portion will be made in continuity of the last page number in note portion/correspondence portion of the earlier volume.
(vi) On top of the first page of the note portion in each volume of the file, file number, name of the Ministry/Department, name of branch/section subject of the file and classification of file will be mentioned. A similar procedure will be followed on file cover also.
What This Means
Para 23 contains detailed rules for the physical filing of papers in a government file — how papers are punched, tagged, and organised. All papers to be filed must be punched neatly at the top-left corner and tagged onto the appropriate part of the file in chronological order from right to left. This standardised arrangement ensures that any officer who picks up a file can find the most recent paper easily (it is on top of the correspondence pile, chronologically).
A single file cover holds both the notes portion and the correspondence portion. The notes portion is tagged on the left side of the cover, and the correspondence portion is tagged on the right side. When a file becomes bulky — generally when it exceeds 150-200 pages — it should be marked as 'Volume I' and a new file ('Volume II') started. Page numbering continues sequentially from Volume I into Volume II, so the page numbering is never reset.
On the first page of the notes portion of each volume, the file number, ministry name, branch/section name, subject, and file classification must be mentioned. This information appears on the file cover as well. These requirements ensure that even after a file has been split across volumes, any volume picked up in isolation can be identified completely.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1Papers must be punched at the top-left corner and tagged in chronological order, right to left.
- 2The notes portion and correspondence portion share a single file cover.
- 3Notes are tagged to the left side of the cover; correspondence to the right side.
- 4When a file exceeds approximately 150-200 pages, it becomes Volume I and a new Volume II is started.
- 5Page numbering is continuous across volumes — it does not reset at Volume II.
- 6The first page of each volume's notes must carry full identification details (file number, ministry, subject, classification).
- 7Appendices may be kept in the main file if it is not bulky, or in separate covers if it is.
Practical Example
An ASO in the Finance Section is filing the month's papers on a budget discussion file. She punches each paper at the top-left and tags the correspondence (letters received and copies of letters sent) to the right side of the file, placing newer papers on top of older ones. She does the same for notes. The file now has 180 pages. The SO instructs her to close Volume I and open Volume II. She writes 'Volume I' on the file cover and on the first page of the notes portion. She opens a fresh file cover, labels it 'Volume II', and notes that page numbering starts from page 181 (continuing from Volume I's last page number 180).
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.