Para 24 — CSMOP
Original Rule Text
# 24. Arrangement of papers in a case.—
papers in a case will be arranged in the following order from top downwards:
(i) reference books;
(ii) notes portion of the current file ending with the note for consideration;
(iii) running summary of facts;
(iv) draft for approval, if any;
(v) correspondence portion of the current file ending with the latest receipt or issue, as the case may be;
(vi) appendix to notes and correspondence;
(vii) standing guard file, standing note or reference folder, if any;
(viii) other papers, if any, referred to e.g., extracts of notes or correspondence from other files, copies of orders, resolutions, gazettes, arranged in chronological order, the latest being placed on the top;
(ix) recorded files, if any, arranged in chronological order, the latest being placed on the top; and
(x) routine notes and papers arranged in chronological order and placed in a separate cover.
What This Means
Para 24 specifies the exact order in which papers must be arranged from top to bottom when a file is being submitted to a higher officer for decision. This standardised arrangement ensures that the officer receiving the file can immediately find what they need: reference books first, then the current note for consideration, then the running summary of facts, then the draft communication if any, and so on. This is a navigational convention that becomes second nature to experienced secretariat officers.
The order (top to bottom) is: reference books, notes portion of the current file ending with the note for consideration, running summary of facts, draft for approval if any, correspondence portion ending with the latest receipt or issue, appendix to notes and correspondence, guard file or standing note, other referenced papers in chronological order with the latest on top, recorded files (also latest on top), and routine notes in a separate cover at the bottom.
For an ASO submitting a file to a Section Officer, this means physically arranging all these elements in the prescribed sequence before the file leaves the desk. Getting this order wrong does not invalidate the file, but it forces the reviewing officer to hunt for papers — which wastes time and may lead to errors if something is missed.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1Papers in a case must be arranged in a prescribed top-to-bottom sequence before submission.
- 2Reference books are placed first (on top), followed by the notes portion ending with the note for consideration.
- 3Running summary of facts comes after the notes portion.
- 4Any draft for approval is placed next, followed by the correspondence portion.
- 5Appendices, guard files, referenced papers, and recorded files follow in that order.
- 6All sub-series (other papers, recorded files) are arranged chronologically with the latest on top.
- 7Routine notes are kept in a separate cover at the bottom of the arrangement.
Practical Example
The ASO of the Transport Section is submitting a file for the Under Secretary's approval on a road project extension. She arranges the file as follows: at the top — the relevant reference book (Ministry's road project guidelines), then the notes portion with the most recent note at the front, then the running summary of facts she has prepared, then the draft approval order, then the correspondence portion with the contractor's latest letter on top, then the appendix (technical drawings), then copies of referenced orders, and finally routine communication copies in a separate paper cover at the bottom. The US can immediately turn to any section without asking the ASO where to find it.
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.