Para 26 — CSMOP
Original Rule Text
# 26. Linking of files -
If the issues raised in two or more current files are inter-connected, the relevant files shall be linked. After completion of action, the linked files be de-linked after taking relevant extracts.
What This Means
Para 26 is a brief but practically important rule about linking files. When two or more current (active) files deal with inter-connected issues, they should be physically linked together so that the officer examining one file can also see the related file. This prevents a situation where an officer decides a matter on File A without knowing what has been decided or is pending on File B, which relates to the same subject.
The linkage is a physical one — the two files are attached together when submitted. In e-Office, this would mean the e-files are linked electronically so both are accessible together. After the action is completed and both files are to be recorded (closed), they must be de-linked. Before de-linking, relevant extracts from each file are taken so that each file has a complete record of the cross-references and conclusions reached.
For Section Officers, this is an important coordination tool. Identifying related files and linking them proactively — rather than waiting to be asked — shows good file management and prevents inconsistent decisions.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1When two or more current files deal with connected issues, they must be linked.
- 2Linking ensures the deciding officer can see all related material before deciding.
- 3Linked files are presented together when submitted for orders.
- 4After action is completed, linked files must be de-linked.
- 5Before de-linking, relevant extracts must be taken from each file to maintain a complete record in both files.
- 6In e-Office, linking is done electronically so both files are accessible together.
Practical Example
The Administration Section has File A on 'regularisation of contractual staff' and File B on 'implementation of court orders regarding contractual staff' — clearly related matters. The Section Officer links both files when submitting File A for the Under Secretary's orders on regularisation, ensuring the US sees the court order implications in File B before deciding. After regularisation orders are issued and both files are closed, the ASO takes extracts: File A gets an extract of the court order from File B, and File B gets an extract of the regularisation order from File A. The files are then de-linked and recorded separately.
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.