Para 30 — CSMOP
Original Rule Text
# 30. Single File System -
(i) This shall apply to matters which have to be referred by the Non Secretariat Office (NSO) to the Department for seeking a sanction/order, i.e. a decision not within its own delegated powers.
(ii) This shall not apply to matters which in a hybrid environment i.e. where either the Department or the NSO is still operating in paper mode (non-electronic). In such cases, the procedure detailed in para
(iii) to
(vii) below will be followed. In cases where both the Department and NSO are electronically connected, the workflow given below will be followed:
(a) The SFS file need not bear an I.D. No. or other formal method of sending, but will be sent as though it is from one officer to another in the same organization.
(b) The SFS file shall be completed in all respects, so as to enable the Department to take a decision expeditiously; hence the NSO will ensure that:
(i) every point for decision/order is clearly brought out;
(ii) all relevant connected papers are placed on the file/e-files, properly arranged and referred to;
(iii) draft orders/sanctions are put up, where they are required to be approved by the department for issue; and
(iv) the availability of funds, etc., is certified where additional expenditure is involved in the proposal.
(iii) The officer last dealing with the SFS case in the NSO shall mark it to the appropriate officer in the Department, by name; policy files will, however, be
referred to the department at appropriate levels to be determined by the Department and the NSO concerned, through a general order.
(iv) All SFS files shall invariably be routed through the central registry of the department concerned.
(v) As a rule, all noting in the Department will be on the NSO file. However, where sensitive or delicate matters in the sphere of personnel, policy issues and finance are involved; the recording of notes in `duplicate' e-files may be permitted by issuing general or special orders by the Department. This will be done at a particular stage of the SFS case or at or above a particular level, with the final decision thereafter being suitably recorded on the SFS e-file.
What This Means
Para 30 describes the Single File System (SFS) — a mechanism for a Non-Secretariat Office (NSO, i.e., an attached or subordinate office) to refer a matter to its parent Department for sanction or approval. In a traditional system, the NSO would prepare its own internal file, then send a formal request to the Department, which would create a new file of its own. The SFS eliminates this duplication by having the NSO prepare one comprehensive file that travels to the Department — the Department adds its noting directly on this same file.
For the SFS to work efficiently, the NSO must prepare the file completely before sending it: all points for decision must be clearly stated, all relevant papers must be attached, draft orders must be included where needed, and fund availability must be certified where expenditure is involved. The file is sent directly to the appropriate officer in the Department by name, and must travel through the Department's Central Registry.
The SFS only applies in cases where both the NSO and the Department are electronically connected (e-Office). Where either party is still in paper mode, the traditional procedure described in sub-clauses (iii) to (vii) applies. Policy, personnel, and finance matters may have sensitive elements — for such cases, the Department is allowed to record its notes in duplicate on a separate e-file, sharing only the final decision on the NSO's SFS file. After the Department's decision is taken, the NSO takes all implementation action on the returned file and endorses copies of all sanctions to the relevant officers in the Department.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1SFS eliminates duplication by having the NSO's file serve as the only file for both the NSO's working and the Department's noting.
- 2SFS applies when the NSO needs Departmental sanction/order for something beyond its delegated powers.
- 3SFS requires the NSO to prepare the file fully before sending: all points for decision, all papers, draft orders, and fund certification.
- 4The file must be routed through the Department's Central Registry.
- 5For electronically connected offices, the SFS workflow is the standard; non-electronic offices follow the traditional procedure.
- 6Sensitive matters (personnel, policy, finance) may use duplicate e-files for Department noting, with only the final decision on the SFS file.
- 7After Departmental approval, the NSO issues the sanction/order and endorses copies to all concerned in the Department.
Practical Example
A CPWD Unit (NSO) needs Ministry of Housing and Urban Affairs (MoHUA — its parent Department) sanction for a work valued at Rs 50 lakh, beyond the unit's delegated powers. The CPWD Unit prepares a single comprehensive e-file on e-Office: it clearly states the nature of the work, attaches technical estimates, includes a draft sanction letter, and certifies fund availability. The file is addressed by name to the Section Officer (Works), MoHUA. MoHUA's CR receives it. The MoHUA Section Officer adds notes on the same e-file recommending approval; the Under Secretary concurs; the Joint Secretary approves. The e-file returns to the CPWD Unit, which issues the work order citing MoHUA's sanction and sends a copy to the MoHUA section.
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.