Para 45 — CSMOP

45. File Numbering System: Normally, no files should be opened for dealing with receipts of routine nature. The following two file numbering systems may be used:-

I. Functional file numbering system –

(i) The range and dimensions of the subjects falling under the scope of business allocated to a department are analyzed in the following sequence:

(a) main functions of the department;

(b) activities in each of these functions;

(c) aspects or operations involved in each of these activities; and

(d) factors to be taken into consideration relating to each of these aspects or Operations.

(ii) The scope of business of a department is analyzed under four hierarchical divisions, and the following four standard lists of headings are prepared:

(a) functional heads which may be called basic heads;

(b) activity heads which may be called „primary heads‟ as related to each functional head;

(c) aspect or operation heads which may be called „secondary heads‟ as related to activity heads; and

(d) factor heads which may be called „tertiary heads‟ as related to operation heads.

(iii) Based on the above list of heads‟, a functional file index for various substantive subjects dealt with by a department together with an identifying file numbering system is then developed.

(iv) For opening files on subjects which are common to all Ministries/Departments (e.g. matters relating to establishment, finance, budget, accounts, office

supplies and services, and other house-keeping jobs, Hindi, Vigilance, Parliament, Questions, etc.) the common standardized functional file index/filenumbering system, as contained in the booklet „Record Retention Schedule‟ in respect of records common to all Ministries/Department issued by the Department of Administrative Reforms and Public Grievances in 2012 (uploaded on the website (www.darpg.gov.in), as amended from time to time, shall be followed. II. Subject classification based file numbering system–

(i) Each Section/Desk will maintain approved lists (to be reviewed every year) of:

(a) standard heads i.e. main subjects headings concerning it.

What This Means

This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.

Key Points

• 1No file should be opened for routine receipts — only when necessary.
• 2Two systems: Functional File Numbering (four-level hierarchy) and Subject Classification Based (standard heads list).
• 3For matters common to all Ministries, the DARPG Record Retention Schedule file index must be used.
• 4Each Section must maintain an approved list of standard heads and sub-heads, reviewed annually.
• 5A separate file should be opened for each distinct aspect of a subject.
• 6Part files can be opened when the main file is unavailable; they must be merged back once the main file returns.
• 7In e-office, a unique e-file number is generated automatically, searchable by file number, date, keywords, or other parameters.

Practical Example

This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.

Frequently Asked Questions

This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.