Para 46 — CSMOP
Original Rule Text
46. Transfer, reconstruction and numbering of files - Whenever work is transferred from one department/section to another, the former shall transfer all the related records including file both current and closed to the latter. In case of transfer of files from one Department to the other a list will be prepared and approval of the Head of the Department taken. The department/section taking over the records will not divide, reclassify or renumber the closed files transferred to it. In the case of current files, the endeavour should be to close them at the earliest possible stage and open new files/e-files according to the Department‟s/Section‟s own scheme for dealing with the matter further.
A paper based file will be reconstructed if it is misplaced. The copies of the various correspondences will be obtained from the corresponding department and papers will be arranged in chronological orders and a new duplicate file prepared. A self-contained note will be prepared based on the correspondences.
What This Means
Para 46 covers two separate but related situations: the transfer of files when work moves between departments or sections, and the reconstruction of a lost file. When work is transferred, all related records — both current and closed files — must accompany the transfer. A formal list must be prepared and approved by the Head of the Department before files move between Departments. Crucially, the receiving department must not divide, reclassify, or renumber the closed files it receives; those records are frozen as they are.
For current files being transferred, the goal is to close them at the earliest opportunity and open fresh files under the receiving Department's own scheme. This prevents a jumbled numbering system where files from different Departments' schemes coexist.
If a paper file is lost or misplaced, it must be reconstructed. The Section obtains copies of all correspondences from the corresponding Department, arranges the papers in chronological order, and prepares a new duplicate file. Importantly, a self-contained note must be written summarising the entire background based on the available correspondences, so that the file tells a complete story even though it is reconstructed.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1When work transfers between Departments, all related files — current and closed — must be transferred together.
- 2A list of transferred files must be prepared and approved by the Head of the Department.
- 3The receiving department must not reclassify or renumber transferred closed files.
- 4Current files transferred should be closed at the earliest and new files opened under the receiving Department's scheme.
- 5A lost paper file must be reconstructed by obtaining copies from corresponding parties and arranging them chronologically.
- 6A self-contained note must accompany a reconstructed file summarising the background.
Practical Example
A restructuring of the Ministry of Commerce results in the Export Promotion Division being moved to a new Department. The outgoing Division prepares a list of 47 files (23 current, 24 closed) for transfer. The list is approved by the Secretary. The new Department receives all 47 files. The 24 closed files are kept as received — their old numbering is retained intact. The 23 current files are reviewed: 18 can be closed immediately with a final noting, and the remaining 5 active matters are given fresh file numbers under the new Department's scheme. Six months later, one file from the old series cannot be located. The ASO obtains photocopies of all relevant correspondences from the State Governments and PSUs involved, arranges them in date order, and prepares a reconstructed file with a covering self-contained note.
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.