Para 47 — CSMOP
Original Rule Text
# 47. Movement of files –
Movement of files shall be entered in the file movement register in the format to be decided by the Department concerned through departmental instructions. This may also be done through the electronic based File Tracking System.
- CHAPTER IX
- RECORDS MANAGEMENT
What This Means
Para 47 requires that every movement of a file — when it leaves one officer and reaches another, whether within the Section or between offices — must be recorded in a File Movement Register. The format of this register is determined by each Department through its departmental instructions. The same tracking can also be done electronically through a File Tracking System.
This rule exists because lost or untraceable files are a major source of delay and accountability failure in government. If every file movement is logged, a file can always be traced. It also creates an audit trail: if a file was with a particular officer at a particular time, the register proves it.
For Section Officers, maintaining the File Movement Register is a supervisory responsibility. The dealing hand makes the entry, but the SO must ensure the register is kept up to date. In most modern offices, the e-Office system automatically records file movements, satisfying the requirement digitally.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1Every movement of a file must be entered in the File Movement Register.
- 2The register format is determined by departmental instructions.
- 3Electronic File Tracking Systems satisfy this requirement in computerised offices.
- 4The register enables tracing of any file at any point in time.
- 5The Section Officer is responsible for ensuring the register is maintained.
- 6Para 47 closes Chapter VIII — it is the last rule before Chapter IX on Records Management.
Practical Example
A file on a proposed amendment to Service Rules is put up from the ASO to the Section Officer, who notes on it and sends it to the Under Secretary. The ASO makes an entry in the File Movement Register: File No. 21011/4/2025-Estt — Sent to Under Secretary (Estt.) on 20 March 2026 at 11:30 AM. The Under Secretary reviews the file and sends it to the Joint Secretary. A fresh entry is made. When the Joint Secretary's section calls to say the file cannot be found, the Section can immediately point to the last entry showing it was despatched to the Under Secretary's section on 22 March 2026. In e-Office, all these movements are automatically timestamped.
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.