Para 56 — CSMOP
Original Rule Text
# 56. Treatment of classified papers -
(i) The provisions contained in this manual apply primarily to unclassified papers. In handling classified papers, the official concerned will exercise special care and follow the provisions under the Departmental Security Instructions' issued by the Ministry of Home Affairs. Since according to these instructions classified papers (other than confidential) are expected to be handled either by officers themselves or in sections designated as `secret' or `top secret', it is essential that in sections not so designated :
(a) a separate set of registers and other records (e.g., dak register, section diary, file register, file movement register, precedent book, index slips, various arrears and disposal statements and electronic storage devices) are maintained by Section Officer herself/himself; and
(b) the recording of such files and their review is also undertaken by him personally, keeping in view the provisions under the Departmental Security Instructions.
(ii) Every classified file shall be reviewed once in five years for declassification. A declassified file considered fit for permanent preservation will be transferred to the National Archives.
What This Means
Para 56 governs how classified papers are handled day-to-day in the Central Secretariat. The CSMOP's general procedures are designed for unclassified papers. For classified papers, stricter rules apply — primarily from the Departmental Security Instructions issued by MHA — and the para highlights two key additional requirements for sections that are NOT designated secret or top-secret sections.
In such ordinary sections, if classified papers (other than confidential) happen to be processed, the Section Officer personally must maintain a separate set of all registers and records for those papers — a separate dak register, section diary, file register, etc. The Section Officer cannot delegate this to the dealing hand. Similarly, recording and reviewing of classified files in ordinary sections must be done by the Section Officer personally.
The para also establishes a mandatory declassification review cycle: every classified file must be reviewed once in five years to determine whether it can be declassified. If declassified and considered fit for permanent preservation, it is transferred to NAI. This prevents files from remaining classified indefinitely out of inertia.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1CSMOP procedures primarily apply to unclassified papers; classified papers follow MHA's Departmental Security Instructions.
- 2In sections not designated as Secret or Top Secret, if classified papers are processed, the Section Officer personally maintains a separate set of registers for them.
- 3The Section Officer personally handles recording and review of classified files in ordinary sections — this cannot be delegated.
- 4Every classified file must be reviewed for declassification once in five years.
- 5Declassified files fit for permanent preservation are transferred to the National Archives.
- 6Handling confidential papers outside designated sections requires special care and strict adherence to MHA instructions.
Practical Example
A Section in the Ministry of Home Affairs receives a small number of files classified 'Secret' relating to a border security matter. The Section is not a designated Secret section. The Section Officer immediately sets up a separate dak register, section diary, and file movement register solely for these secret files. These registers are kept in a locked cabinet, accessible only to the SO. The dealing hand is not permitted to make entries in these registers. When the files are ready to be recorded, the SO personally reviews them, makes the recording entries, and ensures they are stored in a lockable cabinet. Every five years, the SO initiates a formal declassification review, recording the decision on the file cover.
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.