Para 62 — CSMOP
Original Rule Text
62. Maintenance/transfer of records in the personal offices of Ministers - Maintenance of records in the personal offices of Ministers –
(a) The personal offices of Ministers shall maintain necessary records such as diary, dispatch and file movement registers. The above records will be in addition to files and folders for papers of secret nature connected with the Cabinet meetings, etc. and for such subjects as considered necessary.
(b) When a file or paper is given to the Minister for seeking orders or for any other purpose, informally, the PS to Minister will be informed. PS to Minister will on receipt of these particulars, will satisfy that such a file has been received by the Minister and watch its further movement. The file will be returned to the officer concerned as soon as the matter has received the attention of the Minister and the file has been disposed of.
What This Means
Para 62 governs the management of records in the personal offices of Ministers — not the Ministry's Sections, but the Minister's personal office with the PS, PA, and supporting staff. These offices handle sensitive material including Cabinet-related papers and the Minister's personal files, so they need their own records management system.
The para requires that the Minister's personal office maintain essential records including diary, dispatch, and file movement registers, in addition to any files for Cabinet-related papers or other sensitive subjects. When a file or paper is given to the Minister informally — outside the formal noting process — the PS to the Minister must be informed. The PS then confirms receipt and tracks the file until it returns to the concerned officer after the Minister has dealt with it.
This tracking requirement prevents files from being lost in the Minister's personal office, where the formal Section-level tracking system does not extend. The PS acts as the control point for all files entering and leaving the Minister's personal office.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1Minister's personal office must maintain diary, dispatch, and file movement registers.
- 2Additional records are required for Cabinet-related papers and other sensitive subjects.
- 3When a file is given to the Minister informally, the PS to the Minister must be informed.
- 4The PS tracks the file from receipt until it returns to the concerned officer.
- 5Files must be returned once the Minister has disposed of the matter — they should not remain in the personal office indefinitely.
- 6This ensures files given informally to the Minister are not lost in the personal office.
Practical Example
An Under Secretary in the Ministry of Finance needs the Minister's orders on an urgent policy matter outside a formal meeting. The US brings the file personally to the Minister's suite. The Minister's PS is present and notes in the file movement register: 'File No. 3/2/2025-Budget received by Minister's office on 26 March 2026 at 3:15 PM from US (Budget).' The Minister reviews the file that evening and records his decision. The next morning, the PS ensures the file is returned to the US and makes the return entry: 'File returned to US (Budget) on 27 March 2026 at 9:00 AM.' The US checks that the Minister's decision has been clearly recorded before processing the file further.
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.