Para 9 — CSMOP
Original Rule Text
# 9. RECEIPT OF DAK-
(i)
(a) During office hours, the entire dak of the department including that addressed to Ministers/Officers by name will be received in the Central Registry(CR) or Information Facilitation Counter(IFC). Where, however, immediate/important dak addressed to Ministers/Officers by name is sent through special messenger directly, it will be received by them or their personal staff.
(b) In case, an officer is on leave or on training/tour or having retired or left the office after completion of his tenure, the incumbent or the personal staff concerned or the link officer or the officer just below the officer concerned, dealing with the subject will receive the immediate/important references, except confidential letters for which link officer arrangement will be utilized. In case none of the above mentioned officers are in position, the CR will receive such letters.
(ii) Outside the office hours, dak will be received by the addressee himself at his residence if marked „Immediate‟ and addressed by name. In all other cases, dak will
be received, outside office hours by:-
(a) the night duty clerk of the Department concerned; or
(b) where no such arrangements exist, by the officer designated by the Department concerned to receive such dak.
(iii) E-mails received in the Department will be downloaded centrally by the Department and forward the same to the officer concerned. E-mails addressed to Ministers/Officers will be downloaded by them or their personal staff.
What This Means
Para 9 governs how official dak (mail and communications) is received in a Central Secretariat office — during office hours, outside office hours, and via email. During office hours, all dak for the Department, including mail addressed personally to Ministers or officers, must be received at the Central Registry or the Information Facilitation Counter. The one exception is when immediate or important dak addressed by name to a Minister or officer is brought by a special messenger — in that case, it may be received directly by the addressee or their personal staff.
For officers on leave, on tour, or who have retired, there is a clear protocol: immediate or important references go to the link officer or the next officer in line dealing with that subject. Confidential letters go only through the link officer arrangement. If none of these arrangements are in place, the Central Registry receives the correspondence.
Outside office hours, dak marked 'Immediate' and addressed by name to someone goes to their residence. All other after-hours dak goes to the night duty clerk or the officer designated by the Department for this purpose. Emails addressed to the Department are centrally downloaded and forwarded; emails to individual Ministers or officers are handled by them or their personal staff directly.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1During office hours, all dak must be received at the Central Registry or IFC.
- 2Immediate or important dak addressed by name may be received directly if brought by special messenger.
- 3For officers on leave/tour/retired: immediate references go to the link officer or next-in-line; confidential letters go only through the link officer.
- 4Outside office hours: 'Immediate' dak addressed by name goes to the officer's residence; other dak goes to the night duty clerk.
- 5Emails to the Department are centrally downloaded and forwarded; personal emails to Ministers/officers are handled by them directly.
- 6The Section Officer must ensure that receipts for absent officers are tracked and routed correctly to prevent delays.
Practical Example
The Under Secretary of a Section in the Ministry of External Affairs is on a 10-day official tour. During this period, a letter marked 'Immediate' arrives from a State Government addressed specifically to the Under Secretary by name. The Central Registry checks the link officer arrangement — the Deputy Secretary has been designated as the link. The CR sends the letter to the Deputy Secretary, who processes it. A 'Confidential' letter addressed to the same US arrives on the same day — per Para 9, this goes only through the link officer arrangement (the Deputy Secretary), not through any other substitute. When the US returns, the PS briefs him on correspondence handled in his absence using the file movement register and dak register entries.
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.