Escolar Documentos
Profissional Documentos
Cultura Documentos
SECRETARIAT INSTRUCTIONS
• Code of Conduct.
4
SOME IMPORTANT DEFINITIONS USED
IN SECRETARIAT INSTRUCTIONS
5
• “President” means the President of
Pakistan.
8
DISTRIBUTION OF WORK IN A MINISTRY/DIVISION
• Secretary---Official Head.
• responsible for efficient administration and
discipline.
• proper conduct of business of his Ministry/
Division according to Rules of Business/Secretariat
Instructions.
• ensure that cases submitted to Minister Incharge,
Prime Minister, President or the Cabinet are
complete in all respect.
• determine maximum extent of delegation of powers
to officers serving under him.
• issue clear standing orders laying down these powers
and manner of disposal of cases in his Division.
9
• ensure that
the distribution of work is equitable.
10
• An Additional Secretary or a Joint Secretary,
unless he is in-charge of a Ministry/Division, shall
be entrusted with a well-defined sphere of duty.
• To keep record of suspense cases and to see that such cases are
put up to Secretary on due dates.
• To prepare fair replies for the Minister and the Parliamentary Secretary
of the Ministry/Division concerned.
• Any other work which may be assigned to him in connection with the
Assembly Questions, Resolutions, Cut Motions, etc.
20
UPPER DIVISION CLERKS
• Cashier’s duties
21
LOWER DIVISION CLERKS
22
DISPOSAL OF BUSINESS
The following cases shall be submitted to the Secretary of a
Division:-
23
• Cases involving foreign delegations and
deputations abroad.
24
• This shall not apply to cases, wherein a Joint
Secretary or Additional Secretary will submit to
the Minister direct.
25
CONSULTATION WITH OTHER DIVISIONS
26
• Where simultaneous references have to be made to
more than one Division, the file may be sent to
the Division most concerned, other Divisions being
consulted by means of self-contained office
memoranda, un-official notes, or demi-official
correspondence except in cases which can be
disposed of by verbal consultation
28
• When a file has been referred to or returned
from another Division and a difference of
opinion between the Divisions is disclosed,
personal discussion shall as a rule., be
substituted for further noting.
31
• Subject to the control of the Ministry/Division to which he is
subordinate, any officer to whom notes may be referred by
any other Division (Instructions 40-42), may himself make
un-official references to that Division, and, subject to the
provisions (Instruction 44), the following officers may make
such references to any Division, namely:-
34
• A case referred to the Ministry/Division over the
signature of the head of a Department shall be
placed before the Secretary or the Joint Secretary in
the case of major Departments, or the Deputy
Secretary in the case of minor Departments.
For scrutiny and disposal of references between the Provincial and Federal
Governments, the relative status of the officers concerned as shown below:
The first reminder shall be issued after a reasonable lapse of time in the
form of an un-official note or office memorandum.
Security arrangements;
General arrangements;
The Deputy Secretaries should hold periodical meetings with the Section
Officers.
40
SECURITY ARRANGEMENTS AND
HANDLING OF CLASSIFIED DOCUMENTS
43
WRITING OF GOVERNMENT OF
PAKISTAN
GENERAL
PROSECUTION
47
********
NEXT “DETAILED
OFFICE PROCEDURE”
48
(B)
DETAILED OFFICE PROCEDURE
RECEIPT AND DISTRIBUTION OF PAPERS IN THE
DIVISION
49
Sr. No. Ministries Divisions
(1) (2) (3)
1. Cabinet Secretariat a Cabinet Division
.
b Establishment Division
.
c Climate Change Division
.
d Capital Administration and Development Division
[1
.
e Aviation Division
.
f National Security Division
.
2. Ministry of Commerce Commerce Division
3. Ministry of Communications Communications Division
4. Ministry of Defence Defence Division
5. Ministry of Defence Production Defence Production Division
6. Ministry of Education, Trainings Education, Trainings and Standards in Higher Education
and Standards in Higher Education Division
16. Ministry of Law, Justice and Law, Justice and Human Rights Division
Human Rights
17. Ministry of National Food National Food Security and Research Division
Security and Research
51
18. Ministry of National Health Services, National Health Services, Regulations and
Regulations and Coordination Coordination Division
19. Ministry of Overseas Pakistanis and Overseas Pakistanis and Human Resource
Human Resource Development Development Division
20. Ministry
[1] of Parliamentary Affairs Parliamentary Affairs Division
21. Ministry of Petroleum and Natural Petroleum and Natural Resources Division.
Resources
22. Ministry of Planning, Development and Planning, Development and Reform Division
Reform
53
• Receipts addressed to an officer by name
should be received by the officer himself or
by his Private Secretary, Personal Assistant,
Stenographer/Stenotypist or Assistant.
54
• Receipts marked “Secret” or “Confidential” shall
be handled in accordance with the instructions
contained in the booklet “Security of Classified
Matters in Government Departments”.
(i) General
The recipient should check the accuracy of the
contents, before signing the receipt and the sender
should do the same on return of the
classified/accountable material.
55
The classified matter which is allowed to be sent by
post should have a receipt in the inner cover to be
singed and returned by the recipient.
56
(iii) Subsequent Movement / Transfer Or
Custody
57
The Dak book or a receipt slip
accompanying such matter should
indicate the office of origin, date and
time of despatch, full signatures and
the name and designation of the
recipient indicating the date and time
of receipt. A rubber stamp about the
name and designation of the recipient
should be affixed.
58
Same principle should be
followed about the
movement of classified
matter even from a sub-
ordinate to his senior and
vice-versa.
59
• All other covers (letters, files etc.) received in R&I and
sorted out Section-wise by the staff of R&I.
60
• All receipts should be stamped in the Central Registry with a
rubber stamp showing the name of the Division and the date
of receipt.
61
USE OF LABELS
There shall be three priority labels namely, “Residence” “Immediate” and
“Priority”, which shall be used according to the following instructions:-
62
“Priority” labels will be used for cases, which
should be disposed of within 3 days.
64
• record specific instructions on receipts
requiring previous references or
consultation with other Sections concerned;
and
65
• The Deputy Secretary may, in his
discretion, submit to his superior officer any
receipts which he thinks should be brought
to the latter’s notice or on which he desires
instructions at that stage.
66
• The Deputy Secretary or any other officer
to whom receipts are submitted should give
instructions, wherever necessary, as to the
action which should be taken. If he
proposes to deal with a receipt himself, he
should ask for the file to be put up to him
with the relevant papers.
68
SECTION DIARY REGISTER
S. No. No. and date of From whom Brief File Record of Date of
____document____ received Subject No. movement disposal
No. Date
1 2 3 4 5 6 7 8
69
miscellaneous routine circulars e.g. those relating to
office hours, telephone lists, changes in addresses of
officers, notices on holidays etc. except in the Section
in which they are originally received.
74
• If an Assistant is unable to put up a receipt at least
by the next working day, due to the non-
availability of previous files or references, he
should bring the fact to the notice of the Section
Officer who will then, if the matter is urgent and
important, either:-
75
• If a Section Officer is unable for any reasons to dispose of
a receipt within three working days, he shall take it
personally to his superior officer and obtain instructions.
76
REFERENCING
• No fresh receipt or case shall be submitted to an officer
without previous papers to which references are made in
fresh receipts or in the notes.
77
• If references are flagged with
alphabetical slips the pages of the
relevant document should also be indicated
in the margin, so that if the slips are lost or
removed at later stage, the references can
still be traced. If the document put up for
is a report, periodical or other publication,
its full title etc., should also be given in the
margin in ink unless it is clearly mentioned
in the note by name. In case of a file, its
number must be given in ink.
78
• Reference books, normally available with the
officers, should not be put up with a file; but
relevant pages to which attention is to be drawn
should be indicated in the margin.
79
MOVEMENT OF FILES
• The movement of files should be noted by
the Assistant under the direction and
supervision of the Section Officer in the File
Register. These entries should be crossed
out in pencil on return of the file.
82
DESPATCH
• All papers and files to be despatched to
other offices shall be sent to the Central
Registry which shall follow the despatch
procedure outline.
83
DESPATCH REGISTER
S.No. Number and No. of Addressee’s D.R./Ordinary/ Stamp
date enclosures particulars Registered dak value
1 2 3 4 5 6
84
• The documents to be sent out should be placed in
covers and the name and address of the addressees
should be neatly and correctly written or typed on an
economy slip which should be used for all covers
containing ordinary (i.e. unclassified) communications
except when the contents are bulky or when it is
proposed to send the cover by insured post. Economy
slips should not be used for covers addressed to
foreign countries. The covers/ envelops of the
communication should bear complete
postal/residential address. The envelope/cover should
carry the stamp and signature of the sender.
85
• After a communication has
been dispatched, the office
copy should be rubber-
stamped “Issued” and
returned to the Section
concerned.
86
ACTION AFTER
DESPATCH
• The Assistant should place the office copy on
the file in chronological order and give it a
page number.
88
• The Assistant should consult this diary
every morning and should submit to
the Section Officer for disposal all files
required to be put up to him on that
date, The Section Officer should check
the diary periodically to ensure that
the procedure outlined above is being
observed by the Assistant.
89
With a view to having uniformity of approach in the
use of abbreviations, only standardized abbreviations should
be used. The use of under mentioned approved abbreviations
is permissible in notings :-
91
END
NEXT “MANAGEMENT
OF RECORDS”
92
(C)
MANAGEMENT OF RECORDS
93
• Record management is a process of keeping
records properly for the purpose of their use
and retrieval, which includes opening of file, its
recording, indexing, weeding, appraisal and
disposal.
94
• File becomes non current on the date of
final letter received or issued or notes
recorded thereon.
95
“Disposal schedule” means the rules regarding
life cycle of a record fixed by the Ministry / Division in
consultation with the National Archives of Pakistan.
96
“Creating Agency” means the Ministry/
Division /Department / Commission/Committee,
which opened and closed a file or produced a
report or published a book/booklet through
financial resources of the Government.
97
“Surrender” means the emergent transfer
of a public record to NAP when asked by the
Director General after review.
98
“Retention Schedule” means categorization of
files into various categories depending on the “period”
for which day should be preserved by the creating
agency.
CATEGORIZATION OF FILES
Categorization means categorization of files into
various categories depending on the period for
which they should be preserved.
99
“Indexing” means preparation of index
slips for each file and ultimately an
Annual INDEX of the files of the
Ministry / Division / Department.
100
RETENTION SCHEDULE
101
• The Non Current Record are to be divided
in four categories as given below:
102
of non-current record shall be classified
under this category and transferred to NAP
for preservation, after completing five years
of their life in the Ministry / Division:-
103
• Files embracing minutes.
104
• Files relating to individuals whose importance
warrants retention of their cases permanently.
105
• Files about Commissions, Committees and projects.
106
Category B- Records to be retained for
10 or more years:
This category shall include all those files which are
not important enough to be preserved
permanently but are important enough to be
retained for a period of ten or more years
depending upon the extent of their utility. Service
records of the Government Servants should be
classified under this category. These files should
be transferred to the Record Room of the Division
after having been kept in the Section concerned
for 3 years.
107
Category C- records to be retained
for 3 to 9 years:
This category shall include files which
have limited utility and which may be
required for only a few years. These files
will also be transferred to the Record
Room of the Division after having been
kept in the Section concerned for 3 years.
108
Category D- Records to be retained for
less than 3 years:
This category shall include papers of routine or
ephemeral nature, which are not likely to be
required beyond a period of three years. The files
record marked category “D” when decided for
destruction on a reference by the creating agency
will be transferred to the National Archives of
Pakistan. The files / records due to destruction will
be reviewed by a committee headed by Director
General NAP and one representative, not below
109
the level of Deputy Secretary of concerned
Ministry/Division. Those files, which have
some historical value, will be retained and
preserved by the Department of Archives
and the concerned Ministries/Divisions
will be apprised of the particulars of such
files. Custodial authority will destroy the
remaining files.
110
PROCEDUE FOR
TRANSFER
111
PRESERVATION AND
WEEDING OF VARIOUS
REGISTERS
The various registers used in Federal Secretariat should be
categorized as under and preserved / retained for the period
indicated against each:-
b) Register of files
due for destruction Category ‘A’ Permanent
112
END
NEXT “OPENING OF
FILES”
113
(D)
CASE
OPENING OF FILES
Case means a particular matter under consideration and includes all
papers relating to it and required to enable the matter to be disposed of,
viz., correspondence and notes, and also any previous paper on the
subject or subjects covered by it or connected with it.
FILE
File means a collection of official papers/documents relating to one
particular subject or one particular aspect of a subject arranged in
chronological order.
PARTS OF A FILE
A file consists of the following portions:
Notes portion
Correspondence portion
Routine portion
Summary (in complicated and protracted cases)
114
NOTES PORTION
The Notes portion of a file contains all notes in respect of each receipt or
a particular matter under consideration whether in the Branch/Section or
by higher officer(s) or by the administrative Division or other Divisions of
the Government or Departments/offices to whom file may have been
referred under a u.o.note. Each paragraph of the note portion should be
given continuous number. All the communications placed in the
‘correspondence’ portion of the file should be docketed in the ‘Notes’
portion at appropriate places.
CORRESPONDENCE PORTION
The correspondence portion contains all the communications received or
issued on a particular subject of a file. Communications are serially
arranged in chronological order, the earliest being on the top.
ROUTINE PORTION
It contains papers of ordinary/ephemeral nature such as duplicate/spare
copies of rules/regulations/reminders/drafts etc. approved by the higher
authority.
115
SUMMARY (IN COMPLICATED AND
PROTRACTED CASES)
In lengthy and protracted cases, the concerned officer prepares
a summary of the case for the convenience of senior officers or
other Ministries/Divisions etc. This summary is placed in the
summary folder and spare copies are placed in the folder which
may be taken by the other Divisions/Departments to whom
case is referred.
116
PART FILE
• The opening of a part file should be avoided as far
as possible. A part file may, however be opened
when the main file is not likely to be available for some
time and action cannot be held up in the meanwhile.
When more than one part file is opened each of them
should be given a distinct number, e.g., “F.1-2/60 (Part
File-I)-Admn” “F.1-2/60(Part File- II)- Admn.” etc.
117
VOLUME OF A FILE
One file cover/folder should not
contain more than 100 pages of
‘Correspondence’ or ‘Notes’. A new
volume of a file should be opened
after every 100 pages of
‘Correspondence’ or ‘Notes’. The
page numbering should be
continuous in the ‘Notes’ as well as in
the ‘Correspondence’.
118
LINKED FILE
119
ROUTINE FILE
120
ROUTINE PAPERS
Papers of ephemeral nature which are not to
form either of Notes or Correspondence.
DOCKETING
Docketing is the process of indicating in the
‘Notes’ portion of a file the page number of each
Receipt or Issue OR pp.4-6/C-Receipt or Issues,
as the case may be.
121
FILE REGISTER
FILE REGISTER
YEAR_________________________________
MAIN HEADING_______________________
_______________________
Serial No.-------------------------- MOVEMENT
File No.-----------------------------
Subject-----------------------------
------------------------------
Date of Recording-----------------
Category ---------------------------
Classification-----------------------
123
NUMBER AND SUBJECT OF A FILE
• All new files should be given a file number by the Assistant in
consultation with the Officer Incharge. The file number shall be
allotted to each file according to the file headings maintained by the
section for the subjects dealt in it. For example, if an Administration
Section in a Ministry/Department/Organization has:-
• The serial number of files should run from 1st January to 31st
December each year. A new series should be started each year but
the main file heading allotted to particular subjects should as far as
possible be retained.
124
• Both the Assistant and Stenotypist
attached to an Officer shall be jointly
responsible for the custody of the files of
the Section.
• No file should be opened unnecessarily. The
opening of a part file should also be
avoided as far as possible.
• The part file or files should be
amalgamated with the main file as soon
as the latter becomes available. When a
part file is amalgamated with the main file,
the chronological order of notes and
correspondence should be preserved as
far as possible.
*********** 125
END
NEXT “SECURITY OF CLASSIFIED
MATTERS IN GOVERNMENT
DEPARTMENTS”
126
(E)
SECURITY OF CLASSIFIED MATTERS IN
GOVERNMENT DEPARTMENTS
INTRODUCTION
129
SECURITY
CLASSIFICATION
Grading of a document is done to ensure its uniform
treatment at all cases. Matter requiring special
protection is, according to the degree of the section
required, awarded one of the following four security
classification, with its own requirements. The
classifications are:-
131
CONFIDENTIAL: Information and
material (matter) the unauthorized
disclosure of which, while not
endangering national security, would
be prejudicial to the interest or prestige
of the nation, any Government activity
or individual or would be of advantage
to foreign power.
132
RESTRICTED: Information and
material (either than that covered by any or
the higher categories) which should not be
published or communicated to any one
except for official use.
133
Continued…..
134
ACCOUNTABLE MATTER
• An “Accountable” document or matter means a
Document or Matter which is prescribed by a
department as such.
135
• The Top Secret matter invariably and Secret
matter generally should be prescribed as
“Accountable” while the same treatment may be
given by officer or no classification.
140
• Signature and Seal: The inner envelope should be
signed and sealed by the concerned officer or the Incharge
of Secret Section where exists, and it should be prepared
in his presence. It should be accompanied with an
acknowledgement receipt.
141
Special Seals
• The inner envelope containing, Top Secret and
Accountable papers must be sealed with a special seal
issued to the officers concerned (or to the Secret Section)
and must at all times remain in the personal custody of
the person who use it.
• All such seals must be numbered and made
“Accountable”.
• A list of all seals and stamps used in a department must
be available with the junior Security Officer or such
department to enable surprise checks.
• Outer Envelope: The outer envelope giving official
designation of the addressee must not show any security
classifications and it should be thick to conceal gum, wax,
seal and threading of the inner envelope. The address of
the sender should also be shown on the outer envelope.
142
Confidential and Lower
Classification
143
SECURIYTY DON’T
• Don’t talk about your work either at home or in office, except
when you have to avoid the temptation to talk about the
secrets with which you deal.
• Don’t leave your room with secret papers on your desk. Lock
them up before leaving.
• Don’t keep drafts, rough notes, spare copies and other odd
papers which are no longer needed in files having security
classification.
145
RECEIPT FOR CLASSIFIED AND
ACCOUNTABLE MATTER
DESPATCH RECEIVED
File No._______________ File No._____________
Document Date_____ Document Date___
Pages______________ Pages_____________
*Notes_____________ *Notes_____________
*Correspondence_____ *Correspondence_____
at_________hours____ at_________hours____
on_________________ on________________
To
Name_____________ Name_____________________
Designation________ Designation_________________
Address___________ Address____________________
Sender’s Name______ (Min./Div/Deptt._______________
Designation_________ of receiving officer
and full address
************
146
END
NEXT “THE GAZETTE OF
PAKISTAN”
147
(F)
THE GAZETTE OF PAKISTAN
The official Gazette of the Government of Pakistan, known
as the Gazette of Pakistan, has two issues viz., Weekly and
Extra-Ordinary. Each one comprises several parts.
151
S.R.O. (STATUTORY RULES AND ORDERS)
All notifications which are issued in exercise of the powers of any
enactment, except those of appointments, should be serially numbered by
the Printing Corporation of Pakistan Press, Islamabad/Karachi,
before publication. The Ministries and Divisions are required to send all
statutory notifications to the Press in the following form:-
Ministry of ………………………….
Karachi / Rawalpindi / Islamabad, the………
(K)
S.R.O…………………….. (I)……………Text……………….
…………………………………………………………………………………
(File No………………)