Tappal instructions – Updating masters in the e-office State and District instances GO MS 24 on 20 Februry 2018 TAPPAL PROCESS – AT A GLANCE
DIARY DETAILS OF TAPPAL
(1) Type
Government receives the following types of inward communication (a.k.a. tappal), on which action may be required.
| Type | |
| (i) UO note | This consists of secretariat files for consultation, UO notes/ correspondence from secretariat departments, single files from HODs.
|
| (ii) Letter | Letters may be received by hand or post or courier or as an email attachment.
|
| (iii) Short Message Service
(SMS) text |
SMS text may be received through mobile or data connection.
|
| (iv) Email | Text is directly written as a body in the email and not as an attachment.
|
| (v) Fax | This is similar to a letter copy sent as an email attachment.
|
| (vi) Cover | Closed or by name.
|
| (vii) Packet | Ordinary or by name.
|
| (viii) Wireless message | Ordinary or in cipher.
|
| (ix) Proceedings
|
Government order or office order or proceedings of head of department where action may be required in the receiving department.
|
| (x) Office Memorandum |
|
| (xi) Circular Memo
|
|
| (xii) Minutes |
|
| (xiii) Invoice |
|
| (xiv) Bill
|
The inward communication may be papers, articles or electronic data.
(2) Priority Marking
- Ordinary (< 5 days)
- Urgent (< 3 days)
(iii)Immediate (< 24 hours)
(iv) Fixed Date (Indicate Date)
(3) Security Classification
- None
- Confidential
(iii)Secret
(iv) Top Secret
(4)Delivery Mode
- By email
- E-office file
(iii)By post
- By registered post
- By speed post
- By courier
- By hand
- By special messenger
- Self generated
(5)Very Important Person (VIP) communication
- Presidents Secretariat
- Vice Presidents Secretariat
- Prime Ministers Office
- Union Minister
- Secretary, GoI
- Governors Office
- Chief Ministers Office
- State Cabinet Minister
- Assembly Speaker
- Council Chairman
- Chief Secretary
(xii)Secretary, GoAP
- Member of Parliament
- Member of Legislative Assembly
- Member of Legislative Council
- CONTACT DETAILS
(1) Ministries
- Ministries of GoI as notified in Second Schedule of Allocation of Business Rules (See cabsec.gov.in).
- Secretariat Departments of GoAP (See codes.ap.gov.in).
(2) Departments. Under each Ministry, the department should be indicated.
- Heads of Departments of GoAP (See codes.ap.gov.in)
- Autonomous Organisations of GoAP (for the list see codes.ap.gov.in)
- Departments of GoI as notified in Second Schedule of Allocation of Business Rules (See cabsec.gov.in).
| 4. CATEGORY | |
|
Category |
Sub Category |
| Functional matters
|
Policy Resource
Financial Stakeholder opinion Head of the Department Key Performance Indicators Action Taken Report Schemes/Programmes Other matters Review |
| Statutory matters | Vigilance maters
Legislative matters Court matters Audit matters Right to Information Public Grievances |
| Office Procedure | Office Establishment
Office Management Claims Periodical Reports Registers E-office Media Communication |
| Budget | Budget Estimates Number Statements
Supplementary Grants Additional Funds Re-appropriation Quarterly Relaxation Surrender Further Continuation Reconciliation |
| Payments
|
Pay and Allowances
Office Expenses Protocol and Hospitality Permanent Advance Income Tax Missing Credits Wages Travelling Allowance Rents Publications POL Motor Vehicles Professional Services Other Contractual Services Grants-in-Aid |
| 5. RECEIPT, ACKNOWLEDGEMENT, SORTING AND DISTRIBUTION | |
(1) Receipt
- E-mail tappal is diarised directly in e-office
- There should be at least one round-the-clock counter for receiving physical tappal in the GAD in Secretariat.
(iii)Following are the timings of receipt of inward communication.
| Time | Who receives |
| Working hours on working days | Tappal in-charge |
| • 10.30 a.m. to 4.30 p.m. on holidays
• Close of office hours till 6.30 p.m. on working days |
Turn duty assistant |
(2) Acknowledgement
- Acknowledge with the e-Office receipt number. E-Office receipt number is filled by diarist in ink before sending to record room. e-office generates the current number automatically upon receipt (unique receipt numbers are assigned to the currents received in a department during a calendar year).
- Use dedicated petition handling portals for large scale petitions.
(3) Stamping. The stamp on physical inward communications will have the following fields. (i) Sent from department of:
(ii) Date:
(iii)Priority: _ Immediate _ Urgent _ Fixed Date: _ Ordinary
- AS:
- Section:
- Department concerned:
- Type: _ Papers _ Article (viii) E-office receipt number:
(ix) Sign of tappal in-charge:
(4) Sorting
- Segregate
- By name
- Secret or Strictly Confidential
- Important
- Ordinary
- Sort the tappal department-wise and section wise.
(5) Distribution
| Category | Description | Distribution |
| By name | Communications addressed to officers by name | • Send to officers concerned
• If marked ‘URGENT’, personal staff to open. |
| Urgent | Communications marked ‘URGENT’ | • Send to Secretary/ MLO/ AS immediately
• Personal staff of officer to send to section the same day |
| Secret or Strictly Confidential | Communications addressed to Chief Secretary/Secretary and marked ‘SECRET’ or ‘TOP SECRET’ | Send to Secretary |
| Important | Ex. Communication from APPSC, GoI, other State Governments/ Legislatures, foreign embassies/ consulates, vigilance / disciplinary action papers relating to Group I and II officers, important judgements/ court orders, D.O. letters from senior officers of GoI/ other State
Governments/ members of state |
Send to Secretary/ MLO |
| legislature or parliament, files endorsed by CM/CS/Minister. | ||
| Other communications | Send to section |
6. ROLES OF FUNCTIONARIES
The Role of Functionaries is attached.
| Functionary | Role | ||
| Tappal Section | Tappal
Supervisor |
• | Role is played by AS in charge of the Office Procedure Branch |
| • | Supervise opening of tappal | ||
| • | Transfer mis-sent papers to departments concerned | ||
| Tappal in-charge | • | Role is played by a Section Head of Office Procedure | |
| • | Receive and acknowledge tappal | ||
| • | Open and sort tappal | ||
| • | Distribute the tappal | ||
| • | Distribute ‘URGENT’ tappal on the same day. | ||
| • | Maintain the following on desktop of your computer: (i) up-to-date list of addresses of Minister and Officers and their updated official mail IDs.
(ii) up-to-date list of distribution of subjects among the sections in the Department, and updated official mail ID’’s. (iii) Instructions of Secretary
|
||
| Diarist | • | Role is played by any staff of section | |
| • | Scan, upload and forward the tappal to the section head concerned with copy to his AS | ||
| • | Send physical copy to record room/ Central Record Branch | ||
| • | Generate Section Distribution Register in e-office in the Form T.1. | ||
| • | Generate a register for registered/ postal articles in eoffice in Form T.2. | ||
| Turn Duty Assistant | •
• |
Role is played by a Section Head
Perform the role of Tappal in-charge outside office hours |
|
| Tappal messenger | • | Deliver / collect the physical tappal as directed | |
| Tappal
Seeing Officer |
Officer | •
• |
Role is played by Secretary/ MLO/ AS
Authorised to see the tappal and write instructions on the tappal. AS takes important tappal to his superior and obtains specific instructions. AS also sees tappal in the absence of Secretary or MLO. |
| • | Copy important communication up the hierarchy to CS, Minister, CM and Governor (Ex: Letters from PM or Union Ministers) | ||
| • | Write the priority marking on the tappal | ||
| • | Stamp the tappal | ||
| • | Distribute tappal among sections
|
||
| AS | • | Distribute tappal among your sections. | |
| • | Take important papers to your MLO/Secretary and obtain specific instructions | ||
| • | See simple communications/ cases delegated to you and write instructions | ||
| • | See tappal during absence of Secretary/ MLO | ||
| MLO | • | See cases where powers are delegated by Secretary | |
| • | See cases in absence of Secretary | ||
| Secretary | • | See important communications | |
| PS/ PA in peshi | • | Obtain endorsement and priority marking on the tappal from your officer. | |
| • | Send the tappal (physical copies/ emails/ SMS) to the tappal in-charge. | ||
| • | If directed, directly scan tappal into e-office and forward to MLO/ AS/ Section Head concerned. | ||
| • | In the absence of your officer, forward important communication to the MLO/ AS concerned. | ||
| Section Head concerned | •
• |
Receive and distribute tappal among your staff Attend to papers as per priority marking. Mark priority if not already done by your supervisory officer. | |
| • | Put up important papers immediately. Maintain notes on action on important papers received. | ||
| • | Transfer mis-sent papers to section concerned. |
7. PROCESSING
| Type | Treatment of tappal |
| (i) UO notes | |
| Note from Minister or Officer: | Take as receipt in e-office |
| Single file: | Received directly in e-Office. If shadow file is opened, take as receipt in e-Office
|
| Files for consultation: | Received directly in e-Office |
| (ii) Letter | |
| (iii) Short Message
Service (SMS) text |
Convert to PDF with details (sender name, phone number, date and time of SMS) and take as e-Office receipt. |
| (iv) Email | Convert to PDF with details (sender name, email, date and time of receipt) and take as e-Office receipt |
| (v) Fax | – |
| (vi) Cover | |
| Enclosures with valuables such as
money, cheques etc.: |
Deliver to Section Head concerned under acknowledgement who in turn will hand over to Section Head in-charge of claims. Maintain Valuables Register in Form T.2
|
| ‘URGENT’ marked covers: | Personal staff or Section Head to open. |
| (vii) Packet | Articles, registered or un-registered: Transmit to whom addressed. |
| (viii) Wireless message | Transmit to Tappal Seeing Officer |
- REPORTS
Form T.1. Section Distribution Register
| Current number | Section to which assigned |
| (1) | (2) |
Form T.2. Postal Article Register
| Serial number | Nature of article | From whom received | Section to which assigned | Current number | Signature of Section head to whom assigned |
| (1) | (2) | (3) | (4) | (5) | (6) |
- The NIC Team shall update E-Office masters relating to Tappal area in State & District instances of E-Office immediately.
The post Tappal instructions – Updating masters in the eoffice appeared first on Telangana NavaNirmana Sena.