5. A file is a set of letters and other communications,
documents etc. on a particular subject which are
arranged properly and kept together in an orderly
manner in a folder or cover and assigned a number
is collectively called a file.
INTRODUCTION
6. Every file consists of two
parts:-
Correspondence Portion
Notes Portion
Every File is given:
A suitable title
An appropriate number
PARTS AND SHAPES OF FILES
7. An approved list of Standard
Heads or Main Heads
Sub-heading
One subject one file
Allotment of a suitable number
HOW TO OPEN A NEW FILE
8. The number of a file should indicate
The section to which file pertains
The serial number of the main list of headings
The serial number of the sub-heading
The year in which file is opened
ASSIGNING FILE NUMBER
9. Every file shall be given:-
(i) a suitable subject title; and
(ii) an appropriate number;
Every Section shall maintain an approved list of main
subjects, e.g. in a Section dealing with establishment
matters:
(i) Recruitment of Staff
(ii) Leave and Transfer
(iii) Pension, etc.
10. The main subject headings shall be split into
appropriate sub-headings. For example, under
the main heading `Recruitment of Staff’, the
sub-heading may be:-
(i) Stenographers
(ii) Typists
(iii) Clerks
(iv) Naib Qasids, etc.
The subject title of the file dealing with the
recruitment of Clerks will then be:-
11. RECRUITMENT OF STAFF ---CLERKS
The number of each file will indicate:-
(i) The Section to which the file pertains.
(ii) The serial number of the main list of headings.
(iii) The serial number of the sub-heading,
(iv) The year in which the file is opened.
12. Paging
Page numbering
Referencing
Cross referencing
Page limit
Volumes of files
Part file
Linking of files
Amalgamation of part files
CORRESPONDENCE PORTION
14. Notes on the case
Draft for approval, if any
Correspondence part containing PUC
Files of previous proceedings
Precedents ,if any
Policy
HOW TO ARRANGE PAPERS ON
A CASE
16. Definition
Procedure for recording a file.
Extracts of decisions ,orders and advices
Ensure that no further action is required.
Remove and destroy all irrelevant
Transfer notes to correspondence part.
Determine the classification of files.
RECORDING
17. Category A
permanent files to be printed
Category B
Permanent files not to be printed.
Category C
Life 10 to 15 years
Category D
Life up to 10 years.
CLASSIFICATION OF FILES
18. PUC Paper under consideration
DFA Draft for approval
Corr: Correspondence
N Noting
S.O. Section Officer
D.S Deputy Secretary
A.S. Additional Secretary
Secy. Secretary
D.G. Director General
NFA No further action
A.D. Administrative Department
C.R. Character Roll
Deptt. Department
L.F. Linked file
L.P.R. Leave Preparatory to Retirement
O/c Office copy
O.O Office Order
P.P.O. Pension Paper Order
P.P. Previous Paper
ABBREVIATIONS
Notes de l'éditeur
Bismilla-her- Rahman-nerra-Raheem
Gentleman now the house is open for Question?
Q.1 What is the meaning of “IHSAN ?”
Ans: Linguistically this means perfection and excellence
Technically means to worship Allah as if you see Him, and if you can’t achieve this state then you must consider that he is seeing you
Q.2 You told that do Ihsan to Wayfarer what does this means
Ans: Actually wayfarer is your companion, when you are travel. Or in any journey Islam orders that behave with a gentle way or nice way with them