Chapter XI Police Officers

Chapter XI:

 Police Officers

 Part-I

Office Routine

11-1.       Office staff of Superintendent – The English and Urdu office staff of each Superintendent consists of the following:-

1 2 3 4
Division of duties Designation Rank Remarks
English Office branch Head Clerk Inspector or Sub-Inspector This officer is in charge of the English office and is responsible for the punctual disposal of correspondence, submission of periodical reports and returns, and the maintenance of character rolls and service books and, when no senior officer is available may sign necessary letters, etc., for the Superintendent of Police. He shall also supervise the work of the Accounts Branch and is responsible for the correctness of the accounts. He will be assisted by as many assistant clerks as may from time to time be sanctioned
Accounts branch Accountant Sub-Inspector His duties and responsibilities are detailed in Chapter X, Police Rules. He will be assisted by as many head constables and constables as may from time to time be sanctioned.
Bill Clerk Head- Constable He shall prepare travelling allowance bills and be general assistant to the Accountant
Urdu Office branch Reader to Superintendent of Police Assistant Sub-Inspector This officer shall exercise supervision over his assistant readers (head-constables) of whom there will be as many as there are gazetted officers. He shall also maintain the standing order book and the district order book.
Record keeper Head-Constable This officer shall be in charge of the Urdu records and will be assisted by one or more constables according to the requirements of the district.
Return-writer Head-Constable Shall maintain the general crime register, and despatch register of conviction slips and shall be responsible for all prescribed returns from the Urdu office.
Diarist, Copyist and Despatcher Head-Constable or Constable With as many assistants as may be sanctioned shall deal with the receipt, registration, distribution, copying and despatch or Urdu correspondence according to rules.

 

Provided that every police officer shall at all times render such general assistance as may be required of him in the exigencies of the service.

 

The assistant sub-inspector selected to discharge the duties of head reader shall be selected from officers of that rank employed on executive duties and shall not remain in the post for a longer period than two years at a time without the special sanction of the Deputy Inspector-General. An officer who has been head reader shall again become eligible for such post, without any special sanction, after three years ordinary police duty.

 

Note – Readers to the Senior Superintendent of Police, Lahore, and the Superintendents of Police, Amritsar, Ferozepore, Multan and Rawalpindi will be of the rank of Sub-Inspector.

 

  • Methods of correspondence – (1) All gazetted police officers and those subordinates who are employed in the offices of Superintendents of Police are required to familiarise themselves with the general instructions governing correspondence, which are contained the Punjab government Consolidated Circular No.5.

 

(2) Ordinary correspondence within the department should be in memorandum form, and the same form should be used for un-important correspondence with officers of other departments of equal or inferior status to that of the police officer addressing them. In important references requiring a lengthy letter, or which are likely to be forwarded other departments, the form of address and subscription of an official letter shall be used.

 

(3) Every official communication shall be headed with its number, the name and also the office of the writer and of the addressee, the palace from, and the date on which it is written, followed by an abstract subject heading and shall, at its commencement, quote the number, date and purport of any previous communication written from the same office to the same addressee, or received from the office addressed, on the same or relevant subject. If any communication or order is referred to which is not enclosed, the number, date, paragraph and purport of such communication or order shall be quoted.

 

(4) Colloquial phrases, vernacular, or provincial expressions shall not be used unless their equivalents are given in the text or in notes.

 

(5) More than one subject shall not ordinarily be discussed in the same communication.

 

(6) All communications, which will require to be filed with a case shall ordinarily be written on paper of foolscap folio or quarto size.

 

11-3.    Enclosures – Original documents shall not be forwarded as enclosures unless such a course is necessary. Urdu enclosures shall ordinarily be accompanied by English translations. The transmitting communication shall contain a list of all enclosures.

 

11-4.    Disposal of unimportant communication – In all unimportant cases, when a copy of the receipt or despatch communication is not considered necessary, the reply may be written at the foot or on the reverse of the receipt communication, which, after being numbered and entered in the correspondence register, shall be returned in original to the office of issue.

 

3[1][11-4-A. Relief to be given to Deputy Commissioners and other Administrative and Executive Officers in clerical work – To lighten the burden placed upon district officers Government have issued instructions reproduced in Appendix No.11-4-A prohibiting the issue from the Government Secretariat of unnecessary references calling for information from district officers. These instructions apply mutates mutandis to administrative police offices.

 

11-5.    Method of despatch and posting – (1) Communications and articles of considerable weight which are not of an urgent nature shall be sent by parcel of packet post; provided that communications and articles of value shall not be sent as packets. A parcel may contain one but not more than one written communication of the nature of a letter, which shall be addressed only to the addressee of the parcel itself. The inclusion of more than one letter in the same envelope or cover is contrary to Rule 31 of the Pakistan Posts and Telegraphs Rules, 1933. Office files, however, are not letters within the meaning of Sections 4 and 5 of the Pakistan Post Office Act and may be transmitted in a single parcel or y private agency instead of by post.

 

The despatch number of all letters, etc., enclosed in one registered cover shall be noted on the cover. The officer opening the covers shall satisfy himself that the contents received are correct.

 

(2) For important communications, where only a proof of posting is required, the system of acknowledgment of posting afforded by the Post Office, at the rate fixed by the Postal Department, shall ordinarily be resorted to. Where, however, a proof of delivery is required the cover shall be sent “Registered and acknowledgment due”.

 

11-6.    Use of rubber stamps – Printed or lithographed signatures as franks may not be used, but stamps giving a facsimile of an officer’s signature may, under proper precautions, be used for franking, but for no other purpose whatsoever. A list of rubber stamps, for use in district police offices and obtainable on payment from the Controller of Stationery, Calcutta, is given in Appendix 11-6.

 

11-7.    Covers to be franked – All covers despatched from the office shall be franked by the despatcher; otherwise they are treated as bearing covers under the rules of the Postal Department. Police, offices shall receive, and pay postage due on articles addressed to them “On Pakistan States Service”, and bearing the signature in full of the sender.

 

11-8.    Sue of reminders – Reminders (that is communications drawing attention to unanswered references) shall not ordinarily be numbered; and reminders received shall, if the reply called for is not at once despatched, be returned with an explanation of the delay and a statement when a reply may be expected.

 

11-9.    Addressing covers of official communications – The covers of official communications shall be addressed to the official designation of the officer; but those of demi-official communications shall be addressed to the name as well as to the official designation, and should be opened only by the individual to whom they are addressed.

11-10.  Despatch of confidential papers – When confidential papers are sent out of an office they shall be put into double sealed covers. The inner one shall be marked “Confidential”, and be super scribed with the name of the addressee. The outer cover should bear the official designation of the addressee only, and have no marking of any kind on it to indicate that its contents are of a confidential nature.

 

11-11.  Destruction of confidential correspondence – The destruction of confidential correspondence is a matter for the discretion of district officers, but as a general rule correspondence, other than that of special importance, over 20 years old may be destroyed. The destruction of other confidential records is regulated by instructions issued periodically by the Deputy Inspector-General, Criminal Investigation Department.

 

11-12.  Despatch of plans and maps on which the title to any property is based – No plans or maps on which the title to any property is based shall be sent out of the office of record in original, unless specially called for by competent authority, in which case the should, if entrusted to the post, be sent under registered cover. Copies of such plans or maps may accompany letters if necessary.

 

11-13.  Channel of correspondence – (1) A Superintendent shall ordinarily correspond direct only with his equals or inferiors in official status or with those immediately superior to him. Correspondence with the Commissioner shall be conducted through the District Magistrate and with the Inspector-General through the Deputy Inspector-General. Superintendents shall address Military Officers or above the rank of Colonel Commandant and Colonel on the Staff through their Staff Officers.

 

(2) Except (1) in cases in which direct reports may be ordered by general or special rules, (2) in emergencies, and (3) in answer to direct reference, the above channels of communication shall be followed. In cases coming under (2) or (3) of the exceptions above named, a copy of the communication shall be sent to the officer through whom the communication would, in the ordinary course, have passed.

 

11-14.  Communications with other provinces and countries – (1) All communications and documents sent by police officers to officers in another province where there is a different vernacular shall be in English.

 

(2) Should it be necessary to communicate with British Officials in the United Kingdom and the colonies regarding a criminal case or any matter of Public Security Intelligence, the facts should be reported, through the Deputy Inspector-General, Criminal Investigation Department, to the Inspector-General of Police, who is authorised to conduct such correspondence.

 

(3) Communications between gazetted police officers and between such officers and officers of similar status in other departments, and in answer to communications in English from persons not in the service of Government, shall be in English, unless the person addressed is known habitually to conduct his correspondence in the vernacular.

 

11-15.  Translation – All translations made in the office of a Superintendent shall be checked and certified as correct by a responsible officer not below the rank of assistant sub-inspector.

 

11-16.  Translation of vernacular words – (1) The transliteration of Indian words and the spelling of names should follow, as closely as possible, the rules given in Appendix C of Punjab Government Consolidated Circular No.5.

 

(2) As regards the names of places, the Imperial Gazetteer shall be accepted as the primary authority for the spelling of all names of places found in it, and in the case of names which do not appear in the Gazetteer, the local civil authority shall decide all questions relating to the spelling.

 

11-17.  Communications on private matters – Officers shall not address their superiors on personal matters concerning their own leave, pay, promotion, appointment, etc., by “State” telegram or in service paid letters. Should a reply to such a communication be required by telegraph the cost of the reply shall be prepaid. When such references are forwarded by the superior officers of those submitting them, they will be treated like any other official communication.

 

11-18.  Wording of telegram – Telegraphic messages should be worded as briefly as is consistent with conveying the intended meaning with ambiguity.

 

11-19.  Telegrams – use of – Police officers may use the Government and State Railway telegraph system for the transmission on official business of telegrams of the following classes:-

 

(a)       Ordinary State,           (b)       Express State,             (c)        Special Police

 

Message should be classed “Ordinary” except in cases of special urgency. The “E-press” class should be used for messages of special urgency, when the difference of a few hours in the time of delivery is of moment, or when it is known that, owing to a block of traffic, “Ordinary” class of telegrams are liable to serious delay.

 

The authority to class messages “Special Police” has been given to police officers and an above rank of Inspector at the headquarters of districts, with the proviso that, when a gazetted officer is available, the privilege shall ordinarily be exercised by him only, and to officers of an above the status of “officer in charge of police station” at places other than district headquarters. Telegrams so classed take precedence for despatch over almost all classes of traffic. The classification is intended for the reporting of facts and events of such pressing urgency that even a few minutes’ delay would be serious, and its use should be confined to emergencies and to messages in connection with the prevention or detection of crime, when immediate communication of information is essential.

 

“Special police” messages must be received for despatch and delivery by all telegraph offices, whether during “closed” hours or not. They are paid for at “express” rates including late fees.

 

11-20.  Abbreviated telegraphic addresses – Superintendent of Police shall arrange to supply officers in charge of police stations and others with a list of the registered telegraphic address of all officials, both of the police and other departments, with whom they are likely to be called upon to exchange telegrams, and to keep these lists up to date. A list of such addresses is published in Appendix D of the Punjab Civil List.       

 

11-21.  Use of canal telegraph system – The canal telegraph system in the Punjab may be used by police offices under the following restrictions:-

 

(a)       All messages must be strictly on Government service.

(b)       No message may be sent to any place which is served by other wires, e. g., Government telegraph or railway wires.

(c)        Messages sent on canal service shall have precedence over all others.

(d)       No guantee can be given as to the correctness of messages or against delay.

(e)        When the addressee is at a distance from the receiving telegraph office, the message will be forwarded by had, with a letter from the signaller to the addressee stating what fee has been agreed on. This fees will be paid to the messenger on delivery and will vary according to the conditions of distance, time and weather.

 

Such fees are chargeable to the contract contingent grant.

 

11-22.  Telephone – The telephone should be freely use, wherever it is available, to save time and formal correspondence. This means of communication should be utilised for reporting matters of urgency including “special reports” of crime form police stations to headquarters; for obtaining information required to supplement or explain a written report, and for conveying orders. Where a record in necessary of orders or information conveyed in the first instance by telephone, a copy should be sent by the earliest available post. Message books (Form 11-22) shall be kept in each office which is supplied with a telephone. The recipient of a message or order, as received, and will then repeat it over the telephone and obtain the sender’s acknowledgment of its correctness. Messages recorded in this form shall be placed in the appropriate file in the receiving office, until their place is taken by the official copy which is required to follow by post; on receipt of the latter the message form will be destroyed.

 

Trunk calls shall be used for official purposes, only when the use of the telegraph would be justified, and if the cost of such a call is not greater than would be the cost of making the enquiry in question and getting a reply thereto by telegram. Except in cases of great emergency, trunk call will be made only by officers of and above the rank of inspector.

 

11-23.  Treatment of receipt letters and postal matter containing remittances – (1) In the offices of Superintendent of Police all letters, etc., received shall be opened by a gazetted officer or, if no gazetted officer is at headquarters, by the head clerk personally. Every receipt shall be registered before any other action is taken, the office stamp, with the diary number and date entered in red ink, being impressed in the upper left-hand corner. The head clerk is responsible that every fresh receipt is shown to a gazetted officer within forty-eight hours, even if the connected file is not available for submission at the same time. This rule shall apply as far as is practicable to the officers of Deputy Inspector General of ranges.

 

(2) Receipts for insured or registered letters or packets shall be singed by the head clerk personally or other officer senior to the head clerk. Such letters and packets shall invariably be opened by a gazetted officer, or, when no such officer is at headquarters, by an inspector. The officer opening insured letters or packets will be personally responsible for seeing that the contents are correct according to the covering letter, if any, or endorsement on the cover, and are immediately brought on to permanent record or account. If the insured contents are currency notes, cheques, or remittance transfer receipts they shall be made over to the accountant and the receipt shall be entered forthwith in the general cash book and initialled by the officer opening the letter or packet; if they are other valuable goods or documents they shall immediately be placed in suitable safe custody. Officers must realise that laxity in the receipt and disposal of valuables sent through the post gives an easy opening for misappropriation and fraud of kind the detection of which is not easy.

 

11-24.  Registration – (1) All correspondence, both receipts and issues, shall be registered in one diary of correspondence [Form 11-24(1)] and every separate receipt and issue shall be given a serial number as shown in the diary, receipts being entered in black ink and issues in red.

 

(2) Periodical and other standard returns shall be entered in the diary and numbered for despatch. Covering letters shall not be sent with communications, unless it is necessary to make explanatory remarks, which cannot be endorsed on the return itself.

 

When a return is blank the fact should be reported on a post card. –[vide sub-rule 11-39(3)].

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(3) The number of a despatch letter should be given above, the file and subject head number below, e.g.,          meaning letter number 256 of file 2, subject head 19.

 

(4) When a letter which starts a new subject is issued or received the head clerk shall decide whether, in accordance with rule 11-25, it should be filed with the “miscellaneous file” of the chapter concerned or with one of the “general files,” or whether it should be given a ”special file.” In the last case the necessary entry in the file register [Form 11-28 (1)] shall at once be made.

(5) When any communication is sent to more than one office, the distribution shall be shown on each copy.

 

11-25.  Filing – (1) Correspondence shall be kept in the flat file system and given file covers [Form 11-25 (1)]. Files shall be kept according to their file and subject head numbers – (See rule 11-26).

 

(2) Papers in file shall be arranged chronologically, and shall be paged on one side only on the right hand top corner, the first paper being numbered I, and the second,3, and so on, the reverse of each paper being the following even number, which need not be marked. Office notes and orders, except purely ephemeral notes such as calls for papers and explanations of delay, which should be made on “slips” or “buff sheets” and destroyed when disposed of, shall form part of the file and be paged accordingly.

(3) Enclosures to a letter when placed on record should come before the letter itself. A note in red ink shall be recorded on the enclosure on receipts, as follows:-

 

“Enclosures to letter number, dated to be returned,” the last three words being omitted if the enclosures are not to be retuned.

 

(4) An index to the contents of each file shall be maintained on the outer cover and shall show whether letters are pending or otherwise.

 

11-26.  Heads of correspondence – (1) Main subject heads of correspondence shall be allotted in accordance with the chapter headings of Police Rules, one extra main head “head subjects” being added for correspondence bearing no relation to those rules, Sub-heads shall follow, as far as possible, the paragraph headings of Police Rules. Further instructions are given in Appendix 11-26 (1).

 

(2) Files under each subject head will be of three descriptions, viz., “Miscellaneous,” “General” or “Special”.

 

(a)       Only one “miscellaneous” file shall be maintained under each main head. It will be given the first serial number under the head concerned each year, and will contain all correspondence on that head of an unimportant or routine nature, concerning which no lengthy correspondence is expected, and for which a “general “ or “special” file is considered unnecessary.

 

(b)       A “special” files under each subject head will consist of papers connected with periodical correspondence or returns on one general subject, on any one item of which no lengthy correspondence is expected. General files will be marked with the letter “G”.

 

(c)        A “special” file shall be started for every case which, either form the item of its imitation or t a later stage, appears likely to be the subject of prolonged correspondence, or to be of intrinsic importance as a precedent or as embodying a new ruling or order, or to constitute a distinct item within a general sub-head, which is likely to be required frequently for reference and should be kept on record for more than item years. It will frequently be necessary to transfer papers form a “miscellaneous” or “general” file to a “special” file. Whenever this is done corrections must be made in the diary of correspondence, and index of the file from which the papers are removed.

 

(3)       Papers in connection with “miscellaneous” and “general” files may, if convenient, be submitted separately as they are received. After necessary orders have been issued and complied with they should be placed with the files to which they belong. Papers in connection with “special” files should ordinarily be submitted for orders with their files.

 

(a)        When a file becomes unduly bulky {ordinarily when it exceeds 100 pages}, a separate continuation file should be studied both by gazetted office sand clerks, and should followed, as for as the conditions of different offices permit.

 

11-27.  Detailed instructions regarding office procedure – Further detailed instruction for the conduct of the business of an office are published as Appendix 11-27. These instruction should be studied both by gazetted officers and clerks, and should be followed, as far as the conditions of different offices permit.

 

11-28.  File Register – (1) An annual files register shall be maintained in Form 11-28(1) for each subject head. It will give the number of and serve as an index to all “general” and “special” files.

 

(2) A new register and a new series of serial numbers will be started at the commencement of each year.

 

11-29.  Arrangements of correspondence files – (1) For purposes of arrangement in the record room, correspondence files will be divided into two classes:-

 

(a)     “Action files, in which further correspondence is expected, including all “miscellaneous” and “general” files.

 

(b)     Completed “special” files, in which correspondence has been finished.

 

(2) One or more record cupboards should be kept for correspondence files of the current and preceding year, and should be divided into compartments marked with a distinguishing number for each main-head. Each compartment will be sub-divided into two.

 

Completed files will be tied up between boards and placed below the action files, which will be kept loose, but in their proper order.

 

Action files will be kept in the upper division and completed files in the lower division of the compartment.

 

(3) At the end of the second year the files of each subject head shall be placed between stiff boards in a separate record cupboard, divided into annual compartments. On the top board of each packet shall be written the number of files. This portion of the record hslal be classed as old records.

 

11-31.  Period of retention of, and destruction of records – The process of eliminating superfluous records shall be carried on continuously under the orders of the head clerk. No file shall be considered for destruction till it has been three years in the “old records”. Files in the “old records” shall be kept in two classes (a)miscellaneous and general, (b)special. No special file shall be considered for destruction till it has been ten year in the “old records”.

 

Subject to this guiding principle the record room staff will be continuously engaged on the overhaul of old files. Each file liable to destruction will be first examined with the aid of its index. Any portion of its contents which the record clerk considers should be kept, shall be removed – the orders of the head clerk being taken if necessary – before the rest of the file is destroyed. The orders of the head clerks shall be cancelled in red ink, dated and initialled by the record clerk. Progress in destruction work will be checked at all office inspections by reference to the file register.

 

Papers removed for retention from files which are to be destroyed shall be recorded in a special file under the appropriate subject head entitled “Papers retained from files destroyed.” This extra file shall, when created, be entered in red ink at the end of he file register of the year in question.

 

11-32.  Station delivery register – An annual station delivery register shall be maintained in Universal Form No, 20 for all letters, etc., sent out by hand.

 

11-33.  Stamp Register – (1) A stamp register shall be maintained by the accountant Form 11-33 showing the receipt and issue of Government stamps to each officer during the year.

 

(2) The rules prescribed by the Punjab Finance Department for the audit and better control of service labels, – vide Inspector General’s Memo. No. 3402-A dated 26th September 1931 – Should be carefully observed. Range auditors should examine the stamp accounts during the course of their inspection of district accounts.

 

11-34.  Stock book of office furniture – A register of furniture in the office of Superintendents, Deputy Inspector General, and the Inspector General shall be maintained in Universal Form No, 93. Stock shall be taken annually in April and the record verified under the hand of a gazetted officer, the condition of articles in stock being duly noted in the column provided for this purpose. To facilitate identification each article shall be marked with the abbreviated designation of the office concerned. Inspecting officers shall examine this register in the course of their inspections.

 

11-35.  Inventory of stores – (1) An inventory of stores in Form 5-16(I) shall be maintained in each police office showing all European and other stores and moveable property in the custody of the head of the office. Articles required to be entered in the registers maintained under rules 11-34 and 11-58 shall not be entered, but all other Government property, other than that purchased or maintained from the Chanda, Police Land 11[2][***], shall be included.

 

Note – Stores purchased or maintained from the Police land or General Police funds shall be entered in the miscellaneous stores register in the Lines (Rules 22-70).

 

(2) On the 31st March of each year the balances of all stores should be shown in once line and shall be verified by count by a gazetted police officer, and attested by his signature in the register in the column for remarks. At the same time a certificate shall be forwarded to the Deputy Inspector General, by Superintendents, and to the Inspector General, by Deputy Inspectors General, that this verification has been carried out.

 

At inspections the controlling officer should call for the stock register and see that entries have been regularly made and verify the record of actual count. He should, if possible, verify by actual count the balance of one or more items, as the balance of the particular stock affected is struck at each operation.

 

  • List of register – A list of registers to be maintained of a permanent character, whether in English or in Urdu, shall be ordered to be submitted by the police, except under the authority of the Inspector Genera or Government, or by law or rule having the force of law.

 

  • Unauthorised re-terms – No periodical return or report of a permanent character, whether in English or in Urdu, shall be ordered to be submitted by the police, except under the authority of the Inspector – General or Government, or by law or rule having the force of law.

 

11-38.  Compilation of Returns – the material for authorized periodical returns and reports should normally be available from the records and registers in the office preparing the. Such returns and reports shall be prepared accordingly, and material shall not be demanded from executive officers except for special and adequate reasons. When a special return ordered by proper authority necessitates the collection of material directly from executive officers and police stations, blank forms of the required returns shall be sent for completion.

 

11-39.  List of returns due from offices of Superintendents and Deputy Inspectors–General – (1) A list of periodical returns which have to be submitted by Superintendents, showing the period after which the office copies of such returns may be destroyed, is given in Appendix 11.39(1)(A). A similar list, showing the returns to be submitted by Deputy Inspectors – General, is given in Appendix 11-39(1)(B).

 

(2) Each Deputy Inspector – General shall cause a check statement of periodical returns to be kept up in his office, in Form 11-39 (2).

 

(3) When a return is blank, intimation of the fact shall be sent by post card, quoting the description of the return, as given in Appendix 11-39 (I) (A) and the number of the rule in which it is prescribed.

 

PART – II

Stationary and Forms

 

11-40. Supply of English stationery – (1) English stationary shall be procured by means of indents in the form supplied by the Stationary Office, Calcutta. Such indents shall be submitted to the Inspector – General on or before the 15th June each year. Head clerks are required to make themselves familiar with the provisions of the Punjab Printing and Stationary Manual, which affect procedure in the police department.

 

(2) Care shall be taken that the cost does not exceed the annual allotment of funds.

 

(3)       Superintendents and Deputy Inspectors – General shall each submit an annual estimate, in form B. M. I., of the total expenditure on account of English stationery for the following year, to the Inspector – General, not later than 1st July in each year.

 

(4)       The requirements of stationery shall be estimated for a calendar year on the basis of actual expenditure for ten-and-a-half months and average expenditure for one-and-a-half months. The balance stock in hand shown shall be that remaining after deducting one-and-a-half months average expenditure as above.

 

11-41. Instructions for the preparation of indents for stationery – Heads of offices and their head clerks are personally responsible for utilising their allotment of funds for the purchase of stationery to the best advantage. The annual indent must receive very careful attention, and must not be treated as a matter of routine. Types of stationery and envelopes suited to the actual requirements of the office must be selected; quantities must be carefully calculated in the light of actual requirements and stock in hand; the mere repetition of previous years’ indents must not be allowed. The indent for pens, pencils, inks and miscellaneous requisites must similarly be framed after a detailed survey of what is required to meet reasonable expenditure under proper supervision. A model scale is given as appendix J, Punjab Printing and Stationery Manual, and should be taken as a guide.

 

11-42. Indents for forms – (1) The instructions contained in the Punjab Printing and Stationery Manual must be carefully followed mission of all indents for forms. Superintendents of Police are not authorized to indent direct on the Superintendent, Government Printing, the Central Jail Press or Government contractors. Their indents will be consolidated and forwarded by the Deputy Inspector – General, Government Railway Police, will indent direct for their own requirements. The original indents must contain all instructions regarding the binding of any forms which have to be bound into registers, also the full address to which such forms and registers are to be dispatched. The same care must be exercised in the preparation of indents for forms as is enjoined in the case of stationery indents. (Rule 11-41). Balances in stock must be verified by a responsible official, the balance of each form, whether it is being indented for or not, being shown in the indent. Dates fixed for the submission of indents must be strictly adhered to ; otherwise the Press will not be responsible for any delay which may occur. Printing cannot be commenced until all indents are received.

 

(2) Supplementary indents must be avoided as far as possible. Only in very special circumstances will a supplementary indent be passed, and the reasons necessitating such an indent must be stated in every case. These indents should be submitted through the Deputy Inspector –General who, if he passes them, will forward them to the Inspector –General of Police for station.

 

(3) When forms, etc., are packed in gunny cloth or gunny bags, the indenting officer concerned should arrange to retain such packing material, and, when a sufficiently large quantity has been collected, should return it by goods train to the Superintendent, Government Printing, Punjab. All invoices for forms, etc., supplied should be returned, duly acknowledged, to the Superintendent, Government Printing, Punjab, within a fortnight.

 

11-43. Universal Forms and Standard Official Envelopes – (1) Consolidated annual indents for universal forms and standard official envelopes are due with the Superintendent, Government Printing, Punjab, on the 1st April of each year, Indents are made on U.F. No. 35, and should be forwarded to reach the Deputy Inspector – General of the range by the 1st March. Deputy Inspectors – General are required to scrutinise all indents carefully, and to cut down demands which appear to scrutinise all indents carefully, and to cut down demands which appear excessive in view of stocks in hand and the normal requirements of the office concerned. Notable variations in demands between offices of equivalent status should be noticed and rectified. Scrutinising officers shall be guided, further, by the provisions of the Printing and Stationery Manual.

 

(2) Forms required for use in the offices of Deputy Inspectors – General of ranges, should be included in the consolidated indents; the indents of the Deputy Inspector – General, Criminal Investigation Department and Assistant Inspector – General, Railway Police, should be prepared on U.F.35 and forwarded direct.

 

(3) Printing of addresses and franks on envelopes is not allowed. For despatching by post papers of an unimportant nature, wrappers (to be obtained from the Superintendent, Government Printing), should be used if practicable. The number required should be stated on U.F.35, and proportionate reduction made in the number of envelopes ordered. Cloth-lined envelopes are intended to be used for confidential or specially important papers only and the supply allowed shall be kept as low as possible. To permit of envelops being used more than once, full use shall be made of “National Economy Slips” U.F.51.

 

(4) Rules regarding the supply of file boards, which are classed as Universal Forms, are contained in Chapter 8 and Appendix N, Punjab Printing and Stationery Manual.

 

11-44. Standard departmental forms – Consolidated annual indents for standard English departmental forms, in Form 11-44m are due with the Superintendent, Government Printing, on the 15th of September of each year, and with Deputy Inspector General on 1st August. The procedure in the offices of Deputy Inspector General, Assistant Inspectors General and Superintendents of Police is the same as in the case of indents for universal forms. Standard departmental forms are those authorized in the present edition of Police Rules, or introduced from time to time by means of correction slips to those rules. Indenting officers are not authorized to require any alteration to be made in any standard form. Envelopes, other than those indented for under rule 11-43 are not authorized.

 

11-45.  Non-Standard departmental forms – No non-standard form maybe indented for without the sanction of the Inspector General of Police, obtained in the case of Superintendents of Police, through the Deputy Inspector General. Such sanction will only be given in exceptional circumstances and for definite reasons, which must be explained.

Consolidated indents for non-standard forms, in form No. C. –O.- No. B. 1, copies of which are obtainable from the Superintendent, Government Printing, are due on the same dates as those for standard forms. Samples of forms required must be attached to the indent.

 

11-46.  Account forms – Indents for treasury and accounts forms are due with the Superintendent, Government Printing, Punjab, on the 1st October annually and with Deputy Inspector General on the 1st September.

 

11-47.  Standard departmental Urdu forms – Consolidated indents for standard departmental Urdu forms are due with the Superintendent, Government Printing, Punjab, on the 1st of July annually and with Deputy Inspector General on the 1st June.

 

Indents should be prepared by Superintendents of Police in Form 11-47. As regard consolidation and scrutiny, the procedure prescribed in rule 11-42 shall be followed.

 

As regards non-standard Urdu forms, rule 11-44 applies, except that the date for submission of indents to Deputy Inspector General is the 1st of June.

 

11-48.  Account of expenditure of stationery and Forms – (1) The supply of English stationery and forms shall, on receipts be examined by a gazetted officer. It shall then be made over to one of the clerks of the English Office for safe custody under lock and key. Such clerk shall keep an account of the expenditure in the form supplied by the Superintendent, Government Printing, Punjab, Lahore. Attention is invited to rules 10-26 to 10-32 Punjab Printing and Stationery Manual regarding the procedure to be followed in case of defects or shortages.

 

(2) Country stationery and Urdu forms shall on receipt be examined by the prosecuting inspector. They shall then be made over to, and accounted for by, the Vernacular Record Keeper under the general control of the prosecuting inspector. The form referred to in sub-rule (1) above is U. F. 96 and shall be used for the record of stocks of both English and Urdu stationery and forms.

 

(3) Paper used in Urdu police offices shall be either jail-made paper or that specially supplied for carbon copying. Supplies for police stations, including supplies of carbon paper and indelible pencils, should ordinarily be sent out in quantities sufficient for a full year, a half year’s stock being maintained at headquarters. The consumption at police stations, however, inevitably varies considerably with the fluctuations of crime and their stock of material for carbon copying must on no account be allowed to become exhausted. Demands for replenishment must be submitted in good time by police station clerks, and must be promptly met.

 

11-49.  Stock register of printed forms, etc. – A stock register of printed forms, envelopes, registers, etc., shall be maintained in the Central Police Office and all other polices. The form for this register is standardized, and requirements shall be included in indents submitted in accordance with rule 11-42.

 

11-50.  Page numbers to police station registers – All police station registers shall be paged in English in the office of Superintendent before issue to police stations. The number of pages in the register shall be noted on the inside of the cover under the signature of the prosecuting inspector or a prosecuting sub-inspector.

PART III

Gazettes, Publications And Contract

 

11-51.  The Police Gazette – The Gazetted is published in two parts in both English and Urdu –

 

Part I – Departmental Orders.

 

Part II – Notifications regarding additional police, police station boundaries, plague, appointments, promotions, reductions, dismissals, transfers, rewards (in cases of exceptional interest or importance only), examinations, leave pension, etc.

 

  • The Criminal Intelligence Gazette – (1) The Criminal Intelligence Gazette is published by the Criminal Investigation Department. As much publicity as possible with in the department shall be given to its contents, and information published in it regarding arrests and identifications wanted, warning, etc., shall be feely disseminated to the public ; the gazette as a whole, however, may not be shown to non-officials.

 

(2) Information on the following matters may be published in the Criminal Intelligence Gazette, and should be submitted in the forms noted:-

 

(a)       Valuable property lost or stolen or found and awaiting identification [Form 22-79 (I) (d)]. Notices shall be sent only when the circumstances, nature of the case and the description available of the property are such as to render publicity valuable.

 

 

(b)       Proclaimed offenders and absconders [Form 23-22 (I)]. Notices shall be sent only when wide publicity is necessary as a warning against the offender and as an aid to his arrest, and when full particulars likely haunts, associates and description are available.

 

Note – When notices are sent for publication regarding absconding suspects wanted by the police, by against whom a warrant has not been issued, the officer submitting the notice will be held personally responsible in any legal proceedings for defamation or the like, which may arise form the publication.

 

(c)        Arrests of proclaimed offenders and absconders will be published in important cases only, or, when “wanted” notices under clause (b) above have previously been published.

 

(d)       Persons lost or missing [Form 22-79 (I) (b)]. In important cases only and provided a complete description of the person lost or missing is forthcoming.

 

(e)        Unidentified persons found dead [Form 22-79 (I) (a)]. In important cases in which a complete description of the dead body is forthcoming.

 

(f)        Lists of bad characters entered in Police Station Register No. X, who have left their homes and cannot be traced [Form 23-4 (I)]. These will only be published in the circumstances indicated in clause (b) above.

 

(g)       Descriptive notes regarding offences of a novel or professional type, including cases of coining, note-forging, fraudulent conspiracy, professional poisoning and cheating, and memoranda embodying the shifts and artifices of criminals, and special measures employed in countering them.

 

(h)       Reports regarding suspicious vagrants, strangers, loafers, etc.

 

(i)        Loss of passports, etc.

 

(j)        Notices regarding loss and recovery of arms according to the instructions contained in Criminal Investigation Department Circular No, 4986, dated 14th December 1923.

 

(k)       Material for publication in the Criminal Tribes Supplement.

 

(3) Except as prescribed above, no particular form is necessary for matter intended or publication, but the general form of the notices published in the Criminal Intelligence Gazette shall be followed. The matter should in all cases be in narrative form. A gazetted officer shall personally draft, or carefully revise the drafting of, and sign all matter intended for publication, so that it may be sent to the press in the form in which it is received. All matter intended for publication in the Criminal Intelligence Gazette should be despatched, as soon as it is ready, in ordinary covers, addressed to the [Deputy Inspector General, Crime]. In urgent cases special supplements will be issued within twenty-four house; notices in such case should be marked “urgent – for special supplement”.

 

11-53.  Notices for insertion in the Police GazetteNotices for insertion in Police Gazette shall be despatched in envelopes marked “Gazette” on the upper left hand corner, and may be sent direct to the office of the Inspector General, except where a channel of submission is prescribed by rule. They shall be written on one side of the paper only and headed “For publication in the Police Gazette”. No covering letter is required, but drafts must be signed by a gazetted officer; all drafts must be in the form commonly used in original as manuscript for the press. Notices which are delivered in Lahore after Tuesday afternoon, cannot ordinarily be inserted till the week next following.

 

11-54.  Advertisements in the Police and Criminal Intelligence GazettesThe Police Gazetted, both in English and in Urdu, may be used as a medium for advertisements. Departmental advertisements of a public character shall be inserted free of charge in the Police Gazette. Private advertisements and notices of rewards offered and property or persons lost or found will be published in the Criminal Intelligence Gazette, provided they shall have been paid for in advance at the rate of one anna for every ten words for each insertion, and the money credited to Government. Superintendents forwarding such advertisements or notices shall state the sums paid under this rule.

 

11-55.  Supply and binding of Police and Criminal Intelligence Gazettes(1) Copies of the Police and Criminal Intelligence Gazettes in English and Urdu are supplies free to all police officers whose official duties require them to maintain a file of these publications. Heads of offices shall intimate any changes required in this distribution to the Assistant Inspector-General of Police, Punjab, and the Assistant Inspector-General of Crime and Criminal Tribes, in the case of the Police and Criminal Intelligence Gazette respectively.

 

(2) Officers may obtain additional copies of either edition of the Police and Criminal Intelligence Gazette on payment in advance at the following prices:-

 

Part I of the Police Gazette, Rs.5-12-0 per annum or one anna and nine pies per copy.

 

Part II of the same gazette, Rs.11-6-0 per annum or three annas and six pies per copy.

 

The Criminal Intelligence Gazette, Rs.15-0-0 per annum or four annas and nine pies per copy.

 

Excise Supplement to the Criminal Intelligence Gazette, Rs.5 per annum or one anna and six pies per copy.

 

Such payments shall be credited as directed in Appendix 10-31(1) and the treasury receipt shall be attached to applications for supply of copies. The prices are liable to alteration from time to time.

(3) On receipt of the index, which is issued for each edition of the two gazettes as soon after the 31st December as possible, all copies which are issued free shall be bound in accordance with the directions in rule 11-57.

 

(4) Neither the Police nor the Criminal Intelligence Gazette may be sold to members of the public, and police officers are prohibited from allowing non-officials to have access to their copies.

 

11-55-A. District Criminal Intelligence Gazette Superintendents of Police are required to issue a District Criminal Intelligence Gazette in Urdu for circulation among Police Stations, of their districts and such adjoining districts as is considered necessary. Ordinarily it will be a weekly publication. Such gazettes shall include:-

 

(a)       a brief resume of the crime in the district since last publication;

 

(b)       particulars of cases of an interesting nature, deductions from a study of modus operandi records as to particular gangs or individuals at work and departmental notices and orders provided this matter is not published in the Punjab Criminal Intelligence Gazette;

 

(c)        such other matter as Superintendents of Police consider should be published.

 

11-56.  Supply of Police Rules and other subsidiary manuals – (1) Copies of English editions of the Police Rules and authorized subsidiary manuals are supplied once at Government expense to all gazetted officers, to Inspectors and Sub-Inspectors who know English and to Sergeants. Copies of the Urdu edition of the Police Rules are supplied once to Inspectors and Sub-Inspectors who do not know English and to all Assistant Sub-Inspectors. In the event of any volume being lost the holder will be required to refund the cost. Every officer is responsible for keeping his copy of the rules up-to-date.

 

(2) English and Urdu copies are also supplied once to all police stations, offices and police lines, and to the Police Training School and Urdu copies to all Police out-posts other than those in the charge of Assistant Sub-Inspectors, according to the scale fixed by the Inspector-General of Police. Losses shall be replaced either at Government expense or at the cost of individuals according to the circumstances of each case.

 

(3) Officers desirous of purchasing copies of Police Rules may obtain them form the Superintendent, Government Printing, Lahore, the price shall be credited into the local treasury, the treasury receipt being forwarded to the Superintendent, Government Printing, Lahore.

 

(4) Corrections to Police Rules will be published in the Police Gazette by the Inspector-General of Police when necessary. No memorandum or instructions issued by the Inspector-General of Police or any officer subordinate to him shall have the effect of altering any Police Rule, unless it is definitely stated to be a correction and, as such published with the authority of the Provincial Government.

(5) Concurrently with their publication in the Police Gazette copies of all corrections to Police Rules will be sent in correction slip form to all holders of copies of the rules. These corrections slips will be printed on one side of the paper only and in the same type as and on paper of the same width and with the same margin as the volume which they emend. They will be serially numbered in block type in the left hand margin.

 

(6) Minor verbal corrections, and other corrections where space permits, shall be copied into the original volume by hand; in such cases the serial number of the correction slip shall invariably be copied in the left hand margin also, after which the correction slip itself may be destroyed.

 

(7) A list of correction slips will be issued to all holders of Police Rules and allied manuals, who will on receipt paste it into the spare binding edges provided for the purpose at the end of each volume.

 

(8) when one correction slip cancels another previously issued, the cancelled one shall be removed and destroyed and the index shall be correspondingly corrected.

 

11-57.  Supply of publications, book binding and printing – (1) Government publications, including Acts of the Central and Provincial Legislatures, are supplied as required to police officers under arrangements made by the Inspector-General of Police in accordance with the provision of Punjab Printing and Stationery Manual. Changes in the requirements of districts in this respect, due to increases or reductions in the number of police stations, etc., shall be notified to the Inspector-General of Police as they occur.

 

(2) Requirements in respect of the binding of blank book of forms shall be carefully stated in the indents for such forms (vide rule 8-3, Printing and Stationery Manual). The periodical binding of returns and other records required by Police Rules to be bound shall be done under the instructions (general or special) of the Superintendent, Government Printing, –vide rules 8-1 to 8-5, of the same publication. Records, which cannot be allowed to leave the office, or cannot be spared for the time required by the Government or a Jail Press to do the work, may be bound either by the office daftri or by a local Press, subject to the conditions prescribed in the rules referred to above. The cost of such local binding shall be met from the contingent grant, – [vide Appendix 10-111(1)].

 

(3) Except in the case of very urgent work, the cost of which is within the limits prescribed in items 4-A and 4-B of rule 20-6 in Punjab Financial Handbook No.1, police officers are prohibited from having printing work execute at private presses. The procedure in all cases shall be as laid down in rule 2-20, Punjab Printing and Stationery Manual.

 

(4) Survey maps required by police officers in their official capacity shall be obtained on indent to be submitted to the Inspector-General who will include them in the consolidated indent to the Map Record and Issue Officer, Calcutta. Indents should reach the Central Police Office by the 1st June annually. The cost of maps so supplied will be charged to the contingent grant of the Inspector-General. Revenue, Muncipal and District Board maps shall be obtained from the Deputy Commissioner or the local authority publishing them and paid for from the contingent grant of the office for which they are purchased.

 

11-58.  The Library Register – Each Deputy Inspector-General and Superintendent shall maintain a library register in Form 11-58 of books and publications other than newspapers supplied to him at the public expense for official use. Every fresh receipt shall be entered in the library register. The serial number of the register entry, the name of the office and the date of receipt shall be endorsed on the title page of the book and a label containing similar particulars shall be affixed to the back of the cover. Gazettes and similar periodicals shall be kept in file boards and brought on to the library register as soon as they bound.

 

11-59.  Custody and issue of library books – All publications belonging to the library, which are not in constant use by and kept, under due authority, on the tables of particular officers, shall be kept in locked cupboards. The library clerk shall keep the keys of these cupboards and be responsible for the completeness of the library. The whereabouts of every book, whether permanently or temporarily off the shelves, shall be noted in the library register and periodically checked.

 

11-60.  Inspection of the library by inspecting and relieving officers – Inspecting and relieving officers shall ascertain that the library is complete and in good order. Such books as have become obsolete may be destroyed under the authority of the Superintendent of Police personally Bound volumes of the Police Gazette may be destroyed after 15 years. The destruction of other books shall be left to the discretion of Deputy Inspectors-General, when examining the library registers at their inspections of districts.

 

11-61.  Contracts – (1) No contract binding Government as one of the parties shall be entered into by a Superintendent of Police on his own authority. Contracts for the supply of clothing and stores may be executed by the Inspector-General of Police, and contracts or other instruments connected with the lease, sale, hiring or purchase of land or buildings may be executed by the Inspector-General of Police, Deputy Commissioners or by the Public Works Department according to circumstances and in accordance with the orders contained in Part IV of the Law Department Manual, 1926.

 

(2) Any existing contract or other instrument, which has not been executed as above shall be reported for orders to the Inspector-General of Police.

 

11-62.  Bonds – Bonds taken in the Police Department to secure the due performance of duty shall be executed only in one or other of the forms authorized by the Inspector-General of Police. Specimens of these forms may be obtained on application to the Central Police Office.

 

11-63.  Supply of copies of Police records – (1) No document or record belonging to, or in the custody of the police, and no copy or extract from such document, shall be furnished to any private individual or to any Government servant for his private, use, save under the authority of an express provision of the law, or by order of a Court acting within its legal powers, or a general or special order issued by a competent authority in respect of any class of classes of documents.

(2) By a general order of the Inspector-General extracts, or copies from files of departmental proceedings, may be granted to police officers or ex-police officers for the purpose of preferring appeals.

 

(3) Except in cases where copies are required by law, or other competent authority, to be given free, fees shall be charged for all copies at the same rates as are in force for the time being in the civil courts, and shall be paid as follows:-

 

(a)       Half to the copyist.

 

(b)       One-tenth to the examiner

 

(c)        The remaining amount shall be credited into the treasury as Police Income under head “Fees, Fines and Forfeitures”.

 

11-64.  Cancellation of stamps – (1) Court fee stamps upon dutiable instruments presented to or issued by police officers, shall be cancelled in the manner prescribed in Chapter 4-C, Volume IV of the Rules and Orders of the High Court, 1931.

 

(2) The first hole to be made on receipt of a document bearing a court fee stamp and on the issue of a copy shall be made by a small circular punch; the second hole to be made on receipt of a copy shall be made by a small triangular punch; and the third hole, in the case of a copy shall be made, when the record is finally filed, by the record-keeper with a small square punch.

 

11-65.  Certain copies requiring to be stamped – When copies of documents falling under Articles 6, 7 and 9 of Schedule I of Act VII of 1870 (The Court Fees Act), and Article 25, Schedule I of Act II of 1899 (The Pakistan Stamp Act, are submitted with petitions without being stamped, the petition should ordinarily be returned to the sender or presenter with direction that orders cannot be passed unless it is resubmitted with the copy duly stamped.

 

11-66.  Literary works by gazetted officers – Information regarding literary works of a public or official character undertaken by gazetted officers shall be reported through the Inspector-General to the Secretary to Government, Home Department, for incorporation in the History of Services of gazetted officers.

 

PART IV
Urdu Office

 

11-67.  Diary of Urdu correspondence received – (1) A diary of Urdu correspondence in Form 11-67(1) shall be maintained by the diarist in the office of every Superintendent. Every Urdu petition, report or other communication, not being a periodical statement or return or case diary, shall be entered in the diary for the year in which it was written.

 

(2) A clear abstract of each document received, shall be entered in the appropriate column of the register. The manner of disposal by the diarist of each document received shall be briefly noted in the column provided for the purpose. Final disposal shall be noted by a reference to the despatch register in the last column of the form.

 

(3) The diary shall be bound in quarterly or half-yearly volumes, and shall be kept for two years.

 

11-86.  Despatch book of Urdu correspondence – (1) A despatch book of Urdu correspondence in Form 11-86(1) shall be maintained by the despatcher in the office of every Superintendent. It shall be bound in quarterly or half yearly volumes and kept for two years.

 

(2) All Urdu communications by the Superintendent and ordes, other than copies or extracts from the order book or standing order book, shall be entered. When papers previously received are to be despatched with orders endorsed on the original, the entry in columns 2 and 5 of the form shall be sufficiently clear to permit of the purport of both the original document and the order on it being understood, and of its disposal being traced. In such cases cross references shall be made in column 7 of both the receipt and despatch registers.

 

11-69.  Receipt and despatch routine – (1) Al Urdu correspondence received shall, except as provided in rule 11-23, be opened by the diarist, who shall distribute to the branches of the office those papers which he is not required to enter in the receipt register (vide rule 11-67(1)). Other receipts shall be similarly distributed with the minimum of delay after being entered in the register.

 

(2) With all correspondence despatched from one police office to another, including offices subordinate to the district police office, a challan in Form 11-69(2) shall be sent, containing a detailed list under the main classes of correspondence of all papers sent. The diarist or station clerk, as the case may be, of the receiving office, shall sign and return these challans to the office of issue, where they shall be kept in yearly bundles for two years.

 

(3) All correspondence for despatch from the office of the Superintendent of Police shall be made over to the despatcher. Orders and papers requiring copying shall be dealt with by the copyist, under the supervision of the diarist or despatcher. The despatcher shall make out challans, write up his despatch register and send off correspondence with the minimum of delay.

 

(4) In every district a standing order shall be framed, with the approval of the Deputy Inspector-General of the range, to regulate the distribution of papers between the different branches of the Urdu office, but a clerk of each branch shall be responsible for receiving from, or handing over to, the diarist or despatcher all papers which pass through those branches, and all such papers, even if they are to pass from one branch of the office to another, shall be entered in the despatch register.

 

Example – An order issued by the Superintendent to the prosecuting inspector shall be taken by the assistant reader to the diarist for record and despatch.

 

11-70.  Ordinary correspondence – (1) General Urdu correspondence shall be kept as follows:-

 

(a)       Monthly district files containing copies of general parwanas issued and miscellaneous papers not connected with particular police stations.

 

(b)       Annual files by police stations of daily diaries.

 

(c)        Annual files by police stations of parwanas.

 

(d)       Annual files by police stations of miscellaneous papers.

 

These files shall be destroyed after two years, but files of class (a) shall, before destruction, be seen by the prosecuting inspector, who will bring to the notice of the Superintendent of Police any order, which he considers should be preserved for permanent record as a standing order.

 

(2) The record-keeper shall maintain a register in Form 11-70(2) showing the receipt and issues of all files, in and from the record room.

 

11-71.  Method of record of orderly head constable’s and Accountant’s papers – (1) All papers relating to enrolments, promotion, transfers, leave and other matters concerning the orderly head constable’s branch, regarding the record of which there are not special orders, shall be filed in separate files under each head; such files shall be either annual, half yearly or quarterly according to the volume of the work in different districts and, on completion, shall be kept in orderly head constable’s branch for five years and then destroyed. Each file shall have an index, showing the detail of its contents, attached to it.

 

(2) Papers other than those shown in Appendix 11-36 shall be maintained in the accounts branch in monthly bundles and destroyed after the period noted against each:-

 

Years
(a) Advice Note (Rule 10-42)      …        …        … 1
(b) Application for recouping permanent advance            … 3
(d) Miscellaneous papers …        …        …        … 1

 

Appendix no. 11-4-A
  1. O. No. 890-G-37/5814 (H – Gaz)

Dated Lahore, the 19th Februay, 1937.

 

Subject:-          Relief to be given to Deputy Commissioners and other Administrative and Executive Officers in clerical work.

 

My Dear Sir,

 

I am desired to inform you that at the instance of His Excellency the Viceroy, an exhaustive inquiry was recently held into the touring of district officers. The latter were asked to bring to the notice of Government any matters which tended to interfere with their touring. The inquiry has elicited an almost general complain:-

 

(i)        that unnecessary references are often made to district officers by the Secretariat or by Heads of Departments asking for information or reports, and

 

(ii)       that where necessary references are made, inadequate time is sometimes given to reply them.

 

  1. Proposals which are circulated from the Secretariat for opinion consist of Legislative measures and other references. With regard to the former, there are Standing Orders (paragraph 517 of the Secretariat Instructions) that it is undesirable to add to the pre-occupation of district officers by asking for opinions on questions of which they have little knowledge, or which do not seriously affect their districts, and the attention of all officers in the Secretariat has recently been drawn to these instructions with a view to ensuring that superfluous calls are not made on the time of Deputy Commissioners to divert them from their more important duties.

 

  1. With regard to other reference, the Governor in Council acting with Ministers has been pleased to lay down the following principles for observance in the Secretariat:-

 

(i)        No call for information should be made, unless it is necessary for the disposal of a case, and is not available in the Secretariat or office of the Head of Department concerned.

 

(ii)       While Commissioners and Deputy Commissioners should be freely consulted about questions of policy or particular cases affecting their charges, care should be taken to see that references are not made, unless it is clearly desirable to have the views of the Commissioner or Deputy Commissioner and, in particular, the pernicious practice should be checked of making references with the object of temporarily getting rid of a case.

 

(iii)      Where a reference is necessary, reasonable time should be given for a reply. What is reasonable will depend on the nature of the case. Sometimes it is necessary to have an immediate reply; at others an early reply is necessary. Often a period of two or three months may safely be given. Unless the case is immediate or very urgent, referring authorities should give adequate time for the material necessary for a reply to be collected.

 

(iv)      Complaints or applications are often made direct to Government, which relate to matters of a purely local character. Sometimes they are sufficiently important or serious to merit a report to Government by the local authorities. More often they can be left to the latter for disposal. Where this is the case, there are two ways of dealing with them in the Secretariat; the first is to return the complaint or application to the sender for presentation to the proper authority, and the second is to send it in original through the proper channel to the competent authority for disposal. Where the first method is appropriate, it is to be preferred to the second, since it helps to check a tendency which is on the increase. In any case, the primary principle should be observed not to call for reports from local officers on applications and complaints of this kind, unless it is clearly desirable for Government to take up the matter. The practice of sending references from the Secretariat marked “ for disposal or report” shoulc cease. The endorsement should make it clear whether the reference is for disposal or for report.

 

  1. The above principles apply equally to Council questions. The great majority of these can be disposed of without reference to local officers. Sometimes when a question consists of several parts, a reference to local officers is necessary only in regard to one or two of these parts. Where a reference is made, it should be stated in regard to which parts information is required. Further, where a question asks for information which will require considerable time and labour for its collection, local officers should not be asked to supply this information, unless the Secretary concerned is satisfied that the information may reasonably be given in spite of the time and labour involved. Where he does not think that this is the case, he should obtain the orders of the Member or Minister concerned before starting inquiries which may later prove unnecessary. When it is decided not to collect information required to answer a Council question, the proper answer is – “It is not in the public interest to collect this information”.

 

  1. In order to secure that the above orders are observed, the following procedure is prescribed:-

 

(i)        Except in purely routine matters, no reference to Commissioners or Deputy Commissioners should be made without the approval of a gazetted officer, Important references should receive the approval of the Secretary or the Head of the Department concerned, unless thay are of an immediate nature and the approval of the Secretary or Head of the Department cannot be obtained without delay.

 

(ii)       Commissioners of Division should bring to the notice of the Chief Secretary by demi-official letter cases in which unnecessary references are made or inadequate time is given for the disposal of necessary references. The Chief Secretary will submit the reference of the Commissioner to the Member or Minister concerned, who will no doubt wish to satisfy himself that the orders of Government have been observed.

 

  1. The above orders relate primarily to references of Commissioners and Deputy Commissioners. They will also apply mutates mutandis to references by the Secretariat and Heads of Departments to other administrative and executive officers, e.g., in the Irrigation Branch of the Public Works Department hey will apply to references by the Secretariat to Superintending a Executive Engineers; in the Agriculture Department they will apply to references by the office of he Director of Agriculture to Deputy Directors of Agriculture and a Extra Assistant Directors of Agriculture, and so on.

 

  1. IN order that the foregoing instructions are not lost sight of they should be embodied in departmental Manuals.

 

Your Sincerely,

 

  1. H. PUCKLE,

Chief Secretary to Government, Punjab

To –

 

(i)        All Heads of Departments in Punjab

(ii)       The Registrar, High Court of Judicature at Lahore.

(iii)      All Commissioners of Divisions, Deputy Commissioners and District and Sessions Judges in the Punjab.

 

 

 

 

Appendix no. 11-6

Rubber stamps and punches to be kept in Police Offices. The following rubber stamps and similar appliances, obtainable on payment from the Stationery office, Calcutta, under the regulations contained in Chapter 12, Punjab Printing and Stationery Manual, should be kept in district police offices:-

 

  • English Office

 

 

 

(1)       Office rubber stamp – to stamp English communications received.

  • “Confidential” stamp.
  • Stamp bearing designation of head of office.

 

 

 

  • Account Branch.

 

To stamp receipts and vouchers:-

 

  • Revolving date stamp.
  • “Cancelled” stamp.
  • Additional Police Stamp.
  • Lock-up allowances stamp
  • Police deposit stamp.

 

To stamp bills and voucher:-

 

  • 26 – Police, D. E. F. (Provincial) reserved –

 

  • Travelling allowance (non-voted).
  • Travelling allowance (Voted).
  • Other allowance and honoraria.
  • “C” class contingencies.
  • Supplies and Services.
  • Contact contingencies.
  • Debitable to General Police Fund.
  • Constabulary – Leave salary.
  • Constabulary – Pay.

For cancelling court-fee stamps and punching stamps affixed to vouchers and acquittance rolls:-

  • A small circular punch.
  • A small triangular punch.
  • A small square punch.

 

Appendix no. 11-26-(1)

 

Detailed rules regarding classification of correspondence under

subject – heads.

 

 

  1. If experience show that under any particular main subject head there are too many files, such subject may, under the authority of Superintendent of Police, be divided into as many further subject-heads as may be considered convenient; and similarly if there are too few files under any subject-head, two or more chapters may be combined together under one head. For example, Chapter 10 might be divided into 10-A – Contingencies and 10-B – Other Account, whilst Chapters 25-27 might be combined under one subject-head as No, 25 –Crime.

 

  1. When a file can be appropriately entered in the file register under more than one head it may be entered under such other heads without being given a serial number and a cross reference may be given in column 4 and 5 to the subject-head under which it has been given a file number.

 

  1. Letters should be registered under the most definite head appropriate to them; for instance a return or correspondence connected with the clothing fund should be registered under “Clothing” (number 4) and not under “Accounts” (number 10). The index to Police Rules will show the chapter heading and, consequently the main file number, to which any subsidiary subject belongs.

 

Appendix no. 11-27

 

INSTRUCTIONS REGARDING OFFICE PROCEDURE.

 

 

 

  1. Urgent receipts shall be submitted to the gazetted officer concerned on the date of their receipt in the office.

 

  1. The head clerk or assistant clerk dealing with the file is responsible that it is sent up complete with all the necessary papers paged, and prepared throughout in accordance with orders.

 

  1. The head clerk is empowered to send to the copyist for issue ordinary reminders and simple drafts in cases in which the orders have been clearly given, and as to the nature and mode of the conveyance of which there can be no doubt. All other drafts should be signed by such office, whenever possible.

 

  1. Files shall not be left lying about uncared for. When done with for the time being, they shall be kept on side tables or on shelves. Torn or frayed papers shall be repaired at once; the record-keeper is responsible for having such repairs carried out.

 

  1. Alphabetical indicating slips should be pinned on papers referred to in notes or correspondence. The page should also be cited in the noting. Such slips should be removed as soon as the need for them has passed.

 

  1. Whenever fresh papers are added, the officer or clerk adding them should page them.

 

  1. Whenever it is necessary to remove any pages from a file, a slip should be inserted showing when; and whey they were removed, and where they are to be found.

 

  1. The clerks responsible for the compilation of returns shall see that they are received punctually and bring delay to the notice of the head clerk. On receipt of the first retune, referring to a particular subject, the clerk concerned shall insert in the file cover a record slip, in which are noted all the police stations and, at the top, note the subject and refer to the order prescribing the returns and the date on which they are due. As the retunes are received, the date of receipt shall be entered opposite each police stations, and the retunes, after necessary check, shall then be posted into the general statement.

 

  1. All office copies of communications, including demi-official letters, which may have to be filed with any case, shall ordinarily be written on paper the size of foolscap folio or half foolscap folio size. The first impression of typescript should be sent tot eh address.

 

  1. When an acknowledgment is required to a communications, the letter shall either be sent registered and “acknowledgement due,” or a printed or typed acknowledgment slip shall be sent with the letter. On the return of such acknowledgment slip, it shall be attached to the office copy of the letter which if refers without being numbered or entered in the register.

 

  1. Any law books or books of reference that may be required by the officer to whom a case is submitted shall accompany the file, unless copies are known to be immediately available to him.

 

  1. Continuation blank sheets for notes shall be added to cases in which further notes or orders are expected from the officer to whom the case is submitted. When a case is sent out of the office, superfluous papers and spare copies shall be removed, and only those papers sent that are necessary for the disposal of the reference.

 

  1. (1) A note may be either –
  • The briefest remarks or suggestion for the disposal of a case, as “For information” “copy to Accountant General” No orders” and the like ; or.
  • A comment on the paper under consideration, or on the previous papers in the file without any summary ;or
  • A brief summary of the facts leading up to the points for orders.

A précis is a full abstract of the papers in the case.

 

(2)       The following definite rules shall be observed, in the matter of notes and précis:-

  • The object of an office note is to assist the officer, who is required to pass orders, by referring him to rules, precedents, and previous correspondence bearing on the question for decision; by pointing out mistakes, mis-apprehensions and miscalculations in the papers under consideration and by supplying information or calculations which will facilitate disposal. A recapitulation of the case as stated in the correspondence itself is not required. Criticisms and suggestions arising merely form the personal opinion of the noting clerk himself are prohibited, but an opinion base don precedents and other formal authorities may and should be expressed.

 

  • A full note is only required when the case cannot be decided without consideration of considerable correspondence and references. Such a note should summarise only such portions of the previous correspondence as may be necessary to elucidate clearly the point or points for orders.

 

  • A précis or full abstract of case should not ordinarily be put up by the office unless called for by the gazetted officer in charge.

 

  • All orders, that are to be communicated to other officers, should be couched in language that can be easily converted into a draft.

 

  • In long notes, each paragraph should be given a serial number.

 

When a reference is made to previous notes or papers the page of the file where they are to be found should be quoted and, when necessary, indicating slips should be added.

 

(3) In cases where the reveres side of the receipt letter is blank and the papers is tout, the note may be written thereon and continued (if necessary) on a note form. When noting is unnecessary, brief suggestions may be written on the face of a letter.

 

  1. The head clerk is responsible to the head of the office for the efficient working of the whole office. His duties are:-

 

  • to exercise disciplinary control and general supervision;

 

  • to see to the regular attendance of the clerks. Personal matters relating to the clerks such as promotions, leave, etc., are submitted through the head clerk;

 

  • to arrange for the work of absentees and for the proper training of junior clerks;

 

  • to go round the office at least once a day to see that no arrear cases are being neglected, that the tables are tidy, that the clerks lying about uncared for;

 

  • frequently to inspect the record room and see that the files are being properly kept up and that work is being promptly disposed of;

 

  • to receive or open the mail, stamp the letters with the date of receipt and send them to the record-keepers, urgent letters being first marked with a blue or red slip, according to their urgency.

 

  1. (1) the copyist shall initial and date every draft he copies. He is responsible that all enclosures are fully copied and that they are attached to the covering letter or, if numerous and bulky, that they are separately labelled and marked with the number and date of the letter to which they belong and the designation of the officer to whom the letter is address.

 

(2)       Letters should be copied in order of their receipt unless marked “urgent” when they should be taken in hand at once.

 

  • If an urgent or ordinary letter remains undisposed of by the copyist at the expiration of the first or third day respectively, after its receipt by him, he shall bring the fact to the notice of the head clerk, in order that the issue of the letter may be expedited.

 

  • After letter have been copied, the copyist shall read out the drafts to the head clerk or other clerk deputed for the purpose. The latter shall initial an date the fair letters in token of their accuracy and send them up for signature.

 

(5)       After being singed, the letters together with their respective files, shall be made over to the despatcher who shall number and date them, place them in envelopes and send them off. The despatcher, having attached the draft to the file (if there is one), shall page it and, unless further action is required, retune the file to the record-keeper.

 

(6)       All letters shall be despatched from the office on the date they are signed.

 

(7)       Whenever it is necessary to send any enclosures independently of the covering letter, the letter shall indicate the manner in which the enclosures are sent. Enclosures shall be despatched the same day as the covering letter. Books and papers, when sent by book or parcel post, shall be securely packed and, if the season requires it, waterproof cloth will be used for covers. Confidential communications shall be enclosed in double covers addressed as prescribed in rule 11-10. Care must be taken to verify the title or designation of the officers addressed.

 

Care must be taken to keep down expense in postage, and the head clerk should attend to this matter. Double envelopes should not be used unnecessarily. Small letters should not be enclosed in large covers.

(8)       Post Office receipt for letters and parcels shall be kept by the despatcher in monthly bundles, which be destroyed after six months.

 

Appendix no. 11-36

 

LIST OF REGISTERS, ETC., PRESCRIBED UNDER THE POLICE RULES, TO BE MAINTAINED IN THE OFFICES OF SUPERINTENDENTS OF POLICE.

 

1 2 3 4 5 6
SerialNo. Rule. Books and Registers, etc. In charge of Supervising officer. Period after which destroyed.
ENGLISH OFFICE.
1. 3 ˙3 (2) List of places of worship on Police premises. Head Clerk     … Superintendent of Police       … Permanent
2. 3 ˙20 Register of applications for family quarters or house rent in lieu thereof. Ditto       … Ditto       … When a new one is made.
3. 3 ˙28 Register of lands in possession of the Police. Ditto       … Ditto       … Permanent.
4. 4˙34(ii) Register showing an account of material and cost of making up clothing. Ditto       … Ditto       … 5 years.
5. 4˙34(ii) Clothing stock account of new articles of clothing and materials. Ditto       … Ditto       … 10 years.
6. 5˙16 (i) District miscellaneous stores registers. Ditto       … Ditto       … Revised form time to time.
7. 5˙17 Distribution Register of miscellaneous stores. Ditto       … Ditto       … 7 years
8. 6˙2 File of copes of Standing Orders by Inspector General authorising deviations from equipment tables. Ditto       … Ditto       … Permanent.
9. 6˙3 Printed statement showing total armament of district and its distribution. Ditto       … Ditto       … 10 years.
10. 7˙32(i) Register of horses and camels on the chanda Ditto       … Ditto       … Revise yearly
11. 7˙32(2) Register of enrolled officers who are required to maintained horses. Ditto       … Ditto       … Permanent
12. 8˙13 Leave account in Form A. T. 200 under Fundamental Rule 76. Ditto       … Ditto       …
13. 9˙17(1)A and B. Age register of upper and lower subordinates. Ditto       … Ditto       … Permanent
14. 10˙14(6) Receipt Books Ditto       … Ditto       …
15. 10˙50(b) Police Land Improvement Fund Cash Book. Ditto       … Ditto       … Permanent
16. 10˙57 (2) Police Deposit Account Pass Book. (Form 65, Civil Account Code.) Superintendent Ditto       … Permanent
17. 10˙76(5) Registers of house rent allowances. Head Clerk   … Ditto       … 7 Years.
18. 11˙22 Telephone Message Books. Telephone Clerk Head Clerk 2 Years
19. 11˙24(1) Diary of receipts and despatches. District and Despatcher. Ditto       … 10 Years
20. 11˙28(1) Register of annual files. Record Keeper Ditto       … Permanent
21. 11˙32 Annual Station Delivery Register. Ditto       … Ditto       … 10 years.
22. 11˙34 Stock Book of Office Furniture. Head Clerk     … Superintendent of Police. Permanent
23. 11˙35(1) Inventory of Store Register. Ditto         … Ditto       … Permanent
24. 11˙48(1) Account of English Stationery and Forms. Stationery Clerk Head Clerk 3 years
25. 11˙49 Stock Register of Printed Forms etc. Assistant Clerk Ditto       … Permanent
26. 11˙55 Files of Criminal Intelligence Gazettes Ditto       … Ditto       … Permanent
26-A. 11˙55 Flies of Police Gazette Ditto       … Ditto       … 15 years
27. 11˙58 Library Register Ditto       … Ditto       … Permanent
28. 12˙28(1) Character rolls Head Clerk Ditto       … Ditto         …
29. 12˙28(2) Service Books Superintendent Ditto       … Ditto         …
30. 13˙6 Promotion List A Ditto       … Ditto       … Ditto         …
31. 13˙7 Promotion List B Ditto       … Ditto       … Ditto         …
32. 13˙8(1) Promotion List C Ditto       … Ditto       … Ditto         …
33. 13˙9(1) Promotion List D Ditto       … Ditto       … Ditto         …
34. 15˙11 Confidential Register of contingent expenditure incurred form head “Rewards.” Ditto       … Ditto       … Ditto         …
35. 16˙16 (1) Punishment Register Head Clerk Ditto       … Ditto         …
36. 20˙14 Registers E, F, G, H and I under the Arms Act. Ditto       … Ditto       … Ditto         …
37. 20˙18 Minute Book of meetings of Gazetted officers. Superintendent Ditto       … Ditto         …
38. 21˙8 Confidential Note Book Ditto       … Ditto       … Ditto         …
39. 22˙68 (b) List of licenses under the Excise Laws. Head Clerk Superintendent of Police Revised ye˙arly.
40. 22˙68 (c) List of licenses under the Indian Explosives Act. Ditto       … Ditto       … Ditto        …
41. 22˙68 (d) List of licenses under the Petroleum Act. Ditto       … Ditto       … Ditto         …
42. 22˙68 (e) List Of licenses under the Poisons Act. Ditto       … Ditto       … Ditto         …
43. 22˙68 (f) Lit of Serais registered under the Serais Act. (No. XII of 1867) Ditto       … Ditto       … Ditto         …
44. 24˙8 (1) Register of conizable offences. Return – Writr Ditto       … 10 years.
45. 24˙18 File of special reports Head Clerk Ditto       … Ditto         …
46. 26˙16 (2) Register of Deserters Ditto      … Ditto       … Ditto         …
ACCOUNTS BRANCH
47. 10˙5 Register in B. M. Form No.29 Accountant Head Clerk 6 years
48. 10˙14 (6) Receipt Book Ditto       … Ditto       … Ditto         …
49. 10˙17 File of Road Certificates…. Ditto       … Ditto       … When last certificate is 3 years’ old.
50. 10˙19 (2) File book of treasury receipts. Ditto       … Ditto       … 6 years.
51. 10˙20 (1) Chanda Fund Subscription Register. Ditto       … Ditto       … Ditto         …
52. 10˙27 (1) (a) General Police Fund Cash Book Ditto       … Ditto       … Permanent
53. 10˙27 (2) General Police Fund Ledger Ditto       … Ditto       … Ditto         …
54. 10˙35 (1) File books of vouchers Ditto       … Ditto       … 3 years. The sub-vouchers should not be destroyed even after the expiry of this period until departmental audit for the relevant period has been conducted and any objections relating to the voucher have been settled.
55. 10˙39 (6) Check memorandum book Ditto       … Ditto       … Ditto         …
56. 10˙42 (1)1048 (1˙)(a) Cash Distribution Register. Ditto       … Ditto       … Permanent
57. 10˙48 (1) General Cash Book… Ditto       … Ditto       … Ditto         …
58. 10˙88 (1) Gradation List of Constables. Ditto       … Ditto       … Ditto         …
59. 10˙89 (c) Register of absentees…. Ditto       … Ditto       … 6 years
60. 10˙93 Check Register of postings of lower subordinates. Ditto       … Ditto       … Ditto         …
61. 10˙108 Register of permanent advance. Ditto       … Ditto       … Ditto         …
62. 10˙110 Register of contingent charges Ditto       … Ditto       … Ditto         …
63. 10˙160 (5) Register of travelling allowance bills of enrolled officers Bill Clerk Accountant 3 years
64. 11˙33 Stamp Account Register. Accountant Head Clerk When finished a new one be started.
UNDER OFFICE
65. 4˙06 (2) Check list of issues or replacement of clothing and equipment Orderly Head Constable Reserve Inspector Permanent.
66. 8˙14 (a) Applications for leave… Ditto       … Ditto       … When finished a new one be started.
67. 8˙14(b)8˙14© Leave register with Index Ditto       … Ditto       … When finished a new one be started.
68. 11˙48(2) Stock Register to Urdu Stationery and Forms. Record Keeper Prosecuting Inspector 3 years
69. 11˙67 (1) Diary of Urdu correspondence Diarist Ditto       … 2 years
70. 11˙68 Despatch Book of Urdu correspondence. Despatcher Ditto       … Ditto       …
71. 11˙70 (2) Register showing receipts and issues of files. Record Keeper Head of Prosecuting Agency.3 years Permanent
72. 12˙13 Recruit Register.. Orderly Head Constable. Superintendent*Permanent of Police. 3 years
73. 13˙39 Urdu Personal Files. Ditto       … Ditto       … *Permanent
74. 12˙40 List of vacancies Ditto       … Ditto       … When a new one is made.
75. 12˙41 (1) Long Roll Ditto       … Ditto       … Permanent
76. 12˙16 (1) Register of postings Ditto       … Ditto       … When a new one is made
77. 14˙55 Urdu Order Book Reader   … Ditto       … Permanent
78. 145˙66 File of Standing Orders. Ditto       … Ditto       … Revised form time to time
79. 23˙20 District Register of absconders Ditto     … Head of Prosecuting Agency. Permanent
80. 23˙22 Register showing progress of action against absconders and proclaimed offenders. Record Keeper. Ditto       … 6 years
80-A 23˙22 Register of proclaimed offenders Ditto       … Ditto       … Ditto       …
81. 23˙28 Register of Criminal Tribes. Clerk in charge of Criminal Tribes work. Head Clerk Permanent
82. 27˙32 (1) Receipt and despatch register of charge sheets. Head of Prosecuting Agency 10 years
83. 27˙36 General Crime Register Head of Prosecuting Agency Head of Prosecuting Agency Ditto       …

 

 

 

 

 

 

 

 

 

 

Appendix no. 11-39 (1) (a).

 

LIST OF PERIODICAL REPORTS AND RETURENS, ETC., TO BE SUBMITTED UNDER THE POLICE RULES

BY SUPERINTENDENTS.

 

Serial # Rule. Nature of return Date of submission To whom to be submitted Period after which retune may be destroyed Remarks
ENGLISH RETURNE Years
Weekly.
1) 21˙9(I).. Superintendent’s dairy No. 1 Saturday evening Through District Magistrate to the Deputy Inspector General 2 To be sent to Commissioner or Inspector General if considered necessary
2) 21˙9(3).. Assistant or Deputy Superintendent and Probationary Assistant’s dairy. Ditto Trough Superintendent to Deputy Inspector General 2
3) 21˙12(I).. Confidential dairy No. Ii Ditto 1st copy. – Retain for record.2nd copy. –Deputy Inspector General of range.3rd copy. – Assistant to Deputy Inspector General of Police, Criminal Investigation Department.

4th copy. – Ditto     ditto.

5th copy. –Deputy Inspector General of range, through (i) District Magistrate and (ii)Commissioner.

3or more.
4) 22˙66(2).. Vital statistics Monday evening District Health Officer     … Urdu Return.
MONTHLY
5) 21˙15(1).. Monthly statement of crime With first weekly diary of each month. Through District Magistrate to the Deputy Inspector General. 3 A copy of Superintendent’s review with extract from statement to reach Deputy Inspector General on the 5th of each month.
6) 10˙83.. Salary bills, gazetted officer 1st working day in each month. Treasury Officer               … 10
7) 10˙95(I).. Salary bills, upper subordinates. Ditto Ditto 10
8) 10˙96(I)(B)&(C).. Salary bills, lower subordinates. Ditto Ditto 10
9) 10˙159(a).. Travelling allowance bill, gazetted officers. Whenever necessary. Deputy Inspector General … 5
10) 10˙159(b).. Travelling allowances, bill, enrolled officers. Ditto Treasury Officer               … 3
11) 10˙28.. Retune of income                   … 1st working day in each month. Inspector General             … 1
12) 10˙5.. Account of expenditure in B. M. Forms Nos. 29, 28 and 31. 3rd working day in each month. Ditto
13) 10˙5.. Monthly statement of expenditure Ditto Inspector General and Deputy Inspector General. 1
14) 10˙20(I).. Chalan for remitting chanda money into treasury. 5th working day in each month. Inspector General 5
15) 10˙27(3).. Return of receipts and expenditure of additional polic4e. Ditto Inspector General and Accountant General Prepared in triplicate – 1 copy for Inspector General and 2 for Accountant General.
16) 10˙95(3).. Absentee statement of Inspectors and Sergeants. Ditto Inspector General
17) 10˙95(3).. Absentee statement of sub-inspectors and assistant sub-inspectors. Ditto Deputy Inspector General 1
18) 10˙112.. Contingent bills, Ditto Treasury Officers. 5
19) 15˙24.. Return of rewards Ditto Deputy Inspector General 2
20) 16˙15(I).. Return of punishments Ditto Ditto                     ditto. 2
21) 10˙117(2)(a).. Statement showing the number, date and amount of railway warrants. Roth working day in each month. Accountant General
QUARTELY.
22) 20˙5(4).. Report of inspection duty performed by gazetted officers. 5th working day in January, April, July and October. Trough District Magistrate to Deputy Inspector General 2
HALF – YEARLY
23) 15˙21.. 

 

 

 

Recommendations for Orders and Indian titles. 1st July and 1st December. Through Deputy Inspector General to Inspector General Police. Confidential
24) 13˙9(3)..13˙10(I).. Report on the working of head constables on list D and Assistant Sub-Inspectors on List E. 15th March and 15th September in the case of head constables and 15th October in the case of Assistant Sub-Inspectors. Deputy Inspector General
25) 19˙27.. Report on probationary Sergeants and Inspectors who fail to pass their examination the Training School. When necessary Inspector General
ANNUAL
26) 23˙212.. Statement showing the result of action taken against proclaimed offenders. 1st working day of January Deputy Inspector General, Criminal Investigation Department. 1 1 copy in English and 1 in Urdu.
27) 6˙25.. Indents for arms, ammunition and ordnance stores. 1st week of January Through Deputy Inspector General to the Chief Ordnance Officers. 2
28) 21˙16(I).. Annual administration report. 15th January Through District Magistrate to Deputy Inspector General and Inspector General. Permanent.
29) 14˙23(I).. Certificates of gazetted police officers regarding additions to immovable property. Ditto Assistant Inspector General of Police, Punjab. Do
30) 21˙16(3).. Retunes appended to the annual police administration report. Ditto Inspector General Do
31) 19˙35(I).. Return showing result to target practice., Ditto Deputy Inspector General 1
32) 5˙21.. Indent for tents 20th February Inspector General 1
33) 4˙32.. Indent for war medal ribbon Ditto 1
34) 11˙43.. Indent for universal forms and official envelopes Ditto Through Deputy Inspector General to Superintendent, Government Printing. 3
35) 21˙18(2)..21˙18(3).. Criminal Tribes Report 1st April Through District Magistrate, Deputy Inspector General and Commissioner to Deputy Commissioner, Criminal Tribes Permanent A copy of the Superintendent’s report to be sent to the Assistant to the Inspector General of Police for Criminal Tribes, by the 1st April each year.
36) 16˙18.. Return of punishment for corruption 10th April Through Deputy Inspector General to Inspector General. 5
37) 10˙85(2).. Statement showing upper subordinates on leave and under suspension. 15th April Deputy Inspector General
38) 10˙105(3).. Acknowledgment of permanent advance. Ditto Accountant General 5
39) 13˙17.. Confidential report on assistant sub-inspectors sub-inspectors. Sergeants and inspectors. Ditto Deputy Inspector Genral
40) 13˙15.. Recommendations for promotion to rank of Inspector. 1st May Ditto
41) 15˙20.. Recommendation for the Kings’ Police Medal. Ditto Through Deputy Inspector General to Inspector General Confidential
42) 10˙85(I).. Establishment Return 15th May Accountant General
43) 10˙113(I)©.. Refunds of clothing deposits Ditto Inspector General
44) 10˙113(2).. Special contingent bills on account of charges for clothing and equipment Ditto Deputy Inspector General 5 *Approximately.
45) 11˙47.. Indents for standard and non-standard departmental Urdu forms. 1st June Through Deputy Inspector General of Superintendent, Government Printing. 3
46) 11˙57(4).. Indents for Survey Maps. Ditto Inspector General 2
47) 10˙170(I).. Proposals involving new expenditure. 15th June Through Deputy Inspector General to Inspector General. 5 Very urgent proposals may be submitted by 1st September.
48) 11˙40(I).. Indents for English Stationery Ditto Inspector General 2
49) 11˙40(3).. Estimate of total expenditure on account of English stationery 1st July Ditto 3
50) 15˙20(2).. Recommendations for the Indian Police Medal Ditto Through the Deputy Inspector – General to Inspector – General ..
51) 10˙166(I).. Budget estimate of police lands contingent grant 1st August Deputy Inspector – General 3
52) 11˙44,II˙45.. Indents for English standard and non-standard departmental forms. Ditto Through Deputy Inspector – General to Superintendent, Government Printing 3
53) 10˙170(2).. Proposals involving new expenditure on buildings 1st September Through Deputy Inspector – General to Inspector – General 5 Urgent supplementary proposals may be submitted by the 10th October.
54) 15˙9 (3).. Recommendations for the grant of Sanads. Ditto Deputy Commissioner ..
55) 11˙46.. Indents for treasury and accounts forms. Ditto Deputy Inspector – General 3
56) 13˙14(I).. Recommendation rolls of Sub-Inspectors considered fit for the selection grade. Ditto Ditto Permanent
57) 10˙168.. Budget estimate –29-Police-2- District Executive Force B.M.I / 139 Ditto Ditto ..
58) 10˙168(B.M.3*I).. Budget estimate-29 Police-8-Miscellanous B.M.I / 147 Ditto Ditto ..
59) 9˙17(I)B.. Returns of upper and lower subordinates due for super-annuation on attaining the age of 55 years or more. 1st October Ditto Permanent
60) 10˙168(B.M.3*I).. Budget estimate 47 – Miscellaneous Departments (Transferred) I-Provincial statistics B.M.I / 150 Ditto Inspector – General of Police
61) 10˙168(B.M.3*I)… Budget estimate XXIII- Police, Part I / B.M.I / 24 20th October Inspector – General
62) 21˙20 (I).. List of fairs and assemblies to be held during the ensuing year 1st December Ditto 1
63) 10˙4.. Recommendations for the grant of class-II commendation certificates to upper subordinates. End of each year Deputy Inspector – General Permanent

 

APPENDIX No. 11-39 (1) (B).

 

LIST OF PERIODICAL REPORTS AND RETURNS TO BE SUBMITTED UNDER THE POLICE RULES BY DEPUTY INSPECTORS – GENERAL.

 

1 2 3 4 5 6 7
S. No. Rule Nature of return Date of submission To whom to be submitted Period after which the office copy of the return may be destroyed Remarks
monthly Years
1 10-38 Salary bills of gazetted officers 1st working day in each month Treasury Officer or Accountant General 10
2 10-9510-96 Salary bills of office clerks Ditto Ditto 10
3 10-159(a) Travelling allowance bills of gazetted officers When necessary Ditto 5
4 10-159(b) Travelling allowances bills of clerks Ditto Ditto 3
5 10-5 Account of expenditure in B.M. Forms Nos.29, 28 and 31 3rd working day in each month Inspector-General
6 10-5 Monthly statement of expenditure Ditto Ditto 1
7 23-20 Monthly return of re-arrest of restricted criminal tribesmen 1st week of each month Assistant Inspector-General, Criminal Tribes
8 10-95(3) Statement showing permanent or officiating vacancies in their Clerical establishments 10th of each month Inspector-General 1
9 21-15(2) Monthly statement of crime 15th of each month Deputy Inspector-General, CID, copies to Commissioner in the range 3
10 10-95(2)(b) Absence statement Ditto Accountant-General
Half-Yearly
11 16-21 Recommendations for Orders and Indian Titles 15th July and 15th December Inspector General Confidential

APPENDIX No. 11-39 (1) (B). Contd.

1 2 3 4 5 6 7
S. No. Rule Nature of return Date of submission To whom to be submitted Period after which the office copy of the return may be destroyed Remarks
annual
12 19-35(3) Abstract showing figure of merit from musketry returns 1st February Inspector-General, Police
13 11-43 Indents for universal forms and envelopes 1st April Superintendent, Government Printing
14 21-13(2) Annual Administration Report 15th April Inspector-General Permanent
15 10-105(3) Acknowledgment of permanent advance Ditto Accountant General 5
16 16-18 Return of punishment for corruption 20th April Inspector-General 5
17 20-1 Inspection 1st May Ditto
18 21-18(2)(c) Criminal Tribes Report Ditto Commissioner
19 13-15(3) Recommendations for adminission of Sergeants and Sub-Inspectors to List F October Inspector-General
20 10-85 Consolidated district statement of upper subordinates on leave or under suspension, etc. 1st May Ditto
21 10-85(1) Establishment Return (for his own office) 15th May Accountant-General
22 15-20 Recommendations for the King’s Police Medal Ditto Inspector-General Confidential
23 4-375-11 Transactions of the clothing and equipment funds Ditto Copies of remarks of Deputy Inspector-General to be submitted after their inspections of districts
24 11-5(4) Indents for survey maps 1st June Ditto 2
25 11-40(1) Indent for English stationery 5th June Ditto

 

APPENDIX No. 11-39 (1) (B). Contd.

1 2 3 4 5 6 7
S. No. Rule Nature of return Date of submission To whom to be submitted Period after which the office copy of the return may be destroyed Remarks
annual Contd.
26 10-170(1) Proposals involving new expenditure 1st July Ditto 5 Very urgent proposals may be submitted by 15th September
27 11-40(9) Establishment total expenditure on account of stationery Ditto Ditto
28 11-47 Consolidated indents for standard departmental Urdu forms Ditto Superintendent, Government Printing 3
29 15-20(2) Recommendations for the Indian Police Medal 15th July Inspector-General
30 310(3) List of minor works, etc. 1st August Ditto
31 10-125(2) Proposals involving new expenditure on building 15th September Ditto 5
32 11-4411-45 Indents for English standard and non-standard departmental forms Ditto Superintendent, Government Printing
33 10-168(3) Budget Estimate 29-Police –District Force, B.M.I.139 10th September Inspector-General
34 10-166(1) Budget Estimate of Police lands contingent grant 25th September Ditto 3
35 10-168 Budget Estimate 29-Police-8-Miscelleneous, B.M.I.147 26th September Ditto
36 11-46 Indents for treasury and accounts forms 1st October Superintendent, Government Printing 1
37 9-17(2) Recommendation for retention of upper subordinates on attending the age of 55 October Inspector-General Permanent
38 13-15(3) Recommendations for admission of sergeants and Sub-Inspectors to Inspector’s promotion list Ditto Ditto

form No. 11-22

 

telephone message form counterfoil Telephone message form
 

Serial No.

 

 

 

 

Received from_____________________________

 

 

 

 

 

 

 

Addressed to______________________________

 

 

 

Recorded by______________________________

 

 

 

 

 

 

 

 

 

Time of call ______________________________

 

____________District 

For official use only

 

 

 

No.                                       Police Station / Office

 

 

 

 

 

From:-

 

 

To:-

 

 

Message begins:- __________________________

 

_________________________________________

 

_________________________________________

 

_________________________________________

 

_________________________________________

 

_________________________________________

 

_________________________________________

 

_________________________________________

 

_________________________________________

 

_________________________________________

 

___________________________:- Message ends

 

(Bilingual Form)


form no. 11-24(1)

Police Department                                                                                                                                                 ____________District

 

Diary of correspondence received and issued during the year _______ 19   .

 

(Note–the despatch No. of a latter issued will be the No. shown in column 1 and the date of such letter will be that shown in column 3)

 

1 2 3 4 5 6 7 8 9 10
Diary No. of receipt and despatch communication Date of entry in this register and date of despatch communication Letters Received Class of officer from or to whom received or sent to be shown thus X or the name of the officer under “Superintendent of Police” or “Miscellaneous” Reference to File No. Subject-head No. Contents of letters received or issued Remarks –Date of reminder should also be entered in pencil in this column which should be rubbed out when reply is received
Letter No. Date of Issue *a. *b. c. d. e. a. b. Subject
Superintendent of Police Miscellaneous

* As required

 

 

 


form no. 11-25(1)

 

File Cover

 

Office of ___________________________                     of Police _________________________

 

Subject-head___________________________

 

File No. _______________________________

 

Subject _____________________________________________________________________________

For previous file see No._________________________ of 19 * P – Pending or otherwise For later file see No._________ of 19.
Index to contents of this file
Form or to to whom No. of letter received No. of letter despatched Date of letter Page in this file Subject
P. 

P.

 

P.

 

P.

 

P.

 

P.

 

P.

Note – When a letter is desposed of the P. opposite it will be struck out


form no. 11-28(1)

 

Register of files and index of correspondence

 

subject – head ________________________

 

1 2 3 4
Annual No. of file Subject of the very briefly Date when files ceased to be pending Whereabouts of case with date (entries to be made in pencil to admit of necessary alteration)

 


form no. 11-28(1)

 

Register of files and index of correspondence

 

Date of receipt of stamps from treasury Value of stamps received How distributed Total distributed Receipt of receiving office
English office Urdu office X
* +

 

(Form to be drawn by hand)

 

X – As many columns as are required i.e., for each officer.

* Total in hand on quarter ending –

+ Total issues during quarter ending –


form No. 11-33(2)

stAMP REGISTER

 

 

Date of receipt of stamps from treasury Value of stamps received How distibuted Total distributed Receipt of receiving office.
English office Urdu office     X    
                 

form No. 11-39(2)

 

Check Statement of Periodical Returns.

Nature of Report or Return

Date on which due from Superintendent

Column  1.      District

  1. Date of receipt
  2. Date of 1st reminder
  3. Date of 2nd reminder
  4. Date of 3rd reminder
  5. Date of 4th reminder

 

Completed and submitted on :-

 

 


form no. 11-44

 

Police Department_____________                                                __________District or Range

 

indent for standard departmental forms (english)

 

form 1st january ___________ to 31st december 19   .

 

For the use of the _________________

 

Prepared ____________19   .

 

Despatched___________19 .

 

Serial No. No. of form Description of form Annual consumption during Average Balance in hand, verified by a responsible official Number now indented Remarks
19       . 19       . 19       .

 


form no. 11-47

 

ANNUAL INDENT FOR DEPARTMENTAL

STANDING URDU FORMS REQUIRED FOR

USE IN THE _______________ DISTRICT.

 

Serial No. No. of form Description of form Annual consumption during Average Balance in hand, verified by a responsible official Number now indented Remarks
19       . 19       . 19       .

 


form no. 11-58

Police Department_____________                                                __________District or Range

 

Register of Books and Periodicals

 

register showing all printed books, periodicals, etc., received

 

1 2 3 4 5 6 7 8 9
Register No. Title of work Name of author Particulars of publisher and date of publication Number of the edition How obtained Date of receipt Amount paid Remarks
Rs. a. p.

 


form no. 11-67(1)

 

diary of urdu correspondence received in the office of the superintendent of police for the year 19   .

 

1 2 3 4 5 6 7
Diary Serial No. Subject Name and address of writer Date of letter Date of receipt in this office Disposal of paper by receipt branch reference

 

 

 

form no. 11-68(1)

 

despatch book of urdu correspondence issued from the office of the superintendent of polce in the year 19     .

 

1 2 3 4 5 6
Despatch Serial No. Subject Address Date Disposal of paper by despatch branch Reference

 


form no. 11-69(2)

 

Challan of dak despatched by_______________________________

A.

At __________________________ M.   on                                    19       .

P.

Case Diaries _________________________

Periodical Returns ____________________

General Dak _________________________

Order Book __________________________

Despatcher

 

 

Contents received and chlan returned at (time and date).

 

Recipient


form no. 11-70(2)

 

register of files in the urdu record room

 

_________Police Department

 

1 2 3 4 5 6 7 8
No. and date of First Information Report Offence Name, parentage and residence of complainant Name, parentage and residence of accused Result of case with date, i.e., convicted, discharged or acquitted, untraced or cancelled Where sent and when Signature of recipient Date of return

Note     1 – All files shall be entered according to numbers of First Information Reports.

2 – Sufficient space shall be left between each line to admit of entries being made in columns 6 to 8 each time a file is taken out of the record room

3 Subs. by the Gaz. of Punjab Part-III. Notifi. No. 7258/M-III, dated: 27.04.1983

11 Deleted by Gaz. of Punjab. Part III, Notifi. No. 7258/M-III, dated: 27.04.1983.

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