Post office guide part i - India Post

(vii)
If any docket or slip is found missing in the main office, a copy
thereof should be called for from the licencee and kept in the
file at the appropriate place. The Franking Machine Record
Book and ledger should be maintained properly and checked
by the Inspecting Officers during the annual inspection.
(viii) The entries in the Franking Machine ledger should be checked
once in a month by the PM/DPM/SPM to see if they are
correctly being made w.r.to the daily dockets etc. He will sign
the last entry checked in token of having carried out this check.
31. Procedure for the repairs of the hired Franking Machines
(i)
(ii)
(iii)
(iv)
(v)
Arrangements for the maintenance, repairing and oiling
machines will be made by the deptt.
in case the defect does not relate to the meter the machine
should be opened and repaired by the mechanic in the presence
of the Gazetted drawing and disbursing office or an officer of
an equal rank in charge of the dispatch section having the
Franking Machine.
In case the defects relate to the meter also the machine should
be repaired by the mechanic in the presence of the aforesaid
officer and the PRI.
In case the machine required extensive repairs in the workshop
of the Deptt. a stand by machine will be supplied by the Deptt.
to the licensee for use during the period the defective machine
remains in the workshop. The meter in the standby machine
will be set according to the reading of the machine of the
licenses. A record to this effect will be made in the Franking
Machine Record Book and FM Register of postings under the
signatures of the mechanic PRI and the officer in charge of the
dispatch section having the Franking Machine.
The entries to the effect that the machine was defective and
repaired should be made in the Franking Machine Record
Books, where meter readings before and after the repairs
should also be recorded. These entries should be attested by
the mechanic and other officer (s) mentioned in item (ii) & (iii)
above as the case may be. These entries should also be made
in the PO records viz. F.M. Record Book & F.M. Ledger &
three entries should be attested by the PM/DPM/SPM.