CHAPTER 1 - Border Roads Organisation

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Introduction
DOCUMENTATION
1. Compilation and recording of information of prescribed froms which affects the GREF
history and accounts of GREF personnel is called documentation. It is used for immediate or
future action by the Record Office, Pay and Account Office or Pension authorities. It is
imperative that full attention to the meticulous details of documentation and accounting is
always paid by staff employed on this important task.
Preparation, Maintenance and Disposal of Service Books ATC-4 GREF Personnel and
Deputationists
2. Service book (ATC-4) of all individuals are prepared by the units where they all initially
posted after appoitment. Units are therefore responsible for the correct maintenanc of service
books (ATC-4). This is an auditable document and will be carefully maintained and kept upto
date at all times. In case of non-availability of Service Books (ATC-4) all records of service will
be entered in Ghost sheet. Specimen of Ghost sheet is attached at Appendix „S‟. All casualties
affecting pay and allowances and service records which are notified in Part II Order will be
recorded in the service books/ghost sheets supported with number of Part II Orders and attested
under signture of an Officer. The following points will be kept in mind while recording the
entries in Ghost Sheets :-
(a)
(b)
(c)
Every Ghost Sheet will bear a page number.
Trade and unit on Ghost Sheet will be written in pencil.
All entries will be recorded date-wise and attested by an Officer, and
(d) Entries regarding change in Kindred Roll, grant of leave will in addition to be
recorded in the main body of Ghost Sheet, also be reflected in Kindred Roll portion and
ATC-4 and Leave Account Form respectively. On availability of Service Book (ATC-4)
all entries recorded in the Ghost Sheet will be transcribed and such Ghost Sheet will still
be kept with the individual‟s documents. All entries will be serially numbered.
3. Unit copies of the following documents will be kept with the Service Books/Ghost
Sheets :-
(a)
Appointment form.
(b)
(c)
Trade Test Sheet.
Medical form, clinical sheets and other medical documents.
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