IMPLEMENTATION OF SECTION 4 OF RTI 2005 ... - Bro.nic.in

IMPLEMENTATION OF SECTION 4 OF RTI 2005: RESPONSIBILITY CHART OF GREF RECORDSSerObjective/purpose of the public authority DPC (FA-2) MSL (FA3) ACR (FA4) Posting (FA5)No1. (a) Mission/Vision Statement of the public authority. Conduct of departmental promotioncommittee (DPC) to promote GREFSubordinate on fulfilling qualitativeMaintains Master Seniority List (MSL) of all trades ofBRO.Maintains Record set of APAR, maint/monitors ofNominal Roll registers, maint of APAR libraryand corres pertaining to APAR of effectiveIssues of posting order including BCAposting of all serving GREF pers, updationof posting index cards.requirement.serving GREF Subordinate staff.(b) Brief history of the public authority Responsible for conduct DPC for promotion ofeligible personnel in order to fill up deficiencyof the BRO.Responsible to maintain the seniority of GREFpersonnel on rotation basis in r/o DPC/DR.The section deals with maintenance ofpreparation of APAR of service personnel till theyare in service.Ensures timely issue of posting orders ofall serving GREF pers.(c) Duties of the public authority. Responsible for timely promotion and financialupgradation under MACP Scheme of all eligiblepersonnel.(d) Main activities/functions of the public authority. Responsible for timely promotion and financialupgradation under MACP Scheme of all eligiblepersonnel.(e) List of services being provided by the public authoritywith a brief writ-up on them.Promotion through DPCs and financialupgradation under MACPs.To know the Master Seniority List position ofparticular GREF personnelTo know the Master Seniority List position ofparticular GREF personnelEnsures receipt of APAR of all effected GREFpers, maint Record set of APAR, maint ofNominal Roll registers, maint of APAR gradingdata in electronics form, APAR library and correspertaining to APAR of effective serving GREFsubordinate staff.Ensures timely receipt of APAR of all effectedGREF pers, maint Record set of APAR, maint ofNominal Roll registers, maint of APAR gradingdata in electronics form, APAR library and correspertaining to APAR of effective serving GREFsubordinate staff.Issues of posting orders of all GREF persas per their service profile in organizationinterest.Issues posting orders of all GREF pers asper their service profile in organizationinterest.- - Detail of all postings including BCApostings.(f) Organizational Structure Diagram at various levelsnamely State, directorate, region district, block etcOIC FA2 SecSupdt FA2OIC FA3Sec IC (ASST) (TASKA)OIC FA4Supdt FA4OIC FA5OSClks 5FA3 (M) FA3 (C) FA3(R)Task D Task ETask B Task CClks (UDC,LDC, Hav)(GP-1 Gp-2 Gp-3 Gp-4 Gp-5 Coord BCASec Sec(UDC-1, (Clk-2) (UDC-1, (UDC-1, (UDC-1, (UDC-1 (Asst-1Clk-2) Clk-1) Clk-2) Clk-2) Clk-1) UDC-1,Clk-2)(g) Expectation of the public authority from the publicfor enhancing its effectiveness and efficiency(h) Arrangements and methods made for seeking publicparticipation/contribution(j) Mechanism available for monitoring the servicedelivery and public grievance resolutionFulfillment of promotional criteria. Fulfillment of MSL criteria. Fulfillment of APAR Criteria. Fulfillment of criteria for posting as perservice profile of GREF pers.Issue of relevant orders and instructions to Issue of relevant orders and instruction to unit. Issue of relevant orders and instruction to unit. Issues normal posting orders, promotionunit.cum-posting orders & re- appointmentcum-posting orders.Issue of orders and instructions to the units Issue of orders and instructions to the units. Issue of orders and instructions to the units. Issue of order & instruction to units

SerObjective/purpose of the public authority DPC (FA-2) MSL (FA3) ACR (FA4) Posting (FA5)No2. Details of the powers and duties of officers and employees ofthe organisationSection supdt of FA/DPC Section:Overall supervision of DPC sectionTask A (Upper Division Clerk):-Preparation of document for DPC &responsible for its safe custody, corres relatingto promotion.Task B (Upper Division Clerk):-Preparation of document for MACP &responsible for its safe custody, corres relatingto financial upgradation.Task C (Lower Division Clerk):-Maintenance of post Based Roaster andunwillingness certificate.Task D (Lower Division Clerk):-Deals with Court Cases/Legal notices relatingto promotion.Task E (Lower Division Clerk):-Maintenance of Trade Test Sheet relating topromotion and financial upgradation.Task F (Lower Division clerk):-Responsible for handing the computer andtyping/Printing work relating to varioussubjects dealt with the departmentalpromotion committee section.Offr :Ensures compliance of above for smoothfunctioning of the SectionTask A (Asst):-Section Supdt of FA3/MSL Section:Overall supervision of MSL section.Task B (UDC):_Maintenance/Preparation/ Revision of MSLTask C (LDC):-To Assist Task B Clerk.Task D (LDC):-Preparation of list of eligible pers of Gp ‘C’ and Gp‘D’Task E (LDC):-Maintains reservation rosters of Gp ‘C’ and Gp ‘D’ ofdirect recruits.Offr :Ensures compliance of above for smooth functioningof the SectionOIC APAR Gp:-Responsible for smooth functioning of Group andissues instructions to staffs for strict completionof assigned duties.Sec Supdt:-Overall supervision of ACR section.Task Clks:-Segregation of APAR in numerical order,watching progress of receipt, tfr of APAR to NERGp on discharge/death/ resignation and provideAPAR to DPC (P) and posting section on beingasked.Offr :Ensures compliance of above and smoothfunctioning of the Section2Task A (Asst)Sec Supdt of FA5 (Posting Sec):-Overall supervision of posting section.Task clerks (UDC, LDC, Hav Clk) detailedin posting sec of GREF records areresponsible for timely preparation ofposting panels of Group -1, Group-2 ,Group-3, Group-4 and Group-5 as perservice profiles of GREF subordinates,updation of their index cards andresponsible for timely issue of postingorders.Offr :Ensures compliance of above and smoothfunctioning of the Section3. Please provide list of rules, regulations, instructions, manual and records, held by public authority or under its control or used by its employees for discharging functions as per the following format. This format has to be filled for each type of document.(a) Name/Title of document (FR) Recruitment and promotion rules,Record Office Instructions.Seniority and promotion.(i) Type of document, Choose one of the types given Rules:-below (Rules, Regulations, Instructions, manual, Records,others)Recruitment and promotion rule.Record Office Instructions.(ii) Brief write-up on the document. Recruitment and promotion rules issued byGovt of India/ BRDB, New Delhi.(iii) From where one can get a copy of rules, regulations,instructions, manual and records(iv) Fee charged by the department for a copy of rules,regulations, instructions, manual and records (if any)Record Office Instructions issued by GREFRecord, Dighi Camp, Pune-15Govt of India/ BRDB, New Delhi.Record Office Instructions issued by GREFRecord, Dighi Camp, Pune-15Recruitment and promotion rules issued byBRDB, Sema Bhawan, Kashmir House, NewDelhi free of costs.Rules issued by Govt of India from time to timeRecord Office Instructions.Govt instructions issued from time to time onMaster Seniority List.Govt instructions/rules issued from time to time.Record Office Instruction/APAR policies issued byHQ DGBR, Seema Sadak Bhawan, Ring Road ,Delhi Cantt,New Delhi time to time.Record Office Instruction/APAR policies issued byHQ DGBR, Seema Sadak Bhawan, Ring Road ,Delhi Cantt,New Delhi time to time.As per Govt Policy/Deptt instrs issued by higherHQs from time to time, Chapter 24 of RecordsOffice Instrs 1998 as amended from time to time.GREF Records, Dighi cmap, Pune-15/HQ DGBR,Seema Sadak Bhawan, Ring Road , Delhi Cantt,New DelhiFree of Cost Free of cost Free of costPosting policies issued by HQ DGBR,Seema Sadak Bhawan, Ring Road , DelhiCantt, New Delhi time to time andchapter 19 Records Office instructions(ROI) 01/98 issued by GREF Records,Dighi Camp, Pune-15.Chapter 19 of Records Office instructions(ROI) 01/98.(i) Posting panels GREF(ii) Posting Orders Serving(iii) Service profiles Sub-(iv) Index Cards ordinates(v) Report and returnsGREF Records, Dighi Camp, Pune-15Record Office Instructions Issued by GREFRecord, Dighi Camp, Pune-15 free of costs.(b) Name/Title of document (SR) - - - -(i) Type of document Choose one of the types givenRules/Instructions issued by the DGBR, Seema Sadak Rules/Instructions issued by the DGBR, Seemabelow (Rules, Regulations, Instructions, manual, Records,Bhawan, Ring Road , Delhi Cantt , New Delhi from Sadak Bhawan, Ring Road , Delhi Cantt , Newothers)time to time.Delhi from time to time.Instruction:-Instructions issued by the DGBR, Seema SadakBhawan, Ring Road , Delhi Cantt New Delhifrom time to time.Rules/Instructions issued by the HQDGBR, Seema Sadak Bhawan, Ring Road ,Delhi Cantt , New Delhi from time totime.

SerObjective/purpose of the public authority DPC (FA-2) MSL (FA3) ACR (FA4) Posting (FA5)No7. Please provide information on Boards, Councils, Committeesand Other Bodies related to the public authority in thefollowing format :(a) Records Office GREF, Dighi Camp, (a) Records Office GREF, Dighi Camp, Pune-15. (a) Records Office GREF, Dighi Camp, (a) Records Office GREF, Dighi Camp,Name and address of the Affiliated Body .Pune-15.(b) GREF Centre , Dighi Camp, Pune-15. Pune-15.Pune-15.Type of Affiliated Body (Board, Council, (b) GREF Centre , Dighi Camp, Pune-15.(b) GREF Centre , Dighi Camp, Pune-15.Committees, Other Bodies).(c) DGBR, Seema Sadak Bhawan, Ring Road , (b) DGBR, Seema Sadak Bhawan, Ring Road,Brief Introduction of the Affiliated Body (c) DGBR, Seema Sadak Bhawan, Ring Delhi Cantt, New Delhi.Delhi Cantt, New Delhi.(c) DGBR, Seema Sadak Bhawan, Ring(Establishment Year, Objective/Main Road , Delhi Cantt, New Delhi.Road , Delhi Cantt, New Delhi.Activities).(d) BRDB, Sema Bhawan, Kashmir House, NewRole of the Affiliated Body (Advisory/Managing/ (d) BRDB, Sema Bhawan, Kashmir House, Delhi.(d) BRDB, Sema Bhawan, KashmirExecutive/Others).Structure and Member Composition .Head of the body.Address and main office and its Branches.Frequency of Meetings .Can public participate in the meetings?Are minutes of the meetings prepared?Not Applicable.New Delhi.House, New Delhi.8. Please provide contact information about the PublicInformation Officers, Assistant Public Information Officersand Departmental Appellate Authority of the Publicauthority9. What is the procedure followed to take a decision for variousmatters?(A reference to Secretariat Manual and rule of BusinessManual, and other Rules/regulations etc. can be made)10. What are the documented procedures/laid downprocedures/Defined Criteria/Rules to arrive at a particulardecision matters? What are different levels through which adecision process moves?11. What are the arrangements to communicate the decision tothe public?12. Who are the officers at various levels whose opinions aresought for the process of decision making?13. Who are the offices at various levels whose opinions aresought for the process of decision making?Lt MH Khan -PIO,Tele No. 020-27151148Extn No. 331Lt Col Rajan EK - CPIO,Tele No.020-27150795Extn No. 329Col AK Das - Appellate authorityTele No. 020-27150460Extn No. 301Promotions are conducted centrally by thedepartmental promotion committee detailedby the DGBR Dte, Seema Sadak Bhawan, RingRoad , Delhi Cantt , New Delhi whorecommends the cases based on the R&P rulesand profile of the individual depends on thevacancy state. All decisions/ directions on thesubject of Departmental Promotion are issuedby the DGBR Dte Seema Sadak Bhawan, RingRoad , Delhi Cantt, New Delhi /BRDB, NewDelhi/Govt of India.Criteria for promotions are defined inRecruitment and promotion Rules as perCentral Govt Orders.Promotion Orders are issued to units throughletter and Fax. The same is made available onBRO website as well.DGBR Dte, Seema Sadak Bhawan, Ring Road ,Delhi Cantt, New DelhiHQ DGBR, Seema Sadak Bhawan, Ring Road ,Delhi Cantt , New Delhi/BRDB/DOPT/MOF/Govt of India.14. Who is the final authority that vets the decision? HQ DGBR, Seema Sadak Bhawan, Ring Road ,Delhi Cantt New Delhi5Lt MH Khan -PIO,Tele No. 020-27151148Extn No. 331Lt Col Rajan EK - CPIO,Tele No.020-27150795Extn No. 329Col AK Das - Appellate authorityTele No. 020-27150460Extn No. 301Decision on MSL cases are taken as per Govt Ordersissued from time to time.Criteria for MSL are defined as per Central Govtorders on the subject.Required information on MSL are forwardedthrough letter and uploaded on BRO website aswell.DGBR Dte, Seema Sadak Bhawan, Ring Road , DelhiCantt, New DelhiDGBR Dte, Seema Sadak Bhawan, Ring Road , DelhiCantt, New DelhiDGBR Dte, Seema Sadak Bhawan, Ring Road , DelhiCantt , New DelhiLt MH Khan -PIO,Tele No. 020-27151148Extn No. 331Lt Col Rajan EK - CPIO,Tele No.020-27150795Extn No. 329Col AK Das - Appellate authorityTele No. 020-27150460Extn No. 301Decision on APAR cases are taken as per GovtOrders issued from time to time.Criteria for APAR is laid down in Govt rules andRecord Office Instructions 01/98 based onCentral Govt orders.Through letter/Fax/etc wherever applicable.HQ DGBR, Seema Sadak Bhawan, Ring Road ,Delhi Cantt, New DelhiHQ DGBR, Seema Sadak Bhawan, Ring Road ,Delhi Cantt, New DelhiHQ DGBR, Seema Sadak Bhawan, Ring Road ,Delhi Cantt, New DelhiLt MH Khan -PIO,Tele No. 020-27151148Extn No. 331Lt Col Rajan EK - CPIO,Tele No.020-27150795Extn No. 329Col AK Das - Appellate authorityTele No. 020-27150460Extn No. 301Decision on policy are taken in accordancewith Record Office Instructions and variousorders issued by HQ DGBR, Seema SadakBhawan, Ring Road , Delhi Cantt, New Delhi.Criteria for policy is laid down in RecordOffice Instructions (ROI) based on CentralGovt orders.Posting orders are issued through letter,FAX, e-mail & BCA posting uploaded on BROwebsite.HQ DGBR, Seema Sadak Bhawan, Ring Road ,Delhi Cantt, New DelhiHQ DGBR, Seema Sadak Bhawan, Ring Road ,Delhi Cantt, New DelhiHQ DGBR, Seema Sadak Bhawan, Ring Road ,Delhi Cantt, New Delhi

SerObjective/purpose of the public authority DPC (FA-2) MSL (FA3) ACR (FA4) Posting (FA5)No15. Please provide information separately in the following format Promotion : HQ DGBR, Seema Sadak Bhawan, HQ DGBR, Seema Sadak Bhawan, Ring Road , Delhi As per the prevailing order/instructions on the Posting :-for the important matters on which the decision is taken by Ring Road , Delhi Cantt, New Delhi and BRDB, Cantt, New Delhi .subject(i) OIC Records, GREF Recordsthe public authority.New Delhi as per orders applicable to centralOffice, Dighi Camp, Pune-15.Sl. No. 1Govt Employees.Subject on which the Publication and Marketing of Books(ii) HQ DGBR, Seema Sadakdecision is to beBhawan, Ring Road , Delhi Cantt, NewtakenDelhi.Guidelines/Directions As per the prevailing practices, if anyProcess of Execution Obtaining manuscripts, vetting (if necessary).Editing, typesetting, proof-reading, cover and16. Directory of Officers and Employees OIC (FA-1) - SRO - Tele No - 020-27151148GREF Records Extn No- 358Dighi camp, Pune-156OIC (FA-2) - SRO - Tele No - 020-27151148GREF Records Extn No- 358Dighi camp, Pune-15OIC (MSL) - SRO - Tele No - 020-27151148GREF Records Extn No- 331Dighi camp, Pune-15OIC (FA5) - SRO- Tele No - 020-27151148GREF Recor Extn No- 334Dighi camp, Pune-1517. Please provide information about the details of the budget fordifferent activities under different schemes18. The Manner of Execution of Subsidy programmers. Pleaseprovide the information as per the following format.Name of Programme/scheme.Duration of the programme/scheme.Objective of the programme.Physical and financial targets of the programmer (forthe last year).Eligibility of Beneficiary.Pre-requisites for the benefit.Procedure to avail the benefits of the programme.Criteria for deciding eligibility.Details of the benefits given in the programme (alsomention the amount of subsidy or other helpgiven).Procedure for the4 distribution of the subsidy.Where to apply or whom to contact in the office forapplying .Application fee(where applicable).Other fees (where applicable).Application format(where applicable. If the aapplication is made on plain paper pleasemention it along with what the a applicant shouldmention in the application).List of attachments (certificates/documents).Format of Attachments.All the Budgets and funds are controlled by theDGBR, Seema Sadak Bhawan, Ring Road , DelhiCantt , New Delhi and GREF Centre, DighiCamp, Pune-15.All the Budgets and funds are controlled by theDGBR, Seema Sadak Bhawan, Ring Road , DelhiCantt, New Delhi and GREF Centre, Dighi Camp,Pune-15.All the Budgets and funds are controlled by theDGBR, Seema Sadak Bhawan, Ring Road , DelhiCantt, New Delhi and GREF Centre, Dighi Camp,Pune-15.All the Budgets and funds are controlledby DGBR, Seema Sadak Bhawan, RingRoad , Delhi Cantt, New Delhi and GREFCentre, Dighi Camp, Pune-15Not applicable to this Organisation Not applicable to this organization Not applicable to this organization Not applicable to this OrganisationWhere to contact in case of process relatedcomplaintsDetails of the available fund (At various levelslike District level, Block level etc.)

SerObjective/purpose of the public authority DPC (FA-2) MSL (FA3) ACR (FA4) Posting (FA5)No19. Particulars of Recipients of concessions, permits orNiL Nil Nil Nilauthorization granted by it please provide the information asper the following format:-Name of the Programme.Type (Concession/Permits/Authorization)ObjectiveTargets set (for the last year)EligibilityCriteria for the eligibilityPre-requisitesProcedure to avail the benefitsTime limit for the concession/Permits/AuthorizationsApplication format(where applicable)List of attachments (certificates/documents)Format of attachments,20. Please provide the details of the Norms/Standards set by the Item of workItem of workAPAR in respect of GREF pers are prepared on Posting panel in respect of Group-1,Department for execution of various activities/programmes:- DPC :yearly basis by concerned project/Units on 01 Group-2, Group-3, Group-4 & Group-5Master Seniority ListS. Item of workPrescribed Norms Board of Officers is composed in Sep/Oct everyApr every year.are prepared on quarterly basis i.e Q/ENo.year by the DGBR Dte Seema Sadak Bhawan, Seniority in MSLs is fixed based on merit list inMarch, Jun, Sep & Dec in each calendar(a) Receipt of manuscript One month for Seema Sadak Bhawan, Ring Road , Delhi Cantt, respect of DR Candidates received from Rtg Wingyear and issued as per service profile offrom author for consideration and New Delhi :-(GC) after recruitment and PCPOs in respect of DPCeach individual.publicationapprovalCandidates received from FA5 Sections during the(b) Planning processing of Two weeks after (a) Working out of Vacancies.respective recruitment year. DPC/DR candidates arethe proposal of book approval of the (b) Distribution of cartagewise vacancy. placed in MSLs on rotation basis as per quota fixedmanuscript(c) Preparation draft eligibility list. by Govt Orders. Before fixing the seniority,(c) Composing of book and 6 to 8 weeks(d) Preparation of agenda and statement individual’s particulars should be checked fromdesigning of coverof case.service notes of DPC Section as well as from(d) 6 to 8 weeksAllocation Rolls of Rtg Wing.Checking of(e) Production of documents to DPC.proofs/rechecking of(f) Submission of proceedings to HQfinal proofsDGBR after through scrutinizing of the board MSL : MSL updated on year to year basis.(f) Final Printings Time limits after receipt proceeding.of final approved proofs (g) Issue of promotion orders to posting6 to 8 weeks.section for further issuing of promotion cum(g) Payment of Bills Within 60 days of posting order.receipts of bills, subjectto availability of funds MACP. MACP scrutiny boards are being(h) Mailing of books Within 15 days of receiptof order from the clientand completion of otherformalities.conducted in April.(j) Subscribers ofJournals/EmploymentNews(k) Complaints &suggestions fromreadersWithin 4 weeks from thereceipt of subscriptionscomplete in all respects15 days(l). Grievance redressed Within 30 days ofreceipts of complaints21. Please provide the details of the information related to thevarious schemes which are available in the electronic format.(a) Approved DPC are uploaded BROwebsite every year.(b) Approved Board Proceedings ofMACP are uploaded BRO website.7All MSLs are uploaded in the BRO website Nil Criteria for BCA Posting.

SerObjective/purpose of the public authority DPC (FA-2) MSL (FA3) ACR (FA4) Posting (FA5)No22. Means, methods or facilitation available to the public which Fax , letters, E-Mails and BRO website Fax, letters, E-Mails and BRO website Fax, letters, E-Mails and BRO website Fax , letters, E-Mails and BRO websiteare adopted by the department for dissemination ofinformation.23. Frequency Asked Questions and their Answers seven days seven days NA seven days24. Related to seeking Information NA Regarding Seniority. NA Regarding BCA posting/diversion changeof posting.25. With relation to training imparted to public by Public Training and examination for fulfillment ofNA NA NAAuthoritypromotion criteria are conducted at the unitName of training programme with brief level where the personnel are physicallydescription.serving.Time period for Training Programme/Scheme.Objective of training .Physical and Financial Targets (Last Year).Eligibility for training.Pre requisite for training (If any).Description of help (Mention the amount of Financialhelp, if any).Procedure of giving help.Contact Information for applying.Application Fee (Wherever applicable).Other Fees (Where applicable).Application Form (in case the application is made onplain paper please mention the details which theapplicant has to provide).List of enclosures/documents.Format of enclosures/documents.8

IMPLEMENTATION OF SECTION 4 OF RTI 2005: ORGANISATION AND RESPONSIBILITIES OF GREF RECORDSOIC RECORDS(Col)CRO/CO RECORDS(Lt Col)Local Adm Gp Force Adm Gp Effective Group Non Effective Gp EDP Cell(RO/Capt) (SRO/Maj) (SRO/Maj) (SRO/Maj)Posting DPC Statistics Library ER1 toER6 Lien Sec Legal Family Long Roll Pension LibraryMACP Cell Pension Block CellMSLRecord service Maint of Record Maint of serviceDocuments set of service docu of lien Deals with Maint of Maint ofdocu of serving holder legal aspect Long Roll NE docupers & courtcasesData BaseupdateResponsible for Responsible for Maintaining Deals with Deals withposting of all types conduct of statistics incl Pension docu docu ofIncl BCA MACP recruitment pensioner