FOREWORD

 

 

                The prescription of rules and procedure are, in the nature of things, general. Human ingenuity invariably renders it difficult to make provision for all eventualities. Indeed to attempt to do so would be introducing such rigidity as to stifle innovation and make the entire framework rapidly obsolete. At the same time, unnecessary fluidity of norms and lack of precision leads to inefficiency, unproductive work and erosion of standards over time without encouraging the creativity of the more diligent and conscientious.

 

            The preparation of a Manual of Office Procedure is therefore, always a delicate task. On the one hand, the Manual must set a higher standard than that presently practised if it is to be of any lasting value. On the other, it should not be so ideal a document as to be unimplementable. To steer between these two extremes requires knowledge of both the existing procedures and recognition of the potential of the organisation for higher achievement.

 

            The Manual of Office Procedure for the Rajya Sabha Secretariat attempts to meet these requirements to some extent. Though the Secretariat has been in existence for nearly 50 years, its procedures and practices have not so far been set down in the form of an Office Manual. In the attempt to remedy this deficiency, benefit has been taken of the experience gained from actually working the Rules of Procedure and Conduct of Business in the Council of States (Rajya Sabha) which has been in operation since 1964. Hopefully the Manual has identified the "best practices" in the various Sections, since no doubt procedures have varied from time to time and may still vary from section to Section.

 

            The Manual will be of value in standardizing procedure, ensuring transparency and improving efficiency only if it is scrupulously followed. Not only is standarisation beneficial in a public organisation for its own sake, but it is an absolute necessity for the operation of softwares as part of the induction of Information Technology. I would therefore advise that a process of systematic training and inspection be implemented as part of the process of enforcing the Manual.