CHAPTER VII

DESPATCH & DISTRIBUTION SECTION

7.1 Despatch of Letters- All communications issuing from the Rajya Sabha Secretariat shall be sent to the Distribution Section for despatch by post or by hand. The Distribution Section is required to issue all papers on the same day if received by 2.30 p.m. and the next day in case papers are received thereafter. In no case can any outgoing communication be detained for more than a day without prior permission. The dispatch clerk is required to ensure that:

i) ordinarily covers are not used for inter-departmental communications unless they are to be despatched by post or are marked “Secret” or are addressed to an officer by name;

ii) as far as possible, all communications intended for the same addressee are placed in a single cover;

iii) covers of suitable size only are used;

iv) the number and date of the communications are written on each cover;

v) the address is the latest valid address.

7.2 Despatch by post- Distribution Section maintains a Despatch Register and the communications to be sent by post are entered in it after giving the despatch numbers. The format of the Despatch Register is as follows:

DESPATCH REGISTER FOR POSTAL DAK

Sl.No.

(Despatch No.)

Particulars of the

Communication

Name/Designation

of the addressee

Value of stamps, if any

Date ……… Rs. Ps.

Note: i) Telegrams are entered in red ink and the time of despatch noted against each entry

below serial number.

ii) Receipts for telegrams and registered and insured letters are required to be checked carefully by the dispatch clerk and kept properly in day wise or week wise folders, properly arranged for future checking. Receipts for acknowledgement due letters are returned to the Section concerned.

7.3 Despatch of dak by hand- Peon/Messengers Books shall be maintained by the Distribution Section for each beat on the following proforma: -

Peon/Messenger Book

S.No.	Date	Letter No.	Name of Messenger	Addressee	Date & Time of Delivery	Signature of Receiver

It must be ensured that: -

(i) All the dak meant to be delivered by hand is sent through messenger after entry into Peon Book by 11.00 A.M. and again at 2.30 P.M. daily. A special delivery of dak at 5.00 P.M. is made during the Session period.

(ii) The dak for local delivery is normally divided into various beats and is sent through messengers in three wheelers, and in urgent cases, by motorcycles. The messenger shall obtain the signature of the person receiving the dak along with date and time. In the case of Chairman's residence if it is not possible to obtain signatures, the messenger shall himself record date and time of delivery.

(iii) After the dak has been delivered, the peon book has to be deposited back with the Distribution Section by the Messenger. The dispatch clerk shall examine the Peon Books to see that all the communications entered there have been duly acknowledged by the addressees with their dated signatures. In case of non-delivered dak the despatcher shall arrange to deliver it again the next day. In case of priority dak, he shall inform the Section concerned and seek fresh directions for their delivery.

7.4 Despatch of Priority Dak-

It must be ensured that:

(i) Dak received bearing priority markings ‘To be delivered today’ or ‘By Special Messenger’ are sent to the addressees by Messenger immediately after entry in the Peon book. Delivery is to be undertaken at office or residence address, as required.

(ii) Dak bearing priority markings ‘Immediate’ or ‘Urgent’ received during office hours are sent during the same day.

(iii) Urgent/Immediate dak or files addressed by name to an Officer of a Ministry/Department required to be delivered even after office hours are sent at the residence of addressee only if specific instructions to this effect are given in writing.

(iv) Dak bearing priority markings ‘Immediate’ ‘Urgent’ received in Distribution Branch after office hours are to be delivered at the earliest possible time the next morning.

7.5 Despatch of Non-priority dak- Non-priority dak will be despatched by post by the Distribution Section atleast thrice a day. The local non-priority dak will be cleared atleast twice a day. Communications received after the despatch of the last batch are held over till the next working day.

7.6 Despatch of Secret Papers- Secret papers addressed to an officer are to be opened by the addressee only and should be sealed in such a way that there is no fear of leakage of information at any stage. In the despatch of such papers, double covers should be used. The inner cover or envelope containing the document should be properly sealed with the security marking or seal of the Department and this marking should be affixed on the original document. The number and date of the letter and secrecy marking should also be indicated on the inner cover. The inner cover should then be placed in another cover (outer cover) on which only the name and address of the officer to whom it is being sent should be indicated. It should then again be sealed before despatch. There should be no indication on the outer cover of the nature or contents of the inner cover. In all such cases office copies of the letter will not be sent by the Section but only a receipt on which the despatch no. and date will be entered before sending it. Proof of delivery will be communicated to the Section in every such case.

7.7 Despatch of files- Routine files from the Officers/Sections in Parliament House Annexe meant for Secretary-General's Office/Officers/Sections in Parliament House are sent to the Distribution Section, which in turn sends the files to the Publications Counter in Parliament House twice daily. The files are collected by the different Sections from the Publications Counter. On return the files are sent back to Publications Counter and are brought back to Parliament House Annexe in the Distribution Section where the respective Sections collect the files.

In case of urgency however individual Section/personal staff of Officers should send the files directly through messenger, after making an entry in their file movement register to this effect.

7.8 Postal Account- The despatch clerk is required to keep an accurate account of the postage stamps used in the despatch of letters. Stamps of higher denomination should be used in preference to those of smaller value in all cases where stamps of higher value are to be affixed.

Franking machines may be used to the extent possible to reduce labour.

7.9 Distribution to Chairman’s Office- Communications/Files meant for Chairman’s Office are sent immediately on being received from Secretary-General's Office, Deputy Chairman’s Office or any other office. The messenger shall deliver the papers at the designated location and obtain signatures with date and time. In case this is not possible, he shall himself record the date and time and circumstances of delivery in the Peon Book.

7.10 Communications during Session period meant for Ministries/Departments- U.O. notes, Office Memoranda and letters for Ministries relating to Questions, including advance copies of notices will be sent to the Ministries through the Messengers during the inter-session. However, the papers will be collected by the Ministries along with their Parliamentary papers from Distribution Section during the period of each Session.

7.11 Cyclostyling and Xeroxing- All the Sanction Orders/Circulars/Notices or any other communication for circulation to Sections/Members/Ministries/Departments are cyclostyled or Xeroxed, as the case may be, by this Section before issue. Before circulation it must be ensured that the copies are legible and arranged in the right pagination.

7.12 Telephone Inquiry Counter- An Inquiry counter in the Distribution Section works round the clock to cater to any inquiry regarding addresses and telephone Nos. of Parliament Members, Officers and Officials. The Section Officer will ensure that at the start of each Session, updated lists of names, office and residential addresses and telephone numbers of Members, Ministers, Secretaries to Govt. and others frequently required are prepared and kept for reference.

7.13 Issue of Telegrams- No local telegram shall be issued except with the orders of the Branch Officer. Telegrams other than local ones received for issue are not required to be pre-paid in cash or in service stamps to issue in the credit account system.

7.14 Printing of Parliamentary Papers for distribution to Members during Session- The Distribution Branch receives the CRC of papers for over night printing in the Govt. Press from the Sections concerned, i.e. English copies of List of Business, Bulletin Part-I and Part-II from Table Office, Hindi version from Translation Sections and Hindi and English Synopsis from Synopsis Branch. These are transmitted to the Press as soon as they are received, after making entry in the Overnight Printing Log Book maintained in the following format:-

Date__________

S. No.	Item of Work	No. of Pages	Time of receipt from Branch	Time of receipt back of printed copies from Press	Remarks

All material in CRC form must be sent to the Press latest by 2 am and printed copies received back latest by 5 am. In case there is any delay the Section concerned/Press must be contacted. If it is anticipated that papers may be delayed, Deputy Secretary in chage of Distribution and Controller (Printing) must be informed on telephone forthwith so that alternative arrangements can be made to obtain copies for circulation to Members.

7.15 Circulation of Sessional Parliamentary Papers- Master Distribution Lists will be maintained by Distribution Branch for various purposes, including delivery of sessional papers. Addressee wise bundles of all Parliamentary papers meant for distribution to Members are made as soon as copies are received, keeping in view language preferences- (see para 7.21), and put into envelopes for delivery. No material other than communications authorized by general or special orders of the Deputy Secretary in charge of Distribution shall be placed in these envelopes.

During session period, sessional papers such as List of Business, Bulletins, Bills, Synopsis etc. are to be circulated to all Members and others as per approved List. The circulation must be completed by 7 am and rosters and beats will be prepared so as to ensure this. In case due to non-receipt of any sessional material or any other reason delivery is likely to be delayed, the Deputy Secretary in charge of Distribution will be informed on telephone to make alternative arrangements. Joint Secretary and Secretary-General will be informed in case delivery is likely to be delayed beyond 8 am.

In all cases of delay a written report will be submitted by the Deputy Secretary to the Secretary-General by 11 am detailing the reasons for the delay, and entry will be made in the remarks column of the Overnight Printing Log Book. Receipt of delivery of sessional papers are not taken on Peon Books but in case of complaint of non receipt of sessional papers received from a Member either orally or in writing, entry is made in the Complaints Register (see para 7.22) and inquiries made into the matter. In case of a written complaint, the Member is informed in writing of the result of the inquiry within 2 days, and further remedial action taken as necessary in the circumstances of the case.

7.16 Despatch Address of Parliamentary Papers- If a communication is received from a Member regarding the delivery of his/her parliamentary papers at some specified place for a specified period, an entry to this effect is made in the Master copy kept in Distribution Section containing the addresses. All communications meant for the Member are sent accordingly. If a communication is received from Table Office for change in style of name, address, etc. of a Member, the same is entered in the Master copy. Accordingly a new address plate is got prepared on the Adrema machine.

The Master list containing the names & local and permanent addresses of the Members is updated on the basis of information received from the Members. The list of Members is also updated from time to time whenever a bulletin/circular is received from Table Office regarding the resignation, retirement, demise or election of a Member.

7.17 Despatch of Miscellaneous Communications (other than sessional papers) to Members- As soon as any communication meant for the Members either of Lok Sabha or Rajya Sabha is received from Branches in the Secretariat, Master copy of the List of Members is consulted to see if the Member concerned has given any specific instructions with regard to the despatch of his communications. In the case of Lok Sabha Members, the position is ascertained from the Lok Sabha Secretariat.

Dak meant for despatch at local addresses is entered in the Messenger Books of the relevant beats and serially numbered. The Serial numbers shall be indicated on the covers to enable the Messengers to locate the entries and obtain the signatures of the recipients in the Messenger Books quickly. Before the Messenger Books are handed over to the Messengers for delivery an entry shall be made in the Despatch Register. If any communication remains undelivered, the reasons for its non-delivery shall be recorded in the relevant column of the Register, which shall be submitted to Head of the Branch every morning.

7.18 Despatch of Cheques and Demand Drafts- On receipt of the cheques or Demand Drafts from a Section for delivery to a Member, the Despatcher on duty shall in the first instance ensure:

(i) that the cheques have been attached to the correct forwarding letters;

(ii) that the amount of the cheque is the same as mentioned in the forwarding letter;

(iii) that the address of the Member has been correctly given as intimated by him;

(iv) that the covers are not mixed up while dispatching. Just before an envelope is pasted, the contents shall be verified to ensure accuracy;

(v) that the envelopes meant for outstation members are sent by 'Registered A.D'. Post;

(vi) that the covers containing the cheques meant for local delivery are pasted before despatch and the Messengers are instructed to deliver the cheques only to the Member concerned or in his absence to some other responsible person. Messengers shall also be instructed to get full signatures and the time of the delivery in the Messenger Books, and

(vii) that where covers are franked instead of affixing postage stamps, special care shall be taken to see that the contents are not mixed up.

During the inter-session period, the cheques shall be despatched according to the instructions of the Members. Where there are no instructions from Members, the cheques shall be despatched at the Permanent addresses of Members by Registered A.D. Post.

7.19 Distribution of Invitation Cards- (i) On receipt of the Invitation Cards for the President’s “At Home” on Republic Day and Independence Day, the forwarding communication thereof shall invariably be put up by the Distribution Section for the information of the Branch Officer at the receipt stage.

(ii) The Invitation Cards shall be handed over to Distribution Section for proper check to see whether the cards have been received for all the sitting Members and no Member has been omitted. If any discrepancy is noticed, it shall be brought to the notice of the Head of the Branch who shall contact the President’s Secretariat and have the position clarified. The names of Members for whom the Invitation Cards have been received shall then be tick-marked in the Master List of Members.

(iii) The Invitation Cards duly counted and marked in the Master List of Members shall be immediately forwarded to the Notice Office together with a forwarding note for distribution to Members.

(iv) Undistributed Cards are returned to the Distribution Branch by the Notice Office. Distribution Section takes action separately for delivery of such cards to the extent possible.

(v) Invitation cards to official functions held by Chairman, Deputy Chairman, Secretary-General meant for distribution to Members and Officers are distributed by the Section concerned directly.

(vi) Invitation cards to official and other functions hosted by Ministers of Govt. of India meant for distribution to Members and Officers are distributed by Distribution Branch with the approval of the Secretary-General.

(vii) Other invitation cards and papers of a non-official nature are not entertained for distribution.

7.20 Delivery of Papers to Members of Lok Sabha- When any letter is received for despatch to a Member of Lok Sabha, as per arrangement agreed upon, a proforma with the name etc. of the Member to whom the papers are to be sent be filled in and sent to the Lok Sabha Secretariat through a Messenger. The Lok Sabha Secretariat checks the address and returns the same duly signed through the same messenger, after indicating the address where the papers should be sent. The papers shall then be despatched to the address as indicated by the Lok Sabha Secretariat in the proforma. In no case shall the papers be sent to an address not verified from the Lok Sabha Secretariat.

7.21 Distribution of Parliamentary Papers in English/Hindi- Most Parliamentary papers viz. Bulletins, List of Business, Bills, Lists of Questions, Synopsis of Debates etc. are printed in English as well as in Hindi. Members on their election are requested to indicate their choice as to which particular version of papers they would like to have. The information thus furnished by the Member shall be maintained in separate Lists. To ensure despatch of correct version of papers, respective pigeonholes of the Members shall be accordingly marked. For instance, for the Member desiring ‘Hindi’ version of papers the pigeonholes shall be marked ‘H’ and those desiring English and Hindi versions shall be marked as ‘B’. In the case of Members who require their papers in English version only, their pigeonholes need not be marked with any sign.

7.22 Register of Complaints of non-receipt of Papers- The register will be maintained in the following format and put up daily to the Deputy Secretary incharge.

S. No.	Date of Complaint	Name of Complainant	Details of Complaint	Action taken	Final Status

The Deputy Secretary shall bring to the notice of the Joint Secretary any serious complaint and conduct a preliminary enquiry straightaway.