Part
C: Sales And Archives
14.17 Responsibilities - The Section is mainly responsible for: -
(i) Procurement publicity, sale and issue of Parliamentary publications/papers, Souvenir items, etc.
(ii) Appointment of Agents for selling Parliamentary publications.
(iii) Fixation of prices of Parliamentary publications.
(iv) Binding and Distribution of Debates for Members of Rajya Sabha.
(v) Maintenance of consigned Office record and Record Room; and
(vi) Archives of Rajya Sabha official record.
14.18 Procurement and Sale of Parliamentary Publications/Papers, Souvenir items and DO Stationery- This Section undertakes procurement and sale of the following categories of publications and papers to Members of Parliament and the general public at the Reception centers of Parliament House and Parliament House Annexe.
14.18.1 Sale of Parliamentary Printed Publications: Sections concerned arrange to send requisite copies of those publications intended for sale to Members, media and the public.
The price of loose copies of Bills and Parliamentary Publications, when printed in octavo size or in size smaller than octavo is to be fixed on the following basis:
- first 10 pages of a bill - Rs. 10
- for pages in excess of 10 pages - 40 paise for every page.
The price of various publications will be assessed according to the above rates a fraction above 50 paise is rounded off to Re 1. A fraction of 50 paise or more will be rounded off to next rupee and the fraction of less than 50 paise will be ignored. The price of List of Members of Rajya Sabha showing their Delhi and permanent addresses is fixed at Rs. 30/- and that of Rajya Sabha Debates is fixed at Rs. 50 per copy.
The prices of the following Parliamentary papers are fixed as shown against each:
- Rajya Sabha List of questions – starred and unstarred Rs. 10 per set
- Rajya Sabha Parliamentary Bulletin Part-I Rs. 3 per copy
- Rajya Sabha Parliamentary Bulletin Part-II Rs. 3 per copy
- Synopsis of Rajya Sabha proceedings Rs. 5 per copy
- Rajya Sabha List of Business Rs. 2 per copy
- Committee Reports 50 paise per page
- + Re.1 for cover Page
- Printed Publications As per printed price
The sale of publications issued by the Secretariat is by the Sales and Archives Section only. No other Section undertakes the sale of such publications. Printed publications sold include:
- Rules of Procedure (English & Hindi)
- Rajya Sabha at Work (English & Hindi)
- Sessional Resume
- Questions Statistics
- Performance Profile (English & Hindi)
- Who’s Who
- Consolidated Who’s Who (English & Hindi)
- Practice & Procedure (English & Hindi)
- Subject pamphlet
- List of Members (English & Hindi)
14.18.2 Copies of Uncorrected Proceedings of Rajya Sabha: All requests from MPs or Members of public including private bodies for the copies of uncorrected proceedings, Members speeches, made in the Rajya Sabha or questions asked and answers given in Rajya Sabha are received and dealt with in the Sales and Archives Section.
Distribution Branch provides six sets of each day’s (uncorrected) proceedings to this Section for this purpose. This Section breaks up these sets where necessary in order to sell copies of the speeches etc. If the demand cannot be met by these six sets, Distribution Branch is asked to supply more copies of a particular speech for which there is a specific request, or photocopies are got made. Copies of uncorrected proceedings are sold on 'not for publication' basis.
Copies of Rajya Sabha Questions and Answers are sold to public @ Rs. 2 per page; if it is in tabular form, the rate is Rs. 4 per page. A Member of Parliament can purchase copies of Questions and Answers at a concessional rate of 50 paise per page, irrespective of whether they pertain to him or any other Member.
Copies of Statements Laid on the Table of the House are obtained from Table Office and sold at the rate specified above.
14.18.3 Stationery for Members of Rajya Sabha: The following categories of DO stationery are sold to the Members of Rajya Sabha.
- Small pads
- Medium pads
- Large pads
- Small envelopes
- oblong envelopes
Before commencement of each Session of Rajya Sabha, the stock position of DO stationery for sale to Members is reviewed and, if necessary, an order for sufficient supply is placed. For this purpose quotations are invited from various printers and necessary exercise to shortlist a printer is done and contract awarded. The quantity of DO stationery to be printed/stocked for sale is determined with reference to the actual consumption/sale during the last one year less stock in hand. A stock register is maintained with pages reserved for each item:-
Item__________ Opening Stock_______
|
Date |
Name of Member |
Qty. Purchased |
Signature of Member/PA |
Balance |
|
|
|
|
|
|
14.18.4 Greeting Cards: Greeting cards printed by the Rajya Sabha Secretariat are sold to Members of Parliament, general public and staff of the Secretariat on the occasion of new year. For this purpose, quotations are invited, a printer is selected and contract awarded. A para in Parliamentary Bulletin Part-II for information of Members and a circular for information of staff of the Secretariat regarding the availability of greeting cards for sale from the date mentioned in the bulletin/circular are issued. The sale proceeds of these items are credited to the relevant head of account in the Reserve Bank of India, New Delhi, through Cashier, Rajya Sabha Secretariat.
14.18.5 Souvenir Items: Souvenir items are available for sale at the reception office and also at the sales counter, Parliament House. For procurement of these items samples are procured from the market, got approved by the Secretary General and orders are placed with a firm after inviting quotations from various firms. Souvenir items are not sent by post. A register is maintained, with a separate page for each item:-
Item______Purchased from_______on______Qty._____ Rate_______
|
Date |
No. of Items Sold |
Value |
Balance |
|
|
|
|
|
14.18.6 Sale Procedure: Publications, Parliamentary papers and Members’ DO Stationery are sold against cash payment. All sales to local customers are conducted on cash payment across the sales counter and a cash receipt therefor is issued.
Outstation customers are asked to send the cost of publications and postage to be incurred in sending those publications in advance by money order or through a cheque/bank draft drawn in favour of the Under Secretary, Rajya Sabha Secretariat, New Delhi. On receipt of the money order/cheque, bank draft, a receipt of the payment is prepared for the publications asked for and this is packed and sent to the customer by registered post. In case of a cheque/bank draft, the same is deposited in the Reserve Bank of India under the appropriate head of account and the publications asked for are sent by post.
The Sales and Archives Section makes arrangements for packing and dispatching Parliamentary and other publications to the Members of Parliament. On receipt of requests, the Section also undertakes dispatch of Parliamentary Publications directly to the customers outside Delhi on payment of sums of money equivalent to the cost of publications plus postal charges to be incurred thereon.
If a request for the supply of Parliamentary publications/papers is received from a buyer in a foreign country, the buyer is asked to send a bank draft drawn in favour of the Under Secretary, Rajya Sabha Secretariat, New Delhi, for a sum of money that will cover the price of publications/papers asked for as well as the postal charges to be incurred in sending them. As soon as the bank draft asked for in advance is received, it is deposited in the RBI under the appropriate head of account and the publications asked for is sent by registered post through the Distribution Branch.
14.19 Publicity and Appointment of Agents for Selling Parliamentary Papers - This Section asks various Sections of the Secretariat to send a list of their publications which can be made available for sale and compiles and consolidates a list of such publications mentioning their prices. Important publications are displayed in the show cases the of Section at prominent places in Parliament House and Parliament House Annexe. The publications are checked from time to time with a view to removing the old editions for which there is no demand and also by displaying new publications added to the stock of the Section.
Rajya Sabha Secretariat directly appoints its own agents at various places throughout India for selling Parliamentary papers. As soon as an application is received from a bookseller for appointing him as an agent, the application is processed in the Section and the approval for appointment of a particular bookseller as our agent is obtained. As and when the price list is finalized, a copy of it is sent to the agents who are informed about the new publications.
14.20 Maintenance of Stock
and Accounts -
14.20.1 Stock: To ensure proper stocking and accounting, all publications received from various Sections of this Secretariat are entered in the Stock Register. The dealing Assistant reviews the stock position of all publications received for sale stocked in the Section, and takes the help of Attendants of the Section to: -
- arrange the publications in racks;
- remove the publications and clean the racks thoroughly and keep almirahs clean and tidy; and
- conduct physical verification of a few items of publications/papers stocked in the Section.
The entire sale proceeds for a day in the Sales and Archives Section is deposited with the Cashier of the Secretariat the same day. After making all entries in different Sales Registers in respect of sales of publications, etc. upto 3.00 p.m., the sale proceeds are deposited with the Cashier. Sale proceeds received after 3.00 p.m. are deposited with the Cashier the next day. Money received through money order is also deposited with the Cashier the same day. If on any day, due to unavoidable reasons, the sale proceeds of the day cannot be deposited with the Cashier, the money is kept in the Section under lock and is deposited with the Cashier the next day.
The Stock & Sale register is maintained as follows; with one or more pages reserved for each publication:
Name of publication_______Language______Originating Section______Price_____
Year of Publication_______
|
Date |
No. of copies sold |
Value |
Balance in hand |
Signature of dealing Assistant |
|
|
|
|
|
|
14.20.2 Accounts and Audit: All accounts maintained by the Sales and Archives Section in respect of stock and sales of different categories of Parliamentary publications/papers and DO stationery are audited by the local audit party of the office of DGACR only. The audit report submitted by the audit party is examined as soon as possible after it is received and after taking appropriate action with regard to the objections raised, replies are prepared and submitted to them. If any new suggestions are made by the audit party, these are also examined and implemented to the extent possible.
The accounts record i.e. cash book, cash receipt book as well as the stock registers, etc. are preserved for periods indicated below:
- Cash book : 20 years
- Receipt book : 3 years
- Sales registers/stock registers : 2 years
Where an audit action is outstanding, such records are not destroyed till the audit record is finally settled even though the period fixed for preservation of records has actually expired. No account books or records for any period is weeded out without obtaining the prior permission in writing of the Branch Officer. If there is any audit objection pending, relevant records are not destroyed till the objection is got cleared. After necessary permission has been received from the Branch Officer, proposals for weeding out are put up.
The proforma of the Ledger for maintaining Daily Sale Proceeds and Cash book for maintaining the record of Sale Proceeds with Estt. (A/Cs) Section:
RAJYA SABHA SECRETARIAT
(Sales Section)
CASH SALE REGISTER
|
Date |
Receipt
No. |
Amount of sale proceeds of |
Parliamentary
Papers of Rajya Sabha |
|
Total
Amount |
Initials
of S.O. |
|||
|
Govt.
publications of |
M.P.’s
stationery from |
||||||||
|
Publi-cation
Divn. |
Publi-cations
Branch |
G.
of India Stationery
Office, Calcutta |
Rajya
Sabha Sectt. |
||||||
|
1 |
2 |
3 |
4 |
5 |
6 |
7 |
8 |
9 |
10 |
|
Amount
paid to Cashier |
Initials
of Cashier |
Initials
of D.D.O. |
Balance
in hand |
Initials
of S.O. |
Amount deposited in R.B.I. |
Remarks |
|
|
Amount |
No.
and date of Chalan |
||||||
|
11 |
12 |
13 |
14 |
15 |
16 |
17 |
18 |
14.21 Binding and Distribution of Debates to Members- Printed Debates are received from Govt. of India Press directly by the Sales and Archives Section. Printed Debates (in Floor language and Hindi) are entered debate date wise in a Register as per format given below, and date wise sets made and sent to Distribution Branch for transmission to Members, State Legislatures and others as per Standard circulation List. As far as possible Debates are circulated to Members during session periods when Members are available in Delhi.
REGISTER OF
PARLIAMENTARY DEBATES
Session
No._________
|
Date
of Debate |
Vol.
No. |
Language |
Date
of Receipt from Press/Printing Section |
No.
of copies received |
Date
of forwarding to Distribution Branch
for issue & no. of copies to Members/to others |
Stock
in hand |
After each biennial election, option is taken from new Members as to whether they wish to obtain their Debates in the Floor language or in Hindi. The Standard Circulation List, separately for Members showing preferences for Hindi/English and others are updated by Sales & Archives before the start of each session and given to Distribution Branch. List of Members who require bound copies of the Debates is maintained separately and updated and as and when bound volumes are received, these are sent to Distribution Branch separately.
The binder supplies the debates in bound volume indicating the name of the Member and the period to which the debate pertains in golden letters on the hard cover. The cost of binding is recovered from Members’ monthly salary.
At the end of each session, in consultation with the Printing Section, Sales and Archives submits a statement showing pending Debates, Index and Appendices on the following format: -
STATEMENT OF PENDING DEBATES
AT THE END OF SESSION NO._______________
|
Dates
for which Debates pending in Press (English/Hindi) |
Dates
for which Debates received and pending in S & A for |
|
|
Binding/Distribution
to Members |
Distribution
to Others |
|
|
|
|
|
A copy of the statement is sent to Director (Printing), all Joint/Additional Secretaries and the Secretary-General.
14.22 Receipt and Maintenance
of Records, Record Room and Archives-
14.22.1 Record: Sales and Archives Section is responsible for maintenance of record room, for stocking copies of Bills, printed Debates, bound volumes of Debates returned by the Chairman, Deputy Chairman and Secretary General’s Office, and registers and files received from various Sections of the Secretariat. Copies of only those Bills, reports and files which are required to be preserved permanently are received in this Section. Copies of Bills/Reports which are required for day-to-day use of the Sections are kept by the Sections themselves either in their rooms or in their record rooms.
The Sections send their files duly classified, etc. along with a list of files of each category as per procedure described in Chapter-VIII. The files are examined and accepted into the Record Room as per procedure described in that Chapter.
On receipt of copies of Bills, Reports etc. the dealing Assistant in the Section scrutinises the list of such documents sent by the originating Section and instructions if any. Keeping in view the shortage of space as also the need to preserve only minimum number of documents, the dealing Assistant checks whether the Section has not sent abnormally large number of copies and large number of records and in case it is found that the number of items is large, the matter is brought to the notice of the concerned Section. After the records have been received and accepted in the Section, the dealing Assistant makes entries regarding details of the publications, number of copies received in the Stock Registers. The proforma of Stock Register is as follows:
Name of Section________
|
Date of Receipt |
Title of Publication |
No. of Copies received |
Remarks |
|
|
|
|
|
Bills/publications, etc. which are received in the Record Room are properly placed between two hard covers and securely tied with a chord. Full details about the contents of the bundle is maintained on the outer side of the hard cover. The bundles are kept in a methodical and systematic manner in the racks. Periodic inspection is done by the Executive Officer to ensure that the bundles are maintained in neat and tidy condition.
14.22.2 Files etc: Copies of Bills and other documents sent for record and archives are accompanied by a list (challan) specifying the number of copies and special instructions regarding retention period etc.
This Section generally receives ‘in active’ files, comprising Class III, IV & V files, which are to be preserved for more than 3 years. The dealing Assistant in the Section makes entries regarding file numbers, subject of file, etc. in the Register for Recorded Files maintained in the record room in the following proforma; with a separate register for each category. Within each register, a separate set of pages is allotted to each consigning Section.
Register of Recorded Files of
Category _______
Consigning Section_______
|
S. No. |
Date |
File No. |
Subject |
Remarks |
|
|
|
|
|
|
The S. No., date and category are then entered against the file no. in the duplicate copy of the challan list and returned to the originating Section for completing their record, and to enable the Section to send a requisition slip on a particular entry early.
The files are thereafter arranged in bundles of convenient sizes, year-wise and placed in serial order in the racks earmarked for each branch. Whenever a Branch requires its records from the record room they send a requisition. On receipt of requisition, necessary entries are made in the Requisition Register and the Requisition filed into folders as described in para 8.9. The proforma of the Requisition Register is given below:
REQUISITION REGISTER
|
Requisition
No. |
Date |
Requesting
Section |
File
No. |
Subject |
Date
of Issue |
Dated
signatures of receiver |
Date
of Return |
Thereafter, the requisitioned files are handed over to the concerned Section. As soon as the requisitioned files are returned to the record room, the files should be checked to ensure that they are intact and in good condition. Thereafter, the date of return is noted in the register, and the office copy of the forwarding note of the requisitioning Section is signed in token of receipt in good condition.
Annexure
14.1
LIST OF PERIODICAL PUBLICATIONS:
|
Name of publication |
Nature of Contents |
For Circulation to |
Periodicity |
Section Responsible |
|
Who’s Who Rajya
Sabha Rajya Sabha
Practice and Procedure Series Rajya Sabha and its
Secretariat: A performance profile Subject Pamphlet
Statistical Information Committees of Rajya
Sabha and other Parliamentary Committees
and Bodies on which Rajya Sabha is represented Accommodation and
other amenities for Members of Rajya Sabha Resume of the Business
Transacted by the Rajya Sabha List of Members of
Rajya Sabha Rajya Sabha Members
Consolidated Who’s Who Presidential and Vice Presidential Elections Disqualifications of
Members on the ground of Defection Journals of the
Rajya Sabha
Handbook for
Members of Rajya Sabha Salary, Allowances
& Pension Acts and Rules made thereunder |
Biographical sketches of Members Procedural and related matters with regard to the functioning of Rajya Sabha Information about Rajya Sabha its Committees and Rajya Sabha Secretariat Subjects for which the various Ministers are responsible for answering questions. Information relating to Questions during each Session Composition of various Parliamentary Committees/ Bodies on which Members of Rajya Sabha are nominated/ elected. Information regarding accommodation and other amenities
Resume of business transacted in a particular Session
Addresses and telephone numbers of Members and Officers of Rajya Sabha Brief Bio-data of Rajya Sabha Members since its inception Acts, Rules, constitutional provisions relating to Presidential and Vice-Presidential Elections Tenth Schedule and the Rules made thereunder Summary of Business transacted in the Rajya Sabha during each Session. Contains Rules of Procedure and Conduct of Business in Rajya Sabha Contains information for new Members. Entitlement & facilities to Members of Parliament, Chairman, Deputy Chairman and Leader of Opposition |
MPs, Officials & Sections of Rajya Sabha Secretariat, Parliament Library, Ministries/State Legislatures, etc. Indian Missions abroad etc. Members of Rajya Sabha, Members of various delegations, Parliament Library. Members of Rajya Sabha, Speaker, Dy. Speaker, Secretary-General, Lok Sabha, Officials and Sections of Rajya Sabha, Parliament Library etc. Members of Parliament (Rajya Sabha) and Ministries of the Government of India Members of Parliament (Rajya Sabha); Rajya Sabha Secretariat. Members of Rajya Sabha, Officers/Sections of the Secretariat and Parliament Library Members of Rajya Sabha MPs, State Legislatures, Parliament Library and officers/Sections of the Rajya Sabha Secretariat. MPs, Officers/Sections of Rajya Sabha and Lok Sabha Secretariats and State Legislatures Priced Publication Officers/Sections of the Secretariat, Parliament Library and some outside agencies. Members of Rajya Sabha, Officials/Sections of the Secretariat, Parliament Library, etc. -do- Members, State Legislatures on demand and for internal use. |
Biennial Biennial Yearly Biennial Session-wise Yearly Once in five years Every Session Once/ twice in a year After every ten years Printed at the time of Presidential and Vice-Presidential Elections Need based Each Session Updated and printed as and when required Updated copies are got printed as and when required Need based |
Research and
Library -do- |
