PART D: EDITING (ENGLISH) SECTION
17.15 Responsibilities-
The main
responsibilities of the Section are:
i)
Editing
of floor version of Debates to prepare the Official Report;
ii)
Preparation
of Appendix of Annexures (i.e. long statements which are some times made in
reply to Questions and which cannot be conveniently printed in the Debate); and
iii)
Preparation
of Index of the debates.
17.16 Floor
Version of Debate- This Section has been assigned with the job of editing of floor
version of Rajya Sabha debates or 'Official Reports' of the Rajya Sabha which
are the full reports of the day to day proceedings of the Rajya Sabha. Debates
are published under Rule 260 of the Rules of Procedure and Conduct of Business
in the Council of States (Rajya Sabha). Floor version of the Debate which
includes speeches etc delivered by members in English as Hindi are published in
the language in which these are delivered on the floor of the House and in the
case of speeches delivered in other languages, the English translation thereof is
published. In addition to this, Appendix of Annexures and Index of debates are
also prepared in this Section. All these three items are got published, as
these are very important documents for record and reference purposes.
17.16.1 Copies of the photocopied
Debates are received from the Distribution Section in two parts, viz. Part-I
and Part-II. Part-I consists of Starred and Unstarred Questions and Short
Notice Questions and their answers while Part-II consists of proceedings other
than Questions and Answers. After receiving the uncorrected copies of debates,
the same are entered into the Debate Register and thereafter marked to the
Assistant Editors for editing. Generally Part-I or Part-II is given to one
Assistant Editor for editing. The details of the procedure to be followed for
editing the uncorrected Debate are given in Chapter X, from para 10.45 onwards.
After completion of editing
of debate by the Assistant Editor, the text is submitted to Editor-in-charge of
the Section. He goes through it and makes the necessary corrections, if any, in
it and submits to the Senior Editor. After the perusal/checking by Senior
Editor the edited debate is sent to the Chief Editor for final checking.
Thereafter the edited debate is sent to Editing (Hindi) Section for preparing
the second copy of the manuscript, which is used for the preparation of Hindi
version of the Debate. Using the electronic text of the uncorrected Debates
obtained from the LAN or the Internet Branch, CRC copies of Part-II of Debates
is prepared thereafter, incorporating the additional changes in the manuscript
copy. The CRC is checked, page numbered and sent to Printing Section alongwith
Part-I of the Debate for final printing.
17.16.2 The editing of Parliamentary
Debates involves numerous items of work to ensure correct and accurate
reporting. During this process editorial notes and footnotes are given at
appropriate places, portfolios of Ministers and the 'Constituencies' of the
members are verified and the corrections suggested by Ministers and Members in
their speeches in order to remove any grammatical and factual errors are
incorporated. It is also ensured that each item of the debate for a session and
a date have two essential levels i.e., Type of Debate (e.g. Questions; Special
Mentions, Bills for introduction) and Title of Debate (which contains the
actual subject matter under consideration). This is important since Folio
software requires these levels before the debate can be processed for being put
onto the Internet.
17.17 Preparation of List of Debate contents- A List of Contents pertaining to a Debate is prepared including therein all the headings of the items discussed or referred to in the house. This list of Contents is added before the start of the text of the Debate. In case page numbering is final, this is also given in the contents page.
17.18 Monitoring
of the Process of Editing and Printing: For monitoring with the Printing Section, the
Editing Section also maintains the Register of Official Reports as per the
following format:
|
Date of Sitting |
Date & Time of Receipt of uncorrected copy |
Total no. of pages in Part-I/Part-II |
Date of editing of official report |
Date of correction of electronic text |
Date of sending CRC to Printing Section |
Date of Receipt back of copy of Printed Report |
Date of preparation of Index |
|
|
|
|
|
|
|
|
|
17.19 Putting
of the Debates onto Internet- After the CRC version of the Debate is finalized, an
electronic copy is sent to the Computer Centre (NIC64G) giving the date and
part of the Debate, in order to process it under Folio Software to put onto the
Internet.
17.20 Compilation of Appendix- Long or complex statements which cannot be conveniently included in the main Report are printed in an Appendix at the end of each session, as described in para 10.57 of Chapter X. While editing the Debate, documents which are selected for placement in the Appendix are to be removed and kept in a separate folder (maintained session wise) and corresponding entry made in the main Debate as described in Para 10.57.
17.21 Sessionwise
Index to Debates- After the Debates is printed, as described in para 10.60, index to the
Debates are prepared sessionwise to facilitate quick and easy reference to
entries of Debates. Index is prepared subject-wise and name-wise. Subject-wise
index is further divided into two parts. One part contains questions and the
other part contains Debates and other proceedings. The purpose of the index is
to easily find out the entries under particular subject or particular Member or
Minister i.e. particular name.
For preparation of Index of
debates, the Editor-in-charge distributes the printed debates (after they are
received back from the Press) among the Assistant Editors for marking the
subject-heading and then Junior Clerks/Senior Clerks/Assistants give the serial
numbers of Members therein and thereafter they feed it into the Computer. The
draft print out is read by the Assistant Editors and thereafter corrections are
carried out by the Clerks/Assistants. The final printout is compared and
checked by the Assistant Editors and reviewed by the Editor and Senior Editor
before being sent to Printing Section for printing.
17.21.1 Printing
of CRC of Indices: In case the Press prepares the proofs, the Indices are
prepared after printed copies of the Debates are received, since page numbers
will only then be available. In case however the Section itself prepares Camera
Ready Copies (CRC), the Index is prepared simultaneously or soon of the editing
after debate, using the given page numbers. The Index data is entered into the
computer using a computer program and CRC copy of the Index, printed by the
computer is sent to the Printing Section for printing of the session index.
17.22 Miscellaneous
Jobs- In
addition to the above mentioned three items of work, following items of work
are also undertaken by this Section as and when required by other Sections of
the Service:
i)
Vetting
& translation of Hindi Notices of questions;
ii)
Vetting
of Committee Reports;
iii)
Vetting
and Translation of Listed Questions;
iv)
Vetting
of Hindi Debates;
v)
Preparation
of Synopsis; and
vi)
Preparation
of Camera Ready Copies of Debates (Part-II only)
17.23 Maintenance
Duties- For
following items, maintenance duty is performed by Attendants.
i)
For
keeping the Reporter's copy and spare copy of manuscripts of the edited Debates
till the printed copy of the same is received in the Section;
ii)
For
keeping the manuscripts of List of Appendix;
iii)
For
keeping the items of Stationery for use in the Section;
iv)
For
stitching and binding of manuscripts of debates/Appendices/Indices etc.;
v)
For
keeping the bound copies of Printed Debates/Appendices/Indices etc. for record
and reference purposes.