All fair copy· k h ti'tud • d mg wor · s ould be done with promp· el an pla d f · . ce or 51gnature of the Issuing Officer viz., the Administ t • ra or or t ne Assistant Administrator or the Office s · ... upermtendent as the case may be. All letters address d t . . . e O superior officer should be signed ~ither by the A<lministrator of the A!=sistant Adrr.inistrator invariably and all interim corresponnence with the subordinate staff of the Temple Administration or Sebayat, or the like may be signed by the Office Superi ntendent for the Administrator or the Assistant Admini strator, as the case may be.
13. Despatch - On return cf the fair copies the Clerk in charge of despatch ·shall enter in the Despatch Register by giving a number and date and note the word "issued" on the draft and initial it with date. The issue numbers should be consecutive during a calendar year.
14. Deliuery of Local Dak - No Jettn or file shall be sent by post at the same headquarters which should be sent through the Peon Book.
15. Issue by Registered or Insured Post - All important letters and other files or articles shall be sent by Regi• stered, lnsurecl or parcel post as the case may be. They may be sent by Express Delivery or through special messenger according to urgency and importance.
16. Stamp Account - A Register showing the Stamp Account shall be maintained and the issue Clerk shall · J put up the R · eg1ster to the Office Superintendent for check at the end of the k' da wor ing y, 17 p d' I' ~f e~ rng rsts - A fortnightly pending list in respect receipts shall be prepared by every Clerk on the 2nd and 16th of the following working day of every month an~ put up to the Office Superintendent for check, The Office Superintendent should check about the correct ness of the pendency and shall prepare and submit a consolidated list of papers pen".l ing clerkwise to the Assistant Administrator within two days. The Office Superintendent should record his comments or remarks about t.he '-pendency and ensure clearance 'as promptly as poss1b e.
A separate receipt and issue register shall be main· tained by a Clerk selected for the purpose of all Confi· denlial Corresp:mdence which shall he dealt with by the Administrator in his confidential section.
18. Classification of paper, transmission of records to Record Room and destruction of records etc., - There sha11 be a Record Room to which all disposed of records and registers shall be consigned after disposal. The files may be marked A,B and C according to importance A or Q being permanent records, B or ~ being semi-important to be preserved for 1~ years and C or Q destroyable after an year subject to the personal r scrutiny and certi· ficate of the Administrator. The classification o( papers shall be done by the Office Superintendent.
The registers are also to be preserved permanently or destroyed after a specified period according to impor• tances, as e~umerated below, - ' . A or Q Permanent Registers - All registers relating to Land Records, other i111movable ~ valuaol~s, Regi~ter of Mineral Registen , and Jeas:s, buildings, Acquittance Rolls,Stock and Store Register,(~ash Books.
B or~ Semi-permanent _ Annual Administration reports 'nd such other papers as may be so decided by the Temple Managing Committe~, Bill Register, Regi ster of changes affecting demand, Register of securities by the staff, and Register of Sairat sources.
C or Q - All Registers reJ,ting to correspondence.
Note-The list is not exhaustive. The Administrdtor should include all other register3 in the list in the appro· ptiate classification.
19. The records and regi:i ters of the Record Room shall be properly 'rranged and preserved in rar.ks.
A list of records and registers ripe for destruction should be prepared and destruction effected after prior sanction by the A<lininistrator. The list of recor ls, Regi ster, etc., shall be made in duplicate and a copy of it retained by the Record Keeper and the original returned to the person consigning the record, etc., duly signed and dated by the Record Keeper.
Separate Registers shall be main tained by the Record Keeper which shall CORtain the list of all A or Q , B or ~, C or Q Class records and registers and other valuable articles kept in the Record Room.
1 The Office S · d R upermtfndent shall inspect the Recor oom also hi om mont y along with the inspection of the ce and prepare f . . . to the A . . a note o inspection and submit 1t dministrator through the Assistant Administrator.
The Record Keeper shall maintain a Register wh~rei~ he shall enter the record, register or any other article issued on the requisition of a Clerk or any other scaff and taken his signature while issuing the record etc.
On its return, he should 11ote the date of return in the appropriate cclumn and put his dated signature, place the record in proper place and take out the slip.
Each Cl ~rk or other subordinate officer is personally responsible for the files, stores, eic., in his charge. Each Clerk may h~l\'e an ordinarv almirah or a pigeon hole almirah according to · neces,sity with the key kept by the person in charge.
Aoy file taken home by the A~m!nistrator or the Assistant Administrator for work outside office hotil'S ·~use be under his own responsibiliiy and no file shall ordinarily be taken by any Clerk or other subordinate staff for work at home except with the prior written permic;sion of the Administrator.
20. Charge Report _ In case of change in personnel a charge report should be prepared duly signed by both the outgoing and incoming incumbents and a copy of the ·same should be preserved in office. The charge report should contain a clear account of files, materials, etc , handed over and taken over.
' .... .. .
21. ?f fice order boo~ - The Administrator and the Assistant Admin' t h ll . . is rator s a mamtam an office Order Boo~ ~reco~ding orders passed by them for the proper administration for the guidance of the staff.
~. Confidential papers - All Confidential papers shall be kept by the Administrator • !3. Library - A catalogue of books of the Administrator shall be maintained and no issue should be made without taking the signature of the officer, receiving Clerk or other subordinate staff. The Librarian shall be personally responsible for any missing of the book, No book or reference should be issued for more than fifteen days at a time. There shall not be more than two issues at a time.
!4. lnspecti11s - The· Office Superintendent shall review the working of all seats once in a month and submit his notes of review to the Administrator through the Assi stant Administrator. The Assistant Administrator shall inspect the off ice once in every half year and likewise submit his notes to the Administrator. The Admini strator shall inspect the office and submit. a copy of his inspection note to the Law Department through the Vice-President of the Committee-cum·Collector of the district. The Office Superintendent shall ensure compli· ance of the notes of inspection within three months from the date of receipt of the inspection notes.
The Vice-President of the Committee (Collector ef the District), if so authorised by the Committee may call for any papers and files at any time in T.emple interest or public interest and may inspect the office at ( \fbc;/ an · Y time he so l'k ttcc may dcman'd csa. ~he Temple Management Commi· · ny mspe · re tt and th ction note being placed befoereupon the Ad . . comlpiance. · mm1strator would ensure
15. Miscellueoas T h prescribed i - . e several forms and Registers ad d n the Orissa Record Manual 196 4 should be Of o.pte by Shri Jagannath Temple Administration hce to the extent n ecessary.
The language to be used for • the correspondence and maintenance of records shall be 0 in the Oriya langu· dge. But the Administrator may maintain records, correspo!\dence or reports in the Engli5h lc1nguage, whereever he feels 1t necessary or desirable.
PART 11 flNlNClll REGULATIONS
26. Geaeral - Financial year of the Temple Administra· tion shall be thr. u~ual financiill year from 1st April to 31st March. The maintenance of accounts shall be in charge o{ an Accountant and cnecked daily at the end o( the v.•orking day by the Ofiice Superintendent who shall be jointly responsiblt- with the Accountant for the proper and correct maintenance of the accounts.
2 7. The following registers shall be maintained -
(a) Cash Book
(b) contingent Register
(c) Advance Register
(d) AcqUittanCC Roll
(e) (£) ....
Miscellaneous Receipt Book Guard files for vouohers Any other register th Ad ..
' e mm1strator may prescribe.
(a) Cash Book - The C h receipts d h as Book shall show the daily th an c arges and all cash transactions as also e permanent adv d 1 both th A ance u Y checked and signed by h h e ccountant and the Office Superi11tendent w 0 s all place the Cash Book to the Assistant Administrator at the end of th k. . .
. . e wor mg day for his s1gniiture, Analysis or the Cash balance should be done daily.
Cash Book shall also be maintained by the Collecting Accountants. All money orders of the Administration shall be received by the Administrator/Assistant Admi nistrator only and accounted for in the Cash Book.
(b) Conti1geat Re1ist1r -Two separate contingent regi sters shall be maintained one for office contingencies and the second for the Deity's contingencies, .All respective contingent expenditure shall be entered in these R(.gi sters and billed for. All expenditures should be suppo1t.::d by paid vouchers with stamped receipts, wnereever necessary.
( c) Advance Re1ister - All advances granted shall be entered in this Register and attested by the Assistant Administrator. The Administrator inay sanction advance in emergent cases in the interest of the t Temple Admini stration and place it before the Committee for approval.
The advance shall be recouped within a month from the d t of advance supported by vouchers, In ca::e of an a:v:nce to an employee of the Temple Administration \ '• I ,. I for his personal r .
cxced his tot 1 equirement the advance in no case shall nces should ab emoluments for a month. But all adva· ensure it e made on due scrutiny and security to s recovery with' th . . f month h h . m e stipulated period o one b t oug m a hard case the time for recovery may t~ spread over by the Administrator for a period of r~e months. All advances should be duly accounted for .'n the advance register oi the Temple Administration which should be personally reviewed by the Administrator once every quarter.
(d) Acquittuce Rolls - All payments towards pay and T. A, shall be supported by the acquittance of the payee ( e) Mi1cellaneo111 Receipt Book __ A printed receipt duly authenticated shall be granted by the Administrator for all moneys received by it and accounted for in the Cash Book.
(f) Guard file 'of Vouchers - All vouchers shall be pasted in the Guard File serially corresponding to the entry in the Contingent Registers.
28. Power to suctitD contingent npedniture Recurring Non· recurrini Committee Full powers Full·powers Subject to Budget Sanction Administrator ... Ut> to Rs. 100 Up to Rs. 200 Assistant Administrator · ·•• Up to Rs. SO On the following items -
(a) Electrical and sanitary etc.
installations and Electrical Bills.
(b) Water charges ( c) Freight and demurrage charges
(d) OHfof~ and cold weather charges ( e) •cc cxpens ·
(f) T cs misecllaneous elegram charges. Telephone charges
(g) P~rc~ase of stationery and stores
(h) Pnntmg charges
(i) Any unforeseen charges, The expenditure incurred on the above items shall ~ place~ before the C' ommittee when it meets for its information, The expenditure shall be . d . t' . . mcurre m an 1cipa tton of the sanction of the Committe: limiting to Rs. 6.0? recurring and Rs. 1,200 non recurring by the A clm1n1strator in a financial year.