: All. the Oaks shal·l ·be o~ened Ad . . mimstrator and 1n his absence by the· Assistant the ~~:trat~r. The Office Superintendent sliall .. open d during the absence of both the!Administrator an Assistant Ad · · .
min1strator and shall place·all 1mportant letters etc · d b · · he • 1 . , receive efore the Admm1Strator or t Assistant Adm' · t , .
1n1s rator, as the case may be, when {hey ref~n to headquarfers. The Office Superintendent will receive all registered and &insured letters unless they are addressed lo the Administrator and Assistant Admini strator by name, On opening the registered and insured letters, the Office Super'mtendent shall place them be tore the Administ~ator or Assistant Administrator and all letters rece ived during the day shall be diarised.
7. Duties of Office Superintendent _ The immediate responsibility for the records and proper working of the office· sha'll rest with the Office Superintendent who shall _ be the head ministerial officer, who subject to the appro val and ' orders of the Admini~trator shall distribute duties among. the Clerks and other Subordinate 'Super.
visory .. staff. He should inspect each scat at least once in a month and the office at least once in three months, He·sball obtain the pending list from each Clerk once in .,a forlnigl\t' · and place it before the Administrator through 'the Assistant Administratdr"arl~1ensure ·cleara.
nee of the pendency promptly and ·efficienUy. He· shall maintain a personal Ha~d .Book . in whi~~ ~~ . sho~d CO' J rd an important and :urgent references"reccived and re · · h d 1 da matt~rs to be dealt with . promptly . and ?n t e ~· tes fi d A cording to the distribution of work among the C ~:rks!a.~uty chart shall be hung by the side ~ each ~lerk.
8. ~ain~enance of Regitters _ ( a) Each Clerk shall mamtam _
(a) Log Book
(b) File Register ( c) Forward Diary and ( d) Transit Register The receipts should be entered in the Log Bciok.
(b) The" fi le register is meant for entering chronologi cally all letters received from outside and those issued from office. A new file number shall be given in the file register when a new file is opened and all pending files ~hall be brought over to next year at the beginning of the calendar year and a· new file number given by rou nding off the old number.
(c) The Forward Diary is meant to put up a letter on a particular.date fixed by consulting it everyday.
(d) Transit Register - It is meant to ensure prepara tion of fair copies in time. No letters meant for issue on a particular day shall be issued, on the next day and at the end of the working .. day the Clerk shall place it before the Office Superintendent for check. Any delay in the issue of the letters shall be brought to the notice of the Administrator or/and Assistant Administrator by the Office Superintendent.