STANDING GUARD FILES MUST BE CONSULTED FOR APPRISAL OF THE HISTORY OF DECISIONS ON THE SUBJECT AS AND WHEN THE NEW OFFICER JOINS A DEPARTMENT.

STANDING GUARD FILES:-- A Standing guard file consists of all decisions on a particular subject collected at one place. In order to prepare such files , whenever an important decision is taken, a copy should be endorsed to a Guard file on that subject. The guard files will be prepared in each section/ branch and will be maintained in different parts subject-wise . The subjects which will be included for the purpose of preparation of the Standing Guard Files and will be determined by the Branch officer or the higher officer. Each part of the guard file on a given Subject will consist of three sections. SECTION 1 : All index containing sub head wise name of Subject of the file and the date and number of decisions or orders . SECTION l l :Full copies of the decision or orders referred to be placed in chronological order. SECTION lll : Model forms to be used in the issue of orders , notifications,etc .Whenever any new decision is taken it will be suitably incorporated in the relevant section of the guard file by the section incharge ,or under his instruction by the dealing Assistant.The branch officer will indicate the circulars and decisions to be placed in the guard file by giving initials on it .This applies both to the decisions taken with in the Department and by the government in other departments. Whenever an important decision is to be taken on a Subject, it is advisable to consult the Guard file on the subject to ensure that the decision is in conformity with earlier decisions and departure if contemplated , is a conscious one. As soon as a new officer joins a Department, it will be the duty of the section incharge to bring the standing guard file of the department to the notice of the officer concerned, so that he properly apprised of the history of the decisions on the subject. This will ensure that decision making is quick and logical .