FOLLOWING ACTION MUST BE TAKEN FOR ENSURING THE CORRECT PREPARATION OF MONTHLY STATEMENT OF CASES PENDING FINALISATION OVER FOR 3 MONTHS.

The following action is necessary for ensuring correct preparation of the monthly statement of cases pending finalisation over for 3 months:-- (1) Finally disposal should be correctly recorded in the Assistant's Diary Register.Date of final Disposal should be recorded only after all the issues raised in the original reference have been finally settled and communication conveying the decision is issued.Till then the matter has to be shown pending and after three months this pendency has to be shown in the "statement of cases pending over three months".(2) The dealing hand has to obtain the orders of the section officer on the relevant subject file before recording final Disposal of a receipt.For this purpose the dealing hand will record a note on the noting portion of the file stating that letters /orders / notifications etc ,as the case may be, have been issued (Indicating Serial number,page number and date ) and that final Disposal of the receipt has taken place and may be recorded as such .In case of informatory receipts , orders regarding recording of final Disposal may be sought while initially putting up the file. (3) Cases which have been sent to the advisory departments such as Personnel,Law , Finance etc and are pending in the advisory departments are also to be included in the statement,as the receipts remains undisposed.The registers of files sent to other departments need be consulted for making entries in column number (8) and (9) of the statement.(4) The advisory departments like Finance, Personnel, law etc are also required to maintain a register of files received from other departments and files are required to be entered in this register as soon as they are received.The weekly arrears report and monthly statement of cases pending finalisation over 3 months prepared and sent by the advisory departments should essentially include the files (cases) of the departments pending with them for correct reconciliation of pendency.(5) The statement prepared dealing hand wise and further consolidated for the branch as a whole should be put up to the Branch office /Head of Department along with Assistant's Diary register on the last working days of each month.The statement,thereafter is to be sent to the Administrative secretary for bringing the same to the notice of the Minister incharge, with a copy to the Administrative reforms Organisation of the department of personnel on the first working day of the next week.(6) In the case of Directorates the statement should be sent to the Administrative Department/Administrative Reforms Section of department of Personnel only after the same has been seen by the Head of Department, while in the case of Secretariat Branches the statement should be sent to the Administrative Secretary and the Administrative reforms section,and (7) On receipt of the statement from the Directorate , the concerned Secretariat Branch should scrutinize and verify the statement with regards to the cases shown pending in the secretariat and make suitable corrections in its own statement,if need be ,or intimate corrections to be made in the Directorate's statement if that is required .