INFORMATION RECEIVED THROUGH CORRESPONDENCE, DULY AUTHENTICATED AND AUTHORISED TO COLLECT AND TRANSMIT SUCH CORRESPONDENCE, NOTING AND APPENDIX TO NOTES OF COMMUNICATION, BEARING THE NUMBER OF SAME FILE AS RELATED TO INFORMATION, ELABORATING TO SUBJECT OF FILE.

The Government is working for the welfare of people of country and the government functions for the public good and therefore has to be in position to justify every action in the light of public interest, however decision making in the Government is sometimes a complex process. It uses public funds and is therefore accountable to the public through its elected representatives for its proper use and accordingly responsible to maintain appropriate records of the transactions of the work and conduct to discharge its accountability for which transparency must be assured as the Government is accountable for the expenditure of public funds so it is necessary to maintain account and record justifying the expenditure for the audit purpose of the statements furnished by the office. The Government decision making has to be uniform and open to scrutiny of the judicial courts. It must accordingly frame rules and regulations on all aspects of the decision making so that the decision making is not subjective and dependent on the personal views of the decision makers. The decision making must be logical and based on objective criteria. Government, therefore, needs to be in a position to Marshall facts and figures in support of a case whenever a decision is to be taken. All this implies an elaborate and detailed system of record maintenance including recording the process of decision making, so that there is reasonable transparency in decision making and required to be recorded in the form of notes by the decision makers, duly authenticated by those authorised to collect and transmit such information. The files, therefore is utmost importance in the Government decision making, proper Constitution, maintenance and processing of files has to be done with utmost care. A file consists of the following constituents, Correspondence, Notes or the noting portion, Appendix to the correspondence, and Appendix to notes.