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Superintendents enforce administrative control

Superintendents enforce Administration

Superintendents enforce administrative control

-Dr. Lalit Kumar

The role of superintendents and section officers cannot be under-estimated in enforcing the administrative control. In offices (both private and public sector organizations), the charge to enforce the administrative and financial control is provided to head of the office and the head further relies to a great extent upon section officer or superintendent to ensure the administrative control. The efficiency of official functions depends upon the efficiency of superintendent to a great extent. The role of clerks cannot be underestimated in enforcing financial control in an office. The ministerial staff or cutting edge officers worked under the direct control of superintendent. The following organizational functions are performed by the superintendent to enforce administrative control:

1. Attendance and presence of employees: 

Each employee should be punctual and work as per the office hours sincerely. In case any employee is arriving or not working during office hours, it is the duty of the superintendent to take necessary administrative action. The team-building skills of superintendent make him or her efficient to supervise attendance and performance of each employee. Like in a class, there is monitor to supervise the students to study inside the class under teacher’s direction; a superintendent ensures that all employees should be involved in performing the directions and functions of Head of Office during office hours. Only physical presence of employee, made the office suffered; therefore the superintendent ensures that the employees work with full dedication during the office hours. The employees should not perform their personal operations (chatting, exploring internet for personal purposes, and other personal works during the office hours.

2. Perform functions allotted by Head of Office: 

The superintendent should perform the functions as directed by the Head of Office and ensure that in each function, the deadlines are not missed. He/she can take the support of subordinate staff to perform the functions. Each allotted function should be performed diligently without any delay.

3. Maintenance of official records: 

The files relating to organizational functions are maintained under the overall supervision of superintendent. The records are kept in custody of responsible staff members and properly arranged in specific order so that whenever required, can easily be filtered and used as basis of administrative decisions. It is the duty of superintendent to provide the necessary information to Head of Office whenever required and asked to provide information.

4. Inspection of records: 

The superintendent ensures the proper maintenance of records by the staff members under his or her control. The inspection of records at regular intervals is required to be done so that no irregularity takes place on the table of subordinate staff members. No receipt or file should remain idle on the tables of staff.

5. Equal distribution of work: 

The superintendent ensures the equal distribution of work among employees; however the principle of “right job to the right person” is kept in mind while distributing the work. It is the discretion of superintendent to allocate the organizational functions among employees.

6. Maintenance of Note-book as record of important decision: 

The superintendent participates in the meetings relating to administrative functions of Head of Office and maintains a note-book containing important cases and rulings related to organizational functions. The important decisions and directions discussed and decided in meetings are noted in the note-book. These points of note-book are indexed in specific order so that can be filtered for administrative purposes whenever required.  

7. Maintenance of registers including service books: 

The superintendents maintain the various types of registers related to organizational functions. The service book of each employee is also maintained under his or her supervision, containing the details of service as per the rules of organization. Apart from service books, various other registers are maintained such as diary register (record of daily receipts), daily movement register (record of movement of papers inside and outside organization), and registers to record the communication with higher officers related to office.

8. Safe custody of important orders and decisions: 

The superintendents keep the copies of important rules, orders, manual of instructions, decisions taken on files, work distribution orders etc; in safe custody so that the same can be utilized in administrative decisions whenever required. He/She will also keep the secret/ confidential papers and files under lock with keys to a responsible person.

9. Monitoring the pending works related to external organizations: 

The superintendents in order to dispose the work of organizations keep connections with the external organizations. In order to quick disposal of work, it is the duty of superintendent to expedite the files, communicate with the desired officers and perform the tasks as per requirement. The superintendent will constantly keep close watch over progress of any work and do the needful and communicate same to the Head of Office.

Why Records Management?

The efficiency in the functions of office directly affects from the management of records. The well managed records contribute in fast and effective decisions which on the other hand, the inefficiencies increased if the records are not well managed. The management of organizational information in such a way to support managers and administrators to take good decisions, is the key to success of an organization. The use of stationary, papers, and time of human resources on less managed records is really costly to the organization. To reduce operations cost, most of the organizations are switching to e-Office in India. The central government departments 100% using e-Office today to manage the noting for official correspondence.
Ineffective records management not only fills equipment with unnecessary papers, takes space of office which can be used for other important functions, but also directly increase the cost of operations or works being performed in the offices. With the help of records management, the efficiency and productivity of human resources can easily be enhanced. Even the litigation risks related to delay in providing desired information under the Right to Information Act 2005 can also be easily mitigated.
Each employee of office is responsible to maintain the records under the overall supervision of Superintendent or Head of Office or Head of Department as per the designation of the employee.

Important Tips for Records Management:

To save time, money, and space in an office; always remember, whenever a document is being kept firstly look at its relevance in future. Whether it is useable or not. Unnecessary backup of information becomes very hard to manage real useful information. (a) fix the responsibilities of each employee to keep only the useful information and never create unnecessary information in the files being dealt. (b) train the employees how to create, manage, and store records in effective manner. (c) if a file becomes large, how to break that file in parts that should be known to each employee. (d) The unnecessary maintained files should be reviewed at regular intervals and follow the procedure to keep such files in queue of destruction of the records. (e) The indexing and catalogues which can help each decision maker to use the desired information should be maintained in each record. 

*Copyright © 2020 Dr. Lalit Kumar. All rights reserved. 

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