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Showing posts with label records management. Show all posts
Showing posts with label records management. Show all posts

Office Procedures in Government

 Office Procedures in Government

The Government functions to ensure the availability of public services to citizens of a country. The mandate of 'Minimum Government Maximum Governance' is possible to achieve with proper planning and implementation of specific target-oriented programs. 
Office Procedures in Government

Why Office Procedures are important?

For getting the things done from others, three basic things are required to be ensured. A. Transparency B. Responsiveness C. Accountability. Good Governance and e-Governance are possible only if these three things are focused on administration. How to make employees responsive to the new guidelines and instructions? How to ensure transparency in functions of office? and how to fix accountability of Officers / Officials? 

Simplification is the Key to Success:

The Government Process Restructuring is transforming the way the government delivers or ensures the delivery of goods and services and public services to the citizens. It is required to make the organizations more logical with fixing the responsibilities and accountabilities of the Officers / Officials in better forms with the delegation of authorities and responsibilities. 

Strengthening relationships within Organization:

The Office Procedures not only guide how to maintain the relationships alive among various designations of organization structure. The norms, rules, policies, instructions are in compliance with the proper implementation of office procedures. To bring efficiency in outcomes of functions, it is a must to strengthen the relationships. It is required to reidentify the strategic aims and purposes to strengthen the relationships and better achieve the objectives. 

Noting and Drafting

The decisions are taken based on the information and the information should be briefly provided as per the requirement of the Officers. For this purpose, there are guidelines to be followed by the concerned officials so that the decisions be accurate and faster in the offices and time of the Officers be utilized to the great extent possible. The letters and other forms of correspondence within the organization and between the organizations have been computerized with e-office applications. The e-Office not only saved time but also reduced the cost of operations. The file numbering system, processing of DAK, and accurate procedures for official communication are the premises for effective compliance with office procedures. 

Principles for Records Management

Firstly, compliance with the record retention schedule so that the old records that are not required can be easily settled down as per norms. Secondly, maintain the records properly so that decisions can be taken the time and effectively. Third, most important the records should be easily retrievable without wasting time and for this purpose, the records index should be available in the office and everyone who may require the record/s should have access to this index. Fourth, for inspection of the activities, the audit should be carried out of the records whether the entries in the records are accurate or not. Fifth, most important is to dispose of the obsolete records so that the decisions are not delayed unnecessarily due to wastage of time in exploring such records that are of no use in the present time. 

Hindi Version

सरकार में कार्यालय प्रक्रियाएं

-डॉ. ललित कुमार सेतिया

सरकार किसी देश के नागरिकों को सार्वजनिक सेवाओं की उपलब्धता सुनिश्चित करने के लिए कार्य करती है। विशिष्ट लक्ष्य-उन्मुख कार्यक्रमों की उचित योजना और कार्यान्वयन के साथ 'न्यूनतम सरकार अधिकतम शासन' का जनादेश प्राप्त करना संभव है।

सरकार में कार्यालय प्रक्रियाएं

कार्यालय प्रक्रियाएं क्यों महत्वपूर्ण हैं?

दूसरों से काम करवाने के लिए तीन बुनियादी बातों को सुनिश्चित करना आवश्यक है। A. पारदर्शिता B. उत्तरदायित्व C. जवाबदेही। सुशासन और -गवर्नेंस तभी संभव है जब इन तीनों चीजों को प्रशासन पर केंद्रित किया जाए। कर्मचारियों को नए दिशानिर्देशों और निर्देशों के प्रति उत्तरदायी कैसे बनाया जाए? कार्यालय के कार्यों में पारदर्शिता कैसे सुनिश्चित करें? और अधिकारियों की जवाबदेही कैसे तय करें?

सरलीकरण सफलता की कुंजी है:

'सरकारी प्रक्रिया पुनर्गठन' सरकार द्वारा नागरिकों को माल और सेवाओं और सार्वजनिक सेवाओं के वितरण या वितरण को सुनिश्चित करने के तरीके को बदल रहा है। अधिकारियों और जनता के प्रतिनिधिमंडल, अधिकारियों की जिम्मेदारियों और जवाबदेही को बेहतर रूपों में तय करने के साथ साथ, संगठनों को और अधिक तार्किक बनाने की आवश्यकता है।

संगठन के भीतर संबंधों को मजबूत बनाना:

कार्यालय प्रक्रियाएं केवल संगठन संरचना के विभिन्न पदनामों के बीच संबंधों को जीवित बनाए रखने के लिए मार्गदर्शन करती हैं, बल्कि ये प्रक्रिया मानदंड, नियम, नीतियां, निर्द के उचित कार्यान्वयन को भी  सुनिश्चित करती हैं। कार्यों के परिणामों में दक्षता लाने के लिए, संबंधों को मजबूत करना अत्यंत आवश्यक है। संबंधों को मजबूत करने और उद्देश्यों को बेहतर ढंग से प्राप्त करने के लिए रणनीतिक उद्देश्यों और उद्देश्यों को फिर से पहचानना आवश्यक है।

नोटिंग और प्रारूपण

सूचना के आधार पर निर्णय लिए जाते हैं और अधिकारियों की आवश्यकता के अनुसार संक्षिप्त जानकारी प्रदान की जानी चाहिए। इस उद्देश्य के लिए, संबंधित उप - अधिकारियों द्वारा दिशा-निर्देशों का पालन किया जाना है ताकि कार्यालयों में निर्णय सटीक और तेज हो और अधिकारियों के समय का यथासंभव उपयोग किया जा सके। संगठन के भीतर और संगठनों के बीच पत्र और पत्राचार के अन्य रूपों को '-ऑफिस अनुप्रयोगों' के साथ कम्प्यूटरीकृत किया गया है। -ऑफिस  केवल समय की बचत की बल्कि संचालन की लागत को भी कम करता है। फाइल नंबरिंग सिस्टम, डाक की प्रोसेसिंग और आधिकारिक संचार के लिए सटीक प्रक्रियाएं कार्यालय प्रक्रियाओं के प्रभावी अनुपालन के लिए जरूरी हैं।

अभिलेख प्रबंधन के सिद्धांत

सबसे पहले, रिकॉर्ड प्रतिधारण अनुसूची का अनुपालन जरूरी है ताकि पुराने रिकॉर्ड जिनकी आवश्यकता नहीं है, उन्हें मानदंडों के अनुसार आसानी से व्यवस्थित किया जा सके। दूसरे, रिकॉर्ड को ठीक से बनाए रखें ताकि निर्णय समय पर और प्रभावी ढंग से लिए जा सकें। तीसरा, सबसे महत्वपूर्ण, रिकॉर्ड बिना समय बर्बाद किए आसानी से पुनर्प्राप्त करने योग्य होना चाहिए और इस उद्देश्य के लिए, रिकॉर्ड्स इंडेक्स कार्यालय में उपलब्ध होना चाहिए और हर किसी को जिसको रिकॉर्ड की आवश्यकता हो सकती है, उनकी इस इंडेक्स तक पहुंच होनी चाहिए। चौथा, गतिविधियों के निरीक्षण के लिए अभिलेखों की चेकिंग की जानी चाहिए कि अभिलेखों में प्रविष्टियाँ सही हैं या नहीं। पांचवां, सबसे महत्वपूर्ण है अप्रचलित अभिलेखों का निपटान करना ताकि ऐसे अभिलेखों की खोज में समय की बर्बादी के कारण निर्णयों में अनावश्यक रूप से देरी  हो।

*Copyright © 2021 Dr. Lalit Kumar. All rights reserved.

This article is written by Dr. Lalit Kumar Setia; a renowned author and trainer. The article was published on 25th August, 2021 and last updated on 4th September, 2021. The writer can be contacted on lalitkumarsetia@gmail.com 

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