MANNUAL-5

A statement of the categories of documents that are held by it or under its control.

ADMINISTRATIVE REFORMS:

Details of the records available may be made in a statement form, wing wise, unit wise, branch wise and it may be got tabulated, indexed and catalogued. (An illustrative list is given below)

A statement of the categories of documents held

Sl. No.	Nature of Record	Details of information available	Unit/Section where available	Retention period, where available
1	Orgaisational review of different departments	Regarding redundant schemes and surplus staff of diff. Deptts	A.R.Cell
2	Re-deployment of surplus staff	Re-deployment of surplus staff in needy sectors.	A.R.Cell
3	Training inside and outside the country	On recommendations of GoI on various staff oriented training programme	A.R.Cell
4	Regarding IIPA	Grants to IIPA for conducting seminars and workshops	A.R.Cell
5	Inter-state council	Meeting of Inter-state council	A.R.Cell
6	Transfer policy	To maintain transparency in transfer policy of the State Govt. and making guidelines	A.R.Cell
7	Implementation of Transparency and Accountability		A.R.Cell
8	Process indicator of different deptt.	To evaluate performance of diff. deptt. through a process of process indicator.	A.R.Cell
9	Orissa Modernizing Government Initiatives		A.R.Cell
10	Admn. matters relating to DFID		A.R.Cell

CAPITAL ADMINISTRATION -I:

A statement of the categories of documents held
Sl No.	Nature of Record	Details of information available	Unit/Section where available	Retention period, where available
1	Files	Allotment of quarters to all Gazetted officers of Secretariat, Heads of Department and District offices working in Bhubaneswar.	CA-I	one year
2	Files	Allotment of quarters to all Gazetted and Non-gazetted employees working at Cuttack	CA-I	one year
3	Files	Allotment of quarters to Journalists and Non-entitled persons .	CA-I	one year
4	Files	Allotment of quarters to all Non-gazetted Employees working in the Secretariat at Bhubaneswar.	CA-I	one year
5	Files	Allotment of quarters to all non-gazetted employees working in the Heads of the Departments at Bhubaneswar.	CA-I	one year
6	Files	Allotment of quarters to all non-gazetted employees working in the District offices within Bhubaneswar.	CA-I	one year
7	Files	Allotment of quarters to the employees of Orissa Legislative Assembly Secretariat	CA-I	one year
8	Files	Allotment of quarters to Political functionaries / Ministers / Minister of States/ Speaker/ Dy. Speaker/ Chief Whip/ Dy. Chief Whip/ Leader of Opposition.	CA-I	one year
9	Files	Allotment of space to different Departments of Secretariat, Heads of the Departments and Old Secretariat, Cuttack.	CA-I	one year
10	Files	Allotment of quarters to NGOs/Non-government Institutions within Bhubaneswar & Cuttack	CA-I	one year
11	Files	Allotment of quarters to the officers and staff attached to the Ministers, Speaker, Dy. Speaker, Govt. Chief Whip & Leader of Opposition.	CA-I	one year

CAPITAL ADMINISTRATION -III:

Sl No.	Nature of Record	Details of information available	Unit/Section where available	Retention period, where available
1	Personal files of Arboriculture Employees	Service records of concerned employees	CA-III Branch	Available in the branch
2	Budget file	Budget for State Capital Project both (Plan & Non-Plan) for Aroboriculture Deptt.	CA-III Branch	Available in the branch
3	Files relating to compliance of Audit para	Audit paras submitted by AG Orissa	CA-III Branch	Available in the branch
4	Files relating to different Housing Projects (Construction of Govt. qrs.)	Construction of Govt. qrs.at different location at BBSR	CA-III Branch	Available in the branch
5	Files related to Establishment matters	Appointment,Promotion, Advances (HBA,Moped ,Festival,RCM) sanction of wages to casual labourers,purchase of articles presticides, manures seeds for capital nursery & Secretariat garden	CA-III Branch	Available in the branch
6	File relating to A/A for construction and maintainance of buildings under GA Deptt.	Extent of A/A accorded to residential qrs.(HT/MT/LT) office buildings.	CA-III Branch	Available in the branch
7	File relating to construction of Strom Water Drains of Capital City	Extent of A/A accorded and works taken up.	CA-III Branch	Available in the branch

CAPITAL ADMINISTRATION -II & IV(LAND BRANCH):

The Bench Clerk to Estate Officer is the custodian of all OPP case records pertaining to land as well as buildings/quarters. The records till 1990 has been consigned to record room and the Record Keeper is now the custodian of all those consigned records.

CHIEF MINISTER’S RELIEF FUND(CMRF):

Sl No	Nature of Record	Details of information available	Unit / Section where available	Retention period,
1	CMRF Guide lines	Norms of financial assistance	CMRF Branch	Permanent
2	Proceedings of the CMRF Trust Board	Proposals for sanction of Funds and instructions.	CMRF Branch	Permanent
3	CMRF Cash Book	Transactions	CMRF Branch	Permanent
4	Cheque Books	Transactions	Dy. Secy	Permanent
5	Individual Case Records	Decision on sanction / rejection	CMRF Branch
6	Bank deposit Register	Deposit of Funds in CMRF account	CMRF Branch	Permanent
7	Disbursement Register	Release of Funds in favour of individual applicants	CMRF Branch	Permanent
8	District wise registers of CMRF applications	Status of individual applications	CMRF Branch	Permanent

FIELD ESTABLISHMENT:

1. Case Register:- Position of pending court cases.

2. File Registers:- Appointment of chairman, vice chairman and members in OAT

Matter relating to OPSC, OSSC,& Gopobandhu Academy of Administrations.

INFORMATION MANAGEMENT UNIT(IMU):

Sl. No.	Nature of Record	Details of information available	Unit/Section where available	Retention period, where available
1	Installation of Computers	Maintaining record on installation and supervision of computer and other peripherals in different section of General Administration Department	Information Management Unit
2	Training Programme	Scheduling Training Programme on Computer among the Employees of General Administration Department through N.I.C. & O.C.A.C.	Information Management Unit

OFFICE ESTABLISHMENT-I :

Sl.No.	Nature of records	Unit/Section where available	Retention period, where available
1	All personal files relating to increment, pay fixation antedating of pay etc., sanction of all types of leaves, leave salary in lieu of unutilized E.L, TA claims, verification of service books, TBA scale of pay ,duplicate of SB, sanction of GPF loans.	OE-I	15-20 years
2	All files relating to festival advance	OE-I	5-10 years
3	All files relating to absent statement of Group-C and D Employees	OE-I	5 years
4	All files relating to sanction to HBA, Addl. HBA etc. of employees	OE-I	Permanent records
5	All files relating to sanction of RCM claims of employees, medical advance .	OE-I	5-10 years
6	All files relating to sanction Moped/ motor cycle advance.	OE-I	10-15 years
7	Maintenance of CCR of Group-C employees.	OE-I	10-15 years
8	Reservation of 2nd and 3rd floor Conference Hall of Secretariat Building, Secretariat Entry Pass.	OE-I	1 Year
9	All files relating to transfer and posting of Group-C & D employees.	OE-I	10-15 years
10	All files relating to disciplinary proceedings and Court Cases.	OE-I	20 years
11	All files relating to sanction of GIS, Pension, family pension, pensionary benefits.	OE-I	20-25 Years

OFFICE ESTABLISHMENT-II :

Sl.No	Nature of Record	Details of information available	Unit/ section where available	Retention period, where available
1	Care taker Establishment (i)Annual Estt. Review (ii)Personal Claim. Like (a) Annual Increment (b) Leave Sanction (c) H.R.Allowance. (d) T.B.A, Antedatings (e) Retirement Benefits (f) R.A., Schemes. Advances of G.P.F, Festival etc	Concerned files, records and registers.	O.E-II Section	15-20 years
2	Vehicle Management and Maintenance & Care taker contingencies.	-do-	O.E-II Section	15-20 years
3	Telephone Management & Maintenance	-do-	O.E-II Section	5-10 Years
4	Office Contingencies	-do-	O.E-II Section	5-10 years

GENERAL ADMINISTRATION (RENT) DEPTT:

Sl. No.	Nature of record	Details of information available	Unit / Section where available	Retention period, where available
1	Cash book(main)	Receipts and remittances	Bill section	Permanent Record Room
2	Cash book (subsidiary)	Receipts and payment	-do-	-do-
3	Cash book (contingency)	Receipts and payment	-do-	-do-
4	Bill register	Details of bill to be drawn / drawn	-do-	-do-
5	Book of drawal	The details of drawal bills	-do-	-do-
6	Money receipt books (Used / Unused)	Receipts from Treasury used as acknowledgement of cash receipts	-do-	-do-
7	Service book of employees	Service particulars	Estt. Section	-do-
8	Rent ledgers department wise	Details particular of the Govt. qrs. and occupants	Concerned section	-do-
9	Personal files	Joining report, Promotion order if any, Increment, Leave, Advances Fixation of pay sanction of Advances etc.	Estt. Section	Section / Record room.
10	Personal files of different occupant of Govt. qrs. at Cuttack & Bhubaneswar	Allotment order, occupation / vacation report connected papers for occurrences if any.	Concerned Section	-do-
11	Budget on Establishment (Non-Plan)	Actual expenditure, calculation of Pay, DA and allowances Demand collection and balances of the year etc.	Estt. Section	-do-
12	PAC (Public Accounts Committee) information	Year-wise accounts of demand collection and balance bifurcated arrears. Such as retire, transfer, death, imposition of stay from the different Hon’able courts etc.	-do-	-do-
13	Re-appropriation	Requirement on un-avoidable circumstances	-do-	-do-
14	Sanction of different advances in favour of different employees	HBA,MCA,Moped, Medical advances Festival advances etc.	-do-	-do-
15	Sanction of TA and liveries in favour of employees	The provision and expenditure of the incumbent in details	-do-	-do-
16	Issue of NDCs and clearances in favour of retired employees and employees after vacation of Govt. qrs	The information related to occupation and vacation of qrs. and realization of rent	Concerned section	-do-
17.	Papers / registers related to different matters	Different information	Concerned section	-do-
18.	Cash intimation registers	Details of cash to be received by cashier	Concerned section	-do-
19.	Building Registers	Details particulars of Govt. qrs.	Field section	Permanent Record room

SERVICES-I

Details of the records available may be made in a statement form, wing wise, unit wise, branch wise and it may be got tabulated, indexed and cataloged. (An illustrative list is given below)