Revenue Standard Form No. 73

Form R - 12 (PARAGRAPH 9.22)

Record Room Work Register

Date of Receipt	Court	Number of Fresh Mauzawar Files Received		Number of Fresh Kuliat Files Received		Number of files issued	Number of Shamilati papers received
		Executive Magistrate's Court	Revenue	Executive Magistrate's Courts	Revenue
1	2	3	4	5	6	7	8

Entries by courts should only be made in the case of mauzawar and kuliat files received. For files issued not included files returned and for shamilati papers received daily totals only should be entered.

Revenue Standard Form No. 74

FORM R-13 (PARAGRAPH 9.20)

Searching Fees Book

Foil Counterfoil

Date No. Date No.

Applicant's name Applicant's Name

Particulars of file Particulars of file

Signature of Record-keeper Signature of record-keeper

------

Revenue Standard Form No. 75.

FORM R-14 (PARAGRAPH 9.38)

Progress report of Destruction Muharrir

Date	Name of Village dealt with	Number of bundles dealt with	Number of files bundled	Number of files destroyed
1	2	3	4	5

Revenue Standard Form No. 76

FORM R-15 (PARAGRAPH 9.38)

Record-keepers Progress Report of Destruction Work

Name of muharrir	Total village of Muharrir's share	Number of villages dealt within quarter	Number of villages since April Ist 19…	Number of bundles dealt within a quarter	Number of files bundled in quarter	Number of files destroyed in quarter
1	2	3	4	5	6	7

Revenue Standard Form No. 77

FORM R-16 (PARAGRAPH 9.11)

Memo on account of the Residence of the Parties in different villages

1. Name of villages bundle in which memo kept.

2. Number of case

3. Names of parties

4. Claim or offence

5. Date of decision

6. Name of officer

7. Name of village bundle in which file kept.

(Sd)…..

Dated Record-keeper

-----

Revenue Standard Form no. 78

(FORM R-17 (PARAGRAPH 9.14)

Specimen of List of Mistakes

In case decided by

Serial No.	Detail of mistakes	Reference to paper on file	Note regarding correction made
1	Name and number of village or name of Tahsil or Thana not recorded.
2	Particulars of claim and detail of costs not given
3	Abstract of final order not properly given
4	Name of officer with powers not given
5	Detail of stamps used not given

In case decided by

Serial No.	Detail of mistakes	Reference to paper on file	Note regarding correction made
6	Serial No. on the opening Sheet not correct
7	Number and class of case not right or not given
8	Number and value of stamps not given
9	Number of certificates on the index
10	Serial No. not given on the papers or the index mutilated
11	Name and powers not given on the heading of the depositions
12	Seal not affixed and powers not stated under the signature of the officer
13	A and B papers are not separated
14	This paper should go to A file or B file
15	This paper is not recorded
16	Number and particulars of the case and the name of the person filing the document and date of filing not endorsed on the document.
17	List of exhibits not complete, columns left blank.
18	Paper is mutilated. Should bear signatures.
19	Name of village and date of decision of the original suit not given in the index
20	Paper not entered in detail
*21	The order is not signed by the officer

*The word "order" referred to in item No. 21 above does not refer to purely routine orders which can be signed by the Clerk of Court or Reader.

In case decided by

Serial No.	Detail of mistakes	Reference to paper on file	Note regarding correction made
22	Abstract of order is incomplete
23	Date of decision of case, name of village, place of occurrence should be given on papers intended to be placed on the file.
24	Papers not entered in the index chronologically but placed on the file consecutively.
25	The list of connected files not correctly filed.
26	Reader's signature about partal is wanting.
27	Exhibits are not in the pocket.
28	The English chitha is not in the pocket
29	Panjabi translation should be attached
30	The index should be closed at the end and Ahlmad should sign
31	The file is bulky, should be placed in two file boards.
32	File has been received in the record room after the prescribed period. The presiding officer should explain cause of delay.
33	The result of final order not given on the index
34	Stamp not punched
35	Stamp not punched at the proper place
36	No signature on the stamp
37	No date on the stamp
38	Signature on the stamp irregular
39	The stamp is of a dubious nature.

In case decided by

Serial No.	Detail of mistakes	Reference to paper on file	Note regarding correction made
40	Stamp purchased by a different person
41	Stamp is inadequate
42	the stamp should be a court-fee stamp
43	Process fee stamp is inadequate or not affixed.
44	Paper does not bear the order "place on file" or it is torn out or is unsigned.
45	Decree sheet is incomplete
46	Exhibit is not endorsed, or is not in the pocket and the pocket does not bear its number
47	The original file does not bear the number of the file called for and vice versa.
48	Paper attached is upside down.
49	Costs not adjusted
50	The value of land partitioned not entered in the instrument of partition
51	Receipt stamps not affixed
52	The objection file should be attached to the original file of execution of decree and then filed.
53	Police diaries or first report wrongly placed on file. Should be returned to the Police.
54-55	Deleted
56	The file is without label.

Form R-18 (PARAGRAPH 9.22)

Slip showing delay in the despatch of a file, recently decided, which has been received from ________ office in the District Office, _____________ after the prescribed period.

No. of File

Names of parties

Claim or offence

Date of decision

Date of despatch of file to the record room

Number of days of delay

Brief explanation of delay Presiding Officer of court

Note by the record-keeper

Order of officer incharge of record room

Order of Deputy Commissioner

Revenue Standard Form No. 80

FORM R -19 (PARAGRAPH 9.16)

As to the destruction of file

This file will be destroyed on ______________

Date of receipt in office

Signature of the Assistant,

Record-keeper checking the file

No. of case

Class of case

Name of court to which case belongs

Date of institution

Date of decision

Number of papers

Name of village

Name of Tahsil

No. in General Register

Hadbast No.

No. of Village Goshwara

Claim or offence _________________ versus

A PAPERS				B PAPERS
Serial No.	Name of paper	Number of papers	Value of Court Fee	Serial No.	Name of paper	Number of papers	Value of Court Fee

Certified that papers as detailed above bearing Court-fee stamp of the proper value of _________ have been filed in this case.

Checked and found correct.

Signature of the Assistant Signature of Ahlmad

record-keeper Dated 19

Dated 19

Revenue Standard Form No. 81

FORM R-20 (PARAGRAPH 9.13)

Fly Index (for Kuliat files only)

This file will be destroyed on _____________________

Date of receipt in office Signature of the Assistant Record

Keeper checking the file.

Number in Register________ Village ________________

Subject ___________________ Circle No.________________

Date of Institution _______________ Tahsil ___________________

Date of Decision _______________

Number of Papers ______________

LIST OF PAPERS CONTAINED IN FILE OF CASE

A PAPERS			B PAPERS
Serial No.	Name of Paper	Number of Papers	Serial No.	Name of Paper	Number of Papers

Note : - In the case of records kept at tahsil offices, columns 5 and 7 will be signed by the office Kanungo instead of by the District Kanungo.

Certified that _________ papers as detailed above bearing court-fee stamps of the proper value of _________ have been filed in this case.

Dated 19 Signature of Ahlmad

Checked and found correct

Record-keeper.

Revenue Standard Form No. 82

FORM R-21 (PARAGRAPH 9.12)

Basta No._______________________ Department_____________________

Village ________________________ Topographical No. _______________

Tahsil _________________________ District _______________________

_______________________________________________________________

Form No. (Goshwara) ______________ To No. _________________________

From Month _____________19 to month ________________19

APPENDIX B

Questionnaire for the guidance of the officers inspecting (general) record room in charge of Deputy Commissioners in the Punjab.

(The Inspecting Officer is at liberty to direct his attention to such questions only as he may desire or to go beyond the questionnaire if he wishes).

1. Date of last inspection.

(The record office should be inspected regularly every quarter by the officer-in-charge--Reference---paragraph 9.4).

2. Are all files received in the record room properly compiled and arranged by ahlmads of court and offices in accordance with the instructions contained in paragraph 9.6?

(At least 12 files should be examined at random to ascertain whether these instructions are really observed).

3. (a) Are all newly received revenue and other files duly entered in register and goshwaras and placed in village or other bundles to which they belong and is the village goshwara number given on the index (paragraph 9.11) ?

(b) As required by paragraph 9.16, is the period of retention of files varied in appeal, etc., duly altered in the index on receipt of the appellate or other papers ?

( At least 12 files should be examined at random to ascertain this).

( c ) Are the appeal, review , revision and execution files invariably attached to the original files, as required by paragraph 9.18 ?

(The inspecting officer should examine about a dozen files to verity that the files have been correctly entered in the registers. He should also make a test of the proper arrangement of records as suggested in paragraph 9.21 and note the result ).

4. Are "A" files separated from "B" files by the record room official before consigning them to the record room and are file "B" papers placed in a separate room, or separate set of racks set apart for the purpose ?

5. Are such references given in the index of "A " files as will enable the Record Keeper at once to produce both series in case they are called for before the term for destruction arises ?

6. (a) Are the files arranged (i) by villages (mauzawar) or (ii) by subject (kuliat) as required by paragraph 9.9. ?

(b) In case the land to which the file relates, is situated in more than one village is the memorandum (form R-16) put in the bastas of all the villages concerned ?

(At least 12 bastas should be examined to ascertain that the above arrangement is followed by record room officials. The result should be stated opposite ).

7. Is the work of receiving, examining, registering, placing, issuing or restoring files entrusted to the destruction or inspection muharrirs in contravention of the orders contained in paragraph 9.14 ?

8. On receipt of a file into the record room, does the Record keeper or his assistant verify carefully that--

(a) proper court-fees have been realized;

(b) stamps affixed to plaints, fard talbanas and other documents are genuine i.e. they have not been removed from files and re-used;

(c ) the figure-head of stamps has been punched by court official in accordance with section 30 of the Court Fees Act and that the cancelling officer has affixed his signature and the date across each label in indelible ink as required by rule 2, chapter 4-C, High Court Rules and Orders, volume IV ?

9. (a) Does the Deputy Record keeper make over to the muharrirs without delay all the files checked and examined by him ?

(b) Is his daily average sufficient ?

(c ) Has he detected insufficiently stamped documents ?

10. Does the Record-keeper or his assistant punch a second hole or, in the case of stamps falling under clause (c ), rule 1 of chapter 4-C, High Court Rules and Orders, Volume IV, a third hole in each lable , distinct from the first, and note in indelible ink the date of doing so at the same time ?

(The inspecting officer should check personally about a dozen files to ascertain whether these instructions are carefully observed by the record room officials).

11. Are the particulars regarding the date of destruction entered at the head of the forms of index in the space provided for the purpose; and if the period is varied by appeal, etc., is the necessary alteration made in the index on receipt of the appellate or other papers ?

12. (a) Are files required by courts at headquarters issued to them on receipt of a separate requisition for each file in Form F-8 and is the signature of the ahlmad concerned taken in the issue in Form R.-9 ?

(b) See that no undue requisition for files is made to the record office ; continuous infringement of this rule by any court or officer should be brought to the notice of the Deputy Commissioner by the officer-in-charge (paragraph 9.4).

(c ) Do the ahlmads of sadr courts observe the dates fixed for the receipt of their files (paragraph 9.14) ?

(d) Are the requisition slips (form R-8) placed in the bundles in place of the files issued from the record room (paragraph 9.19)?

13. Does the Record Department send to all courts below that of the Financial Commissioners and the High Court on the second day of the first month of each quarter a list, in form R.-10, of the files, which have not been returned, and ask them for verification regarding each file ?

14. (a) Are all requisitions by courts for files sent at least a week before the date of hearing and not on the date of hearing ?

(See that the date of hearing is always noted in such requisitions).

(b) Are the files sent to the courts in good time before the date of hearing ?

(c ) Is a number book in form R.-11 properly maintained by each muharrir whose duty is to place files in bastas ?

(See penultimate sub-paragraph of paragraph 9.20).

15. Are all files sent to the record room regularly by courts or offices within fortnight/fifteen days after the passing of final orders (paragraph 9.22) ?

(See that the practice of ante-dating the challans of the files sent to the record room does not exist with the connivance of muharrirs and that form R-18 is invariably used for delayed files).

16. Is the register (in from R.-12) or record room work regularly maintained by the Record-keeper (paragraph 9.22)?

17. Deleted

18. Are the similar instructions for the preservation and destruction of revenue files and registers carefully complied with by the Record Department ?

19. Is a note made of the destruction of "A" files in the goshwara if all the papers are destroyed and in the fly index, if some only are destroyed ? Is the note attested by the Record-keeper ?

20. Is the destruction of records carried out in accordance with the procedure laid down in paragraph 9.36?

21. (a) Deleted.

(b) What is the average number of files destroyed and arranged by each destruction muharrir ? (The average is 11,000 files per destruction muharrir per annum. If this standard is not attained the muharrirs at fault should be suitably dealt with).

(c ) Is the number of files destroyed equal to the number received in the preceding year in the record room ?

(d) Is the time spent on the inspection of a record noted in the register maintained by the inspection muharrir ?

22. (a)Are paragraphs 9.24 to 9.30 of the chapter regarding inspection of records carefully observed by the inspection muharrir especially sub-paragraph 2 of paragraph 9.27 ? ( In this connection examine a few files to see if fresh applications with a new stamp are invariably put in when the record are not inspected on due date).

(b) Examine the accounts of the inspection muharrir and see if the inspection branch of the record room is self supporting if not, suggest reduction.

23. Is the person desiring to inspect a certain record or case required to submit an application in writing and to affix there to proper court-fee stamps to cover the search and inspection fees prescribed, in paragraph 9.2 and 9.28 of this Chapter ?

24. Are all the applications referred to in the preceding question 23, entered by the inspection muharrirs in the register maintained for the purpose and are the court fee stamps cancelled by such muharrirs immediately on receipt of application in the manner laid down in section 30 of the Court Fees Act?

25. Are the receipts from the record room credited without delay and to proper heads (paragraph 9.39) ?

26. Are the members of the record staff (excluding the general record-keeper and his deputy) transferred too frequently? If so, the Deputy Commissioner should issue suitable orders to prevent this.

CHAPTER 10

THE NAZARAT AND THE KUTCHERY COMPOUND FUND

I. THE CONTINGENT WORK OF THE NAZIR

The Contingent Register

Form and character of the register of contingent expenditure

10.1. The most important function of the district nazir is the disbursement and record of contingent expenditure. The register prescribed is in P.F.R. Form 13 and the instructions regarding the entries to be made in it are contained in rules 8.15---8.17 of the Punjab Financial Rules, Volume I. The register is intended primarily as a daily record of contingent expenditure made under competent authority; but owing to the nature of contingent charges it is not feasible, in practice, to insist that every entry shall, at the time it is recorded, represent an actual payment by the nazir made under proper sanction. On the one hand, it is occasionally necessary for him to make petty payments in anticipation of sanction, and on the other hand, he has sometimes to place himself in funds to meet an unusually large sanctioned charges by drawing money from the treasury on a contingent bill in advance of actual expenditure. The latter case is provided for in rule 8.3 of the Punjab Financial Rules, Volume I. The item is entered in the register previous to payment, and is included in the bill which is signed by the gazetted officer-in-charge on the authority of the payment order. The entry in the first column then represents the date of the inclusion in the bill, and unless this coincides with the date of payment by the nazir, the register fails--- in this instance--- to be a record of daily expenditure. Similarly, it is the practice of gazetted officers-in-charge to refuse signature to a contingent bill unless each and every item is supported by a payment order, and as under rule 8.8 ibid, the bill should be the total of items brought to account in the register since the last bill was prepared, the nazir is precluded from entering unsanctioned charges at the time of payment.

These difficulties have led to considerable confusion in the method of maintaining contingent registers. The entries in the first column sometimes represent the date of actual payment, sometimes that of the payment order and occasionally that of inclusion in the bill. The nazir has, therefore, been obliged to maintain various supplementary register, varying in form from district to district, while the prescribed register has degenerated into a convenient aid to the bills clerk in operating contingent bills.

The following paras are intended to provide for the difficulties mentioned above, to ensure uniformity and to simplify the nazir's work. They are to be regarded as supplementary to those contained in the Punjab Financial Rules.

10.2. Description of charges to be given

Since the prescribed form will in future be the only expenditure register maintained by the nazir for contingent work, a description of the items will not be confined to unusual charges. Under the heading "description" in the column of "unusual charges" will be given a brief abstract of the nature of the expenditure sufficient to enable the payment order to be traced should this be necessary at any time before its destruction. The date of the payment order will always be given in this column, the entry being made, whenever possible, when the item is brought on to the register. Where payment proceeds sanction the entry will be added upon receipt of the payment order.

10.3. Sums drawn in advance of actual expenditure

When the nazir can only meet a sanctioned charge by drawing money in advance from the treasury he will enter the item in the register giving the date of actual entry in the first column. He will make a note "drawn in advance" in the remarks column, and in the same column will enter the actual dates of payments as they are made.

10.4 Treatment of charges paid through Tahsildars

The Nazir is the agent through whom Tahsildars/Sub-Divisional Officers ( C) recoup their permanent advance and obtain funds for the payment of contingent charges. On receipt of a bill from a Tahsildar/Sub-Divisional Officer ( C) duly sanctioned by the Deputy Commissioner or other controlling officer, the nazir will enter the items under their proper heads with a brief description of their nature. He will enter the office of the Tahsildar/Sub-Divisional Officer (C ) in the second column, and the date of entry in the register in the first column. If, as is usually the case, the remittance to the Tahsildar/Sub-Divisional Officer ( C) is made through R.T.R., the nazir will note its number and date in the remarks column as well as the date on which he himself despatches it to the Tehsildar/Sub-Divisional Officer ( C).

10.5. Tehsil/Sub-Divisional account of contingencies should be kept in form N-9 and bills should be submitted by Tahsildars/Sub-Divisional Officer (C ) in form N-7 with all necessary vouchers. The serial numbers of the bill should be those of the registers. If any item is open to objection the whole bill should not on that account be returned. The objectionable items should be noted in the space provided on the back of the form and the rest of the bill paid. The objectionable items should be returned separately with an objection slip in form N-8 on which, when the objections is finally disposed of , the payment order may be passed.

10.6. Payment by transfer

A Similar procedure will be observed in all cases in which payment is made by transfer and not in cash. In the contingent register the Nazir will show opposite the total of each contingent bill, the amount drawn in cash, and the amount remitted by transfer.

10.7. Deleted.

10.8. Payments made by the Nazir for contingent charges incurred

In all other cases where the nazir pays away money for contingent expenses actually incurred, he will at once enter the date of payment in the first column of the register, other details being given as usual.

10.9 Payments made by the Nazir for contingent charges incurred

Any payment made by him in anticipation of sanction will be entered at once under the date of payment. It will not be included in the contingent bill unless and until the charge is properly sanctioned.

Such payments should be made only where the charges are petty, delay would cause unreasonable inconvenience to payees, and there is good reason to suppose that sanction will be given as a matter of course. Deputy Commissioners and officers-in-charge should see that these restrictions are observed.

10.10. Diet and Road-money to witnesses

(1) A register in form N.--31 is maintained in all courts. The procedure as regards the payment of diet and road money to witnesses will be as follows :---

(a) As far as possible one voucher should be prepared for each case which will be filled in by the ahlmad at the conclusion of the hearing of the case for the day.

(b) The presiding officer will have the money disbursed to the witnesses in his presence, and record in his own hand writing the amount paid and sign the voucher that money has been so disbursed.

( c) The voucher will then be entered in the court register maintained in form N.--31, numbered with the serial No. of the register and sent to the district nazir.

(d) The district nazir will then make the payment, enter the voucher in his contingent register. A separate entry need not be made for each payee, but must be made for each case; giving (1) court, (2) serial No. (3) particulars of case.

(e) The presiding officer will initial column 10 of the register in form N.--31 at least once a week in token of having compared it with the Nazarat register.

(f) The nazarat officer should be provided with specimen signatures of all presiding officers.

(2) The following instructions should be observed in regard to the checking of the entries in the register maintained by outlying courts :--

(a) When the outlying court (or if there is more than one court, the naib-nazir appointed at that place ) holds an advance from the district nazir---

If there is only one court no comparison of the entries in the register or road and diet money paid to witnesses is necessary. If there are more than one courts the payments should be made by the naib-nazir under the supervision of the presiding officer of each court as at district headquarters and the entries in the register of road and diet money paid to witnesses should be compared with those in the further comparison with those in the contingent register maintained by the naib-nazir. No further comparison with the district nazir's contingent register is necessary.

(b) When the outlying court holds no advance---

The payments are made by the district nazir on receipt of the written orders of payment direct from such outlying courts. In such cases, a comparison with the entries in the contingent register of the district nazir is necessary and should be effected by the issue of fortnightly memoranda by the outlying courts to the nazarat officer.

(3) (i) Undisbursed deposits of diet money payable to witnesses in revenue courts not exceeding Rs. 25 in amount should be returned without notice to the depositors concerned by money order, the cost of the money order commission being deducted from the sum to be refunded.

(ii) Before the record of a decided case is consigned to the record room the Reader of the Court should attach to it a certificate that undisbursed deposits of diet money have in all case, where necessary, been refunded to the depositors. The Record-keeper should not receive any record to which this certificate is not attached.

10.11. Deleted.

10.12 Preparation of contingent bills

The contingent register will contain all the material required for the preparation of contingent bills. Both abstract and detailed bill should be prepared direct from the register. No office copies should be made, and if a clerk fails to prepare a fair bill at the first attempt, the spoiled copies should be destroyed.

10.13 Disposal of contingent sub-vouchers and payment orders

The orders relating to the disposal of contingent sub-vouchers are contained in rules 8.8--8.13 of the Punjab Financial Rules, Volume I, according to which sub-vouchers of contingent Bills of amount exceeding Rs. 500 in respect of countersigned contingencies and Rs. 250 in respect of non-countersigned contingencies are required to be attached to the relevant bills for submission to the Audit Office (F.D. Letter No. 37/iii/79-FR-(4)/ 1978 dated 5-3-1980). For dealing with other sub-vouchers and payment orders etc., Chapter 8 of P.F.R. Volume I may be consulted.

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