GOVERNMENT OF WEST PAKISTAN
PRINTING AND STATIONERYMANUAL PART-I-PRINTING
CHAPTER-I
1 DEFINITIONS
I.In this
Manual unless there is anything repugnant in the subject or the context the
following expressions have the meanings hereby assigned to them, that is to
say:-
(a)
“Administrative Department” means Government in the
Administrative Department concerned.
(b)
“Controller” means the Controller of Printing and
Stationery, West Pakistan, Lahore.
(c)
“Government” means the Government of West Pakistan in
the Secretariat
Department for the subject of
Printing and Stationery.
(d)
“Government Book Depot” means the West Pakistan
Government Book Depot at Lahore, Peshawar and Karachi, where all official
priced publications of Government stocked for sale to the public and
distribution to Government offices.
(e)
“Government Presses” means all the Presses which may be
established and maintained by the West Pakistan Government and include the
following Presses:(i) Government Printing Press, Lahore.
(ii)
Forms Press, Lahore.
(iii)
Borstal Institute Press, Lahore.
(iv)
Government Printing Press, Karachi.
(v)
Government Printing Press, Peshawar.
(vi)
Central Jail Press, Peshawar.
(vii)
Government Printing Press, Bahawalpur. (viii) Government Printing Press, Khairpur, and
(ix) Government Printing Press, Quetta.
(f)
“Local Body Forms” mean forms which are prescribed for
use in local bodies in the province by the Health, Welfare and Local Government
Department or Examiner, Local Fund Accounts.
(g)
“Market Committee Forms” mean forms which are
prescribed for use in the Market Committees in the province by the Health,
Welfare and Local Government Department or the Chief Auditor, Local Fund
Accounts.
(h)
“Miscellaneous Printing” includes all kinds of printing
work of Government offices except universal and standard forms stocked by the
Printing and Stationery Departments.
(i)
“New Forms” mean forms both in English and Vernacular,
which do not already exist in print. These cannot be printed without the
special sanction of the Head of the Attached Department or the Administrative
Secretary concerned.
(j)
“Non-Standard Forms” mean forms both in English and
Vernacular, which cannot be used in all office subordinate to a department and
have been prescribed for use in particular offices.
(k)
“Official Envelopes” mean envelopes prescribed by
Government for use in all Government departments in the province as specified
in Appendix ‘C’.
(l)
“Publications” mean all Books, Pamphlets, Reports,
Official Gazette, Forms and other printed matter including addenda and
corrigenda copies of which are available for sale to the public and all such
other books, etc., not for sale as are stocked by the Government Book Depots
for supply to Government Offices.
(m)
“Sales Depot” means the West Pakistan Government Sale
Depot, Lahore, where all
Local Body and Market Committee Forms
and Registers are stocked for supply on
cash payment to Local Bodies and
Market Committees. Text Books are also stocked in this Depot for sale to the
public.
(n)
“Standard Departmental Forms” mean forms both in
English and Vernacular, which are used by one or more Government Departments
and by various Offices of a particular department.
(o)
“Stationery” means paper of all kinds, office
stationery, drawing, printing and binding materials, typewriter and duplicator
accessories, rubber and metal stamps and other miscellaneous office requisites
required for use in Government offices/institutions.
(p)
“Stationery Depot” means the Stationery Depots at the
various Regional Presses.
(q)
“Stationery Office” means the Provincial Stationery
Office, West Pakistan, Lahore.
(r)
“Superintendent” means officer incharge of the
Government Printing Press at Lahore/Karachi.
(s)
“Text Books” mean the Primary and Middle School Text
Books or such other Text Books as are printed under the authority of the
Education Department.
(t)
“Universal Forms” mean Forms which are used by all
Government Departments in the province, such as
note sheets drafts, reminders, flaps, file covers, file boards, etc., as
specified in Appendix C.
(u)
“Works Manager” means officer incharge of the Regional
Government Printing Presses that is Presses other than the Government Presses
at Lahore and Karachi.
CHARPTER-II
INTRODUCTORY
2.1. The Government
Printing and Stationery Department is a Service Department and established
for the purpose of executing the printing and binding work of the West Pakistan
Government Printing, stocking and supply of standard and non-standard and other
departmental forms, and procurement, stocking and supply of stationery to
Provincial Government Offices. It consists of the following Presses, Stationery
and Book Depots.
2.2. West Pakistan Government Printing
Press, Lahore-This press is principally employed in printing Weekly
Provincial Government Gazettes in English, Weekly Police Gazette in English and
Urdu, Government Publications, Annual and other Departmental Reports, Publications
and Text
Books,
Assembly Debates, Budget, Government Circulars, Pamphlets, Murder Cases of the
High
Court, Local
Body/Market Committee and Government Forms and Registers and Confidential and
Secret Jobs of the Secretariat and Attached Departments Established
at the Provincial Headquarters. Miscellaneous binding work is also executed at
this Press. This Press is suitably equipped for undertaking printing by offset,
letterpress and multi-colour printing from blocks which are prepared at the
Press studio. Demands for miscellaneous printing and binding etc., from
Government Offices in the Lahore, Multan and Rawalpindi Divisions are also
entertained here. There is a Sales Depot attached to the Government Press,
Lahore, where forms and registers required for use by the Local Bodies and
Market Committees in the Lahore, Multan, Bahawalpur and Rawalpindi Divisions,
are stocked and supplied on payment. Text Books of the Central Region of the
Education Department are also stocked for sale to the public and to the Agents
appointed by the Education Department. All demands, correspondence and
reminders should be addressed to the Superintendent, West Pakistan Government
Printing Press, Lahore, who will ensure that the demands are complied with
within a reasonable time. Provincial Book Depot is also attached to this Press
where the Weekly Gazette and all other Provincial Government publications are
stocked for sale to the public and free supply to the Government Offices on the
free distribution list in the Lahore, Multan and Rawalpindi Divisions.
Catalogue of publications stocked for sale from time to time can be obtained on
request. Central Government Gazette and certain publications and forms are also
stocked for sale to the public. All correspondence relating to the Provincial
Book Depot should be addressed to the Manager, West Pakistan Government Book
Depot, Lahore.
2.3. Forms Press,
LahoreThe printing, binding, stocking and supply of standard and
nonstandard English and Vernacular Forms except I.B., E.B., Revenue and A. and
T. Forms is chiefly undertaken at this Press. Manufacture and supply of
official envelopes, flaps and file boards, etc., is also arranged at this
Press. This Press is equipped for lithographic printing as well and is
responsible for arranging supply of forms to Government Offices in the Lahore,
Multan and Rawalpindi Divisions. All correspondence for supply of forms, and
reminders should be addressed to the Works Manager, Forms Press Lahore.
2.4. Borstal
Institute Press, Lahore-This Press is mainly established for imparting
necessary training to the young inmates of the Borstal Institute, Lahore, in
printing and binding in order to reform them before release. This Press is
employed on selected work transferred to it form the Forms Press and is not authorized
to accept indents and demands direct from departments or offices.
2.
5.Provincial
Stationery Office, Lahore-This office is responsible for procurement and
stocking of stationery and paper required for use in all Provincial Government
Offices, and supply of paper and stationery to the Punjab Board of Secondary
Education, and such Local Bodies and other Semi-Government Offices and
institutions as are authorized by Government to obtain their requirements on
payment. Printing paper and binding materials for Government Presses is also
arranged by this office. t is also responsible for supply of stationery
articles required by the various indenting offices of the Government situated
in the Lahore, Multan and Rawalpindi Divisions against their monetary grants.
All indents, demands and correspondence should be addressed to the Manager,
Provincial Stationery Office, West Pakistan, Lahore.
2.6. West Pakistan Government Printing Press,
Karachi-This Press is responsible for executing the miscellaneous printing
and binding work and supply of Standard Departmental forms to the Government
offices situated in Karachi and Hyderabad, Quetta and Kalat Divisions. Standard
Departmental forms to Government Offices in Khairpur Division are also supplied
by this Press. This Press is suitably equipped for all kinds of letterpress
printing including colour printing. I.B., A. and T. and Revenue forms are also
printed, stocked and supplied by this Press. All types of repairs to
typewriters in use in the Government Offices situated in Karachi and heavy
repairs to those in use in Government Offices in Hyderabad and Khairpur
Divisions except Khairpur District, are also undertaken at this Press. A
Stationery Depot is attached to this Press where all kinds of paper and
articles of stationery required for use in the Government Offices situated in
the Federal Capital, and Hyderabad Division are stocked for supply. Stationery
is also supplied to Local Bodies on payment. Rubber stamps are also
manufactured for supply against demand from the offices in the said area. A
Book Depot is attached where Weekly Gazette and other Government publications
are stocked for sale to the public on cash payment and to the offices situated
in the Federal Capital and Hyderabad, Khairpur, Quetta and Kalat Divisions by book
transfer. All demands and correspondence should be addressed to the
Superintendent, West Pakistan Government Printing Press, Karachi, while demands
in connection with the supply of publications on payment be addressed to the
Manager, West Pakistan Government Book Depot and Record Office, Karachi.
Attached to the Book Depot there exists a Record Office where the historical
records pertaining to the former Province of Sind are maintained form 1825 to
1935. Old record pertaining to the divisional and district offices also
containing valuable information regarding the administration of the former Sind
area is also maintained in this Record Office. Government offices in West
Pakistan particularly those in the Hyderabad and Khairpur Divisions and the
Federal Capital can freely consult the record for official use. Members of the
public are also allowed to consult the record with the permission of the
Manager of the West Pakistan Government Book Depot and Record Office, Karachi.
2.7.
West
Pakistan Government Printing Press, Peshawar-This Press is mainly
responsible for undertaking execution of miscellaneous printing and binding,
etc., of Government offices with Headquarters in the Peshawar and Dera Ismail
Khan Divisions and the adjacent tribal areas. Supply of standard, non-standard
and special forms to the offices situated in these areas are arranged by this
Press. This Press is equipped for undertaking letterpress printing and binding.
It is not equipped for colour and offset printing work. A Stationery and Book
Depot is attached to this Press where articles of stationery, including rubber
stamps (which are manufactured in this
Press), required for use in the Government offices situated
in the Peshawar, and Dera Ismail Khan Divisions and Frontier Regions except the
Frontier Regions on Quetta and Kalat Divisions are stocked for supply.
Publications of the West Pakistan Government as well as the former N.W.F.P.
Government are available for sale to the public. The Central Jail Press,
Peshawar, is also attached to this Press where Vernacular forms are printed,
stocked and supplied. Manufacture of official envelops, flaps and file boards,
etc., is arranged at this Press. All requisitions and demands should be
addressed to the Works Manager, West Pakistan Government Printing and
Stationery, Peshawar.
2.8.
West
Pakistan Government Printing Press, Bahawalpur-This Press is responsible
for undertaking miscellaneous printing and binding work for the offices
situated in the Bahawalpur
Division. Special quality work is not undertaken at this
press as it is suitably equipped for such jobs. It is, however, equipped with
lithographic printing machinery besides letter press machines. A Stationery and
Book Depot is also attached to this press where articles of stationery required
for use in the Government offices situated in the Bahawalpur Division are
stocked for supply. Government publications and publications of the former
Bahawalpur State are also available for sale to the public. All demands and
correspondence should be addressed to the Works Manager, West Pakistan
Government Printing Press, Bahawalpur.
2.9. West Pakistan Government Printing Press,
Khairpur-This Press is employed on undertaking miscellaneous printing and
binding work including special forms of the offices situated in the Khairpur
Division. This Press is not equipped for lithographic and colour printing work.
A Stationery Depot is attached to this Press where articles of stationery
required for use in the Government offices, and Local Bodies situated in the
Khairpur, Quetta and Kalat Divisions, are stocked for supply. Repairs to
typewriters in use in the Government offices in the Khairpur District are also
undertaken. All demands and correspondence should be addressed to the Works
Manager, West Pakistan Government Printing Press, Khairpur.
2.10. West Pakistan Government Printing Press,
Quetta-This Press consists of only one small printing machine which is
doing the work only of the office of the Commissioner, Quetta Division. No
requisitions should be sent to this Printing Press for printing and binding
work except by the above-named officer.
CHAPTER-III
GENERAL INSTRUCTIONS
3.1. General-The
Controller is responsible for ensuring that all requisitions for printing and
binding and indents for with these instructions are promptly complied with and
that every possible economy in printing and consumption of paper is strictly
observed. No office or department, except where Manual, should get any amount
of printing or binding work, etc., done except through the Superintendent/
Works Manager in whose jurisdiction his office fall or under his advice. Where
the Superintendent/Works Manager is not able to execute a work of printing and
binding sent to him by an office or department of Government in his Press he
will refer the matter to the Controller. In exceptional cases where execution
of work cannot brook any delay the Superintendent/Works Manager may get a work
of printing or binding executed at a private press within the financial powers
delegated to him as given in Appendix ‘O’.
3.2. Breach of Rules-The
Controller will bring to the notice of the Heads of Departments concerned any
breach or instances of continued neglect of these rules by their subordinate
offices. More serious cases will be referred by him to Government for orders.
3.3. Commercial
Departments-Requisitions from Govern-ment Departments declared as
Commercial for printing, binding and supply of forms and stationery, etc., will
be complied with in the same manner as in the case of other Government
Departments. Such Commercial Departments will, however, pay charges for any
supplies made and services rendered in this connection.
3.4. Private work-No
private or semi-Government work shall be undertaken at any of the Government
Presses except under the orders of Government.
3.5. Work of Committees and
Commissions, and Boards of Enquiry-Sanction of
Government is necessary before the printing work of
Committees, Commissions and Boards of Enquiry appointed by Government can be
undertaken in a Government Press. Such committees, etc., as are authorized by
Government to get their work executed at a Government Press should sent a
sample of the proceedings already in print to the Government Press concerned to
serve as a guide in regard to size and style.
3.6. Charges for printing
work done for Commercial Departments and semi-Government
Institutions and
Local Bodies-Charges for work done for Commercial Department and
semiGovernment Institutions will be levied on the basis of actual cost
inclusive of incidental and overhead charges fixed by the Controller. In case
of such work pertaining to them as is executed at a private press, a charge at
121/2 per cent will be levied
in addition to the actual payment made to a private press in this respect plus
cost of paper and binding materials consumed for the purpose.
3.7. Receipt and
delivery of work-Work will only be received during office hours, except in
the case of an immediate work which will be accepted at any time provided a
notice is sent to the Superintendent/Works Manager one hour before the close of
the office hours in order that arrangements may be made for the necessary staff
to remain on duty. Without this notice and in the absence of very special
reasons, work shall be taken in hand on the following working day. Immediate
and urgent work is considerably more expensive than ordinary work and indenting
officers are specially warned against the practice of marking work
indiscriminately as “Immediate” or “Urgent”. Confidential work should be
enclosed in sealed covers and addressed to the Superintendent/Works Manager of
the Government Press concerned by name. The Press will be responsible only to
deliver work during office hours. If work is required after office hours, the
indenting officer concerned must make his own arrangement to take delivery from
the Press. The printed matter after execution will be dispatched to the
indenting officer along with an invoice/delivery voucher, in duplicate
containing particulars of the work and the number of copies, etc. One copy
thereof should be returned to the Superintendent/Works Manager duly
acknowledged by the indenting officer immediately on receipt.
3.8. Overtime-Government
Presses are governed by the provisions of the Factories Act under which they
can work only for a specified number of hours. Overtime work involves heavy
additional expenditure and will be done only in exceptional circumstances in
cases of extreme urgency.
3.9. Sunday work-Sunday
is observed as weekly holiday in all Government Presses When work of extreme
urgency is required to be executed on the weekly holiday, the Press concerned
will be opened only under the written orders of a Secretary to Government,
Controller, Head of an Attached Department or Commissioner of a Division. In
such cases notice must be given to the Superintendent/ Works Manager at least 4
hours before the close of office hours, on the previous day in order that
arrangements may be made for attendance of the necessary staff and necessary
intimation sent to the Chief Inspector of Factories in advance.
3.10.Admission to
Government Presses-Outsiders will not be allowed to enter the Press without
specific permission in writing of the Superintendent/Works Manager or any other
officer duly authorized by him in this behalf. If it is frequently in
connection with the execution of jobs entrusted by that department to the Press
concerned, the name/names of such officials may e intimated to the
Superintendent/Works Manager who will issue an Admission Pass for the purpose
which may be made valid for such period as may be necessary.
CHAPTER-IV
MISCELLANEOUS PRINTED BY TYPOGRAPHY,
PHOTO-LITHOGRAPHY AND FROM BLOCKS
4.1. Requisitions for
miscellaneous printing-All requisitions, demands and reminders should be
addressed to the Superintendent/ Works Manager of the Press in whose
jurisdiction the indenting office is situated. Demands and requisitions for
confidential work and reminders should be addressed to the Superintendent/Works
Manager concerned by name.
4.2. Channel of
demand-Only officers shown in Appendix A are authorized to submit
requisitions direct for miscellaneous work free of cost. Other officers must
submit their requisitions through the Head of Attached Department or Regional
Head to whom they are subordinate.
4.3. Printing of
letters, circulars, etc., and minimum number of copies for printing-(1)
Secretariat offices and attached departments are authorized to have important
letters, circulars, communiqués and notifications printed. The following
instructions should be followed while sending requisitions:-
(i)
The manuscript should be on one side of the paper only
and typewritten;
(ii)
It should be prepared with the greatest care and
properly edited;
(iii)
If abbreviations are not to be printed in full a clear
indication in this respect should be given;
(iv)
Capitalization, punctuation, etc., should be marked;
(v)
Full name of the officer and designation should be
clearly typed or written in case the matter is to be printed over his
signatures.
(2)No matter
shall, however, be printed unless at least 100 copies are required except in
the case of proceedings, annual indices, spare copies of such notifications as
are published in the Weekly Gazette, Murder References or work that will
ultimately be included in proceedings in which case printing of smaller number
of copies will be undertaken.
4.4. Forecast of extraordinary
demands by indenting officers-Superintendents/Works
Managers
base their estimates and requirements in connection with printing and binding
for
Government Departments on the normal requirements of such
Departments. Any extraordinary heavy demand by an indenting officer in any year
is, therefore, bound to upset the estimates of expenditure and requirements of
paper and binding materials and thus involve the Printing and Stationery
Department in difficulties in the procurement of necessary materials at short
notice and provision of extra funds. Indenting officers should, therefore, as
far as possible, give timely intimation of any anticipated extraordinary demand
for printing and binding to the Superintendent/Works Manager concerned.
4.5. Requisitions for
printing-(1) All fresh matter sent
to the Government Presses for printing must be accompanied by the prescribed
requisition form (U.F. 15) obtainable from the Government Press concerned, on
which number of copies required, size, style of binding and any other special
instructions should be given. Unless the requisition forms are filled in
properly and completely the manuscript is liable to be returned.
(2) Unless
special sanction to the contrary has been granted, requisitions on Presses must
be signed in full by a Gazetted Officer, who shall be responsible to see that
the work is submitted in accordance with these rules and that it has been
properly edited and examined. He will also see that a reasonable period is
allowed for the execution of the work. The Press will be at liberty to change
the date of supply of printed copies if other jobs of urgent and priority
nature are under execution at the time and the state of work already in hand
does not permit execution of the job in the time limit specified in the
requisition. Telephonic or verbal requisitions will not be entertained.
4.6. Urgent and
immediate work-In the case of urgent and immediate work which usually
involves payment of overtime wages, the requisition should be signed by an
offer not below the rank of Section Officer in the Secretariat Offices and an
officer of equivalent status in the case of other offices. When work of
exceptional urgency is required to be entrusted to the Press after its normal
working hours, notice must be sent to the Superintendent/Works Manager
concerned well in advance of the close of office hours, to enable booking of
necessary staff for the purpose. Without this notice and in the absence of very
special reasons the work shall be taken in hand on the following working day.
4.7. Number of copies-The
number of copies required must be indicated on the requisition after carefully
estimating the minimum requirements. The printing of additional copies, after
the number originally ordered has been completed and the type distributed,
involves disproportionate additional expenditure and will not be undertaken. At
the same time care must be taken to avoid needless expenditure on paper and
materials by ordering larger number of copies than are actually necessary.
Requisitions will not be accepted when owing to the small number of copies
required, typing or duplicating should be more economical (see also para. 4.3).
In the case of publications for sale the number of copies to be printed will be
fixed in consultation with the Manager, Government Book Depot, concerned.
4.8. Work to be
complete-No work should be sent for printing unless it is complete and in
its final from except in the case of bulky reports and proceedings. In such
cases, however, the reports or proceedings, etc., must be thoroughly edited
before being sent for printing. Incomplete work will not be accepted but
returned instantly. The practice of sending incomplete copies for proofs is
wasteful and should be avoided.
4.9. Preparation of
copy-The following instructions should be carefully observed in preparing
manuscript copy for the press:-
(1)
it should be type-written on one side only properly
punctuated and should be in a perfectly legible form;
(2)
in the case of indices and other similar work, it
should be properly arranged in alphabetical or numerical order, as the case may
be, with the main and sub-headings, if any, and the references to file and part
numbers or pages, etc., clearly indicated.
(3)
Each page should be correctly numbered.
(4)
Typing should be double-spaced as single spacing is too
close for fast composition.
(5)
Any instructions or remarks not to be printed should be
encircled or written in red ink. Any manuscript not prepared in accordance with
the above instructions will be returned by the Press to the officer concerned for
re-submission in accordance with these instructions. The Superintendent/Works
Managers of Government Presses are authorized, in the absence of very special
reasons, to arrange copy in the most economical form, but indenting officers
may at the time the copy is first sent to the Press, give instructions
regarding the style in which to be set up, and indicate how clauses and
sub-clauses of paragraphs should be printed and the press will comply with such
instructions, as far as possible. Alterations of style subsequently made on
proof copies, which should have been indicated in the original copy, shall not
be complied with.
Note (1). Except in the case of special publications intended for
permanent record cheap qualities of paper and suitable quality of type will be
used. Special or Administration and departmental reports, etc., will be printed
in pica or small pica type solid, and as far as possible in regular and
standard sizes.
(2).. Marginal notes and references, which add to
the cost of the work must be reduced to the absolute minimum.
4.10. Duplicating-A Gestetner Duplicating
Machine is in use at each of the Government Presses at Lahore, Peshawar,
Bahawalpur, Khairpur and Karachi. Heads of Attached Departments and other
officers, in whose office this machine is not in use, and who wish to have
letters or circulars cyclostyle prepared in their own offices and sent to the
Government Press concerned for cyclostyling.
4.11. Proofs-The necessity for proofs is
ordinarily felt due to bad editing or faulty examination of copy. Proofs of
typed and printed copy will not ordinarily be supplied. More than two copies of
each proof will not be supplied except for special reasons, which should be
clearly explained on the requisition. In the case manuscript is clear or
typewritten. Bound Proofs or machine proofs will only be allowed in exceptional
circumstances at the discretion of the Superintendent/ Works Manager. Second
proof will not be supplied except in the case of important publications such as
Acts, Manuals or Codes, etc., where meticulous accuracy is essential. If any
further proof is required after the second proof, then in that case the
Department concerned should check it on the machines, as no third proof will be
supplied to Department concerned outside the Press. Proofs will be supplied on
the cheapest quality of paper.
4.12. Return of proofs-Proofs supplied by the
Press must be returned promptly as a lot of extra expense and dislocation of
other work is involved when type metal is held up for a considerable period. A
record of proofs outstanding for more than a month shall be maintained by the
Press and submitted to the indenting officers concerned for explanation of the
delay in giving print order. In case proofs, duly approved, are not returned
within two months the Press will not remind the Department concerned and will
distribute or melt the type thus held up. If the proofs are required to be
retained for over a month, a charge at the rate of 4% of the composing cost per
week will be payable by the Department concerned from its own contingent grant.
Departments contravening these instructions will have to meet the extra
expenditure involved in re-setting up their jobs from their own grants for
contingencies. In case the Press is required to keep the type standing beyond
the above period on the request of any Department, a charge at the rate of 4%
of the composing cost per week will be levied on the Department concerned who
will meet this expenditure from its own grant for “Contingencies”.
4.13. Standing Type-When work is submitted for
printing, it must be clearly stated in the requisition form whether the type is
to be kept standing after copies have been printed of, and if so, for what
period in the latter case of brief explanation of the reason for keeping the
type standing must be given. Type will not be kept standing for more than one
month after the work has been printed of except on very special grounds and
then only on the orders of an officer not below the rank of a Deputy Secretary
in the case of Secretariat offices and Departments will meet from their own
contingent grants the extra expenditure incurred on keeping the type standing
in the Press for over a month under their instructions which will be on the
composing costs at the rate of 4% per week. In no case the type will be kept
standing for more than three months. When no instructions are given to keep the
type standing it will be distributed or melted immediately after the work is
printed of.
4.14. Standing Matter-In the case of
periodical publications or other recurring matter the Superintendent/Works
Manager will decide whether the type should be kept standing permanently or
stereo plates should be prepared as in the case of standard forms.
4.15. Annual Departmental Reports-Complete
original manuscript of Annual Departmental Reports shown in column 2 of
Appendix B should be forwarded to the Controller not earlier than the 1st of August and not
later than the end of February every year, by the officers shown in column 3
thereof. The Controller will be responsible for supplying proof copies in
duplicate to the aforementioned officers within a month of the receipt of the
manuscript. The officers mentioned above will be responsible for returning duly
approved proof copies to the Controller as soon as possible but not later than
one month of the receipt of the proof copies. The Controller will supply
printed copies to the departments concerned within a month thereafter.
4.16. Publication of notifications in West
Pakistan Government Gazette-Notifications for publication in the ‘West
Pakistan Government Gazette” will be received direct by the Superintendent,
West Pakistan Government Press, Lahore, from the Secretariat Offices, Heads of
Attached Departments/Regional Heads and Commissioners of Divisions. Subordinate
offices should forward such notifications either through the Heads of attached
Departments/ Regional Heads or Commissioners of Divisions. In no case those
will be entertained direct. Manuscripts of such notification should be
typewritten, legible and complete in all respects, showing Department, No. and
date and full name and designation of the officer under whose signatures the
same are to be published. District Magistrates and District Tribunals are,
however, authorized to forward notices and orders direct to the Press. Spare
copies of such notifications will not be supplied unless specifically asked
for. Notifications of Central Government Offices in West Pakistan which are
required to be published by law or any rule or order or for general information
will be published in the Provincial Government Gazette free of charge.
4.17. Extraordinary issues of West Pakistan
Government Gazette-Extraordinary issues of the Government Gazette will not
be published except under the written orders of a Deputy Secretary in the
Services and General Administration Department duly authorized by the Chief
Secretary in this behalf, Secretaries to Government, Additional/Joint
Secretaries to Government, Heads of Attached Departments or Commissioners of
Divisions.
4.18. Preparation of blocks and printing there
form-West Pakistan Government Press, Lahore, is suitably equipped for
preparation of line, halftone and multi-colour blocks. It is also suitably
equipped for printing form blocks. Illustrations, drawings and photographs
should be forwarded to the Government Press, Lahore, for reproduction and
printing. Care must be exercised to ensure that these are kept flat and not
folded. Use of pins must be avoided.
4.19. Printing in colours-Government Presses
at Lahore and Karachi are suitably equipped to undertake printing in two or
more colours. Such printing is, however, prohibited except in the case of
publicity literature comprising periodicals, journals, pamphlets, brochures,
posters, maps and plans, etc. Even in the case of maps and plans, where
hatching would serve the purpose, printing in colours should be avoided. In any
other case of colour printing, the orders of Government should be obtained.
4.20. Embossing of D.O. papers and envelopes-(1)
Coloured embossing on D.O. Papers, “highly glazed” or “mill finish” quarto
post, large post and small post with envelopes to match will undertaken for the following
officers only:-
(i)
Governor;
(ii)
Ministers to Government;
(iii)
Judges of the High Court of West Pakistan;
(iv)
Speaker, Provincial Assembly;
(v)
Chief Secretary/Additional Chief Secretary to
Government;
(vi)
Secretaries to Government;
(vii)
Heads of Attached Departments; (viii) Commissioners of Divisions; and
(ix) Deputy Commissioners/Political Agents.
(2) For other
paper and envelops to be embossed in coloured ink, plain un-embossed stationery
should be forwarded to the Press concerned together with the steel die. The
colour in which the stationery is required to be embossed should be specified
in the requisition form (U.F. 15). Such demands from officers other than those
mentioned at Serial Nos. (i) and (vi) will not be complied with.
CHAPTER-V
INSTRUCTIONS REGARDING PRINTING AND SUPPLY
OF LITHO-GRAPHIC AND TYPOGRAPHIC FORMS
5.1. Channel of
demand-(A) A list of officers
entitled to indent direct for universal forms, official envelops and standard
and non-standard departmental forms, both English and Vernacular, is given in
Appendix D. These officers will submit their indents to the Controller by the
dates shown against their names. Officers not included in this appendix will
submit their indents to the Heads of their respective Departments or their
purposes of scrutiny and consolidation. As an exception to the rule in this
paragraph, Superintending Engineers in the Public Works Department, Irrigation
Branch, are not required to consolidate the annual indents of Divisional
Officers under their control. Such indents may simply be scrutinized and
forwarded to the Controller after countersignature.
(2) Indents
received from officers who are not entitled to indent direct will be returned
to the indenting officers for re-submission through their controlling officers
or the Heads of Departments as the case may be. Indents forwarded direct to the
Superintendent/Works Manager concerned with any series will not be registered
for compliance.
5.2. Submission of
indents-(1) Indents for the supply of forms, envelopes, etc., on prescribed
indent forms (obtainable from the Superintendent/Works Manager concerned)
should be addressed to the Controller direct or through the controlling
officers or the Heads of Departments as the case may be, in accordance with the
programme in Appendix D. After scrutiny, the Controller will forward the
indents to the Superintendent/Works Manager concerned with the particular
series of forms for direct compliance under intimation to the indenting
officer. All further correspondence in regard to the supply of the forms will
be done by the indenting officers directly with the Superintendent/ Works
Manager to whom the indent has been passed for compliance. In case of undue
delay in the supply of forms, a report may be sent by the indenting officer to
the Controller.
(2)Printing of
standard forms cannot be taken in hand until all the indents have been received
and consolidated into a provincial indent. Indents for these forms should,
therefore, be sent to the Controller on the dates fixed as delay in the
submission of a single indent may result in delay in supply to the whole
province.
5.3. Preparation of
Annual Indents-Annual indents should be prepared on forms prescribed for
the different series separately in which no modifications should be made except
those sanctioned by competent authority. The indenting officer or the officer
deputed by him for the purpose should, before signing the indents, satisfy
himself that the existing stock has been verified by a responsible official;
that the correct balance of each form, whether it is being indented or not, has
been shown in the indent, that all columns of the indent have been filled in;
and that the indent has been drawn up with due regard to economy. As compliance
of the indents after their receipt in the office of the Controller is bound to
take some time all indenting officers should, in placing their indents, allow
for a delay of three months. In exceptional or unforeseen circumstances, where
any forms are required at an earlier date, a separate reference should be made
in the forwarding letter to be accompanied with the indent. The indents should
contain full instructions regarding binding of any forms into registers. A
certificate to the following effect, in the absence of which the indent will
not be registered, should be attached to each indent signed by the indenting
officer or by an officer deputed by him for the purpose:-
CERTIFICATE
“Certified that the balance in hand of each
form and register, whether it is being indented or not, has been shown in the
appropriate column of the indent; that the number indented for is not in excess
of reasonable requirements and that the instructions regarding the preparation
of the indents have been carefully observed”.
5.4. Universal forms-Universal
forms detailed in Appendix C are stereotyped. No alteration in any form or
addition to the list can be made without the sanction of Government.
5.5. Official
envelopes-These envelopes should be indented for according to the sizes and
qualities of paper as shown in Appendix C. Except for the standard number and
the words “On Pakistan State Service” no other matter is allowed to be printed
on these envelopes. Nor can any alteration in the prescribed sizes be made
without the sanction of Government. Rubber stamps should be used for the
purpose of franking on the envelopes.
5.6. Economy in the
use of envelopes-(1) National
Economy slips (U. F. 25) should be used for pasting down flaps on official
envelopes except where they are utilized for dispatch of confidential papers or
are addressed to non-officials Only the edges of the slips should be tipped
otherwise not only the slips would be wasted but also the envelopes if the
economy slips are pasted full length.
(2)
Cloth-lined envelopes are intended to be used only for papers of a confidential
nature. Cloth-lined envelops should not be used for filing documents by
Judicial officers or for preserving plans, etc., by Public Works Department and
other officers. Special envelopes have been prescribed by the High Court and
certain other departments for such use. The quantity of envelopes required for
filing documents, etc., should, therefore, be included in the indents for
standard departmental forms, under the appropriate series. As cloth-lined envelopes
are considerably more expensive than ordinary envelopes, Heads of Departments
and controlling officers should exercise special care in their consumption and
the demand restricted to special care in their consumption and the demand
restricted to the absolute minimum. Disproportionately large envelopes should
not be utilized for letters and papers which can conveniently be folded to the
size of a smaller envelope. Wrappers (U.
F. 38) should be used, where practicable, for dispatch of papers of an unimportant
nature and a proportionate reduction made in the number of envelopes indented
for.
5.7. Addition or
alteration in the standard departmental forms-No additions or alterations
will be made in the standard departmental forms except under the orders of the
Head of Attached Department concerned.
5.8. Non-standard
forms-Before indenting for non-standard forms, lists of standardized and
provisionally standardized forms may be carefully examined with a view to
seeing if any of them will serve the purpose of non-standard forms which are
proposed to be printed. Samples in duplicate of all non-standard forms should
be forwarded along with the indents. When nonstandard forms in use in different
districts or divisions differ slightly from each other the Head of the
Department or the controlling officer concerned should, where practicable,
prescribe a common form which can serve the purpose in all offices subordinate
to him.
5.9. Treasury and
Accounts forms-Consolidated indents for these forms should be submitted to
the Controller on the 1st
of October every year. Officers not entitled to indent direct should submit
their indents through the Head of Attached Department or controlling officer
concerned. While indenting for these forms, the Treasury Officers should take
into account the quantity which may be required for supply by them to
Departmental Officers besides their own requirements in the Treasury and
Sub-Treasuries under them. They should submit their indents to the
Commissioners of Divisions through the Deputy Commissioners concerned. After
scrutiny, the indents from the Treasury Officers will be consolidated in the
office of the Commissioner before submission to the Controller.
5.10. Alteration or
amendment of special forms-Sanctioned special forms cannot be altered or
amended without the previous sanction of the Head of the Attached Department
concerned. The final set-up of a special form, its size and the quality of
paper to be used should be decided by the sanctioning authority in consultation
with the Controller.
5.11. New forms-Before
prescribing a new form (which cannot be printed unless the sanction of
Government has been previously obtained), the Head of the Attached Department
concerned should ascertain whether a universal, standard or non-standard form
can be used for the purpose. While sanctioning the printing of a new form, it
should be stated whether the form should be included in the list of universal
or standard forms.
5.12. Vernacular
Khasra bound books-In the case of these books the Executive Engineers
concerned should increase their indents by such quantity as will at the
time of submission of their annual
indents, leave in stock with them a sufficient number of books to meet the full
requirements of the succeeding Rabi or Kharif harvest after meeting their
annual requirements.
5.13. Scrutiny and
consolidation of indents-Heads of Departments and controlling officers in
whose offices indents are scrutinized and consolidated should see that
instructions regarding the preparation of indents by subordinate offices have
been strictly complied with, and should satisfy themselves that the supplies
indented for are not in excess of reasonable requirements, having regard to the
quantity in stock. Where they consider that the indents are in excess of actual
requirements, they should curtail them accordingly. The Press will not be
responsible for delay in the supply of forms arising out of the failure of
indenting or controlling officers to limit their indents to actual
requirements. Consolidated indents in which the quantity included in the
indents of subordinate offices have simply been recopied and in regard to which
the demands appear excessive will not be registered, but will be returned for
further scrutiny. Printed copies of the consolidated indent forms may be
obtained from the Superintendent/Works Manager of the Region. The Controller is
authorized to relax temporarily the provisions of paragraphs 5.15 and 5.16 and
to entertain the urgent and immediate requirements of forms and registers
included in either the typed or hand written annual or consolidated indent
forms instead of the printed prescribed forms, as a special case, where due to
either partial compliance or non-observance of the provisions laid down in
these paragraphs and by consequent delay likely to be caused in returning such
indents for strict adherence he apprehends dislocation in the normal work of
any office. After meeting such demands he shall get the irregularities
rectified by returning the said indents for submission on the prescribed forms
to conform to the provisions of the paragraphs referred to above. But in cases
where he feels that despite the temporary relaxation of these paragraphs
officers still fail to conform to the said rules he shall report the matter to
Government for such action as it may deem necessary.
5.14. Abnormal
indents-Any demand for forms or registers exceeding by more than ten per
cent the indent for the year last completed must be clearly explained when the
indent is submitted. Failure to explain the excess will result in curtailment
of the demand.
5.15. Submission of
original indents-Ordinal indents should accompany the consolidated indents.
5.16. Supplementary
indents-All indents other than annual indents are classed as supplementary.
These may be submitted in the following cases only:-
(i)
when abnormal consumption of forms has been
necessitated owing to any special departmental or general order of Government
which could not be foreseen by the Department at the time of preparation of the
annual indent, and
(ii)
if any forms have been revised or introduced with the
sanction of the competent authority after the submission of annual indent.
Supplementary indents should be avoided as far as possible since they dislocate
the production of work for other departments and also result in unnecessary
expenditure on reprinting when no additional stock is available. They must be
very closely examined before countersignature in the office of the Head of
Department or controlling officer concerned. A copy of the orders as a result
of which the supplementary demand has arisen should invariably be forwarded
along with the supplementary indent.
5.17. Urgent indents,
telegraphic requisitions, etc.-Urgent indents or telegraphic requisitions
sent through officials for compliance (per bearer) for such forms as have not
been included in the annual indents shall not be entertained except in very
special cases.
5.18. Biennial or triennial indents-In the
case of such series of standard forms as are required in very small quantities
by certain indenting officers biennial or triennial indents may be submitted
which will be complied with after ascertaining from the Head of the Department
concerned whether the forms indented for are likely to undergo any material
change during the next two or three years.
5.19. Issue of
reminders-No reminders should be issued by indenting officers until the
expiry of the period of three months from the dates prescribed for the
submission of indents in Appendix D to this Manual.
5.20. Dispatch of
forms and envelopes-Form printing is not treated as urgent or immediate.
Printed envelopes, etc., will ordinarily be dispatched by goods train (except
in very urgent cases), freight to pay, direct to the indenting officers. Each
indent should, therefore, contain the postal address, the name of the railway
station nearest to the offices mentioned therein or that of the agent to whom
packages are to be consigned.
5.21. Opening of
packages, checking of contents and return of invoices-(1) The packages should on receipt be opened in
the presence of a responsible official and checked against the invoices
forwarded with the railway receipt. If the contents are correct, the invoice
should be signed and returned to the Superintendent/Works Manager concerned
within 10 days of receipt. If the contents of the packages do not correspond
with the invoices, the invoice should be returned immediately with relevant
replies to the questions printed thereon. If the invoice is not returned within
10 days of the receipt of the contents the Press concerned shall not be
responsible for any shortages.
(2) Return of packing material-If
consignments are packed in gunny cloth or bags, the packing material should be
returned by goods train, freight to pay, to the Superintendent/Works Manager,
after a sufficient quantity for goods traffic has been collected.
5.22. Care and custody of forms-The
head of the offices shall appoint a responsible official in charge of forms and
stationery, who should keep an account of receipts and issues of forms in the
prescribed form (U.F. 34-specimen at Appendix L) and should take stock before
indents are complied for new supplies. At the verification of stock he should
carefully check the stock balances with ledger balances. He should also see
that proper accommodation is provided for the storage and safe custody of
forms. The official in charge will issue forms according to the requirements
and will see that no wastage occurs in consumption, and that all forms are used
for the purpose for which they are issued.
The form stock will be physically checked at the close of
each financial year and the deficiencies, if any discovered as a result of
stock taking, written off under the orders of competent authority under
intimation to the Controller/Superintendent/Works Manager.
5.23. Issue of forms
from stock-(1) In each indenting
office the head of the office shall, by standing order, prescribe the procedure
under which forms are to be issued for use in his office. The following
procedure should be strictly followed:-
(i)
Forms etc., should ordinarily be issued once a month to
each branch on a written requisition approved by the officer in charge of
forms, and all issues should be immediately noted in the stock register
prescribed in paragraph 5.22 above.
(ii)
The requisitions referred to above should be filed for
three months and then taken off the file and tied up in bundles labeled with
the quarter to which they relate and stored for a period of two years after
which they may be destroyed.
(2) At the
close of each month, the officer in charge of forms should check the receipt
and issue register and initial the same.
5.24. Check on forms-The
Superintendent/Works Manager concerned will keep a close watch over all indents
for forms of the series printed by him and maintain a regular account in order
to regulate supplies. He will also from time to time suggest amalgamation of
forms and other possible economies in size, paper and printing.
5.25. Disposal of
surplus stocks-On receipt of annual indents arrangements will be made to
redistribute the surplus stocks after allowing the indenting officer to retain
50 per cent over and above his last year’s consumption. In the case of those
forms in stock which have been revised a note to this effect should be made in
the indent.
5.26. Justification
for printed forms-With the exception of certain accounts and statistical
forms, no form will be printed unless the consumption of such form is at least
200 per annum. Where the consumption is below 500 copies, and the forms in
question are not likely to undergo any material change, an indent for two,
three or four years’ supply should be submitted. As a general rule large
statistical forms will not be printed unless the annual consumption is at least
50 copies and of smaller forms 100 copies, in which case five years’ supply
should be indented for in order to avoid frequent reprinting. No departmental
form will be printed if a universal form can be adopted to meet the purpose.
5.27. New or revised
forms-Indents for new forms will not be accepted unless their printing has
been sanctioned by Government and no revised form will be printed without the
sanction of the Head of Department concerned. As far as possible, revised forms
should not be brought into use until existing stock of forms proposed to be
superseded has been exhausted.
5.28. Introduction of
new forms-The Head of the Department concerned shall forward to the
Controller a copy of every order of Government introducing new forms for his
department. He should at the same time send samples of the forms to be printed,
prepared on exactly the same size of paper on which they are to be printed,
with due regard to the width of columns for the matter to be printed, with due
regard to the width of columns for the matter to be inserted therein and
furnish an estimate of their approximate annual consumption. If they have to be
bound in registers, the number of leaves each register should contain should
also be intimated. On receipt of the above, the Controller will inform the Head
of the Department concerned of the approximate date by which printed copies
will be ready, which date should be communicated by the latter to the indenting
officers concerned, who should not issue any reminders before the expiry of the
date referred to above.
5.29. Inspection-The Controller is authorized
either personally or through an accredited representative to examine the stock
of forms in any office and to advice on methods of storage and control over
consumptions. Duplicate lists of surplus stock should be prepared, and one copy
duly signed by the head of the office given to the inspecting officer to enable
him to redistribute the surplus to other offices. The inspecting officer should
see that proper accommodation is provided for the storage of forms, etc., that
envelopes of suitable sizes are kept in stock; that envelopes of the right size
are used; that no undue use is made of cloth-lined envelopes; that economy
labels are used to the fullest possible extent; and that printed forms, etc.,
are being utilized for the purpose for which they were intended.
The following certificate should be furnished to the
inspecting officer by the head of each office after the inspection has been
completed-“Certified that all stocks of forms, registers, etc., have been shown
to the inspecting officer and that no issues of these articles were made after
receipt of the intimation about inspection or during inspection, without the
inspecting officer’s knowledge”.
CHAPTER VI
SPECIAL AND MISCELLANEOUS BINDING, FILE
BOARDS ETC.
6.1. Channel of
demand-Officers shown in Appendix A only are authorized to submit demands
direct on Government Presses for miscellaneous binding work free of cost. Other
officers must submit their requisitions through the head of Attached
Department/controlling officers to whom they are subordinate.
6.2. Sanction
required-The sanction of Heads of Attached Departments is required to the
binding in Government Presses of such books which are required to be bound
periodically for use in libraries or as reference copies. No binding work can
be entrusted to private presses or firms except in emergent cases provided for
in Serial No. 5 of appendix J.
6.3. Quality of
binding-Reports, journals and pamphlet printed at Government Presses will
ordinarily be issued in paper bindings. In the absence of specific orders to
the contrary no binding superior to quarter binding (viz., cloth back with
paper board sides) will be permitted. Full cloth, full rexine, or full leather
binding will be allowed only in exceptional circumstances dependent upon the
nature of work and at the discretion of the Superintendent/Works Manger.
6.4. Binding of
registers-In case forms are required to be bound into registers,
instructions should be specified in the annual indents, the number of leaves
(not pages) per register being indicated in the case of new registers. The
quality and style of binding required should also be stated. In the absence of
any specific instructions to the contrary, ordinary binding, viz., cloth back
and paper board sides or country leather back with cloth sides only, will be
done.
6.5. Gold lettering-Gold
lettering will not be permitted on ordinary work, i.e., reports, manuals,
codes, etc., except with the prior sanction of Government. The titles and names
of volumes will be printed direct on each volume or on separate slips which
will be pasted on each volume. For better classes of work bound in full cloth
or half and full leather and for binding and rebinding of certain important
publications which form part of a library collection, gold lettering will be allowed
at the discretion of the Superintendent/Works Manager. Blotting pads with gold
borders or letterings will not be prepared unless required for use of
Ministers, Secretaries, Heads of Attached Departments, Judges of the High Court
or Commissioners of Divisions.
6.6. Binding executed
locally or at private presses-Relaxation of the restriction on employment
of local agency for purposes of book binding is allowed in all cases in which
(1) the papers to be bound, e.g., like settlement and annual records, are such
as ought not to be bound otherwise than under the supervision of an official of
the Land Records staff, (2) the papers are such that, owing to the constant
need for reference, they cannot, without great inconvenience, be spared out of
the office for the time which a Government Press would ordinarily occupy in
doing the work, and (3) cases in which railway freight to and from a Government
Press plus cost of binding will amount to more than local binding charges. The
Head of the office concerned must in every instance before authorizing local
binding satisfy himself that the case falls within the scope of the exemption
sanctioned above. This exemption does not include the binding of blank
registers which should, without exception, continue to be bound by the Jail or
Government Presses. Orders for the binding of forms into registers must in all
cases be given on the indent for printed forms. The cost of binding executed
locally under the exception mentioned above will be met from the grants for
contingencies of the offices concerned and not from the grant under the Head
“56-Stationery and Printing”. Settlement and registration record and registers
of vital statistics are included in the class of binding referred to above. The
instructions contained in paragraph 6.3 as regards quality of binding will also
apply to all binding executed locally under this paragraph.
6.7. Blank books and
file books-Indents for blank books and file books will not be registered by
the Superintendent/Works Manager. They should be obtained from the Stationery
office, or the Stationery Depot of the Region as the case may be, on annual
Stationery indents. Orders for blank books of jail-made paper should be placed
with the local or the nearest paper-making jail.
6.8. File Boards-(1) Thick file boards
have been brought on the list of universal forms for use in all Government
offices and may be indented in accordance with the instructions contained in
Chapter 5 subject to the following provisions:-
File boards should be used only for heavy files. While
submitting an indent for file boards (1) the total number of boards (both thick
and thin according to old classification) in use, (2) the number returned for
repair and replacement, and (3) the number of fresh boards required should be
stated.
(2)
Except in the case of the Public Works Department,
which is specially dealt within clause (3) below, file boards are required
merely while a file is in use. File boards should not, therefore, be used to
keep bundles of files together in the record room. When a file has been
disposed of, the case or cases should be restored to their proper places in the
record room and the file board released for further use. A heavy demand for
file boards in excess of the number of files in circulation at any one time indicates
delay in the record room in so far as files are being left in bundles and not
restored to their proper places. In making demands for file boards, officers
should take into account the number of files in circulation at any one time and
allow a reasonable margin for files awaiting restoration. A list of the
officers permitted to indent for file boards and the approximate umber of
boards estimated to be in use in each office atone time will be found in
Appendix “K” to this Manual.
(3)
Owing to the system in vogue in the Public Works
Department for recording papers, the orders referred to above do not apply to
any of the branches of that Department, which has, therefore been excluded from
Appendix “K”.
(4)
When the number of file boards in use in the offices
detailed in Appendix “K” has reached the figures indicated therein 11 boards
will be issued for every 10 damaged ones returned to the Superintendent/Works
Manager, concerned. Damaged file boards should not be returned by post for
replacement by new boards. They should be collected and dispatched in
reasonable quantities to avoid un-necessary freight charges.
(5)
File boards will not be supplied to any officer not
included in Appendix “K” (except the Branches of the Public Works Department)
and a supply in excess of the number permitted under these rules will not be
made except under the orders of Government. Additions to the list of offices
mentioned will be made under the orders of Government.
6.9. Flaps-Flaps
have also been brought on the list of universal forms and have been allotted
U.F. No. 37 and should also be indented for like other universal forms. It has
not been possible to lay down any scale for their supply, but as file boards
are also in use the consumption of flaps should ordinarily be reduced. Heads of
Departments or controlling officers in whose offices indents are scrutinized
and consolidated should see that minimum possible requirements are passed for
supply.
CHAPTER-VII
PRINTING AT PRIVATE PRESSES
7.1. Entrustment of
work to a private press-No office or department should get any amount of
printing or binding work, etc., done from a private press except to the extent
permitted by a general or special sanction by Government. In all such cases,
however, the printers’ bills will be subject to verification by the Controller
of Printing and Stationery or one of its Superintendents or Works Managers/in
whose jurisdiction the work has been got executed. The Controller may entrust
such work for execution at a private press as cannot be executed at any of the Government
Presses under his charge within the scheduled time or for any other special
reasons. Before entrusting any job for execution at a private press the
Controller will decide, with regard to the state of work in the various
Government Presses, whether to arrange execution of the work at a Government
Press or at a private press. In exceptional cases where execution of work
cannot brook any delay the Superintendent/Works Manager may get a work of
printing or binding executed at a private press within the financial powers
delegated to him.
7.2. Procedure for allotment of work to a
private press-In allotting work to private presses the Controller/
Superintendent/Works Manager will generally call for tenders from as many
private presses as are on the approved list, and entrust the work to the press
submitting the lowest tender below or at par with the scheduled rates approved
by the Controller, for work at private presses in the area concerned. If for
any reason it is not proposed to accept the lowest tender, the case shall be
referred to the Controller, Printing and Stationery, West Pakistan, Lahore, for
orders. Cases may sometimes arise when there is no time to adopt this
procedure. In such emergent cases the Controller/ Superintendent/Works Manager
may place the order direct with a selected press recording a note to this
effect but when paying the bill he must certify:(i) that there was no time to
call for tenders in the ordinary way, and
(ii) that the rates charged by the press are not above the scheduled
rates.
7.3. Extra payment to
private presses on account of emergent requisitions-If the press concerned
has been put to additional expenditure on account of overtime, etc., by reason
of the emergent conditions under which the work was executed, the Controller
may sanction such addition to the bill as will reimburse the press concerned
for such extra expenditure: provided that te
he certifies that the additional charges allowed in the bill on this
account are reasonable. His power of sanctioning expenditure on account of
emergent requisitions in excess of the actual cost of work is, however, limited
to Rs. 500/- on any one job.
7.4. Authority for
printing at a private press-Heads of Departments and other officers may
entrust small and urgent jobs for execution to a private press within the
limits shown in Appendix “J”.
Note:- (1) The Chief Engineer/Additional Chief Engineer, Public Works
Department, Irrigation Works in competent to place orders
with private presses for the printing of Shajras and sanction expenditure
therefore; provided that there is budget provision in the allotment for office
contingencies and the expenditure does not exceed Rs. 500/- for any one item of
work. All Shajras printing work involving expenditure beyond the
above-mentioned limit should be forward to the Controller for arranging
execution as private presses.
(2) Settlement
Officers are permitted to sanction the printing at private presses of
Vernacular and English abstracts of Assessment Reports. The
bills should be sent to the Controller for check and payment from the grant for
Printing at Private Presses subordinate to Head “56-Stationery and Printing”.
7.5. Rates
for private printing to be approved by Controller-Where any deviation from
these rules has been sanctioned the arrangements in regard to printing and the
rates to be paid must be approved by the Controller before the work is given
out to any private press.
7.6. Head of account
for payment of printing charges at private presses-Expenditure on printing
should be charged to the head “56-Stationery and Printing” minor head “Printing
at Private Presses” or Lithography”, as the case my be.
7.7. Additional charges to be avoided-Private
presses may be allowed additional charges for:--
(1)
Heavy subsequent additions and alterations in the
subject matters.
(2)
Third and subsequent proofs.
(3)
Matter kept standing in type or plates over a month in
order to avoid such charges the manuscript sent to a private press for printing
should be type-written, clear, legible
and complete and should be accompanied by detailed instructions for the
guidance of the printer. Proofs when sent out for approval must not be
unnecessarily delayed. Extra charges claimed by private presses under (1) above
should be supported by a certificate from the indenting officer concerned. The
Controller will draw the attention of the head of the Attached Department
concerned if he considers that extra cost has been un-necessarily occasioned
through imperfect instructions or for want of other details.
CHAPTER VIII
PRINTING AND BINDING FOR GOVERNMENT OF PAKISTAN
(CENTRAL) DEPARTMENT
8.1. Printing and
binding at Provincial Government Presses-No officer subordinate to the
Pakistan Government is authorized to have any printing or binding work, which
he requires on behalf of the Central Government, done at any of the Provincial
Government Presses without the specific sanction of the Controller, Printing
and Stationery, Government of Pakistan, Karachi. Expenditure incurred on the
execution of a work under a specific or general sanction of the Controller,
Printing and Stationery, Government of Pakistan, Karachi, will be shown in the
monthly statements rendered to him by the Superintendent/Works Manager for
payment by book adjustment.
No sanction is, however, required in the case of work to be
executed for and forms to be supplied to:-
(i)
officers of the Central Government who require forms or
work to be executed in connection with their functions as agents of the
Provincial Government, free of cost;
(ii)
officers of the Central Government who require forms or
work to be executed in connection with their function as administrator of
certain local, private, or semi-public funds, where the expenditure is not
Central, on payment;
(iii)
officers of the Posts and Telegraphs Department, in
whose case the expenditure is debitable direct to the Posts and Telegraphs
Department, on payment;
(iv)
military units, which will be required to meet the cost
of work executed in cash; and
(v)
the Superintendent of Census Operations in whose case
the expenditure is debitable to the Census Department, on payment.
Expenditure incurred on the execution
of the above works should not be shown in the monthly statements.
8.2. Sanction for Printing at Provincial
Government Presses-Sanction will ordinarily be given only in the case of a
central office permanently located outside the Headquarters of the Government
of Pakistan. In exceptional cases sanction will also be given for touring
commissions and committees. Officers in whose favour sanction has been given
for getting work done at a Provincial Government Press are shown in paragraph
8.5 instructions regarding publication of notifications of Central Officers in
the Provincial Government Gazette are contained in paragraph 4.16.
8.3. Indenting officers-The following
officers of the Government of Pakistan are authorized to indent for printing or
binding work on the Provincial Government Presses on payment subject to such
work having been specifically sanctioned in accordance with paragraph 8.1 for
local execution:-
(1)
Accountant-General, West Pakistan, Comptrollers,
Northern and Southern Areas and the Director, Audit and Accounts Works, West
Pakistan.
(2)
Deputy Controller of Currency, Lahore.
(3)
General Officer Commanding, Lahore District (cost
debitable direct to Army).
(4)
Meteorologist, Lahore.
(5)
Income-tax Commissioner, Lahore.
(6)
President’s House, Karachi.
(7)
Prime Minster’s House, Karachi.
(8)
P.A.F. College, Risalpur.
(9)
Radio Pakistan, Peshawar.
(10)
Deputy Director, Intelligence, Government of Pakistan,
Peshawar.
(11)
Passport Officer, Peshawar.
(12)
Passport Officer, Lahore.
(13)
Inspector-General, Frontier Corps., Peshawar.
(14)
Commandant, Frontier Constabulary, Peshawar.
(15)
Technical Training Centre, Peshawar. CHAPTER IX
INSTRUCTIONS FOR THE PRINTING AND SUPPLY OF PRICED PUBLICATIONS
9.1. General
procedure-The printing of priced publications is governed by the general
rules in Chapter IV subject to the proviso that requisitions shall be forwarded
in triplicate in form U.F. 15 to the Manager, West Pakistan Government Book
Depot, Lahore. Immediately on receipt of the manuscripts of any priced publication
the Manager, book Depot, Lahore, will determine the number of copies to be
printed with due regard to the number of copies required by the department
concerned for official use, free distribution and anticipated public demand. If
considered necessary the Manger. Book Depot will consult the department
concerned in regard to the number of copies required for sale. The Manager,
Book Depot, Lahore, will then place a print order with the headquarters Press.
The Headquarters press or any other Regional Press will in no case entertain
requisition for printing of priced publications direct from any department.
Before sending requisition for the printing of a priced publication the
department concerned will ascertain from the Manager, Book Depot, Lahore, the
number of copies of the old edition of the publication, if any, in stock and
ensure that a revised edition is not printed unless and until the old stock has
exhausted. Where necessary, the old edition may be brought up-to-date by the
issue of necessary amendments. If for any special reasons, it is necessary to
publish a revised edition of a priced publication, the department concerned
will send instructions to the Manager, Book Depot, Lahore, along with the
requisition in regard to the manner of disposal of the stock of the old edition
and amendments thereto with the prior approval of the competent authority in
order to avoid unnecessary accumulation of old and obsolete editions in the
Book Depot.
9.2. Fixation of sale
price-The sale price of all publications will be fixed by the Press on the
basis of the approved system of costing. No department or officer will have
power to question the sale price so fixed. The p rice of a publication may,
however, be fixed at a price lower than that calculated on the basis of the
system of costing in the Press with the prior sanction of Government for
special reasons which may be stated by the department concerned while
submitting a requisition for its printing. Sanction of the sale of a
publication below the price calculated by the Press will be allowed only where
it is considered desirable for propaganda or publicity purposes to issue a
publication at a price less than the cost price in the above-mentioned
circumstances, credit in respect of the loss on the actual number of copies
earmarked for sale will be allowed by the department concerned to the Press by
book transfer from its budget head under “Contingencies”.
9.3. Manner of sale-(1) All priced publications will be sold to the
public at the Government Book Depots attached to the various Provincial
Government Presses or through authorized agents appointed by the
Controller.Publications will be supplied to agents on cash payment only. They
must deposit the amount in whole in advance with the Manager, Government Book
Depot concerned if publications are desired to be supplied to them through
post.
(2)
Departments desiring to conduct the sale of any publication of their Department
in their own offices will have to submit a monthly account of such sales and
place the sale-proceeds to the credit of the Press concerned under the head
‘XLV-Stationery and Printing-- Sale of Gazettes and other Publications”. No
department is authorized to credit the sale-proceeds under any other head.
Sale-proceeds in the case of commercial departments shall, however, be credited
to their respective head of account.
9.4. Discount on sale
of West Pakistan Government publications-A discount up to the maximum of 25
per cent on the sale price of publications will be allowed to authorised agents
for the sale of West Pakistan Government publications. No discount will,
however, be allowed on the sale of Pakistan Law Reports (Lahore Series) and
weekly Gazettes.
9.5. Supply of West
Pakistan Government publications to Government of Pakistan, other
Provincial Governments
and Pakistan missions abroad-(1)
Priced official publications of the West Pakistan Government required by
departments and officers of the Government of Pakistan and other Provincial
Government and Administrations will be obtained from the Manager, Government
Book Depot, on payment.
(2)
Publications as are required for the proper discharge
of audit functions may, however, be supplied free of charge to the
Auditor-General in Pakistan, the Accountant-General, West Pakistan, the
Comptrollers, Northern and Southern Areas, and Director Audit and Accounts
Works, West Pakistan The Director-General of Health, Government of Pakistan,
may also be supplied free with publications of the Health Department.
(3)
Priced publications which are required by the Pakistan
missions abroad will be supplied free of charge.
9.6. Procedure for supply
of publications from the Government Book Depot to the
Government offices-(1)
All publications are supplied, in the course of general distribution, by the
West Pakistan Government Book Depot in accordance with the free distribution
lists maintained in the Depot. Additional copies will not be supplied free of
charge without the sanction of the Government or of the Head of Attached
Department under whose authority the publications were published.
(2)
Requisition by a subordinate officer for supply of
publications issued by his department should be made to the Head of his
Department, who will accord necessary sanction for their supply form the
Government Book Depot.
(3)
Heads of Attached Departments or subordinate officers
requiring free supply of publications pertaining to other departments should
apply to the Government or the Head of
Attached Department under whose authority the required
publications were published. Copies of the West Pakistan Government Weekly
Gazette, Civil List and the History of Services of Gazetted Officer will be
supplied to the various Departments in accordance with the sanction
communicated to the Manager, West Pakistan Government Book Depot, Lahore, by
their respective Administrative Department.
(4)
Publications may, however, be purchased on payment
direct form the West Pakistan Government Book Depot.
(5)
Publications will not be supplied on loan for official
use as the Book Depot is unable to dispose of publication thus rendered second
hand. Departments requiring certain publications for use of candidates
appearing in a departmental or other examination should arrange to keep a stock
of such publications.
9.7. Adjustment of
cost of official publication supplied to Government offices-(1) The cost of
publications supplied to the offices of Government of Pakistan and East
Pakistan Government will be adjusted
through the Exchange Accounts.
(2) The
sale-proceeds of Pakistan Law Reports (Lahore Series)-“Supplied to the
Pakistan missions abroad will be credited under the head
XIL-Stationery and Printing-Sale of Government Publications-Receipts in-”. Such
credits will, abroad in their account with a view to facilitating verification
by the Audit Officer concerned who will arrange to transfer necessary credits
to the Provincial accounts.
9.8. Adjustment of the cost
of un-official publications and newspapers supplied to the
Pakistan missions
abroad-The cost of un-official publications and newspapers purchased by the
Pakistan missions abroad through the agency of the West Pakistan Government
will be shared between the Central and the Provincial Governments of the office
of Pakistan High Commission in U.K. The expenditure incurred by the Provincial
Government on this account will be debited in the first instance to the Central
Government under the head “57-miscellaneous-Cost of Books and Periodicals”. At
the close of each calendar year the Accountant-General, Pakistan Revenues, will
determine the share payable by the West Pakistan Government and will make
necessary adjustment.
9.9. Rules regulating free
supply of priced publications of the West Pakistan
Government-Distribution
list showing details of free supply of priced publications will be prepared by
the Heads of Attached Departments concerned, subject to the conditions
hereinafter prescribed. Distribution according to these lists will be carried
out by the Manager, Book Depot as follows:-
(1)
Ordinarily, free supply of priced publications shall be
limited to Government offices and institutions in West Pakistan.
(2)
All libraries in West Pakistan which are open to the
public without payment of any subscription may be placed on the free list on
application in this behalf
(3)
Libraries and institutions in Pakistan outside the area
of the province of West Pakistan shall not be placed on the free lists without
the prior sanction of Government.
(4)
Libraries and institutions outside Pakistan may
similarly be placed on the free list on application in this behalf, with the
prior sanction of Government.
(5)
Chambers of Commerce in the country in and outside West
Pakistan may be placed on the free list for publications which are of
particular interest to them on application with the prior sanction of
Government.
(6)
Priced publications shall not be supplied free of
charge of Pakistan States or the public presses without the previous sanction
of the Home Department.
(7)
Heads of Attached Departments may sanction free supply
of priced publications pertaining to technical, literary, scientific and
professional subjects to institutions or individuals on the basis of exchange:
Provided that
the Departmental Codes, Volumes and Manuals of Rules and Regulations and books
of reference shall not be supplied free of charge on an exchange basis without
the previous sanction of the Administrative Department concerned.
(8)
The West Pakistan Government Weekly Gazette shall not
be supplied free of charge to any individual other than the members of the West
Pakistan Provincial Assembly, Government offices or institutions, except under
the orders of Government, provided that all Departments shall be empowered to
authorize additions and alterations to the free distribution list of the
Gazette in respect of offices subordinate to them. One copy of the West
Pakistan Government Weekly Gazette with the exception of Parts III-A and III-B
may be supplied, free of charge, to each of the members of the Provincial
Assembly. The Speaker of the Assembly will intimate the names of the Members,
when elected, to the Manager, Government Book Depot, Lahore, direct.
(9)
Cases not covered by these orders should be referred to
Government.
9.10. Supply of
copies of priced publications of the Government of Pakistan to Provincial
Government-The Government of Pakistan have prescribed the following
procedure in the case of all their priced publications:-
(1)
Except in the case of reports, etc., circulated to the
Provincial Governments for opinion by Administrative Ministries/Departments of
the Government of Pakistan, publications of the Government of Pakistan will be
issued to the Provincial Government on payment only.
(2)
One complimentary copy of the publication will be
issued by the publishing department to the appropriate department of the
Central or Provincial Government. This would show that a particular publication
was available with the Central or Provincial Government. Any additional copies
required by any Government will thereafter be obtained on payment.
(3)
Subject to the exception referred to above, no
department of the Government of Pakistan is authorized to send publications to
the Provincial Government except on requisition through the Manager of
Publications, Government of Pakistan, Karachi.
(4)
A debit will be raised against the Provincial
Government at the time of issue and will be finally adjusted by book debit at
the end of the financial year. The book debit vouchers forwarded by the Central
Publication Branch should be accepted and returned immediately after receipt of
the documents.
(5)
Publications required by the Provincial Government as
agent for the administrative of Central subjects will be indented for through
the Ministry concerned of the Government of Pakistan which will forward the
requisition to the Manager of Publications, Government of Pakistan, Karachi,
for compliance.
(6)
Subject to the exception referred to in the proceeding
clause, all requisitions for Government of Pakistan publications shall be made
to the Manager of publications, Government of Pakistan, Karachi subject to such
restrictions as may be imposed by the Provincial Government.
9.11. Requisitions for Government of Pakistan
publication-The requisitions referred to in clause (6) above should be
addressed to the Manager of Publications, Government of Pakistan, Karachi, but
in order to enable the Head of Attached Department to determine whether any
restriction in the number of recurring publications is necessary, new
requisitions for the supply of such publications which it is considered
desirable to continue are required to be forwarded by officers through the Head
of Department with a view to communicating instructions restricting issues to
the Manager of Publications, Government of Pakistan, Karachi.
9.12. Supply of Military publications to Civil
Departments-Military publications including the Army List required for
Civil Offices will only be supplied on cash payment. No book debit will be
allowed. These will be obtainable from the Manager of Publications, Government
of Pakistan, Karachi Military publications cover publications of the Army, Air
Forces, Pakistan Navy, the M.E.S. and Military Accounts Department. Payment for
copies of Military publications should be made from the contingent grant of the
office concerned.
9.13. Supply of Codes, Manuals, Audit
Instructions, etc., to Provincial GovernmentsCodes, Manuals, Audit
Instructions, etc., issued by the Auditor-General and his subordinate Audit
Officers, and corrections thereto, required by officers of the West Pakistan
Government can be obtained direct from the Manager of Publications, Government
of Pakistan, Karachi, on payment.
9.14. Recurring publications supplied on
subscriptions-(1) Subscriptions shall be accepted for certain recurring
publications (which term includes correction and amendment slips) irrespective
of the periodical nature of their issue. A rate of annual subscription shall be
fixed by the Manager, Book Depot concerned for each such publication.
(2)
Termination of
subscription-Subscription for periodical publications will be accepted for
each calendar year and in respect of correction and amendment slips for each
financial year. Such of the persons as become subscribers during the currency
of a year will be supplied with copies of the previous issues of the
publications concerned from the commencement of the calendar or financial year
as the case may be subject to the availability of stock: Provided that in the
case of Weekly Gazette, subscribers will have the option of subscribing for
either the whole of the year or half year or quarter of a year.
(3)
Payment of
subscription-Subscription shall be payable in advance before supply can be
effected and unless subscriptions are renewed in time, supply will be
discontinued.
(4)
At the close of each year separate sets of all such
publications issued during the year
(with the exception of periodical publications) shall be
prepared and stocked at the Government Book Depot for sale at prescribed rates.
Surplus copies not included in complete sets will be destroyed.
9.15. (1) Gazette-The Gazette of West Pakistan
is issued weekly in the following parts:Part-I— Contains West Pakistan Government
Notifications and orders.
Part-I-A— Contains West Pakistan Government
Notifications and orders-Health, Welfare and Local Government Department.
Part-I-B—
Notifications by Commissions-Health, Welfare and Local Government Department.
Part-II— Republications
from the Gazette of Pakistan.
Part-III— Notifications and Notices by
the High Court Heads of Departments and other miscellaneous notices and private
advertisements.
Part-III-A—
University Notifications.
Part-III-B— Court
Notices.
Part-III-C— Board
of Secondary Education Notifications.
Part-IV (1) Acts of the National Assembly
assented to by the President and Acts of the National Assembly.
(2) Bills introduced in the National Assembly and Bills published
before introduction.
Part-V— Notifications by Provincial Assembly of
West Pakistan.
SUPPLEMENTS
Part-I— Statistical
Part-II— General
An
extraordinary issue may be published for an urgent matter under the written
orders of
Secretary or Additional Secretary to Government, Heads of
Attached Departments and Commissioners of Division:-
(2)
Gazette for the running year shall be stocked in
complete copies and also in parts in limited numbers which will be sold in
complete copies or in parts when available according to the demand at the
approved rates.
(3)
Parts of the back numbers will not be sold separately.
As many complete copies of the Gazette as are available for the three years
preceding the running year shall be kept in stock and sold in complete copies
only at the rate of Re. 1 each.
As many
copies as are available of the Gazette shall be retained in stock in complete
sets and sold at the following rates:-
For the 4th year previous to running year, Rs. 1-8-0 per copy.
For the 5th year previous to running year, Rs. 2 per copy.
For the 6th year previous to
running year, Rs. 2-8-0 per copy and so on, increasing by annas 8 for each past
year.
Note:-- (i)The term “Complete Copy”
used in these rules means a weekly issue of the Gazette containing all parts
including Extraordinary Gazettes, if any, issued in the week.
(ii) The rates prescribed above for subscribers are inclusive of
postage.
9.16. Loss or damage in transit-Every
care is taken in checking and packing the publications before dispatch. Book
Depot will not accept any responsibility for any loss or damage in transit.
Subscribers reporting non-receipt
of recurring public-cations shall, however, be entitled to a free supply
(except in the case of Pakistan Law Reports) if the complaint is received not
later than a week after the day on which the supply was due and the publication
in question is available in stock.
CHAPTER X
INSTRUCTIONS FOR THE PRINTING AND SUPPLY OF
TEXT BOKS, LOCAL
BODY AND MARKET COMMITTEE FORMS AND
REGISTERS
10.1. General procedure-Forms and
registers required for use by Local Bodies and Market
Committees in the Lahore, Multan, Rawalpindi and Bahawalpur
Divisions are stocked at the Sales Depot at Lahore and supplied on payment.
Text Books of the Education Department, Lahore, are stocked for sale to the
public and to the Agents appointed by the Education Department. The Sale Depot
will consolidate the demands of the Local Bodies and Market Committees and will
fix the number of copies required to be printed with due regard to the average
annual consumption and the anticipated supplementary demands. All annual
indents for such forms and registers should, therefore, be forwarded by the end
of September each year to enable consolidation and printing. Delay in the
submission of a single indent may result in delay in supply to all the Local
Bodies and Market Committees. Text Books will be printed and stocked according
to the demands communicated by the Education Department with due regard to the
number of copies available in stock. The consolidated demand should be
intimated by the end of November each year. Delay in submission of the demand
will result in delay in printing and supply.
10.2. Fixation of
sale price-Sale Price will be fixed in accordance with the procedure
indicated in paragraph 9.2. In the case of text books sale price will be fixed
in consultation with the Education Department.
10.3. Supply of forms
and registers to Local Bodies and Market Committees-Forms and registers
prescribed for use by Local Bodies and Market Committees mentioned in paragraph
10.1 on payment in advance by
cash/R.T.R./Bank Draft.
10.4. Dispatch of
forms and registers-Forms and registers will ordinarily be dispatched by
goods train (except in very urgent cases), freight to pay, direct to the
indenting officer. The postal address and nearest railway station or out Agency
should, therefore, invariably be indicated in each indent. Packing and
forwarding charges will be charged. The Printing and Stationery Department will
not be liable for the payment of demurrage charges or any other charges arising
out of incomplete or defective indents.
10.5. Opening of
packages, checking of contents and return of invoices-The packages on
receipt should be opened in the presence of a responsible official and checked
against the in voices and bills forwarded with the railway receipt. If the
contents are correct the invoices should be signed and returned to the Manager,
Sale Depot within ten days of receipt. If contents of the packages do not
correspond with the invoices, the invoices should be returned immediately with
relevant replies to the questions printed thereon. If the invoice is not
returned within 10 days of the receipt of the contents the Manager, Sale Depot,
will not entertain any complaints.
10.6. Discount on
sale of text books-A discount of 15 per cent on the sale price will be
allowed to the Agents appointed by the Education Department. No discount will
be allowed on retail sale to the public.
10.7. Supply of text books-Text books will be
supplied to the Agents in accordance with the fixed quota and programme which
will be chalked out and communicated to them every year. Retail sale will be
open to the public on all working days.
PART-II
CHAPTER-XI
RULES FOR THE PURCHASE AND SUPPLY OF
ARTICLES OF STATIONERY
11.1. Purchase and
supply-Except where specifically provided to the contrary, stationery will
not be purchased by any officer for official use except through the Controller
or on his advice. He is responsible for ensuring that the stores purchased are
of good quality and are properly stocked. He is also responsible for ensuring
that indents submitted in accordance with these rules are promptly attended to.
11.2. Procurement-The
Stationery Office, will arrange procurement of paper, binding materials and
articles of stationery required for use in the Regional Government Processes
and all offices subordinate to the West Pakistan Government and of such local
bodies and semi-Government institutions as are permitted by Government to
obtain their requirements from it. Superintendents/Works Managers will intimate
the estimated requirements of paper, binding materials and stationery required
for use in their presses as well as for supply to the indenting officers in
their regions for the ensuring year to the Controller so as to reach him not
later than 10th November
each year. The estimates of requirements so submitted by the Superintendents/
Works Managers will be drawn up on the basis of average consumption of the
previous three years and the budget grants which are expected to be sanctioned
by Government under the head “Bpurchase of Stationery Stores” for the Regional
Press and the indenting officers in the region concerned. The Controller will
scrutinize and consolidate the requirements of all the regions and ask the
Director of Industries, West Pakistan to arrange their procurement in
accordance with the Stores Purchase Rules as amended from time to time.
11.3. Stock and
supply-The Superintendent/Works Manager/ Manager, Provincial Stationery
Office will be responsible for stock and supplying paper and stationery
articles for supply to the indenting officers and such local bodies and
semi-Government institutions as may be permitted by Government obtain their
requirements from the Stationery Office in the areas show below:-
(1)
Manager, Provincial Stationery Officer, Lahore:(i) Lahore Division.
(ii)
Multan Division.
(iii)
Rawalpindi Division.
(2)
Superintendent, Government Press, Karachi:-
(i) Federal Capital and Hyderabad
Division.
(3)
Works Manager, Government Press, Karachi:(i) Khairpur Division.
(ii)
Quetta Division.
(iii)
Kalat Division.
(4)
Works Manager, Government Press, Bahawalpur-Bahawalpur
Division.
(5)
Works Manager, Government Press, Peshawar:(i) Peshawar Division.
(ii)
Dera Ismail Khan Division.
(iii)
Frontier Regions.
11.4. Estimates of
annual stationery requirements-(1) Each Head of Attached Department will
submit to the controller not later than the 10th November in each year an estimate, in form B.M.
1 prescribed in the Budget Manual of the value of stationery required from the
Stationery Office/Depot during the ensuring financial year for his own office
and for offices subordinate to him, together with a revised estimate for the
current year. One the basis of these estimates, the Controller will determine
the budget estimate necessary for the purchase of stationery stores.
(2) As soon as
the grant for purchase of stationery stores has been sanctioned, annual
monetary allotments for the supply of stationery to officers shown in Appendix
“F” will be communicated to the departments concerned by the Controller.
11.5. Monetary allotments-The monetary
allotments referred to in sub-paragraph
(2) of paragraph 11.4 will be fixed annually by Government on receipt of
estimates of annual stationery requirements
of each Head of Department (see paragraph 11.4). In order to exercise
proper control over the progress of expenditure on stationery, each Head of
Department will submit to the controller by the 15th February each year a statement showing
the amount spent and to be spent by his office and by officers subordinate to
him out of the allotment placed at his disposal.
11.6. Subordinate office estimates-Heads of
attached Departments will fix dates and prescribe the procedure for
ascertaining the requirements and estimates of subordinate offices under their
control for the preparation of Departmental estimates referred to in paragraph
11.4.
11.7. Price lists-As soon as the rates in the
stationery contracts for the year have been fixed, the
Controller/Superintendent/Works Manager concerned will prepare a separate price
list for the year for all the articles stocked in the Stationery Office/Depot,
except the special requirements. A copy of the price list so prepared along
with the annual indent forms will be supplied by the Superintendent/Works
Manager/Manager, Provincial Stationery Office to all the indenting officers in
the area in his region, including paying offices, by the end of July each year
or as soon thereafter as possible.
Prices will be fixed in the following manner:-
(a)
Indigenous
articles-The price will be fixed on the basis of actual expenses at the
rate provided for the contract for the year plus 5 per cent on account of
overhead charges.
(b)
Imported
articles-The price will be fixed on the basis of the invoices received from
the Ambassador/High Commissioner for Pakistan in the country where form the
articles are imported together with home charges, Insurance, Freight, Landing
charges, etc., and 5 per cent to cover overhead charges.
Notes:- (1) In calculating the price, 6 pies or above shall be
treated as anna and less than 6 pies will be ignored.
(2) Every
time the stocks are replenished, the expenses together with the incidental
charges livable on the fresh stock will be added to the listed price of the
quantity in stock in order to calculate the average price which will be brought
in force after the fresh stocks are taken on ledger. The price of such articles
as given in the price list for the year will be revised accordingly from time
to time under intimation to all concerned. Such amendments to the price list
will be supplied to the indenting officers periodically, after every three
months.
(3) Prices
as revised from time to time will be charged on the supplies made to the
indenting officers. Where the price so charged varies from that given in the
price list, an intimation of the increase or decrease in the price will be
intimated to the indenting officer concerned along with the invoice.
(4) The
Superintendent/Works Manager/Manager, Provincial Stationery Office will
indicate in the price list articles which are most economical for ordinary use
and will indicate briefly purposes for which certain special articles included
in the price list are used.
(5) The
price of the stationery articles supplied by the Provincial Stationery Office,
Lahore or by one Stationery Depot to another will be calculated on the invoiced
price furnished by Provincial Stationery Office/Stationery Depot plus Railway
freight, cartage, etc., and 21/2%
overhead charges.
11.8. Method of obtaining stationery-Offices
shown in Appendix “F” will place an indent for their requirements of paper and
stationery articles directly or through their controlling officer, as indicated
in the said Appendix, on the Superintendent/Works Manager/Manager, Provincial
Stationery Office in whose area of jurisdiction their office is situated
according to the programme shown in the said Appendix. The indent will be
checked in the Stationery Office/Depot concerned and supplies will be made
within the monetary allotment sanctioned/fixed by Government of Head of
Department in favour of the indenting officer.While forwarding indents to the
Stationery Office Depot, the controlling officer will check and scrutinize the
indents with a view to seeing that the demands do not exceed the actual
requirements.
11.9. Indents in excess of allotments-Indents
from officers who have exhausted their monetary allotment will be returned to
the indenting officer endorsed “Allotment exhausted”. No issue will be made in
excess of the monetary allotment unless an increased allotment has been
sanctioned by Government. If any indent exceeds the sanctioned allotment the
Superintendent/Works Manager/Manager, Provincial Stationery Office will, at his
discretion, reduce the articles indented for up to the limit of the allotment.
11.10 Issues on cash payment-Certain officers
and institutions mentioned in Appendix “E” are authorized to obtain their
requirements of stationery articles from the Printing and Stationery Department
on cash payment. A surcharge at the rate of 10 per cent will be charged from
them over and above the prices given in the current price list. On receipt of
indent, Controller/Superintendent/Works Manager will intimate to the officer
concerned the net price payable by him for the articles available in the
Stationery Office/Depot. The amount will be remitted by the officer concerned
to the Controller/ Superintendent/Works Manager by RTR in the case of
Government officers and by M.O. in the case of others. Goods will not be issued
until payment has been received.
11.11 Forms of indent-Indents must be
submitted on the prescribed forms obtainable from the Superintendent/Works
Manager/Manager, Provincial Stationery Office concerned, on application, viz.:-
(i)
Form P.S.O. No. 1.. Annual
indent.
(ii)
Form P.S.O. No. 2.. Supplementary
indent.
(iii)
Form P.S.O. No. 3.. Annual
indent for drawing paper and materials.
(iv)
Form P.S.O. No. 4.. Indent
for rubber and metal stamps.
(v)
Form P.S.O. No. 5.. Indent
for Ferro and other sensitized papers and cloth.
(vi)
Form P.S.O. No. 13.. Indent
for paper and binding materials for printing presses.
11.12 Preparation of indents-In preparing
their indent, officers should have regard to past consumption, probable
requirements, the possibility of effecting economies and the amount of their
allotment. Un-priced indents will not be entertained. Indents must invariably
be based on the articles and prices shown in the current year’s price list.
Owing to the fluctuation in prices, it is essential that this rule should be
very strictly observed.
11.13 Limitation of indents-Indents should be
submitted on due dates as given in Appendix “F” and must ordinarily cover the
requirements of each indenting officer for a year. No officer is permitted to
submit more than one supplementary indent. The Superintendent/Works Manager/Manager,
Provincial Stationery Office is authorized to deal with further supplementary
indents at his discretion. In all such cases indenting officers shall furnish
reasons justifying the extra supplementary indents.
11.14 Defective and incomplete indents-Indents
which are not submitted on the proper form or are not filled in clearly and are
incomplete in details will be returned without compliance by the
Superintendent/Works Manager/Manager, Provincial Stationery Office for
submission on proper form completed in all respects in accordance with the
current price list. In emergent cases, indents received by telegram may be
complied with at the discretion of the Superintendent/ Works Manager/Manager,
Provincial Stationery Office concerned but such telegraphic indents must be
followed immediately by an indent in the proper form.
Material
defects, such as indicated below, should be avoided in the preparation of an
indent:(i) Strength of the office
staff should invariably be filled in the form.
(ii)
The quantity of articles in hand and the value of
articles according to the current price list should always be indicated.
(iii)
Where counter-signature of the controlling officer is
necessary in accordance with Appendix “F” an indent should not be submitted to
the Stationery Office/Depot direct for compliance.
11.15 Economy in indents-Indent Form P.S.O.
No. 1 (obtainable from the Stationery
Office/Depot) contains a list of articles ordinarily
required for office use, and indenting officers should Endeavour to restrict
their indents to such articles. Every effort should also be made to restrict
indents For expensive imported articles to the minimum and, wherever possible,
articles of local manufacture should be substituted, for economy, instructions
in Chapter 13 should invariably be followed.
11.16
Standard
scale-For the convenience of the indenting officers, in preparing their
indents a standard scale of supply of important articles is given in Appendix
“G”. The greatest care should be exercised in preparing indents for articles of
a permanent nature.
11.17
Doubtful
items-Whenever an indenting officer is uncertain of the description of any
article that he requires, he should attach to his indent a sample of the
article. If he is uncertain whether some cheaper substitute is available, he
should not his requirements in the indent form and add that, if available, a
suitable substitute may be supplied.
11.18
Expensive
articles-Indenting officers are warned against the practice of indenting
for unnecessarily expensive articles for use in their respective offices,
e.g.:-
(1)
Green tape must not be ordered for the purpose of
typing up parcels.
(2)
Expensive drawing paper must be indented only in
special circumstances; cartridge paper should be used ordinarily.
(3)
Handmade paper should be indented for only in very
exceptional circumstances.
(4)
Expensive paper should be indented for only for special
use. The stationery price list describes the qualities of paper that should
used ordinarily.
(5)
Special paper clips, costly glass or bronze paper
weights, clasp knives and other similar articles should not be indented for
except in very special circumstances.
*Note:-- The authority competent to
decide the existence or otherwise of ‘very special circumstances’ shall be the
controlling officer of the indenting officer as indicated in Appedix “F”.
11.19 Method of supply-Supplies will
ordinarily be issued in the order in which indents are received, exception
being made in the case of telegraphic indents and indents of special urgency.
Intimation regarding supply will be communicated to the indenting officer on an
invoice in duplicate showing particulars of the goods supplied, the method of
dispatched the number of packages, the marks on each package and the
destination of the consignment. The consignments will be dispatched to the
indentors of freight to pay terms.
11.20 Value of articles supplied-As soon as
possible after the issue of articles, the Superintendent/works Manager/Manager,
Provincial Stationery Office concerned his controlling officer, as the case may
be, a debit Memo. together with priced invoice showing the actual value of
indent as debited against the indenting officer in the books maintained at the
Stationery Office/Depot.
11.21 Supplies to local offices-In the case
of local offices the indenting officer will be informed when the articles are
ready for issue, and he will depute a responsible official from his staff with
a letter of authority to take delivery. No complaints of short receipt will be
entertained when delivery has been taken direct in this manner from the
Stationery Office/Depot.
11.22.
Substitution
of articles-The Stationery Office/Depot reserves the right to substitute
articles, when the article indent for is out of stock or when some cheaper
article is found to be sufficiently good for the purpose. Substitution made
under this rule sometimes result in slightly higher cost. Indenting officers
are, therefore, expected to keep a certain margin out of their allotment to
meet such excesses.
11.23.
Defective
articles-Complaints regarding the quality of articles supplied should in
all cases be made direct to the Controller/Superintendent/Works Manager stating
the invoice number and the date under which the supply was made. The complaint
should specify in what respects an article is defective and why it is
unsuitable for the purpose. Remarks such as ‘defective’, ‘unsuitable’, etc.,
are not helpful. Samples of the defective articles or specimens of work done
with them to illustrate the nature of the defect should accompany the
complaint. All complaints relating to a particular store or supply should
accompany the label on the ream, reel, tin or packages, etc., as the case may
be, to identify the consignment. All such complaints must be attested by a
responsible officer. Complaints made after three months (two months in the case
of sensitized paper and cloth) receipt of the supply at an officer’s stores
will not be entertained. If the complaint is accepted by the
Controller/Superintendent/Works Manager he will call for the return of the
defective articles, and credit the officer concerned with the value, or supply
new articles as required. No credit will be afforded for articles which have
deteriorated by being kept in stock by the officer for a long time. In the case
of articles alleged to have been damaged in transit, the complaint must be sent
to the Controller/Superintendent/Works Manager within seven days of the receipt
of the consignment. The Controller takes every precaution that goods supplied
are of good quality; complaints should accordingly be sent to him only in cases
where the quality is really defective.
11.24.
Acknowledgement
of consignments-Receipt for any consignment received must be given at the
proper place on the back of the invoice, which should be returned to the
Superintendent/Works Manager/Manager, Provincial Stationery Office within seven
days of receipt. No further indents will be complied with until the receipt of
previous indent has been received in the Stationery Officer/Depot.
11.25.
Delivery-Before
delivery is taken of any package from a railway or other transport company, the
weight of the package or packages must be verified against the weight given in
the receipt. In the case of any discrepancy, open delivery should be taken, the
contents checked against the invoice and a claim made for any shortage against
the railway or transport company, Where this procedure has not been followed
the Controller/Superintendent/Works Manager will not admit claims for short
issues.
11.26.
Direct
supplies-(1) Paper-When paper is supplied direct by Mills, a priced invoice
(in triplicate) will be sent by the Stationery Office/Depot, to the officer
concerned one copy being retained by the indenting officer and two (accompanied
by samples drawn out from the supplies as per instructions on the above form)
returned to the Stationery Office.
(2) Other Stores-When these are supplied
direct by the contractors an invoice (in triplicate) will be sent by the
contractors to the officer concerned. One copy should be retained by him and
two returned to suppliers in acknowledgement of the goods received for
submission with their bills to the Stationery/Office/Depot.
11.27.
Opening of
packages-On receipt, packages must be opened in the presence of a
responsible officer. If this condition is not complied with no complaints
regarding damage in transit or short issues will be attended to by the Stationery
Office/Depot. The packing materials and empty ink bottles, etc., should be
disposed of periodically and the sale-proceeds credited to the Head
“XLVI-Miscellaneous-Sale of Old Stores and Materials”.
11.28.
Short
receipts-Any deficiencies or excesses in a consignment should be reported
immediately to the Stationery Office/Depot on the back of the invoice relating
to the consignment in which such excess or deficit has been found. In addition,
the questionnaire printed on the back of the invoice must be fully and completely
answered. Transmission of the receipt must not, however, be delayed on account
of any correspondence which may ensue regarding the reconciliation of such
discrepancies.
11.29.
Damage in
transit-Complaints regarding goods damaged in transit must be accompanied
by the indenting officer’s opinion and grounds therefore, whether the damage
was due to bad packing or mishandling during transit. The damaged articles
should not be returned to the Stationery Office/Depot unless asked by the
Superintendent / Works Manager / Manager, Provincial Stationery Office.
11.30.
Adjustment
of deficiencies-Where the rules regarding receipts have been properly
complied with, the value of short receipts will be credited to the indenting
officer, or alternatively the deficient quantity will be replaced, except in
the case of very trifling deficiencies. In such cases, the amount will be
written off the accounts under the orders of the Controller. In the case of
larger deficiencies the amount will remain at the debit of the Controller/Superintendent/
Works Manager, until recovered by him from the official responsible for the
deficiency.
11.31.
Adjustment
when rules are not observed-Where the rules regarding receipt have not been
properly observed, no credit will be allowed to the indenting officer.
11.32.
Control over
consumption-Stationery articles in all offices must be placed in the charge
of a responsible official and should be kept under lock and key. These should
only be issued by the official-in-charge to different branches of the office on
regular requisition, the necessity for which should be verified. Stationery
should only be issued for the office and on no account for other than public
purpose. The official-in-charge of stationery will be
primarily responsible for the consumption of stationery in the office.
He will also be required to furnish cash security in accordance with the
instructions contained in the financial regulations.
11.33.
Accounts of
receipts and issues-Issues of stationery within an office should be
recorded in an accounts register and receipts should be kept by the
officials-in-charge in the form shown in Appendix ‘H’-U.F. 33. All issues must
be acknowledged in this register under the signature of the officer requiring
the articles. The account should be balanced monthly and the balance checked
half-yearly by the Section Officer, Registrar or Administrative Officer or
Superintendent of the office, as the case may be. A physical verification of
stationery articles should be made at least once a year by a responsible
official other than the custodian of the stationery articles. The deficiencies
discovered as a result of physical verification should be written off under the
orders of competent authority under intimation to Controller/Superintendent/
Works Manager together with a certificate that the balances of articles where
not held in excess of the requirements for a reasonable period.
11.34.
Local
purchase of stationery-Articles of stationery borne on the price list of
the Stationery Office/Depot shall not be purchased from the local market by an
office without first obtaining a non-compliance certificate from the
Controller/Superintendent/Works Manager, as the case may be, in respect of the
articles intended to the purchased locally. Local purchase of stationery shall
be limited to the extent allowed under the financial powers delegated to the
officer concerned. Expenditure on such local purchases will be met from the
allotment of the office under contingencies. The aggregate expenditure on
stationery Office/Depot should not be allowed to exceed the budget allotment
under head “B-Purchase of Stationery Stores” in any case. An amount equal to
the expenditure incurred on local purchase of stationery and paper should be
surrendered by the office concerned through the Statement of Excesses and Surrenders.
The value of the stationery purchased locally in the above manner should also
be intimated to the Controller/Superintendent/Works Manager/Manager, Provincial
Stationery Office immediately, who will make note thereof in the relevant
register against the sanctioned allotment of the office concerned in order to
ensure that the value of the Stationery articles obtained form the Stationery
Office/Depot against the monetary allotment under the head “B-Purchase of
Stationery Stores” does not exceed the allotment after adjustment of the value
of articles purchased locally.
Note:-The power to sanction local
purchase of stationery, as at present delegated is various officers, in shown
in Appendix “J”.
11.35.
Supply of
stationery to Paying and Commercial Departments-The amount included in the
budget under “B-Purchase of Stationery Stores” for supply of paper and
stationery to the
Paying and Commercial Departments is also shown by a debut
entry in the minor head “DeductValue of Stationery supplied to Other governments
and Paying Departments”. The value of paper and stationery articles supplied to
such departments will be intimated to the department concerned by the
Stationery Office/Depot for acceptance of corresponding debit under the budget
head of the department concerned, on receipt of the accepted debit memo. In
respect of such supplies, the Stationery Office/Depot will request the Audit
Officer concerned to allow corresponding credit by minus entry under the minor
head “Deduct-Value of Stationery, etc.”
11.36.
Adjustment
of value of supplies of stationery made on cash payment to local bodies and
semi-government institutions-The Controller/Superintendent/Works Manager
concerned will estimate the requirements of local bodies and semi-Government
institutions situated in his area of jurisdiction which are permitted to obtain
supplies of stationery articles from the Stationery Office/Depot and make
sufficient provision on that account in his budget estimate under minor head
“B-Purchase of Stationery Stores”, corresponding provision being made by him in
the budget estimates under “Deduct-Value of Stationery supplied to Other
Government and Paying Departments”. He will watch the
progress of expenditure on supply of stationery, etc., to such local bodies,
etc., and make arrangements to reduce or increase his demand on this account in
the Statement of Excesses and Surrenders. The entire amount received from local
bodies, etc., on account of supply of stationery including 10 per cent
additional charges will be credited by him under the receipt head
“XLV—Stationery and Printing—Stationery Receipts”. At the close of each
financial year he will communicate to the Audit Officer concerned the total
amount of the recoveries made during the year an account of stationery supplied
to local bodies, etc., ‘excluding 10 per cent additional charges. The Audit
Officer concerned will make an annual adjustment by deduction of receipt under
the above noted head by minus credit to the deduct provision made for this
purpose under Printing and Stationery by the Controller/Superintendent/Works
Manager concerned under the minor head “Deduct—Value of Stationery supplied to
Other Governments and Paying Department’s under the major head “56— Stationery
and Printing.”
11.37 Inspection of
stationery—The Controller/Superintendent/Works Manager is authorized either
personally or through any subordinate officer/official deputed by him to
examine the accounts of stationery maintained in any office and to issue
instructions for the proper control on consumption of stationery.
The inspecting officer/official should see that the accounts
with regard to the receipts and issues of stationery articles are maintained
strictly in accordance with the instructions laid down in paragraph 11.33. He
should be afforded every facility at the time of his inspection.
11.38. Annual
stock-taking of Stationery Office/Depots—The Stationery Office/Depots will
remain closed from 28th
June to 28th
July or for such period as considered necessary for the purposes of annual
stock-taking. Ordinary indents received after the end of May will not be
completed with until the Stationery Office/Depot re-opens. Urgent and
exceptional indents will, however, be complied with as far as practicable,
provided they are not received later than 10th June.
RUBBER STAMPS, BRASS SEALS, NUMBERING AND
DATING MACHINES AND THEIR ACCESSORIES
11.39 Method of supply—These articles are
obtained through indent to be placed on the Stationery Office/Depot and are
supplied in the same manner as stationery articles. It will be convenient if
such indents are sent at the same time as the general stationery indent to
avoid extra expense in pacing at the time to dispatch. The cost of such
articles is debited against monetary allotments.
11.40 Method of indenting—Indents must be
submitted on indent form P.S.O. No. 4 as prescribed in paragraph 11.11 to the
Stationery Office/Depot concerned from where the forms may be obtained. They
must be accompanied by drawings or impressions of the exact size, wording and
design of the stamp, etc., required, in duplicate on separate paper,
supplemented by any other necessary instructions. Directions to be marked on
the pacing cases for dispatched must be clearly stated on the indent. Demands
for pads and inks for rubbr stamps must be included in the ordinary stationery
indent (form P.S.O. No. 1).
11.41.
Submission
of indents—Indents must be submitted through the same channel as prescribed
for indents for stationery articles. Indents from officers entitled to obtain
stationery on payment either in cash or on book debit will be complied with on
the same basis.
11.42.
Acknowledgment
of Receipt—Stamps will be supplied to the indenting officers along with an
invoice in duplicate one copy of which should be returned duly receipted to the
Superintendent/Works Manager, Provincial Stationery Office/Manager concerned
within a week of the receipt of the articles. Complaints, if any, should be
entered on the invoice in the place provided for the purpose.
11.43.
Sanction for
special articles—No requisition for rubber stamps or brass seals of a kind not
provided for in the prescribed indent form will be complied with without the
special sanction of officer authorized to sanction the purchase of typewriters.
11.44 Numbering and Dating Machines—Automatic
numbering machines and rubber stamps mounted on automatic dating machines or
fitted with self-inking device are expensive articles and their use in offices
is prohibited. Where a numbering machine is required a type similar to pearl
Numerator should be sufficient. Dating stamps approved for use in Government offices
are those with movable dates, which require the rubber figures indicating dates
to be shifted by hand. Each such stamp will be supplied with a tin box
containing the necessary rubber blocs to indicate date, month and year.
PRINTING PAPER AND BINDING MATERIALS
11.45 Estimates of requirements—An estimate
based on the probable requirements of printing paper and binding materials for
printing work of different Government Departments both English and Vernacular
will be prepared by the Superintendent/Works Manager and forwarded to the
Controller not later than 10th November each year.
11.46. Submission of
indents—The superintendent/Works Manager of the Regional Press will obtain
supposed of printing paper and binding materials from the Stationery Office
quarterly on an indent in the form prescribed in the case of other indenting
officers in the same manner within the budget allotment for his Regional Press.
CHAPTER XII
TYPEWRITERS, DUPLICATORS, COPYING MACHINES,
CALCULATING ACCOUNTING AND ADDING MACHINES AND ACCESSORIES
TYPEWRITERS
12.1 Approved
patterns of typewrites—The typewriters for which annual rate contracts are
concluded by the Government shall be considered as approved patterns for use in
the offices under the administrative control of the West Pakistan Government.
Prior sanction of Government is necessary for the purchase of any other make of
typewriter.
If in any case a machine other than the approved one is
required for any reasons the prior sanction of Government must be obtained to
its purchase.
12.2 Sanctioned scale
of typewriters for certain offices—Government have prescribed the number of
typewriters which may ordinarily be allowed for office use and for camp use in
the case of offices of Commissioner’s Deputy Commissioner’s District and
Sessions Judges and other touring officers. The scales so fixed are show in
Appendix I.
12.3 Sanctioning
authority for purchase of typewriters—The officers to whom power has been
delegated to sanction purchase of typewriters for themselves and for offices
sub-ordinate to them are mentioned in Appendix J. these powers are confined to
be sanctioned scale where one has been fixed, the sanction of Government being
required for any purchase of machines over scale, except where this power has
also been delegated.
Note—The Judges of the West Pakistan
High Court and Circuit Benches have the power to sanction the purchase of
typewriters without limit for use in their offices subject to budget provision
and extra typewriters for the Courts of the District and Sessions Judges, provided
that the District and Sessions Judge concerned has budget provision to meet the
expenditure.
12.4 Procedure for
the purchase of typewriters—All indents for the supply of typewriters
should be forwarded, in quadruplicate, to the Controller on the prescribed
form, together with a copy of sanction to the purchase of the machines. The
certificate prescribed in paragraph 12.5 should also be forwarded along with
the indents. Such indents as are not complete in all aspects will be returned
to the indenting officer concerned. Indents on receipt will be scrutinized and
consolidated by the Controller before onward transmission to the Director of
Industries, West Pakistan, Lahore, who will arrange supply against the rate
contracts concluded with the representatives of the manufacturers. Debit on
account of cost of the machines will be raised by the Accountant-General, West
Pakistan, Lahore, through the Audit Officer concerned. No indenting officer is
permitted to make cash payment to the firm or obtain supply direct.
SemiGovernment departments/institutions and local bodies which are permitted to
obtain supplies against rate contracts or Principals/Headmasters of Government
Colleges and Schools who desire to meet the cost of typewriters out of union or
Fine Funds of the college or school should deposit the cost of the machines
plus 2 per cent departmental charges in a Government Treasury in advance. In
such cases the Treasury Receipt should be forwarded to the Controller along
with the indent for necessary procurement action through the Director of
Industries, West Pakistan, Lahore.
12.5 Certificate
required for the purchase of typewriters—Every authority sanctioning the
purchase of a typewriter shall, in communicating such sanction, furnish a
certificate in the following form:--“Certified that the purchase of the
typewriter(s) included in the sanction does not involve any increase in the
sanctioned scale for the office concerned” or where no scale has been fixed—
“Certified that the purchase of the new machine(s) has been
authorized to replace one which has/have become worn out and been condemned by
the Typewriter Condemnation board established at _______”.
Note—The authority competent to
sanction purchase of a typewriter in excess of the sanctioned scale or for a
newly established office is the Government . Indenting officer, are, therefore,
warned to obtain such sanction before submission of their indents.
12.6 Supply of
typewriters for the personal use of judicial Officers—In order to encourage
Judicial Officers to record evidence by means of typewriters, a certain number
of machines will be supplied at Government expense for the personal use of such
officers as are reported by Deputy Commissioners or District and Sessions
Judges to be thoroughly conversant with the use of typewriters and who have not
the services of stenographer at their disposal. All such machines supplied to
officers of the Judicial Service will remain in the charge of the High Court
and those supplied to the officers of the Executive Service in the charge of
Government. As the typewriters so supplied to Judicial officers are Government
Property, it is necessary that there should be a record of the officers to whom
machines have been supplied. The following instructions are, therefore, issued
for the guidance of the officers concerned. The typewriters will remain in the
personal custody of the officers who have received them and will take the
machines with them on transfer from one station to another. When an officer
having in his possession any such typewriter is transferred, the Deputy
Commissioner of the district from which he is transferred if he belongs to the
Executive Service, and the District and Sessions judge, if he belongs to the
judicial Service, should send an intimation in the prescribed form to the
Deputy Commissioner or the District and Sessions judge, as the case may be of
the district to which he is transferred, and at the same time a copy to
Government in the case of Executive Officers and to the high Court in the case
of Judicial Officers. The machine should their be placed temporarily on the
list of typewriters of the district for purposes of inspection and maintenance
and not removed there from until the officer concerned is transferred from the
district. In the event of the death of retirement of an officer who is in
possession of a Government typewriter, or of his proceeding on long leave, or
of his transfer to foreign service or to a post where the use of a typewriter
is not necessary, the typewriter should be handed over to the Deputy
Commissioner or the District and Sessions Judge, as the case may be, of the
district in which he is serving at the time.
12.7 Periodical
verification of Government typewriters—A special stock register in the form
prescribed in Appendix ‘M’ should be maintained in each office for exhibiting
the stock of Government typewriters. In July each year there should be an
annual stock-taking, and the result of the verification of the stock in hand
with that entered in this register should be certified by the officer-in-charge,
the condition of the machines in stock being duly noted in the column provided
for the purpose. To facilitate indemnification the following words should be
got written on each machine with white paint:—
Name of office …………………
Original cost ……………………
Date of purchase ………………..
These instructions should be complied with by all concerned.
The examination of these registers shall constitute an integral part of the
duties of Controlling Officers in the course of their inspection.
12.8 Upkeep and maintenance
of typewriters—An officer not below the rank of Superintendent or head
Clerk should be made responsible for the efficient maintenance of all
type-writing, copying and similar machines in use in the office . He should
inspect all machines monthly and see that they are kept clean and in good
condition by the operator.
12.9 Duties of
Typists—Each stenographer or typist to whom a machine is issued will be
held to the in charge of the machine, and will be primarily responsible for its
care and upkeep. He will clean the machine daily and carry out the instructions
issued by the makers for its cleaning and oiling. He will cover the machine
every day before leaving office and will be held personally responsible for any
damage caused by carelessness or neglect while the machine is in his charge.
12.10. Use of
accessories—Stenographers and typists will be held responsible for the
efficient and economicl use of typewriter accessories issued to them. They
should see that the maximum use is made of each ribbon, turning it when
necessary, in order to use the whole typing surface.
12.11. Carbon paper
and typewriter ribbons—Carbon paper should be kept in the charge of the
Assistant-in-charge of stationery, who should issue at a time only so many
sheets as are immediately required. New issued should be made only for
exhausted sheets returned. Typewriter ribbons should similarly be kept in the
charge of the same Assistant, and should be issued only on the return of an old
ribbon, which must be examined to see that it is actually worn out before a
fresh issue is made. Ribbons deteriorate if kept for long in stock. They
should, therefore, not be indented for in excess of actual requirements. Issues
to typists should be made in the order in which the supplies were received.
12.12 Repairing,
oiling, cleaning, servicing and inspection of typewriters, duplicators,
accounting, calculating and adding machines—Arrangements are made by
Government for the quarterly inspection and servicing of typewriters,
accounting, adding, calculating and copying machines, etc., in use in all
offices under the administrative control of West Pakistan Government after
inviting tenders. The main terms are as follows which are subject to such
variations as may be specified in the circulars issued from time to time:--
(i)
Each machine is to be inspected, oiled and cleaned once
in every three months at the rates approved by Government.
(ii)
No chare is to be made for the inspection of new
typewrites, supplied by the contractors, during the first twelve months of
their use.
(iii)
No charge is to be made for the servicing of such
typewriters for the first twelve months after the date of repairs, as are
thoroughly overhauled and repaired by the contractor.
(iv)
Servicing and inspection cover cleaning, oiling and
adjusting the machine but not the cost of replacing any worn or broken part.
Such parts shall be charged for extra at the rates contained in their approved
price list
(v)
Payment shall be made to the contractors in accordance
with the terms of the contract out of the contingent grant of the office
concerned. In accordance with the terms of the contract it is absolutely
necessary that all minor repairs (consting less than Rs. 50) to typewriters in
use in Government offices should be entrusted direct to the contractors appointed
by Government for the purpose. This condition should be complined with by all
concerned. Should there be any cause for complaint either on account of delays
or unsatisfactory service on the part of the contractors, the matter should be
reported to the Controller. Arrangements made for servicing of typewriters do
not cover heavy repairs which cost more than Rs. 50. the
Heads of Departments/Offices are
competent to entrust the work of heavy repairs to the contractors or other
agencies after inviting competitive estimates. It should, however, be ensured
that such repairs are entrusted to reputable and reliable firms which guarantee
satisfactory working of the machines and free quarterly service for at least a
year after the date of repairs. Arrangements for repairs to typewriters of
offices situated in Karachi and Khairpur District exist in the Government
Presses at Karachi and Khairpur respectively. All the said offices should get
their typewriters repaired from the workshop at Karachi or Khairpur, as the case
may be and pay the charges to the Superintendent/Works Manager from their
contingencies.
12.13. Procedure for
the condemnation of typewriters—(1) Not typewriter shall be condemned or
disposed of except under the orders of the Typewriter Condemnation Board which
will be constituted at Lahore, Peshawar and Karachi in the following manner:--
(i)
Lahore—The
Superintendent, Government Printing, West Pakistan, Lahore, as it s President
and three members to be selected by him from among the following:-- Section Officers
to Government, West Pakistan, Civil Secretariat, Lahore the Assistant Secretary
(General) to the Board of Revenue, West
Pakistan, Lahore; the Registrar,
Public Works Department, Buildings and
Roads Branch, West Pakistan,
Lahore; the Registrar, Public Works Department, West Pakistan, Irrigation
Branch, Lahore; the Registrar, Office of the Director, Public Instruction, West
Pakistan, Lahore; the Deputy or Assistant Registrar, West Pakistan High Court,
Lahore; the Deputy Director of Industries (Administration), Lahore; or any
other member nominated by the Administration Department for Lahore, Multan and
Bahawalpur Divisions.
(ii)
Peshawar—The
Works Manager, Government Printing and Stationery, West Pakistan, Peshawar, as
its President and three members selected from amongst the Representative of the
Commissioner and Resident, Frontier Region, nominee of the Additional
Registrar, High Court Bench at Peshawar; the Administrative Officer, Public
Works Department, Irrigation Branch, Northern Zone, Peshawar; the Administrative
Officer, Public Works
Department, Buildings and Roads
Branch, Northern Zone, Peshawar; the
Superintendent, Commissioner’s
Office, Peshawar; Assistant Director of Industries, Peshawar Region, Peshawar;
or any other member selected by the Administration Department for Peshawar,
Rawalpindi and Dera Ismail Khan Divisions.
(iii)
Karachi—The
Superintendent, Government Printing and Stationery, West Pakistan, Karachi, as
its President and three members selected from amongst the nominee of the
Additional Registrar, High Court Bench at Karachi; nominee of the Director of
Education, Hyderabad Region; the
Administrative Officer, Public Works
Department, Irrigation Branch,
Hyderabad Region; the Administrative
Officer, Public Works Department,
Buildings and Roads Branch,
Hyderabad Region; nominee of the Deputy Registrar, Co-operative Societies,
Hyderabad Region, or any other member selected by the Administrative Department
for Karachi District, Khairpur, Hyderabad, Quetta and Kalat Divisions.
(2)
Meetings of the Board will be held quarterly or earlier
at the discretion of the President who will intimate the date and time of the
meeting to the members selected by him for the meeting. The relevant papers may
be examined by each member during the meeting of the Board.
(3)
Every member nominated must attend personally. If,
however, any member nominated must attend personally. If, however, any member
is unable to attend the Board’s meeting, sufficient notice should be given to
the president to enable him to nominate a substitute, if necessary.
(4)
The Board will examine all old typewriters forwarded by
Departments for condemnation.
(5)
A copy of the proceedings of each meeting of the Board
will be forwarded by the
President to
the Controller and a relevant extract from the proceedings to the Head of the
Attached Department to which the machine belongs. On receipt
of a copy of the proceedings the head of the Attached Department concerned will
inform the respective offices of the action taken in connection with their
machines.
(6)
Machines proposed for condemnation should be forwarded
to the address of the Superintendent/Works Manager, concerned who will arrange
to receive and store them pending their examination by the Board. All machines
from stations outside Lahore, Karachi or Peshawar should be forwarded by
passenger train, carriage paid. They should be securely packed under the
supervision of an official of the status of an Office Superintendent or Head
Clerk. The covers and base boards should also be sent along with the machines.
(7)
Before forwarding the machines to the Board, the
officer concerned should call for estimates for repairs from the contractors
and also from any other firm which he may consider suitable. If the estimates
for repairs be so heavy as to justify condemnation of the machine, the same be
forwarded to the board concerned along with the estimates for decision as to
whether the machine should be repaired or condemned. The Board may, if it
considers necessary call for estimates of repairs and entrust the machines for
repairs to the contractors or any other firm under intimation to the office
concerned which shall pay the charges. In case the Board decides to carry out
repairs at the workshop established at any of the Government Presses the cost
of repairs shall be paid by the office concerned to the Superintendent/Works
Manager. As soon as a machine is received back duly repaired from the
contractors/firm an intimation should be sent acknowledging its receipt to the
President of the board concerned.
(8)
The following information should invariably be given in
the forwarding letter when dispatching machines for examination by the Board:--
(i)
Date of purchase;
(ii)
Original cost;
(iii)
Amount spent on repairs each year since its purchase,
exclusive of quarterly cleaning charges;
(iv)
Whether the machine has been constantly in use up to
the date of dispatch to the Board for examination;
(v)
Any other information in connection with the
machine, which may be of use to the
Board.
(9)
While submitting estimates for repairs to the Board the
contractors or any other firm concerned will furnish the following information
in addition to charges for overhauling, repairs and the cost of parts required
replacement.
(i) Probable
age of the machine; (ii) Whether
fit for further repairs;
(iii)
Cost to put the machine in through working order;
(iv)
The period for which the machine is guaranteed to work
satisfactorily and the period for which free quarterly service is offered at
the office to which the machine belongs.
(10)
In all cases in which typewriters sent for condemnation
are not accompanied by the history sheet mentioned in sub-paragraph (8) above
and where machines are found to have been misused or otherwise damaged through
the carelessness of the operator, the Board shall being the matter to the
notice of the department concerned for disciplinary action against the official
concerned.
(11)
Condemned machines will be stored in the Press
concerned until a sufficient number has been collected when they will be sold
by public auction or by inviting tenders. In the latter case all offers shall be
examined by the Board before final acceptance.
(12)
Sale-proceeds or condemned machines will be credited to
Government in the following manner:--
(i)
Sale proceeds of condemned machines belonging to the
commercial departments will be credited to the accounts head of the department
concerned;
(ii)
Sale proceeds of all other condemned machines will be
credited to the head XLVI—Miscellaneous—Sale of Old Stores and Materials.
(13)
Typewriters can be obtained on hire from such of the
Typewriter companies direct as are prepared to supply them on hire at the rates
approved by government from time to time. The rates so fixed will be payable
per month or part thereof.
DUPLICATORS, ACCOUNTING, CALCULATING,
ADDING AND COPYING MACHINES
12.14 The duplicators for which annual rate
contracts are concluded by the Government shall be considered as approved
patterns for use in the offices under the administrative control of the West
Pakistan Government, Prior sanction of Government is necessary for the purchase
of any other make of duplicator. If in any case a machine other than the
approved one is required for any reason the prior sanction of Government must
be obtained for its purchase.
12.15 Method of supply—All indents for the
supply of Duplicators, Accounting, Calculating, Adding and Copying machines,
etc., should be forwarded, in quadruplicate, to the Controller on the
prescribed forms, together with a copy of sanction for the purchase of the
machines. The certificate prescribed in paragraph 12.5 should also be forwarded
along with indents, Such indents as are not complete in all respects will be
returned to the indenting officer concerned. Indents on receipt will be
scrutinized and consolidated by the Controller before onward transmission to
the Director of Industries, West Pakistan, Lahore. No indenting officer is
permitted to make cash payment to the firm or obtain supply direct.
Semi-Government departments/institutions and local bodies which are permitted
to obtain supplies against rate contracts or Principals/Headmasters of
Government Colleges and Schools who desire to meet the cost of machine out of
the union or Fine Funds of the College or School should deposit the cost of the
machines plus 2 per cent departmental charges in a Government Treasury in
advance. In such cases the Treasury Receipt should be forwarded to the
Controller along with indent for necessary procurement action through the
Director of Industries, West Pakistan, Lahore.
12.16.
Repairs to
duplicators, etc.—Duplicators, etc., which cannot be repaired by the
contractors or other local firms should be forwarded, securely packed and
freight paid, to the Typewriter Board concerned in the manner prescribed in the
case of Typewriters. The cost of repairs shall be paid for direct by the
officer concerned. Procedure for oiling, cleaning and servicing etc., will be
the same as prescribed in paragraph 12.12.
12.17.
Condemnation
of old and worn out duplicators, etc.—The procedure will be the same as
prescribed in case of typewriters in paragraph 12.13.
12.18.
Purchase of
stencils and other accessories—Offices using duplicating machines are
required to obtain their supplies of stencils, inks and other accessories from
the Stationery Office/Depot in the same manner as they obtain their
requirements of stationery. All offices should include in their indents for
stationery their demands for such requisites. Local purchase of such articles
is Governed by the same instructions as apply to other articles of stationery.
12.19 Sanctioning
authority for the purchase of duplicators, etc.—The officers to whom power
has been delegated to sanction purchase of duplicators, etc., for their own
office and for offices subordinate to them are mentioned in Appendix J.
CHAPTER XIII
INSTRUCTIONS FOR
EFFECTING ECONOMY IN THE CONSUMPTION OF PAPER,
STATIONERY, FORMS AND ENTRUSTING OF PRINTING
WORK TO THE PRESS
13.1 General
Instructions—(1) It is imperative
that strenuous efforts should be made individually and collectively to save as
much paper and stationery as possible by making maximum economy in its use. All
Indenting Officers should, therefore, devise ways and means to achieve the
desired object and ensure that the instructions contained in the succeeding
paragraphs are followed rigidly.
(2)
All indents/requisitions should be carefully
scrutinized in accordance with the instructions contained in the relevant
Chapters of this Manual. The stock registers of stationery and forms should be
properly maintained and it must be ensured that entries are completed
immediately after any items are received or issued.
(3)
Indents for stationery should be confined to the
articles generally stocked by the Stationery Office/Depot as shown in the price
list and no demand should be made for any particular quality not included
therein. Indenting Officers should accept the quality/substitute offered by the
Stationery Office/Depot.
(4)
Office stationery should in no case be entrusted to the
charge of a Daftri or other class IV servant. This duty should be assigned to
an official not below the rank of a Senior Clerk.
(5)
Stationery should not be issued on the basis of Model
Scale contained in Appendix G as a matter of routine but the requirements of
each official should be scrutinized by the superintendent or the official
incharge of the branch who should satisfy himself that the demands are
justified before the issues are authorized. Articles of permanent nature such
as Call bells, Desk Knives, Inkpot Stands, Docket Punches, Paper Weights, etc.,
etc., should not be issued unless the old and unserviceable once are returned
by the official concerned. New pencils should be issued only on the return of
stubs.
13.2 Economy in
Printing—Printing, publishing and circulating of any matter should be
avoided unless absolutely necessary. In case printing cannot be avoided the
demand should be reduced to the barest possible minimum and only such number of
copies should be asked for which are absolutely necessary. The Indenting
Officers should not insist on the use of large type, spacing between the lines,
wide margins or on a particular size or quality of paper but should accept
whatever size or quality the press can officer.
13.3. Issue of gradation lists, etc.—The
issue of Gradation Lists and other periodicals more often than absolutely
necessary should be avoided. Large intervals between each issue will save much
paper. The insertion of illustrated matter, e.g. maps, graphs, diagrams,
halftone illustrations should be dispensed with as far as possible.
13.4 Issue of circulars—Circulars should not
be issued indiscriminately. The documents should be circulated only to those to
whom the same be of material use so as to reduce the number of circulars to be
printed/cyclostyled. The use of full sheet should be avoided in case the matter
can be printed/cyclosted on a smaller size by using both sides.
13.5 Economy in typing or writing—The use of
a full sheet of paper for typing of writing letters should be avoided when a
small sheet can serve the purpose. Unnecessary spacing between the lines and
typing/writing on only one side of paper should also be avoided. Prolix noting
by clerks should be discouraged. Passing orders after verbal discussion will
save much paper. Obsolete forms or unwanted notes or spare copies of printed or
written on one side should not be thrown away. Back of the letter being
answered should be used for office copy of reply. All such sheets should be
removed from the old files or registers and used for drafting, noting and even
for letter writing. The use of separate sheets for typing enclosures should be
avoided and the reverse side of the letter should be used for this purpose.
Unimportant P.U.C’s should be disposed of by brief nothing thereon.
13.6 Economy in service Postage Stamps—Service
Post-cads should be used for acknowledgements and other unimportant
communications. The issue of letter s should be avoided where post cards can
equally serve the purpose. All communications addressed to one and the same
officer should be dispatched in one envelope so as to save service postage
stamps. The use of service postage stamps of smaller denomination where a
single service postage stamp can serve the purpose tantamounts to waste of
service postage stamps and is strictly prohibited.
13.7 Files and file boards, etc.—Old file
boards and book/register covers should not be destroyed. The same should be
returned to the nearest Government Press for re-use in bindings. Pasting of
small forms or letters on a large sheet for filling purposes or starting of new
files unnecessarily should be avoided.
13.8 Use of slip books—The use of slip books
or small slips of paper for scribbling or writing unimportant matter should be
adopted. Such books or slips be made up from one used or obsolete forms.
13.9 Short-hand note books—Short-hand note
books should not be issued to the stenographer till the previous one which is
numbered is produced to see that it has been fully used up. It should be
ensured that these are used for the purpose for which side of they are meant.
13.10.
Consumption
of blotting paper—Blotting paper, including that on officer’s table, should
not be changed periodically as a matter of routine. It should be retained in
use for as long as it is serviceable.
13.11.
Consumption
of envelopes—(1) Disproportionately large envelopes should not be used for
letters which can be folded to the size of a small envelope. Large and
cloth-lined envelopes should be used sparingly and efforts should be made to
use P.S.E. 3 only. Lighter weight and small size envelopes should always be
used. Incoming envelopes should be saved in good condition for re-use.
(2)Economy
slips should be used freely to enable re-use of envelopes several times. Only
the edges of the slips should be tipped otherwise not only the slips would be
wasted but also the envelopes if the economy slips are passed full length.
Flaps should not be pasted except in the case of Secret or Confidential
letters.
(3)The use of
one envelope for a number of communications addressed to the same officer
should be adopted.
(4)Envelopes
should not be used for non-confidential correspondence intended for local
delivery.
13.12.
Drawing
papers and materials—(1) Drawing papers being articles of foreign
manufacture are very expensive. A strict watch should, therefore, be kept on
the consumption of this class of paper in Drawing Offices. White cartridge
should be used for all line drawings, plans, maps, etc., which are not required
to be preserved in original permanently.
(2)
Ferro-prussiate unsensitized papers in rolls are
ex-pensive items. White papers in sizes 22” x 29” and 29” x 44” should,
therefore, be used instead as far as possible.
(3)
The use of special quality drawing pencils, pens, inks,
etc., is forbidden. The indenting officers should not, therefore, insist for
any particular brand or make but must accept the quality offered by the
Stationery Office/Depot.
13.13. Consumption of
office stationery—(1) The use of expensive articles should be avoided.
Large ink and pencil erasers should not be indented for but small size erasers
should be preferred for ordinary use. Generally a clerk requires these erasers
for erasing writings in pencils and the portion of the eraser indented for
writings in ink is seldom used. In all such cases a pencil eraser which is
cheaper than ink and pencil eraser should only be issued.
(2)
The use of Bi-colour or Bi-chromic Typewriter Ribbons.
Should be restricted. Black Record Ribbons should ordinarily be used. The one
colour ribbon enables the typist to use both its edges to the fullest extent
and thus to obtain practically double the services then it would be possible by
the use of a Bi-chromic Ribbon. Empty spool and box should be obtained back
before new ribbon is issued.
(3)
Office paste (goly) is not intended for general use.
Gum dry should be used in offices but when a large quantity is likely to be
used arrangements should be made to prepare binder paste (Levi) from wheat
flour (Maida).
13.14. Use of art
paper and coloured printing—The use of art paper is restricted. Coloured
printing should be restricted except in the case of publicity literature.
13.15 Use of
departmental crests—The use of departmental crests for embossing or
printing is forbidden. Besides crests should not be printed in advertisements.
The name of the department/office from which the advertisement emanates on the
top of the advertisement should be quite sufficient.
CHAPTER XIV
DISPOSAL OF WASTE PAPER
14.1 Removal of waste
paper—Annual contracts are allotted by Government for the removal of waste
paper, except confidential and secret records, accumulated in all offices
institutions including Government Presses, after inviting tenders. Old and
obsolete record should be sorted, classified and delivered, to the contractors
against the category in which it actually falls. Different categories in which
waste paper is at present classified are shown hereunder;--
(1) Paper cuttings—These represent small
trimmings below 3” Size of printed or unprinted sheets which come off on the
Guillotine Cutting machines. These become available in Government Presses only.
(2)Offcuts—These represent cuttings of 3”
size or above unprinted sheets of paper when printed in odd size. These also
become available in Government Presses and only such sizes as cannot be used
economically in printing and binding should be delivered to the contractors.
(3)Ream covers and other spoilt and torn
sheets—These represent thicker paper used for packing reams. Sheets spoilt
and torn while printing on the machines in government Presses are also classed
in this category. A small quantity of such sheets (ream covers0 may, however,
become available in other offices also.
(4)Bale covers—These represent thicker
wrapping paper used in packing reams of paper in bales and become available in
Government Presses and Stationery Office/Depots only.
(5)Waste paper without torn pieces—This
category of waste paper generally consists of forms and registers used in
Government offices/institutions. All such records should be classified under
this item provided the same do not contain torn sheets and are bundled up in
regular and proper shape. However, records containing forms and registers
smaller than 8 1/2”
x 6 3/4”, 9 1/2” x 6 3/4”, 9 1/2” x 5 1/2” do not fall under this category.
(6)Old daily newspapers-All old daily
newspapers, magazines and periodicals fall under this category.
(7)Waste paper of mixed varieties—This
category of waste paper consists of torn and untorn records mixed up in various
sizes. Forms, registers and slips books, etc., smaller than 8 1 /4” x 6 3/4”, 9
1/2” x 7”, 9 1/2” x 6 3/4” , 9 1/2” x 5 1/2” also fall under this category.
(8)Waste paper torn into small pieces—This
category covers office records, etc., which are delivered to the contractors
after being torn into small pieces, irregular in shape and size.
14.2. Intimation
regarding annual contract—An intimation regarding the appointment of a
contractor/contractors for the Government Offices/institutions for specified
areas, containing detailed conditions governing the contract, will be sent by
Government to all heads of Departments, etc., as soon as the contract is
finalized every year.
14.3. Method of
disposal—All categories of waste paper described above should be delivered
to the approved contractors. No officer is authorized to dispose of the same by
public auction or in any other manner. The contractors shall collect the same
at regular and convenient intervals or as and when required to do so. All
complaints in regard to delay or negligence on the part of the contractors
should be addressed to the Controller. There is, however, no objection to waste
paper being delivered by an office to any of the paper-making jails or
Government owned paper-making factories at the rates approved by Government for
sale to the contractors. All such supplies should be made against regular
invoices showing complete specification and category under intimation to the
Controller to facilitate recovery of cost through book adjustment.
14.4 Method of
accounting and adjusting sale-proceeds—The contractors shall make monthly
payment at the rates approved by Government not later than the 10th of each month in
respect of the waste paper removed during the preceding month. The
sale-proceeds shall be deposited by the officer operating the contract in a
Government Treasury under the head “XLVStationery and Printing—Other Press
receipts—Miscellaneous Receipts—Headquarters/Regional Press” as the case may
be.
APPENDIX A
( Referred to in paragraph 4.2 and
6.1)
LIST OF OFFICERS AUTHORISED TO INDENT
DIRECT FOR MISCELLANEOUS
PRINTING AND BINDING ON THE PROVINCIAL
GOVERNMENT PRESSES
IN THEIR RESPECTIVE AREAS
1.
Chief Secretary and Additional Chief Secretary to
Government.
2.
All Administrative Secretaries to Government
(Joint/Deputy Secretaries/Section Officers are permitted to sign requisition on
their behalf).
3.
All Heads of Attached Departments as shown in Appendix
N.
4.
All Regional Heads of Attached Departments.
5.
All Commissioners of Divisions.
6.
Registrar, West Pakistan high Court.
7.
Additional Registrars, High Court Benches in West
Pakistan.
8.
Military Secretary to the Governor.
9.
Secretary to the Governor.
10. Secretary,
Official Language Committee.
11. Secretary,
West Pakistan Public Service Commissioner.
12. Secretary,
Provincial Assembly of West Pakistan.
13.
All Superintending Engineers, P.W.D. in West Pakistan.
14. All
Principals, Government Arts, Science, Engineering and Medical Colleges in West
Pakistan.
15. All
District and Sessions Judges in West Pakistan.
16. Secretary,
Thal Development Authority (on payment).
17. Secretary,
West Pakistan Water and Power Development Authority and Officers authorized by
the Chairman (on payment).
18. All
District Managers of Government Transport Services in West Pakistan (on
payment).
19. All
Deputy Commissioners in West Pakistan (for publication of orders under section
144 and Notices of District Tribunals).
20. All
Superintendents/Works Managers of Provincial Government Presses.
21. All
Political Agents in West Pakistan.
22. All
Settlement Officers in West Pakistan.
23. Editor,
Pakistan Law Reports (Lahore Series).
24. Director,
national Savings Department (on payment).
25. All
Members, Board of Revenue, West Pakistan (Assistant Secretary General, Board of
Revenue, is authorized to sign requisition on their behalf).
26.
Chairman, Soil Reclamation Board.
APPENDIX ‘B’
( Before to in paragraph 4.15)
STATEMENT SHOWING AN ANNUAL DEPARTMENTAL
REPORTS TO BE FORWARDED TO THE CONTROLLER FOR ARRANGING PRINTING ETC.
|
Serial No.
|
Description of report
|
Department concerned
|
|
1
|
2
|
3
|
|
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
|
West Pakistan Administration Report.
Legal Affairs Report
Wards Estate Report
Report on the working of the Department of Agriculture.
Report on the working of the Fisheries Department.
Season and Crop Report
Report on the working of the Animal Husbandry Department.
Report on the working of the Anti-Corruption Department.
Report of the Department of Land Records.
Colonization Report
Land Revenue Reports
Registration Report
Stamp Report
Administration Report of
the Public Works Department, Buildings and Roads Branch.
|
Chief Secretary.
Secretary, Law Department.
Secretary, Health, Welfare
and Local Government Department.
Director of Agriculture.
Director of Fisheries.
Director of Land Records.
Director of Animal Husbandry. Director of Anti-Corruption
Director of Land Records.
Board of Revenue
Revenue Department.
Inspector-General of Registration.
Board of Revenue.
Chief Engineer, Buildings
and Roads.
|
|
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
|
Report on the working of Civil Defence Department..
Education Report
Report on the working of Co-operative Credit Societies.
Report on Lahore Central Museum.
Report on Peshawar Museum
Report on the working of the
Pakistan Electricity Act.
Administration Report of the Excise and Taxation Department.
Excise Report
Administration Report of the Forest Department.
Administration Report of the Food Department.
Report on Zoological Gardens in West Pakistan.
Chemical Examiners Report
Mental Hospital Report
Annual Health Report
Preliminary review of health conditions and public Health
work.
Administration Report of the Industries Department.
Report on the working of
Factories Act.
|
Director of Civil Defence.
Director of Public Instruction.
Registrar, Co-operative Societies.
Education Department.
Chief Electrical Inspector.
Director of Excise and Taxation.
Ditto
Chief Conservator of Forests.
Director of Food.
hief Warden of Games.
Director of Health Services.
Ditto
Ditto
Ditto
Director of Industries
Chief Inspector of
Factories.
|
|
32.
33.
34.
35.
36.
37.
38.
39.
40.
41.
|
Report on the working of
Work-men’s Compensation Act.
Administration Report of the
Public Works Department, Irrigation Branch.
Administration Report of Jails Department.
Administration Report of the Labour Welfare Department.
Report on the working of the Trade Unions Act.
Annual Report on the
Accounts of Local Bodies in West Pakistan
Appropriation Accounts of the Government of
West Pakistan and Report of
AccountantGeneral thereon.
Report on Police Administration in West Pakistan.
Administration Report of the Public Relations Department.
Report on Pakistan Owned
News-papers and Periodicals published in West Pakistan.
Annual Statement of Newspapers and
Periodicals published in
West Pakistan.
|
Less Director of Labour Welfare.
Chief Engineer, Irrigation.
Inspector-General of Prisons.
Director of Labour Welfare.
Ditto
Chief Auditor, Local Fund Accounts.
Finance Department.
Inspector-General of Police.
Director of Public Relations.
Ditto
|
|
42.
43.
44.
|
Report on
Publications registered under the Press and Registration of Books Act, 1867.
Annual Report on the
working of Public Service Commission.
|
Ditto
Ditto
Secretary, Public Service
Commission.
|
|
45.
46.
47.
48.
49.
50.
51.
52.
53.
54.
55.
56.
57.
58.
|
Administration Report of the
Reclamation and Probation Department
Administration Report of the Refugees and Rehabilitation
Department
Note on the Administration
of Civil Justice in West Pakistan.
Note on the Administration
of Criminal Justice in West Pakistan.
Report on the working of the Transport Department.
Administration Report of the Village-AID Department.
Administration Report of the Printing and Stationery
Department.
West Pakistan Board of Film Censor’s Report.
Report on the working of the Government Presses.
Report on the working of District Boards.
Report on the working of Municipalities.
Report on the working of Small Town Committee.
Report on the working of Market Committees.
Report on the Irrigation Research Institute, West Pakistan,
Lhr.
|
Director of Reclamation
and
Probation.
Commissioner, Rehabilitation.
Law Department.
Ditto
Provincial Transport Department.
Administrator, Village-AID.
Controller, Printing and Stationery.
Director of Public Relations.
Controller, Printing and Stationery.
Health, Welfare and Local
Government Department.
Ditto
Ditto
Ditto
Director of Irrigation Research
|
No comments:
Post a Comment