supplies and services, and other house-keeping jobs, Hindi, Vigilance,
Parliament, Questions, etc.) the common standardized functional file index/file-
numbering system, as contained in the booklet „Record Retention Schedule‟
in respect of records common to all Ministries/Department issued by the
Department of Administrative Reforms and Public Grievances in 2012
(uploaded on the website (www.darpg.gov.in), as amended from time to time,
shall be followed.
II. Subject classification based file numbering system–
(i) Each Section/Desk will maintain approved lists (to be reviewed every year) of:
(a) standard heads i.e. main subjects headings concerning it.
(b) standard sub-heads i.e. aspects of the main subject headings.
(ii) The standard heads will bear consecutive serial numbers. No such numbers,
however, will be allocated to standard sub-heads.
(iii) The dealing hand will ascertain the standard to which the paper under
consideration relates .and then propose a suitable title subject to review by
the Senior Officers.
(iv) As far as possible, there should be a separate file for each distinct aspect of
the subject.
(v) If the issue raised in the fresh receipt or in the note on a current file goes
beyond the original scope, a new file may be opened to deal with it by placing
photocopies of relevant extracts.
(vi) The first three elements in the file number will be separated from one another
by a slant stroke and the last two by a dash. Thus, the files opened in say,
Scientific Research Section during 2009 under the standard head bearing
serial number „3‟ will be numbered consecutively as 3/1/2008-SR, 3/1/2009-
SR etc. and so on, where „SR‟ represents the section.
III. Part File –
(i) If the main file on a subject is not likely to be available for some time and it is
necessary to process a fresh receipt or a note without waiting for its return, a
part file may be opened to deal with it. Where two or more part files are
opened, each will be identified by a distinct number, e.g. part file I, part file II
or part file „A‟, part file ‟B‟ and so on. Once the main file returns the part files
will be merged with it, after removing duplicate papers, if any.
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