कार्यालय ज्ञापन

                                                                                              OFFICE MEMORANDUM

Approval of the Competent Authority is hereby conveyed for management/movement of Dak in the Institute as per the details at Annexure “A-1”to this OM. The guidelines shall be in practice with immediate effect.

For the information of all concerned please.

                                                                                                                                                                                                             Annexure “A -1”

                                                                                                  Movement of Dak

Preamble:

Dak includes every type of written communication such as letters, interdepartmental notes, files, etc., which is received by post, or by other means. The dak is generally received in the Central Dak Section, from where it is distributed to the different sections, School Offices, individuals etc. Recently, the Central Dak Section has been shifted to North Campus, A-9 Building, Ground Floor and is fully operational from its new location. However, at South campus, the section is still functional at existing location with bifurcation of available manpower.

Further, numerous Administrative Sections, faculty offices and Labs have also been shifted to North Campus and several are under proposal.  This has increased the movement of intra-campus dak. Hence, it is essential to plan a smooth movement of dak between both campuses with lesser frequent movement of individuals for such purposes.

Objective: To develop an efficient, effective and reliable dak movement in the campus.

Proposal:

In view of the above, it has been intended that the dak will be exchanged between both the campuses through Institute buses.  The Central Dak Sections at north and south campus shall be the nodal points for exchange of dak with Post Offices and receipt/dispatch between the campuses.

School Offices, Common Offices and other individual sections shall act as coordinating points and shall exchange dak with the nodal point’s inter-campus. 

Dak will be send to the other campus preferably four times a day. Two times in morning-half and two times in afternoon-half. Based on requirements and urgency, the frequency may be increased. Exact timings will be announced by the nodal points.

The common offices need to be strengthened and re-organized with creation of few ones for upcoming buildings. Well functioned common office will play an important role for an effective dak movement and misc. associated services.

Common offices are proposed for a big building with considerable number of users and central common office for smaller adjacent buildings. Dak movement services can be utilized by the users by any common offices and not restricted to the user of building only. Other offices, services and amenities, like Account & Audit offices, S&P, Admin., Dean Offices, Student hostel offices, Guest House, Auditorium complex offices, etc. will be able to use common offices as well as nearby Nodal offices for dak movement. 

Guidelines and process to distribute the Dak in both campuses is enumerated as under:

1. The coordinating points shall hand over the Dak to be sent to other campus at least 15 minutes before the schedule
2. Nodal points at both the campuses shall receive and dispatch the Internal Dak and the responsibility for arranging pick up and drop off the Dak from and to the above mentioned location will lie with the respective nodal points.
3. Office Assistant (Transport) will convey and ensure the same to respective Bus Drivers.
4. Dak receipt pertaining to coordinating points will be informed through telephone and the Staff/Assistant/Attendant deputed at the respective coordinating point will collect the same from the nodal point.
5. The Dak received through the speed post will be distributed twice, once at 11:00 a.m. and next at 02:45 p.m.
6. Staff deputed at South campus will be heading to Main Post Office Mandi for Dak dispatch at 04:00 p.m.  Any Dak received in Dak section/s for further dispatch through post office after 04:00 p.m. can be dispatched next working day only.
7. Timings of Buses will be binding for schedule and shall be kept in mind while sending Dak within the campuses.
8. It is advisable to dispatch the intra campus Dak through nodal points only, unless it is very urgent/highly confidential where it is desired to dispatch through individual attendant.
9. Amendment to the above operational guidelines shall be incorporated as per need of the Institute affairs.