HRM Department - Register Maintenance Letter அரசு அலுவலகங்களில் பராமரிக்கப்பட வேண்டிய பதிவேடுகள் (In physical / e-format) மற்றும் நீக்கப்பட வேண்டிய பதிவேடுகள் விவரம் தொடர்பாக மனித வள மேலாண்மைத் துறையின் கடிதம் வெளியீடு!

அரசு அலுவலகங்களில் பராமரிக்கப்பட வேண்டிய பதிவேடுகள் (In physical / e-format) மற்றும் நீக்கப்பட வேண்டிய பதிவேடுகள் விவரம் தொடர்பாக மனித வள மேலாண்மைத் துறையின் கடிதம் வெளியீடு!

Sub: Human Resources Management Department

Office Inspection - Inspection of Departments of Secretariat, Heads of Departments, Public Sector Undertakings / Boards / Corporations, Municipal Corporations and Government Offices - Registers Instructions / Guidelines to be followed Communicated - Regarding.

Ref: Letter No.6252/Inspection.II/2025-1, Human Resources

Management Department, dated: 27.10.2025

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I am directed to state that the performance of Inspection Cells have been reviewed and it has been decided that to ensure clean and transparent administration, adherence to the office procedure relating to maintenance of various registers, distribution of work and speedy disposal of official business is necessary.

2. In order to improve office administration and Increase efficacy, the Departments of Secretariat, Heads of Department, Public Sector Undertakings / Boards / Corporations, Municipal Corporations and Government Offices are instructed to maintain the following Registers (In physical / e-format) as required:-

3. In the present scenario of developments in office management and administration including e-mail, implementation of Integrated Financial and Human Resources Management System (IFHRMS), e-Governance, etc., the following registers shall be removed subject to seamless integration with IFHRMS, as they have become redundant:-

1. Allowances Register

2. Loans and Advances Register

3. Periodical Register

4. Arrear List

5. Fair copy Register

6. Cash Due to Register

7. Petti Cash Register

8. TNTC 70 Register

File No. efte/12/2028-GEN-1-Environment climate change and forest-ECCF-SECTT (Computer No. 3695512)

9. Copy Application Register 10. Un Disbursed Pay Register

11. Power Delegation Register

4. All the Departments of Secretariat, Heads of Departments, Public Sector Undertakings / Boards/Corporations, Municipal Corporations and Government Offices are instructed to follow the guidelines listed below:

i. The offices are Insisted to adhere to e-Governance wherever it is possible. ii. Citizens charter shall be made available in an office for public knowledge on the activities of the office.

III. All Offices shall ensure that there is no overlapping of activities and duplication of work. The review system should pinpoint deviations, if any, from the established procedures and practices. Iv. Cleanliness - All Officers are requested to ensure cleanliness in the offices as instructed vide D.O. Letter No.1160/Public (Spl-A)/ 2020-1, dated 01.08.2021.

v. Accessibility of the office premises to the public shall be ensured in the following ways: a) accessibility to Differently Abled persons. b) a front office shall be setup in each Office to receive the public and address their grievance.

vi. In an office which is directly dealing with the public like R.T.O office / Sub-Registrar office, etc., such officers may be requested to appoint a Public Grievances Officer for attending to the grievances of the public. Facilities like Toilet, drinking water, shelter, shall be recommended wherever it is possible.

vli. Public Grievances shall be disposed of within the stipulated time (30 days) from the date of receipt. In this regard orders are already in existence vide G.O (Ms) No.73, P&AR (A) Dept., dated 11.06.2018 and reiterated in G.O (Ms) No.25, HRM (A) Dept., dated 04.06.2025. vili. The Internal Audit Paras and Local Fund Audit Paras shall be gone through in detail and settled as early as possible. The rectification of deviations pointed in audit paras in practice should be ensured. ix. All the competent authorities in various Government Departments are directed to maintain the entries in the Service Book of the individuals under their control as per the guidelines in Government Letter No:18522/P&AR (FR-3)Department/2015-1, dated 21.05.2015. Simultaneously, conversion of SR Into e-SR shall be upgraded.

x. All the authorities who deal with disciplinary matters shall avoid delay in disposal of disciplinary cases, Imposition of File No. effe/12/2020-GEN-1-Environment climate change and forest-ECCF-SECTT (Computer No. 3095512) 5

unimplementable punishments and non-furnishing of relevant records by following the instructions issued in G.O(Ms)No.81, P&AR (N) Department, dated 04.08.2022 and reiterated in Government Letter (Ms) No.66/HRM(N)Department/2024-1, dated 23.07.2024.

xl. Staff Grievances shall be fulfilled from time to time as per orders issued in the G.O(Ms)No:109, P&AR (K) Department, dated 25.06.2001 and Government Letter No:8644306/HRM (J) Department/2024-1, dated 15.10.2024.

xil. The Internal Complaints Committee shall be constituted so as to provide protection against sexual harassment of women at work place as instructed In G.O(Ms)No:64, Social Welfare and Women Empowerment (SW3) Department, Dated:18.06.2025.

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