SINGLE FILE SYSTEM

SINGLE FILE SYSTEM

The main purpose of the single file system is to have the full picture of a subject in one file itself.

A Single file contains two parts, namely the correspondence portion on the left hand side and noting portion on the right hand side. There should be no noting on the letters attached to the files on the left hand side, except endorsement of Officers calling for file, marking previous reference numbers and references to other files. A file cover can run upto 300 folios. When a file grows to bigger size, another volume of the file should be opened with a fresh file cover. These fresh files will bear the same file number and the volume number is also indicated. The first volume is not marked as Volume I.

On the noting side of the file, only foolscap sheets should be used. Both sides of a sheet should be used for noting. The pages on the noting side are referred to as pre page and the letters on the left hand side of the file are referred to as Folio.

The filing procedure should facilitate easy collection of information, apart from eliminating possibility of manipulation at a later date. Folio number should be written in red and rounded at the right side top corner. In case a letter has more than one sheet, individual folio numbers should be given to each sheet.

In order to have easy access to letters and their replies, the dealing clerk should mark back references and forward references on the letters. There may be a reference to an earlier correspondence in the text of a letter and by underlining the same in red, respective folio numbers may be indicated. In some cases, the back reference may be in a different file, in such case the folio number and the case file number should be indicated.

Whenever a letter is put up with a noting, the clerk should examine the issue in the light of provisions of codes, manual and extant orders duly using their intelligence in analyzing the issue and come up with suggestions to help the officer to take a decision faster. The noting should be presented in a logical way and also the events in chronological order. The dealing clerk should ensure that there are at least one or two blank papers on the PP side while passing the file from one official to another. The dealing clerk should mend the files, which are damaged, before putting up the same. While putting up the noting, the folio numbers should be cross connected to avoid attaching flags. In case a link file is necessary, the folio number and the file number should be indicated in the noting and the noting should confirm “Linked file no……………….is attached”. All important letters should reach the concerned file without any delay.

The letter issued from the file should be condensed preferably in one page.  The wording should be short, but express the meaning fully. Whenever a draft letter is put up for approval in the file, references to folio number of the earlier correspondence should be indicated on the draft.  This should be continued even at the time of putting up the fair copy for the signature of the Officer.  Railway abbreviations should not be used in the letter addressed to outsiders and the expression should be courteous.  Invariably in all the letters the name and designation of the officer signing the letter should be mentioned, as the indication increases the sense of responsibility of the Officer and enhances the credibility of the letter at the receiving end.

Replies to important letters should be dispatched with the approval of the competent authority duly indicating in the letter that this is issued with the approval of........... If somebody else signs the letter.  Always the office copy of the letter should also have the copies of enclosures.  However if the enclosures are already available in the same file at least the folio number should be indicated under the enclosure list of the office copy.  It is always better to refer the letter no. of the addressee in a reply letter.  The dealing clerk should issue self-contained reminders without waiting for the instructions from the officers.

In order to avoid the loss of files in transit, when a file leaves a branch and is going to another branch, movement of the file has to be recorded to locate it later.  On the cover of each file, the name of the dealing clerk and the supervisor with their designation may be written. Papers of same size (A-4) may be used for making letters and notes. While using computer stationery the perforated edges may be removed so as to get paper of proper size.All correspondences to SR / PU / Other Units would be through Official NIC email.  All fresh instructions are to be uploaded on the home page of SR / PU / Other Unit website for at least 15 days and subsequently the same may be transferred to the designated location on the website. [PBC No.234/2018]

Advantages of single file system

1.    There is a system of maintaining one file for one subject.

2.    The filing procedure is systematic.

3.    Entire subject is contained in one file.

4.    Correspondences between branches are considerably reduced.

5.    Delay due to interchange of correspondence is avoided. 

6.    Views of another branch are obtained in the file.

7.    File linking is reduced.

8.    Workload of the clerk is reduced.

9.    Disadvantages of single file system

10.  Delay due to circulation.

11.  Possibility of loss of file in transit.

12.  Operation of parallel files due to urgency.