14. DISTRIBUTION SECTION Main Functions: The Distribution Section deals mainly with the following items of work:

Transcription

1 14. DISTRIBUTION SECTION 14.1 Main Functions: The Distribution Section deals mainly with the following items of work: i) Distribution of records of all letters/papers/publications received from outside. ii) General M. Ps despatch work. iii) Keeping Accounts of Service Postage Stamps. iv) Making copies of Rajya Sabha Debates, Committee work, etc. on photocopier machines. v) Taking out copies of Debates, Reports etc. from copy printer. vi) Maintenance of machine viz Xerox Machine 4, Adrema I, Cutting I, Stitching I and Copier Printer Machine 6. vii) Upkeep of vehicles viz. Motor Cycle, pick-up-cum-delivery Vans and Bicycles. viii) Embossing of addresses. During the year under review sets of printed lists of Questions, Parliamentary Bulletins, List of Business and other papers, were received daily during Session from Government of India Press for circulation to Members, Ministers, Ministries, Officers and different Sections of the Secretariat Jobs collected from press: Printed copies of various documents collected from the Press (daily) and distributed to Members, Ministries, Officers etc. during the 195 th, 196 th & 197 th Sessions are as follows:- S. No. Name of the job No. of No. of days in each Session Copies i) Bulletin Part I (English) per date th 196th 197th ii) Bulletin Part I (Hindi) Per date 350 iii) Bulletin Part II (English) Per date

2 iv) Bulletin Part II (Hindi) Per date 350 v) Revised List of Business (English) Per date 1200 vi) Revised List of Business (Hindi) Per date 450 vii) List of Business (English) per date 1200 viii) List of Business (Hindi) per date 450 ix) Synopsis of Debates (English) per date 800 x) Synopsis of Debates (Hindi) per date 400 xi) Supplement to the Synopsis of Debates (English) per date 800 xii) Supplement to the Synopsis of Debates (Hindi) per date 400 xiii) Starred Question List (English) per date 1100 xiv) Starred Question List (Hindi) per date 450 xv) Unstarred Question List (English) per date 1000 xvi) Unstarred Question List (Hindi) per date 450 Arrangements for collection of copies of notifications, Rajya Sabha Publications from Faridabad and Mayapuri were also made Receipts: The Section received 19,918 receipts during the year. The following table shows the bifurcation of different receipts during the year: - No. of Receipts From From State Others Internal L.S.S Ministries Govts The Section worked throughout the year under review, including Sundays and Holidays. Communications, postal letters pertaining to Rajya Sabha Secretariat, Members of Rajya Sabha, Ministers etc. received in the Section were sent to concerned Sections, Ministries and Members of Rajya Sabha. Apart from these, Publications, reports, printed debates were also received and issued to the concerned Sections. These include issue of printed

3 Parliamentary debates in English (87 days) of different dates to Members etc. received from Sales & Archives Section Dispatch Work: The Section distributed the following papers to Members, officers etc.:- i) Parliamentary papers relating to Ministers, letters addressed by Members of Rajya Sabha to Ministers, Ministries/Departments of the Government of India, Officers and Sections of the Secretariat, Lok Sabha Secretariat, during Session periods. ii) Delivery of official pads containing Memorandum of Business to the House to Hon ble Chairman, Rajya Sabha, Deputy Chairman, Rajya Sabha and Secretary-General during the Session. iii) Issue of Circulars containing Parliamentary information to Members of Rajya Sabha as well as to Sections/Officers of the Secretariat. iv) Issue of Cheques, Cheque intimations, deduction slips of salaries to the members of the Rajya Sabha which were received from the pay & Account Office, Rajya Sabha. v) Embossing the names and addresses on the envelopes. The following Table shows the number of dispatches made during the year (category wise) MONTH COMMITTEE M.P. CHEQUES M.Ps. to GENERAL TOTAL January February March April May June July August September October November

4 13961 December TOTAL Copies of the Proceedings: About 160 copies of the daily proceedings of Rajya Sabha (80 copies each containing on an average 20,000 pages), were made out and circulated to the Ministers, Hon ble Chairmen, Deputy Chairman, Chairman of Committees, Speaker, Lok Sabha, Deputy Speaker Lok Sabha, Officers and Sections of the Secretariat etc. every day. Uncorrected copies of the speeches of Members were also sorted out from the daily proceedings, both from Part-I and Part-II Debates and sent to the concerned Ministers and Members of Rajya Sabha, for corrections, as per details given below:- 195 th Session 196 th Session 197 th Session Distribution of Reports & other Publications: During the year, copies of different publications, reports, pamphlets, brochures were circulated, Invitation cards for Official functions received from Rashtrapati Bhawan, Up-Rashtrapati Nivas, Ministers, Ministries and Departments of the Government of India and were circulated to Members Messengers & Beats:At present there are three Attendant Gr. II and eight Attendant Gr.III posted to this Section. The whole Delhi/New Delhi has been divided into 19 beats. Six beats are covered by Motor Cycles and pick-up-cum-delivery Vans and other 13 are operated through cycles Vehicles in Distribution Branch: At present four pick-upcum delivery vans and two Motorcycles are provided to this Section. 17 Cycles have also been provided to this Section. During the Session period, a pick up-cum-delivery Van is kept at the disposal of the Section from 8.00 PM to 9.00 AM for delivery of dak to Press for bringing Parliamentary Papers from Press and any urgent dak.

5 14.9 Postal Stamps Account: Regular accounts, including preparation of periodical indents, of the service postage stamps were maintained in the Section Installation of Franking Machine: After discontinuation of postage service stamps, a Franking Machine was installed in this Section and it has been working since 27 th December Movement of Files: Files received from Officers and various Sections in Parliament House Annexe, meant for Officers and Sections in the Parliament House and files belonging to the Officers and Sections in the Parliament House Annexe coming from the Officers/Sections in Parliament House, were sent to the concerned Officers/Sections through the Distribution Section Telephone Inquiries: This Section attended to various Telephonic Inquiries from Members of Rajya Sabha, Ministries, Department of the Government of India, P&T Department, Officers and Sections of the Secretariat Inspection: An inspection of the Section was conducted on by Director (R & L).