IV. THE LIBRARY, REFERENCE, RESEARCH, DOCUMENTATION AND INFORMATION SERVICE 37. RESEARCH AND LIBRARY SECTION 37.1 Research and Library Section has

Transcription

1 IV. THE LIBRARY, REFERENCE, RESEARCH, DOCUMENTATION AND INFORMATION SERVICE 37. RESEARCH AND LIBRARY SECTION 37.1 Research and Library Section has been entrusted with the following items of work: i) Attending to references made by the Chairman, the Deputy Chairman, the Secretary-General and other officers of the Secretariat on constitutional questions and questions concerning parliamentary procedure. ii) Collection of information about the procedure followed in the State Legislatures in India and in the Legislatures of other countries. iii) Maintenance of Rajya Sabha Secretariat Library. iv) Maintenance and circulation of the periodicals. v) Purchase of books, periodicals, newspapers and maintenance of Accession Register, Ledger of Books, etc. vi) Preparation of speeches, messages, articles, research notes, etc. vii) Preparation of answers to Questionnaires received from international bodies like Inter-Parliamentary Union (I.P.U.), Association of Secretaries-General of Parliaments (A.S.G.P.), Society of the Clerks-atthe-Table and Foreign Parliaments. viii) Furnishing of information sought by various national and international bodies. ix) Preparing press-clippings from the newspapers received in the Section. x) Culling out the instances of humour from the Rajya Sabha Debates. xi) Distribution of the copies of the Constitution of India to Members of Rajya Sabha. xii) Distribution of the copies of the publications brought out by the Section. xiii) Compilation, printing and publication of Who s Who, Rajya Sabha after every biennial elections. xiv) Preparation of Sessional Review to be published in the Journal of Parliamentary Information (JPI). xv) Secretarial assistance to the Ethics Committee since it was constituted on 4 March During the year 2000, the Research and Library Section dealt with the following items of work: 37.2 Research and Reference Work: a) Research notes/articles: Research notes on various items were prepared for various parliamentary conferences. The Meeting of the Association of Secretaries General of Parliaments (ASGP) was held from Sept at Edinburgh, London. Notes on (i) Privileges and Conduct of Member s and (ii) Management Issues in Parliamentary Services were prepared. The 37 th General Meeting of the Society of Clerks-at-the-Table in Commonwealth Parliaments was held at Edinburgh, London from September, Notes on the (i) Committee System - Staffing and Resources and (ii) Committee System - Oversight of Government were prepared. Answers to Questionnaire on Social Protection to the Members of Parliament received from the ASGP, London and the questionnaire received from the Society-of-Clerks-at -the Table in Commonwealth Parliaments for The Table were prepared and supplied. The Conference of Presiding Officers of Legislative Bodies in India was held at Hyderabad from 29 May to 2 June Notes on points

2 on (i) Office of the Speaker in Multi-party system, (ii) Issues arising out of the so-called dual membership of Parliament and/ or State Legislature, (iii) Proposal regarding future pattern of Presiding Officers Conference, (iv) Relationship between, the Legislature, the Executive and the Judiciary were prepared. A detailed note for symposium on Coalition Governance and political stability was also prepared. A note on point Can sub judice matters be discussed in the House for being discussed in Conference of Secretaries of Legislative Bodies in India, held at Hyderabad on 29 May 2000 was prepared. Resume of the Conference of Secretaries, Presiding Officers was also prepared. b) Speeches/Addresses/Messages/Articles: Thirty six draft speeches/addresses, twenty-six messages and five articles were prepared Updating/Editing of Publications/Booklets, etc. (i) List of Members of Rajya Sabha for inclusion in the India A Reference Annual. (ii) Booklets for the Orientation Programme of the newly elected Members of Rajya Sabha for Training Unit Compiled/culled out the following: i) Humour from the Debates of Rajya Sabha for the 176 th to 188 th Sessions of Rajya Sabha and the manuscript is under preparation. ii) iii) iv) Rulings given by the Chair from the Debates of Rajya Sabha for the 176 th to 190th Sessions of Rajya Sabha and the manuscript is under preparation. Information on Parliamentary Developments for inclusion in the Inter- Parliamentary Bulletin. Socio-economic profile of the Members of Rajya Sabha, till It is available with the Section Preparation of Sessional Review: Brief reviews of the important discussions held and legislative business transacted in Rajya Sabha during the 187 th, 188 th,189 th and 190th Sessions were prepared and sent to the Lok Sabha Secretariat for being published in the Journal of Parliamentary Information (JPI). Statistical information relating to the 187 th, 188 th, 189 th and 190 th Sessions of Rajya Sabha and sittings of the various Committees of Rajya Sabha including latest party positions were also compiled for being published in the JPI Press Clippings: Press Clippings of the newspapers received in this Section were prepared and compiled everyday Who s Who, Rajya Sabha : Who s Who, Rajya Sabha is brought out every two years after the biennial elections to the Rajya Sabha are held. Who s Who Rajya Sabha 2000 was brought out and circulated to Members of Rajya Sabha, the State Legislatures, Union Territories Administrations, Libraries and other important institutions Ethics Committee: This Section provides secretarial assistance to the Ethics Committee. During the year 2000, the Committee held 4 meetings and had visited Mumbai and Thiruvananthapuram for holding discussions with persons from different walks of life on the issues before the Committee. A note summarizing the discussions which took place in the House on the 15 th December 1999 was prepared when the First and Second Reports of the Ethics Committee were adopted. The speeches delivered by the members in the House at the time of adoption of these Reports of the Ethics Committee were published. Summary of the discussions held in Mumbai and Thiruvananthapuram were also prepared in addition to the other notes. Talking

3 points for use of the Chairman, Ethics Committee for the meeting with the Chairman and the members of the Select Committee on Disclosures and Liabilities of Members Bill, 1999 of the Himachal Pradesh Legislative Assembly and draft speeches for the use of the Chairman, Ethics Committee during the visits of the Committee were prepared. References received from State Legislatures, organizations/individuals, etc., regarding the Ethics Committee were also attended to by this Section Visit of the Ethics Committee: The Ethics Committee undertook a visit to Mumbai and Thiruvananthapuram. On both occasions, three officers of the Secretariat accompanied the Committee. Destination Dates Purpose Mumbai Feb, 2000 To hold discussions with persons from different walks of life on the issues before the Committee Thiruvananthapuram October, do Library: This Section also maintains a small Library for use of officers and staff of the Secretariat, who are permitted to borrow books for official use. It contains inter alia books on constitutional law, parliamentary procedure, political science and international relations. Debates of the Constituent Assembly, Lok Sabha and Rajya Sabha and All India Reporters are kept in the Library for reference purpose. During the year under review 65 books and journals were added to the Library and approximately 125 books were issued to the officers and staff of the Secretariat. Research and Library Section functions as a co-ordinating Section for assessing the requirements of the officers and sections of the Secretariat for books, etc. and procures them. During the period under review 114 books were purchased and supplied to officers/sections Publications: Following publications were also brought out by the Section during the year 2000: 1. Who s Who Rajya Sabha 2000 (Also available on Internet) 2. Rajya Sabha : A Performance Profile of the House and its Secretariat (1999) (Also available on internet ) Director(R&L) and Joint Director(R&L) have been looking after and supervising the works being done by the Printing and Publications Service Budget Allocation: Total budget allocated for newspapers/magazines and publications for the financial year was Rs.7,50,000. Purpose Total Budget Amount spent (allocated) till Purchase of Rs. 6,50,000 Rs.3,79,805/- Newspapers/ Magazines Purchase of Rs. 1,00000 Rs.51,876/- books & other Publications Rs. 7,50,000/

4 37.13 Computerization : I. The Section is provided with two computers - Pentium Pro Infiniti 2000 (HCL), Brio Pentium III(Hewlett Packard) and one computer Pentium II 266(WIPRO) now upgraded to Pentium III -for Ethics Committee are installed in Room Nos. 534 and 535, respectively. II. (i) Major items of work which were earlier done in the UNIX Operating System have been converted to the Windows Operating System. These include: - Unparliamentary Expressions - Index of Rulings - Rulings ( ) - Instances of Wit and Humour Entries made in software developed by NIC for Who s Who 2000 for accessing the biographical sketches of Members of Rajya Sabha on the Internet were done in the Section. (iii) The Bulletin paragraphs which are sent to Table Office are now done in the CRC form. (iv) The compilation of Statistical data for the Sessional Review of Rajya Sabha, which was earlier done manually in the Section, is now being done in the Windows Operating System. (v) The compilation of data on the socio-economic background of the Members of Rajya Sabha which was earlier being done manually (vi) has now been done in the Computer. With LAN connectivity there is easy transfer of information and files within the Section. (vii) Reference material for speeches, articles, messages and information regarding foreign Parliaments accessed from the Internet. (viii) Internet is also used to seek information relating to the availability of foreign books, its price, etc. from the foreign publishers. (ix) Photographs included in the Rajya Sabha : A Performance Profile of the House and its Secretariat (1999) were taken from the picture gallery on Rajya Sabha available on internet. Some photographs were also scanned through Adobe Photodeluxe Business Edition and included in the publication. (x) List of additions to the Rajya Sabha Secretariat Library is e- mailed to the Sections and officers of the Secretariat. (xi) Reference material and answers to questionnaire, etc. for the various International Agencies/Organisations are also sent through . (xii) All typing work including speeches, messages, articles, addresses, official notes, notes for various conferences, daily index of newspapers clippings etc. are being done on computers. (xiii) List of Members, Rajya Sabha for inclusion in India Reference Annual 2001 was prepared in Window Operating System and material was supplied on floppy in the MS word format (DOC file) along with its hard copy Inspection: Inspection of the Section was conducted on 17 th October,2000 by D.S.(E). The following important observations were made during the Inspection:-

5 Review and weeding out of files should be conducted. i) Physical verification of Books should be done regularly. V. PRINTING & PUBLICATIONS SERVICE 38. PRINTING SECTION-I 38.1 Responsibilities: The items of printing work allotted to the Section are as under:- i) Gazette Notifications regarding Summoning and Prorogation. ii) Provisional Calendar of sittings (English & Hindi) iii) List of Business (English & Hindi) iv) Revised Lists of Business (English & Hindi) v) Supplementary Lists of Business (English & Hindi) vi) Bulletins Part-I (English & Hindi) vii) Bulletins Part-II (English & Hindi) viii) Questions Charts ix) Bills:- (a) To be/as introduced in the Rajya Sabha (English & Hindi) (b) As passed by the Rajya Sabha (English & Hindi) (c) As passed by the Houses of Parliament (English) x) Lists of Amendments to Motion of Thanks on President s Address (English & Hindi) xi) Who s Who (English & Hindi) xii) Journals (English) xiii) Indices to Debates (English) xiv) Appendices to Debates (English & Hindi) xv) Division List (English) xvi) Attendance Register (English & Hindi) xvii) Publications Register (English & Hindi) xviii) List of Council of Ministers (English & Hindi) xix) Alphabetical List of Members (English & Hindi) xx) List of Members (English & Hindi) xxi) Resume (English) xxii) Orientation Programme Booklets (English & Hindi) xxiii) Amenities to Members of Parliament (English & Hindi) xxiv) Rajya Sabha Secretariat (Methods of Recruitment and Qualifications for Appointment) Order (English) xxv) Booklets of Practice and Procedure Series (English & Hindi) xxvi) Telephone Directory (English) xxvii) Orientation Programme (Proceedings) Bi-lingual. xxviii) Booklet of Salary, Allowances and Pension to M. Ps. (English) xxix) Accommodation and other amenities for Members of the Rajya Sabha. xxx) Telephone Nos. you are looking for. xxxi) Checking of pre-receipted Bills of Government Press and others. xxxii) Parking Labels M. Ps, Staff & Sessional; and xxxiii) Many other immediate jobs entrusted to the Section like various type of Registers, Desk Calendar, Identity Cards, etc Functions: The Printing Section has arranged the printing of various publications received from various sections of the Secretariat. The work involved the following: i) Editing manuscripts from printing point of view, deciding the size, layout, style, cover design, binding and quality of paper,

6 etc. in consultation with the Sections concerned, of the publications. ii) Sending manuscripts to the Press, after preparing proper printing requisitions, indication of priorities and making arrangements for procuring the printed copies therefrom. iii) Maintaining record of Press Vouchers and acknowledgement of Vouchers, including the jobs received directly by other Sections. iv) Checking the proofs, broad checking and final compilation of publications. v) Preparing checked printed copies. vi) Maintaining daily record of proofs and of printed publications received from the Press for checking and of those checked. vii) Keeping liaison with the Presses for timely execution of each job, according to priorities and personal supervision in the Press, whenever required. viii) Correspondence with the Directorate of Printing and the Government of India Presses in regard to the execution of printing work and other allied work relating thereto. ix) Arranging inter-departmental meetings in order to streamline the procedure for printing and delivery of Sessional Papers by the Press within the scheduled time and other allied matters. x) Taking action in regard to problems like failure of electricity, water and telephones etc., faced by the Government of India Press, Minto road, New Delhi where Sessional jobs and other high priority and important jobs are printed. xi) Dealing with complaints regarding late receipt of Sessional Papers, errors in printed copies, short supply and other problems faced by the Distribution and other Sections. Arranging entry passes to enter the Government of India Press, Minto road, New Delhi for the staff of Printing Section or of any other Section whose representative is required to go there for on the spot corrections, etc. xii) Preparing and making arrangements of late duty Roster of Senior Printing Assistants/Printing Assistants/Proof Readers in Printing Section-I during Session period for transmitting Mss./CRC of Sessional Papers to the Press for overnight printing and keeping liaison for the same. xiii) In addition to the allotted work, we have also undertaken the following jobs:- Checking of Committee Reports (Proofs and Printed) a) Checking of Hindi Starred and Unstarred Questions Lists (Proofs and Printed) b) Checking of proofs of List of Business and Bulletins Part-I & Part-II before finalising the CRC in the Translation Section. c) Many other small jobs received from various Sections like Registers Slip Pads, Letter Heads, Slips of Immediate and Most Immediate, Luggage Tags, File Movement Slips, etc 38.3 Quantum of Work: During the year under review 1283 jobs were received from various Sections for printing and were sent to

7 different Presses for printing and proofs etc. The volume of work handled by this Section is as follows:- Volume of work (Mss. pages sent to Presses): Volume of work printed by Presses: Position of Publications in Printing in 2000: 1. JOURNALS 186 th to190th Session Printed 2. INDICES TO DEBATES 171 st & 172 nd Session Printed 170 th & 173 rd Session Under Print 3. APPENDICES TO DEBATES 177 th Session Mss. not received 179 th, 185th, 186 th & 189 th Session Printed 184 th, 188 th & 190 th Session Under Print (There was no Appendix for the 177 th, 183 rd and 187 th sessions) 4. BILLS 270 Government/Private Member s Bills (English and Hindi) in different stages were printed during the year under report. 5. SESSIONAL PAPERS Most of the Sessional Papers relating to day-to-day business of the House i.e, Bulletins Part-I & II, List of Business, Summons, Provisional Calendars of Sittings, Questions Charts, etc. both in English & Hindi for 189 th to 191 st Sessions were printed through C.R.C Progressive use of Hindi during 2000: The following publications were brought out in Hindi also: List of Business. i) Revised List of Business ii) Supplementary List of Business iii) Parliamentary Bulletin Part-I iv) Parliamentary Bulletin Part-II v) Provisional Calendar of Sittings vi) Summons vii) Alphabetical List of Members viii) Attendance Register for Members ix) Bills. x) Notice of Amendments to President s Address xi) Distribution Register of Parliamentary Publications xii) List of Council of Ministers xiii) Gazette Notification regarding Summoning & Prorogation xiv) Publications Registers xv) List of Members xvi) Proceedings of the Orientation Programme for Newly Elected Members of Rajya Sabha. Manuscripts of the above jobs, compiled by different Sections, were sent to this Section and the same were edited from printing point of view and transmitted to various Presses for printing. Printing/Proof checking of all the jobs was done in this Section. Our staff is well conversant with Hindi.

8 Generally the correspondence from various Government Presses and also Directorate of Printing are received in English and as such, the noting on files and correspondence with these Presses and Directorate of Printing is done in English only. Total Receipts: In all 2024 receipts were dealt within this Section during the year Inspection: Inspection of the Section was conducted on 2 nd November, 2000 by D.S.(Q-III)

9