CHAPTER XIV RESEARCH, PUBLICATION AND ARCHIVES Part A: - Research & Library Section 14.1 Main work the Section-The Research and Library Section attends to various types research and reference work, a synoptic account which is given below: (i) References made by the Hon ble Chairman, Hon ble Deputy Chairman, the Secretary- General and other ficers the Secretariat on constitutional and parliamentary matters. (ii) Preparation draft speeches, messages, etc. for use Chairman, Rajya Sabha. (iii) Compilation expressions held to be `unparliamentary in Rajya Sabha for The Table, a journal brought out by the Society Clerks-at-the-Table. (iv) Compilation the rulings/observations from the Chair. (v) Culling out the instances wit and humour from the Rajya Sabha Debates. (vi) Preparation Socio-economic prile Members after every biennial elections. (vii) Preparation sessional review regarding work transacted by Rajya Sabha during a session for publication in the Journal Parliamentary Information (JPI) brought out by the Lok Sabha Secretariat. (viii) Furnishing answers to Questionnaires received from international parliamentary bodies like Inter-Parliamentary Union (IPU), Commonwealth Parliamentary Association (CPA), and Association Secretaries-General Parliaments (ASGP), Society Clerks-at-the Table as also from the individual Parliaments various countries. (ix) Preparation background/research notes on topics included in the Agenda the Conferences held at the national and international level such as the Conference Presiding Officers/Secretaries the Legislative Bodies in India, ASGP and Society Clerks at the Table. (x) Dealing with references received from the Legislatures States in India and other countries. (xi) Publication a comprehensive Practice & Procedures series booklets covering all aspects the working Rajya Sabha. (xii) Maintenance VCDs library proceedings Rajya Sabha. (xiii) Annual publication `Rajya Sabha and its Secretariat: A performance prile. (xiv) Compilation & publication `Rajya Sabha Who s Who. 14.2 Procedure for disposing Reference Work-The references received from the Chairman, Deputy Chairman, and Secretary-General, etc. are attended to immediately. These references are generally received either in writing or on phone. The work is disposed at senior level. Draft messages, draft speeches and research notes, etc. prepared by this Section and reference material on different subjects required by the Chairman are sent directly with a copy to the Secretary-General for information. Other items research work such as preparing notes and articles on the items in the Agenda various Conferences namely Conference Secretaries and Presiding Officers Legislative Bodies in India, A.S.G.P., Society Clerks-at-the-Table, and preparing manuscripts the publications brought out by this Section from time to time, etc. are initiated mostly at the level Assistant Directors and put up through proper channel. Such items are finally approved by the Secretary-General. 14.3 Publications and Distribution-Publications are also brought out by this Section from time to time. While some these publications are one-time, others are regularly updated. The main regular publications brought out by different services the Secretariat are given in Annexure 14.1. 14.4 Library- 14.4.1 Introduction: This Section manages the Rajya Sabha Secretariat Library to meet the day-to-day reference requirements the Secretariat. The Research and Library Section functions as a coordinating Section for assessing the requirements the Officers and Sections the Secretariat for books/publications and procures them.
The desired publications are generally acquired from suppliers on approval basis. The books so received are seen by the Junior Library Assistant under the guidance an Assistant Director. Books are also scrutinized by other Senior Officers before recommending to the competent authority for being added to the Library. Publications are also purchased on the recommendation or requirement the fices the Chairman, Deputy Chairman, Secretary-General, Senior Officers and Sections the Secretariat after obtaining financial sanction from the competent authority. Pre-receipted bills for the approved books are received from the suppliers. The bills are processed and sent to the concerned section for payment. 14.4.2 New Additions: Books to be added to the Library are given accession numbers according to the sequence in which they have been received. The title the book, author/editor, edition no., place and name publisher, year publication, volume, if any, number pages, source from which it has been procured, price, bill number, date and for whom purchased are entered in the Accession Register. The books are subsequently classified according to the Dewey Decimal Classification system and are catalogued according to the Anglo-American Cataloguing Rules (AACR II). The Accession Register is maintained in the following format: ACCESSION REGISTER Date Accession Author Title Edition Place & Year Pages Volume Source Publisher 01. 02. 03. 04. 05. 06. 07. 08. 09. 10. Cost Class Book Bill & Date Remarks 11. 12. 13. 14. 15. Every six months, the Research and Library Section brings out a list publications added to the Library. This circular is issued/e-mailed to all sections so that the employees the Secretariat are aware new additions. 14.4.3 Procedure for issuing Books: Books are issued to ficers and staff on returnable basis for duration not more than 15 days on Requisition Slips. Books which are issued on Requisition Slip are entered into the Issue/Return register the format which is as follows: ISSUE/RETURN REGISTER Sl. Accession Author Title Date Borrower s Date Receiver s Reminded Remarks Number Name & Return Signature on Issue Designation, Deptt/Section 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Some the books are for reference only which are generally not issued. Some books are issued to the ficers the rank the Under Secretary and above on long-term basis, which are to be returned when the ficer retires or leaves the Secretariat. A record such books is maintained on the following format in the Distribution Register, with a separate page opened for each Officer/Section. LOAN REGISTER FOR BOOKS ISSUED ON LONG TERM BASIS Name the Borrower Card Designation Department/Section Sl. Accession Number Author Title Date Issue Borrower s Signature Date Return Receiver s Signature Reminded on 01. 02. 03. 04. 05. 06. 07. 08. 09. 10. Remarks
14.4.4 Annual physical verification: Special procedures have been prescribed under Rule 116 in Chapter 8 the General Financial Rules, with regard to physical verification Library Books. Annual physical verification must be done accordingly and certificate verification recorded. In respect books issued on long-term basis, the verification shall include reconciliation the list books issued to each Officer or his personal staff, and in case no response is received the presumption shall be that the list book shown issued is correct. 14.4.5 Procedure for cost recovery in case loss/misplacement books: Reminders are issued in case an overdue book/publication on weekly/monthly basis depending on the demand for the book. If a book/publication is not returned to the Library after issuing reminders, it is presumed lost and steps are taken to recover the replacement cost there from the borrower. Cost all books outstanding against the name ficer/staff member while he leaves his post on retirement/deputation shall also be recovered similarly. In all cases outstanding books, P & AO shall be informed that dues may be withheld till books are returned or recovery effected. Cost to be recovered is decided as per the formula contained in Rule 6 the Library Rules indicated below:- Sl. Publication Cost to be recovered 1. Indian book/publication printed 1 ½ times the original price. during the last 5 years. 2. Indian book/publication printed Double the original price. more than 5 years back. 3. Indian book/publication which Five times the original price. is out print. 4. Foreign publication printed Double the original price. during the last 5 years. 5. Foreign publication printed 3 times the original price. more than five years back 6. Foreign publication which is out 5 times the original price. print 7. Indian or foreign publication for 0.50 paise per page. which price is not available. 14.4.6 Procedure for writing f books: Writing f is resorted to in the cases irrecoverable losses keeping in view the provisions Chapter 8 the General Financial Rules. The file is put up to the Secretary-General for obtaining his/her approval for writing f books/publications in cases where it is justified. 14.5 Subscription Newspapers/Magazines- 14.5.1 Purchase and Reimbursement: In the beginning every financial year, the Section obtains a consolidated sanction for the supply newspapers/periodicals keeping in view the demands from the Officers Rajya Sabha and Rajya Sabha Secretariat. The Section also subscribes newspapers/periodicals for the use the Chairman, Rajya Sabha, Deputy Chairman, Rajya Sabha, Leader Opposition, Rajya Sabha and Chairmen various Committees Rajya Sabha Secretary-General, Additional Secretary and Joint Secretary. In all cases financial sanction is obtained from the competent authority. This Section processes bills for payment/reimbursement in respect newspapers/periodicals subscribed for all the gazetted ficers the Secretariat. As per the circular no. RS.14/6/94-95/R&L, dated 16 September 1994, (Annexure 14.2) ficers the Rajya Sabha Secretariat are being provided newspapers/magazines, w.e.f. 17 September 1994 under a fixed monetary ceiling.
Officers upto the rank the Director send their claims for reimbursement in a prescribed claim form on quarterly basis. The files relating to the newspaper bills are scrutinized and submitted to the concerned Assistant Director by the Senior Clerks/Junior Library Assistants. After deducting 10% the bill amount which is the residual cost the old newspapers/magazines, the bill if found in order are sent to the Drawing and Disbursement Officer for counter signature in the pay order. Thereafter the bills are sent to Establishment (A/Cs) Section for payment. 14.5.2 Press Clippings: Clippings from the newspapers received in this Section are prepared and sent everyday for the perusal the Deputy Chairman, Rajya Sabha and Secretary-General. 14.6 Research staffing to Committees- 14.6.1 The Department related Committee: Four Research Officers are working in the Departmentrelated Parliamentary Standing Committees. These Research Officers are assisting in drafting reports, examining bills referred to the Committees, preparing briefs, memoranda, Questionnaires, recording minutes and attending to the correspondence work. 14.6.2 Ethics Committee: This Section also looks after the work relating to the Ethics Committee. The procedure in this connection is described in Chapter XII. 14.7 Rajya Sabha Who s Who- This Section also attends to the work relating to compilation, printing and publication the 'Rajya Sabha Who s Who. Rajya Sabha Who s Who is brought out every two year after new members are elected at biennial elections. Standard Biographical Sketch Forms are sent to the newly elected Members for collecting their biographical details, along with their photographs, for inclusion in Rajya Sabha Who s Who. Similarly, tear-f sheets the biographical sketches published in the previous edition Who s Who are sent to continuing Members and to those who retire but are re-elected, for updating. The Biographical Sketch Forms duly completed by the Members are received and compiled in the Computer in the Section as per the approved format. In case a query/clarification, a Member is contacted either in Lobby (during session) or by writing (during inter-session). The biographical sketches as prepared on the computer are sent to the Members for vetting and return by a specified date, after which the printout the Who s Who is sent to the Printing Section for printing alongwith floppies containing biographical sketches. This Section also puts biographical data Members Rajya Sabha into specially designed stware developed by NIC for putting the biographical sketches Members Rajya Sabha on the Internet. Photographs the newly elected Members are sent to NIC for putting them alongwith their biographical sketches on the Internet. In addition to the biennial Who s Who, a consolidated Who s Who giving brief biodata all Members the Rajya Sabha since inception is published from time to time, by the Table Office in a similar manner. 14.8 Miscellaneous Publications- (i) Sessional Review for publication in the Journal Parliamentary Information (JPI) - After a session is over, a review the business transacted by Rajya Sabha during that period is prepared. For preparing a resume the important discussions held and other business transacted, the Debates, Synopsis Debates and Bulletin Part-I are consulted. Information relating to the latest party position, list Bills passed in Rajya Sabha during the session, reports and meetings the Committees, etc. is obtained from concerned sections in a printed prorma. This statistical information also forms part the sessional review. English and Hindi version are then forwarded to Lok Sabha Secretariat for publication in the Journal Parliamentary Information (JPI) and Sansadiya Patrika respectively.
(ii) Compilation Rulings- Rulings/Observations from the Chair are compiled session-wise by the Interpreters Section and sent to the Section. (iii) Culling out instances wit and humour in Rajya Sabha- Instances wit and humour in the House are culled out from the Rajya Sabha Debates. Thereafter, they are properly edited and suitable headings are provided to them. (iv) Compilation Unparliamentary Expressions- Words/expressions which have been disallowed in Rajya Sabha are received from the Reporters Section for being sent to The Table, a Journal brought out by the Society Clerks-at-the-Table. (v) Furnishing answers to questionnaires received from Inter-Parliamentary Union (IPU), Commonwealth Parliamentary Association (CPA), Association Secretaries-General Parliaments (ASGP) and Society Clerks-at-the-Table Replies to the questionnaires received from IPU, CPA, ASGP and Society Clerks-at-the-Table pertaining to various activities the House and the Secretariat are prepared in consultation with other sections concerned. The replies are finally approved by the Secretary-General. 14.9 Library Video CDs proceedings Rajya Sabha-Proceedings the Rajya Sabha are produced as Video CDs by the Lobby Office for permanenthistorical record. A copy ismade available to R & L Section which keeps the VCDs in safe custody for reference purposes.
Part B: Printing & Publication 14.10 Responsibilities-Printing Section is responsible for vetting manuscripts from printing point view received from various Sections and for liaison with the Press to get the composing, pro reading and printing done as per requirements. The Section consists two branches, viz. Printing Section I & II. The Section keeps liaison with the Government India Press, Minto Road, New Delhi in order to get the Printing work the Secretariat done in order and in time. 14.10.1 Work Section-I-The items Printing Work allotted to the Section are as under: 1) Gazette Notifications regarding Summoning and prorogation. 2) Provisional Calendar sittings (English & Hindi). 3) List Business, including Revised and Supplementary (English & Hindi). 4) Bulletins Part I & II (English & Hindi). 5) Questions Charts. (English & Hindi). 6) 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 both the Houses. 7) Lists Amendments on Motion Thanks on President's Address (English & Hindi). 8) Who's Who- Rajya Sabha (English & Hindi). 9) Journals and its indices (English). 10) Division List (English). 11) Attendance Register (English & Hindi - diglot). 12) Publications Register (English & Hindi - diglot). 13) List Council Ministers (English & Hindi). 14) Alphabetical List Members (English & Hindi) 15) Resume (English). 16) Orientation Programme [Booklets] and proceedings (English & Hindi). 17) Amenities to Members Rajya Sabha (English & Hindi). 18) Rajya Sabha Secretariat (Methods Recruitment and Qualifications for Appointment) Order (English). 19) Directions by the Chairman under Rules Procedure (English & Hindi). 20) Telephone Directory (English). 21) Salary, Allowances and Pension to M. Ps. (English). 22) Telephone Nos. - You are looking for (Booklet). 14.10.2 Work Section-II: The following printing work (In English & Hindi) is carried out by Printing Section-II. 1) Question Lists. 2) Subject Booklet Questions for different Ministries. 3) Pamphlet on Statistical Information relating to Questions. 4) Debates. 5) Synopsis Debates.
6) Contents Synopsis. 7) Reports the following Parliamentary Committee on: i. House ii. Petitions iii Privilege iv. Select v. Papers laid on the Table vi. Subordinate Legislation vii. Government Assurances; and viii. Rules 8) Reports the Department-related Parliamentary Standing Committees i. Industry ii. Commerce Home Affairs iii. iv. Science & Technology Environment & Forests v. Transport & Tourism vi. Human Resource Developmen t 9) Contents to Debates. Printing charges Rajya Sabha Publications. (Govt. and private Printers) is also handled by the Section. 14.11 Print Order Sessional Papers- The following is the print order, keeping in view requirement Members, Ministries and the Secretariat: English Hindi List Business 1200 450 Bulletin Part-I 700 350 Bulletin Part-II 700 350 Synopsis 800 400 Starred List 1100 450 Unstarred List 1000 450 14.12 Checking Manuscripts-On receipt a manuscript from a Section along with a note containing the features printing required by the initiating Section, the manuscript is then edited from Printing point view and the information is entered into a Register and a number is allotted. Format the register is as follows: - Session RAJYA SABHA SECRETARIAT Daily Register Printing Work
S. Date Name MANUSCRIPTS Receipt the copies Job to be printed PROOF/COPIES Remarks Date sent to Press pages Size Date required Date recd. pages Press voucher and date Date sent to Section The manuscript along with a requisition, containing number pages manuscript, size publication, number copies to be printed etc. is sent to Distribution Section for onward transmission to Press for pro/printed copies. The pros/printed copies along with the Voucher, when received back from the Press are entered in the Register against the specific number allotted to the job. The pro is then checked by Pro Readers with the help Junior Pro Readers, under the guidance Printing Assistants. It is then sent to the concernedsection for scrutiny and solving the queries if any, along with a note. After the scrutiny and a fresh on return, after making necessary entries in the Register, a Memorandum containing thename publication, number copies to be printed and the date, when the copies are required, is prepared and sent along with the corrected pros to the DistributionSection for despatch to the Printing Press for final printing/revised pros. Printed copies/revised pro from the Press are along with manuscript is again sent to the concerned Section for preparing an Errata, if required. In case another revised pro is required the entire process is repeated till the final printed copies are received. 14.13 Procedure in Case CRC Copies- In respect publications where Sections send CRC Copies, the check exercised is with regard to margins, fonts, style, pagination and general appearance. In case it is necessary, errors are pointed out to the Section for preparation corrected CRC, which is then sent through Distribution Section to the Press for direct printing along withinstructions. In the Register the entry "CRC' is made. 14.14 Procedure in case electronic documents- While initially Sections which are computerized may send CRC copy to the Press for printing through the Printing Section, the effort should be to reduce the reliance on paper copies by use email to transfer the electronic data directly to the Government India Press. In the first instance this will be done in the case sessional documents keeping in view the time factor. Subject to the strengthening the infrastructure the procedure may also be adopted for non-sessional documents including Committee reports. The following should be the procedure:- (i) As soon as the document is finalized and the CRC is printed, the document should be sent as an email attachment to the Government India Press as well as to other specified addresses.
(ii) (iii) (iv) (v) (vi) Each document should be sent as a separate email and the email subject should clearly indicate the document name, date and whether it is the English or Hindi version. The CRC copy should be sent to the Printing Section as per procedure described above. The Government India Press will utilize the electronic document as soon as it is received. The Printing Section will separately forward the CRC copy received by them to the Government India Press for comparison and back up purposes. In case the email version the document has been used for printing, the Government India Press print line will include the words Email. The Section sending the electronic document should check the printed copy to ascertain whether or not the printing has been done from email and in case the email version has not been used, the Government India Press should be contacted through the Printing Section to ascertain the reasons and to take remedial action. In respect the Floor version the Official Report (Debates) also, the electronic text both Part-I and Part-II will be sent in electronic form to Government India Press along with CRC, through the Printing Section. In respect any portion the Part-I or Appendix the Debate for which the electronic text is not available, manuscript may be sent but in all such cases the Printing Section will maintain liaison with Government India Press and obtain back a complete electronic text the Debate and send it back to the Editing (English) Section for putting on to Internet under Folio Stware. Committee Reports which are available as electronic text will be sent as described above. In respect portions Committee Reports for which no electronic text exists, manuscript may be sent through the Printing Section (alongwith electronic text the portions for which such text is available) and the Printing Section will again obtain back the complete electronic text the Committee report from the Government India Press and send it to the Committee Section concerned for putting on to Internet under Committee Stware. 14.15 Monitoring Printing Progress-Monthly/Quarterly meetings are held with Director (Printing), Government India to monitor progress printing. To the extent possible, Debates (including Index and Appendix), Journals, Resume and Statistical informationon Questions should be got printed in the inter-session succeeding the Session,so that the documents can be distributed to Members early in the next Session. The following monthly/quarterly statements are prepared and submitted to Dir.(Printing) with copies to all Joint Secretaries/Additional Secretaries to keep track progress printing important publications:- etc.) MONTHLY RETURN: PRINTING OF DEBATES/INDICES/APPENDICES/SESSIONAL PUBLICATIONS (Separately for Debates, Indices, and Appendices) (Separately for Journals, Resumes Questions, Statistics
S. Name and Session Publication Pending Printing Jobs at commencement quarter Jobs given for Printing during the Month jobs received printed Balance Pending at end Month MONTHLY RETURN: COMMITTEE REPORTS S. Name Reports Committee pending at the beginning the Quarter Reports given for Printing during Quarter Reports received Printed Balance pending at the end Quarter QUARTERLY RETURN: OCCASIONAL PUBLICATIONS (Such as WHO's WHO, Resume etc.) S. Names Publication Pending Commencement Quarter Names Publications received printed during Quarter Names Publications pending for printing at end Quarter 14.16 Monitoring Printing Bills-The order for printing Bills 'to be introduced' or 'as passed' in the Rajya Sabha is placed on Govt. India Press by the Printing Section as per information obtained from the Bill Office. Bill Office intimates the Bills required an priority so that these can be got printed overnight if necessary. The printing order for Bills passed by Lok Sabha and transmitted to Rajya Sabha is issued by Lok Sabha Secretariat and coordination is effected directly between Bills Section and Distribution Section Rajya Sabha Secretariat and the concerned Section Lok Sabha Secretariat.
Part C: Sales And Archives 14.17 Responsibilities -The Section is mainly responsible for: - (i) (ii) (iii) (iv) (v) (vi) Procurement, publicity, sale and issue Parliamentary publications/papers, Souvenir items, etc. Appointment Agents for selling Parliamentary publications. Fixation prices Parliamentary publications. Binding and Distribution Debates for Members Rajya Sabha. Maintenance consigned Office record and Record Room; and Archives Rajya Sabha ficial record. 14.18 Procurement and Sale Parliamentary Publications/Papers, Souvenir items and DO Stationery- This Section undertakes procurement and sale the following categories publications and papers to Members Parliament and the general public at the Reception centers Parliament House and Parliament House Annexe. 14.18.1 Sale Parliamentary Printed Publications: Sections concerned arrange to send requisite copies those publications intended for sale to Members, media and the public. The price loose copies Bills and Parliamentary Publications, when printed in octavo size or in size smaller than octavo is to be fixed on the following basis: - first 10 pages a bill - Rs. 10 - for pages in excess 10 pages - 40 paise for every page. The price various publications will be assessed according to the above rates a fraction above 50 paise is rounded f to Re 1. A fraction 50 paise or more will be rounded f to next rupee and the fraction less than 50 paise will be ignored. The price List Members Rajya Sabha showing their Delhi and permanent addresses is fixed at Rs. 30/- and that Rajya Sabha Debates is fixed at Rs. 50 per copy. The prices the following Parliamentary papers are fixed as shown against each: Rajya Sabha List questions - starred and unstarred Rajya Sabha Parliamentary Bulletin - Part-I Rajya Sabha Parliamentary Bulletin - Part-II Synopsis Rajya Sabha - proceedings - Rajya Sabha List Business Rs. 10 per set Rs. 3 per copy Rs. 3 per copy Rs. 5 per copy Rs. 2 per copy
- Committee Reports - - Printed Publications 50 paise per page + Re.1 for cover Page As per printed price The sale publications issued by the Secretariat is by the Sales and Archives Section only. No other Section undertakes the sale such publications. Printed publications sold include: - Rules Procedure (English & Hindi) - Rajya Sabha at Work (English & Hindi) - Sessional Resume - Questions Statistics - Performance Prile (English & Hindi) - Who s Who - Consolidated Who s Who (English & Hindi) - Practice & Procedure (English & Hindi) - Subject pamphlet - List Members (English & Hindi) 14.18.2 Copies Uncorrected Proceedings Rajya Sabha: All requests from MPs or Members public including private bodies for the copies uncorrected proceedings, Members speeches, made in the Rajya Sabha or questions asked and answers given in Rajya Sabha are received and dealt with in the Sales and Archives Section. Distribution Branch provides six sets each day s (uncorrected) proceedings to this Section for this purpose. This Section breaks up these sets where necessary in order to sell copies the speeches etc. If the demand cannot be met by these six sets, Distribution Branch is asked to supply more copies a particular speech for which there is a specific request, or photocopies are got made. Copies uncorrected proceedings are sold on 'not for publication' basis. Copies Rajya Sabha Questions and Answers are sold to public @ Rs. 2 per page; if it is in tabular form, the rate is Rs. 4 per page. A Member Parliament can purchase copies Questions and Answers at a concessional rate 50 paise per page, irrespective whether they pertain to him or any other Member. Copies Statements Laid on the Table the House are obtained from Table Office and sold at the rate specified above. 14.18.3 Stationery for Members Rajya Sabha: The following categories DO stationery are sold to the Members Rajya Sabha. - Small pads - Medium pads - Large pads
- Small envelopes - oblong envelopes Before commencement each Session Rajya Sabha, the stock position DO stationery for sale to Members is reviewed and, if necessary, an order for sufficient supply is placed. For this purpose quotations are invited from various printers and necessary exercise to shortlist a printer is done and contract awarded. The quantity DO stationery to be printed/stocked for sale is determined with reference to the actual consumption/sale during the last one year less stock in hand. A stock register is maintained with pages reserved for each item:- Item Opening Stock Date Name Member Qty. Purchased Signature Member/PA Balance 14.18.4 Greeting Cards: Greeting cards printed by the Rajya Sabha Secretariat are sold to Members Parliament, general public and staff the Secretariat on the occasion new year. For this purpose, quotations are invited, a printer is selected and contract awarded. A para in Parliamentary Bulletin Part-II for information Members and a circular for information staff the Secretariat regarding the availability greeting cards for sale from the date mentioned in the bulletin/circular are issued. The sale proceeds these items are credited to the relevant head account in the Reserve Bank India, New Delhi, through Cashier, Rajya Sabha Secretariat. 14.18.5 Souvenir Items: Souvenir items are available for sale at the reception fice and also at the sales counter, Parliament House. For procurement these items samples are procured from the market, got approved by the Secretary General and orders are placed with a firm after inviting quotations from various firms. Souvenir items are not sent by post. A register is maintained, with a separate page for each item:- Item Purchased from on Qty. Rate Date Items Sold Value Balance 14.18.6 Sale Procedure: Publications, Parliamentary papers and Members DO Stationery are sold against cash payment. All sales to local customers are conducted on cash payment across the sales counter and a cash receipt therefor is issued. Outstation customers are asked to send the cost publications and postage to be incurred in sending those publications in advance by money order or through a cheque/bank draft drawn in favour the Under Secretary, Rajya Sabha Secretariat, New Delhi. On receipt the money order/cheque, bank draft, a receipt the payment is prepared for the publications asked for and this is packed and sent to the customer by registered post. In case a cheque/bank draft, the same is deposited in the Reserve Bank
India under the appropriate head account and the publications asked for are sent by post. The Sales and Archives Section makes arrangements for packing and dispatching Parliamentary and other publications to the Members Parliament. On receipt requests, the Section also undertakes dispatch Parliamentary Publications directly to the customers outside Delhi on payment sums money equivalent to the cost publications plus postal charges to be incurred thereon. If a request for the supply Parliamentary publications/papers is received from a buyer in a foreign country, the buyer is asked to send a bank draft drawn in favour the Under Secretary, Rajya Sabha Secretariat, New Delhi, for a sum money that will cover the price publications/papers asked for as well as the postal charges to be incurred in sending them. As soon as the bank draft asked for in advance is received, it is deposited in the RBI under the appropriate head account and the publications asked for is sent by registered post through the Distribution Branch. 14.19 Publicity and Appointment Agents for Selling Parliamentary Papers- This Section asks various Sections the Secretariat to send a list their publications which can be made available for sale and compiles and consolidates a list such publications mentioning their prices. Important publications are displayed in the show cases the Section at prominent places in Parliament House and Parliament House Annexe. The publications are checked from time to time with a view to removing the old editions for which there is no demand and also by displaying new publications added to the stock the Section. Rajya Sabha Secretariat directly appoints its own agents at various places throughout India for selling Parliamentary papers. As soon as an application is received from a bookseller for appointing him as an agent, the application is processed in the Section and the approval for appointment a particular bookseller as our agent is obtained. As and when the price list is finalized, a copy it is sent to the agents who are informed about the new publications. 14.20 Maintenance Stock and Accounts - 14.20.1 Stock: To ensure proper stocking and accounting, all publications received from various Sections this Secretariat are entered in the Stock Register. The dealing Assistant reviews the stock position all publications received for sale stocked in the Section, and takes the help Attendants the Section to: - - arrange the publications in racks; - remove the publications and clean the racks thoroughly and keep almirahs clean and tidy; and - conduct physical verification a few items publications/papers stocked in the Section. The entire sale proceeds for a day in the Sales and Archives Section is deposited with the Cashier the Secretariat the same day. After making all entries in different
Sales Registers in respect sales publications, etc. upto 3.00 p.m., the sale proceeds are deposited with the Cashier. Sale proceeds received after 3.00 p.m. are deposited with the Cashier the next day. Money received through money order is also deposited with the Cashier the same day. If on any day, due to unavoidable reasons, the sale proceeds the day cannot be deposited with the Cashier, the money is kept in the Section under lock and is deposited with the Cashier the next day. The Stock & Sale register is maintained as follows; with one or more pages reserved for each publication: Name publication Language Originating Section Price Year Publication Date copies sold Value Balance in hand Signature dealing Assistant 14.20.2 Accounts and Audit: All accounts maintained by the Sales and Archives Section in respect stock and sales different categories Parliamentary publications/papers and DO stationery are audited by the local audit party the fice DGACR only. The audit report submitted by the audit party is examined as soon as possible after it is received and after taking appropriate action with regard to the objections raised, replies are prepared and submitted to them. If any new suggestions are made by the audit party, these are also examined and implemented to the extent possible. The accounts record i.e. cash book, cash receipt book as well as the stock registers, etc. are preserved for periods indicated below: - Cash book : 20 years - Receipt book : 3 years - Sales registers/stock registers : 2 years Where an audit action is outstanding, such records are not destroyed till the audit record is finally settled even though the period fixed for preservation records has actually expired. No account books or records for any period is weeded out without obtaining the prior permission in writing the Branch Officer. If there is any audit objection pending, relevant records are not destroyed till the objection is got cleared. After necessary permission has been received from the Branch Officer, proposals for weeding out are put up. The prorma the Ledger for maintaining Daily Sale Proceeds and Cash book for maintaining the record Sale Proceeds with Estt. (A/Cs) Section: RAJYA SABHA SECRETARIAT (Sales Section)
DateReceipt Amount sale proceeds Govt. publications Publication Divn. Publications Branch CASH SALE REGISTER M.P. s stationery from G. India Stationery Office, Calcutta Rajya Sabha Sectt. Parliamentary Papers Rajya Sabha Total Amount Initials S.O. 1 2 3 4 5 6 7 8 9 Amount paid to Initials Initials Balance in hand Initials S.O. Amount deposited in R.B.I. Remarks Cashier Cashier D.D.O. Amount and date Chalan 10 11 12 13 14 15 16 17 14.21 Binding and Distribution Debates to Members-Printed Debates are received from Govt. India Press directly by the Sales and Archives Section. Printed Debates (in Floor language and Hindi) are entered debate date wise in a Register as per format given below, and date wise sets made and sent to Distribution Branch for transmission to Members, State Legislatures and others as per Standard circulation List. As far as possible Debates are circulated to Members during session periods when Members are available in Delhi. REGISTER OF PARLIAMENTARY DEBATES Session Date Debate Vol. Language Date Receipt from Press/Printing Section copies received Date forwarding to Distribution Branch for issue & no. copies to Members/to others Stock in hand After each biennial election, option is taken from new Members as to whether they wish to obtain their Debates in the Floor language or in Hindi. The Standard Circulation List, separately for Members showing preferences for Hindi/English and others are updated by Sales & Archives before the start each session and given to
Distribution Branch. List Members who require bound copies the Debates is maintained separately and updated and as and when bound volumes are received, these are sent to Distribution Branch separately. The binder supplies the debates in bound volume indicating the name the Member and the period to which the debate pertains in golden letters on the hard cover. The cost binding is recovered from Members monthly salary. At the end each session, in consultation with the Printing Section, Sales and Archives submits a statement showing pending Debates, Index and Appendices on the following format: - STATEMENT OF PENDING DEBATES AT THE END OF SESSION NO. Dates for which Debates pending in Press Dates for which Debates received and pending in S & A for Distribution to Others (English/Hindi) Binding/Distribution to Members A copy the statement is sent to Director (Printing), all Joint/Additional Secretaries and the Secretary-General. 14.22 Receipt and Maintenance Records, Record Room and Archives- 14.22.1 Record: Sales and Archives Section is responsible for maintenance record room, for stocking copies Bills, printed Debates, bound volumes Debates returned by the Chairman, Deputy Chairman and Secretary General s Office, and registers and files received from various Sections the Secretariat. Copies only those Bills, reports and files which are required to be preserved permanently are received in this Section. Copies Bills/Reports which are required for day-to-day use the Sections are kept by the Sections themselves either in their rooms or in their record rooms. The Sections send their files duly classified, etc. along with a list files each category as per procedure described in Chapter-VIII. The files are examined and accepted into the Record Room as per procedure described in that Chapter. On receipt copies Bills, Reports etc. the dealing Assistant in the Section scrutinises the list such documents sent by the originating Section and instructions if any. Keeping in view the shortage space as also the need to preserve only minimum number documents, the dealing Assistant checks whether the Section has not sent abnormally large number copies and large number records and in case it is found that the number items is large, the matter is brought to the notice the concerned Section. After the records have been received and accepted in the Section, the dealing Assistant makes entries regarding details the publications, number copies received in the Stock Registers. The prorma Stock Register is as follows:
Name Section Date Receipt Title Publication Copies received Remarks Bills/publications, etc. which are received in the Record Room are properly placed between two hard covers and securely tied with a chord. Full details about the contents the bundle is maintained on the outer side the hard cover. The bundles are kept in a methodical and systematic manner in the racks. Periodic inspection is done by the Executive Officer to ensure that the bundles are maintained in neat and tidy condition. 14.22.2 Files etc: Copies Bills and other documents sent for record and archives are accompanied by a list (challan) specifying the number copies and special instructions regarding retention period etc. This Section generally receives in active files, comprising Class III, IV & V files, which are to be preserved for more than 3 years. The dealing Assistant in the Section makes entries regarding file numbers, subject file, etc. in the Register for Recorded Files maintained in the record room in the following prorma; with a separate register for each category. Within each register, a separate set pages is allotted to each consigning Section. Register Recorded Files Category Consigning Section S. Date File Subject Remarks The S., date and category are then entered against the file no. in the duplicate copy the challan list and returned to the originating Section for completing their record, and to enable the Section to send a requisition slip on a particular entry early. The files are thereafter arranged in bundles convenient sizes, year-wise and placed in serial order in the racks earmarked for each branch. Whenever a Branch requires its records from the record room they send a requisition. On receipt requisition, necessary entries are made in the Requisition Register and the Requisition filed into folders as described in para 8.9. The prorma the Requisition Register is given below: REQUISITION REGISTER Requisition Date Requesting Section File Subject Date Issue Dated signatures receiver Date Return
Thereafter, the requisitioned files are handed over to the concerned Section. As soon as the requisitioned files are returned to the record room, the files should be checked to ensure that they are intact and in good condition. Thereafter, the date return is noted in the register, and the fice copy the forwarding note the requisitioning Section is signed in token receipt in good condition.