As per the procedure prescribed in the Central Secretariat Manual office Procedure, a Section/Desk which is the lowest organisational unit in the Ministry and consists of Assistants and Clerks supervised by a Section Officer, initiates the processing of a case immediately after receiving a reference/communication by registering/diarising the receipt and initiating the note. As a general rule, no official is expected to keep a case pending with him/her for more than seven working days unless higher limits have been prescribed for specific types of cases separately. In some cases, the file is initiated on oral instructions by recording the instructions/discussions given by the senior officers. The case/subject is placed before the Under Secretary for advice and orders. The cases of minor and routine nature are disposed of at the level of Under Secretary.
In case of matters which are important in nature, the file is submitted for advice and orders to the higher level by the Under Secretary, and decisions or certain nature are disposed off at the level of Deputy Secretary/Director as per the delegated financial and administration powers.
More important matters are placed by the Deputy Secretary/Director before the Joint Secretary who takes a decision as per the delegated power on issues relating to administrative, financial and policy matters.
However, issues with major policy implications and major administrative and financial matters, requiring the advice and approval of higher authorities, are placed by the Joint Secretary before the Secretary of the Ministry for orders. Cases which require the approval of the Minister in –charge or the Cabinet/Cabinet Committees are placed before the Minister in-charge and/or Cabinet/Cabinet committees for order/approval.
The channel of submission as generally followed is as under:
|Sl. No.||Items of work||Channel of submission|
|1.||Establishment matters||Section Officer – Under Secretary – Director/Deputy Secretary – Joint Secretary – Secretary - Minister|
|2.||Financial and Administrative matters||Section Officer – Under Secretary – Deputy Secretary/Director – Joint Secretary – Under Secretary (IFW) – Director (IFW) – Additional Secretary & Financial Adviser – Secretary (when necessary under delegation of powers) – Minister|
|3.||Legal/Court matters||Section Officer – Under Secretary – Deputy Secretary/Director – Joint Secretary – Ministry of Law & Justice – Central Government – Standing Council – Secretary (when necessary) – Minister.|
|4.||VIP references, Parliament questions||Section Officer – under Secretary – Deputy Secretary/Director – Joint Secretary – Minister/Secretary – Minister.|
|5.||Miscellaneous matters||Section Officer – Under Secretary – Deputy Secretary/Director – Joint Secretary.|