SB ORDER NO. 2/2008

SB ORDER NO. 2/2008

F.No. 116-09/2007-SB

Government of India

Ministry of Communications & IT

Department of Posts

(FS Division)

Dated 4.2.2008

To

All Heads of Circles/Regions

Subject: - Updating of data of all categories of accounts in all HPOs for HO as

                  well as SO group and review of decetralization of RD/MIS/SCSS policy

                  in the light of frauds being detected in Sub Post Offices.

Sir/Madam,

Your kind attention is being drawn towards item No. 6 of Priority Letter No.5 dated 29.10.2007 issued by Secretary Posts vide which it was desired to ensure that all data regarding POSB and Savings Certificates pertaining to HO as well as SO group in each HPOs is entered in the computerized system by 31.3.2008.

2. In this connection, reference is invited to this office D.O.Letter No. 107-1/06 dated 13.12.2006, 23.1.2007 of DDG (FS), reminders dated 21.5.2007 and 20.7.2007 on updation of data. On review of the reports received from some circles, it is observed that posting work of SO group in HOs particularly for RD/MIS/SCSS is still in huge arrear and progress on this point is very slow.

3. DDG (Vig), while reviewing fraud cases has also observed that frauds in RD/MIS in Single Handed Sub Post Offices are being noticed due to non-availability of up-to-date data required for second check in HPOs. Ledger Agreement of these schemes is also in huge arrear in SBCOs due to which the possibility of such frauds going unchecked is high.

4. The whole issue of data updating as well as decentralization of RD/MIS/SCSS is under consideration in this office. Final decision and broad guidelines will be issued separately.

5. In the meanwhile, it is seen that the most fraud prone offices are Single Handed SOs and those Double handed SOs, which are running, by single hand due to shortage of staff. To have a better control and monitoring over Savings Bank operations in these offices, the following steps may be observed as interim guidelines w.e.f 15.2.2008:-

(a) For Single and Double Handed Sub Post Offices:-

(i) With effect from 15.2.2008, all Single/Double handed Sub Post Offices, at the time of closure/premature closure of RD/MIS/SCSS accounts will collect closed passbook from the depositor and attach the same with account closure form and send in a manner as prescribed for dispatch of vouchers and LOT to HO.

(ii) The SPM will issue a certificate to the depositor for closed account if demanded in the attached format as Annexure-I.

(iii) No account shall be closed without passbook. Non submission of closed passbook duly cancelled with account closure voucher will attract disciplinary action.

(iv) All Single/Double handed SOs will not issue any duplicate passbook for these schemes. When an application for issue of duplicate passbook is presented in such SOs, the SPM will prepare certified copy of ledger-card of the account and send the same to HPO duly entered in SO daily account.

(b) For SO Group in Head Post Offices:-

(i) In HPOs, daily consolidation and vouchers along with LOTs will be transferred to SBCO as per existing procedure.

(ii) On receipt of application for issue of duplicate passbook, the same will be transferred to I/C SBCO under receipt.

(iii)On receipt back of application from I/C SBCO duly approved, APM (SBSO) will prepare and issue duplicate passbook and dispatch to SO duly entered in SO Slip.

(v) All such applications will be kept in a guard file and preserved by APM (SBSO) in his/her personal custody for 5 years.

(iv) Postmaster of HPO and APM(SBSO) will be personally held responsible if any of these guidelines is not properly followed.

(c) For SBCO in Head Post Offices:-

(i) SBCO is expected to have data in their computers for RD/MIS and SCSS schemes relating to SOs as prescribed vide SB Order No. 8/2003 issued vide this office letter No. 113- 1/2002-SB dated 5.5.2003. On receipt of daily return from

SBSO, SBCO will check 100% vouchers of closed accounts pertaining to  RD/MIS/

SCSS schemes of these SOs.

(ii) During the course of voucher checking, SBCO will verify one deposit entry in each qtr. mentioned in the passbook in case of RD with relevant entries available in the computer or where the data in computer is either not fed or partially fed in SBCO, from List of Transactions of the respective SOs kept office-wise and date-wise in monthly bundles. Similarly, in case of MIS and SCSS, all deposit entries in the passbook will be verified.

(iii) SBCO will maintain a register office wise as well as scheme wise for the accounts closed w.e.f 15.2.2008 by such SOs.

Format of the register is attached with this letter as Annexure-II.

(vi) In-charge SBCO will immediately brought to the notice of Postmaster as well as Divisional Head, any discrepancy including non-receipt of passbook with account closure form if noticed in any account.

(vii) In-charge SBCO will be held personally responsible if any of these guidelines is not properly followed

(d) For Divisional Head:-

(i) Divisional Head will provide list of Single as well as double handed offices to SBCO well before 15.2.2008.

(ii) No staff of SBCO will be utilized for any postal operations.

(iii) Prompt action should be taken as and when any report is received from Postmaster or I/C SBCO.

(iv) Divisional Heads will be held personally responsible for overall implementation of these guidelines w.e.f 15.2.2008. They will monitor the implementation of these guidelines in SBCO and mention the progress/results in their fortnightly diary.

(v) Divisional head will identify most sensitive single and double handed offices and supply list of the same to Circle Checking squad for surprise visits.

(vi) SDI/ASP Sub divisions may also be given list of such Sub Post Offices with the direction to carry out surprise visits.

(vii) Wherever possible, one of the SBCO officials may be deputed to visit these offices for on the spot random checking of work relating to RD/MIS/SCSS schemes.

(e) For Regional/Circle Offices:-

(i) It may be ensured that these guidelines are promptly circulated up to all Sub Post Offices level well before 15.2.2008.

(ii) Receipt of this letter is acknowledged to the undersigned.

(iii) On receipt of list of most sensitive Single/Double handed offices, the Circle Checking Squad will pay surprise visits and check randomly the work relating to RD/MIS/SCSS schemes.

(iv) An implementation report may be sent to this office by 29.2.2008.

Yours Sincerely,

(A.P.Srivatava)

Dy. Director General (FS)

DA- Annexure-I & II