- (i) Character records shall be maintained in prescribed forms according to this instructions issued by the Government in this behalf (Ref. Order No. 8(b) apptts (c)/51 dated 28-1-52 and even No. dated 7.7.54.(a)in each divisional office for all clerks, draftsman, signallers and other establishments below the rank of subordinate and above that of petty establishment, and who remain, at a rule throughout their service in one division.(b)In each divisional office in personal registers for deputy collectors, Ziladars, amins, Girdawars and subordinates.Each sheet will represent a year of service: on the left page are printed set questions, to which replies will be given by reporting officers. The right page will be blank and will be used for special entries or general remarks on points not covered by the replies to the prescribed questions.(ii)Heads of offices will be at liberty to make a record of the characters of Class IV like sawars, chaprasis, chaukidars, dafadars, barkandazes or beldars in cases of highly marked good conduct meriting such a distinction, and shall at the same time record the extent of the man's education.(iii)The character record should be kept with the service book and transferred with it whenever the officer to whom it refers is transferred.(iv)While the head of the officer may at any time make entries in the record either of favourable or adverse character, he must do so on the occasion of his own transfer, if he has been more than six months in charge, and whenever the official to whom it relates is transferred. Regular entries should be made in all records at the end of each calendar year concerning the work and conduct, during the year, of the officials concerned.(v)In all cases of compulsory entries the head of the office need not enter more than his signature, with date of entry, if he has nothing to add to an opinion recorded within the previous six months.(vi)Character records should always be sent in registered covers when transmitted by post.(vii)Character records should be treated as confidential, but all adverse entries, which affect promotion, will be communicated to the officials concerned.(viii)a copy of any remarks recorded in an annual administration or other report relating to the conduct and work of an official may, under the authority of the head of the office, be entered in his character record.(ix)In the case of a temporary employee a character record should be opened when the temporary service has lasted two years.(x)Every entry in a character record which may adversely affect the promotion of the official concerned must be communicated to him.(xi)The character record of an official is the property of Government and should on his retirement or dismissal, be kept in the office where he was last employed. The practice of issuing commendatory certificates of good character in the case of officials during the course of their service is strictly prohibited, heads of departments and offices may, however, grant to their subordinates on retirement such special certificates of good work and conduct as they may deem fit.Service Books
