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State of Bihar - Section

Section 60 in Bihar Board's Miscellaneous Rules, 1958

60. Guard file to be kept of inspections.

- The ministerial head of each department in a Collectorate should maintain different Guard files according to the class of Inspecting Officers like the Deputy Collector-in-Charge, Collector, Commissioner, Member, Board of Revenue, High Court and the Hon'ble Ministers, in which should be placed properly arranged in chronological order, copies of inspection notes relating to his department. These copies should be made on half margin and, against any defect noticed or suggestion made by the inspecting Officer should be noted the action taken.Five blank pages for the index should be provided in each Guard file and the index should be in the following form :
(i) Serial No. - 1 inch
(ii) Name of office inspected - 2 inches
(iii) Name of Inspecting Officer - 3 inches
(iv) Date of inspection - 1 and half inches
(v) Page number - 1 and half inches
(vi) Remarks-about date of receipt and issue - 1 inch
The pages meant for the index should be ruled, the line being one inch apart.The important points noted by the inspecting officer should be abstracted in Register 26 mentioned in the preceding rule.[Compliance report on inspection notes of the Board of Revenue and the Ministers should be submitted to the Board within one month from the receipt of the inspection notes. Compliance report on other inspection notes should be similarly submitted to the Inspecting Officers concerned whose business it should be to pursue the compliance of their remarks. A copy of the compliance report should always be kept with the inspection note in the guard file of the department concerned.] [Substituted by C.S. No. 8 dated 10.6.1965.]Inspecting Officers while recording the inspection notes should also record whether actions suggested in the previous Inspection Notes have been given effect to.