- The following instructions for keeping the registers should be carefully attended to :-No. 1. - Register of unconvicted prisoners -Column 5. - If Christian, the denomination; if Muhammadan, the sect, and if Hindu, the caste, should be entered.Column 7 - A full description of the prisoner such as may be useful for his identification and his left thumb impression, should be given in this column.Column 9 - The cause of detention in jail should be shown.Column 12 - Should be filled in by the Medical Officer or under his orders by the Medical subordinate - also see paragraph 817, Jail Manual regarding weight on release.Column 17 - All property brought with the prisoner, or received for him afterwards, should be here entered and a note made against each article he is allowed to take inside the jail for his personal use.No. 2 - Register of convicts admitted -(1)Age, Labour, Health, Weight and Protection are to be filled in by or under the direction of the Medical Officer. The entries in this register shall be made as soon as possible after the admission of the prisoner or as soon as the necessary information is available.(2)Religion - If a Christian, the denomination; a Muhammadan, the sect; or a Hindu, the caste, should be given.(3)Previous occupation - The particulars shown should be in accordance with the classification required in Quarterly Statement No. II.(4)Personal description - A full description of the prisoner, such as may be useful for his identification, and his left thumb impression, should be given in this column.(5)Previous conviction - All previous convictions, if established, should be entered in this column with the date, crime and sentence in each case.(6)Sentence - In cases in which a convict is sentenced to two or more sentences under different warrants, the aggregate of the sentence should be shown in the heading of the register, but in columns 14 and 15 each sentence should be entered separately and in detail.(7)Date of release - If a convict is sentenced to imprisonment in default of payment of fine the dates of expiry of both the substantive sentence and the sentence in lieu of fine, should be shown. On payment of fine or receipt of notice or payment thereof, the latter date should be scored out and initialled by the Register-keeper. If the fine is paid in part, an entry should be made to show the amount paid and the consequent date of release.(8)Weight - Weights should be recorded in lb, fractions of a lb being omitted.(9)A receipt stamp should be affixed to the receipt obtained from a prisoner on his release for his cash property if the payment exceeds Rs. 20.(10)(a)Property - Details of all property of a convicted prisoner taken from him or delivered with him on admission into jail, or afterwards received on his account should be entered in this register in the columns provided for the purpose.(b)When property of a prisoner is received by an official and made over to another for custody, the latter should initial the entries in this register in token of its receipt.No. 3. Register of Civil Prisoners -(1)Distinguishing marks - The prisoner's thumb-impression and other marks useful for his identification should be entered here.(2)The particulars regarding the amount of subsistence allowance received and disbursed should also be entered in the columns provided in this register.(3)Instruction in clauses (1), (2), (4) and (8) under Register No. 2 above also apply to this register.(4)Articles of clothing, etc., supplied to the prisoner at the cost of the decree-holder, shall be removed from the prisoner and made over to the decree-holder.(5)Articles supplied to the prisoner from the stock of the jail shall be paid for at market rates.(6)Proper receipts for the money and property returned to the decree holder should be obtained.(7)Full account of the diet money received and expended should be kept in this register and dates of receipts and expenditure should correspond with those in the General Cash Book and Register No. 35.No. 4. - Release Diary -(a)A page or more, if necessary, should be set apart for every day, and as many volumes as are required kept up. The names of prisoners to be released after ten years should be entered on the last page of the last column in use, and when new volumes are opened these names should be transferred to their proper dates in them.(b)On the conviction of a prisoner, his name shall be entered on the page allotted to the day on which he is to be released, on the supposition that he will have to spend the whole term of imprisonment in jail without remission of any kind.(c)If a prisoner be entitled to be released before the expiration of his sentence on account of the remission earned or reduction of sentence, a line shall be drawn through his name where it is entered on the date of the expiration of his sentence and a reference made in the column of remarks to the new date on which he is to be released; on the latter date a fresh entry shall be made. The same method shall be adopted when a prisoner receives a further sentence.(d)If a prisoner be sentenced to imprisonment of which the whole or any portion is in default of payment of fine or a portion of it be not immediately paid, the date of release shall be fixed and entered in the release diaries on the dates which correspond to payment as well as to non- payment of fine. When any portion of the fine is subsequently paid, the date of release shall be altered accordingly.(e)The names of civil prisoners shall be entered on the day on which they are to be released at the bottom of the page.(f)The names of convicts should not be transferred to a new date till remission has been sanctioned by the Superintendent or other sanctioning authority.(g)When a prisoner is transferred or dies before the expiry of the sentence, his name shall be scored out under the date in which it is entered and full particulars shall be furnished regarding him under the date on which he was transferred or died.(h)Cause of discharge such as an appeal, expiry of sentence, transfer, furnishing security, or under remission rules shall be entered in the column of remarks. If the prisoner is released under the remission rules, the amount of remission earned shall also be entered in this column.No. 5. Punishment Register -(1)Column 13 - If the entry to be made in this column is a long one, it may be written across the book, but space should be left for the other necessary entries relative to the case in the other columns.(2)Entries of punishments of whipping and of sentences inflicted by a Court for offences committed in Jail, shall be entered in red ink. In order that they may be readily distinguished. At the end of each month, an abstract of offences and punishments according to the headings in monthly Statement No. VI shall be prepared.(3)When a prisoner is sentenced to flogging the previous punishments awarded to him shall also be entered in this register.(4)When a prisoner is sentenced to whipping, change of labour or penal diet, Medical Officer's certificate as to the fitness of the prisoner to undergo the punishment should be obtained in column 15.(5)When the prisoner punished is a female, letters "f" shall be written under her register. No in column 2.(6)When an offence is committed it should be brought on this book promptly. Even if judgment has not been pronounced.No. 6. Register of remarks of visitors -(1)Besides the official and non-official visitors of the Jail, the Inspector-General or any other superior officer of Government, visiting the station, and the officers of the Education Department, may record their remarks in this book.(2)A copy of the remarks recorded in the register by any visitor should be despatched in duplicate to the Inspector-General with a copy of remarks made by the Superintendent.No. 13. Hospital Register -To be kept by the Medical Officer, or the Medical Subordinate under his direction. The various entries should be made as soon as the information required is available.Column 12 - The nomenclature of diseases should be adhered to in filling in this column.No. 14. Lock-up Register -(1)Against the side heading "name and number of wards" should be entered female ward, juvenile ward, convict ward No. 3. etc., as the case may be and immediately under this entry the accommodation of such ward should be given. The number of prisoners actually confined in a ward at any lock-up should be given against the date.(2)If convenient separate register may be used for large enclosures in a Jail and consolidated into another register by the Deputy Superintendent.No. 15. Register of persons passed in or out of Jail -Only persons other than prisoners should be entered in this register; the names of prisoners passing in and out shall be recorded in a separate register.On the relief of the gate-keeper, the necessary entries should be made in this book.No. 16. (a) Register of prisoners passed in and out of jail -(1)All prisoners sent out of the Jail during the day shall be entered in this register, whether on release, transfer, or work outside the jail. Similarly, all prisoners received into the Jail by transfer, on conviction or on return from work shall be entered therein.(2)When a gang of prisoners is sent out of the Jail on exta-mural work the name of each prisoner shall be entered, but when the gang is brought back, the names shall be called over from the outgoing entry, and if correct, need not be re-entered, but the total strength of the gang with particulars thereof shall be entered as having been admitted into the Jail.(3)Signature of the warder and the convict officers in-charge of the gang shall be taken in column 5.No. 17. Register of articles passed in or out of the Jail Gate -The entries in this register should be checked periodically by the Superintendent and daily by the Deputy Superintendent, with the receipts of provisions, raw materials, etc., and the sale or removal of manufactured articles, &c., to see that they correspond. A note of the fact that such comparison has been made, with the result, should be entered.No. 18. General Cash Book -(1)In this register shall be entered the receipt and disbursement of all moneys passing through the hands of the Deputy Superintendent, except such as relate to the Manufactory Department for which a special register is provided.(2)A fixed sum of money known as the "permanent advance" is sanctioned for every Jail. On the 1st April of each year the Accountant General is to be furnished with a certificate that the full amount of the advance is in the possession of, and to be accounted for, by the Superintendent. Petty payments should be made by the Deputy Superintendent in cash from this advance. When the payment of large sums is necessary the Superintendent shall draw upon the Treasury by abstract bill, which he may, after obtaining a proper receipt for the amount, endorse for payment to the person to whom the money is due, or the money may be received from the Treasury and paid in cash. No large sums shall be kept in hand for more than 24 hours, so that money should not be drawn until it is actually required for disbursement. There should, therefore, seldom be a balance against the Jail, except the permanent advance, prisoners' cash, diet money of civil prisoners, cash realized by sale of Government property (not manufactory), and possibly petty refunds which, however, should always be paid into the Treasury without unnecessary delay.(3)A receipt shall be taken for all disbursements even for small sums. The receipts shall, when possible, be in the vernacular known to the payee, who shall state in words the amount received. Separate receipts for payment under Factory and Maintenance charges should as a rule, be taken. All receipts for sums over Rs. 20 must be stamped.(4)Large sums, shall, as far as possible, be paid in the presence of the Superintendent, but when this is not practicable, they shall be made in the presence of two respectable witnesses, who shall attest the payment by affixing their signatures to the receipt.(5)All receipts for cash payments shall bear two series of numbers, - firstly, a serial number for the year and secondly, a serial number for the month. The former shall be entered upon the receipt at the time it is given by the recipient of the money, the latter at the close of the month after the receipts have been arranged in the manner, described in clause (3) above; the annual number should be given on top, and the monthly number underneath thus No. 100/1. Receipts relating to Jail maintenance and Jail manufactory, respectively, shall be given a separate and distinct series of annual and monthly numbers. Only the annual numbers shall be shown in the columns provided for the purpose in Register Nos. 35 and 45.Note - The serial number should commence with the financial year, viz., 1st April.(6)Before signing the certificate printed on the bill, the Superintendent shall satisfy himself that all vouchers under Rs. 25 in amount have been cancelled and cannot be used again.(7)Detail of the balance in hand should be prepared once a month to show how the balance is made up. The detail should be very minute and must give full information as to the items which make up the balance under each of the heads under Register No. 19 separately. It should be signed by the Superintendent when prepared.(8)Receipts should not be utilized towards expenditure but should be credited into the Treasury at once. Money can be drawn from the Treasury as often as is required.(9)Cash book should be put up daily before the Superintendent who shall initial it in token of his having examined it.(10)No advance should be made to any one from the permanent advance sanctioned for the jail.(11)A formal receipt should be issued for the money received in the Jail in all cases except from the Treasury.(12)All receipts on account of diet money of civil prisoners should be credited into the Treasury at once.(13)No loans should be obtained from any person or other heads of account.No. 19. Deputy Superintendent's cash ledger -(1)The following accounts should be kept separate in this register, a portion of the book being set apart for each :-(a)Maintenance accounts :(1)Supplies and services.(2)Contract contingencies.(3)Other contingencies.(b)Prisoner's cash property.(c)Prisoner's fines paid at the jail.(d)Pay and Travelling Allowance.(e)Civil Prisoner's diet money.(f)Miscellaneous, i.e. search money, sale of unserviceable articles.The entries under these heads should be taken daily from the general cash book (Register No. 18).(2)(a)Maintenance of accounts. - All money transactions, receipts and disbursements, relating to these heads shall be entered in detail and the balance struck daily.A detail of the balance in hand shall be prepared once a month as required by clause (7) of the instructions under Register No. 18.(b)Prisoner's cash property - All money, the property of a prisoner, should be entered on the left hand page, and all amounts paid to a prisoner at the time of release or credited to Government as his fine, etc., should be entered on the right hand page. The balance in hand should be struck at the end of every month. If the receipts during the month exceed the expenditure, the difference should be deposited in the Treasury on the last day of the month. If the expenditure is in excess of the receipts, the difference should be withdrawn from the Treasury.Balance of prisoner's property account in the Treasury should be tallied with that in the Jail books, quarterly.At the end of the month a memo, should however be sent to the treasury showing the departmental receipts and expenditure so utilised to enable it to pass the gross transactions through the public account. In this connection attention is invited to paragraph 7(2) of the Punjab Treasury Rules.(c)Prisoner's fines paid. - Money received on account of fines, should be shown on the receipt side and when paid into the Court on the disbursement side : the number and date of the receipt having been noted in the register, the receipt should be filed in the office.(d), (e) and (f) require no explanation.(3)The balance shown in Register No. 18 at the end of the day and the total of the balances under the several heads except at (e) which is also included in (a) in the register should correspond with the cash balance in the hands of the Deputy Superintendent.(4)All receipts in support of payments made should be presented to the Superintendent who shall satisfy himself that the receipts are in order, the payments correctly entered and the accounts properly balanced.No. 21. Diary of termination of Jail punishments -On the day a punishment, which will continue for a specified period, is given effect to the date of the expiry of such punishment shall be calculated and the particulars as shown by the hearings shall be entered in the diary under that date. The register shall be examined daily by the Deputy Superintendent who shall be held responsible that no prisoner is punished for a longer time than that ordered.No. 22. Alphabetical Register of convicted Prisoners.
