Section 203 in Bihar Board's Miscellaneous Rules, 1958
203. Custody of duplicate keys.
- The following rules regarding the custody of duplicate keys of treasury strong-rooms and chests have been prescribed by the Board on the basis of Article 12(a) of the Resource Manual. They apply also to the duplicate keys of Chubb's padlocks used in other departments, but under Rule 84 of Chapter XII of the Bihar Stationery Manual, 1951, the use of these locks in other departments is confined to receptacles for documents of extreme importance.(1)Register of locks in use and their keys. - A register of all padlocks in use in the headquarters and sub-treasuries and treasure chests or in other departments shall be maintained in the Form No. 48 and kept in the strong-room of the district treasury. Separate pages shall be assigned to the headquarters treasury and to each sub-treasury or treasure chest or other department. A list of the padlocks in use in subtreasuries should be procured every year by the district treasury and compared with this register so that any discrepancies may be readily detected and enquired into. Each sub-treasury shall also keep a list of its own padlocks and keys in the above form. The District Officers at the time of their annual inspection of sub-treasuries should verify the accuracy of this list by actual count of the padlocks in use there.(2)Numbering of locks and keys. - Every padlock shall have a number impressed upon it or attached to it by a metal or other label, and the same number shall be impressed on or attached to each key belonging to it. No two padlocks in the same district shall bear the same number. Every key other than those belonging to treasury strong-rooms or chests shall have a label attached to it showing what almtran or chests it opens.(3)Unserviceable and spare locks. - If a padlock becomes unserviceable or ceases to be required, or if one of its keys is damaged or lost, it shall be returned to the [Government Stationery Stores and Publications, Bihar, Patna-7] [Substituted by C.S. No. 3 dated 20.12.1961.]. If a lock is required to replace an old and useless lock, a certificate in the following form should accompany the indent. -"I hereby certify that I have personally ascertained that the Chubb's lock now indented for is required to replace another which will be returned to the [Government Stationery Stores and Publications Bihar, Patna-7 for disposal] [Substituted by C.S. No. 3 dated 20.12.1961.]".No spare locks shall be kept at a sub-treasury or, except with the permission of the Collector, at a district treasury, and duplicate keys shall not be kept at sub-treasuries. [x x x x] [Deleted by C.S. No. 3 dated 20.12.1961.],(4)Loss of keys. - When the key of any padlock is lost, a seal shall forthwith be placed on the lock, so that it cannot be unlocked without breaking the seal and steps shall be taken to obtain the duplicate key as soon as possible. Such other precautions as considerations of safety may require, e.g., the addition of another padlock should also be taken and if the key is the key of a treasury strong-room or chest the loss should be at once reported to the Commissioner. When the lock has been opened by the duplicate key the lock and key shall be immediately forwarded to the [Government Stationery Stores and Publications, Bihar, Patna-7] [Substituted by C.S. No. 3 dated 20.12.1961.], In a case of great urgency, or where some malpractice is suspected the lock should be broken open.(5)Repairs etc. - No local mechanic shall ever be allowed to repair a Chubb's Padlock or to make a new key for one.(6)Register of spare padlocks and keys. - A register of spare padlocks which are held in the district treasury with the permission of the District Officer shall be maintained in form 48-A. When issued, these padlocks shall be transferred to Register 48.(7)Custody of duplicate keys and their annual inspection. - All spare padlocks with their keys and all duplicate keys of padlocks belonging to the headquarters and sub-treasuries and treasure chests or other departments with the exception of those belonging to the locks of the headquarters's strong-room door shall be kept in the headquarters strong-room under double locks, the key of one lock being in the hands of the Treasury Officer and of the other in the hands of the treasurer. The duplicate keys of the strong-room door shall be secured under the seat of the Treasury Officer and Treasurer and deposited in the district treasury strong-room at Purulia, the duplicate keys of which shall be kept under double lock in the district treasury at Gaya. They shall be sent for once a year in the month of April, examined by actual insertion in the locks and returned to the places fixed under fresh seal of the Treasury Officer and Treasurer, a note being made in Register 48 that they have been examined and found correct. The duplicate keys kept in the strong-room of the several district treasuries shall be similarly tested.Note 1. - In districts where the treasury is worked by a branch of the [State Bank of India] [Substituted for 'Imperial Bank of India'.] and consequently where there is no Treasurer, the Nazir or such other officer, as the District Officer directs will discharge the functions of the Treasurer for the purpose of the above rule.Note 2. - The duplicate keys of each set of locks in use in the strong-room and in other rooms and receptacles, if any, shall be kept in a separate sealed packet, each packet containing the duplicates of all the keys in the custody of one officer and bearing the seal not only of that officer but also of the officer who is in-charge of the keys of the other set of locks. The sealed packets shall be deposited in two separate receptacles in the places mentioned in this rule. At the time of verification care should be taken not to send for the duplicate keys of both sets of locks at the same time. One packet containing the duplicates of keys in charge of one officer shall be sent for and returned after verification before the other packet containing the duplicates of the keys in charge of the other officer is sent for. The essential point to be borne in mind is that the keys of both sets of locks may not fall simultaneously into the hands of one and the same person.(8)Examination of locks and keys on transfer of charge of treasury. - Whenever the charge of a treasury is transferred or a treasurer is changed, all padlocks and duplicate keys belonging to or kept in the treasury including the duplicate key of the strong-room door kept at Purulia and Gaya shall be examined and compared with the registers and a certificate shall be signed that they have been found to be correct.
