Section 212 in The West Bengal Motor Vehicles Rules, 1989
212. Office procedure in the matter of record.
(1)The minutes of the meeting of the State Transport Authority or Regional Transport Authority shall be a permanent record and prepared in triplicate. Every copy of the minutes shall contain the agenda of the meeting in one part and, on the other, there shall be the decisions and shall be prepared in such a manner that the decision of a meeting on a particular agenda can be easily found out. The minutes when approved and signed by the Chairman presiding over the meeting, shall be the official minutes. The decision taken on any item by the procedure of circulation shall be laid in the Minutes Book chronologically. The minutes shall be kept in volumes with index showing the dates of the meetings. One copy of the minutes shall be preserved in the custody of the Chairman, one with the Secretary of the Authority and the third copy with the Section Officer or any other official as may be specially entrusted.(2)Certified copy of the minutes shall be issued normally within seven working days from the date on which the requisitions are furnished on receipt of the fees as prescribed. In urgent cases for which urgent fees at double the prescribed rate will have to be paid, certified copies shall be issued within 3 (three) working days from the date on which the requisitions are furnished.(3)in the office there shall be a separate Receipt Register to make entries of all letters and applications received. Every application/letter and communication received, either by post or by delivery in person, shall be entered in the Receipt Register and the serial number in the Receipt Register against which the entry is made shall be endorsed on the particular letter/ application, etc.(4)For every receipt, an acknowledgment shall be issued in the form as prescribed.(5)There shall be a roster indicating the name(s) of the Assistants who shall be responsible for receipt of letters/applications, etc., and authorised to grant receipt. In the absence of the regular Assistant(s) on a particular day, the name of the Assistant entrusted with the work shall be recorded in the roster under the signature of the Officer-in-charge.(6)Acceptance of any letter/application by any Assistant, other than the one entrusted as per sub-rule (5) to accept shall be unauthorised and any acknowledgement granted by any one other than the Assistant as entrusted as per sub-rule (5), shall be unauthorised and the Authority shall not be responsible for any receipt or for any acknowledgement granted by any one other than the Assistant entrusted.(7)The Authority shall prescribe the hours during which all communications shall be received.(8)At the end of the hours prescribed, the Assistant shall place all receipts before the Officer-in-charge who shall on perusal of the same, initial the day's entries at the bottom and mark the letters/applications to the particular branch of the office with special instructions if any.(9)For the purpose of convenience, however, a particular Authority may introduce different Registers for different subjects and in such cases, the serial number shall bear, in addition, the number of the Register in bracket.(10)All matters containing the directions of the Court and intimation from the Court or from the Lawyers shall be entered in a Subsidiary Register indicating the serial number in the main Register and shall be laid immediately on receipt before the Officer-in-charge for such action as deemed necessary.(11)Inter-sectional movement of files shall be through Movement Registers.(12)While issue of letters shall be through Issue Register, the Officer-in-charge may mark particular communication to be issued under Registered Post with "acknowledgement due" or Under Certificate of Posting or by Express Telegram or by West Bengal Police Radiogram or by Teleprinter.Explanation. - "The Officer-in-charge" shall include any Officer-in-charge of the particular section and shall also include any Secretary, Assistant Secretary of the Transport Authority.(13)All files shall have an Index and the correspondence shall be serially and chronologically entered in the file with appropriate notes on the Index.(14)There shall be a Register for routes in the Form as prescribed in the Schedule E7.(15)There shall be an individual Permit Register for each kind of permit in the form and in the manner as prescribed in the Schedule E8. The Permit Register shall contain an index which will indicate the routes against which permits have been granted or against which permits have to be granted.(16)Every entry in the Permit Register shall be countersigned by the officer signing the permit.(17)There shall be a Guard File containing all the details as to the introduction of the route, particulars of notifications, etc.(18)There shall be a separate Guard File containing the notification made under section 100 of the Act, nationalising the routes.(19)There shall be a Guard File containing all the orders either from the State Government or the Central Government or from any other superior authority.(20)All matters where there are orders from the Court shall be entered in a separate Register to be maintained in the manner as prescribed and gist of all communications/orders received shall be recorded against each individual case over the signature of the Officer-in-charge and all actions taken and/or proposed to be taken shall similarly be recorded. It shall be the specific responsibility of the Officer-in-charge to make a review of the Register as frequently as necessary so as to ensure that there is no occasion for inaction or non-action.(21)There shall be a Challan Receipt which will show the Challans/Drafts, etc. received. It shall be ensured that there is cross-verification at least once a month with the Treasury Register. Any discrepancy detected shall at once be brought to the notice of the Officer-in-charge for such action as considered necessary. The Demand Draft Registers be also maintained to make entry of the Drafts received and to show the dispatch thereof to the Bank(s) for encashment or to the Authority to whom they relate.(22)There shall be a Special Permit Register in the form as prescribed in Schedule E9.(23)The list of passengers shall be preserved serially in separate files and shall be maintained for two years.(24)There shall be a Complaint Register in two volumes in the form as prescribed in the Schedule E10. Volume A shall contain all the complaints received either from the different Authorities outside the State or those from within this State as regards violations of the conditions attached to the permit. and Volume B shall contain the complaints received from the general public.
