Divisional office functions

An overview

Introduction

• Divisional office is the administrative office of the Superintendent/Sr. Superintendent of RMS
• Controls the Railway Mail operations of the RMS Division
• The head of the division is assisted by supervising officers and office assistants in administering the division

List of branches in D.O

• Staff branch – B branch
• Establishment – C branch
• Sorting – D branch
• Buildings & Accommodation – F
• Mails – G
• Accounts – J
• Investigation (Inquiry) – K
• Complaints
• Inspection
• Union
• Stock – II
• Miscellaneous – Z
• Despatch

Rule 637 of PO Manual Vol II

Supervising officers

• ASP (HQ) i.e. ASRM (DO) –
• supervises all branches
• General office management

Introduction to branches

Staff

• Maintains the personal files of
• SSRM/SRM, ASPs, Inspectors and other supervisory and clerical staff
• Processes leave application of these cadres and issues leave memo
• Maintenance of rosters
• Maintains Gradation list of the division for the divisional cadre up to SA, Mail Guards, Mailmen, GDS Mailmen (if available)
• Processes the recruitment of SAs and calculates vacancies thereof
• Processes the transfers of divisional cadre staff
• Processes the retirement cases – voluntary and superannuation
• Processing Rule 38 cases
• Processes resignation
• Processes promotion and co-ordinates DPC
• Processes cashier appointments and follows up securing FG bond
• Processes small family norm cases
• Processes review of service of officials completing 50 years of age and 30 years of service
• Assists the divisional head in conducting various examinations
• Timely Submission of relevant reports and statements to RO/CO

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Establishment (Revision)

• Maintenance of establishment register for all posts
• Periodical review of establishment of Mail Offices / Sections / TMOs / HROs / SROs / ROs
• Review of temporary posts if any
• MDW approval
• Abolition and creation processing posts / offices
• Review of the allowances of Gramin Dak Sevaks (if any)
• Change of jurisdiction of subdivisions
• Timely Submission of relevant reports and statements to RO/CO

Buildings & Accommodation branch

• Periodical maintenance of buildings through railway / civil / electrical wing
• Processes allotment of staff quarters
• Maintaining register of rented / departmental / railway buildings / rest houses
• Periodical follow up of expiry of lease of rented buildings
• Processes FRAC cases
• Review of Mail Van accommodation
• Verifies the bills relating to buildings and processing for book adjustment in respect of bills for railway buildings
• Follows up court cases relating to lease, encroachment etc.,
• Timely Submission of relevant reports and statements to RO/CO

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Accountant

• Control over expenditure
• Maintains budget statements
• Processing of claims – TA, LTC (permission also), ROMC, OTA, honoraria and incentives
• Attends to audit inspections and submits compliance to Audit Inspection Reports
• Processes pension cases
• Countersignature of NPC bills
• Conducting Pension Adalat and follow up of issues
• Timely Submission of relevant reports and statements to RO/CO

Investigation (Inquiry) & Complaints

• Maintenance of fraud and loss register
• Maintenance of Punishment register
• Maintenance of suspension and POD register and periodical review of the cases
• Monitoring of Investigation in fraud cases
• Settlement of claims if any
• Processing major and minor penalty proceedings and inquiries
• Processing appeals and petitions
• Review of Daily Reports of HSAs / ROs & Dairies of IP / ASPs
• Follow up of criminal cases
• Dealing with the complaints of customers
• Handling of web based customer grievance handling
• Timely Submission of relevant reports and statements to RO/CO

Sorting & Mails

• Review of Mail & Sorting arrangements
• Issue of DMSL and NHB to mail offices / sections
• Maintenance of updated sorting lists
• Implementation of arrangements ordered in MSOs / SMOs / RO Memos & updating of DMSL
• Issue of Due bag / LB statements
• Follow up of contractual MMS mail contracts
• Monitoring of Mail Movement
• Review of Weighment system
• Calculation of Mail Subsidy of Railways
• Timely Submission of relevant reports and statements to RO/CO

Inspection & Union

• Approval of inspection programs
• Maintenance of inspection register and follow up of the programs
• Review of IRs and follow up of compliance
• Official language implementation
• Dealing with the issues of welfare, unions / associations
• Timely Submission of relevant reports and statements to RO/CO

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Stock(J)

• Maintenance of stock & stock register and history sheets of various machines
• Local purchase and supply of sundry items
• Asset register updation
• Inspection vehicle (if any) – maintenance, consumables
• Disposal of old records and scraps
• Timely Submission of relevant reports and statements to RO/CO

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Miscellaneous & Despatch

• Dealing with the issues like RTI not covered in other branches
• Despatch of mails
• Timely Submission of relevant reports and statements to RO/CO

Business development

• Monitoring implementation of guidelines
• Follow up of achievement of targets on BD products
• Submission of periodical statements

Technology branch

• Maintenance of technology infrastructure
• Follow up of AMC
• Supply of consumables
• Follow up of technology implementation
• Follow up of continuity of operations