ESTABLISHMENT SECTION, KANDHAMAL, COLLECTORATE

GEN. AND MISC. SECTION, COLLECTORATE, KANDHAMAL.

Manual – 1

Particulars of Organisation, functions & duties

[Section-4 (1)(b)(i)]

01	Aims and objectives of the Organisation	To assist the District Collector in discharging the duties assigned on various subjects of the Section as prescribed in Orissa “Records Manual 1964 .
02	Mission/Vision	To ensure that a common Citizen gets the service that is expected by him from this section .
03	Brief history and background for its establishment	This is a branch office of the Collectorate functioning since the inception of the district office .
04	Organisation Charts	Collector & District Magistrate >>>Additional District Magistrate>>> Dy. Collector >>> >>> Head Clerk>>> Senior Clerk >>> Junior Clerk >>> Peon.
05	Allocation of business	Acts, Regulations and amendments. Archaeology Assembly , Lok Sabha and Rajya Sabha questions and Resolutions Books, Publications and periodicals Circulars, Rules and Orders. Citizenship Commerce Communications (Posts/ Telegraphs, Railways and National High Ways 0 Emigration Holidays and Celebration. Enquiry and Information. Inspections and follow up on Inspection Notes. Reference Library and Pasting of correction slips Holidays and Celebration. Office Procedure Organisation and association Pass Ports and Visas Political Matters Press Registration Report and returns Soldiers Board Freedom Fighters Pension Issue of Books and periodicals Municipalities / Notified Area Councils Registration of Societies Census Census arrangements Central Issue , receipt delivery of Daks Meetings . Committees and Conferences Typewriters Miscellaneous Matters not dealt in any section. Implementation of R.T.I. Act., 2005
06	Duties to be performed to achieve the mission	All staffs of the section perform the task assigned to them and the combined effort of all results in achieving the mission to impart the immediate service.
07	Details of services rendered	· This section normally deals will all the miscellaneous matters of Collector and the details are as smentioned in item-5 above .
08	Citizen's interaction	The information on functioning of the office is open as per the provision of Right to Information Act. and Orissa Rules.
09	Postal address of the office	Gen. and Misc. Section, Collectorate, Kandhamal. At/Po: Phulbani, Dist.: Kandhmal, PIN – 762001
10	Map of office location	The section is situated in the premises of main Collectorate building.
11	Working hours both for office and public	10.00 AM to 05.00 PM. (Lunch break from 13.30 to 14.00) on all working days except on summer time the timing is from 07.00 AM to 01.00 PM..
12	Public interaction, if any	The public is cordially accepted at every place in the building to extend the desired assistance .
13	Grievance redressal mechanism	A responsive grievance Redressal mechanism has been adopted. The Grievance Cell of the Collectorate & District Magistrate functions on every Saturday (except 2nd Saturday). To ensure the reach the cell functions in different areas and the public grievances are promptly attended to by the concerned authorities.

Manual – 2

Powers and duties of officers and employees

[Section – 4 (1) (b)(ii)]

Powers and duties of officers and staff

Sl. No.	Designation of Post	Powers				Duties attached
Sl. No.	Designation of Post	Administrative	Financial	Statutory	Others	Duties attached
01	Collector & District Magistrate	Overall control on functioning of the section	Overall control and sanctioning authority	The statutory power given by any Act. as District Magistrate & that of a Collector
02	Additional District Magistrate	Control on the functioning of the section	Endorsing	The statutory power given by any Act. as Additional District Magistrate	Supervisory
03	Dy. Collector		--	--	Supervisory
04	Head Clerk	-	-	-	-	Supervision & Monitoring of office work .
05	Senior Clerk					Dealing with the subjects assigned to them.
06	Junior Clerk	-	-	-	-	Dealing with the subjects assigned to them.

07	Junior Clerk					Dealing with the subjects assigned to them.
08	Junior Clerk	-	-	-	-	Dealing with the subjects assigned to them.
09	Jr.Clerk					Dealing with Central Issue / despatch of letters
10	Jr.Clerk	-	-	-	-	Dealing with Central receipt of letters.
11.	Peon	--	--	--	--	To distribute daks to different offices.
12.	Peon	--	--	--	--	To distribute daks inside the Collectorate.

Manual – 3

Procedure followed in decision making process

[Section – 4 (1) (b) (iii)]

Sl. No.	Activity	Level of action	Time frame
01	Receipt of application/letters	Diary Clerk	Same day
02	Perusal of Daks	Dy. Collector	Same day
03	Marking of Daks	Head Clerk/	Same day
04	Diary & Delivery	Diary Clerk	Same day
05	Entering of the letter in the Log Book and put up in the file	D.A. concerned	3 days (immediately in case of urgent nature)
06	File endorse to Dy. Collector	D.A. concerned	1 days
07	Approval or rejection	Dy. Collector	Immediately in case of matter of urgent nature
08	If approved, return for despatch	Despatch Clerk	1 day

Manual – 4

Norms set for the discharge of functions

[Section 4(1)(b)(iv)]

Details of norms and standard set out can be given in respect of various activities.

Some of the norms are indicated below as illustration.

Sl. No.	Activity	Time frame/Norm	Remarks
01	Diary of letter	3 minutes per letter	The norms are as that mentioned in ORM 1964 and is managed with the existing resource and manpower.
02	Despatch of letter	5 minutes per letter
03	Typing of fair copy	20 pages per day
04	Put up of letter	Within 3 days in ordinary cases, in urgent it is within 24 hours

Manual-5

Rules, regulations, instructions manuals and records for is charging functions

{Section 4 (1) (b) (v)}

List of regulations, instructions, manuals and records.

Sl. no.	Name of the act, rules, regulations etc.	Brief gist of the contents	Reference No if any	Price in case of priced publications
01	Orissa Records Manual,1964	Office and File Maintenance Procedure
02	Orissa Municipal Manual	Functioning of ULBs and ULB Election matters
03	Societies Registration Act, 1860	Registration of Societies etc.
04	Right to Information Act, 2005	Supply of Information Under R.T.I. Act., 2005

Manual – 6

A statement of the categories of documents that are held by it for under its control.

[Section4 (1) (b)(vi)]

A statement of the categories of documents held.

Sl. No.	Nature of record	Details of information available	Unit/section where available	Retention period where available
01	Routine Registers as prescribed in ORM	As per provisions	Available with the concerned Assistant	As per Classification of the document and preserved as per ORM-1964
02	Society Registration Register	Details of Society Registered as provision	Available with the D.A. concerned	As per Classification of the document and preserved as per orm-1964
03	Files	Correspondence and Notes	Available with the D.A. concerned	As per classification of the document and preserved as per ORM

Manual – 7

Particulars of any arrangement that exists for consultation with or representation by the members of the public in relation to the information of its policy of implementation

[Section 4(1)(b)(vii)]

Sl. No.	Subject/Topic	Is it mandatory to ensure public participation(Yes/No)	Arrangement for seeking public participation
1	2	3	4
Not Administered

Manual – 8

A statement of boards, council, committees and others bodies constituted

[Section 4(1)(b)(viii)]

List of Boards, councils, committees etc.

Sl. No.	Name and address of the Body	Main functions of the body	Constitution of the body	Date of constitution	Date up to which valid	Whether meetings open to public	Whether minutes accessible to public	Frequency of meetings	Remarks
1	2	3	4	5	6	7	8	9	10
Not administered.

Manual – 9

Directory of Officers and Employees

[Section – 4 (1)(b)(ix)]

Sl. No.	Name and Designation	Office Phone No.	E-mail address
01	Collector & DM	06842-253601 06842-253602	dm-kandhamal@nic.in
02	Addl. District Magistrate	06842-253604 06842-253607
03	Dy. Collector,
04	Head Clerk
05	Senior Clerk
06	Junior Clerk
07	Junior Clerk
08	Junior Clerk
09	Peon
10	Peon

Manual – 10

The monthly remuneration received by each of the officers and employees including the system of compensation as provided in the regulations.

[Section – 4 (1) (b) (x)]

Sl. No.	Designation	Name	Pay Band	Grade Pay
01	Dy. Collector (G & M)	Sri Bira Kishore Panda, O.A.S.	15600-39100	5400
02	Head Clerk(G & M)	Sri Subash Chandra Patra	9300-34800	4200
03	Senior Clerk	Post Vacant	5200-20200	2400
04	Junior Clerk	1.Sri Aswini Ku, Sahu 2. Smt. Arita Das 3.Smt. Sanjita Swain 4.Miss Rupambika Tripathy 5. Sri Bala Krishna Behera	5200-20200	1900
05	Peon	1.Sri Rama Prasad Mishra 2. Sri Balunkeswar Sahu.	4440-7440	1400

Manual – 11

The Budget allocated to each agency

[Section – 4 (1)(b)(xi)]

Non-Plan Budget and Plan Budget

Major Head	Activities to be performed	Sanctioned Budget	Budget Estimate	Revised Estimate	Expenditure for the last year
Not Administered

Manual – 12

The manner of execution of subsidy programme

[Section – 4 (1) (b) (xii)]

List of institutions given subsidy

Sl. No.	Name & address of the institution	Purpose for which subsidy provided	No. of beneficiaries	Amount of subsidy	Previous year utilisation progress	Previous year achievement
Not Administered

List of individual given subsidy

Sl. No.	Name & address of the beneficiaries	Purpose for which subsidy provided	Amount of subsidy	Scheme and criterion for selection	No. of time subsidy given in the past with purpose
Not Administered

Manual – 13

Particulars of recipients of concessions, permits or authorizations granted

[Section – 4 (1)(b)(xiii)]

List of beneficiaries

Sl. No.	Name and address of the beneficiaries	Nature of concession/ permit/ authorization provided	Purpose for which granted	Scheme and criterion for selection	No. of times similar concession given in past with purpose
Not Administered

Manual – 14

Information available in an electronic form

[Section – 4 (1)(b)(xiv)]

Sl. No.	Activities for which electronic date available	Nature of information available	Can it be shared with public	Is it available in website or is being used as back end data base.
1	2	3	4	5
The information that is available in the computer can be obtained as print out and the proactive disclosure of this section is available in the website.

Manual – 15

Particulars of facilities available to citizens for obtaining information.

[Section – 4 (1) (b) (xv)]

Facilities available for obtaining information.

Sl. No.

Facilities available

Nature of information available

Working hours

District Website

http://kandhamal.nic.in

About district profile & information of other department.

24 hours

Office Notice board

Different Notices including orders of different officers, tenders, recruitment advertisement etc, are displayed from time to time as required.

During office hours i.e. from 10.00 AM to 5.00 PM

Manual – 16

Name, designation and other particulars of Public Information Officers

[Section – 4 (1) (b) (xvi)]

List of Public Information Officers.

Sl. No.	Designation of the officer designated as P.I.O.	Postal Address	Telephone No.	E-mail address	Demarcation of area/activities, if more than one P.I.O. is there.
01	Sri Bira Kishore Panda, O.A.S.	Dy. Collector, (G & M) Collectorate, Kandhamal	--	--	--

List of Assistant Public Information Officer

Sl. No.	Designation of the officer designated as Assistant P.I.O.	Postal Address	Telephone No.	E-mail address
01	Sri Aswini Kumar Sahu,	Jr.Clerk,Gen and Misc. Section, Collectorate, Kandhamal	--	--

First Appellate authority within the department

Sl. No.

Designation of the officer designated as P.I.O.

Postal Address

Telephone No.

E-mail address

Demarcation of area/activities, if more than one P.I.O. is there.

Sri Arunanchal Dash, O.A.S.

A.D.M., Collectorate, Kandhamal

06842-253604

06842-253607

Manual – 17

Other information as may be prescribed

[Section – 4 (1) (b) (xvii)]

GEOGRAPHY AND DEMOGRAPHY OF KANDHAMAL DISTRICT

1.Date of functioning of the district : 01.01.1948

2.Geographical area : 7649 Sq.KMs.

3.Average rainfall :

4.No. of Sub-Division : 12

5.No. of Tahasils :

6.No. of Blocks : 12

7.No. of G.Ps. : 153

8.Total No. of villages : --

9.No. of Municipality : 01

10.No. of N.A.Cs. : 01

11.No. of Parliamentary

Constituency 01

No. of Assembly Constituency 03

12.Population : (As per 2001 Census)

Male : 322799

Female : 325402

Total : 648201