Secretariat
Instructions
Definitions:
Attached Department means a Department which has
direct relation with a Division and has been declared as such by the Federal
Government.
Business means all work done by the Federal
Government.
Head of Department means the officer who has been
declared as such by Government under the Fundamental and the Supplementary
Rules.
President means the President of Pakistan.
Section means a basic working unit of a
Division.
Section Officer means an officer who is in direct
charge of a Section
Subordinate Office means a Federal Government office other than a Ministry,
Division or an Attached Department.
Non-Current Records are those, declared closed, on the completion of
particular reference their in.
Disposal Schedule means the rules regarding life cycle of a record fixed
by the Ministry/Division in consultation with the National Archives of
Pakistan.
Disposal means decision about retention
period of a file/or group of files, by the review committee appointed by the Government
under National Archives Act, 1993 or permission granted by the Director General
NAP for destruction, or the request of disposal made by the creating agency or
by the custodian department if the records relate to a defunct department.
Historical Significance is the information about the political, social economic
and culture issues or those records, which brace work of enduring value or
carry evidential value or contain precedence about matters special to the
creating agency dealing the case.
Creating Agency means the
Ministry/Division/Department/Commission/Committee, which opened and closed a
file or produced a report or published a book/booklet through financial
resources of the government.
Recording means the process of closing a
file after completion of action on all issues considered therein.
Surrender means the emergent transfer of a
public record to NAP when asked by the Director General pending routine
transfers.
Weeding means destruction of unnecessary
papers of a file as asked by Review after review.
Retention Schedule means categorization of files into various categories
depending on the “period’’ for which day should be preserved by the creating
agency.
Classification means classification of files
into “Secret’’ or “Confidential” files.
Indexing means preparation of index slips for
each file and ultimately an Annual INDEX of the Ministry/Division/Department.
1.
P.U.C Paper
under consideration.
2.
F.R. Fresh Receipt.
3.
Corr. Correspondence.
4.
U.O Un-official.
5.
D.O Demi-official/officially.
6.
S.N.
Serial
Number.
7.
KW. Keep with (file)
8.
D.F.A. Draft for approval.
9.
Memo. Memorandum.
10.
O.M. Office Memorandum.
11.
P.P
Previous
Papers.
12.
O.O Office Order.
13.
C.R. Character Roll.
14.
Endt. Endorsement.
15.
O/c office copy
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