Strengthen Signature Order with airSlate SignNow

Strengthen signature order

welcome to army controller training module [Music] inspired by Shri Sanjeev methyl I das Controller General of Defense accounts lyrics by sri sanjeev kumar i das additional secretary and financial advisor Ministry of Rural Development Government of India presented by principal controller of defense accounts southwestern command army general conception and patronage by Shri Suraj Kumar I das principal controller of Defence accounts southwestern command Army Jeffrey chief mentor and reviewer sri Himanshu Shanker i das integrated financial advisor southwestern command army Jaipur directed by dr. Bob nish Kumar Verma I das joined controller of Defense accounts assistant directors Shri Abhishek Sharma I das Sri social Riyadh IDs Sri mobile Almina I das and Sri DK OSA ideas defense accounts Department comes under the Ministry of Defense but the Controller General of Defense accounts as its head it is one of the oldest central government departments functioning for more than 270 years the duties of Defence Accounts Department are broadly audit payment accounting and financial advice to Armed Forces ordnance factories border woods DRDO Coast Guard etc the department is also responsible for making payment of pension to retired Armed Forces personnel including different civilians [Music] the quality policy is the difference Accounts Department is committed to render efficient correct and prompt accounting payment and financial services leading to customer satisfaction it is also committed to render efficient audit services to ensure public accountability the mission statement of our department is we strive to achieve excellence and professionalism in accounting and financial services and in performing audit functions minimum government maximum governance is the present government's commitment and being part of the administration we are mandated to fulfill this commitment as defense Accounts Department we are expected to provide effective financial advice internal audit and efficient accounting services to Ministry of Defense and its organizations including the three services to achieve this we require a clear sense of responsibility at all levels integration of the existing work procedures with a dynamically changing work environment by constantly adopting to new challenges quickly in a professional manner for this we have to strengthen our work force with the required knowledge and expertise through suitably devised training programs in this direction I congratulate Shirish Kumar principal control ordinance accounts southwestern command for conceptualizing and creating the training module for the army controllers for meeting the departmental training requirements such effort is all the work commendable since it has been undertaken during the period of comet nineteen pandemic related national doubt and it's related restrictions on office functioning and traveling I have assessed these modules and it is my opinion that the contents of each video tutorial are adequate for providing in-depth knowledge about the subject also it's practical aspects through examples and case studies I hope this army controller training module will become a milestone in imparting departmental training online and shall further motivate other controllers to develop similar video tutorials on other topics as and we saw in the DNA training and development policies 2019 more our development of e-learning modules is the need of the our for training of our officers and stuff once again I feel great pleasure in conveying my best wishes to all the officers and staff involved for contributing to the development of these training modules in a comprehensive and effective manner especially envy of the fact that the entire exercise was carried out by officers and staff members of principle serious office will come and I hope to see more of such innovative developments in future for enhancing the training functions of our department I would like to end with these few lines from sherry Amit Arjun Barbara's a motivational expert which karna had ordered cartel toe Rodney assay Hutt cartel leaked photos of each holiday here Kabhi et Hosko political channel Malaga Terry miracle kisi aur kana in darker which karna hat or dr. Cholewa torrid Mia say Hardcastle thank you Jane Mithra holidays enemy once impunity so if then Petra disable your eyes I see the main study regarding Tea Party burrito super javi and kill Charles Arkady cardamom Africa America vodka even have to encourage subnet Ricardo after China police the city particular stock or nya if they need character super steep the cheetah Renaissance electrification but mom we saw cross people did they may ask the visitor spa magic truly if Anwar if I evaded the stately homes going to but are opening up a logo some limits Monisha hooks okay we see both the directory they are so tightly compressed economy eLearning Miguel coop naka of net at the car you know a contrarian PO I say is he joking sleep after we do this procedure are considered became the Charlie come on eat remove other key marker film a painting module you see suit covered hammer or is me honey you know Postum idea juice from Anita come on be serious you do a live at the house captain male at the carrier or Kanchana Cunha Freya's prit unit operator safer near a rock bottom on Nemo other you could be some milk panna Capri a ski area who gave one of these to our psyche Yama tomorrow you're going to some chips procedural present enemy started Booga G stay where APNIC are you poo-poo some cava the trouble works from body per second gauge Java [Music] 7 3 2 1 Supriya home got a penny sir some hey he a murder I'm sorry sister walks of be home Cara Theresa [Music] up [Music] Tristan [Music] [Music] three two one so we're home Cara Teresa de hija mother okay hija murder let's ship anniversaries to be home [Music] welcome friends I am an Roxanna and I am I you see Jen together we are here to talk about a very important and inseparable part of government functioning that is noting and drafting now almost all of gammad functioning is dependent upon decisions it's communication to the intended user implementation and recourse this is where noting and drafting comes into play before we begin on the actual zuv noting and drafting let's understand few basic words which would be used extensively during this module first comes note it means the remarks recorded on a case to facilitate its disposal and includes a pressie of previous papers a statement or analysis of the questions requiring decision suggestions regarding the course of action and final orders past theron also it can be used to bring a matter of importance to knowledge of the seniors a draft is a rough sketch of communication to be issued after approval of the proposal by the officer concerned as is evident from the definition a note is used to obtain orders or to apprise the seniors of a matter of importance and a draft is a rough sketch of the official document used to Calicut that decision let's start with the first part of the whole process that's noting the government functions largely on physical written records so as to allow future retrieval when initiating a note it's always in a relevant file now why do we need noting x' in time the originator of the note and the authority competent to issue orders will change and it would be almost impossible to ascertain as to why an order was issued and what all factors were considered by arriving at the decision this is very important for any future reference or reviews some of the important words of relevance are a lengthy summary or statement containing detail information concerning certain aspects of the questions discussed on the file incorporation of which in the file is likely to obscure the main or make the main point unnecessarily undie such lengthy somebody's referenced in the note and then move away from the note and placed in the file s appendix to the new second cast the case a current file or a receipt together with other related papers if any is called a case a case respect for for direction such as realism mission of preparing a draft or a summary of case is called a comeback case now coming over to file which means a collection of papers arranged chronologically on a specific subject matter assigned a file number and consisting of the following parts first is notes second correspondence third appendix to notes and the fourth is appendix to the correspondence a current file is a file or action on which has not yet been completed now being further indexing indexing of a file means a guide which is used to locate the required contents it indicates or points out the exact place of the content this is done by indicating the title under appropriate catch words arranged in their alphabetical order followed by the rest of the words and the file number to facilitate its retrieval fencing it is the process of identifying a document decision and facts mentioned in a note drop or office copy of communication issue do you see which means paper or proposal under consideration it is a read pertaining to a case the consideration of which is the subject matter of the case like I choose a word reship recipes a duck after it has been received by the concerned individual a record record is an information preserved in a physical medium something sent down in writing or other permanent form for future reference like electronic form or something like that now comes the sectional note it is a note recorded on only one of the many issues raised in the PUC security credits are security marking on only one of the many issues raised in the PUC it means security markings such as confidential secret or top secret urgent dark is the dark mark immediate or priority and include facts email court cat or RTI cases parliamentary matters etc coming over to some noting guidelines everyone has got a different style of writing a note may be written in a different way by one individual and the same note may be put up by ad in a different form by some other individuals however certain rules are to be followed so that we have a uniformity of noting across all people some of these are first coating of authority and use of proper linking and referencing to the authority coated is an absolute must now the second one is break up in paragraph a note will be divided into paragraph of a convenient size paragraphs should be serially numbered and may also have brief titles if necessary gravity all notes should be concise and to the point excessive noting should be avoided it's always better to adopt a simple and direct style of writing exactly it's always better to avoid using complicated and ambiguous languages as that may result in wrong reinterpretation and likely repercussions now notes and orders should normally be recorded on note sheets bottom reproductions of extracts from or paraphrasing of the puc or of notes of other ministries recorded on the same file should be avoided now comes the avoid paraphrasing which means wherever are running summary of Acts is available on the file it should be referred to without repeating any part of the facts in the note use of proper referencing and linking is an absolute must to ensure that the reader can easily pull out the referenced order or letters without wasting time in searching for the same again a note should always be written in a businesslike language even if apparent errors or miss statements have to be pointed out or if an opinion expressed therein has to be criticized care should be taken to couch the observations in courteous and temperate language free from personal remarks when passing orders or making suggestions an option should confine his note to the actual points he proposes to make he should not repeat or retreat the ground already covered in the previous notes he agrees to the line of action suggested preceding node he should merely append his signatures a self-contained summary of the case should always you put up with every file submitted and such a summary should bring out briefly but clearly all the relevant facts including the views expressed on the subject by other departments if any consulted in the matter and the points on which the orders are sought when a paper under consideration raises several major points which require detailed examination and respective orders on each point separately or group of related points it will be noted upon separately in sectional notes and such sectional notes will each begin with the list of major points dealt with there in the dealing hand will always append this full signature with date on the left below with the note also the officer will append his full signature on the right hand side of the note with his name designation and the date now comes a very important topic that is modification of notes sometimes it may so happen that the note being put up to an officer the officer concerned not like what is put up or he may not agree to the same in that case he may ask the certain modifications to be carried out in the notes however the following rules are to be followed whenever a senior officer finds it necessary to correct or to modify the facts stated in a note put up to him he should do so by recording his own Lord giving his views on the subject he should not require the note recorded by a junior to be modified or replaced we have to keep in mind that notes recorded on a file should in no circumstances be pasted over because pasting over amounts to mutilation of official records and gives an inelegant look to the file if any modification of an earlier notice form necessary according a note explaining the nature and extent of modification and reasons for it should do it the earlier notes should remain intact and part of the file forever now moving forward to the noting structure which includes the note number the file number and date PUC or subject previous note reference if any and the brief of the note the detailed subject matter authorities or orders on the subject if an e must be quoted the proposal what is being sought the most important signature of the initiator and designation of the officer to whom the notice mark now comes referencing referencing is the process of identifying a document decisions and facts mentioned in a note draft or koffice copy of communication issue it involves a series of activities the process involved in the referencing are every page in each part of the file will be considerably numbered in separate series in pencil blank intervening pages if any will not be numbered second each item of correspondence in a file where the receipt or issue will be assigned a serial number which will be replaced prominently in red ink on the top middle portion of its first page the paper under consideration on a file will be flagged as PUC and the latest chip noted upon as ever in no circumstances will have slip other than PUC and fr be attached to any paper in the current file in case if there are mood and one fresh receipt in a case these should be flagged as FR one fr 2 and so on and referring to the papers flagged PUC or fr the relevant page numbers will be quoted invariably in the margin to facilitate the identification of references to papers contained in other files invariably in the body of the note the relevant page numbers together with the alphabetical slips attached thereto will be indicated in the margins similarly the number and date of orders notifications and resolutions and in case of Acts rules and regulations their brief title together with the number of the relevant section rule paragraph or clause referred to will be quoted in the body of the notes recorded files and other papers put up with the current file will be flagged with alphabetical slips for quick identification and only one alphabetical slip will be attached to a record file or compilation if two or more papers contained in the same file all compilation are to be referred to they should be identified by the relevant page numbers in addition to the alphabetical slip for example a two by three n or a by 17 C and so on the reference lips should be pinned neatly on the inside of the paper sought to be flagged when a number of papers put up in a case are to reflect the slips will be spread over the entire width of the file so that every slip is easily visible now coming over to the important part of drafting so what is a draft a draft is a rough sketch of communication to be issued after approval by the officer concerns now we're folding up a draft it is imperative that answers to the following questions be obtained to put up the cover draft like is a draft necessary who should be addressed and who will sign what is the relationship between the sender and the receiver what should be the form of the draft is something to be conveyed or to be called for what is the intention of the decision does the language convey or has a referencing being done is the draft logically sequenced does it have proper urgency security readings so the answers of which are a draft should be clear concise complete and incapable of misconstruction it should carry the exact message sought to be conveyed the draft should result in the desired response from the recipient it should be divided in paragraphs according to the logical sequence of the ideas expressed and have coherence or flow of ideas it should contain references to previous correspondence if any now what should a draft indicate let's have a look it should indicate the file number the name designation telephone number fax number and complete postal address of the sender organization the name designation of the addressee complete postal address and proper salutation like Sir deal over whatever is required it should contain subject number and date of the last communication in the series it should also have proper enclosures which are to accompany the fair copy it should also have a proper subscription that is the ending like yours faithfully yours sincerely the mode of transmission must be written either by registered post or by a special messenger etc at the top right corner also the urgency grading should also be mentioned if required now coming over to some of the different forms of communications we have letters letters are written to foreign governments state governments constitutional authorities like UPSC election commission public enterprises statutory authorities public bodies attached the subordinate offices or members of public now comes the office memorandum it should be sent to attached subordinate offices other ministries departments are the section units within the same ministry or departments and offices and employees a dummy official letter when an officer of equivalent level and of one or two level above the sender is to be addressed through a personal note as an official kind of note then a dummy a fish letter is used second comes interdepartmental notes now it is used for communication between ministries other government departments and various sections of the same office the structure of letter can be divided into a letterhead which views the name of the department and branch in other cases the name of the offices file number and date of communication including the name and/or organization of sender it should also contain the name and/or designation of the addressee after the name and designation of addressee there should be a subject and a reference in the subject we will be written in clear terms and will be brief it will indicate the contents of the letter the reference is used to indicate past communication in the matter if any letter address to official authorities begin with salutation like sir or dear sir all official letters and with subscription like yours faithfully followed by the signature and designation of the person signing the letter in the main text of the letter the language is used should be clear and to the point in case one is of dealing with our number of issues a separate paragraph should be used for each point let's have a look to the format of the letter first we have the letterhead of the office second here is the letter number and in the right corner is the date now here is the address of the recipient then subject reference if any for the previous conversations now comes the body of letter in the end the signature and the designation of the sender enclosures if there are any and copy if you want to copy the letters now coming over to the office memorandum it is a form that is generally used for correspondence between the department's of the same government it is also used in calling for information from or conveying information to its employees it is written in the third person and there is no salutation or subscription except for the name and designation of the office signing it the name of the department to which the communication is addressed is shown below the signature on the extreme left of the page generally important government instructions and clarifications etcetera are issued in the form of office memorandum the use of this form in correspondence with heads of the departments and subordinate office should be avoided here friends is an example of an office memorandum on the top initially the file number or the reference number through the of which the office or memorandum has been issue thereafter the name of the organization which has issued this office memorandum then you have them place where the office memorandum was issued the date on which the office padam was issued then we have the subject whatever the subject of the office memorandum is and then the actual contents of the memorandum thereafter the fame and the designation of the person issuing the om is your friended and then the list of the addressees now comes dummy official letters in writing dummy official letters one has to keep in mind that this form is generally used in correspondence between comment officers for an interchange or communication of opinion or information without the formality of the prescribed procedure it's may also be used when it is desired that a matter should receive personal attention to the individual addressed communication to non official can also take the form of bo Leto Demi official communication is addressed personally by name or designation it is written in the first person singular with the salutation my dear name of the person or dear name of the person and terminating with your sincerely signed by the officer without mentioning his designation below his signature appearance here's a demo of what I do later looks like on the left hand side we have the name of the person issuing the Demi efficient letter since it's a government letter we have the national emblem in the center please follow the government rules as far as national emblem is concerned on the right hand side we have the address of the office in which the person is working then we have the file number and the date on way that was issued then have the person's education they are commissioned or whatever then the matter on which idea was written finally the salutation by the center he will sign off by writing your sincerely over to his name and the signature without his designation and thereafter will come the address of that recipient next comes a very important form of communication that is interdepartmental note or I denote which was formerly known as you note unofficial note an ID note or a you note is used to communicate with attached and seven eight offices it is also used to communicate with other departments then their advice views comments concurrence etc are required on a subject it may be either recorded on the file refer to another department or may take the form of a self-contained note here friends is an example of a you note or a ID note on the top right hand side we will see a proper marking as whether this is an important letter a confidential overt or then the name of the organization from is that you note was initiated along with the section name then we have the subject I the topic on which the unit was written then the you notes content whatever there may be past references if any then the name signature and designation of the person initiating the you note along with this telephone number please note that noting of fare phone number isn't of utmost importance nowadays because somehow in case the person to whom the you not was a address was not able to understand something he can always get back in touch with the person initiating the book then we have the name of the person to whom the unit was at rest they can be more than one thereafter we have the file number through which that unit was initiated file number and the date you may have copies if I mean which can be sent to other organized this concludes a brief overview of drafting and noting module remember writing is an art and there are no fixed parameters or standards regarding writing styles however consistency of format is appreciated for continuity and ease of understanding all the format's shown in the module are subject to change as per the government guidelines we try to cover all the do's and don'ts regarding no-thing and drafting we hope that you find it useful in your future thank you and take care [Music] Le Chiffre programmatic Nanterre Vercetti Carmina evanthia Valu boishakh ma survey funded butcher they are thought jo vyakthi kissable Kariba Varco this shape would work item the cart ahead who say beach main here octa Sumiko burbot nahi Galton Tata apne malko neon turn me rock Taha'a mahi Gianni