Conduct & Disciplinary Rules - 59 : Article from Mr. K.V.Shridharan, Ex General Secretary, AIPEU Group C

 Conduct & Disciplinary Rules - 59 : Article from Mr. K.V.Shridharan, Ex General Secretary, AIPEU Group C

Conduct & Disciplinary Rules – 59

DEPARTMENTAL ENQUIRIES AND INVESTIGATIONS

39. PREVENTIVE MEASURES AGAINST LOSS/PILFERAGE OF SPEED POST ARTICLES

I am directed by Member (O) to bring to your notice preventive measures introduced at Delhi SPCC to curtail incidents of loss/pilferage/substitution of Speed Post Articles. As there have had a positive impact you may like to adopt these at your Speed Post Centres.

2.1 SP Centres from which the missing articles had originated were identified and bags from such centres were opened in the presence of Set Supervisor/IRM/ ASRM.

2.2 100% check of each articles received with reference to the number entered in the list vis-a-vis the number entered on the article;

2.3 The bag lable, seal, cord were preserved till the despatch of the article;

2.4 Before despatch also the Supervisor check all the articles ready for despatch. These precautions were introduced to eliminate scope for substitution of articles

2.5 Personal check by Supervisor of as many as articles as possible received in the bag from the identified SPCC to detect articles bearing any signs of tempering. A record of letters checked by the Supervisor was maintained and articles were also initialled in token of having been examined.

2.6 The offices of delivery which had figured in the complaints of loss/pilferage/ substitution of SP articles and its contents were identified. Every day Manager Speed Post would address some of the addressee of SP articles served by those offices to confirm correct and safe receipt of articles. A self addressed envelop for obtaining the reply was enclosed. Apart from seeking written confirmation from addressees, local PRI/IPO were also directed to contact some of the addressees through random selection to ascertain about correct and safe delivery of SP articles coming from SP centres identified for checking of SP articles.

2.7 In case of an article detected or suspected of bearing signs of tempering the Manager, SP shall follow the procedure prescribed under Vol. V for such articles like enclosing them in a pro-cover followed by open delivery under inventory

[DG(P) No. 32-46/99 BD(OPS) dt. 16.11.99)

40. HANDLING OF PUBLIC COMPLAINTS

1.        ACTION ON COMPLAINTS

Post office

1.        Extract of the complaint/suggestion recorded in the complaints and suggestion book whether pertaining to the PO or other post office should be forwarded to the Divl. Supdt. concerned along with the explanation/comments about the facts noted in the complaint so far as it relates to the post office itself. [Rule 48 B Postal Man. Vol. VI/I]

2.        Complaints otherwise presented by the public should also be accepted and forwarded to the Divl. Supdt. free of charge with comments as above. [Clause 76 of PO guide(old)]

3.        The complaint should be acknowledged. date stamped and indexed in a register prescribed. (DG P No. 3-25/90 P. Comp. dt. 20-6-90]

4.        A copy of the reply given by the Divl. Supdt. should also be endorsed to the Postmaster. The postmaster should record the gist of the reply against the complaint and then close it. [Rule 48 B of Postal Man. Vol. VI/I]

5.        Every P.O. irrespective of its status will also maintain an inward reference register for entering CPT-21 and search bills. All such references should be replied within 48 hours from the time of their receipt with complete and correct information. [Rule 48 A of Postal Man. Vol. VI/I] 

41. COMPLAINTS RELATING TO UNREGISTERED ARTICLES 

A)      Complaints relating to unregistered article should be examined to see whether it is preferred within 6 months from the date of posting and contains complete information. In case any information that is considered necessary for making enquiries has not been furnished, the complainant should be requested to forward the same along with the acknowledgements of the complaint.

B)       If the complaint is preferred in the office of posting, while forwarding the complaint to the Divl. Supdt. the following information should be furnished by the Postmaster

i)         Particulars of despatch in which letter could have been consigned.

ii)       If there had been any dislocation in the mail transmission during the period, it should be indicated in the forwarding letter.

iii)     The value of the postage stamps affixed on the letter and its contents in case of foreign outward article.

(C)  If the complaint is preferred in the office of delivery the following information should be furnished;

 i) Date of receipt of the letter in the office and the date of delivery.

ii) The mode of delivery.

iii) Whether there had been any previous complaint from the same person.

iv) Whether there has been hold up mails during the period in question.

(D) In the PO, it should be ensured that the addressee's instructions have been properly recorded and brought to the notice of the delivery staff concerned.

(E) Services of the PRI (Postal) should be utilised to verify with the complaints whether there has been improvement in the delivery of mails.

[Dte letter No. 3-49/90-P. Comp. dt. 4-1-91]

(F) Complaints involving disputed delivery of mails having legal angles, if any; should be referred to the circle office for guidance in accordance with clause 34 of PO guide Part. I(Old).