Under Prime Minister Narendra Modi’s ‘Clean India’ campaign, the Chhattisgarh Government has issued directives on systematically rearranging the official documents and files in all Government offices.
Chief Secretary Vivek Dhand has directed all the departments to check all the official documents and files.
Unnecessary documents should be archived and the documents with expired time-limit should be destroyed as per the given rules and procedure, Dhand directed.
He has instructed officials to finish the task by the end of October. Thereafter, the senior officials would conduct sudden inspections of their department offices to see whether the directives had been followed or not. The Chief Secretary has issued the circular to Additional Chief Secretaries, Principal Secretaries and Secretaries of various departments along with all the Divisional Commissioners, District Collectors and CEOs of District Panchayats.
Dhand has mentioned in the circular that for the pledge of ‘Clean India’, special attention is being paid to cleanliness.
From September 25 to October 31, not only the office premises will be cleaned but also the files and documents inside will be rearranged. It has been noticed that even after the final redressal of cases, neither the unnecessary files are sent to Record Room nor the outdated files are destroyed.
It is noteworthy that in each department, the redressed files should be sent to Record Room and after a certain period of time, it is disposed off as per the procedure. But owing to the work-pressure, officers are unable look after this process of archiving and disposal of files.
As a result, such files remain piled up at offices only. After final redressal, the files are either bundled and kept aside or are locked up in cupboards that are hardly checked. Such bundles of files consume much of space and gather dust over the time. Dhand has directed that under the cleanliness campaign, not only the office premises and rooms should be cleaned but the cupboards, racks, tables and bundles should also be checked and rearranged.
The outdated files should be sent to Record Room or should be disposed off as per the relevant rule applied. While cleaning the Record Room, the expired files should be disposed as per the given procedure and norms.
In the circular, officials have been directed to finish the work by the end of October. It would be the responsibility of Department Secretaries and Head of the Departments to ensure aforementioned works in respective offices, he said.
Chief Secretary mentioned in the circular that concerned senior officials will conduct sudden inspection in the offices after the month of October.