**Executive Summary**
This circular from the Directorate General of Shipping addresses inconsistencies in file noting practices. It emphasizes the importance of including name, designation, and date alongside signatures when officers and assistants create file notes. This directive aims to ensure efficient and organized secretarial procedures within the department.
**Key Points / Main Content**
* **File Noting Standards:**
* When writing file notes, all assistants/officers must include their name, designation, and date below their signatures.
* For manual notations, assistants append full signature, name, and date to the left of the note; officers append it to the right.
* In electronic environments, digital signatures are required at each level.
* **Adherence and Compliance:**
* All officers and staff of the Directorate are required to adhere to these instructions.
* The purpose is to ensure smooth and systematic processing of secretarial work.
**Impact Analysis**
**Stakeholder: All Officers and Staff of the Directorate General of Shipping**
* **Impact:** Officers and staff must update their file noting practices to align with the new requirements.
* **Action Required:** Adhere to the circular's instructions by including name, designation, and date with all file note signatures.
**Stakeholder: Directorate General of Shipping Management**
* **Impact:** Management is responsible for ensuring the circular’s compliance throughout the directorate.
* **Action Required:** Follow up on the implementation of this directive and provide necessary support.
Key Entities Referenced
Directorate General of Shipping, Mumbai: The primary regulatory body addressed by this circular.
Central Secretariat Manual of Office Procedure: Referenced manual providing guidelines for file management and noting procedures.
Ministry of Shipping: The Government ministry overseeing the Directorate General of Shipping.
@
+
r{lll
. [I-6rr / covERNMENT OF tNDtA
qKI qITdfi fdrf,q / MINISTRY OF SHIPPING
+{6{ rafttqTmq, IH
DTREcToRATE GENERAL or sntpyptttc,
MUMBAT
ft+iq:11.12.2019
sT. {.{rffi{-30(29Y20 1 5-Gfter
ftq.q:
tqr h-+.rqr * ft fafrlq qr,rr+ I qfiffi.515 qr itfu.r ffi Erq-q '{'{i rF-{re]-r + ffi
irq, TfiTq-,li-' drt'e ilfr Frrai
t
2. -"q -q t q"lq-dl s.iu-{ t d;iftrd q.rq'4i fi {'rqf{q qfrq'r h a;ft'q qR-ffrq' t-tqq }
ersqrq - v i cHfc r s (ii) ffi Fnqt h frl qri<fi ffii fi ;ir' 3{rff'r'i-qn 3rrf'q fu{r qnr t
ft-+t e'il qqr i ft, "ftFrrft ft-qi Tr.rr qzpffi ffi h fri arf :fr- rrqi f, Z-mr., a-rq *r ft-{i6
:,ift-,< r,rrn I tffi r Mi ft-ei qrar 3rfir,fi frqufr fi zrt irl qqq T, Z-tmT'4iTr 3li' Trq'
* o* drft,q ffid-n 1 s@ft'+'rdfr n {r{ rG ft arn t c?iffi E-dir qt Efrrq rcmerr ftq
Trn:i
r"
-4f
3. qtqr.,ts?srrdru{q'ft i/'r'ffiirlqqapTftifrqr-'ri'+1qftrfiq{'dn
t=-.*;rd-a a-ftt t +,rq 6A + ftr, E-rr {d 3ct*f, -+1?rii I wrialfi ftai"ai +,r ql'r{ *,+ r
4. siqerqflfffi+q-{fi'fitqrfrfrqromrt, \
--nqf-L
(x?et +ra-+1
q-r.rq-+ ++eq qf,,rR?rrd ({rffi{)
cfr:
3rfffi
t rr.fi?rrmq * qaft
at+A-a
z at+ea rffitgrrqq + fift 3fllrrrr
i
g nt{f,< {flrfr?cnq-q +rfr qtrr-+eq +,rqi.rq
xft Aaa6q6.'
r r.rft?sr6 h qftq ffi qB{
al_+e_q
2 qq-r qt{en q-drfr?e6 } aqfud Er6r{6
s. {€q qAeffi, citrt-d Fdrr6trt (cflt), {cs-td q{effi h qftq ffi qB{
4. 4r{rr sr{, ffi ft a-i{Ez r< altts rG fu
rnf .rrsq
5.
H
fra Rfrn, sfi {fuf,, otri Ri6 +q{,6iry,fu r.pg, 6r{fir,f (1d) ff-+ooo+z
gth Floor, BETA Building, l-Think Techno Campus, Kanjur Village Road, Kanjurmarg (E), Mumbai-400042
kf"r.,
dl{fret No., +91-22-2575 2c4;)lllzg +9'l-22-2575 2o2gl35 {-tal/Emait: ogstripdgs@nic.ln }qtf{E/websit8: www.dgshipping.gov.inElIe No.PB-3Ol29t /2O IS-MISC Detc4: l l"I2t2[r1tr
( I
CIRCI'LAR , 0Et?St{
notillq- reg.
It has been observed that various dcaling assis,tants/officers qdrite
c,ritirrg lile noting are not putting their narne, designanion and daic undcr tihEb
signature.
2'
In t,.is regards kind attention is invited tou/ards .HA'IER v of t&
central secretariat Manual of ofroe prooedure dearing with thc Eatters [datod
wift
FILE MANAGEMENT, para lS {iil GUIDEUNES Frf,R NOflNG, wtri6
6"t
stipulates
3'
Accordingry, all oficers/staff of tbe Director:ate arre adviscd to adhcrc th
above instructions/guidelines without fail for smoodr and s3rctcnatic dispocd
of the secretarial work of the Departmcal
4.
This issues with the approval of the Competc
AssrstaatDrrector":":r#&
ro,
1. All Oftcers of the DGS.
2. All Branches of the DGS.
3. All Altied OIEces of the DGS.
Cooy fo_rwgrded for information to:
l.
Sr. PS to DG (Sl.
2. PA to Addl. DG
{S}.
3. Sr. PS to CS/NA ll/cllcss.
4. Computer CelI for upioading on DCS website.
5. Guard frle.