DMG Manual
DMG Manual
DMG Manual
INTRODUCTION
The Department of Mines and Geology has a history of nearly 120
years. It was established in the then State of Mysore in the year 1894 for
conducting Geological Survey & Mapping, Mineral Survey & Exploration and
inspection of Mines in the Kolar Gold Fields. Gradually, the scope of work of
this department was enlarged and it became one of the important technical
departments of Government. The Department did useful work in the field of
Applied Geology. This paved the way for establishment of mineral based
industries in the State.
In the earlier years, Geological Survey and Mapping formed the main
item of work in the department. Between the years 1936 and 1949, a
separate Unit for conducting Geophysical Survey was established and it was
the first of its kind in India. In the year 1950, the Geological Survey as well as
the Geophysical Survey was taken over by the Geological Survey of India
under Federal Integration Scheme.
Over several years, the Department of Mines and Geology further
widened the scope of its activity by taking within its fold the task of
exploration of ground water also. In other words, through coordinated
effort, the department helped not only in successfully tapping drinking
water sources in the dry belts of the State but also in providing permanent
minor irrigation facilities. During the years after 1998, the department took
up ground water exploration on a large scale.
As a result of establishment of good number of mineral based industries
and increase in their production capacity, demand for minerals, particularly
iron ore, increased substantially. The tremendous growth of Granite
Industry, indiscriminate exploitation of iron ore, uncontrolled extraction of
ordinary sand, overexploitation of ground water has led to destruction of
natural resources. As a consequence of these developments during the last
decade, there has been a paradigm shift in the role and functions of the
Department of Mines and Geology and it is hightime that the department is
restructured in such a manner as to be able to effectively supervise and
control the activities relating to mineral administration and ground water
development to prevent further damage and to take remedial measures.
Government of India in its recent Mineral Policy has emphasized the urgent
need of strengthening the Department to enable it to regulate mining
activities in the State in the interest of conservation and scientific
development of mineral sector.
The Manual of the Department of Mines and Geology was last compiled in
the year 1958. Thereafter, it has not been revisited for either revision or
updation nor is it being followed, owing to change in the administrative set
up of the Department from time to time and functions of the departmental
personnel. It has, therefore, become necessary to issue a new Departmental
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CHAPTER-I
ORGANISATION AND DISCIPLINE
OGANISATIONAL SET UP
The Department of Mines and Geology comprises of a Directorate at the
apex level with headquarters at Bangalore. At the field level the Department
has 31 district level offices headed by Deputy Directors/Senior Geologists
looking after mineral administration. Besides, under the administrative
jurisdiction of each Zilla Panchayat, the Department has offices of Senior
Geologists engaged in Ground Water investigation. The offices of Senior
Geologist/Deputy Director in the districts of Bagalkot, Chamarajanagar,
Ramanagar, Bidar, Yadgir, Raichur, Koppal, Kodagu, Davangere, Gadag, Haveri
and Udupi look after both mineral administration and ground water
investigation. These apart, there are 2 Zonal Offices one at Bellary and the
other at Mysore headed by Joint Directors.
The Directorate consists of a Technical Unit and an Administration Unit.
The Technical Unit, in turn, consists of Mineral Administration Unit and Ground
Water Investigation Unit.
Under the Mineral Administration Unit are the following functional
units:a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
Chemical Laboratory;
Borewell Unit;
Research & Development Unit;
Modernization Unit; and
Remote Sensing Technology Applications Study Unit.
Establishment Section;
Stores;
Cash Section;
Bills Section;
DCB Section-1(Major Minerals);
DCB Section-2(Minor Minerals); and
Budget Section.
Internal Audit Section.
Additional Directors;
Joint Directors;
Joint Director (Administration);
Deputy Directors;
Chief Drilling Engineer;
Chief Geophysicist;
Chief Chemist;
Deputy Chief Drilling Engineer;
Deputy Chief Geophysicist;
Senior Geologist;
Senior Geophysicist;
Senior Chemist; and
Accounts Officer.
work. The Gazetted Manager will in turn take instructions from the Joint
Director (Administration) in every matter concerning the work of the office.
The Joint Director (Administration) and the Gazetted Manager will be
responsible for the general efficiency in the work of the clerical staff. They must
see, among other matters, that the case workers are fully engaged in work; that
cases are punctually and properly submitted; that routine duties are carried out
regularly; that office rooms are kept neat and tidy and that the records and
papers are maintained and preserved in proper order.
Office Hours
The prescribed office hours are from 10-00 A.M. to 5-30 P.M., but any
member of the staff may be required to work overtime when the business of
the office demands it.
Attendance
The attendance of every member of the office shall be recorded on the
bio-metric system while coming to the Office at 10.00 a.m. and again while
leaving the Office at 5.30 p.m. The Gazetted Manager shall be incharge of the
Attendance Monitoring System (AMS). The executive and technical staff of the
Department shall inform or furnish the tour programme in advance to the AMS
Officer as to their movement outside the office.
Special powers of the Additional Directors and/or Joint Director
(Administration)
The Director may, with specific sanction of Government, delegate such
other powers which are of a routine in nature, to the Joint Director
(Administration) and/or Additional Directors. This Officer/these officers shall
report to the Director all cases in which he passes/they pass orders in exercise
of powers so delegated.
Official information to be held Confidential
Information acquired by officers and officials in their capacity as
employees of the Department must be treated as confidential and should not
be divulged nor should official documents be copied for private or non-official
use.
Except with the permission of the Director and in his absence, the
Additional Directors and/or Joint Director (Administration), no official paper
should be taken home.
Right to Information
The Right to Information Act, 2005 has enabled the citizen to ask for and
obtain information from all public authorities. Only those officers who have
been declared as Public Information Officers under the Act within such public
authorities shall receive requests and respond according to the above Act and
the rules made thereunder.
Admission to Strangers
No person other than the officer or the official of the Department
should be admitted into any Branch or Section of the office without the
permission of the Director and in his absence, the Additional Director and/or
Joint Director (Administration).
Unauthorized admission of strangers into the office will be seriously
taken note of and the Gazetted Manager of the office will be held personally
responsible to enforce this measure in the office.
The Director of Mines and Geology will interview visitors at specified
hours. The Additional Directors and/or Joint Director (Administration) will also
receive visitors and furnish them with information of a routine and nonconfidential nature.
Certificate
No certificate shall be given to any member of the office except under
the signature of the Director.
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CHAPTER II
OFFICE BUSINESS
General
Office work should be conducted in such a manner that sufficient record
of every transaction is preserved and at the same time the bulk of the
documents may be kept as small as possible and arranged in the best possible
manner to facilitate reference. All correspondence should be condensed as
much as possible and repetitions and unnecessary details avoided.
Receipt of Papers, their Acknowledgement and Distribution
A paper may be a communication received by hand, through normal
postal system, Courier, fax, e-mail etc. The General Receipt and Despatch
Section is mainly concerned with the initial receipt and distribution of papers.
All official covers addressed to the Department shall be collected and
opened by the General Receipt and Despatch Section. After assigning a number
to each paper so received and recording the date of receipt thereon, the papers
have to be sent to Joint Director (Administration). The Joint Director
(Administration) shall put his initials on each letter along with date and then
send it to the General Receipt and Despatch Section through the Gazetted
Manager for further action with such instructions as may be necessary in
respect of letters requiring immediate attention specifying the number of days
within which a letter should be submitted, with references if any, for orders.
The General Receipt and Despatch Section shall in turn sort out the papers
Unitwise and distribute them to respective Sections under due
acknowledgement.
Papers addressed to the Director
All papers received from Government, papers addressed to the Director
by name and those marked Secret and Confidential will be received in the
General Receipt and Despatch Section and sent unopened to the Personal
Establishment of the Director. Communications sent by Telegram/e-mail/
facsimile (fax) addressed to the Director by name shall be treated at par with
demi-official letters addressed to him and accordingly sent to his Personal
Establishment.
Classification of Papers
All papers received in the office shall be classified as follows:
1. Ordinary or routine
2. Urgent
3. Important
4. Immediate
5. Confidential
Papers requiring the urgent attention of the officers to whom they are
addressed should be marked Urgent.
Papers requiring personal attention of the Director and other senior
officers of the Department should be marked Important.
Papers requiring immediate attention should be marked Immediate
and placed at once in the hands of the person to whom they are addressed
whether by night or by day.
When any paper is marked Confidential, the Director or the Joint
Director (Administration) so marking it shall indicate by whom it should be dealt
with and the official so indicated shall be responsible for the maintenance of
secrecy.
The entries in the office registers about the papers which are marked
confidential should be very general so as to be sufficient to trace their receipt
and such entries have to be made from slips furnished by the Joint Director
(Administration).
Confidential papers must be kept in the personal custody of the Joint
Director (Administration) until such time orders are obtained from the Director
for their transfer to the Record Room.
When confidential papers are sent out of office, they should be put in
double covers, the inner one being sealed and marked Confidential and
superscribed only with the name of the addressee and outer one bearing the
usual official address.
Registers to be maintained by each Branch or Section
Each Branch or Section in the office shall maintain a Register for the
letters received in the Section, a File Register containing the details about the
number of files opened and closed during the year, File Movement Register to
indicate the movement of files from one level to the other in the vertical
hierarchy and formats of the Weekly Arrears and Monthly Arrears Statements.
Every Case Worker shall maintain a Diary in the prescribed format wherein he
has to record the details of the number of papers received by him each day, the
receipt number, subject matter of each paper in brief, file references if any, and
date of submission of each paper respectively.
Besides, a Reminder Register shall also be maintained in each Section.
This Register contains the details of cases in which reminders have to be issued
periodically until such time replies are received. A case should be brought into
this Register as soon as an official letter soliciting a reply is issued from the
office. This Register is intended to help the issue of timely reminders and to
expedite the disposal of the case. Except in urgent cases, reminders should issue
once a fortnight.
On the 5th and 20th of each month, the Reminder Register should be sent
up to the concerned higher functionary showing a list of cases in which it is
proposed to issue reminders. After approval by the said higher functionary, a
reminder in the prescribed from should be issued to the concerned.
Reminders issued and replies received in respect of each case should be
entered in the Reminder Register. When a communication has been fully
answered, the entry relating to it in the Reminder Register should be scored out.
Registers to be maintained by the General Receipt and Despatch Section
The following Registers shall be maintained by the General Receipt and
Despatch Section for the registration of all papers received into and issued from
the Department:(1) Receipt Register; (2) Despatch Register; (3) Unofficial Register; (4) Tappal
(Post) Book; and (5) Local Delivery Book.
Receipt Register
The Receipt Register is a Register containing entries about
communications of every description received in the office. It shows the number
and date of the communication, the number of the file in which it is placed,
intermediate disposal, if any, with number and date, the final disposal with
number and date and remarks.
Entries in the Receipt Register should be consecutively numbered and
such numbers noted on the papers to which the entries relate. In the absence of
specific orders from the competent authority, no communication received in the
office shall be excluded from being entered in the Receipt Register.
Despatch Register
The Despatch Register is similar in form to the Receipt Register and
contains details of all communications issued from the office. Entries in the
Despatch Register should be consecutively numbered. No communication will
be sent out of the office without an entry being made in the Issue Register.
Unofficial Register
Intra-departmental transactions or cases which are unofficially referred
by or to other Department or Government shall be entered in a Register called
the Unofficial Register which should show the dates of receipt and despatch/
return of files and the subject matter of such files.
The officer having jurisdiction over the Branch or Section shall always
have an overview and personal knowledge of all matters dealt within his
jurisdiction and shall instruct the case workers and the Section incharge to
examine and put up such references on priority which require immediate action
or which are to be disposed of urgently.
There should be only one set of notes for each case. The note sheet
should be of A-4 size with a margin on both sides of the paper. Separate file
should be opened for each case and be serially numbered. The serial number of
the file should be entered at the top of the case sheet. Each paragraph of the
note should be numbered. When a note or series of notes extends beyond a
page, the pages of the note file should be numbered and at the same time all
papers on the correspondence side of the file should also be numbered from
bottom upwards. Blank parts of the papers on the correspondence side are not
to be numbered.
Notes should be written, as far as practicable, in the order of the serial
numbers of the papers on the correspondence side of the file. Any interruption
in the general serial order of notes occasioned by the submission of a new letter
on the subject independently in a separate part file should be merged with the
main file at the earliest opportunity and the general serial order restored.
Merger of Cases
Merging of cases should, as far as possible, be avoided. However, on
certain occasions when such merging becomes necessary, the cases so merged
should be consolidated into one file by an intelligent selection and arrangement
of papers.
Every fair copy sent up for signature of the Director or any other
designated officer must be carefully scrutinized by the Case Worker and the
Heads of Sections and after such scrutiny put their initials at the foot of the fair
copy. The enclosures should also bear such initials for having scrutinized the
contents thereof.
Where Circulars numbering over fifty are to be issued, Copier Machines
shall be used to get as many copies as are required.
Despatch of Letters
Papers must be despatched on the day they are signed or on the
following working day and entries to that effect be made in the Despatch
Register. Abnormal delay in the issue of letters must always be reported to the
Director. It shall be the duty of the Joint Director (Administration) to check the
Despatch Register once in a month to check any inordinate delay in the
despatch of letters and initiate disciplinary action against the person responsible
for such delay.
The Despatcher is responsible for the despatch of all letters, covers,
parcels etc. whether through Post or by Muddam. It is his responsibility to write
complete address on the envelope legibly and the reference number on the left
side top. He has to put his initials at the left side bottom of the envelope. In
respect of communications delivered by Muddam, the despatcher shall ensure
that they have been duly delivered to the addressee and acknowledgement
thereof obtained in the Delivery Book.
After issue of the fair letter, the despatcher in the General Receipt and
Despatch Section will write or stamp Issued on the approved draft or Office
Copy as the case may be, along with the date of issue and return it to the
Section.
Important documents such as Reconnaissance Permits, Prospecting
Licenses, Mining Lease Deeds, refund bills, publications and important notices
should be invariably sent by registered post with acknowledgment due. Post
office receipts covering the registration of letters and parcels should be pasted in
the Post Book. Stamps affixed for posting letters by ordinary post should be
entered then and there in the Stamp Account Book as well as in the Post Book.
Service Postal Stamps
The Superintendent incharge of the General Receipt and Despatch
Section will make an estimate of the postage requirements for a fortnight/month
and get the franking machine loaded for appropriate value in the General Post
Office or any other Post Office, as the case may be. An account of all service
postage stamps obtained from time to time and utilised in the despatch of letters
shall be maintained by the Despatcher. The Gazetted Manager will check the
Stamp Account Book and the stock of Stamps on the last day of every week and
also at the time of placing indents for the purchase of Stamps.
Checks on Delay
1. Weekly Arrears Statement
The Weekly Arrears Statement is intended to give a statistical picture of
the total number of papers and cases received and dealt with by each dealing
hand during a week together with a detailed analysis of the number of papers
and cases left over with him/her and the Section as a whole.
The Weekly Arrears Statement gives an idea of the distribution of work
among the case workers and the load on each individual. This Statement also
enables the higher functionary concerned to keep a watch over the progress of
work of individual case workers and to take suitable steps to expedite action on
delayed cases and prevent the Section from running into large arrears.
2. Monthly Arrears Statement
The Monthly Arrears Statement gives the details of cases which are
pending disposal for over a month as indicated in the File Registers of Sections.
The purpose of this Statement is to apprise the higher functionaries that cases
have been pending in the Sections under their jurisdiction for over a month,
where and why such cases are pending and facilitate taking suitable steps to
expedite action on delayed cases and prevent accumulation of pending cases.
3. Pending Papers with Dealing Hands
Every dealing hand shall prepare, once a month, lists of references
pending with him/her for less than a week; for more than a week and less than a
month; for more than a month and less than two months; and for more than two
months respectively. Reasons for the delay and the fact whether extension of
time has been obtained from the higher functionary concerned should be stated
whenever necessary.
4. Arrears List
The Joint Director (Administration), with the help of the Gazetted
Manager, shall prepare a consolidated statement of cases in arrears in the entire
office at the beginning of every month and submit the same for orders of the
Director not later than the 5th of the month.
5. Inspections
The intention of conducting inspections is to verify whether the
procedure prescribed in the Manual is being observed in practice and to give
suitable guidance to the Branch or Section inspected to raise its level of
performance and to increase its efficiency. Inspection of Branches or Sections
must be conducted by the higher functionary to whom the Branch or Section is
attached once in six months. The Section/Sections dealing with Establishment
matters must be inspected by the Gazetted Manager once in three months, and
by the Joint Director (Administration), once in a year. Depending on the
situation, surprise inspections may be conducted by any higher functionary to
know the performance level of any Branch or Section and to verify the pendency
of work.
The Director may hold periodical meetings of officers to review the
performance of each Branch or Section and issue instructions to improve the
efficient and transparent functioning of the Department.
Periodical Returns and Reports
A list of periodical Reports and Returns due from the Department shall
be prepared and duly revised from time to time by drawing up a Time Table in
that regard. The Joint Director (Administration), with the assistance of Gazetted
Manager, shall ensure that all the Reports and Returns as listed in Appendix B
are forwarded punctually from the Department to the concerned authorities.
Similarly a list of periodical Reports and Returns due to the Department
shall also be prepared and duly revised from time to time by drawing up a Time
Table in that regard. The Joint Director (Administration), with the assistance of
Gazetted Manager, shall ensure that all Reports and Returns as listed in Appendix
C are obtained from the concerned agencies for reference.
Standing Orders
A complete compilation of Standing Orders of Government relating to
the work of the Department and on matters of general Government Business
applicable to all Departments alike shall be maintained and kept up-to-date with
a table of contents and an index for facility of reference.
Similarly, a complete compilation of circulars instructions issued by the
Karnataka Public Service Commission shall also be maintained to facilitate
compliance of such instructions in matters of recruitment of staff to the
Department.
Register of Papers sent to Government Press
A Press Register shall be maintained showing the details of papers sent to
Government Press for printing, the dates on which the proofs were received for
scrutiny and correction if any, the dates on which such proofs were returned
to Government Press and finally the dates on which the printed copies were
received. Periodical reminders shall be sent to the Director, Government Press
when proofs or printed copies are not received within a reasonable time. While
returning proofs to the Government Press after due correction, it should be
clearly indicated as to the number of copies to be printed for use by the
Department along with any other instructions if any.
CHAPTER- III
POWERS AND FUNCTIONS OF OFFICERS OF THE DEPARTMENT
(vi) Custody of D.O. files received from Government. After the replies
are sent to Government, the concerned papers may be handed over
to the respective branches.
(vii) In the absence of the Director, to attend meetings on administrative
matters in the Secretariat and other offices on his behalf.
(viii) Sanction of casual leave to Group A and Group B officers.
(ix) Compilation of Administration Report.
(x) Incharge of comprehensive computerized mineral administration
system.
(xi) Overall control of the working of the Department in the various
Branches subject to approval by the Director for the measures taken.
(xii) Any other work entrusted by the Director of Mines and Geology
From time to time.
In his Personal Establishment, the Joint Director (Administration) is
assisted by a Stenographer, a Second Division Assistant, a Driver and a Dalayat.
Joint Directors (North Zone) and (South Zone): There are two posts of Joint
Directors at the zonal level -1 at the North Zone with headquarters at Bellary
and the other at the South Zone with headquarters at Mysore. The districts in
the jurisdiction of the north zonal office are Bellary, Chitradurga, Koppal,
Raichur, Gulbarga, Dharwad, Haveri, Gadag, Davangere, Uttara Kannada,
Belgaum, Bijapur, Bagalkote and Bidar respectively. Similarly, those in the
jurisdiction of south zonal office are Mysore, Mandya, Bangalore, Kolar, Hassan,
Shimoga, Tumkur, Chamarajanagar, Dakshina Kannada, Udupi and Kodagu
respectively. These officers have supervisory jurisdiction over the district offices
relating to mineral administration and groundwater investigation in their
respective zones. They also function as revision authorities in respect of leases
for some non-specified minor minerals as envisaged in Rule 53 (1) of KMMC
Rules 1994.
Chief Drilling Engineer: He has got overall jurisdiction over the drilling
activities of the Department. He oversees the activities of the Drilling Unit and
assists the Additional Director (Groundwater) in drilling of borewells and other
related drilling programmes and yield testing activities of the Department. He is
assisted by 2 Deputy Chief Drilling Engineers, 9 Drilling Engineers, 13 Assistant
Drilling Engineers, 17 Driller cum- Mechanics, 36 Assistant Drillers and 56
Helpers respectively.
c) validation;
d) visit to divisional laboratories to study the progress of the work done in
those laboratories and to guide the Chemists there in case of need;
e) maintaining stock book;
f) guiding university students who come for practical training;
g) attend workshops; and
h) imparting training to Chemists on pollution related parameters.
Chief Geophysicist:
b)
c)
d)
e)
f)
g)
Senior Geologist(Groundwater Development) at the District Level: The Offices of the Senior Geologists of the Department of Mines and
Geology concerned with Groundwater Development are in the administrative
jurisdiction of the Zilla Panchayats. These offices are headed each by a Senior
Geologist who in turn is assisted by two or three Geologists and a Junior
Engineer in addition to ministerial staff. The programmes of these offices are
approved by the Directorate of Mines and Geology and technical guidance is
also given by this Department. Each of these offices is responsible for
groundwater level monitoring, groundwater sample collection, groundwater
investigation in their respective jurisdiction, assessment of groundwater
resources, analysis of data and preparation of reports. They render technical
assistance for selection of sites for digging wells / bore wells and construction of
artificial recharge structures (ARS) in their jurisdiction.
g) In the absence of the Director, to attend meetings in the Secretariat and other
offices/organisations on his behalf in respect of financial matters.
h) To check cash and vouchers every day.
i) To consolidate the replies received from various Branches/Sections in respect of
audit paragraphs and forward the same to Government/ the Principal
Accountant General after due approval by the Director of Mines and Geology.
j) To discharge any other work entrusted to him by the Director of Mines and
Geology from time to time.
The Accounts Officer has the Cash Section, Bills and Budget Section and
the Internal Audit Section respectively under his control. In the discharge of his
duties, he is assisted by 4 Accounts Superintendents, 10 First Division
Assistants/First Division Accounts Assistants, 4 Second Division
Assistants/Second Division Accounts Assistants, 3 Typists and 3 Dalayats
respectively.
iii) Plan Scheme:1. Take up survey, exploration and investigation of mineral deposits in various
parts of the State as decided in the State Geological Programming Board.
c)
d)
e)
f)
g)
h)
i)
j)
k)
To check urgent tappals and papers, stamp account and other routine work in
the General Receipt and Despatch Section everyday.
Consolidation of reports relating to pendency of papers received from zonal
level and district level offices for review and to prepare Monthly Pendency
Reports both in respect of zonal level as well as district level offices and also
that of the Directorate for onward transmission to Government.
Compilation of data relating to use of Kannada language in administration in the
Department and consolidation of reports received from zonal level and district
level offices for sending monthly reports to Government.
To oversee the work of photo copying unit and keep account of stationery items
used therein.
To sign all office orders, memos and letters approved by the Director or the
Joint Director (Administration) as the case may be relating to establishment
matters for Director or the Joint Director (Administration).
To attest all entries in the Service Registers.
To sign fair copies of routine communications to subordinate offices relating to
establishment matters.
To function as Public Relations Officer of the Directorate.
To receive public grievance representations, forward them to the officers
concerned and to take follow-up action on such representations.
To attend to any other work entrusted to him from time to time by the Director
or the Joint Director (Administration).
To sanction casual leave to the Group C and Group D staff in the Directorate.
The Gazetted Manager (Administration) has Personnel A and Personnel B
Sections under his administrative control. In the discharge of his duties, he is
assisted by 2 Superintendents, 5 First Division Assistants, 4 Second Division
Assistants, 2 Typists and 2 Dalayats respectively.
b) Placing orders to the Government Press twice a year for supply of various
stationery items for use by the department such as Note Sheets & White Sheets,
various Forms, Registers, Log Books, Form No. 31 of KFC, Attendance Registers,
Measurement Books and other articles, their procurement, taking them to
stock, their distribution and keeping record of these transactions.
In the discharge of his duties, he is assisted by a Superintendent, a Second
Division Assistant, a Typist and a Dalayat respectively.
Cash
9) to see that the draft is put up after the files are returned and issue
fair copies without any delay;
10) to keep track of important cases and take necessary action for their
expeditious disposal;
11) to ensure weekly and monthly arrears lists are reviewed and
submitted regularly;
12) to inspect the table and racks of First Division Assistants/Second
Division Assistants every month for verification of pending papers/cases
and prevention of accumulation of papers/files;
13) to take prompt action on observation in the inspection reports of
higher officers;
14) to maintain Standing Guard File, Section Note Book, Reference
Books for all the subjects dealt in the Section;
15) to see that all registers, periodicals, diaries and file registers are
maintained properly in his Section;
16) to see that all files are recorded promptly and properly by weeding
out unnecessary papers with necessary index slips;
17) to classify correctly the recorded files;
18) to review the classification of all time barred files before
destruction;
19) to see that the economy in the stationery articles and papers is
strictly adhered to; and
20) to maintain Circular and Guard file on a ready for reference basis.
(viii) to properly maintain relevant books of Acts & Rules with upto-date
amendments, various standing orders, precedents, etc. connected with his
work;
(ix) to maintain properly the standing guard files and other necessary
registers;
(x) to keep papers and files in tidy condition;
(xi) to ensure that Sus files are properly maintained and retrieved on
the appropriate future date for issue of reminders or review etc.
(xii) to ensure that reports/returns if any, are received/submitted at the
appropriate time;
(xiii) to maintain date on all files created and monitor their disposal;
(xv) to generally assist the Superintendent in whatever manner he may
desire in the proper functioning of the Section.
It is the responsibility of First Division Assistants/Second Division
Assistants to immediately deal with papers/files marked urgent/immediate etc.
All other papers/ files should be dealt with in the order in which they are
received. They must ensure that papers/ files do not pile up on their desks and
to the extent possible the papers/files are disposed of on day to day basis.
k) Make a regular check to see that prompt action is taken by the office,
especially on important matters and inform the progress to the Officer.
l) Ensure that the files received by the Officer are promptly entered in the
Movement Register and sent up to the higher authorities after they are
attended to by the Officer or down the line after orders are passed thereon.
m) Compose letters accepting or rejecting invitations after consultation with
the Officer and the tenor of such letters should be in tune with the nature of
the communication received.
n) Keep on hand up-to-date reference books, telephone directories, statutes,
codes and regulations, railway, plane and bus schedules.
o) Make travel arrangement for the visit of the Officer outside the
headquarters after consulting him.
p) Maintain calendar of forthcoming meetings and conferences.
q) Maintain security of information and exercise discretion in giving out
information and take instructions from the Officer while doing so.
Typist: Typist shall attend to all the data entry work in the Section. He must
have knowledge of categorization of documents, saving those documents and
their retrieval for future use. He shall be also responsible for typing the drafts
of letters, orders, circulars, etc. using document management Software. He shall
also ensure that once the final order is signed in ink and issued, the same is
scanned whenever required using the said Software to put the said order on the
departments website.
5. Shall not abstain from duty without pervious sanction except on medical or
on other justifiable grounds.
6. Those entrusted with the work of operating the duplicating machines must
attend to that work as though it is part of their normal and regular duty.
7. Must work in the Branch/Section to which posted.
8. Must attend to duties entrusted by officers/officials of the Branch or Section.
10. Must take due care of property of the Department.
11. Behave properly with other government servants and the general public.
12. Must carry records, etc. to the Record Room and bring from there,
collections, spare copies, etc., required by the Sections/ Officers.
13. Must assist the Superintendent of the General Receipt and Despatch Section
to bring stationery and other articles from the Government Press and help in
distributing them to the Sections.
14. Must do any other work connected with the office entrusted to them by the
officers or officials under whom they are normally working in the interest of
smooth running of official business.
15.Cycle Orderlies and Despatch Riders in the General Receipt and Despatch
Section must attend to the work of bringing tappals, etc., meant for the
Department of Mines and Geology from the General Post Office, etc. every day
before 10.30 A.M. in the Tappal bags provided to them. The Despatch Riders, in
particular, shall attend to the work of carrying tappals or any other articles from
the Department to the G.P.O., C.T.O., Railway Station, K.S.R.T.C., Indian Airlines
etc. or to any other Department/Organization within the limits of Bangalore
City.
16. Sweepers must clearly and properly sweep or wipe with wet cloth or jute
cloth the room and verandahs, steps, stair-cases, Chejjas, etc., allotted to them
well before the office starts functioning. Whenever necessary, they shall sweep
or clean the rooms, verandah, etc., even during office hours. The swept papers
must be carried for burning outside the office everyday by 11-00 A.M. under the
supervision of the Duty Officer and it must be ensured that the swept papers
are burnt fully to ashes. They shall also do any other work such as shifting and
arranging of furniture and other articles in the office.
17.
Scavengers must attend to the work of washing and keeping clean the
latrines, urinals, bathrooms or toilets, water closet, wash basin in the
Community bathrooms and anti-chambers of Officers in the allotted area using
deodorants without causing any damage to the fittings or any articles, well
before the office starts functioning.
They must also attend to any other
work entrusted to them in the exigencies.
Must also take care to see that the lights and fans are put off, other doors if
any, are closed, the window shutters and water taps, if any are properly
closed.
c) Must keep a close watch on the sweepers and scavengers are duly
authorized to perform their duties in the premises of the Office.
d) When on duty, they must be vigilant, attentive and be on their allotted duty
spot throughout taking rounds and enquiring about any unauthorized
persons. If they want to leave their duty spot during their allotted duty
period, they shall keep the other watchman on duty informed as also the
Duty Officer.
e) Must ensure that articles belonging to the Directorate are not taken out of
the office premises without proper authority.
f)
It shall be their duty to see that the vehicles of the department kept in the
premises of the office are taken proper care of and not meddled with by
unauthorized persons.
--oo0oo--
CHAPTER-IV
PROCEDURE RELATING TO CONDUCT OF DEPARTMENTAL BUSINESS IN VARIOUS
SECTIONS OF THE DIRECTORATE
Mining Lease Section
This Section deals with grant of Reconnaissance Permit, Prospecting
License and Mining Lease respectively.
Applications made seeking grant of reconnaissance permits, prospecting
licenses and mining leases by the interested public are received at the
Directorate. A Standard Register for registering the applications for each of the
above shall be separately maintained and these Registers should be in the
custody of the head of the Section i.e. the Superintendent. This Section will
examine each of these applications as per the provisions of the Mines and
Minerals (Development and Regulation) Act, 1957 and the Mineral Concession
Rules, 1960 issued thereunder.
After examining the availability of the area for grant in the Drawing
Branch of the Directorate, the opinion/views of Revenue or Forest Department
as the case may be depending on who the land applied for belongs, will be
obtained. Thereafter technical report from the jurisdictional office i.e. the
Office of the Deputy Director/ Senior Geologist as to the availability of mineral
in the applied area will also be obtained. With these details, the connected file
will be submitted to the higher authorities for a decision to either grant or reject
the application.
For grant of Reconnaissance Permit/Prospecting License/Mining Lease
in respect of specified major minerals, prior approval of the Central Government
is required to be obtained through the State Government. Thereafter, the State
Government will issue a Notification granting Reconnaissance Permit or
Prospecting License or Mining Lease as the case may be. After issue of the
Notification, before executing the Prospecting License/Mining Lease, survey and
demarcation of the area granted will be carried out by the jurisdictional officer
viz. Deputy Director/Senior Geologist of the concerned district after receiving
the prescribed fee therefor from the grantee. After the grantee obtains the
approved mining plan from the Indian Bureau of Mines (IBM), clearances from
the State Pollution Control Board and the Ministry of Forest and Environment,
Government of India, the Prospecting License /Mining Lease will be executed by
the Director.
As regards grant of Prospecting License/Mining Lease in respect of
non-specified major minerals, prior approval of the Central Government is not
required. Therefore, after following the procedure explained above, the
Director of Mines and Geology or the State Government will execute the
Prospecting License/Mining Lease.
This Section shall adhere to the time limit specified in the Calendar at
Appendix-D in the matter of processing of applications made to the
Department seeking grant of Reconnaissance Permit or Prospecting License or
Mining Lease as the case may be. In no case this time limit shall be exceeded
except with the specific sanction of the Director or Additional Director
(Minerals).
A monthly Statement of mineral concessions granted, applications
received and pending in different stages must be compiled and submitted to the
Director within the 5th of the following month.
This is an important Section dealing with the mining public and the delay
in the working of and disposal of applications should be avoided.
Quarry Lease Section
This Section deals with grant of Quarry Leases in respect of specified
Minor Mineral viz. Ornamental Stone. Applications made seeking grant of
Quarry Lease for specified minor mineral viz. Ornamental Stone shall also be
received at the Directorate. A Standard Register for registering the applications
shall be maintained in the Section and this Register should be in the custody of
the head of the Section i.e. the Superintendent. This Section will examine each
of these applications as per the provisions of Karnataka Minor Mineral
Concession Rules, 1994.
After verifying the availability of the area in the Drawing Branch of the
Directorate, the opinion/views of Revenue or Forest Department as the case
may be depending on who the land applied for belongs, shall be obtained. Then
the applications received for grant of quarry lease for Ornamental Stone
(Granite) will be placed before the Committee constituted under Rule 11 of
KMMC Rules, 1994 and chaired by the Principal Secretary / Secretary to
Government, Commerce and Industries Department, by the Director of Mines
and Geology with all the necessary details required by the Committee for taking
a decision in respect of each of the applications. With the recommendations of
the above Committee to either grant or reject the application, necessary
proposals have to be sent to Government by the Director. The State
Government will issue a notification either according sanction for grant of
Quarry Lease for Ornamental Stone or rejecting the application. Where
Government has accorded sanction for grant of quarry lease, in respect of those
applications, the applied areas will be surveyed and demarcated by the
jurisdictional Deputy Director or Senior Geologist after collecting the prescribed
fee therefor from the grantee. After approval of quarry plan and payment of
necessary fees by the lessee, the quarry lease will be executed by the Director
of Mines and Geology.
Applications for non-specified minor minerals shall be received by the
jurisdictional Deputy Director or Senior Geologist. After getting the opinion of
the Tahsildar and conducting survey and demarcation of the area, the
jurisdictional Deputy Director or Senior Geologist will execute the quarry lease.
Any person aggrieved by the orders of the jurisdictional Deputy Director or
Senior Geologist may file a revision application before the Director of Mines and
Geology within a period of three months from the date of the order. The
Director, after affording an opportunity of being heard to the revision petitioner
will pass final orders on the said revision petition.
This is an important Section dealing with the public engaged in quarrying
activities of Ornamental Stone and there shall not be any delay in the processing
and disposal of applications seeking grant of quarry leases.
Demand, Collection and Balance (D.C.B.) Section
This Section provides the details of expected revenue in the form of
royalty, dead rent, interest, penalty etc. for the ensuing year to the Budget
Section to facilitate the latter to prepare the Revenue Budget Estimates. Based
on these figures and having regard to the target fixed by Government for a
particular year, individual targets are fixed by this Section for each district office
dealing with mineral administration. District-office-wise/ lessee-wise particulars
are maintained in the D.C.B. Registers which contain the details of the quantity
of the minerals produced and despatched from individual mines/quarries, the
amounts due thereof towards royalty etc. and the amounts outstanding from
the concerned lessee. The reports sent by the district officers after annual
inspection of the leases in their jurisdiction are examined by this Section to
verify the correctness of the amounts due from individual lessees towards
royalty, interest, penalty, dead rent etc. Where amounts are outstanding from
the individual lessees, notices will be issued from this Section to such lessees
calling upon them to pay the arrears due from them failing which their leases
would be determined after the due date prescribed for clearing such dues. Even
thereafter, if the lessee fails to clear the arrears, his mining lease/quarry lease
will be determined and the amount due will be recovered as arrears of land
revenue through the concerned Deputy Commissioner of the District.
Where any lessee makes an application seeking renewal of
mining/quarry lease, such files are referred to the D.C.B. Section by the
concerned Sections. If arrears are due from such lessees, the same will be
recorded in the relevant file and returned to the concerned Section/s.
Monthly Progress Reports sent by the district officers as to the
collection of revenue by way of royalty, dead rent, interest, penalty, etc. are
consolidated in this Section and sent to Government for information and record
after due approval by the Director.
This Section will also monitor the royalty etc. collected on minor
minerals like building stone, sand etc. by other departments viz. Public Works
Department, Irrigation Department, Rural Development and Panchayat Raj
Department and certain other autonomous organisations.
Cash Section, Internal Audit Section and Bills & Budget Section
These Sections constitute the Accounts Branch of the Directorate. Files
relating to release of funds from out of the provision made in the Budget under
the relevant Head of Account are handled in the Budget Section. Each such file
will be examined with reference to the provisions of KFC, MCE, as also the
orders relating to general delegation of financial powers to the Heads of
Department and opinion of the Accounts Officer recorded therein. Thereafter,
the file is returned to the concerned Section or Branch to take further necessary
action to issue the office order etc. Based on the order so issued, appropriate
bills will be preferred by the Bills Section and money is drawn from the Treasury
through Cheque. The Cheque so obtained will be handed over to the concerned
Branch/Section, which after utilizing the amount so released will furnish
Utilisation Certificate to the Accounts Branch. Where the amount sought to be
released is more than the limit specified in the order relating to delegation of
financial powers, such cases are referred to Government by the concerned
Section/Branch for issue of necessary orders releasing the said amount after
obtaining the opinion/remarks of the Accounts Officer and approval of the
Director thereafter.
Budget Estimates for the Department both under Revenue Head and
the Expenditure Head are prepared by the Budget Section. This Section also
prepares Appendix-B in respect of the officers and staff of the department for
the purpose of allocation of funds towards the salary component after collecting
the necessary particulars from the concerned Branches/Sections in the
Directorate as also from the zonal and district level offices of the Department.
Reconciliation of figures both under Revenue Head and the Expenditure
Head is done by Bills Section on monthly basis. This Section also deals with
refund of Security Deposits made at the time of making the applications for
grant of quarry lease.
Cash Section is responsible for handling cash, Demand Drafts, Cheques and
other monitory negotiable instruments in the Directorate. Cash Book, Receipts
Books, Remittance Registers and other important Registers relating to financial
transactions are maintained in this Section. The Superintendent shall ensure
that these Registers are maintained properly and entries made from time to
time by the dealing hands as per KFC. This Section is concerned with remittance
of all receipts to appropriate Head of Account in the Treasury Bank. Cash Book
and other Registers mentioned above will be submitted to the Accounts Officer
through the Superintendent at the end of each day for final verification and
authentication of the transactions pertaining to that day.
A.C. Bills, Pay Bills, Travelling Allowance Bills, Medical Bills etc.
pertaining to the Directorate are prepared in the Cash Section by the dealing
hands and scrutinized by the Superintendent with reference to the provisions of
KCSRs, KFC etc. and authenticated as to their correctness before submission to
the Accounts Officer. After due approval by the Accounts Officer (and the
Director wherever necessary), those Bills will be presented to the Treasury and
Cheques obtained thereof. A.C. Bill, Travelling Allowance Bill, Festival Advance
Bill, Supplementary Salary Bill, Medical Bill etc. are encashed and disbursed to
the concerned by this Section.
Further, the Cash Section is also concerned with reconciling the
transactions during the month with the Treasury records in the first week of the
month that follows to ensure correctness of the transactions made during the
previous month and record the same in the relevant Registers for cross
reference.
As per Rules 27 and 45 of the Finance and Accounts Rules, the Accounts
Officer of the Department shall periodically arrange for the internal audit of all
the Branches/Sections in the Directorate as also in the zonal and district offices.
The Internal Audit Section in the Accounts Branch is concerned with
verifying the correctness, accuracy and authenticity of the financial accounting
and statistical records in the Department of Mines and Geology. The objective
of internal audit is to have a deterrent and reforming effect in the direction of
prevention of mistakes. This Section plays an important role in the Department
by pointing out mistakes and ensuring remedies without loss of time through
administrative, financial and performance audits.
Internal audit facilitates functional diagnosis of the Department and
helps in making the internal system more effective by suggesting ways and
means for improvement.
Internal Audit Section will conduct a detailed check of accounts for any
particular month in a financial year by randomly selecting any month at the
instance of the Accounts Officer. This Section also checks the functioning of the
Directorate as well as zonal and district level offices of the department to
ascertain how far the provisions of the relevant Acts, rules and regulations are
adhered to, systems and procedures are followed in administration, accounting
and financial management. This Section shall ensure that the mistakes, errors,
lapses, discrepancies and other deficiencies noticed during the internal audit in
any Branch/Section of the Directorate or in the zonal/district office are rectified
within the time limit specified. If the said time limit is not adhered to by the
concerned, then such lapse on their part shall entail disciplinary action against
them.
Groundwater Investigation and Administration Unit
The Groundwater Unit of the Department will carry out activities such
as monitoring of groundwater levels in the State and monitoring of groundwater
quality as well as quantity. It will also conduct assessment of groundwater
resources once in five years as per the guidelines issued by the Ministry of
Water Resources, Government of India. The Senior Geologists incharge of
groundwater investigation at the district level function under the administrative
control of the respective Zilla Panchayats and technical guidance is provided to
them by the Directorate.
The Senior Geologists at the district level will carry out micro watershed
studies, analyse specific groundwater problems and advise on remedial
measures. They will also carry out construction of artificial recharge structures
in their jurisdiction. They render technical advice for sinking of wells / bore
wells and also for rain water harvesting. The district level officers also do
Groundwater resources estimation, Groundwater level monitoring and select
sites for drilling bore wells for domestic, agricultural and industrial purposes.
Chemical Laboratory
There are six chemical laboratories of Level- II Grade situated in the
districts of Bellary, Mysore, Belgaum, Chitradurga and Dharwad. The Chemical
Laboratory at the Directorate is of Level II+ Grade. The Chief Chemist is the head
of all the laboratories. These laboratories are functioning under the technical
guidance of the Chief Chemist. He is assisted by Senior Chemists and Chemists.
Work in the Level-II laboratories are looked after by the Senior
Chemists/Chemists. The Chemical Laboratory at the Directorate is a fullfledged laboratory wherein analysis of ores, minerals, rocks and water- both
surface water and ground water - are carried out. Apart from the departmental
samples, the samples from the public and other agencies are also analysed.
The quality parameters considered are physical, chemical and
bacteriological. The physical parameters include colour, odour, taste, turbidity
and temperature. The chemical parameters refer to presence of Calcium,
Magnesium, Sodium, Potassium, Total Iron, Chloride, Nitrate, Sulphate, Fluoride
and Total Dissolved solids as also to Alkalinity (Bicarbonate), Alkalinity
(Carbonate), , specific electrical conductance, total hardness pH value. The
laboratory is adopting the 'AMERICAN STANDARD METHODS' for analysis
purposes. These constitute the major cations and anions found invariably in the
ground water. The bacteriological parameters indicate the presence of disease
causing bacteria. A broad attempt is made to compare the results obtained from
the chemical analysis with that of the Indian Standard Drinking Water
Specification as per IS: 1 0500: 1991 to evaluate the quality of water for drinking
purposes.
Metallurgical Laboratory
A Metallurgist is incharge of this Laboratory. He is responsible
for all the investigations conducted in this Laboratory. At the beginning of the
year itself, the Metallurgist must draw up the programme of work and get the
approval of the Director for the same.
Fortnightly reports of the progress of the work done in this Laboratory
shall be submitted to the Director. Reports of investigations completed
shall also be submitted to the Director as soon as the work is completed.
The Metallurgist shall be personally responsible for the proper working
and the safety of the machinery and appliances of the Metallurgical
Laboratory. He shall maintain a Stock Book of the articles, machinery and
plant and show their use/ disposal.
Stores Section
Gazetted Manager (Stores) is in charge of Stores. He will report to the
Joint Director (Administration). He is assisted by a Superintendent, a Second
Division Assistant, a Typist and a Dalayat respectively. Tools and plant, tents and
other articles of stores will be separately classified and the stock entered and
maintained in separate registers. Indents for purchase of stores articles will be
prepared in conformity with the rules of purchase in force. Electrical and
electronic equipments/ peripherals, furniture, chemicals, glassware, survey
equipments, special security permit papers, spare parts of diamond drilling
machinery after ascertaining their quality etc. are procured as per the provisions
Museum
A Geologist attached to the Plan Monitoring Unit of the Directorate will
be incharge of the Geological Museum. He is assisted by a First Division
Assistant or a Second Division Assistant for maintenance of records of the
Museum and for custody of the materials handed over to him.
With the help of the technical officers, a Catalogue of specimens of
minerals displayed in the Showcases shall be prepared and additions thereto
shall also be promptly entered. Similarly, Registers shall be maintained in
respect of collections of the technical officers of the Department. Entries in
these registers will be made by the officers concerned. The primary
responsibility of correct classification of the specimens and their storage shall be
on the technical officer concerned.
A Register shall be maintained to record the details about display of
various specimens of minerals available in the State and preserved in the
Drawing Branch
A Hydrologist will be in charge of the Drawing Branch. He is assisted by 3
Assistant Engineers and 3 Junior Engineers.
The functions of the Drawing Branch are as shown below: a) Custody of all Maps, Plans and Sections, Drawing and Survey
Instruments and Stationery.
b) Preparation of Plans and Sections for publication with the reports of
the technical officers.
c) Preparation of Plans and Sketches to be issued with Prospecting
Licenses, Mining Leases, and Quarrying Leases.
d) Maintenance of Maps, marking thereon blocks applied for or covered
under mineral concessions and submissions of notes on the applications
referred to the Section within a prescribed time.
e) Submission of indents for the purchase of Maps, Drawing Instruments
and Stationery.
This Branch is also responsible for field survey and demarcation of the
areas granted under mineral concessions; preparation and printing of the maps;
and plans to be issued with deeds of Licenses and Leases.
Strict secrecy shall be maintained in the Drawing Branch and the
examination of the maps - particularly showing the markings of the areas
covered or applied for under licenses and leases shall only be permitted with
specific approval in writing from the Additional Director (Minerals).
Issue of maps for reference shall be made on indents from the officers
and staff. These Maps should be returned to the Drawing Branch after done
with.
Use of Chemical and Metallurgical Laboratory by the Technical Officers
The Chemical and Metallurgical Laboratories shall be available for use
by the technical officers when they wish to carry on special investigations
relating to their field work. These technical officers while working in the
Laboratories shall carry on with their special investigation work without causing
any inconvenience to the officers of these Laboratories.
E-Governance Unit
With a view to provide genuine e-services to the mining leaseholders
and other stakeholders of mining in Karnataka, a new system called
Comprehensive Computerized Mineral Administration (CCOMA) System has
been introduced in the Department of Mines and Geology as part of the eGovernance initiative of the State Government by effectively using the
Information & Communication Technology (ICT). This system, which has
tremendous potential, has been designed to provide real time services to
leaseholders and other stakeholders in the mining industry in Karnataka. It
consists of a centralized database containing information related to
leaseholders, end-users, payment transactions, updated mineral rates, issuance
of e-permits and m-permits, demand register information, weighbridges, etc.
The new system provides seamless service capturing data related to
production at individual mines, e-auction transactions, payments from buyers
for the Mineral/s e-auctioned and also transport of minerals up to the
destination. The portal has also started e-services for lease owner registration,
permit system (major / minor minerals), monthly / annual returns, rake permit
system for rail transportation, online lease application and demand & collection
system.
Some of the salient features of sale of iron ore through e-auction and
transportation thereof as also issue of issue of permits electronically both for
major minerals and specified minor minerals are enumerated hereunder: i.
--oo0oo--
CHAPTER- V
ARRANGEMENT AND CUSTODY OF RECORDS
The records of various Branches/Sections of the Department must be
preserved in the Record Room in separate groups as noted below: a) Group I- Records of the General Branch.
b) Group II- Records of Reconnaissance Permits, Prospecting
Licences and Mining Leases.
c) Group III- Records of Special Schemes.
Separate almirahs shall be set apart for the records of each group.
The records of the Department consist of
(i) Files of correspondence.
(ii) Registers and Returns.
(iii) Spare copies of Printed Proceedings.
(iv) Monthly Volumes of the Proceedings.
(v) Spare copies of Printed Compilations.
(vi) Printed copies of Departmental Rules.
(vii) Printed copies of Departmental Publications.
Files
Papers shall be arranged subject-wise and a file opened for each
subject. A File Number must be given to each file opened. A Register of files
opened during each calendar year shall be maintained and the file numbers
entered therein must run in annual series. The letters on the correspondence
side of each file should be numbered consecutively in the order of their receipt
or issue.
Index Register of Files
The subject of each file opened must be indexed alphabetically. For
this purpose, the First Division Assistant incharge of Records will maintain an
"Index Register of Files". The alphabetical index must be prepared everyday as
and when the files are opened. The index should clearly and accurately indicate
the subject matter of the file. A facing sheet of contents of a file must be placed
in each file when it is opened and each paper added on to the file from time to
time must be entered in the facing sheet.
Registers, Returns, etc.
Accounts Registers, Periodical returns, Gazettes and similar records must be
kept in separate shelves. These records may be sent to the Record Room when
they are no longer required for current use.
Numbering of Almirahs
All the almirahs in the Record Room must be numbered serially and at
the same time the Group number as to the nature of the records kept therein
must also be indicated alongside.
Requisition Slip
When the Files/Papers are required to be obtained from the Record
Room for reference, a Requisition Slip or Voucher signed by the officer making
the request must be sent to the First Division Assistant incharge of the Record
Room setting forth, as far as possible, the purpose for which the Files/Papers are
required. These Requisition Slips must be kept in the place from where the
File/Paper is removed and delivered. A similar trace must also be left in respect
of papers removed from one file to be placed in another.
The First Division Assistant incharge of the Record Room shall not
entertain any request made for files/papers unless such a request is made using
the prescribed Requisition Slip or Voucher duly signed and stamped by the
concerned. A Record Issue Register shall be kept by the Record Assistant
containing entries relating to the records sent out of the Record Room. Similarly,
necessary entries should invariably be made in the Record Issue Register of all
the records returned by the Sections/Branches. The person receiving the files/
papers from the Record Room and also the officer signing the Requisition Slip
must be held responsible for their return after done with. When the files/papers
are returned to the Record Room, the Requisition Slips or Vouchers received
therefor must be returned to the respective Branch/Section. Files/Papers
returned to the Record Room must be restored to their places at the earliest.
The Record Assistant must ensure that the Records are properly dusted
and kept clean and tidy and that they are duly protected from damp, insects, etc.
Soiled or torn Labels and File Boards must be promptly replaced by fresh ones. It
shall be the duty of the Record Assistant to promptly attend to the requests for
files/papers from the Record Room.
--oo0oo--
CHAPTER-VI
Rules for the Destruction of Obsolete and Useless Records
Obsolete and useless records must be weeded out and destroyed in
accordance with the Schedule in Appendix E" hereto. Records meant to be
destroyed must, before destruction, be examined, segregated and sent for
inspection by the Joint Director (Administration) and his approval obtained
therefor. Records, books, papers and registers chosen for destruction should be
burnt in the presence of the Joint Director (Administration) or the Gazetted
Manager.
Records must be destroyed once a year only in the month of December. The
destruction of records made in any year shall comprise files/papers/registers
which have passed their time limit calculated from the year of their disposal.
A Register shall be kept of all the records destroyed, giving briefly the
substance of the records, their dates, and noting the last To" and From"
number, if any.
However, Records enumerated in Appendix F" must be permanently
preserved.
Director
Department of Mines & Geology
--oo0oo--
APPENDIX A
List of General and Special Registers to be maintained in the Department of Mines and
Geology
Table-1
1. Section dealing with the grant of Mineral Concessions:
Sl. No.
1
2
3
4
5
6
7
Type of Register
Register of Applications for grant of Reconnaissance Permits.
Register of Applications for grant of Prospecting Licenses.
Register of Applications for grant of Mining Leases.
Register of Applications for grant of Assignments.
Standard Register of Prospecting Licenses.
Standard Register of Mining Leases.
Register of Monthly Abstracts of Mineral Concessions
sanctioned by Government and issued to the Grantees.
Table-2
2.
Table-3
3.
Table-4
4.
Table-5
5.
Table-6
6.
Drawing Branch:
Sl. No.
Type of Register
1
Stock Book of Survey of India Maps.
2
Stock Book of Revenue Survey Maps (Taluk and Village).
3
Stock Book of Instruments and Stationery.
4
Stock Book of Maps and Sections of Departmental
Publications.
5
Register of Maps which are of miscellaneous nature.
Table-7
7.
Laboratories:
a) Chemical Laboratory:
Sl. No.
Type of Register
1
Stock Book of Chemicals, Glassware, Instruments and
Appliances.
2
Issue Register of Chemicals, Glassware, Instruments and
Appliances.
3
Breakage Register.
4
Analysis Register.
5
Personal Registers of Senior Chemists and Chemists recording
the details of observations, calculations and other data.
b) Metallurgical Laboratory:
Sl. No.
Type of Register
1
Stock Register of Machinery and Plants.
2
Register of Results of Investigation.
3
Personal Register of the Metallurgist recording the data of
experimental work.
Table-8
8.
General Section:
Sl. No.
Type of Register
1
FROM Register and TO Register.
2
Unofficial Register.
3
Tappal Book.
4
Personal Delivery Book (Four at a time).
5
Register of Distribution of Papers in the Office.
6
Stationery Stock Register.
7
Stationery Issue Register.
8
Forms Stock Register.
9
Forms Issue Register.
10
Stamp Account Book
Director
Department of Mines & Geology
APPENDIX B
List of Periodical Reports and Returns due from the Department
Serial
Number
Report/Return
Whom to send
Annual
Administration
Report
of
the
Department.
Budget Estimates.
Annual
Performance
Reports of Group A
Officers
of
the
Department.
Indent for stationery.
Statement of anticipated
savings under Budget
Heads in a financial year.
Secretary to Government
(Mines, SSI & Textiles),
Commerce
&
Industries
Department.
Secretary to Government
(Mines, SSI & Textiles),
Commerce
&
Industries
Department and Secretary to
Government (Budget and
Resources),
Finance
Department.
Secretary to Government
(Mines, SSI & Textiles),
Commerce
&
Industries
Department.
Director, Printing, Stationery
and Publications.
Director, Printing, Stationery
and Publications.
Secretary to Government
(Mines, SSI & Textiles),
Commerce
&
Industries
Department.
Secretary to Government
(Mines, SSI & Textiles),
Commerce
&
Industries
Department and Secretary to
Government (Budget and
Resources),
Finance
Department.
Secretary, Karnataka Public
Service
Commission,
Bengaluru.
Accountant
General,
Bengaluru.
10
Accountant
Bengaluru.
General,
Date on which
Report/Return
is to be
sent/filed
th
18 June of
each year.
On the date
fixed
by
Finance
Department.
th
20 June of
each year.
th
30 January of
each year.
th
30 April of
each year.
th
10 of every
month.
th
30 January of
the
next
calendar year.
th
15
May of
each year.
th
20
of the
month
that
follows.
th
20
of the
month
that
follows.
Director
Department of Mines & Geology
APPENDIX C
List of Periodical Reports and Returns due to the Department
Sl. No.
1
Details of Reports/Returns
b)
c)
d)
e)
f)
g)
h)
Applications
Concessions.
for
renewal
of
Mineral
a)
(i)
Weekly
Progress
reports
while
at
Headquarters.
Brief report of the work done during the year
Detailed report of the work done during the
year.
Reports for publications.
i)
th
10 of
October.
a)
th
7 of every month.
th
10
of April, July,
October and January.
th
15 January of each
year.
th
i)15
January
of
Calendar Year.
ii) 15th April of Financial
Year.
As and when necessary.
On the very day the
accident takes place.
Within 15 days of the
discovery.
th
30
January for the
previous year.
a)PL:Before the date of
expiry;
b)ML: One year before
the date of expiry.
January, April, July and
c)
d)
Weekly-the following
Monday.
Weekly-the following
Monday.
th
15 April of each year.
th
30 April of each year.
e)
a)
10 of every month.
b)
10 of every month.
b)
th
th
th
Director
Department of Mines & Geology
APPENDIX D
Grant of Mineral Concessions to the Public
The following Calendar shall be adhered to in the matter of processing
the Applications made to the Department seeking grant of mineral concessions: 1
st
Between 1 and 10
December of each year.
th
of
In batches of 50 Applications
once in 5 days to be
completed within January of
the year that follows.
3 days.
3 days.
3 days.
5 days.
5 days.
5 days.
1 month.
5 days.
5 days.
3 days.
3 days.
10 days.
5 days.
5 days.
10 days.
5 days.
5 days.
10 days.
5 days.
5 days.
Director
Department of Mines & Geology
APPENDIX E
List of Records to be destroyed after the expiry of the period prescribed
in every case
Sl. No.
1
2
3
4
5
6
7
8
9
10
11
Type of Record
Proofs of printed papers.
Peons Delivery Book.
Post Book.
Arrears Lists.
Contingent Register.
Acquittance Rolls.
Stationery Issue and Receipt Registers.
Stationery Indents.
Statistical Returns from the Districts.
Statistical Returns from Lessees and Licensees.
Records connected with the subjects dealt with at the
time of Legislative Assembly and Legislative Council
Sessions.
(Please Note: Important ones have to be preserved
Period
1 year
2 years
3 years
1 year
3 years
35 years
3 years
5 years
3 years
3 years
3 years
permanently)
12
13
14
15
16
17
18
19
20
21
22
23
24
25
3 years
3 years
3 years
3 years
3 years
3 years
20 years
3 years
5years
5 years
5 years
5 years
5 years
30 years
Director
Department of Mines & Geology
APPENDIX F
List of Records to be permanently preserved
Sl. No.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
Type of Record
Monthly Proceedings Volumes.
File Register and its Index.
Files on subjects of importance.
Register of Prospecting Licenses.
Register of Mining Leases.
Mining Leases.
Deeds of Transfer of Mining Leases.
Printed publications of the Department which are of
permanent value.
Cash Receipt Register.
Cash Remittance Register.
Register of Assignments of Mining Leases.
Original manuscripts of Departmental Reports, Records,
Memoirs, Bulletins, etc., and Photo Blocks.
Receipt Registers.
Standard Register.
Schedule of Establishments.
Gradation Lists of Officers and Officials.
Stock Register of Stores and Furniture.
Director
Department of Mines & Geology
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