Chapter - 4 ( Mannual -3) - Mumbaiportal.mcgm.gov.in/irj/go/km/docs/documents/MCGM Department...

Chapter - 4 ( Mannual -3)

Rules, Regulations, Instructions,Manual and Records, for Discharging

Functions.

4.1 Please provide list of rules, regulations, instructions, manual and records,held by public authority or under its control or used by its employees fordischarging functions as per the following format. This format has to be filledfor each type of document.

Name /title ofthe document- 1) Inward/Outward

Despatch Registers2) Postage Register3) Confidential Register4) P.F./Pension Claim/

Record Register5) Circular Register

Brief Write-up on the Document -1) Registration & Inward & Outward

movement of all papers received anddisposed off by City Engineer's office.2) Details of letters issued by C.E.'sOffice3) Registration and Inward outwardmovement of all confidential papersreceived and disposed off by C.E.'sOffice4) Registration of Claims (P.F./Pension)in the custody of Record Section5) Circulars issued from time to time by1) Municipal Commissioner2) Chief Accountant3) City Engineer4) Other then C.A./M.C.

From where one can get a copy of rules,regulations, instructions, manual andrecords

Type of the document

Choose one of the types given below.( Rules, Regulations, Instructions,

Mannual, Records, Others)

Address: City Engineer's Central OfficeTelephone No.: 22620251

(Extn.2516/2531)Fax : 22694729Email : -Others -

1) Rs. 10/- per folio or part of a folio of100 words (3 figures to be charged asone ward) but subject to minimumcharges of Rs. 50/- for any record.2) As above3) Nil

As above4) As above5) As above

Head Clerk(Records)

Record SectionA.O.C.E.'s OfficeCity Engineer's Central Office5th floor, Head Office, Annexe Bldg.Fort, Mumbai - 400 001.

Fee charged by the department for acopy of rules, regulations, instructions,manual and records ( if any)


Name /title ofthe document- 1) P.C.R. Select list

Register2) D.L. to M.S. Register3) Technical Break

Register4) NOC Passport5) Inward Outward &

Confidential Register

Brief Write-up on the Document -1) Selection of the promotee employees

and vacancies occurred in Civil and M&EGroup2) Standing Committee/CorporationResolution of Ex. Engineer & DeputyChief Engineer (Civil/Mech. & Elect.Group)3) Giving technical breaks toEx.Eng.(Civil) and Dy.Ch.E. (Civil)4) N.O.C. Passport in favour of A.E. toDy.Ch.E.(Civil/Mech.&Elect. Group)5) Inward of all papers received &disposal of the papers.

From where one can get a copy of rules,regulations, instructions, manual andrecords

Type of thedocument


Manual, Records, Others)

Address: City Engineer's Central OfficeTelephone No.: 22620251

(Extn.2556)Fax : 22694729Email : -Others -

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Head Clerk(EstablishmentAppointment -I)

Estt. Appointment -I SectionA.O.C.E.'s OfficeCity Engineer's Central Office5th floor, Head Office, Annexe Bldg.Fort, Mumbai - 400 001.

Fee charged by the department for a copyof rules, regulations, instructions, manualand records ( if any)


Name /title ofthe document-1) Posting Register

2) RecruitmentRegister

3) P.G.R. Register4) Select list Register5) Officer Order

Register6) Roster7) Seniority list8) Passport NOC files9) Document

Confirmation fileBrief Write-up on the Document -1) Detail information of each

employee regarding present postingfor all categories2) Detail information of New recruitsby the way of direct recruits or lowercadre promotees etc.3) Detail information regardingvacancies of all categories i.e.Administrative Officer, OfficeSuperintendent, Head Clerks, Clerks,Jr. Steno, Typist, Clerk-cum-typist etc.4) Detail information regardingpromotion ie. Selection date, numberetc. for various categories.

Type of thedocument



Address: City Engineer's CentralOffice

Telephone No.: 22620251(Extn.2507)

Fax : 22694729Email : -Others -

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Head Clerk(EstablishmentAppointment -II)

5) Detail information of office order forvarious categories.6) Bindu Namawali register as perState Govt.'s direction for allcategories i.e. Clerk cadre, HeadClerk, Office Supdt. etc.7) Details information of seniority ofvarious categories as per theirappointment dates8) Details of passport N.O.C.'s givento the employees for variouscategories.9) Details of deemed confirmationorders etc. & other relevant papers ofvarious categories.From where one can get a copy ofrules, regulations, instructions,manual and recordsEstt. Appointment - II SectionA.O.C.E.'s OfficeCity Engineer's Central Office5th floor, Head Office, Annexe Bldg.Fort, Mumbai - 400 001.Fee charged by the department for acopy of rules, regulations,instructions, manual and records ( ifany)


Name /title ofthe document-1) Personal Register of JuniorEngineer (Civil/Mech.& Elect.)2) Roster Register of Jr.Engineers,Peons, Naiks, Havildars, Jamadars3) Seniority list of Jr.Engineer, Peon,Naik, Havildar, Jamadar.

Brief Write-up on the Document -1) Appointments of Jr.Engineers,

Peons, Naik, Havildar, Jamadar asper Municipal Rules, Trafers,Maintaining 100 point roaster register,seniority list of the above posts.

From where one can get a copy ofrules, regulations, instructions,manual and recordsEstt. Appointment - III SectionA.O.C.E.'s OfficeCity Engineer's Central Office5th floor, Head Office, Annexe Bldg.Fort, Mumbai - 400 001.Fee charged by the department for acopy of rules, regulations,instructions, manual and records ( ifany)

Type of thedocument



Address: City Engineer's CentralOfficeTelephone No.: 22620251

(Extn.2512)


Head Clerk(EstablishmentAppointment -III)


Name /title ofthe document-1) Present Record 'A' Class

Brief Write-up on the Document -1) Municipal Service Regulations

2) B.M.C. Act3) Pension Rules4) Circulars issued from time to time.5) Various register of maintainingmovement of papers

From where one can get a copy ofrules, regulations, instructions,manual and recordsEstt. Appointment - IV SectionA.O.C.E.'s OfficeCity Engineer's Central Office5th floor, Head Office, Annexe Bldg.Fort, Mumbai - 400 001.Fee charged by the department for acopy of rules, regulations,instructions, manual and records ( ifany)

Type of thedocument





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Head Clerk(EstablishmentAppointment -IV)


Name /title ofthe document-1) Caste Register2) Audit Register3) P.F. Register4) Effective Register5) Income Tax Register6) Billing Register (B.R.)7) Pension Register8) Leave Travel Assistance Register9) Leave Register10) Personal Bio-data

Brief Write-up on the Document -1) This register reveals the details,

information about caste of theemployee and its category etc.2) Maintained for observation madeby Auditor in case of attendance,leave, excess C.L. pay andincrements etc.3) This register reveals the detailsabout refundable/non-refundableProvident Fund, advances grantedand no. of installments allotted forrecovering the same.

Type of thedocument






Head Clerk(Establishment )

4)Maintained for attendance by theemployees and this register alsoreveals the particulars about the leaveavailed of by the employees.5) Maintained for computing IncomeTax on Salaries drawn byemployees/officers working in theestablishment of C.E.'s Central Office.6) Maintained for taking entries ofS.P.S. for L.T.A., encashment of leavethese are forwarded to C.A. forpayments etc.7) Maintained for settlement of

Pension Claims of employees/officersthose are voluntarilyretired/superannuated from themunicipal service.8) This register reveals the particularsabout L.T.A. granted and a person towhom such assistance is granted andalso block period.9) This register shows the detailsabout the leave enjoyed and/availedof by the employee.10) In this register various particularsabout service, pay, leave, incrementof employees are incorporated,addresses.

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From where one can get a copy ofrules, regulations, instructions,manual and recordsEstablishment SectionA.O.C.E.'s OfficeCity Engineer's Central Office5th floor, Head Office, Annexe Bldg.Fort, Mumbai - 400 001.

Fee charged by the department for acopy of rules, regulations,instructions, manual and records( if any)


Name /title ofthe document-1) Intimation and Show Cause NoticeRegister2) Charge Sheet Register3) Punishment order Register4) Suspension Order Register5) Qualification files of various posts.

Brief Write-up on the Document -1) This register is used to record

intimation and show cause noticeserved on concern employee.2) The register is used to recordcharge sheet served on concernemployee.3) This register is used for recordingpunishment order.4) This register is used for recordingSuspension order.5) Jr. Engineer, Sub. Engineer, Asstt.Engineer, Ex.Engineer, Dy.ChiefEngineer, Tracers, Draftsman, HeadDraftsman, Sub.Engineer (Architect),Sr.A.A.,Dy. Municipal Architect.,Municipal Architect

Type of thedocument





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Head Clerk(Enquiry)

From where one can get a copy ofrules, regulations, instructions,manual and recordsEnquiry SectionA.O.C.E.'s OfficeCity Engineer's Central Office5th floor, Head Office, Annexe Bldg.Fort, Mumbai - 400 001.

Fee charged by the department for acopy of rules, regulations,instructions, manual and records ( ifany)


Name /title ofthe document-

1)Agenda of all CommitteesRegisters

2)Short question Register 66 C & 66B, pending financial bill, Audit notes,outstanding Resolution Register.3)Registers of Maharashtra Right ofInformation Act 2002.

Type of thedocument



Head Clerk(General)

4)Uptodate to appeal register.5)Monthly progress report6)Circulate the circulars.

Brief Write-up on the Document -1) Standing Committee, Works

Committee (City/Sub.), CorporationCommittee, B&C ward, PrabhagCommittee, Education Committee,Health Committee, Market & GardenCommittee, Improvement Committee,L.R.G.P. Committee. This register isused to record all details of theseCommittees.2) This register is used for recordingmovements.3) Information of letter received bypublic under.4) Register grievance Committeemeeting used for recordingmovement.From where one can get a copy ofrules, regulations, instructions,manual and recordsGeneral SectionA.O.C.E.'s OfficeCity Engineer's Central Office5th floor, Head Office, Annexe Bldg.Fort, Mumbai - 400 001.Fee charged by the department for acopy of rules, regulations,instructions, manual and records ( ifany)




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Name /title ofthe document-1) Posting register, personal bio-dataregister, office orders, seniority list ofMukadam (Building), Roster Register.2) Recruitment Register of inservicecandidates and direct recruits ofJr.Engineer, Sub.Engineer(Civil/Mech.& Elect.), Architects andTracers

Brief Write-up on the Document -1) Appointments , transfers,

maintaining and 100 point RosterRegister of the Building Mukadams asper Municipal rules.2) Work of recruiting the candidatesof the above mentioned categories asper municipal rules and maintainingthe recruitment records.From where one can get a copy ofrules, regulations, instructions,manual and records

Employee Recruitment Section

Type of thedocument






Head Clerk(EmployeeRecruitment)

A.O.C.E.'s OfficeCity Engineer's Central Office5th floor, Head Office, Annexe Bldg.Fort, Mumbai - 400 001.


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Name /title ofthe document-1) Liability Register.2) Telephone Register3) Earnest Money deposit4) Security deposit register5)Dead Stock register6) Staionery register7) Advance register8) Contract deposit register

Brief Write-up on the Document -1) Headwise break up of Budgetory

grant of City Engineer's department2) Monthly amount of Tel. bills ofBrihanmumbai MahanagarpalikaTelphone Board.3) Noting of EMD paid by contractorsfor different Tenders in Dy.CityEngieer( Planning & Design ) Deptt., Chief

Engineer ( Mech. & Electrical ) Deptt.,Dy.City Engineer ( Bridges) &Dy.Chief Engineer ( Traffic & Co-ordination) deptt.4) Noting of Security deposits paid bycontractors.

Type of thedocument






Head Clerk(Account)

5) Noting of dead stock of CityEngineer 's Central Office.6) Noting of different stationarypurchased for City Engineer's centraloffice.7) Noting of advances of the deptt.8) Noting of contract deposits paid bycontractors for tenders of Dy.CityEngineer ( Planning & Design) ,Dy.City Engineer( Bridges) , Dy.Chief Engineer(Traffic& Co-ordination) & Chief Engineer( Mechanical & Electricals)From where one can get a copy ofrules, regulations, instructions,manual and recordsHead Clerk, Account SectionA.O.C.E.'s OfficeCity Engineer's Central Office5th floor, Head Office, Annexe Bldg.Fort, Mumbai - 400 001.


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Name /title ofthe document-1) Promotion Registrations of thefollowing category containing seniority.Brief Write-up on the Document -1) Detail information of seniority of

Junior Engineer ( Civil /Mech.&Electrical), Sub Engineer ( Civil/Mech.& Electrical), AssistantEngineer/Executive/Dy.ChiefEngineer/Clerk/ Head Clerk/OfficeSupt./AdministrativeOfficer/Tracers/Draftsman /HeadDraftsman/Sr.Architect/Asstt.Architect/Dy Municipal ArchitectFrom where one can get a copy ofrules, regulations, instructions, manualand recordsHead Clerk,Establishment Promotion CommitteeA.O.C.E.'s OfficeCity Engineer's Central Office5th floor, Head Office, Annexe Bldg.Fort, Mumbai - 400 001.Fee charged by the department for acopy of rules, regulations, instructions,manual and records ( if any)

Type of thedocument

Choose one of the types givenbelow.( Rules, Regulations, Instructions,



(Extn.2518)


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Head Clerk(EstablishmentPromotion Committee)


Name /title ofthe document-1)Pension Claim Register2) Service Record Register

Brief Write-up on the Document -1)Information regarding whereabouts

of employees ( Retired , expired)claims.2) Information regarding incomingand outgoing Service Records.

From where one can get a copy ofrules, regulations, instructions,manual and recordsHead Clerk,Service Record SectionA.O.C.E.'s OfficeCity Engineer's Central Office5th floor, Head Office, Annexe Bldg.Fort, Mumbai - 400 001.


Type of thedocument






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Chapter - 4 ( Mannual -3) - Mumbaiportal.mcgm.gov.in/irj/go/km/docs/documents/MCGM Department...

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