CONDEMNATION

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CONDEMNATION Where to start withArticles 154 ,155 and 156 of Kerala Financial Code vol -I

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CONDEMNATION

When to start with• Only if articles become un serviceable• Non repairable (economically)• Life expired / substandard medicines

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CONDEMNATION

How it is received in the institution• Based on indent• Received from GMS/ DMS/ KMSCL store• Direct purchases• Donations

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Entry in to stock account book• Main stock book• Issued to wards/units• Used at the user end

CONDEMNATIONCONDEMNATION

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Need of condemnation• To remove from stock and to destroy/ dispose

unserviceable/perished items and items beyond the scope of economical repairs

• To remove the items from the institution

• To follow the practice of clean and healthy environment

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Points to remember• Only items issued from store and used in

institution/ wards / units• Repairable items should not be condemned,

(exemption) if cost of repair exceeds the cost of a new one

• Details of condemnation should be recorded in sub stock register.

• Date of receipt ,cost , specification etc to be entered

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• High end equipments including X Ray Machines Refrigerator ,scanning machine etc ,expert opinion from competent authority is required

• Register for unserviceable items is to be maintained in wards and units

• Survey report in KFC form 21 is essential• Separate KFC 21 for different category ,linen articles,

items to be destroyed ,items to be auctioned, costly items like brass and copper, furniture

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Procedure for condemnationTwo methods1.based on book value2.based on life periodBased on book value• No need to cover life period• Book value is the price of the item, if not known,

replacement value• Within the limit of delegation of powers• Head of the institution must be convinced that the

item is unserviceable

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Condemnation committee

GO(MS) No.63/2013/H&FWD dtd.23.02.13

DETAILS AVAILABLE IN THE OFFICIAL WEB SITE OF THE DIRECTOR OF HEALTH SERVICES

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Survey report in KFC form 21 Committee should examine the items enter the

assessed value of nonperishable items in Survey Report

Record certificates in the Survey Report Members affix signatures in the Survey Report and

Minutes of the meeting Superintendent/MO i/c issue proceedings on the

basis of the Minutes and Survey Report Perishable items to destroyed and non perishable by

public auction

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CERTIFICATES

Certified that the item became unserviceable in the ordinary course through proper usage/ by fair wear and tear.

Certified that the unserviceable items cannot be made serviceable by repair at reasonable cost.

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Certified that I have personally satisfied myself that the items are fit for condemnation

Certified that the condemned items cannot be re-used.

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Certificates in the proceedings. Certified that the undersigned had inspected all

these articles on-----and found that they become unserviceable in the ordinary course due to constant use and fair wear and tear.

Sanction is therefore accorded for condemnation and write-off cost of book value of………from the stock account and disposed in public auction.

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Proceedings by Supdt/MO i/c Write off and deduct from stock Also record in register for unserviceable

articles Enter in register of condemnation

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Based of life period

Life periods fixed by govt. GO(MS)121/93 H&FWD dtd 29.10.93 GO(MS)118/94/H&FWD dtd 04.06.94 GO(MS)401/94/H&FWD dtd 21.11.94 GO(MS)243/96/H&FWD dtd 12.06.96 GO(MS)72/95H&FWD dtd 24.03.95 Record certificate regarding completion of

life ,in addition to other certificates

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Life period is only indicative Can be used if use worthy even after life period Life period should be covered Value becomes zero after life period No financial limit for condemnation by committee Minutes of the meetings may be recorded in detail All other proceedings are same.

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Condemnation of date expired drugs

Try to use before expiry Report minimum 6 months before expiry to

DMO Details such as name, quantity, expiry etc to

be recorded Try to shift to needy institutions Reminders to DMO If not used and became expiry shift to dead

stock register

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Condemnation of date expired drugs

Keep the item separately with label in red “date expired drug”

Stock of sub. standard items to be shifted to dead stock register.

Action taken to utilize the item may be recorded in the 8th &9th columns of dead stock register

Initiate proceedings to write off observing financial limit.

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proceedings KFC form 21 in quadruplicate enter batch no.DOE,cost of

the item etc Record certificate(4 certificates) Observe financial limits and submit to Dist.level

committee (GO(Rt)2036/92/H&FD dtd.18.08.92) Details regarding action taken to utilize the items may be

recorded Copies of letters sent to higher authorities If satisfied, committee will recommend for write off and

issue proceedings

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CERTIFICATES Certified that timely action has been taken to utilize

the items within the potency period. Certified that calendar of actions has been taken to

dispose the items to needy institutions within the potency period.

Certified that the items lost potency not due to the laxity on the part of the custodian.

Certified that the condemned items which are quite worthless and fetch no value if auctioned

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Details of correspondence may be recorded in the remark column of stock book

After getting proceedings, The item may be reduced from stock and destroyed It may be recorded in dead stock register. Same proceedings for substandard items also Permission of stagnation committee is essential for

write off of date expired/sub.std.drugs

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Dist.level stagnation committee

GO(Rt)2036/92/H&FD date.18.08.92 Members Dist.Medical Officer Chairman Dy.Dist.Med Officer Member Supdt DH/GH Member Regional drugs inspector Member Store supdt. DMS Member Store verification officer Convener

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Condemnation-the Nine steps An instrument/ Bedding&clothing/

Equipment/ Furniture received through an issue note/invoice

Received item taken into stock in main stock register by store supdt/ psk/ pharmacist

Issued to ward/ unit and taken into stock in sub stock register by custodian of concerned unit/ward

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On becoming unserviceable after being used for a reasonable period in the ward/unit, transferred to register of unserviceable articles

Unserviceable articles may be condemned after preparing separate list for perishable/non perishable articles in KFC form 21 and fixing assessed value after inspection of articles by Condemnation Committee.

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Issue of proceedings by Head of institution sanctioning condemnation of articles on the basis of minutes of the Condemnation Committee and approved Survey Report.

Condemned articles may be deducted from register of unserviceable articles

Perishable articles may be disposed by destruction and non perishable articles to be sold in public auction

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conclusion Finally a brief note of the whole procedure

may be recorded in the register of condemnation.

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Delegation of financial powers to the officers in the health services department, Condemnation and write off of unserviceable Articles, Date expired medicines, Local purchase of medicines, disposal in auction.Vide G.O.(MS) 574/10/Fin dtd. 03.09.2010

DMOHDMOH Supdts.of Supdts.of hospit.having hospit.having 501beds and 501beds and aboveabove

Supdts. Of. Supdts. Of. Hospi. Having Hospi. Having 201to 500 Beds 201to 500 Beds and THQHand THQH

Supdts. Of Supdts. Of hospi. Having hospi. Having beds 51 to 200beds 51 to 200

M.O. I/c M.O. I/c institutions .Bedinstitutions .Beds up to 50s up to 50

Sanction of Sanction of condemnation condemnation of D/E of D/E medicinesmedicines

Rs. 5000/-per Rs. 5000/-per item & annual item & annual limit Rs. 50000limit Rs. 50000

Rs. 2000/- at a Rs. 2000/- at a time & annual time & annual limit Rs.10000/-limit Rs.10000/-

Rs. 500/- at a Rs. 500/- at a time & annual time & annual limit Rs.5000/- limit Rs.5000/-

Rs. 500/- at a Rs. 500/- at a time. (no time. (no negligence by negligence by custodian)custodian)

Rs. 500/- at a Rs. 500/- at a time. (no time. (no negligence by negligence by custodian)custodian)

Sanction of Sanction of Unserviceable Unserviceable articles articles

(condemnation)(condemnation)

Rs. 5000/- per Rs. 5000/- per item. Annual item. Annual limit. Rs.2 Lacs.limit. Rs.2 Lacs.

Rs. 100000/- Rs. 100000/- Annual limit by Annual limit by condemnation condemnation committeecommittee

Rs. 3000/- at a Rs. 3000/- at a time. Annual time. Annual limit.Rs.50000/-limit.Rs.50000/-

Rs.5000/- at a Rs.5000/- at a time.ann.limit.time.ann.limit.

Rs.50000.Rs.50000.(cond.com.no (cond.com.no limit)limit)

Rs. 2000/- at a Rs. 2000/- at a time & annual time & annual limit 20000/-limit 20000/-

Sanction of Sanction of (medi) Local (medi) Local purchase.(NAC purchase.(NAC req.from.DMS)req.from.DMS)

Rs.50000/- at a Rs.50000/- at a time without time without sp.rules.Rpt.to sp.rules.Rpt.to dhs Rs. 500000 dhs Rs. 500000 with sp rules,bpwith sp rules,bp

Rs.25000/- at a Rs.25000/- at a time without sp time without sp rules & bp.Rs. rules & bp.Rs. 100000 at a 100000 at a time withsp&bptime withsp&bp

Rs.20000/- at a Rs.20000/- at a time without time without sp&bp.Rs. sp&bp.Rs. 50000/- with 50000/- with sp+bpsp+bp

Rs. 20000/- at a Rs. 20000/- at a time without time without spr. Rs. 50000 spr. Rs. 50000 at a time with at a time with spr+bpspr+bp

Rs. 5000/- at a Rs. 5000/- at a time+bp & time+bp & without spr. without spr. Rs.30000/-at a Rs.30000/-at a time+spr+bptime+spr+bp

Sanction of Sanction of Disposal in Disposal in public Auction.public Auction.

Rs. 50000/- at a Rs. 50000/- at a time & annual time & annual limit Rs. 5 lacs.limit Rs. 5 lacs.

Rs. 50000/- at a Rs. 50000/- at a time & annual time & annual limit Rs. 3 lacs.limit Rs. 3 lacs.

Rs. 2 lac by Rs. 2 lac by hosp. cond. hosp. cond. Committee.Rs. Committee.Rs. 3000/-Rs.500003000/-Rs.50000

By. Supdt.By. Supdt.

Rs.5000/- at a Rs.5000/- at a time. Annual time. Annual limit Rs. 50000/-limit Rs. 50000/-

Rs. 5000/- at a Rs. 5000/- at a time. Ann. Limit. time. Ann. Limit. 35000/-. No 35000/-. No limit for. limit for. H.C.Committee.H.C.Committee.

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K.F.C. FORM-21( see chapter VI, Article 156, Note.)SURVEY REPORT OF STORES.Report of the survey of stores which have become unserviceable.Number or Number or quantity.quantity.

Description Description of articles. of articles.

Value of Value of the the books.books.

Assed Assed value with value with reference reference

to the to the condition condition

of the of the articles.articles.

Date Date of of

receiptreceipt

Remarks by the Remarks by the subordinate in subordinate in

charge charge explaining the explaining the cause of the cause of the

articles articles becoming becoming

unserviceableunserviceable

Remarks Remarks for orders for orders

of the of the competencompeten

t t authority.authority.

11 22 3 43 4 55 66 77 88

•Authority to write off should be obtained in this form officer in charge•If the book value is not known, the replacement value signature should be entered in this column designation date

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LIST OF NON-PERISHABLE ITEMS FOR CONDEMNATION AS PER 1.G.O.(MS) 118/94/H&FWD DT.04/06/942.G.O.(MS) 401/94/H&FWD DT.23/11/943.G.O.(MS) 243/96/H&FWD DT.12/06/96SI. Name of item life period in yearsno1. Aspirator potains 102. Autoclave 53. B.P.Apparatus 54. Basin 55. Basin bowl 56. Bath tub 57. Bed rest 108. Bed rest wooden 259. Bed pain 510. Bed-side locker 2011. Berk-field filter 0512. Bistoury 1013. Boiler water( electric) 1514. Bouagies 1015. Bowl 0516. Bucket 0517. Cabinet instrument 20

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18 Can irrigator E I 03 years19 Catheter metal female 0520 Catheter metal male 0521 Centrifuge sterilizer 1522 Cephalo trobe 1023 Chair self propelling 1524 Cheenachatty 525 Clamp clip all types 1026 Copper vessels 1527 Commod with stand 528 Cup 529 Curette 1030 Cutches gaucher 531 Diagnostic set 1032 Dialator 1033 Dressing drum 1034 Electro surgical apparatus 1535 Examination table 2036 Fire extinguisher 1037 Forceps & scissors of all types 1038 Gag mouths (Doyens) 1039 Hook decapitating 1040 Hot plate electric 7

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41 Inhaler 0542 Iron cots 2043 Jug 0544 Kettle 0545 Key spanner for oxygen cylinder 0546 Knife plaster 1047 Lamp hurricane 0348 Lamp petromax 0549 Lamp shadow less portable type 1550 Lamp shadow less suspension type 1551 Lever bones all types 1052 Mucus evacuator 0553 Mug 0554 Oxygen cylinder 1555 Pad lock 0556 Pelvimeter 1057 Perforator 1058 Plaster cutter 1059 Plaster shear 10

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60. Post mortem set 0761. Pressure cooker ( Steam drum) 0562. Pressure gauge for oxygen cylinder 0363. Protoscope ( adult) 1064. Protoscope ( child ) 1065. Razor cut throat 0566. Retractor 1067. Saw Amputation 0768. Saw giglis handle 1069. Saw plaster of Paris 1070. Scale counter type dispensing 0571. Scale Dispensing 1072. Scalpel all size 0573. Scalpel handle all 0574. Screen 1075. Shadow less lamp 2576. Sigmodoscope ( Adult) 1077. Sigmodoscope (Child) 1078. Sauce pan 05

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79. Sound uterine 1080. Speculum 1081. Spirit lamp metal 1082. Spittoon large E I 0383. Stand drum to hold three drums 1584. Stand instrument mayo 1585. Stand irrigator 1086. Stand oxygen 1087. Stand revolving 1088. Stand wash hand double basin 1089. -do- single -do- 1090. Steel bed pan 0591. Steel items 0592. Sterilizer instruments all types 1093. Stethoscope foetal- heart 0394. Still water distilling 1595. Stove 1596. Stove double burner 10

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97 Stove four burner 1098 Stove kerosene 0399 Stove single burner 10100 Stretcher ordinary 07101 Suction apparatus electrical 15102 Suction apparatus foot operating 10103 Suture set Michel's 05104 Syringe dental 05105 Syringe haemerhoids 05106 Syringe sterilizer 15107 Table maternity 10108 Table operation (minor hydraulic) 10109 Table post mortem 10110 Torch light 03111 Tray E I all types 03112 Trocar abdominal 05113 Trolly all types 10114 Tuning fork sym’s 10

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115 Urinal E I Female 03116 Urinal E I Male 03117 Weighing machine 05118 Wooden cot 25

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