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Providing certified copy of Service book of retired government servant

Providing certified copy of Service book of retired government servant

In compliance with government regulations, the Administration Section is responsible for the maintenance of service books for all staff members from their first day of appointment. This comprehensive guide outlines the crucial steps and policies involved in maintaining these essential records.

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Key Points:

  1. Service Book Maintenance:
    • The Administration Section must maintain service books for all office staff.
    • A photograph of the government servant must be affixed to the first page of Part-I of the service book.
  2. Custody and Security:
    • Service books are to be kept under the custody of the Assistant Audit Officer (Administration) in secure locations like locked boxes or almirahs.
    • The government will bear the cost of the service books.
  3. Retention Policy:
    • Service books must not be returned to the government servant upon retirement, resignation, or discharge from service, even if they have paid for the service book.
  4. Obtaining Certified Copies:
    • Government servants may request a certified copy of their service book upon retirement, discharge, or resignation by paying a nominal copying fee of Rs.5/-.
    • Certified copies for Gazetted Officers also incur a Rs.5/- fee, and this must be accounted for under the appropriate fee category.

Official References:

  • G.I.M.F. OM No.12(6)-E.IV/54 dt.31st January 1955
  • CAG Lr.No.1325 TAI/1295-71 12-9-72 P.32 File IRLA/72-74 EBIV
  • G.I.M.F. OM No.F.12 (16)-E. IV (A)/61 dt.2-5-1961

By adhering to these guidelines, government offices can ensure proper documentation and secure maintenance of service records, thereby facilitating smooth administrative processes and safeguarding employee records.

Providing certified copy of Service book of retired government servant
Providing certified copy of Service book of retired government servant

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