Receipt, Registration and Distribution of Dak

Chapter II – Receipt, Registration and Distribution of Dak

1. Receipt of Dak (Para - 5)

• Dak includes all incoming correspondence — local or postal, including registered and insured articles.

• Dak for any Secretariat Department is received by the staff of the General Section of that Department or its local office.

2. Opening of Dak (Para - 6)

• General Section opens all covers except:
• Those addressed by name.
• Marked Top Secret, Secret, or Confidential.
• Enclosures are verified, and missing documents are recorded.
• Valuables (currency notes, postal orders, bonds) are detached, kept safely by the Nazir, and disposal instructions are sought.
• Covers addressed by name: handed directly to the officer; if on leave/tour, given to acting officer.
• Covers marked Top Secret, Secret, or Confidential (not addressed by name): handed unopened to the concerned officer.

3. Stamping, Marking and Sorting (Para - 7)

• Each receipt is date-stamped upon arrival; sensitive covers (Top Secret, etc.) get stamp directly on the cover.
• Telegrams, Express Letters, Immediate/Confidential receipts are separated and sent immediately.
• Each section maintains an alphabetical index of subjects to help sorting.

4. Registration of Dak (Para - 8)

• Every receipt is recorded in the General Receipt Register (Form SM-1) by the receipt clerk.

• Each day starts with the date in red ink, with subsequent entries listed below.

• Distribution: regular dak once daily; priority (Top Secret/Immediate) dak handed immediately.

• If a receipt is mis-marked:

• Other sections may review it.

• If no one accepts, it’s placed before Under Secretary (General Section) for re-marking.

• If it does not belong to that Department, contact the relevant one; if disputes arise, the Establishment Section’s decision is final.

• Personal dak (addressed by name/confidential): handled by P.A. or Stenographer; they get a signature when passing it to the concerned Superintendent.

5. Post-2021: e-Office and Central Registry Units (CRU)

• Introduced via Government Order No. 620-JK(GAD) of 2021, dated 14.07.2021.

• Established Central Registry Units (CRUs) at:

• Civil Secretariat, Jammu

• Civil Secretariat, Srinagar

• CRUs work under the General Administration Department, supervised by an Under Secretary level officer.

• All Dak runners must hand over physical dak to the CRU only.

• Confidential dak: delivered directly to the concerned Secretary or Addressee.

CRU Function:

1. Receive physical dak → immediate date stamp.
2. Issue receipt to deliverer.
3. Scan, quality check, diarize, and enter metadata.
4. Electronically forward to the concerned officer.

• Dak received through email must be uploaded on e-Office or sent to CRU for the same process.

• Physical dak storage: maintained chronologically, stitched periodically, and safely stored by CRU.

• From 22.07.2021, all departmental, PSU, or corporation dak is to be delivered to the CRU for electronic transmission.

Comparison Table: Manual vs. e-Office (Post-2021)

Aspect	Pre-2021 (Manual System)	Post-2021 (e-Office + CRU)
Dak Receipt Location	Received separately by each Department’s General Section	Centralized at CRUs (Jammu & Srinagar)
Stamping Process	Date stamp applied manually by Receipt Clerk	Date stamp digitally applied by CRU (and receipt issued)
Opening of Dak	Opened by General Section (except confidential/by name)	CRU scans and forwards; confidential dak directly delivered
Registration	Entries made manually in General Receipt Register (M-1)	Metadata entered electronically in e-Office system
Distribution	Sent manually once a day; urgent items immediately	Electronic forwarding to concerned officers instantly
Handling of Confidential Dak	Handed unopened to concerned officer or P.A.	Delivered directly to Secretary/Addressee without CRU handling
Storage & Record Keeping	Physical files maintained in registers and folders	Scanned copies stored; physical copies kept in CRU folders chronologically
Supervision	Managed by Department’s General Section staff	Supervised by GAD officers (Under Secretary rank)
Implementation Date	Till 2021	Effective from 22 July 2021

How to Diarize e-Office Receipt

In the e-Office instance:

1) Choose e-File option.
2) Select Receipt Option.
3) Click Browse & Diarise → choose Electronic option.
4) This opens a page where you can upload the PDF file to be diarised (displayed on the left).
5) On the right side, enter details under Meta Data sections:

• Diary Details
• Contact Details
• Category & Subject

6) Use Generate or Generate & Send to create the receipt.
7) Unique Computer Number and Receipt Number are generated for tracking.