Guidelines for Condemnation and Maintenance of Computer Hardware in the Department of Posts
The Department of Posts has issued updated guidelines for the lifespan, maintenance, and condemnation of computer hardware and peripherals, following recommendations from a committee established to reassess existing norms. Here’s a detailed outline of these new instructions to ensure uniform action across all Post and Mail Offices:
- The lifespan of computers and peripherals is now fixed at five years. All new procurements should include a warranty that extends to five years. If securing a five-year warranty is not possible, a maintenance clause should be added to ensure that equipment remains operational for the full five years.
- The five-year timeframe serves as a guideline for the condemnation of computers and peripherals but is not an absolute requirement. The competent authority clarified that computers may still function well beyond five years and can be kept in use, provided they meet the needs of current and future applications. Local offices, or circles, are advised to make economically sound decisions based on local conditions, ensuring adherence to these overarching guidelines.
- Circles have the authority to condemn equipment that is both irreparable and non-functional, following the established guidelines and as per the procedures outlined in the General Financial Rules (GFR) and other relevant articles.
- A committee should be formed to oversee the condemnation process, which should include:
a. The Director of Postal Services representing Administration.
b. The CAO, ACAO, Sr. AO, or AO representing the Finance Wing.
c. A technical member with IT expertise from a government or semi-government institution such as NIC, MTNL, BSNL, or DOT. If none of these are available, an officer from the Department at least at the PS Group “B” level with adequate IT knowledge may be appointed.
d. In cases involving power backup systems, an EE or AE from the Electrical Division should also be included. - Previous guidelines, particularly those outlined in Memo No. 40-01/2003-Tech dated 17.12.2003, remain in effect. These updated instructions complement the existing framework and should be followed in tandem with prior instructions.
- This directive is based on the recommendations of the Committee for Re-assessment of Norms for the supply of Computers and Peripherals across the Department. After a thorough review, the committee concluded that the lifespan of computers should be adjusted from six years to five, considering the non-dust-free environments of many Post and Mail Offices.
Reference: Dte. Lr. No. 40-8/2013-Tech dated 25.03.2015
