Registers should be maintained in Sub Post offices

Essential Registers to be Maintained in Sub Offices

Maintaining proper registers in Sub Offices is crucial for efficient operations and compliance. These registers help keep track of financial transactions, operational processes, customer service, compliance, and miscellaneous activities. Below is a comprehensive list of registers categorized for easy reference:

Financial Records

1. Petty Stock Register – Tracks the stock of petty items.
2. Permanent Stock Register – Records items that are part of the permanent stock.
3. Stock Register of Pass Books – For the issuance and stock of passbooks.
4. Register of Undelivered Pass Books (SB-44) – Monitors passbooks that have not been delivered to customers.
5. Register of Passed Warrants Sent to BOs (SB-45) – Keeps records of passed warrants sent to Branch Offices.
6. Special Error Book for BO Accounts – Documents errors related to Branch Office accounts.
7. Stock Book of POSB Cheque Books – For monitoring the stock of Postal Savings Bank cheque books.
8. IPO Stock and Sales Register – Records the stock and sales of Indian Postal Orders.

Operational Records

1. Office Order Book – Used for recording  orders.
2. Internal Order Book (Postmaster) – For internal orders issued by the Postmaster.
3. Attendance Register – Maintains attendance records of the staff.
4. Outward Correspondence Register – Tracks all outgoing correspondence.
5. Book of Information – Contains key information related to office operations.
6. Statement of Mailing – Lists the mailing details.
7. Due Mail & Sorting List – Helps in managing mail sorting and delivery schedules.
8. Delivery Slips and Abstracts – Records the slips and abstracts for delivered items.
9. Book of Addressees Instructions – Contains instructions provided by addressees.
10. VP Register – For recording Value Payable (VP) articles.
11. COD Register – Tracks Cash on Delivery (COD) transactions.
12. Bag Balance Register – Keeps a record of mailbag balances.

Customer Service Records

1. Register of Claim Cases – Records claims made by customers.
2. Register of Public Complaints – Keeps track of customer complaints.
3. Silent Account Revival Register – For reviving inactive accounts.
4. Applications for Standing Instructions – Logs standing instructions given by customers.
5. Applications of Depositors for FRESH PB – Contains applications for new passbooks by depositors.

Agent/Partner Records

1. MPKBY/SAS Agent File – Maintains records of Mahila Pradhan Kshetriya Bachat Yojana (MPKBY) and Standardized Agency System (SAS) agents.

Compliance and Reporting Records

1. Compliance Report on Past Inspection Reports (IR) – Reports submitted on past inspection reports.
2. Circulars File – Keeps all official circulars.
3. Register of Old Records Weeded Out – For records that have been discarded.
4. Memo of Authorized Balances – Lists the authorized balances for various financial operations.

Miscellaneous Records

1. 1. Notice of Hours of Business – Displays the official working hours.
   2. Citizen Charter – Outlines the charter of citizen rights and services.
   3. Beat Instruction Register – Contains instructions for delivery staff (beats).
   4. Village Sorting List, Route Map, Beat List – Guides for mail sorting and delivery routes.
   5. PLI/RPLI Day End Collection Report – End-of-day reports for Postal Life Insurance (PLI) and Rural Postal Life Insurance (RPLI).
   6. Register of Tickets Raised – Logs tickets raised for any operational issues.
   7. BNPL Booking and Pick-up Register – For monitoring Business Parcel booking and pick-up.
   8. OM Register – Contains information about official memoranda.
   9. Unpaid Register – Records details of unpaid transactions or articles.
   10. Stock Register for IPPB QR Cards – Monitors the stock of India Post Payments Bank (IPPB) QR cards.
   11. Stock Book for ATM Kits – Tracks the stock of ATM kits.