OF STATIONERY AND PRINTING STORES AND PRINTING OF FORMS
Purchase Policy.—The policy of the Government of India is to make
their purchases of printing and stationery stores for the public service
in such a way as to encourage the development of the industries of the
country to the utmost possible extent consistent with economy and
accordance with this policy, the following rules are prescribed for the
purchase of such stores for Railways. These rules supersede all previous
orders on the subject and apply to the purchase of all the Ptg. and Sty.
Stores, as dealt with and supplied by the Govt. of India, Controller of
Ptg. and Sty. from time to time.
In the case of items procured through Director General of Supplies
and Disposals the rules prescribed in chapter VIII would apply.
(Authority-ACS No. 166-S)
Purchase in India.—Save as provided in Rule 1106, all stationery
and Printing stores required to be purchased for the railways should be
purchased on the condition that deli very is made in India for payment in
rupees in India.
Tenders.—(a) Tenders should be invited in India and also abroad when
considered desirable, unless the value of the order to be placed is small
or sufficient reasons (which shall be recorded) exist for concluding that
it is not in the public interest to call for tenders.
No tender which fails to comply with the conditions as to delivery
and payment prescribed in paragraph 1102 should be accepted.
Tenders should be opened after intimation to the tenderers and in
the presence of those tenderers who desire to attend.
Preferences.—(a) Preferences in making purchases should be given in the
to articles produced in India in the form of raw materials or manufactured
in India from raw materials produced in India, provided that the quality
is sufficiently good for the purpose ;
to articles wholly or partially manufactured in India from imported
materials, provided that the quality is sufficiently good for the purpose
to articles manufactured abroad and held in stock in India, provided that
they are of suitable type and requisite quality ;
to articles manufactured abroad which need to be specially imported.
The Controller of Printing and Stationery may, when he is satisfied that
such a measure is justified, allow with the sanction of the Government of
India a limited degree of preference in respect of price to articles
produced or manufactured in India either wholly or in part.
.—The Dy. Controller of Printing & Stationery, Calcutta is the
Central Purchasing Officer for Stationery Stores and the requirements of
Railways have to be obtained from him.
of Works, Housing and Supplies Office Memorandum No. 51/1/62/S-II/l dated
Inspections and Tests.—All articles should be subject to
inspection before acceptance and articles for which specifications and/or
tests have been prescribed should be required to conform to such
specifications and/or to satisfy such tests.
in these rules should be deemed to prohibit the purchase of articles by
one Department of Railway from another.
Power of Purchase.—The Controller of Printing and
Stationery, India, exercises full
Power of General Managers.—The General Managers have full powers
to make direct purchase in emergencies i.e. arising out of delay on the
part of or failure of supplies from the Govt. of India Stationery Office
or sudden unforeseen demands, subject to the conditions that such
purchases at any one time should not exceed 3 months requirements.
These powers can be exercised by the Controller
of Stores upto Rs. 1,00,000/- for each item at a time in proven
emergencies in consultation with the FA & CAO.
any purchase is made, its effect on the pending indent should be assessed
and information sent to the Controller of Printing and Stationery, New
Delhi, indicating :—
(i) The party from whom purchased ;
(ii) The rates paid and ;
reference to the pending indent.
General Managers can re-delegate the above powers to the Heads of
Departments, Divisional Railway Managers and District/Divisional Officers
posted away from the Railway/Divisional Headquarters to the extent
considered necessary in consultation with the FA&C AO up to an overall
ceiling limit of Rs. 20,000/- per annum for any individual officer. This
should be subject to the condition that:—
It should be so regulated that the overall procurement of stationery
stores, including those received through the Govt. of India Stationery
Office, does not exceed the total requirement calculated on the basis of
the 'Quantity scale' prescribed by the Controller of Printing and
Stationery for consumption of different items of Stationery by various
categories of staff;
These delegations do not extend to the purchase of paper for printing
purpose etc., which are procured through Director General of Supplies and
Disposals for which separate limits and instructions exist.
:—ACS-119 and Rly. Board's letter No. 79/F (S)l/PW-7/5, dated 5-11-83.
Deleted. (ACS 120-S)
List "A" Stationery Stores :—
Paper of all kinds except for printing purposes, whether in sheets, rolls,
reels or pads and envelopes of all kinds.
Mill boards, pulp boards, paste boards, and straw boards,
Parchment and vellum (imitation or real),
Books (blanks, rules or loose leaf including equipment),
Writing and drawing materials including :—
Pens, pencils, crayons, chalks (writing and drawing) and pen-nibs
of all kinds ;
Inks, ink-powders, ruling paste, ink-stands and inkpots ;
Water colours and boxes, saucers and brushes for such colours and
Rulers, tracing cloth, ferro-gallic linen and ferroprussiate cloth.
(e) Erasers (steel or rubber), slates, sponges and pads (writing blotting and signature)
(vii) Desk appliances including :—
Knives, hones, scissors, punching and stapling tools, bells ;
Envelope cases, trays, date cards, tag labels.
Pins, pin-cushions, fastners, paper-cutters, eyelets, paper clips,
paper weights, gum bottles and brushes and sealing wax.
Rubber stamps, metal seals etc, rollers (rubber thumb-impression and
cyclostyle) thumb impression slabs and pocket cases pads (rubber and
leather) for stamping.
Manager may exercise full powers for direct purchase of rubber stamps and
office seals in case of non supply or delay in supply o f these items
through the Govt. of India stationery office and redelegate these powers
to Heads of Departments, Divisional Railway Managers and Additional/Dy.
Chief Mech. Engineers holding independent charge of Railway Workshops to
the extent considered necessary.
Glue, gum, paste, tags, tape, strap thread and twine, if required for
Packing cases and other packing materials (for stationery, offices and
printing presses only). (Authority.—-ACS-111-S, 167-S)
Deleted. (Authority.—ACS No. 168-S).
Deleted. (Authority.—ACS No. 168-S).
Indents for Stationery.—The various departments, stations and
offices of the railway should submit to the Controller of Stores or the
Superintendent Printing and Stationery, the indents of their annual
requirements of stationery on a date to be fixed by the Controller of
Stores or Supdt. Printing and Stationery.
The statutory Railway Auditors and the Commissioner/Addl.
Commissioner for Railway safety should submit their indents for stationery
to the Controller of Stores or the Superintendent, Printing and Stationery
of the railway to which they are attached, in accordance with the
provisions of the preceding paragraph.
The cost of stationery supplied to them should be debited to them
by book transfer.
For the purpose of this rule, the Chief Auditors and
Commissioner/Add. Commissioner for Railway safety of respective circles
should be considered as attached to the Railways concerned.
for Supply of Stationery.—The scale for the supply of stationery to
ordinary offices is prescribed in the schedule at Appendix VII to this
Code. For Traffic and
other special offices the scale may be prescribed by the General Manager. In preparing their indents, the officers concerned
should see that the sanctioned scales are not exceeded and that there is
adequate budget provision to cover the cost of stationery included in
Use of Blank Registers.—Officers and supervising staff of offices should
take care to see that blank registers are not brought into use
indiscriminately. Whenever it is proposed to open a register for any
purpose, it should be seen that such use is prescribed by local circulars
or other orders issued by the head of the office or department concerned.
Check of Indents.—Indents from departmental officers and stations
and offices should be checked with the sanctioned sc ale for such offices.
When items not in the sanctioned scale are included in the indent
or when no scale has been laid down for the particular office indenting
for the stationery, the requisitions should be entertained only if the
indents have been countersigned by the Head of the Department concerned.
It will rest with the General Manager of the Railway to prescribe
rules prohibiting the supply of particular
items of stationery without his sanction or that of an officer
authorised in this behalf. In
such cases the Stationery Depot will be responsible to see that indents
for such excepted items are signed or countersigned by competent
Consolidated Indents.—From the indents received from the various
authorities, one general annual indent for stationery should be comptied
for the General Manager to the Controller of Printing and Stationery, for
compliance. This indent
should also include the Stationery required for such working forms and
returns as : ire to be printed in the Railway press. The indent should be prepared in forms which will be supplied by the Controller of Printing
and Stationery and these should be submitted annually at such times
will ensure their reaching the Controller of Printing and
Stationery on dates which will be fixed by him. from time to time for
the Govt. Railways in communication with the General Manager.
Emergent indents on the Controller of Printing and Stationery are
not admitted except in cases of necessity.
sending indents at irregular intervals should be avoided as far as
possible as it entails additional expenses in packing and carriage.
Payment for stationery obtained through the Controller of Printing
and Stationery.— The bills will be sent by the Controller of Printing
and Stationery direct to the Superintendent Printing and Stationery of the
Railway, in quadruplicate who should pass the original and duplicate
copies of the bills to the Stores Accounts Officer with the Receipt order
number quoted on them. The
bills should be duly endorsed for allocation and acceptance.
These should be treated like bills received from the Directorate
General of Supplies and Disposals and dealt with accordingly after
verification with the credits in the Purchase account register which
should be posted from the triplicate copy of the bills received from the
Superintendent Printing and Stationery, after he has posted his numerical
records. The Supdt.
Printing and Stationery, should retain the fourth copy of the bill for his
Stationery Depot.—All stationery including manuscript registers
should be stocked in and issued from a depot organised on the lines of
other Stores Depots. A
nomenclature and Price List should also be maintained as for other stores.
Receipt and Accountal.—The supplies from the Controller of
Printing and Stationery should be checked with the entries in the annual
and emergent indents and the bill for the cost of the stationery which
accompanies the supplies should be receipted and sent to the Stores
Accounts Officer for audit and payment.
The charges should be accepted by debit to the head
"Purchases" but printing stores and such other materials as are
to be exclusively used in the railway press for printing and allied work,
may be forwarded direct to the press and the cost allocated in the bill to
the Press Manufacture Account.
Issues.—When the stationery becomes available for issue, the
Stationery Depot Keeper should take steps to comply with the annual
indents received from various offices taking care to see that no article
in excess of the sanctioned scale or to an office for which there is no
sanctioned scale, unless the indent has been countersigned by the Head of
the Department or
the supply of which has been prohibited by the General Manager, or (iii)
which is a durable article as defined in the following paragraph.
Durable Articles,—The following items of stationery are classed
as durable and should not be issued on annual indents :—
Baskets, waste paper.
Binders, loose leaf (of sorts).
Bells, office, call
Binders, brass screw.
Brushes (of sorts)
Cards, date indicator.
Clips, paper (of sorts).
Cutters, paper (bone)
Gum bottles, empty.
Ink pots (of sorts)
Knives, desk (of sorts), Ink stands wooden.
Leather covers for despatch boxes.
Pads for rubber and metal stamps.
Rulers (of sorts).
Scissors (of sorts).
Slabs (tin) for thumb impression.
Trays, tin, office.
Trays, tin, office (with lid)
Colour boxes, tin (empty).
Cases, tin (for drawings).
Oilers for typewriters.
Pads By ford.
Screw-drivers for typewriters.
Slabs for mixing colours.
Stencil plates (of sorts)
Thermometers (of sorts)
are to be issued on emergent requisitions only when the unserviceable
article have been returned to the stationery depot or when a certificate
to the effect that it is a new supply, not issued before, is appended to
the requisition. To expedite compliance with such demands, indentors
should quote in the requisition the number and date of the Advice Note (S.
1539) under which the unserviceable articles have been returned and
endorse the Advice Note as follows :—
replacement, vide Requisition No......................and date".
articles, which will not fetch any value, e.g. ink-pots and gum, bottles,
need not be returned to the Stationery depot.
In the case of such articles, the head of the office should certify
(on the requisition) that the articles in question are not fit for any
Inspection of Stationery in Offices.—Occasional checks should be
made of the stocks of stationery at offices by either the Accounts
Verification staff or special staff deputed by the Controller of Stores or
Supdt. Printing and Stationery. If the stock in hand is discovered to be
in excess of normal requirements of the book balance of the office, it
shall be the duty of the office concerned to return to the stationery
depot the articles found to be in excess. They should be taken into the
stock of the stationery depot by credit to stock adjustment account.
AND PRINTED REGISTERS
Categories of Forms.—The forms in use on railways fall under two
forms and registers are those prescribed by Code Rules, orders of the
Railway Board and which are common for all railways. Local forms and
registers are those introduced under the orders of the General Manager or
Chief Accounts Officer to meet local requirements.
Schedule of Forms.—Each railway should maintain a complete
schedule of standard and local forms and printed registers in use on the
railway. The numbers, if any, assigned by the prescribing authority to
Standard Form, etc. should be adopted, without change, for use in this
schedule and the forms themselves. If for any reason different numbers are
assigned by the railway to such forms, the original numbers should also be
exhibited along with for easy identification of the forms. The authority
for the standard and local forms i.e., reference to the relevant paragraph
of the Codes or other, should be quoted in the schedule.
Printing of Forms.—Standard and local forms and printed registers
should be printed in the Railway Press wherever one exists. Departments
should advise the Supdt. of Ptg. and Sty. annually or half yearly, as may
be arranged, of their requirements of the standard and local forms and
Printed Registers. Such indents should be carefully scrutinized by the
Heads of offices with relation to the statistics of work in each office
and unnecessary items or quantities deleted before submission. The
Printing Supdt. should make the necessary arrangements for printing,
stocking a working supply and issue of the forms and registers.
Printing in Outside Presses.—If a railway press is unable to
undertake a work on account of pressure of work or lack of suitable facilities, or the railway has no press of its own the work may be got
executed in outside presses, with the sanction of the General Manager, or
that of the Heads of Departments or other lower authorities, if power in
this respect has been delegated to them by the General Manager. In
arranging for printing work in outside presses, the General purchase
policy should be followed. (Authority :—A.C.S. No. 63).
Alteration or Modification of Standard Forms.—No alteration or
modification in respect of the title, the distinguishing number, and the
information prescribed in a standard form should be made without the
sanction of the Railway Board. The size and substance of paper for the
forms should be as per schedule of standard forms issued by the Railway
Board. Subject to this restriction, any addition or modification which may
be found necessary to suit conditions purely local to a railway may be
made in a standard form at the discretion of a railway administration.
When the revision of a standard form is undertaken by the Railway Board
the railway administration will be informed in time, so that they may not
print or order for, another supply without first referring to authority
revising the form. The railway administration should ordinarily print and
issue the revised form, after any existing, stock of the old has been
exhausted, but if for special reasons, it is necessary to bring the
revised form into use at once, they will be advised accordingly. They
should then print the new form, but any remaining stock of the old forms
should not be destroyed without the orders of the General Manager.
(Authority : A.C.S. No. 88-S).
Introduction of Local Forms.—No new local forms may be introduced
without the approval of the General Manager or the Chief Accounts Officer.
Any revision of authorised local forms or discontinuance of their use
which will necessitate the destruction of existing stock exceeding Rs. 100
in value should not be given effect to without the orders of the General
Manager or the Chief Accounts Officer. (Authority : A.C.S. No. 89-S).
Cost of Forms.—The Supdt. Printing and Stationery should advise
the departments each year, at the time of the preparation of the Budget,
of the sums (arrived at on basis of past year's statistics) which should
be provided for the debits for forms in their budgets. Any revision
required in the figures as shown by the actual cost of the forms should
also be advised to the department at the time of the submission of the
debits should be raised at the time of printing through the press accounts
and issues made subsequently on unpriced issue notes. The cost of forms
which are to be used only by a particular department should be debited to
that department and that of general forms to be used by various
departments should be distributed proportionately on the basis of the
consumption by each department.
Accountal of Forms.—Numerical ledgers, only need be maintained
for forms. The receipts should be posted from the challans of the Supdt.
of the Railway press and the Receipt Notes for local purchase in the case
of orders on outside presses. Balances in the ledgers should be struck at
the end of each month.
Requisition for Forms.—Requisitions from indenting officers
should be complied with immediately if the forms indented for are in
stock. If they are not in stock, the orders of the competent authority
should be obtained for the printing of fresh supplies.
Issue Notes Unpriced.—Issue notes in triplicate should be used
for issue of forms to indenting officers of the railway. Two copies should
be sent along-with the supply, the other remaining as the record of the
depot. The Indenting Officer should return one copy duly receipted which
be filled with the copy of the requisition.
Verification of Balances of Stationery, Forms and Printed
Registers.—Departmental stock verification shou|d be carried out as
prescribed for other general stores in paragraph 1339-S. Accounts stock
verification should be carried out once in three years as provided in
MACHINERY AND APPLIANCES
Purchase of Typewriters.—Typewriters, Duplicators, Calculating,
Tabulating & Accounting machines and similar machines required for use
on Railways should, like other Directorate General of Supplies and
Disposals items, be obtained by placing indents on the Directorate General
of Supplies & Disposals. The procedure for procurement of these office
machines will be the same as applicable for other stores i.e. the
Controller of Stores should, except where otherwise has been exempted from
doing so, place indent on DGS &D beyond the monetary limits prescribed
for direct purchase from time to time. The rules prescribed in Chapter
VIII would apply in this case also.
Calculating, Tabulating and Accounting Machines.—No calculating
machine or tabulating and accounting machine of new type for any accounts
office or for accounts works in any other office on the railway may be
obtained without the sanction of the General Manager and without the prior
concurrence of the Financial Adviser and Chief Accounts Officer who is
responsible for seeing that if the machine is introduced he will still get
the initial accounts in the form he requires.
Different Patterns of Machines.—The General Manager may authorise
the purchase and use of typewriters, duplicators and, similar machines of
more than one pattern provided that only those patterns are admitted which
have been specially approved of and that before a new pattern approved, it
shall have been fully established after trials that it possesses special
advantages and is important points superior to those already in use;
provided also that the pattern chosen is one that can be obtained on
reasonable terms by the Directorate General of Supplies and Disposals from
local representatives of the manufacturers.
1140. Typewriters for Temporary Offices.—Typewriters required for temporary offices and by Commissions, Committees, Boards of Inquiries and offices of Officers on Special Duty and also typewriters required on ad-hoc basis for temporary period should be obtained on hire. The heads of Deptts. and Heads of offices may sanction such hiring for a period of six months & four months respectively beyond which the sanction of the Board would be necessary.
Servicing Contracts.—The DGS&D enters into annual servicing
and over-hauling contracts with the firms holding contracts for the main
machines. The Heads of Deptts. and the Heads of offices will operate
against these contracts for the maintenance of the typewriters and office
machines in their respective offices. Office machines for which the DGS&D
does not enter into contracts will be maintained by the Railway either by
entering into ad-hoc annual contracts themselves on competitive basis with
the concurrence of associated finance or by making local arrangements. At
the places where the firms holding servicing contracts with DGS&D do
not have any servicing facilities, the up-keep and repair of typewriters
and other office machines will be undertaken by the Deptts. concerned
themselves either by entering into ad-hoc annual contracts or by making
local arrangements. In order to ensure against payment of different rates
for servicing and over-hauling of the machines, the Heads of Deptts. will
ascertain from the firms whether they already have a similar contracts
with any other Govt Dept/ office.
may be noted that Companies supplying new office machines undertake to
maintain them free of cost for a certain period called warranty period
from, the date of purchase.
Inspection of Machines.—Each machine will be examined quarterly
or as per the terms of the agreement by the Company with which the
servicing contract is made. These inspections include inspecting, cleaning
oiling and when necessary repairing and generally adjusting and putting in
good working order each machine before the next inspection. Upon the
periodical inspection etc. by the Companies Mechanic being completed, the
Head of the office or Branch should furnish voucher certifying that the
work has been satisfactorily carried out.
Major Repair.—"Major Repairs" are repairs beyond the
periodical maintenance work. Major repair will be carried out as per
procedure detailed in the agreement at the nearest branch of the company
to which the machine should be sent by the owning officer. Upon the
typewriter being returned after repairs the owning office should furnish a
receipt to the company certifying that the repairs have been carried out
in a satisfactory manner and that the machine is in good working order.
.—If necessary, a serviceable second hand typewriter can be had on free
loan from the company to enable the owning office to carry on during the
period their machine is undergoing repairs.
Heavy repairs and over-hauling of any kind of office machinery and
appliances should not be ordered before proper estimates have been
submitted by the firms and approved and funds certified by the competent
Bills for Repairs.—The firm should submit their bill to Head of
Deptt./Head of the Office concerned who should arrange payments to the
firm in the manner as may be indicated in the Rate Contracts concluded by
the DGS&D or servicing agreements entered into directly by them.
Spare Parts.—The Heads of Deptts ./Head of Offices should obtain
the copies of Rate Contracts/Servicing Contracts concluded by the
Directorate General of Supplies and Disposals for servicing and
over-hauling of the office machines. These contracts will indicate the
prices of the spare parts to be replaced by the firms at the time of
repair/servicing. The contracts entered into directly by the Heads of
Deptts./Heads of Offices should also indicate the prices of various spare
parts required to be used at the time of repair/servicing of the machines.
The rates of these spare parts should be verified before passing the bills
for payment. For proper verification, the correct Part Nos. should be
indicated in the servicing contracts and. the same should be quoted in
their repair bills by the firms.
Condemnation Procedure.—The Heads of Deptts. will decide whether
the typewriters and other office machines in use in their offices and in
the offices subordinate to them can be economically repaired. They will be
competent to condemn such machines themselves in their offices and in the
offices subordinate to them depending upon the life and condition of the
machine, cost of repairs, the expected life of the repaired machine
vis-a-vis he cost of new machine and its expected life.
Disposal of Condemned Machines.—The condemned machines will be
returned to the Superintendent, Printing & Stationery of the Railway
for arranging disposal. These machines should be disposed off in the same
manner as other condemned/scrapped materials by the Railways as per
procedure out-lined in Chapter XXIV of Stores Code.