Condemnation of Computers & Peripherals in Department of Posts

No.40-01/2003-Tech
Ministry of Communications & IT
Department of Posts (Technology Division)

Dak Bhawan, Sansad Marg 

New Delhi-110 001
Dated: 17.12.2003.

To
All Heads of Circles,

Sir,
Subject: Condemnation of Computers & Peripherals - Regarding.

This Division has received several queries from circles regarding condemnation of computers and peripherals.

2.In connection with the above, the subject matter was taken up with NIC, DGS&D, DOT etc. for their advise. After examination of their advise and the issue in this office, it has now been decided that condemnation of computers and peripherals will be done by the circles as per the following indicative guidelines.

a) The condemnation exercise should be carried out following Rule 124 of the General Financial Rules and all such rules/articles oh the subject. The condemnation committee should comprise not less than 3 members, of whom one should be Director Postal Services representing Administration, the second member should be CAO/ACAO/SAO/AO representing Finance Wing and the third member should be a technical member having knowledge of Information Technology (IT) from a Government or Semi Government institution such as National Informatics Centre (NIC), MTNL, BSNL, DOT etc. An officer of the Department of the level of PS Group "B" and/or above having sufficient knowledge of IT can also be made the third member of the Committee, if no suitable officer from NIC. MTNL, BSNL, DOT etc is available.

Regarding the "life period" of computers as per Note II of Rule 124(1) of GFRS, it is stated that the Ministries/Departments may prescribe the life period of the stores in consultation with the manufacturers. NIC follows the benchmark of minimum 8 years for condemnation of hardware Since they have local presence in many cities/towns, their further guidance and assistance can be sought by the Circles whenever required,

c) The computers & peripherals being used for higher level of processing like the ones used as MPCMs may require greater maintenance. They may also face unserviceability of critical spare parts & may become beyond economical repairs before the lapse of the stipulated time period or life cycle of condemnation of machines. If such machines/ computers which are in use for 6 years or more and the parts of these machines have been declared to be unserviceable by the AMC vendor, then they can also be referred to the committee for condemnation before the lapse of 8 years of time. Detailed report in writing has to be given for unserviceability by the AMC vendor and Division / office concerned in such cases before machine is referred to the condemnation committee.

d) As far as possible, the meeting of the condemnation committee should be held at Circle/Regional Headquarters. Computers, which require condemnation and are at present lying at places other than Circle/Regional headquarters can be brought to the Circle/Regional headquarters at a minimum cost. However, there is no bar in holding the condemnation committee meetings at places other than Circle/Regional headquarters if there are sufficient and good reasons for the same.

e) It is also mentioned that as per Note III under Rule 124(1) of GFRS, order it as authority competent to purchase a store can obsolete/surplus/unserviceable for the purpose of rule. Schedule II of the Financial Powers item No. 11(a) indicates Head of Circles have powers upto Rs. 1 lakh in each case for purchase of computers and as per Items No. 11(b), they have powers upto Rs. 10 lakhs for purchase of computers for replacement to be incurred under non-plan. As such HOCS have delegated financial powers to condemn computers and peripherals upto Rs.10 lakhs value on each occasion.

(f) The above guidelines are purely indicative and Circles may take most economic course of action depending upon the local conditions under the overall guidelines given above. These guidelines supersedes this Division's instruction, in the matter, issued vide No. 40-17/97-Tech dated 22/1/98. It is now not obligatory that new computers in replacement can be purchased under 'Buy Back' offers.

(g) Old computers & peripherals should be disposed of following all standard Departmental instructions & Rule 124 of the GFRS.

3. This issues with the concurrence of Integrated Finance Advice.

Yours faithfully,
(Dipankar Dutta) Desk Officer (Tech-1)

Click here link to download Directorate Order for Condemnation of Computers and Peripherals