Detailed Guide to Records Maintained in Sub Post Offices

Reference: https://www.potoolsblog.in/2024/10/records-to-be-maintained-in-post-offices.html#gsc.tab=0

Introduction

Sub Post Offices in India Post are required to maintain a comprehensive set of records to ensure financial discipline, operational efficiency, customer service, and regulatory compliance. These records are categorized into financial, operational, customer service, agent/partner, compliance, and miscellaneous registers. Proper maintenance of these records is essential for audit, transparency, and smooth postal operations.

1. Financial Records

(1) Petty Stock Register

Purpose: Tracks small cash expenses (e.g., stationery, minor repairs).
Key Entries: Date, amount, purpose, approval authority.
Keywords: Petty cash management in post office, petty stock register format

(2) Permanent Stock Register

Purpose: Records high-value assets (e.g., furniture, computers).
Key Entries: Asset description, acquisition date, depreciation.
Keywords: Post office asset register, fixed asset management in India Post

(3) Stock Register of Pass Books (SB-28)

Purpose: Tracks issuance and return of Savings Bank (SB) passbooks.
Key Entries: Passbook serial numbers, issued date, account holder details.
Keywords: SB passbook stock register, India Post passbook management

(4) Register of Undelivered Pass Books (SB-44)

Purpose: Records passbooks returned undelivered.
Key Entries: Account number, reason for return, re-dispatch status.
Keywords: Undelivered passbook register, India Post SB-44 format

(5) Register of Passed Warrants Sent to BOs (SB-45)

Purpose: Logs warrants sent to Branch Post Offices (BOs) for payment.
Key Entries: Warrant number, BO name, amount, dispatch date.
Keywords: SB-45 warrant register, BO warrant tracking

(6) Special Error Book for BO Accounts

Purpose: Records discrepancies in BO transactions.
Key Entries: Error description, corrective action, responsible official.
Keywords: Post office error book, BO account reconciliation

(7) Stock Book of POSB Cheque Books

Purpose: Manages cheque book inventory for Post Office Savings Bank (POSB).
Key Entries: Cheque book series, issued date, account details.
Keywords: POSB cheque book register, India Post cheque management

(8) IPO Stock and Sales Register

Purpose: Tracks Indian Postal Order (IPO) inventory and sales.
Key Entries: IPO numbers, denomination, buyer details.
Keywords: IPO stock register, postal order sales tracking

2. Operational Records

(1) Office Order Book

Purpose: Records official orders (transfers, policy changes).
Keywords: Post office order book, official directives in SPO

(2) Internal Order Book (Postmaster)

Purpose: Logs internal instructions for staff.
Keywords: Postmaster order book, internal circulars in post office

(3) Attendance Register

Purpose: Tracks employee attendance and leave.
Also read :Records to be maintained in Post Offices
Keywords: Post office attendance register, staff attendance log

(4) Outward Correspondence Register

Purpose: Records all outgoing official letters.
Keywords: Post office outward mail register, official correspondence tracking

(5) Book of Information

Purpose: Contains reference materials (rates, policies).
Keywords: Post office reference book, India Post information guide

(6) Statement of Mailing

Purpose: Summarizes daily mail dispatches.
Keywords: Post office mailing statement, daily mail log

(7) Due Mail & Sorting List

Purpose: Ensures timely mail sorting and dispatch.
Keywords: Mail sorting register, due mail tracking

(8) Delivery Slips and Abstracts

Purpose: Records mail delivery status.
Keywords: Post office delivery slips, mail delivery log

(9) Book of Addressees Instructions

Purpose: Logs special delivery instructions (e.g., "Do not bend").
Keywords: Addressee instructions register, special delivery notes

(10) VP Register (Value Payable)

Purpose: Tracks cash-on-delivery (VP) articles.
Keywords: VP article register, COD mail tracking

(11) COD Register

Purpose: Records Cash on Delivery transactions.
Keywords: COD mail register, India Post COD management

(12) Bag Balance Register

Purpose: Ensures mailbag accountability.
Keywords: Mailbag balance register, postal bag tracking

3. Customer Service Records

(1) Register of Claim Cases

Purpose: Logs customer claims (lost mail, account issues).
Keywords: Post office claim register, grievance tracking

(2) Register of Public Complaints

Purpose: Records complaints and resolutions.
Keywords: Post office complaint book, customer feedback register

(3) Silent Account Revival Register

Purpose: Tracks dormant account reactivations.
Keywords: Dormant account revival, India Post SB reactivation

(4) Standing Instructions Applications

Purpose: Records auto-debit/credit requests.
Keywords: Standing instruction register, auto-payment requests

(5) Applications for Fresh Passbooks

Purpose: Logs requests for new passbooks.
Keywords: New passbook application register, SB passbook requests

4. Agent/Partner Records

(1) MPKBY/SAS Agent File

Purpose: Manages Mahila Pradhan Kshetriya Bachat Yojana (MPKBY) & SAS Agent details.
Keywords: MPKBY agent register, SAS agent records

5. Compliance & Reporting Records

(1) Compliance Report on Past IR (Inspection Reports)

Purpose: Tracks corrective actions from audits.
Also read :Clarification regarding maintenance of Specimen signature book at Post Offices in CBS environment
Keywords: Post office compliance report, IR follow-up register

(2) Circulars File

Purpose: Stores official circulars for reference.
Keywords: India Post circulars archive, policy updates file

(3) Register of Old Records Weeded Out

Purpose: Logs disposed documents (as per retention policy).
Keywords: Records disposal register, document weeding log

(4) Memo of Authorized Balances

Purpose: Records approved cash/stock limits.
Keywords: Authorized balance memo, post office cash limits

6. Miscellaneous Records

(1) Notice of Hours of Business

Purpose: Displays operational timings.
Keywords: Post office working hours notice, SPO business timings

(2) Citizen Charter

Purpose: Outlines service commitments.
Keywords: India Post citizen charter, service standards

(3) Beat Instruction Register

Purpose: Guides postal delivery routes.
Keywords: Postman beat register, delivery route instructions

(4) Village Sorting List, Route Map, Beat List

Purpose: Ensures efficient mail distribution.
Keywords: Postal route map, village-wise sorting list

(5) PLI/RPLI Day End Collection Report

Purpose: Summarizes daily Postal Life Insurance (PLI) collections.
Keywords: PLI daily report, RPLI collection register

(6) Register of Tickets Raised

Purpose: Logs IT/operational issue tickets.
Keywords: Post office helpdesk tickets, issue tracking register

(7) BNPL Booking and Pickup Register

Purpose: Tracks Business Reply Mail (BNPL) services.
Keywords: BNPL mail register, business reply tracking

(8) OM Register (Official Mail)

Purpose: Records free official mail dispatches.
Keywords: Post office OM register, official mail log

(9) Unpaid Register

Purpose: Logs undelivered/unpaid articles.
Keywords: Unpaid mail register, returned articles tracking

(10) Stock Register for IPPB QR Cards

Purpose: Manages India Post Payments Bank (IPPB) QR card inventory.
Keywords: IPPB QR card stock, digital banking inventory

(11) Stock Book for ATM Kits

Purpose: Tracks ATM card and PIN mailers.
Keywords: Post office ATM kit register, card stock management

Conclusion

Maintaining these records ensures smooth operations, accountability, and compliance in Sub Post Offices. Proper documentation helps in audits, customer service, and efficient financial management.

Records Maintained in Sub Post Offices