Dak Diarisation

File No.
I/(22)/OTH/1243/2021-eOffice-O/o DG-DGPM-HQ-DELHI
DAK DIARISATION IN e-OFFICE1
The term ‘Dak’ includes every type of written communication such as letter,
telegram, inter-departmental note, file, fax, email, whether by post or otherwise, received in
any office for its consideration.
1. Receipt of Dak
i. All physical dak will be received in the Central Registry of the office concerned,
or where no such arrangement exists, by the person assigned the responsibility to
receive it. However, confidential/secret dak will be opened and diarised by the
addressee or by their personal assistants. No physical dak shall be sent to
anyone for marking.
ii. Dak received on personal email may be forwarded to the designated email id of
the office or diarised by the person himself.
2. Scanning of physical dak/ email, its insertion into the system & diarisation
I. Dak received in physical form
Dak received in physical form shall not be sent as such for marking. First, it
shall be scanned [including the enclosures (if any)] & diarized into the system by the
person who received the physical dak. In case the enclosures are missing, he shall take
action telephonically or electronically to obtain the enclosures from the sender,
preferably in the electronic form.
Where voluminous books, papers, etc. are sent as annexure, the sender may be
requested to send a soft copy or indicate public website link from where the book, etc.
may be downloaded.
The dak received in the physical form has to be first converted into electronic
form. Thereafter, it can be diarised in the electronic form. Accordingly, in case of dak
received in physical form, the following procedure may be followed: -
a. A dated stamp of the office shall be put on the dak immediately on its receipt.
1
Refer Central Secretariat Manual of e-OFFICE PROCEDURE, First Edition, Feb 2012 by the Department of
Administrative Reforms and Public Grievances, Govt. of India
File No.I/(22)/OTH/1243/2021-eOffice-O/o DG-DGPM-HQ-DELHI
b. After dak is stamped, it shall be scanned, diarized and sent through e-Office to
the person to whom it is addressed or to the concerned functionary in
accordance with the work Distribution Chart. In other cases, the personal staff
shall scan it & diarize it for further directions.
In view of the requirement to scan the physical dak, while sending letters, only
a website link/ URL may be provided, to save paper and scanning effort of the
receiver.
II. Dak received through Email
The designated email id of an office should be the single point of contact for
receipt of dak in electronic mode. Email received shall not be printed for the
purpose of marking. In case of email, the following procedure may be followed: -
a. The email will be diarised and sent to the officer to whom it is addressed.
b. In case the email contains attachments other than pdf such as word
document, excel sheet, ppt etc., which may be required by the user for
attaching to the efile without converting it into pdf, the email, besides
being diarised in e-Office, may also be forwarded to the
user’s/section’s email, after entering comments in ‘Remarks’ column
in eOffice, that it has been sent to them. This will facilitate such
attachments to be attached to an efile, in the same file format in which
it is received.
c. Print out of email should not be taken for diarizing it.
III. The application will automatically generate a Diary Number for every dak
diarized. This diary number will be in seriatim. This Diary Number shall be record on
the physical dak.
3. Storage of physical dak after scanning:
i. After the diarization, the physical dak will be retained, in a folder, by the
functionary who received it initially.
File No.I/(22)/OTH/1243/2021-eOffice-O/o DG-DGPM-HQ-DELHI
ii. The dak will be kept chronologically. At periodical intervals, the folder will be
stitched & kept safely by CRU in its custody, or in the Record Room, or as
prescribed for a particular office.
iii. If the dak received in physical form is required by a branch or section, it may be
collected by them from CRU. In such a case, CRU shall keep a copy of the first
page of the dak and shall take receipt on it before handing it over.

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File No.

DAK DIARISATION IN e-OFFICE1

I. Dak received in physical form

II. Dak received through Email

3. Storage of physical dak after scanning:

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