Gujarat State Archives

DUTIES OF DIRECTOR OF ARCHIVES (ANNEXURE – I )

1 Different kinds of work of Establishment, Account, Technical, detailed study of

Technical work, give guidance, to prepare points & if necessary drafts.
2 Promotion, transfer & appointment orders.
3 Countersignature of Bills.
4 All kind of Roster's work.
5 Supervision of Record Management's Training classes & deliver lectures on
various subjects.
6 To deliver lectures on Record Management etc. in Sardar Patel Institute of Public
Administration.
7 To deliver lectures on various subjects in Diploma in Archives course conducted
by the Gujarat Vidyapith.
8 To attend the meeting of the different kinds of Committee's to prepare the notes
and proceeding notes (as & when required).
9 To arrange the meeting with all subordinate offices under the Archives and
compliance of it.
10 Meeting with Secretary concerned.
11 Discussion of await cases of administrative matters with the Secretary of Sports,
Cultural Activities Department.
12 To at tend the Direct Selection Committee for the Recruitment of the Clerk, Clerk-
cum-Typist.
13 The work of all the promotion committees for all classes.
14 To give guidance for the scientific preservation of records & checking of it to
prepare Retention Schedule, To give guidance for preparing Retention Schedule.
15 Purchasing of necessary instruments.
16 Annual Inspection of Subordinate offices &its Memo reading.
17 To arrange seminar, exhibition etc. in the office/s of Archives Department.
18 Tape-recording of freedom fighters and radio talk of departmental functions.
19 To guide and arrangement of records coming from the Secretariat department.
20 Visit to concerned Sachivalaya department and other Heads of departments for
the non-current records whic h are not received from them.
21 To reconstitute, arrange & attend the District Record Survey Committees and its
meeting.
22 To publish the Rak-Daftar, Annual Administration Report etc..
23 New item, Budget and to attend its meeting.
24 Assembly work.
25 To prepare the guidelines of available records.
26 As a Director to maintain the Delegation of Powers.
27 To Survey & acquisition of private records.
 Gujarat State Archives
THE DUTIES & FUNCTIONS OF ASSISTANT DIRECTOR OF ARCHIVES
(ANNEXURE – 2)

1 The work of reconstitution of various Committees / Commissions its meeting,

compilation of information implementation of proceeding notes.
2 Checking of Library Books and giving certificate.
3 Purchase of Archival Building Furniture and Materials.
4 Oral History programme.
5 To give permission to Research Scholars and to implement the norms for coping
fees.
6 To prepare the norms for technical posts.
7 Tour programme of Archives Assistants/Research Assistants.
8 Radio talks and research papers.
9 To organize the Archival week celebration, introduction of Exhibition, Radio talk,
arrangement of exhibition in the subordinate offices and to give lectures to
college and school students.
10 To prepare handbook, guide & guide to the accuracy of Asian history.
11 Correspondent regarding Archival Policy Resolution to prepare Retention
Schedule, approval, scientific arrangement of records, inspection of Sachivalaya
Department's &Heads of Depts. for their non-current records and Record
Management.
12 To acquire and transfer or Secretariat Records and Heads of Deptt. and to
scientific preservation of them in Stack Area.
13 To implement the Regional Records Survey Committee meeting proceeding notes
and co-ordinating of District Records Survey Committees.
14 To publish the Raj-Daftar as an Assistant Editor.
15 Member of the Selection, promotion, Higher scale committee for Class-III.
16 Annual Inspection of subordinate offices.
17 As a Chief Vigilance Officer of Archives deptt.
18 As a Liaison officer of Pension cases.
19 As a liaison officer in Vidhan Sabha.
20 Important works of Accounts & Administration.
 Gujarat State Archives
DUTIES OF SENIOR CLERK ADMINISTRATION

1 Departmental Examination all employees.

2 Pre-service Training of all offic es of this department.
3 Confidential reports – all employees of this deptt.
4 Seniority list – All offices of the deptt.
5 Information of scheduled Tribe, Scheduled Caste, Socially Economically
backward employees of this deptt.
6 Annual Inspection – All offices.
7 Await cases of the Establishment with the Deptt. of Sports, Youth & Cultural
Activities.
8 New items from class-I & IV.
9 Temporary posts converted into permanent post.
10 Closing of files and to send it to the room.
11 Proposals for sanction of posts.
12 Confidential letters.
13 Class-IV employees to be charged in this department.
14 Class-IV employees personal cases in this regard.
15 Class-III employees to be sent to deptt.
16 Delegation of powers – orders in this regards.
17 Regarding Transfer.
18 Regarding Promotion.
19 Procedure for the direct selection.
20 High Level team for speed up the Administration.
21 Information regarding establishment to be printed books/booklet.
22 Memos regarding duties & responsibilities.
23 Select files.
24 Recruit Rules.
25 Orders regarding interview.
26 Court cases.
27 Annual Inspection of A.G. Audit.
28 Annual Inspection by Collector's Office.
29 Legislative Assembly questions – Starred.
30 Legislative Assembly questions – unstarred.
31 Letters from M.L.A. / M.Ps.
32 Procedure to make permanent employees after presenting the post from
temporary.
33 Temporary appointment Cl-III, IV procedure for long term appointment after
completing probationary period.
34 Distribution of works.
35 To create the post of Naik.
36 Training for Class-I G.O.
37 Regularize the appointment.
38 Reservation.
39 Changes in Birth Dates.
40 Work regarding High level team meeting with Secretary, Superintendent etc.
41 Tour programme –Director / Superintendent.
42 Selection Grade, Higher Scale.
43 Permission and N.O.C.'s to the employees of this department.
44 Implementation of 20 point programmes.

List of Register

No Name of Register No of
Registers
1 Register of sanctioned post – Establishment information. 3
2 Register showing permanent posts. 1
3 Roster Register cadrewise. 1
4 Register showing unfilled post. 1
5 Legi. Assembly register. 1
6 P.R.B. register. 1
7 Confidential letter Inward Register. 1
8 Await Register. 1
9 Work sheet. 1
10 Establishment chart. 1
11 Calendar showing the information regarding sub-office. 1
 Gujarat State Archives
DUTIES OF SENIOR CLERK – ACCOUNTS

1 Every work of Budget of the Department.

2 Every work of Budget A.V. reconciliation.
3 Pay commission implementation.
4 Pay bills of employees of the department.
5 Sanction of Advances & Bills.
6 C.Ds. Plan work.
7 Reports, Registers & Periodicals of Plan.
8 New Item.
9 Compliances of Audit Paras.
10 Supplementary Bills.
11 Public Account Committee.
12 Pay fixation.
13 G.P.F. Pass book of Cl-IV of compilation.
14 Distribution of grants to subordinate offices & sanction of loans and advances.
15 Preparation of accounts of subordinate offices &expenditure registers.
16 Pay bills, contingent Bills, Advances Bills to prepare and register it.
17 Pension cases of employees to be retired.
18 Regarding Promotion.

P. R. of the post of Senior Clerk

1 S.C. / S.T. / S & B.C. information 1 (Jan first week)

regarding

2 Gazetted – women & employees 1 (Jan. First week )

information regarding
3 Seniority list 1 (one day of Jan.)
4 Annual inspection report 1 (per month)
Total 4
 Gujarat State Archives
DUTIES OF JUNIOR CLERK

1 Keep the personal files uptodate or employees.

2 Sanction of leave of all class-III & IV employees of the officer.
3 Keep the Service books / Rolls uptodate (of employees).
4 All the periodicals of establishment, P.R. Authority files etc..
5 Identity cards, sanction for further study, staff meeting.
6 Work of closed files of office, use of Gujarati in administration, petty supplied,
small purchase preparation of roll.
7 Reports, Registers & Periodicals of Plan.
8 Pension papers, Abstract of worksheet and Register surety bond etc..
CLERK-CUM-TYPIST (ENGLISH)
1 English Typing outward, Inward, Indent of stationary and forms, Disposal of
papers, indent of Bank diary, Dress supply to class-IV employees.
CLERK TYPIST (GUJARATI)
1 All work of Gujarati Typing.
2 Repairing of Type Machines.
3 In subordinate offices Junior clerk is performing the duties of disposal of
applications of public, for true copies search of Records, preparation and com of
true copies, up dates the classification Registers.

Gujarat State Archives

DUTIES OF LIBRARIAN

1 Arrange of Books.
2 Issue Section.
3 Checking of books, transfer list.
4 Binding of books.
5 Purchase of books & to prepare Accession register for purchased books.
6 Verification of books.
7 Selection of books.
8 Total responsibility of Library.
 Gujarat State Archives
DUTIES OF JUNIOR CLERK – CASHIER

1 All functions of cash.

2 To check all the bills of subordinate offices for countersignatures.
3 To prepare to check the T.A. bills and to send them to P.A.O..
4 To register the bills and to submit in P.A.O..
5 Purchase of materials.
6 To make entry in the Advance / Loan register of the subordinate offices.
7 L.T.C. Home town, Bills, and sanctions.
8 P.A. Bills preparation.
9 Economy in Government expenditure.
10 Periodicals of Accounts.
11 Up-to-date the registers of Accounts.

Gujarat State Archives

DUTIES OF JUNIOR CLERKS IN RECORD OFFICES

1 Keep the files up-to-date given incharge disposal of papers, cases. But the
papers with references in front of Archives Assistant (R.A.) office Supdt., Supdt
and keeping the papers in / with the file after disposal.
2 Prepare the various registers and to make the entries according and attestation
thereof.
3 Preparation of check list of the records kept in record rooms.
4 Verification of records with thee transfer list case in the office and to arrange the
records properly.
5 Preparation of Ferist of the records submitted in the office, as well as revise the
old ferist register.
6 Supply of records asked/requested by the offices / departments, after making
necessary entry in the record issue register And demanding the same records
after completion of prescribed period.
7 Supply of records in courts to complete the necessary process for supply of
records & research scholars and to demand for return of the same.
8 Arrangement for search and records and to prepare and supply of true copies to
the applicants.
9 Receiving the repaired records and to arrange to it properly.