This is regarding developing an easy-to-search locality / village based PIN code Directory in order to popularise the usage of PIN code amongst the public. A project team has been formed to carryout the above task called “PROJECT LOCALITY BASED PIN CODE SEARCH DIRECTORY”. The project requires collection of data in respect of all villages/cities/localities etc. in the country and its uploading on a centralised database.
It has to be completed in a time bound manner and all post offices are requested to follow the instructions and timeline as follows.
1. Annexure I cover the filling up of particulars of all the villages served by all the Branch Post offices in account with each delivery post office and also those villages which are served by the delivery post office directly. This should be filled up by SPM/APM in charge of delivery in each delivery post office by 20th Jan 2012. They make the help of BPMs if need be.
· For example if 5 BOs are functioning under a Sub Office, the SPM should write the names of all the villages, which comes under the delivery jurisdiction of each BO with the help of village sorting list and all the BPMs.
· Annexure I should be written in a consolidation of all the delivery villages under each SO and should not attach separate village list for each BO.
· It should be written in legible handwriting as it is to be feed in central server and the language should be in English only.
· The District name of each village should be ascertained and entered accurately.
2. Annexure II covers the filling up of localities/roads/streets/institutions etc. in each delivery beat under each delivery post office. The SPM/APM in charge of delivery is responsible for getting Annexure II filled by each postman/GDS/GPD in charge of delivery in a beat. Separate forms should be filled up for each delivery beat. Annexure II duly completed must be sent by each PM/SPM to divisional office latest by 18th Jan 2012.It may be noted again that all the villages covered by beats directly under delivery post offices should mention in Annexure I only. Annexure II should cover only town/city/localities and not any village.
· Each beat postman / GDSMD should write names of all the localities / Roads /Streets/landmarks/important offices / Institutions and buildings etc. in his beat list in the given proforma in Annexure II. He will also fill up Post office particulars on top of the proforma of Annexure II.
· The SPM / APM incharge of delivery should verify the details written by each postman / GDSMD w.r.t recent updated beat list and sign for all the beat.
· If a locality/building/road etc is known by more than one name, all names should be written one after other. If a locality/road/street etc is divided into more than one beat, name of the same locality should be written by each beat postman. If, however, the locality is served by different PIN codes, sub particulars written as follows.
For PIN Code XXXXX1 Locality ‘A” Sub Localities 1, 2 etc.
For PIN Code XXXXX2 Locality ‘A” Sub Localities 3, 4 etc.
· Beat postman should sign and hand over the completed Annexure II to his APM Delivery/SPM who will collect it, verify it and put his signature SPM/APM should sign Annexure I.
3. PM / SPMs of each delivery post office should collect Annexure II from each postman / beat in charge and send it together to Divisional office as already intimated. They should also complete Annexure I and send to divisional office.
4. Extra time has been given for sending Annexure I as PMs /SPMs might need help of BPMs for complete the annexure. It may also be noted that only one copy of Annexure I and II is to be filled up.
Sl. No | Nature of Action to be Taken | Target Date | To be done by |
1. | Particulars of the Villages served by all the BOs in account with each delivery PO should be filled by the SPM / APM (In charge of delivery) of Post office by | 20.01.2012 | SPM |
2. | Collection of completed Annexure II from beat postman by the PMs/SPMs and forward the same to Divisional office | 18.01.2012 | SPM & PM |
Since the project has to be completed in a time bound manner, full co operation from all offices is kindly solicited.
PMs/SPMS may be given personal attention to adhere to complete the works on target dates without fail. You are here by directed to adhere to the instructions strictly. Any non-adherence will be viewed seriously.
The proforma for Annexure I and II may be downloaded in the following link.
www.sendspace.com/file/7dyhsn
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