CONTENTS
• MODULE 2: TAPPALS AND FILE MANAGEMENT
• MODULE 3: NOTING AND DRAFTING
• MODULE 4: FAIR COPYING AND DESPATCH
• MODULE 5: DISPOSALS AND RECORD MANAGEMENT
• MODULE 6: CHECKING OF ARREARS AND DELAYS
• MODULE 7: MECHANICAL AIDS
TARGET GROUP:
Government Functionaries.
THE COURSE AND ITS AIM
"Office Management is an essential feature to any department irrespective of its size & nature as well as area of operation. The present distance training course aims:
To build capabilities in discharging day-to-day functions by imparting required knowledge & skills in rules/procedures of dealing correspondence, registering the currents received, processing, drafting, fair copying, dispatching, disposals and record maintenance etc. Though imparting skills through distance learning methodology may not be possible, by responding to the activities and self assessment questions incorporated in the Self Instructional Material and also the assignments/tests proposed, the trainee may acquire some skills.
COURSE OBJECTIVES:
At the end of the training, the trainees will be able to:
1. describe the salient features of the Tottenham System of office procedure
2. describe the items involved in general discipline in office administration
3. describe the procedure involved in receipt and distribution of tappals
4. describe the significance and procedure in maintanance of Personal register and Registering Tappals
5. describe the procedure in arrangement of a File
6. describe the salient feature of preparation of an office note
7. list out types of communications commonly used in offices
8. describe the procedure in noting and drafting
9. prepare a note and draft of a given situation
10. list out kinds of disposals
11. prepare index slip and disposal jacket
12. describe the procedure of records maintenance
13. describe the steps involved in checking the registers to prevent delays
14. list out and describe various types of mechanical aids that are used in office
COURSE STRUCTURE:
The course is divided into the following seven (7) Modules:
1. Tottenham System of office procedure
2. Tappals and File Management
3. Noting and Drafting
4. Fair copying and Despatch
5. Disposals and Record Management
6. Checking of Arrears and Delays
7. Mechanical Aids
STRUCTURE OF MODULES:
Each module is further divided into units as detailed below:
MODULE 1: TOTTENHAM SYSTEM OF OFFICE PROCEDURE
Introduction
Unit – 1: Office and office system
Unit – 2: Salient feature of Tottenham system
Unit – 3: General Discipline
MODULE 2: TAPPALS AND FILE MANAGEMENT
Introduction
Unit – 1: Receipt and distribution of Tappals
Unit – 2: Maintenance of Personal Register
Unit – 3: File Management
MODULE 3: NOTING AND DRAFTING
Introduction
Unit – 1: Noting
Unit – 2: Drafting
Unit – 3: Types of Communication
MODULE 4: FAIR COPYING AND DESPATCH
Introduction
Unit – 1: Fair copying
Unit – 2: Despatch
MODULE 5 : DISPOSALS AND RECORD MANAGEMENT
Introduction
Unit – 1: Types of Disposals
Unit – 2: Maintenance of Records
MODULE 6: CHECKING OF ARREARS AND DELAYS
Introduction
Unit – 1: Registers to be maintained
Unit – 2: Stock files and other reports
MODULE 7: MECHANICAL AIDS
Introduction
Unit – 1: Manual Aids
Unit – 2: Mechanical (Electric/Electronic) Aids
LEARNER SUPPORT:
- As the package is developed using distance learning methodology, the course material, in parts, will be sent to the participants by post and / or through e mail where ever such facility is available. The seven modules of the course will be sent separately . For each module, some time will be given to the learner to go through the material. At the end of each module there may be an assignment or test to assess / reinforce learning.
- Counseling support will be made available through:
- Identified local/nearby Resource persons, where ever possible
- Resource persons of District Training Centers
- District Training Centers and DVD Centers in DTCs which are functioning in each district.
- Participants can avail the facility as and when they visit the district headquarters.
- quick response to the queries of Learners either by post or e-mail
WORKSHOP:
A one or two days workshop at different places near to the participants is recommended for clarification of any doubts and also to conduct the proposed end of course test/assignment. However this depends on the facilities available and also the number of participants.
CERTIFICATION:
Course completion certificate will be awarded to the participants at the end of the course. An assignment / test will be conducted either in the workshop or sending test paper by post.--------------------------------
The MCHRDI, Hyderabad has developed the material under the programme of strengthening ATIs supported by the Government of India and UNDP.
DEVELOPED BY THE ANCHOR INSTITUTE
Dr. MCR HRD INSTITUTE OF ANDHRA PRADESH
ROAD NO. 25, JUBILEE HILLS, HYDERABAD – 500 033
Phone: 040- 23548487; Fax: 040- 23548489
[UNDER THE ‘UNDP’ PROJECT ON ‘ STREANGTHENING OF STATE ATIs’
THROUGH DEPARTMENT OF PERSONNEL AND TRAINING, GOVERNMENT OF INDIA]
DISTANCE TRAINING COURSE ON OFFICE MANAGEMENT
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