# How many free copies prepared on applications under rules 248, 251 and

- **Citation:** C.L. No. 75/VIII
- **Court:** Allahabad High Court
- **Decided:** 1958-12-05
- **Case number:** C.L. No. 75/VIII
- **Source:** https://unisonlegal.in/judgment/allahabad-high-court/how-many-free-copies-prepared-on-applications-under-rules-248-251-and-162662
- **Pages:** 51

## Text

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352

(b)
How many free copies prepared on applications under rules 248, 251 and
252 General Rules (Civil) read with G.O. No. 113 dated 5.12.1958 and C.L. No.
75/VIII a-51 dated 3.12.1960 remained undelivered within the prescribed time
during one year period preceding the date of inspection ?
16.
(a)
Whether unused stamps in cases of rejected applications are being
returned within 30 days after intimation to the applicant or his counsel and if unreturned stamps are being destroyed and necessary entry made in register form No.
31 ? Give details of such applications in Proforma III in respect of rejected
applications during the period of three months one month prior to the date of
inspection. (Rule 254, paras V to IX).

(b)
Examine some rejected applications to see if reports and orders are
correct.
17.
Whether copies remaining undelivered after 15 days of the notice are being
disposed of after obtaining orders of the Judge? Send a statement prepared in
Proforma IV. Examine pending undelivered copies with the Head Copyist on the
date of inspection as well as the entries in Register Form No. 31 in respect of
undelivered copies at least for three months, one month prior to the date of
inspection? (Para 2 of rule 260 G.R. (Civil).
18.
Whether copies are being prepared legibly, accurately, properly noting the number
of words correctly and are being properly certified as true copies duly and legibly
signed by the Copyist and Head Copyist? Check some of the copies pending with
the Head Copyist undelivered, preferably prepared before the date of intimation
of the inspection and prepared by each Copyist with G.L. No. 29/A dated
1.8.1929, G.L. No. 43 dated 10.8.1934 G.L. No. 59/Ve 65 dated 22.9.1950 and
G.L. No. 41/Ve-65 dated 6.5.1957.
19.
Whether the consolidated register of Karguzari and distribution of work in form no.
33-A referred to in rule 268, is being put up before the Officer-incharge copying
department fortnightly (G.L. No. 56/A-17(l) dated 1.11.1935 as amended by G.L.
No. 7/A-2(l) dated 27.1.1936).
20.
Are records being received in and returned back from the Copying Department
within 24 hours of the sending of the application or the preparation of the Copy.
Get a statement prepared in Proforma VI. (Rules 246, 254 (a) Para 3 and (b) (ii)
and C.L. No. 3/Ve-81 dated 27.2.1952).
21.
Whether strict rule of priority is being maintained by the Head Copyist? (Examine
some ten days in the register form No. 31).
22.
Are provisions of rules 250 and 253 being followed in the case of applications for
copies by strangers or in cases under hearing?
23.
(a)
Whether copies of maps and registers etc. are being prepared after
preparing estimates and whether registers in form No. 28 and 29 are maintained ?

(b)
Whether copies of maps and registers etc. are being prepared by the
Copyist or by some special copyist?
24.
Whether fortnightly statement (Progress Report) is being maintained and put up
before the District Judge?
353
25.
Whether the Copyist are maintaining a register of Karguzari in form No. 33
properly?
26.
Whether rejected applications are sent to the court concerned or the record room
soon after rejection?
27.
Whether the Head Copyist maintains a guard files of:

(i) Inspection Notes

(ii) For orders of the District Judge,

(iii) For C.L. and G.L. and

(iv) For orders of the officer in-charge Copying Department?
28.
Does the Head Copyist work intelligently and in a business like manner?
PROFORMAS REGARDING INSPECTION OF COPYING DEPARTMENT
PROFORMA - I
Name of
Officer
Quarter ending
Date of inspection
Date of submission to the District
Judge after compliance
1
2
3
4
PROFORMA - II
Nature of application
Civil or Criminal
Urgent
78 77
.................
Ordinary
78 77
.................
3 Oldest of each types
1
2
3
4
PROFORMA - III
Particulars
of
application
Date
of
rejection
Value
of
folio
Date of return
Date of destruction
1
2
3
4
5
PROFORMA - IV
Particulars
of
application
Date of notice
Date of Order of Officers incharge Copying
Department
Remarks
1
2
3
4
PROFORMA - V
Name of
Copyist
Particulars
of
application
Words shown
Actual Wards found
No. of words in
excess
1
2
3
4
5
PROFORMA - VI
Name
of
official
Particulars
of
application
Date
of
handing over
to
official
concerned
Date
of
production
of record
Date
of
preparation
of copy
Date of return
of record given
in
column
number
8
of
register no. 31
Date
of
return given
in Register
Form
No.
84
1
2
3
4
5
6
7
==========
354
355
Appendix-4

QUESTIONNAIRE FOR INSPECTION OF AMINS

1.
Who is the Officer in charge Amins and since when?
2.
Has the Officer in charge inspected the work of Amins?
3.
How many posts of Amins in I Grade and II Grade are sanctioned for the district
and who are the Amins working on these posts and since then? (Proforma II).
4.
Are the Amins qualified and satisfy the condition laid down in rule 522 General
Rules, (Civil)?
5.
Have the Amins furnished security? If so, of what amount and whether it is
sufficient? (Rule 541 G.R. Civil).
6.
Are there any others officials in the judgeship who have received training of
Amins? Give their names and year of training.
7.
Have circles of Amins been divided into beats and dates fixed for each beat?
(Give details) [Rule 527, General Rules (Civil)].
8.
Have Amins been supplied the necessary instruments for their work (Rule 523,
General Rules, Civil).
9.
(a)
Are the Amins substituting their weekly programme to the
Officer in charge Amins and to all the courts of whose writs they
execute? [Rule 531, General Rules Civil)].

(b)
Are the Amins planning their tour in accordance with rule 527 (c). General
Rules (Civil) and fix sufficient work every day.
10.
How many parwanas are pending with the Amins unexecuted on the date of
inspection (Give details beatwise three oldest parwanas of each beat in
proforma II-A with reason?
11.
How many parwanas were received by the Amins for execution during the year
under inspection and how many of them were returned unexecuted (Give list of
unexecuted Parwanas in Proforma No. III).
12.
In how many cases the Amin sought extension for execution of the Parwanas
during the year under inspection)
13.
What is the percentage of parwanas returned unexecuted during the year under
inspection? (Give comparative figures in Proforma IV for the current year and the
corresponding previous year).
14.
Give the number of writs returned unexecuted according to the following
classification during the year under inspection:

(i)
For shortage of time or late receipt.

(ii)
Sudden increase in work.
356

(iii)
Due to absence of the decree holder or his representative or due to
unwillingness of the decree holder to get the writ executed.

(iv)
Due to nature of work and labour involved.

(v)
Due to stay orders from the courts issuing the writ or from the
appellate courts.

(vi)
For want of Police help.

(vii)
Incomplete particulars in the writ.

(viii)
For want of self addressed P.C. of D.H.

(ix)
For want of requisite material.

(x)
On account of unjustified and lame excuses.
15.
Whether the Amins have sufficient work to do? If not are their services being
utilized in the office some where else?
16.
Are the Amins over-loaded with work and the work is being evenly distributed?
Is any additional help required? [Rule 524, General Rules (Civil)].
17.
Are the Amins taking proper interest in executing survey commissions and execute
the same in accordance with the instructions contained in rule 533, General Rule
(Civil)?
18.
Are
the
Amins
submitting
monthly
statements
with
proper
certificate of the work done as required by rule 535, General Rules (Civil). Is that
statement being submitted to the District Judges after scrutiny by the Officer in
charge by the 10th of the next month [Rule 536, General Rules (Civil)]?
19.
Whether the Amins are maintaining registers in Form no. 107, 108, 109 and 110
properly and make entries in the cash register immediately [Rules 335 and 407,
General Rules (Civil)].
20.
How many movable properties are lying attached for more than a year? (Give
details in proforma V).
21.
In how many cases, he released movable properties on the spot during the year
under inspection?
22.
Whether the Amin is issuing payment orders in Form No. 111 in case of sale of
immovable property? [Rule 334, General Rules (Civil)].
23.
Whether the Amin is issuing receipts for cash payment received by him
[Rule 333, General Rules (Civil)].
24.
Whether the Amin is paying the cash amounts received by him into the Treasury
through pass book Form no. 112 the same day or latest the next day and sending
the extracts of the pass book to the courts concerned? [Rules 337 and 338 General
Rules (Civil)].
25.
Whether the Amins are submitting weekly return in Form no. 113 and 114 to the
courts concerned and the same are being checked by the Munsarim of the courts
concerned? [Rules 339 and 340 General Rules, (Civil)].
357
26.
Whether poundage money is being realised on all the sales conducted by the Amin?
[Rules 369, 371 and 373, General Rules (Civil)].
27.
Is fee for Amin being realized in accordance with rules 375, 376, 377 and 378
General Rules (Civil) read with notification no. 99/VIIIb-135 dated 23.3.1959 and
correction slip no. 27 dated 9.6.1962?
28.
Has the Amin given priority to some writs over the others received earlier with
permission or without permission of the Officer in charge? Was there any
justification for giving such priority?
29.
Does the Amin exercise his discretion properly in accepting bids in public
auctions?
30.
Does the Amin take interest and pain in his work? Is he methodical and systematic?
31.
What is the opinion of Presiding Officers of various courts about the quality of his
work and conduct? (It may be obtained, confidentially from various officers)
32.
Whether guard file for inspection notes is being maintained?
33.
Whether any observations or instructions at the last inspection have remained
unattended? If so, furnish reasons therefor.
PROFORMA FOR INSPECTION OF AMINS
PROFORMA - I
Name of Officer
Quarter ending
Date of inspection
Date of submission to
District Judge
1
2
3
4

PROFORMA - II
Name of
circle
Name of
Amin
Grade I
or II
Date
from
which he
was
posted in
the circle
Date
from
which
working
as Amin
Date of
confirmation
Remarks
1
2
3
4
5
6
7

PROFORMA - II A
Name of
Amin
Name of Beat
No. of pending
parwanas
Date of 3
oldest of each
beat
Reason for delay If
first date of return
expired
1
2
3
4
5
358
PROFORMA - III
Sl.No
.
Circl
e
Beat
Name
of
Court
No. of
writ
with
descript
ion
Date
of
recei
pt
Date
fixed
for
return
Date
fixed
for
executi
on
Date
of
return
Extend
ed date
if
extenti
on
sought
for
Reason
s
for
returni
ng
unexec
uted
Remar
ks
1
2
3
4
5
6
7
8
9
10
11

PROFORMA - IV
Period
Number of Parwanas
received
Parwanas
executed
Percentage
1
2
3
4
1.1.77 to 31.12.77
1.1.78 to 31.12.78

PROFORMA - V
Sl. No. of
Reg. No.
109
Date of
attachment
Name of
Beat
Suit No.
and court
Execution
case no.
Name of parties
1
2
3
4
5
6

=========================
359
Appendix-5
QUESTIONNAIRE FOR THE INSPECTION OF ADMINISTRATIVE OFFICE
1.
When was the office last inspected and by whom? Has the compliance report been
submitted? If so, when?
2.
What is the distribution of work between the Sadar Munsarim, Ilnd. Clerk
(Administrative Clerk and the Assistant Miscellaneous Clerk. (Give their duties
separately).
3.
Is the dak from the Post Office being received in locked bag and being opened in
presence of the Presiding Officer or the Sadar Munsarim ?
4.
Whether any observations or instructions at the last inspection have remained
unattended? If so, furnish reasons therefor.
5.
Has guard file for inspection notes of the office been maintained?
6.
On what date or dates the administrative office was inspected by the Sadar
Munsarim?
7.
Whether the statements and returns required to be submitted monthly, quarterly and
annually by various courts and offices are being received in time? If not, give list
giving the names of courts and offices and the dates of receipt showing the delay.
8.
Whether the statements and returns, monthly, quarterly and annual are being
submitted to the Hon‟ble High Court, Accountant General, U.P., and the
Government etc. in time on the required dates and if not, give details of the
delayed statements and reasons.
9.
Are
quarterly
inspection
notes
being
recorded
by
Presiding
Officers of various courts being submitted in time after compliance and are they
properly kept in Guard Files.
10.
Have orders been passed on the Quarterly Inspection Notes received from various
courts, communicated and compliance received? If not, why? Has any register for
receipt of quarterly inspection notes from various courts giving dates of receipt,
communication of orders and receipt of compliance been maintained?
11.
How many Inspection Notes (by Inspector of Offices, Inspector of Stamps)
concerning the entire judgeship are pending compliance and are they entered in a
proper register?
12.
from which courts compliance of above mentioned Inspection Notes have not been
received and for how long?
13.
How many audit reports and objections concerning Nazarat are still pending
undisposed and for how long?
14.
Are registers for inward and outward correspondence being maintained in Form
Nos. 62 and 63 and cross references being noted? [Rules 431 and 432 General
Rules (Civil)) Part I].
15.
In register of pending files maintained in the prescribed amended form and
entries made up to date? (Rule 444(2) General Rules (Civil) Part 1 read with
Correction Slip No. 36 Notification No. 56/VIII (b)-l, dated March 10, 1964).
360
16.
(a)
Is the register of pending files placed before the District Judge or the
Officer Incharge, Administrative Office once a week? [Rule 444(2) General Rules
(Civil) Part I].

(b)
Is a list of all returns and reports hung near the seat of the Munsarim and
in the Chamber of the Presiding Officer and is corrected up to date. Rule 444 (a)
General Rules (Civil) Part I.
17.
Is a Despatch Book in Form No. 66 for local dak being properly maintained? [Rule
445 General Rules (Civil) Part I].
18.
Are letters properly classified and filed opened under proper heads
and letters properly arranged and marked? (Rules 429, 430, 433 and 434
General Rules (Civil) Part I).
19.
Are the closed files kept in bundles and pending files kept in
correspondence press? (Rules 437 and 438 General Rules (Civil) Part I).
20.
Have file indices been properly maintained about the files entered? [Rule 439
General Rules (Civil) Part I].
21.
(a)
Is register for G.Ls., C.Ls. and G.Os. maintained in Form no. 62 and kept
in separate Guard Files? [Rule 441 of the General Rules (Civil) Part I].

(b)
Are copies of important C.Ls. G.Ls. and G.Os. being issued to other courts
and are all other C.Ls., G.Ls. and G.Os. circulated to all the Courts?
22. Are separate files being maintained for correspondence originating from a Circular?
[Rule 443 General Rules (Civil) Part I ].
23. Is the weeding of the administrative correspondence up to date? When was the last
weeding done? (Rule 449 General Rules (Civil) Part I).
24.
(a)
Whether a register in Form no. 24 of all the requisitions received from the
Hon‟ble High Court is being maintained properly ?

(b)
How many requisitions received from the Hon‟ble High Court have
remained uncomplied and for how long? To which courts these were sent a when?
Have any reminders been sent?
25.
(a)
How many preliminary and final enquiries for loss of records are pending
and with whom and for what period ?

(b)
How many disciplinary enquiries are pending against the officials and
class IV employees and since when?

(c)
In how many enquiries charges are to be framed? When orders for framing
of charges were passed in those cases?
26.
Have annual entries for the last year been given to the entire staff?
27.
(a)
How many persons are to be retired during the next six months and in how
many such cases preparation of pension papers has been taken up?

(b)
How many pension cases are pending incomplete due to the fault of
Accounts Clerks and how many due to the fault of the retired official?

(c)
How many pension cases are pending in the Accountant General‟s Office
for finalization and how many cases are under objection?
361

(d)
In how many cases 3/4th gratuity and provisional pension has been
sanctioned out of those whose pension cases have not been finalized?

(e)
In how many cases of retired employees payment of General Provident
Fund has not been sanctioned and why?
28.
(a)
Are General Provident Fund Deductions of all the employees being
entered in the relevant registers in proper columns every month and the interest
being added every year ?

(b)
Are General Provident Fund Account Slips being issued to the employees
regularly every year?

(c)
Is C.D.S. Account being maintained properly and payment being made?
29.
Have all the loans and advances granted during the last one year‟s period from
General Provident Fund been entered in the relevant columns of the register and
are monthly deductions being made regularly?
30.
(a)
Is leave account of Gazetted Officers drawing pay up to Rs. 1,000/- being
kept correctly and properly?

(b)
Are the Service Books of the officials of the judgeship re-attested every
five years and are the leave accounts and other entries in the Service Books
complete?

(c)
Have the entries of encashment leave been made in the Service Book of
those who have taken encashment leave during the last one year?
31.
Is the pay of the officials and class IV employees being disbursed on the first of
every month and if not, why?
31.
(a)
Whether the condition of electrical wiring and installation in the court
buildings is safe and satisfactory?
32.
Is Establishment Order Book maintained? [Rule 346 G.R. Civil Pt. I].
33.
(a)
Is separate register for bills of Amins and his peons being maintained?

(b)
How many Travelling Allowance Bills are pending for checking and
disposal on the date of inspection and for how long and why?

(c)
Are Establishment Bills being prepared at the end of the third week and
sent to the Treasury by 24th of the month? If not, Why? [Rules 345 and 354
General Rules (Civil) Part I].

(d)
Is any arrears of pay allowances of any official and class IV employee for
any period not drawn? If so, why? (Give details).

(e)
Are applications for leave being put up before the District Judge for orders
promptly and orders passed communicated to the employees concerned promptly?
==========
362
363
Appendix-6
QUESTIONNAIRE FOR THE INSPECTION OF LIBRARY
1.
Who is the Officer-in-charge Library and since when?
2.
Whether the Officer-in-charge Library inspected the Library quarterly and
inspection notes have been complied with? (Prepare statement in Proforma-1).
3.
Who is the Librarian and since when?
4.
Is the Library room in good order with sufficient space and furniture?
5.
Are all the books entered in the catalogue as prescribed by rule 450, General Rules
(Civil) read with Notification No. 10/VIIlb-272 dated 13.1.1964 and properly
classified in accordance with rule 451, General Rules (Civil)?
6.
Has the Librarian stamped, seal of the Court as required and affixed 'Government
Property‟ labels on each book? [Rule 453, General Rules (Civil)].
7.
Has a certificate as to condition of books in the Library been sent to the Registrar,
High Court, every year. If so, quate the date (Rule 453(3) General Rules (Civil).
8.
Has there been any loss of any book from the Library in the current year? If so,
has the loss been reported and what action taken? (Rule 453 (4 and 6) and 456,
General Rules (Civil).
9.
Do lawyers including Government Advocates and penal lawyers use the Library? If
so, is there sufficient space to accommodate, lawyers to sit there and read law
books and journals? [Rule 452 and 454, General Rules (Civil)].
10.
Have books been supplied to courts individually? If so, has any entry been made
showing books supplied to each court?

[Rule 457 General Rules (Civil)].
11.
Whether books issued temporarily to an officer are returned before the close of the
day? If not, given instances? [Rule 454, General Rules (Civil)].
12.
Have books been issued to lawyers on slips, to be taken out of the Library? [Rule
454, General Rules (Civil)].
13.
Has any book remained out side the Library for more then three months? If so,
were quarterly lists of such books submitted to the District Judge as required by
rule 455, General Rules (Civil)?
14.
Are correction slips received in the Library regularly? If not, why? If no correction
slips have been received. What steps have been taken to procure them?
15.
(a)
Have all corrections and amendments in various Acts from time to time
promptly been incorporated in all copies of the relevant Acts and rules etc.? (C.L.
No. 120/L-34 dated 13.12.1951, G.O. No. 7 dated 5.6.1894 and C.L. No. 13 dated
20.12.1902).

(b)
Whether any register for correction slips and amendments received is
maintained?
16.
Whether all necessary books and enactments have been supplied to all the courts
including diglot editions? (Rule 457, General Rules (Civil).
364
17.
What
are
immediate
requirements
of
books
and
enactments
etc. for various courts and the Central Library and what amount is required?
18.
Whether there are sufficient number of English and Hindi dictionaries approved by
the Hindi Department of U.P. Government or Central Government of Bhasha
Vibhag and sufficient copies supplied to each Court?
19.
Whether register for a journal is being maintained and whether all the journals are
being received regularly?
20.
Whether important Notifications, Acts and Bills are being placed before the Distt.
Judge by the Librarian?
21.
Whether journals, gazettes and extra-ordinary gazettes are being circulated?
22.
Whether the price of the books lost or journals lost has been realised or any inquiry
started?
23.
Are there unbound books in the Library requiring binding? If so, what steps have
been taken to get them bound? (C.L. No. 55-X dated 19.4.1952 and C.L. No. LB12 dated August 1976).
24.
Whether gazettes have been bound and maintained as required by rule 461 General
Rules (Civil)? (Cl. No. 77/VIIIb-119 dated 11.9.1956).
25.
Has the weeding of books taken place in the Library? If so, when? If not, are there
any books in the Library which may require weeding in view of rule 465, General
Rules (Civil) rules 462 to 464, General Rules (Civil) read with C.L. No. 5 dated
13.1.1959.).
26.
Whether the bills of books purchased and subscribed during the previous year have
been paid and grant fully utilized?
27.
Whether indents for stationery and non-saleable forms have been received from
various courts in time and whether a consolidated indent has been submitted in
time, State Form No. 173? [Rule 512, General Rules (Civil)].
28.
Whether all the required stationary and forms have been received? If not, what are
the items not received and if any reminder has been issued?
29.
Whether the stationery being supplied is sufficient for the judgeship? If not, how
much more is required?
30.
Is the stock of paper and stationery in accordance with the entries in the Stationery
Register on physical checking?
31.
Whether guard file of inspection notes is being maintained?
PROFORMA - I
Name of
Officer
Quarter
ending
Date of
Inspection
Date of submission to the District
Judge after compliance
1
2
3
4
========
365
Appendix-7
QUESTIONNAIRE FOR INSPECTION OF RECORD ROOM
1.
Name of officer-in-charge, Record Room, date from which he is in charge.
2.
Has the officer-in-charge, Record Room, inspected in every quarter and compliance
made (Give details in proforma 1).
3.
What is the strength of the Record Room staff? Is the staff over-worked? Is the
distribution of work among the A.R.Ks. even? (Give details in proforma 1A).
4.
Whether there are adequate arrangements for extinguishing fire? (Appendix 21,
Central Rules (Civil), Part II).Whether fire-extinguishers are in working order?
When those were last tested? Whether the condition of electrical wiring and
installations in the record room is safe and satisfactory.
5.
(a)
Whether records are kept in separate racks for each court ? [Rule 110
General Rules (Criminal) and rule 179, General Rules (Civil)].

(b)
Whether different colours for Bastas of different courts have been
assigned? If so, give details, rule 194 General Rules (Civil) last para.)

(c)
How many Bastas require re-colouring, relabelling of replacement?

(d)
Whether bundles have been properly labelled giving details of records?
(Para 2 of rule 194, General Rules (Civil).

(e)
Whether records in bundles have been kept in accordance with date of
institution in the court of first instance and serial register no. and according to rule
192, General Rules (Civil)? [Rules 180 and 194, General Rules (Civil)].
6.
(a)
Whether dates for consignment of records and registers from various
courts to the Record Room have been fixed and whether records are being received
within time ? Give details in Proforma II, (Rule 181, General Rules (Civil) and 108,
General Rules (Criminal).

(b)
Whether registers are also being consigned by various courts according to
Rules within the time prescribed? If not, since when the registers have not been
received and from which court?

(c)
Whether records and registers are accompanied by list and invoice and
lists are being properly stitched? Rules 182, 184 and 190 General Rules (Civil) and
109, General Rules (Criminal).

(d)
How many Goshwaras are kept unbound? Give number of courts and the
years for which Goshwaras have not been bound?

(e)
Are sufficient number of decided records and registers being retained by
the court concerned? if so, are reasons given in the accompanying list and
requisitions sent? How many of these are retained on account of nonpreparation of
decrees? (Para 3 of rule 181, General Rules (Civil). Each A.R.K. to give statement
for 3 months preceding the date of inspection in Proforma II-A).
366

(f)
Whether certificate of consignment are being submitted by Munsarim of
each court to the District Judge by 28th of every month? Name of the courts from
which the certificate have not been received during the last one year (Para 2 of rule
181 G.R. (Civil).
7.
(a)
Whether monthly consignments have been examined and second punching
done within one month from the date of receipt and certificate given? (Rules 187,
188, 189 and 191 of General Rules (Civil) and rule 111, General Rules (Criminal).

(b)
Whether there are any arrears for examination with any A.R.K. or Record
keeper? If so, give details in proforma III).

(c)
How many defective (Badar) files were found during checking? Give
details in proforma IV.

(d) Whether the defective files are being corrected in accordance with paras 2 and 3
of rule 188, General Rules (Civil).

(e)
How many defective files are pending corrections in Record Room or
various courts and for how much time? Give figures in proforma IV.

(f)
Whether
examination
of
records
is
properly
done
in
light
of rules 142, 150, 153, 157, 159, 181 and 187 and G.Ls. and C.Ls. reproduced on
pages 547-553 of the Circulars of the Hon‟ble High Court? (Take out a few records
from bundles of each A.R.K. and examine them in light of rules 187, 188 and 191
of General Rules (Civil).

(g)
Whether examined records have been restored to the bundles the same day
or next day of examination? In case of arrears give details of records received last
month in proforma V.

(h)
Whether records received back from Copying Department or appellate
courts or other courts are restored as soon as they are received ?

(i)
Whether the files of miscellaneous cases and papers received, are being
restored to the proper records? (Rule 193, General Rules (Civil) and 112, General
Rules (Criminal).
8.
(a)
Whether all the records and registers required to be weeded upto the date
of inspection, have been weeded? If in arrears, give details in proforma VI and VII.

(b)
Whether records have been weeded in accordance with rules 193 to 201,
General Rules (Civil) and rules 177 to 184, of General Rules (Criminal) ? (Some
weeded records and registers should be taken out checked for compliance of rules
199, 200 and 201 of General Rules (Civil).
9.
(a)
How many ordinary requisitions from courts for records have been
complied with more than a week delay during the year under inspection? Give
details of such requisitions in proforma VIII for the last three months.

(b)
How many urgent requisitions from courts and requisitions from Copying
Department have been complied with after more than 24 hours during the year
under inspection? (Give details of such requisitions in proforma VIII for the last
three months).
367

(c)
In how many cases records had not been sent at all?

(d)
How many requisitions are pending for compliance with each A.R.K. and
Record Keeper? (Give dates of the three eldest requisitions.)

(e)
Are entries of register Form No. 24 being properly made in accordance
with rules 211, 212 and 214 General Rules (Civil) for civil records and in Form
No. 5 in accordance with rule 130, General Rules (Criminal) for criminal records
(check some continuous 25 entries from the registers.
10.
(a)
How many records have not been returned from various courts for more
than a year and from how many courts? Has any action been taken by the Record
Keeper and the A.R.K. concerned.

(b)
Have the quarterly lists been prepared and sent to the courts concerned
and received back after verifications? (Give information in proforma IX).
11.
Has monthly statement provided by para 2 of rule 210 General Rules (Civil) been
submitted? if so, on what dates during the lastone year ?
12.
Whether the applications for inspection and search are satisfactory? (Give
comparative figures in proforma X).
13.
Whether guard file for inspection notes is being maintained.
14.
Whether any observations or instructions at the last inspection have remained
unattended to? If so, furnish reasons therefor.

PROFORMAS FOR INSPECTION OF RECORD ROOM
PROFORMA - I
Name of Officer
Quarter ending
Date of inspection
Date of submission to
the District Judge
1
2
3
4

PROFORMA - IA
Sl.No.
Designation
Name
Date
from
which working
Courts & work
allotted
Remarks
1
2
3
4
5
6

PROFORMA - II
Name of A.R.K.
Name of
Court
Nature
of cases
Due
date
for
consignment
Date of actual consignment
Remarks
Jan.
Feb.
Mar.
etc.
1
2
3
4
5
6
7
8
368
PROFORMA - IIA
Name of Courts..............
No.
of
decided
records
for
consignment
No.
of
records
consigned
No. of records detained
No. of registers
not
consigned
with reasons
On account of
non-preparation
of decree
For
other
reasons
January
February
March

PROFORMA - III
STATEMEMT OF ARREARS OF EXAMINATION
Name
of
Court
Name
of
month
of
Basta
Nature
of
the
records
Date of
receipt
No.
of
files
received
No.
of
files
examined
within
time
No. of files
remained
unexamined
Reasons
for
arrears
of
examinations
1
2
3
4
5
6
7
8

PROFORMA-IV
STATEMENT OF BADAR FILES
Name of
Court
Nature
of
the
cases
No.
of
files
received
and
examined
No.
of
defective files
Date on which files
sent to the court
concerned
for
removing defects
No. of files
received
with date of
receipt
1
2
3
4
5
6

PROFORMA V
Name of Court
Nature of the
cases
No.
of
files
lying
unrestored to the
bundles
Date
of
examination
Remark
1
2
3
4
5
369
PROFORMA - VI
STATEMENT OF WEEDING
Name
of
Court
Nature of
cases
Name
of
nathis
How
far
due
How
far
done
How
much
in
arrears
Remarks
1
2
3
4
5
6
7

PROFORMA -VII
STATEMENT OF BOOKS AND REGISTERS
Name
of court
Description
of register
or book
Period
upto
which
such
register
or
registers received
in record room
How far
due
How far
done
How
much in
arrears
Remarks
1
2
3
4
5
6
7

PROFORMA VIII
Sl. No. of
A.R.K.
Register
Sl.
No.
of
R.K.
Register
Date of receipt of
requisitions in Record
Room
Date
by
which record
required
Date
of
compliance
Remarks
1
2
3
4
5
6

PROFORMA - IX
Name
of
A.R.K.
Date due in first
quarter
ending
March
Date
of
sending
quarterly list with name
of Court
Date of return of quarterly
list by the Court concerned
1
2
3
4

PROFORMA -X
From.......................to.............................
From..................to...........................
No.

Amount

No.

Amount
Inspection applications

Search applications
Note: Give figures for Civil and Criminal separately.
===========
370
371
Appendix-8
QUESTIONNAIRE FOR INSPECTION OF CIVIL COURTS BY
DISTRICT JUDGE
1.
Give the name(s) of the Presiding Officer who worked since the last inspection
with duration.
2.
Whether the quarterly inspection by the Presiding Officer and the last inspection by
the District Judge have been complied with and submitted? (Give details in
Proforma I).
3.
Are the inspections of the P.O. practical and effective?
4.
Whether the staff is adequate or under-manned and whether the distribution of
work is even and proper? Give the names of the members of the staff with posts
and duration.
5.
Whether the accommodation is sufficient and in good condition?
6.
Whether furniture supplied is sufficient and in good condition?
7.
What is the territorial jurisdiction, pecuniary jurisdiction and other jurisdiction
being exercised by the Presiding Officer?
8.
Is the weekly cause list being posted on each Saturday and are all the cases for a
particular day and adjourned cases within the same week entered therein in proper
columns? [Rule 16 G.R. Civil Part I].
9.
(a)
What is the pending file of all types of cases on the first day of the month
of the inspection and the corresponding day last year? Give details in proforma II
and also give reasons for increase or decrease.

(b)
Give the number and date of institution of ten oldest cases of each type in
the remarks column of proforma II.

(c)
Give an yearwise break-up of pending files of Regular Suits, Appeals,
Revisions, Execution cases as well as miscellaneous cases shown in Proforma II in
comparative form for both the dates?
10.
(a)
How many contested cases have been decided by the Officers during the
last one year?

(b)
Give the yearwise break-up of all the contested cases
decided of all types.

(c)
How many cases were decided ex parte or in default and what is the
percentage of these cases to the contested cases?

(d)
How many cases were decided otherwise?
11.
(a)
Is the Presiding Officer's diary and the Reader‟s diary properly
maintained? Are the dates to which cases are adjourned, the purpose for which
fixed and the work done on that day, entered in the diary? [Rules 401 and 18-A,
G.R. (Civil)].
372

(b)
Are the cases fixed for particular days in the diary of the Presiding Officer
in such a manner as to facilitate hearing of all the cases fixed on that day and
disposal of old cases?

(c)
Are cases taken strictly in accordance with priority rule and are also
entered in the diary in that manner?

(d)
Does the Presiding Officer fix and does sufficient work on each day?

(e)
Are cases taken up day to day or are unnecessarily adjourned.

(f)
Are the witnesses present on a particular day examined before
adjournment?

(g)
Are arguments heard promptly and judgments pronounced within 30
days of the first hearing of arguments?

(h)
Are cases adjourned for sufficient reasons .by passing detailed order?

(i)
Are decrees prepared in time and in accordance with rule 98 G.Rs. (Civil).

(j)
How many cases are adjourned in a week on the personal ground of the
counsel, for no time and on account of no objection by the opposite party?

NOTE: For answers to the above questions, a complete statement of the
work fixed and done date-wise for full one week (Monday to Saturday)
two weeks before the notice of inspection should be got prepared in
proforma III and a statement in proforma IV in respect of all the contested
decided cases in the month preceding the month in which instruction of
inspection has been given).

(k)
Whether decrees are being prepared in light of instructions contained in
C.Ls. reproduced on pages 391, 393 to 395 of Circular letters and Order 20 rule 21
C.P.C. and rule 98, G.R. (Civil)?
12.
Are the parties and witnesses being examined in suits before framing issues? (Give
a statement in Proforma V for the same week in note above).
13.
Whether notices of appointment of guardian are issued to minors also when the age
of the minor is more than 12 years?
14.
(a)
Whether Commissioners submit reports within the time allowed. If not,
how much time is taken generally and whether extensions are sought?

(b)
How many old cases are lying undisposed on account of non-submission
of report by the Commissioner for more than three months and for how long? What
action has been taken against Commissioner?

(c)
Whether Amins are submitting survey reports within time or are seeking
extension?
EXECUTION
15.
What is the number of execution cases pending over six months?
373
16.
What is the total number of execution cases disposed of and the number of in
fructuous application? What is the proportion of in fructuous applications to the
total of cases disposed of during one year preceding the date of inspection?
17.
Are the orders in the Hindi order sheet of the execution cases dated by the
Presiding Officer himself (Rule 163, General Rules (Civil).
18.
Whether proper dates for service of proclamation and sale are fixed?
19.
Are the writs of attachment and sale promptly issued to the Amin within three days
of the order and properly entered in register Form No. 106?
20.
Are the execution cases not allowed to hang on for taking steps for more than a
week?
21.
(a)
How many suits have been stayed by the court under section 10 C.P.C.?
Give details in the given proforma.

(b)
Whether full particulars of the connected case with name of the court and
copy of pleadings of that case were given by the parties?

(c)
Has the fact of stay communicated to the court in which the connected
proceedings is pending?

(d)
Has any attempt been made to know the stage and the result of the
connected proceeding?
22. How many suits, execution cases and miscellaneous cases have been stayed by the
appellate courts or the records have been sent to them? Give a list in the prescribed
proforma VI. Have any inquiries been made during the last three months. ?
23.
Whether the proceedings by which trial court matters are stayed or in which records
are called for, are disposed of expeditiously to enable the courts to proceed with
pending matters?
24.
Are the decided records consigned on the dates fixed? If not, what is the arrear?
25.
Have the monthly, quarterly and annual statements have been submitted on the
dates fixed? If not, with how much delay and why?
26.
Whether the number of inspections and search applications is satisfactory? Give
comparative statement in prescribed proforma VII.
27.
Whether all the reports of Inspector of Stamps have been complied with and
disposed of? If any reports are pending, for what period and why?
28.
How many requisitions from other court including Hon‟ble High Court and the
Copying Department are pending on the date of inspection and for how many days?
29.
Have all the amendments in the General Rules (Civil) and G.R. (Criminal) been
incorporated and are those books upto-date.?
30.
Has the Munsarim carried out the half-yearly inspection during the last year? Are
the inspections practical and effective? Have the defects pointed out by the
Munsarim been removed?
374
31.
Is the P.O.