PARLIAMENT OF INDIA RAJYA SABHA REPORT THE COMMITTEE ON REDUCTION IN USE OF PAPER IN THE FUNCTIONING OF RAJYA SABHA

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1 PARLIAMENT OF INDIA RAJYA SABHA REPORT OF THE COMMITTEE ON REDUCTION IN USE OF PAPER IN THE FUNCTIONING OF RAJYA SABHA (PRESENTED TO SECRETARY-GENERAL, RAJYA SABHA ON 30 AUGUST, 2010) RAJYA SABHA SECRETARIAT NEW DELHI AUGUST, 2010/ SHRAVANA, 1932 (SAKA) - 0 -

2 C O N T E N T S Page 1. Composition of Committee 2 2. Introduction 3 3. Background Report Annexures Minutes

3 COMPOSITION OF THE COMMITTEE ON REDUCTION IN USE OF PAPER IN THE FUNCTIONING OF RAJYA SABHA i. Shri N.C. Joshi, Secretary, Rajya Sabha Secretariat- Chairman ii. Shri P.Gopalakrishnan, Additional Secretary and Financial Adviser, Rajya Sabha Secretariat- Member iii. Smt. Vandana Garg, Additional Secretary, Rajya Sabha Secretariat- Member iv. Dr. D.B. Singh, Joint Secretary, Rajya Sabha Secretariat- Member v. Shri N.S. Arneja, Technical Director, NIC- Member vi. vii. viii. 1 Shri Sanjeev Kumar, Director Director, Department of Administrative Reforms & Public Grievances- Member 2 Ms. Sheyphali B. Sharan, Director (Media Co-ordination), Press Information Bureau- Member 3 Dr. Nirmal Kumar Azad, Director, Ministry of Parliamentary Affairs - Member ix. Shri Mukul Pande, Director, Rajya Sabha Secretariat- Member-Secretary SECRETARIAT i. Shri Rajiva Srivastava,Joint Director ii. Mohd. Salamuddin, Assistant Director iii. Shri Har Prateek Arya, Assistant Director iv. Shri Sreejith V., Senior Executive Assistant SPECIAL INVITEES 1. Shri Anil Kumar, Secretary, Ministry of Parliamentary Affairs 2. Smt. R.C.Khwaja, Joint Secretary, Ministry of Parliamentary Affairs 1 Ms. Ritika Bhatia,, Department of Administrative Reforms & Public Grievances attended second meeting of Committee held on 8 th July, Shri Ghanshyam Goel, Additional DG, Press Information Bureau was nominated at time of constitution of Committee. 3 Dr. Nirmal Kumar Azad did not attend first meeting and no person was nominated against his vacancy

4 INTRODUCTION I, Chairman of Committee on reduction in use of paper in functioning of Rajya Sabha, having been authorized by Committee to present on its behalf, do hereby present this Report. 2. This Committee was constituted by Secretary-General, Rajya Sabha with representation from Ministry of Parliamentary Affairs, Department of Administrative Reforms, Press Information Bureau and NIC to address pressing need to move for rationalization/reduction of paper usage by Rajya Sabha and its Secretariat. 3. The inspiration for constitution of this Committee was observation of Hon ble Chairman, Rajya Sabha on need for initiating necessary steps on this crucial issue and consideration of matter by Committee on Provision of Computer Equipment to Members of Rajya Sabha headed by Deputy Chairman, Rajya Sabha. 4. Also, a letter from Shri Srikant Kumar Jena, Minister of State (Chemicals & Fertilizers) regarding rationalization of usage of paper especially for Parliamentary Questions during sessions through IT solutions added to need for addressing issue. 5. Two meetings of Committee were held on 19 th May, 2010 and 8 th July, 2010 in which Members of Committee appreciating requirement of such an initiative, actively participated in deliberations and gave ir significant views. 6. The Committee is grateful to Secretary, Ministry of Parliamentary Affairs who gave many useful suggestions in meeting held on 8 th July, The Committee also thanks Joint Secretary, Ministry of Parliamentary Affairs who attended meeting on 8 th July, The Committee considered and adopted Report at its meeting held on 23 rd August, New Delhi Date N.C. Joshi, Secretary & Chairman, Committee on reduction in use of paper in functioning of Rajya Sabha - 3 -

5 1. Background 1.1 The Rajya Sabha Secretariat circulates Parliamentary Papers like Questions lists, List of Business, Papers to be laid on Table, Parliamentary Bulletin Part-I, Parliamentary Bulletin Part-II, Synopsis, etc. to Members of Rajya Sabha on daily basis during a Session of Rajya Sabha. These papers are also made available on website of Rajya Sabha on same day and Members can access se papers through Internet. Through Scheme of Financial Entitlement, computer equipment is made available to all Members. Also, Members can avail Broadband Internet connection of MTNL/BSNL. There is also a provision for appointing by a Member a computer literate assistant to help him/her in his/her day to day work. Since se facilities are already being provided to Members, Committee on Provision of Computer Equipment to Members of Rajya Sabha felt that provision of such facilities should lead to increased use of information technology by Members and consequently result in reduction of making available information in paper form. The Committee felt that this issue needed urgent consideration. 1.2 The Committee on Provision of Computer Equipment to Members of Rajya Sabha took up issue of reduction of use of paper and its substitution by way of exchange and transmission of information in digital format in its meeting held on 21 st December, 2009 and observed that at time when Rajya Sabha has been making concerted efforts for implementing various computerization initiatives leading to a less paper office, options of reduction in circulation of Papers and s in hard format needed to be explored furr. The Committee, refore, gave in-principle, approval for taking initiatives for reduction in use of paper and making available required information digitally to Members. The Committee gave following directions: (i) Secretariat should prepare a list of s presently being supplied to Members. It should n be carefully examined to see as to supply of which of se s in paper form could be dispensed with, since y are available digitally. If any Member wants to receive such s in paper form he may be required to make a specific request. (ii) Members could be provided s required by m, like Committee Reports, Official debates, Annual Reports, etc. in a CD format if y opt for not receiving s in paper form. Necessary arrangements for supplying information on CD may be worked out

6 (iii) possibility of sending of List of Business, Parliamentary Bulletins and Synopsis through to all Members as soon as y get uploaded on Website should also be examined. (iv) a scheme of incentives to Members who switch over to option of receiving Parliamentary s in electronic form only be also prepared. 1.3 Meanwhile, a letter dated 22 nd December, 2009 was received from Shri Srikant Kumar Jena, Minister of State in Ministry of Chemicals & Fertilizers addressed to Hon ble Chairman concerning rationalization of usage of paper during Parliament Sessions through IT solutions like s, etc. (Annexure I). Hon ble Chairman, Rajya Sabha had directed that matter be examined. 1.4 Pursuant to se directions, Secretary-General, Rajya Sabha constituted a Committee, namely, The Committee on reduction in use of paper in functioning of Rajya Sabha (hereafter to be referred as Committee) consisting of Senior Officers of Secretariat under Chairmanship of Secretary with a representative each from Ministry of Parliamentary Affairs, Department of Administrative Reforms and Public Grievances, Press Information Bureau and National Informatics Centre (NIC) (Annexure-II) with following mandate: (i) to compile a list of printed s presently being supplied to Members of Parliament by Rajya Sabha Secretariat and Ministries; (ii) to identify printed s, supply of which could be dispensed with since y are available digitally and if a Member wants a printed format in which he will be required to make a specific request; (iii) to work out arrangements for supplying to Members of Parliament in CD/DVD format and cost, if any, to be recovered from Members or from public or Media; (iv) to examine feasibility of sending List of Business, Parliamentary Bulletins and Synopsis through to all Members as soon as y get uploaded on websites; (v) to examine as to how to reduce number of copies required of various s presently being supplied by different Departments of Government to Rajya Sabha Secretariat in printed/cyclostyled/photocopied form for circulation to Members or for laying on Table of House. The Committee may, inter alia, recommend minimum number of copies that will - 5 -

7 be required in paper format, how and where digital copy of se s will be made available, etc.; (vi) to recommend ways of reduction in number of copies in paper form of both Starred and Unstarred questions for use in Secretariat and for supply to Members and Media (through PIB); (vii) to recommend or ways and means of reduction in use of paper in Rajya Sabha Secretariat; (viii) to prepare a scheme of giving incentives to Members of Parliament who opt for supply of Parliamentary Papers in digital format only and not in paper form; and (ix) to make any or recommendations concerned with or incidental to matters aforementioned

8 2. Report 2.1 The Committee held two meetings one on 19 th May and or on 8 th July, 2010 and deliberated on each of points covered under its mandate. In first meeting held on 19 th May, 2010, Committee took note of intention behind initiative as also points enumerated in its terms of reference which could help in substantial reduction in use of paper, improve e-awareness and efficiency and help Secretariat and Ministries to cut down wasteful expenditure incurred due to excessive use of paper. The Committee deliberated on course of action it needed to follow and pursuant to it decided to issue a circular requesting each of Secretariat to compile a list of printed s being supplied by it to Members and circulated in Secretariat indicating number of copies being supplied; comments of on reduction in number of copies of se s; wher supply of those s is done under provisions of some Statutes/Rules; and asking Legislative section to prepare a status note on number of Annual Reports and or s being received by it from various Ministries/Deptt. of Government for distribution to Members and ir consumption pattern so that a view on asking Ministries to cut down number of copies of such Reports, etc. and supply of se s in digital format could be taken. 2.2 In its second meeting, Committee deliberated over feedback/suggestions received from various s of Secretariat to reduce use of paper in ir functioning to frame its recommendations on its remit. 2.3 Based on feedback received from s a list of printed s presently being supplied to Members of Parliament by Rajya Sabha Secretariat and Ministries has been compiled and is placed at Annexure-III: The compilation has been done -wise and also mentions wher supply of is done under provisions of some Statutes/Rules wher it is available on Rajya Sabha Website. The list also distinguishes s which are supplied to Members from those circulated within Secretariat As far as s which are circulated within Secretariat are concerned, Committee notes that y are of two categories one which are related to activities concerning employees only and or such as Committee Reports, Questions Lists, List of Business, Papers laid on Table, Parliamentary Bulletins Part I & II, Synopsis etc. which, besides being circulated to Members, are also circulated within Secretariat to a large number of officers. The Committee has found that Secretariat has already stopped - 7 -

9 circulation of hard copy of majority of papers/s concerning employees and se are now posted digitally and are available on Intranet site of Secretariat. The Committee, however, feels that in case of or categories of papers/s originating should place details of circulation of those papers before Secretary- General for pruning of list so that such s which are orwise available in digital form on intranet or internet sites are circulated in paper form within Secretariat on need basis only The Committee after carefully considering matter of identifying printed s, supply of which could be dispensed with since y are available digitally and if a Member wants a printed, format in which he will be required to make a specific request, has concluded that at this stage it would not be advisable to stop circulation of s to Members in printed form altoger. The Committee feels that Members can be gradually persuaded to move towards increased usage of digital/online available information and once y acquire sufficient proficiency in accessing information from websites reducing ir reliance on paper copies will automatically be reduced and, at that point, a decision on dispensing supply of such information through paper can be taken. However, in case any Member opts for supply of information through or through Internet or in CD/DVD format and shows his/her inclination to do away with hard copies, such facilities should be extended to him/her. For this purpose, Members could be asked to indicate ir option. 2.4 As regards matter of working out arrangements for supplying printed to Members of Parliament alternatively in CD/DVD format and cost, if any, to be recovered from Members or from public or Media, Committee is of view that this option can be implemented in case of printed s like books brought out by Secretariat, Parliamentary Debates and Committee Reports. While CD/DVD may be supplied free of cost to Members as presently y receive paper copy free of cost; in case of Media and General Public, CD/DVD may be supplied on a no profit no loss basis after working out ir actual cost. Preparation of CD/DVD would, however, require creation of a dedicated unit in Secretariat (by re-allocation of work), which will undertake this work on behalf of all s generating such s. If creation of such a unit in Secretariat poses some difficulties initially, n entire work can be outsourced The Committee recommends that henceforth, while taking a decision on printing of a book and its number of copies, option for making available that book in PDF or an - 8 -

10 E-reader compatible form through CD/DVD shall also be done. The number of CDs/DVDs that would be got prepared shall be decided by concerned section. 2.4 The Committee after examining issue of sending List of Business, Parliamentary Bulletins and Synopsis through to all Members as soon as y get uploaded on websites observes that though Members have option to go through or take print of se s when y are made available on Rajya Sabha websites, it would be better if se s are sent individually through s to Members as this would enable m to exercise option of accessing and saving se s through ir mobile phones also besides ir computers. The Committee, refore, recommends as follows: (i) English version of List of Business, Papers Laid on Table and Parliamentary Bulletins( part I and II) would be sent by by Table Office to all Members as soon as y get uploaded on Website. For this purpose a group containing addresses of all Members would be prepared by in consultation with NIC. (ii) Hindi version of List of Business, Papers Laid on Table and Parliamentary Bulletins( Part I and II) would be sent by by Editorial &Translation Service to all Members as soon as y get uploaded on Website. For this purpose a group containing addresses of all Members who are sent s in Hindi besides English (i.e., excluding Members who have informed that y do not want Hindi version) would be prepared by in consultation with Distribution. (iii) Both English and Hindi versions of Synopsis would be sent by Editorial &Translation Service by to Members as per ir respective Groups (English and Hindi addresses). (iv) The Table Office, Editorial &Translation Service and NIC would coordinate to ensure that addresses of Members and Groups of addresses created remain updated. 2.5 The Committee deliberated at length on twin issues of reduction of number of copies required of various s presently being submitted by different Ministries/Departments of Government to Rajya Sabha Secretariat in printed/cyclostyled/photocopied form for circulation to Members or for laying on Table of House and also recommending ways of reduction in number of copies in - 9 -

11 paper form of both Starred and Unstarred question s Lists for use in Secretariat and for supply to Members, and Media (through Press Information Bureau). The Committee, reafter, makes following recommendations in respect of various printed s circulated by respective s of Secretariat: S.N Name of Recommendation of Committee (i) Questions Branch The Committee agrees with following suggestions given by Questions Branch (i) proposed reduction in number of copies of Starred Question List, Unstarred Question List, Statistical Information Booklet and subject pamphlet as indicated in Annexure IV (ii) that printed question list needs to be circulated to only those Ministries/Departments in a Group whose questions are to be taken up on a particular day, rar than sending it to all Ministries/Departments and also (iii) proposed discontinuation of practice of sending copies of Provisionally Admitted Questions to various Ministries as same were being sent electronically also. The Committee felt that re is a need to look into possibility of reducing 290 answer sets received from Ministries. (ii) Legislative The Committee observes that reduction proposed by section as in Annexure V for various s like Annual Reports, Outcome Budget, Detailed Demands for Grants, Budget (General & Railways), etc. would, no doubt, result in saving a lot of papers but is of opinion that re is scope for furr reduction in number of copies of se s once a decision is taken at appropriate level to supply m to Members only on demand and making ir electronic version available on websites (Hindi and English) of Rajya Sabha/concerned Ministry or Department. (iii) Bill Office The Committee agrees with suggestion of reducing 470 copies in English and 200 copies in Hindi version of each Government / Private Members Bill printed at various stages. (iv) Lobby Office The Committee notes with satisfaction that Lobby Office has already taken steps from 215 th Session

12 S.N Name of Recommendation of Committee onwards to reduce number of printed copies of Rajya Sabha Journals from 200 to 60 copies only. (v) Table Office The Committee observes that though had not given any suggestion for reduction in number of copies of various Parliamentary papers such as List of Business, PLOT, Bulletins Part I and II being circulated by it, re is a scope for reduction in circulation of se papers to Members, officers and or agencies as all of m are available electronically on websites of Rajya Sabha. The Committee also feels that number of copies of Resume of business transacted by Rajya Sabha can be reduced from 450 to 300. (vi) Department-related Parliamentary Standing Committees of Rajya Sabha After carefully examining different proposals given by each Committee for reducing number of copies of printed reports, Committee is of opinion that re is need for a uniform policy with regard to printing of number of copies (both in Hindi and English) of Committee Reports. The Committee also agrees with suggestions of some of Committee s that printed copies of Reports need not be circulated to all Members of Lok Sabha and Rajya Sabha except Members of Committee as se Reports are available electronically on websites. Number of copies to be printed should, refore, be kept to minimum required level and be given to or Members of Lok Sabha / Rajya Sabha only on demand. However, this would need concurrence of Lok Sabha Secretariat since Department- related Parliamentary Standing Committees are Joint Committees. (vii) Standing Committees of Rajya Sabha After carefully examining suggestions given by different Standing Committee s for reduction in number of printed copies of Reports, Committee is of opinion that re is a need for a uniform policy with regard to printing of number of copies (both in Hindi and English) of Committee Reports. The Committee also agrees with suggestions of Committee s that printed copies of Reports need not be circulated to all Members of Rajya Sabha except Members of Committee as se Reports are available

13 S.N Name of Recommendation of Committee electronically on websites. Number of copies to be printed should, refore, be kept to minimum required level and be given to or Members of Rajya Sabha only on demand. (viii) Members Salary and Allowances After having been informed that got printed 500 copies of various Acts concerning salary, allowances and pensions of Member and officers of Parliament, etc. Committee feels that though this is an occasional exercise yet ir number may be reduced from 500 to 300 as se Acts are already available on Rajya Sabha website. (ix) M.A. The Committee feels that same principle should be applied for printing number of copies of Report of House Committee as has been suggested by it in case of or Standing Committees of Rajya Sabha. (x) Administrative and Service s of Secretariat (Personnel, GA, Establishment General, Establishment Accounts & Pay & Account Office) The Committee is happy to note that se s have already taken a number of measures for reduction in use of papers in functioning of Secretariat and many of activities concerning employees have been computerized and are available digitally on intranet site of Rajya Sabha Secretariat. The Committee, however, feels that se s should explore or activities which can be computerized and posted on websites so that use of paper for those activities may also be dispensed with. The Committee also feels that re is no need for circulation of hard copies of draft and final priority list for allotment of houses and y should be made available on intranet site of Rajya Sabha. Similarly, number of printed copies of internal telephone directory be reduced from present 1000 to 500 only. The Committee is also of opinion that Establishment Accounts and Pay & Accounts Office should re-examine ir procedure so as to reduce paper work involved. (xi) LARRDIS The Committee observes that LARRDIS brings out various publications periodically which are meant

14 S.N Name of Recommendation of Committee for Members and public. Though se publications are made available electronically on websites, re is not much scope for reduction in number of copies of se publications. (xii) Editorial and Translation Service The Committee is of opinion that number of printed copies of Synopsis be reduced from 800 to 400. Similarly printed copies of Rajya Sabha debates both in Hindi and English may be reduced as both synopsis and debates of Rajya Sabha are available electronically on Rajya Sabha website The Committee notes that or s/ Services of Secretariat do not generate any parliamentary paper or bring out any publication and as such have little role in reduction of use of paper The Committee is of view that if above measures are taken in letter and spirit, y would lead to substantial reduction in use of paper in working of Rajya Sabha and its Secretariat. The Committee, however feels that re is much scope for furr reduction in number of hard copies being prepared of all those papers / publications brought out by various sections of Rajya Sabha Secretariat which are electronically available on websites. A decision to dispense with practice of supplying hard copies to all Members and agencies needs general acceptance from users and, refore, can be decided at appropriate forum The Committee also took note of contents of a letter received from Press Information Bureau (Annexure VI) and submission made by ir representative for sticking to existing number of hard copies of various s / parliamentary papers being supplied to m for press. The Committee feels that with large scale use of information technology in media sector, re is scope for substantial reduction in paper s to be supplied to m. However, this is a matter to be settled between various Ministries / Departments of Government and Press Information Bureau and Rajya Sabha Secretariat need not specify number of copies of Parliamentary s to be supplied by Ministries to Press Information Bureau. The Committee recommends that Ministry of Parliamentary Affairs should take up matter with Director-General, Press Information Bureau and various Ministries/Departments of Government

15 2.6 The Committee also considered as to what or ways and means can be followed that could lead to reduction in use of paper in Rajya Sabha Secretariat. After deliberations, Committee recommends that following steps can be taken to reduce consumption of paper in Secretariat: i. discontinuation of practice of endorsing Notices of Committee meetings to all officers of Secretariat and or agencies who are not directly connected with m; ii. implementing with suitable modifications, E-leave application developed by NIC for recommendation/approval of leave applications online; iii. using both sides of paper by each and every section of Secretariat while processing files; iv. identification of s for switching over to E-file application that enables online processing of files, which has been developed and implemented by NIC for Members Amenities section; v. coordination with NIC for developing software applications that allow for online submission of Medical reimbursement claims, Children education allowance, LTC, telephone bill reimbursement, etc. by employees of Secretariat; vi. all forms being used by MPs for various purposes particularly those required to be filled by new MPs should be made available on Rajya Sabha Website under caption Downloads. 2.7 After having noted that one of mandates given to it is to prepare a scheme of giving incentives to Members of Parliament who opt for supply of Parliamentary Papers in digital format only and not in paper form, Committee observes that at present Members are made available computer equipment through a Scheme of Financial Entitlement in which entitlement of a Member for purchasing computer equipment is Rs. 1,50,000/- in case his Membership was for a period of more than three years and Rs. 1,00,000/- in case his Membership was for a period of less than three year. The Committee feels that incentives that can be offered to Members for opting for supply of Parliamentary Papers in digital format only and not in paper form, can be in form of an enhanced entitlement for purchasing computer equipment. However, Committee is of view that since Scheme of Financial entitlement of Members of Rajya Sabha has been formulated by Committee on Provision of Computer Equipment to members of Rajya Sabha and said Committee has mandate to make any changes in entitlement of Members as per Provision of Computers to

16 Members of Rajya Sabha, rules and Procedures, this matter can be appropriately considered by that Committee. 2.8 The Committee also recommends that Secretariat should have its own minipaper recycling plant or arrange any NGO working in this field to recycle waste paper generated in Secretariat as it would contribute to a great extent to save environment

17 ANNEXURE I

18 ANNEXURE II

19 - 18 -

20 Annexure-III Feedback received from s of Secretariat S.N Title of printed s being supplied to Members or in Secretariat wher supply of those s is done under provisions of some Statutes/Rule s or not wher is available on Rajya Sabha website Wher is supplied to Members of Parliament 1. Questions Branch I. Starred Question List II. Unstarred Question List III. Statistical Information IV. Subject Pamphlet V. Provisionally Admitted Question No No No VI. Answers Sets No No No 2. Legislative I. Annual Reports No No II. Outcome Budget No No III. Grants Detailed Demands for No No IV. C&AG Reports No No V. Budget (General) No No VI. Budget (Railways) No No VII. Economic Survey No No VIII. Public Enterprises Survey No No IX. Or important publications, e.g. Reports of Commissions, etc. No No

21 S.N Title of printed s being supplied to Members or in Secretariat wher supply of those s is done under provisions of some Statutes/Rule s or not wher is available on Rajya Sabha website Wher is supplied to Members of Parliament X. President s Address No No 3. Bill Office I. Government/Private Members Bills - To be introduced in Rajya Sabha II. Government/Private Members Bills - As introduced in Rajya Sabha III. Government/Private Members Bills - As passed by Rajya Sabha No No No No IV. Circulation of Amendments No No V. Government/Private Members Bills - As passed by Houses of Parliament No No 4. Lobby Office I. Journals of Rajya Sabha No No 5. Table Office I. List of Members (published twice in a year) II. Resume of Business transacted by Rajya Sabha (published after every session) III. List of Business (published daily during session) IV. Papers to be laid on Table (published daily No No

22 S.N Title of printed s being supplied to Members or in Secretariat wher supply of those s is done under provisions of some Statutes/Rule s or not wher is available on Rajya Sabha website Wher is supplied to Members of Parliament during session) 6. Committee (HRD) V. Parliamentary Bulletin Part I VI. Parliamentary Bulletin Part II VII. Booklet entitled General Information for Members of Rajya Sabha (published once in two years) VIII. Booklet entitled List of Council of Ministers (published after constitution of new Lok Sabha) I. Printed Reports on DFG/ATR/Bills referred to Committee and important subject selected by Committee II. Legislative Synopsis Printed as per direction of Secretary- General given in month of December Committee (H&FW) 8. Committee I. Reports of Committee II. Legislative Synopsis No Committee Reports

23 S.N Title of printed s being supplied to Members or in Secretariat wher supply of those s is done under provisions of some Statutes/Rule s or not wher is available on Rajya Sabha website Wher is supplied to Members of Parliament (Commerce ) 9. Committee (Personnel & Public Grievances) Committee Reports 10. Committee (Industry) I. Printed Reports on DFG/ATR/Bills referred to Committee and important subject selected by Committee II. Legislative Synopsis Printed as per direction of Secretary- General given in month of December Committee (T&T) I. Printed Reports on DFG/ATR/Bills referred to Committee and important subject selected by Committee Rule 92 of Select Committee as applicable to all DRPSCs and mailing list mandated by Committee Co-ordination II. Legislative Synopsis As desired by No

24 S.N Title of printed s being supplied to Members or in Secretariat wher supply of those s is done under provisions of some Statutes/Rule s or not wher is available on Rajya Sabha website Wher is supplied to Members of Parliament Secretary- General Note dated Committee (S&T) I. Printed Reports on DFG/ATR/Bills referred to Committee and important subject selected by Committee II. Legislative Synopsis Printed as per direction of Secretary- General given in month of December Committee (HA) I. Reports of Committee II. Legislative Synopsis As desired by Secretary- General Note dated No 14. Committee (Subordinat e Legislation) Committee Reports As per Committee Co-ordination s circular dated Committee (COPLOT) Committee Reports As per Committee Co-ordination

25 S.N Title of printed s being supplied to Members or in Secretariat wher supply of those s is done under provisions of some Statutes/Rule s or not wher is available on Rajya Sabha website Wher is supplied to Members of Parliament s circular dated Committee (Petitions) Committee Reports As per mailing list for circulation of printed reports of Committees 17. Committee (MPLADS) Committee Reports 18. Committee (Ethics) I. The Members of Rajya Sabha (Declaration of Assets and Liabilities) Rules, 2004 II. Code of Conduct for Members of Rajya Sabha (on recommend ation of Committee on Ethics) (on recommend ation of Committee on Ethics) 19. Committee (Govt. Assurances) Committee Report As per internal working rules

26 S.N Title of printed s being supplied to Members or in Secretariat wher supply of those s is done under provisions of some Statutes/Rule s or not wher is available on Rajya Sabha website Wher is supplied to Members of Parliament 20. Committee Coordination I. Committees of Rajya Sabha and or Parliamentary Committees and Bodies on which Rajya Sabha is Represented (Annual publication) Under para of Manual of Office Procedure II. Rajya Sabha Committees A Profile (Annual Publication) Under para of Manual of Office Procedure No 21. MS&A Branch I. The salary, Allowances and Pension of Members of Parliament Act, 1954 II. The Salaries and Allowances of (i) Officers of Parliament Act, 1953 (ii) Leaders of Opposition in Parliament Act,1977 (iii) The Leaders and Chief Whips of Recognised Parties and Groups in Parliament (Facilities) Act, 1998 and (iv) The Vice-Presidents s Pension Act, M.A. House Committee Report 23. Personnel Gradation List No

27 S.N Title of printed s being supplied to Members or in Secretariat wher supply of those s is done under provisions of some Statutes/Rule s or not wher is available on Rajya Sabha website Wher is supplied to Members of Parliament 24. G.A. I. Draft and Final Priority List As per provisions of allotment of Government Residences (General Pool in Delhi Rules,1963 No No II. Internal telephone directory of this Secretariat. No No 25. Establishme nt (A/Cs) & Budget Form 16 No No 26. LARRDIS I. Welcome Hon ble Chairman Sir,2007 II. Structure and Functions of Rajya Sabha Secretariat,2009 III. Second Chamber in Indian Parliament: Role and Status of Rajya Sabha 2009 IV. Reservation of Seats for Women in Legislative Bodies: Perspectives 2008 No No V. Global Economic Crisis and

28 S.N Title of printed s being supplied to Members or in Secretariat wher supply of those s is done under provisions of some Statutes/Rule s or not wher is available on Rajya Sabha website Wher is supplied to Members of Parliament its impact on India 2009 VI. Climate Change: Challenges to Sustainable Development in India, 2008 VII. Genetically Modified Crops: Issues and Challenges in context of India VIII. Handbook Publications of No No IX. Chairman s Reply to Felicitation in Rajya Sabha ( ) X. Nominated Members of Rajya Sabha XI. Discipline, Decorum and Dignity of Parliament,2003 XII. Fifty years of Rajya Sabha ( ) XIII. Computerisation in Rajya Sabha An Overview XIV. Committee System in Rajya Sabha ( ) XV. Ethics Committee of Rajya Sabha,

29 S.N Title of printed s being supplied to Members or in Secretariat wher supply of those s is done under provisions of some Statutes/Rule s or not wher is available on Rajya Sabha website Wher is supplied to Members of Parliament XVI. Rajya Sabha at Work XVII. Parliament of India: An Introduction,2007 Edition XVIII. Rulings and Observations from Chair ( ) XIX. Practice & Procedure Series (21Booklets) XX. Who s Who Rajya Sabha,2008 XXI. Rajya Sabha and its Secretariat: A Performance Profile,2008 XXII. List of additions in Library in every quarter No No 27. Synopsis Synopsis of Debates 28. Editing (English) Official Report of proceedings of House Partly available 29. Training Cell Practice & Procedure Series No No (to new Members

30 S.N Title of printed s being supplied to Members or in Secretariat wher supply of those s is done under provisions of some Statutes/Rule s or not wher is available on Rajya Sabha website Wher is supplied to Members of Parliament during orientation programme) 30. O&M I. Manual of Office Procedure-2010 II. al Manual of O&M No No No No III. Annual Report No IV. Annual Action Plan No

31 Annexure-IV Information received from Questions Sl. No. Title of printed s being supplied to Members or in Secretariat Number of copies being printed/supplied Agreed reduction in number of copies of 1. Starred Question List 2. Unstarred Question List 3. Statistical Information Printed 1125 (English) 475 (Hindi) Circulation Members 250(E)/125(H) Ministries 350(E)/180(H) Secretariat- 400(E)/135(H) Ors (LSS, Committee Chairman etc.)-125(e)/35(h) Printed 1000 (English) 450 (Hindi) Circulation Members- 250(E)/125(H) Ministries- 300(E)/180(H) Secretariat- 350(E)/120(H) Ors (LSS, Committee Chairman etc.)-1100(e)/25(h) 350 (English) 150 (Hindi) 4. Subject Pamphlet 500 (English) 350 (Hindi) Printed 950 (English) 335 (Hindi) Circulation Members-250(E)/100(H) Ministries-300(E)/120(H) (60 Ministries x 5(E) 2(H) copies each) Secretariat-350(E)/100(H) Ors (LSS, Committee Chairman etc.)-50(e)/15(h) Printed 900 (English) 330 (Hindi) Circulation Members-250(E)/100(H) Ministries 300(E)/120(H) (60 Ministries x 5(E) and 2(H) copies each) Secretariat- 300(E)/100(H) Ors (LSS, Committee Chairman etc.) -50(E)/10(H) 100 (English) 50 (Hindi) 350 (English) 125 (Hindi) Annexure-V

32 Information received from Legislative Sl. No. Title of printed s being supplied to Members or in Secretariat Number of copies being received Agreed reduction in number of copies of 1. Annual Reports 235 (E) 35 (H) 2. Outcome Budget 235 (E) 35 (H) 190 (E) 190 (E) 3. Detailed Demands for Grants 250 (Bilingual) C&AG Reports 235 (E) 35 (H) 5. Budget (General) 400 (E) 75 (H) 6. Budget (Railways) 300 (E) Bilingual 7. Economic Survey 330 (E) 80 (H) 190 (E) 350 (E) _ 300 (E) 8. Public Enterprises Survey 9. Or important publications, e.g. Reports of Commissions, etc. 200 (E) 50 (H) 235 (E) 35 (H) 10. President s Address 350 (E) 350 (H) 250 (E) 250 (H)

33 ANNEXURE VI

34 MINUTES OF THE FIRST MEETING OF THE COMMITTEE ON REDUCTION IN USE OF PAPER IN THE FUNCTIONING OF RAJYA SABHA The Committee on reduction in use of paper in functioning of Rajya Sabha held its first meeting at A.M. on Wednesday, 19 th May, 2010 in Room No.67, Parliament House, New Delhi. The following were present in meeting: i. Shri N.C. Joshi, Secretary, Rajya Sabha Secretariat- Chairman ii. iii. iv. Shri P.Gopalakrishnan, Additional Secretary and Financial Adviser, Rajya Sabha Secretariat- Member Smt. Vandana Garg, Additional Secretary, Rajya Sabha Secretariat- Member Dr. D.B. Singh, Joint Secretary, Rajya Sabha Secretariat- Member v. Shri N.S. Arneja, Technical Director, NIC- Member vi. vii. viii. Shri Sanjeev Kumar, Director, Department of Administrative Reforms & Public Grievances- Member Shri Ghanshyam Goel, Additional DG, Press Information Bureau- Member Shri Mukul Pande, Director, Rajya Sabha Secretariat- Member-Secretary SECRETARIAT i. Shri Rajiva Srivastava,Joint Director ii. iii. Mohd. Salamuddin, Assistant Director Shri Har Prateek Arya, Assistant Director 2. At outset, Secretary welcomed members of Committee and explained background behind initiative and also briefly touched on how points enumerated in terms of reference of Committee can help in substantial reduction in use of paper, improve e-awareness and efficiency and help Secretariat and Ministries to cut down wasteful expenditure on papers. 3. Thereafter, Committee discussed initiatives that can be taken to fulfil each of points mandated to it. Committee: Following suggestions were made by members of a) Making available all Annual Reports and or s supplied by Ministries online and separate portal can be developed for this purpose; b) Supplying Training Material, Parliamentary Books, s to Members on DVD/CD or making it available on website; c) PIB may be asked to evaluate reduction in number of copies of answers to Parliament Questions supplied to m by Ministries for distribution to journalists; 4. After some deliberations Committee decided to move forward as follows:

35 (i) (ii) A circular be issued requesting each of Secretariat to compile a list of printed s being supplied by it to Members and circulated in Secretariat pointing out number of copies being supplied, comments of on reduction in number of copies and wher supply of those s is done under provisions of some Statutes/Rules or not; Legislative section may be asked also to supply a status note on number of Annual Reports and or s being received by it from various Ministries/Deptt. Of Government for distribution to Members and ir consumption pattern so that a view on asking Ministries to cut down number of copies of such Reports etc. and supply of such s in digital format could be taken. 5. The Committee directed that requisite information be obtained and compiled as early as possible so that same could be considered in next meeting. 6. The Committee adjourned at p.m. New Delhi Mukul Pande Director

36 MINUTES OF THE SECOND MEETING OF THE COMMITTEE ON REDUCTION IN USE OF PAPER IN THE FUNCTIONING OF RAJYA SABHA The Committee on reduction in use of paper in functioning of Rajya Sabha held its second meeting at P.M. on Thursday, 08 th July, 2010 in Room No.67, Parliament House, New Delhi. The following were present in meeting: x. Shri N.C. Joshi, Secretary, Rajya Sabha Secretariat- Chairman xi. Shri P.Gopalakrishnan, Additional Secretary and Financial Adviser, Rajya Sabha Secretariat- Member xii. Smt. Vandana Garg, Additional Secretary, Rajya Sabha Secretariat- Member xiii. Dr. D.B. Singh, Joint Secretary, Rajya Sabha Secretariat- Member xiv. Shri N.S. Arneja, Technical Director, NIC- Member xv. Ms. Ritika Bhatia, Director, Department of Administrative Reforms & Public Grievances- Member xvi. Ms. Sheyphali B. Sharan, Director (Media Co-ordination), Press Information Bureau- Member xvii. Shri Mukul Pande, Director, Rajya Sabha Secretariat- Member-Secretary SPECIAL INVITEES i. Shri Anil Kumar, Secretary, Ministry of Parliamentary Affairs ii. Smt. R.C. Khwaja, Joint Secretary, Ministry of Parliamentary Affairs SECRETARIAT v. Shri Rajiva Srivastava, Joint Director vi. Mohd. Salamuddin, Assistant Director vii. Shri Har Prateek Arya, Assistant Director 2. At outset, Chairman welcomed Members of Committee. Thereafter, Committee considered feedback/suggestions received from various s of Secretariat to reduce use of paper in ir functioning and took following decisions: S.N Name of Decision of Committee 1. Questions Branch The Committee noted proposed reduction in various papers/ s being circulated by Branch and after considering matter agreed with

37 S.N Name of Decision of Committee proposed reduction in number of copies of Starred Question List, Unstarred Question List, Statistical Information Booklet and subject pamphlet. The Committee agreed to suggestion that printed question list needs to be circulated to only those Ministries/Departments in a Group whose questions are to be taken up on a particular day, rar than sending it to all Ministries/Departments. It also agreed with proposed discontinuation of practice of sending copies of Provisionally Admitted Questions to various Ministries as same were being sent electronically also. The Committee, however, felt that re is a need to look into possibility of reducing 290 answer sets received from Ministries. 2. Legislative The Committee observed that reduction proposed by section for various s like Annual Reports, Outcome Budget, Detailed Demands for Grants, Budget (General & Railways), etc. would no doubt result in saving a lot of papers but felt that re is scope for furr reduction in number of copies of se s if a decision is taken to supply m to Members only on demand and making ir electronic version available on websites (Hindi and English) of Rajya Sabha/concerned Ministry or Department. 3. Bill Office The Committee agreed with suggestion of reducing 470 copies in English and 200 copies in Hindi version of each Government / Private Members Bill printed at various stages. 4. Lobby Office The Committee was informed that till 214 th Session, 200 copies of Journals of Rajya Sabha were got printed which have now been reduced to 60 copies only

38 S.N Name of Decision of Committee 5. Table Office The Committee noted that had not given any suggestion for reduction of number of copies of various Parliamentary papers such as List of Business, PLOT, Bulletins Part I and II being circulated by this. The Committee felt that re is a scope for reduction in circulation of se papers to Members, officers and or agencies as all of m are available electronically on websites of Rajya Sabha. The Committee also felt that number of copies of Resume of business transacted by Rajya Sabha can be reduced from 450 to Notice Office The Committee noted that did not print/circulate any. 7. Department-related Parliamentary Standing Committees of Rajya Sabha The Committee considered different proposals given by each Committee for reducing number of copies of printed reports. After examining matter carefully, Committee felt that re is need for a uniform policy with regard to printing of number of copies (both in Hindi and English) of Committee Reports. The Committee also agreed with suggestions of Committee s that printed copies of Reports need not be circulated to all Members of Lok Sabha and Rajya Sabha except Members of Committee as se Reports are available electronically on websites. Number of copies to be printed should, refore, be kept to minimum required level and be given to or Members of Lok Sabha / Rajya Sabha only on demand. However, this would need concurrence of Lok Sabha Secretariat since Department- related Parliamentary Standing Committees are Joint Committees having Member of both Lok Sabha and Rajya Sabha. 8. Standing Committees of Rajya Sabha After carefully examining suggestions given by different Standing Committee s for reduction in number of printed copies of

39 S.N Name of Decision of Committee Reports, Committee felt that re is a need for a uniform policy with regard to printing of number of copies (both in Hindi and English) of Committee Reports. The Committee also agreed with suggestions of Committee s that printed copies of Reports need not be circulated to all Members of Rajya Sabha except Members of Committee as se Reports are available electronically on websites. Number of copies to be printed should, refore, be kept to minimum required level and be given to or Members of Rajya Sabha only on demand. 9. Members Salary and Allowances The Committee noted that got printed 500 copies of various Acts concerning salary, allowances and pensions of Member and officers of Parliament, etc. and felt that though this is an occasional exercise yet ir number may be reduced from 500 to 300 as se Acts are already available in Rajya Sabha website. 10. M.A. The Committee felt that same principle should be applied for printing number of copies of Report of House Committee as has been suggested by it in case of or Standing Committees of Rajya Sabha. 11. Administrative and Service s of Secretariat (Personnel, GA, Establishment General, Establishment Accounts & Pay & Account Office) The Committee noted that se s have already taken a number of measures for reduction in use of papers in functioning of Secretariat and many of activities concerning employees have been computerized and are available electronically on intranet site of Rajya Sabha Secretariat. The Committee, however, felt that se s should explore or activities which can be computerized and posted on websites so that use of paper for those activities may also be dispensed with. The Committee also felt that re is no need for circulation of hard copies of draft and final priority list for allotment of Houses and y should be made available on intranet site of Rajya Sabha. Similarly, number of printed copies of internal telephone directory be reduced from present 1000 to 500 only. The Committee also felt that Establishment

40 S.N Name of Decision of Committee Accounts and Pay & Accounts Office should reexamine ir procedure so as to reduce paper work involved. 12. LARRDIS The Committee noted that LARRDIS bring out various publications periodically which are meant for Members and public. Though se publications are made available electronically on websites, re is not much scope for reduction in number of copies of se publications. 13. Editorial and Translation Service The Committee felt that number of printed copies of Synopsis be reduced from 800 to 400. Similarly printed copies of Rajya Sabha debates both in Hindi and English may be reduced as both synopsis and debates of Rajya Sabha are available electronically on websites. 3. The Committee found that or s/ Services of Secretariat do not generate any parliamentary paper or bring out any publication and as such has little role in reduction of use of paper. The Committee also found suggestion of Web Supervisor regarding discontinuation of practice of endorsing Notices of Committee meetings to all officers of Secretariat and or agencies who are not directly connected to m, useful. 4. Noting that majority of parliamentary papers and publications brought out by various sections of Rajya Sabha Secretariat which are electronically available on websites, Committee felt that re is much scope for furr reduction in number of hard copies being prepared of all those papers / publications provided a decision is taken at appropriate level to dispense with practice of supplying hard copies to all Members and agencies. 5. The Committee also took note of contents of a letter received from Press Information Bureau and submission made by ir representative Ms. Sheyphali B. Sharan, Director, Media Coordination for sticking to existing number of copies of various s / parliamentary papers being supplied to m for press. The Committee felt that with large scale use of information technology in media sector, re is scope for

41 substantial reduction in paper s to be supplied to media. However, this is a matter to be settled between various Ministries / Departments of Government and Press Information Bureau and Rajya Sabha Secretariat need not specify number of copies of Parliamentary s to be supplied by Ministries to Press Information Bureau. Secretary, Parliamentary Affairs mentioned that he would write to DG, Press Information Bureau in this regard. 6. Before concluding, Chairman of Committee suggested that Secretariat should have its own paper recycling plant or arrange an NGO working in this field to recycle waste paper generated in Secretariat as it would contribute to a great extent to save environment. 7. The meeting adjourned at 4.30 p.m. New Delhi Mukul Pande Director