34. SALES & ARCHIVES SECTION

Transcription

1 34. SALES & ARCHIVES SECTION 34.1 Main Functions:- During the year 2009, Sales & Archives Section dealt with the following items of work:- i. Issuing of Rajya Sabha Debates ii. Procurement and sale of Souvenir items. iii. Procurement and sale of MPs D.O. stationery items to the Members of Rajya Sabha iv. Procurement and Sale of Greeting Cards. v. Orientation Programme vi. Stock Verification vii. Depositing the total sale amount with the Cashier on daily basis viii. Weeding out of old records ix. Annual Report and Annual Action Plan x. Computerized Diary Entries xi. Updation of Website xii. New initiatives xiii. Binding Work xiv. Sale of Rajya Sabha Publications xv. Sales of Parliamentary Papers xvi. Budget Estimates xvii. Payment of Bills xviii. Maintenance of Stocks 34.2 Issuing of Rajya Sabha Debates:- During the period under review English version of printed Parliamentary Debates relating to 71 sittings of the Rajya Sabha were received, covering 211 th to 217 th Sessions. Debates in respect of 63 sittings covering 211 th to 216 th Sessions were sent to Members, State Legislative Assemblies and others. The Section also received Hindi version of printed Debates for 118 sittings, covering 208 th to 217 th Sessions and the debates relating to 115 sittings of 207 th to 212 th Sessions were circulated as per the mailing lists. Some Debates were also got bound for Members of Parliament (Rajya Sabha) on their request at their own cost and recoveries on this account were effected from their salary bills. Details of Debates received and issued are as under: Session No. No. of sittings for which the Debates were received during 2009 No. of sittings for which the Debates were issued during 2009 Debates received during 2009 and yet to be issued (as on ) English Hindi English English Hindi Hindi * Total * This includes Debates received during the previous year. 180

2 34.3 Procurement and Sale of Souvenir items:- Souvenir items worth Rs.6,68,450/- were purchased as approved by Purchase Committee and there was a carry over of last year balance of worth Rs.4,66,447/- as on The same worth Rs.8,57,430/- were sold from the Sales Counters, Parliament House, Sales Counter, Parliament House Reception and the Section. The details are given below:- S. No. Name of the Item Quantity purchased Quantity sold 1. Badge Lapel Book Paper Weight Brass Bowl (Oval) Brass Bowl (Round) Brass Plate Wall Hanging Flag paper weight Kangura Salai Plate Key Chain (Big Size) Key Chain (Small Size) Pen Stand (Silver) Pen/Pen Sets (Life Time) Pen/Pen Sets (Sea Boy) Plaque (Oval) Plaque (Round) Plate Aathpehalia Table (Alarm Clock) Tie (Indian Silk) Wall Clock Model No Wall Clock Model No Wall Clock Model No Wall Clock Model No Wall Clock Model No Wooden Pen Stand with Clock Wooden Ball Pen Silver Coated Plate Wall Clock Model No Concept Ball Pen Elite Roller Pen Kiri Set Pen/Pen Set Parker Roller Ball Pen Neptune Pen Sets The following items were supplied to Conference and Protocol Section and Training Unit respectively on free of cost during the year 2009 for the presentation to the foreign delegations. The details are given below:- Conference and Protocol Section S. Name of the Items Quantity supplied No 1. Kriss Pen/Pen Sets Neptune Pen/Pen Sets Silver Coated Plates 10 4 Parker Roller Ball Pen Wooden Pen Stand with Clocks Brass Wall Hanging Plates Silver Plaque(Round) 03 Training Unit S.No Name of the Items Quantity supplied 1 Silver Coated Plates Aathpale Plates Silver Plaque (Oval)

3 Remaining items worth Rs. 2,92,776/- as per sale price are lying in the stock. The amount so collected was deposited with the Cashier on daily basis Procurement and sale of MPs D.O. stationery items to the Members of Parliament:- Sales & Archives Section procured and sold stationery items to Hon ble Members of Rajya Sabha. The carry over balance of MPs D.O. Stationery items of previous year worth Rs.64,221/- was in the stock. During 2009, the Section procured MPs D.O. Stationery items i.e. Letter Heads and envelopes worth Rs.17,742/- as recommended/approved by the Purchase Committee. The details are given below:- S.No. Name of the Article(s) Quantity procured 1. Large size letter pads A-4, 80 G.S.M. Sunshine paper 200 pads in English Amount spent Rs.4,992/- 2. Small size letter pads A-8, 80 G.S.M. Sunshine paper 200 pads in English Rs.3,016/- 3. Medium Size Envelopes 22 ½ cms 10 cms 80 GSM Sunshine paper 20,000 (80 Boxes) Rs.9,734/- Total Rs.17,742/- The items worth Rs.40,561/- were sold to Hon ble Members of Parliament. Remaining items worth Rs.47,701/- as per sale price were lying in the stock. The amount so collected was deposited with the Cashier on daily basis Procurement and Sale of Greeting Cards:- The Section had a stock of 504 New Year Greeting Cards from the previous year. 16,000 New Year Greeting Cards were to be got printed amounting to Rs.48,589/-, were received in November, The total New Year Greeting cards were 16,504, out of which 7345 cards amounting to Rs. 36,725/- were sold through the Sales Counters in Parliament House and Parliament House Reception as well as from the Section. As per the extant orders, New Year Greeting Cards were issued free of cost to Hon ble Deputy Chairman and certain level of Officers of Rajya Sabha Secretariat and the number of such cards issued during 2009 was Remaining cards 6819 were lying in the stock as on Orientation Programme:-The Section had put up stall for sale of Rajya Sabha Publications and Souvenir items in the Orientation Programme for the Media Persons. The amount realized by sale of publications and Souvenir items is Rs. 6,712/. The amount so collected was deposited with the Cashier Stock Verification:- All the Souvenir Items, MPs D.O. Stationery items, Publications, Greeting Cards etc. were checked and verified from the Stock Register maintained by the Section and its verification was done by the Executive Officer in the month of January, 2009 and in March, 2009 by Director of Sales & Archives Section with the assistance and support of the staff Depositing the total sale amount with the Cashier on daily basis:- Sale proceeds worth Rs.10,43,916/- on account of sale of Souvenir Items, MPs D.O. stationery items, Publications, Greeting Cards, Parliamentary Papers, Printed Parliamentary Debates etc. were deposited with the Cashier from 1 st January, 2009 to 31 st December, 2009 through Cash Register Weeding out of old records:- In the year 2009, this Section weeded out the following records:- i) Parliamentary Papers i.e. Questions lists, 214 th to 217 th Session Uncorrected Debate-I & II, Synopsis, Bulletins Part-I & II and lists of business 182

4 ii) Old Files 22 files up to the year iii) Registers 12 upto the year 2004 iv) Old Receipt book 115 receipt Books upto year 2003, v) Extra copies of Printed Parliamentary Debates 206 th to 210 Session Annual Report and Annual Action Plan:-This Section had prepared Annual Report, 2008, Status of Annual Action Plan, 2009 and Annual Action Plan, 2010 and sent the same to O&M Section after approval from the Joint Secretary, in charge of the Section Computerized Diary Entries:- During the year 2009, a total of 558 letters, notes and circulars etc. received in the Section were entered in Diary File on the computer Updation of Web site:- The following information was put on the Rajya Sabha website for public:- i) Price list of Rajya Sabha Publications as updated from time to time (English & Hindi); ii) 7 quotation notices for procurement of Souvenir items etc; iii) Circulars regarding (a) availability of New Year Greeting Cards for the staff and public; (b) conversion of old record file into Compact Disc(CD) iv) List of Authorized Agents for sale of Rajya Sabha Publications. v) List of Souvenir items New initiatives:- This Section took the following new initiatives in the year, i) 7 new Souvenir items mentioned at Sl. Nos. 21, 22, 27,28,29, 30 & 31 were added to the list of Souvenir items as shown in para 1.2. ii) Started Sale of Rajya Sabha Publications through Publication Division, Ministry of Information and Broadcasting Bindery Work:-This Section has arranged bindery work at competitive rates for office records, Reports, Rajya Sabha Debates for use of Hon ble Chairman, Hon ble Deputy Chairman, Hon ble Members, Secretary-General, Officers and Section of Rajya Sabha through Saraswati Book Binding House, New Delhi (i) Sale of Rajya Sabha Publications: During the year 2009, the following publications were sold from the Sales Counters and the Sales and Archives Section:- S.No. Publication Rate Quantity Amount sold 1 List of Members of Rajya Sabha showing Rs.100/- 411 Rs.41,100/- their addresses and telephone numbers etc. 2 Who s Who of Rajya Sabha Rs.300/- 15 Rs.4,500/- 3 Rules of Procedure & Conduct of Business Rs. 60/- 78 Rs.4,680/- in the Council of States (R.S) 4 Handbook for Members of R.S Rs. 30/- 49 Rs.1,470/- 5 Rajya Sabha at Work Rs. 950/- 02 Rs.1,900/- 6 Rajya Sabha Practice & Procedure Series Rs.100/- 17 Rs.1700/- 7 Rulings & Observations from the Chair 600/- 6 Rs.3,600/- 8 Parliament of India- An Introduction Rs.75/- 48 Rs.3,600/- 9 Socio Economic Profile of Members of Rs.85/- 17 Rs.1,445/- Rajya Sabha ( ) 10 Humour in the House: A glimpse into the Rs.270/- 07 Rs.1,890/- enlivening moods of Rajya Sabha 11 Fifty Years of Rajya Sabha Rs.35/- 34 Rs.1,190/- 12 Jawahar Lal Nehru and Rajya Sabha Rs.89/- 03 Rs.267/- 183

5 13 Nominated Members of Rajya Sabha Rs.20/- 12 Rs.240/- 14 Committee System in Rajya Sabha Rs.20/- 21 Rs.420/- 15 Computerisation in Rajya Sabha Rs.20/- 08 Rs.160/- 16 Discipline Decorum and Dignity of Rs.30/- 33 Rs.990/- Parliament 17 Women Members of Rajya Sabha Rs.185/- 04 Rs.740/- 18 Ethics Committee of Rajya Sabha Rs.40/- 05 Rs.200/- 19 Private Members Legislation Rs.150/- 06 Rs.900/- 20 Rajya Sabha Pays Homage to Rajiv Gandhi Rs.10/- 29 Rs.290/- 21 Welcome Hon ble Chairman Rs.100/- 2 Rs.200/- 22 Committees of Rajya Sabha and other Rs.40/- 01 Rs.40/ Parliamentary Committees and bodies on which Rajya Sabha is represented 23 Rajya Sabha and its Secretariat- A Rs.25/- 02 Rs.50/- Performance Profile 24 Dr. Sarvapalli Radhakrishan-A Rs.89/- 01 Rs.89/- commemorative volume 25 Role and Relevance of Rajya Sabha in Rs.75/- 03 Rs.225/- Indian Polity 26 Rajya Sabha Me Rashtrakavi Maithalisharan Gupt Rs.32/- 06 Rs.192/- 27 Rajya Sabha Members-Biographical Sketch ( edition) Rs.150/- 07 Rs.1,050/- 28 Rajya Sabha Committees A profile (2006 Rs.25/- 02 Rs.50/- edition) 29 Celebrating Rajya Sabha-the 200 th Session Rs.150/- 13 Rs.1,950/- 30 Committee Reports - 16 Rs.794/- 31. Debates Rs.50/- 342 Rs.17100/- Less 25% / 10% discount on some Rs.7,334/- publications and debates Total Rs.85,688/- The amount so collected was deposited with the Cashier on daily basis. (ii) The Section started sale of Rajya Sabha Publications from Publication Divisions, Ministry of Information & Broadcasting from 28 th August, 2009 and the following Publication were supplied to them on their demand. S. No. Name of the Publication Price No. of copies 1. Rulings and Observations from the Chair( ) Rs. 600/ Nominated Members of Rajya Sabha Rs. 20/ Fifty Years of Rajya Sabha ( ) Rs. 35/ Discipline, Decorum and Dignity of Parliament Rs. 30/ Women Members of Rajya Sabha Rs. 185/ Celebrating Rajya Sabha The 200 th Session Rs. 150/ Rajya Sabha Mein Rashtrakavi Maithilisharan Gupt. Rs. 32/ Rajya Sabha Practice and Procedure Series (2005 Rs.100/- 35 edition) 9. Who s Who Rajya Sabha (2008 edition) Rs. 300/ An Introduction to: Parliament of India Rs. 75/ Rajya Sabha and its Secretariat: A performance Profile Rs. 25/

6 12. Rajya Sabha Members-Biographical Sketches (1952- Rs.150/ ) 13. Rajya Sabha Committees-A Profile. Rs.150/ Rules of Procedure and Conduct of Business in the Rs. 60/- 40 Council of States (Rajya Sabha) 15. Parliament of India, Rajya Sabha-List of Members 2009 Rs.100/ Humour in the House: A Glimpse into enlivening Rs.270/- 20 Moods of Rajya Sabha 17. Role and Relevance of Rajya Sabha in Indian Polity Rs.75/ First Report of Joint Parliamentary Committee on 19. Second Report of Joint Parliamentary Committee on 20. Third Report of Joint Parliamentary Committee on 21. Fourth Report of Joint Parliamentary Committee on 22. Fifth Report of Joint Parliamentary Committee on 23. Sixth Report of Joint Parliamentary Committee on 24. Seventh Report of Joint Parliamentary Committee on 25. Eighth Report of Joint Parliamentary Committee on 26. Nineth Report of Joint Parliamentary Committee on Rs.35/- 12 Rs.25/- 06 Rs.39/- 12 Rs.25/- 09 Rs.25/- 12 Rs.25/- 11 Rs.28/- 08 Rs.25/- 06 Rs.286/ Sale of Parliamentary Papers of Rajya Sabha:- During the year 2009 the following Parliamentary papers of 215 th & 218 th Sessions of Rajya Sabha were sold from the Sales Counter, Parliament House Reception:- S.No. Parliamentary Papers Rate Pages sold Amount 1. Debate Part-I Rs.2/- per page 5,154 Rs. 10,308/- 2. Debate Part-II Rs.2/- per page 148 Rs.296/- 3. Statement Rs.4/- per page 1862 Rs.7,448/- 4. Questions List Rs.10/-per set 546 Rs.5,460/- 5. List of Business Rs.2/- per copy Bulletin Part-I Rs.3/- per copy Total Rs.23,512/ Budget Estimates:- This Section prepared Budget Estimates/Revised Budget Estimates for the year and Budget Estimates for and sent the same to Estt. (A/cs.) & Budget Section. The Estt. (A/cs.) & Budget Section after seeking approval from the Ministry of Finance informed through a note about the Budget provision, which was meant for the Section. The Sales & Archives Section was allotted the Budgetary amount on the following items for the year :- Head Office Expenses S. No. Items Budget Grant Expenditure from 1 st April 2009 to 31 st December, MPs D.O. Stationery Rs.70,000/- Nil 2 Gazette of India Rs.6,000/- Rs.1,632/- 3 New Year s Greeting Cards. Rs.1,25,000/- RS.48,589/- 4 Electricity & Water Rs.25,000/- Rs.30,957/- Charges 5 Souvenir Items Rs.14,00,000 Rs.8,05,011/- 6 World Book Fair Rs.30,000/- Nil 185

7 7 Bindery Charges Rs.60,000/- Nil 8 Refreshment -- Rs.935/- Total Rs.Rs,17,16,000/- Rs.8,87,124/- Every month actual Budget expenditure statement was prepared and sent to Estt. (A/cs.) & Budget Section Payment of Bills:- The following bills were received and processed/settled for payment:- i) 34 bills received against procurement of Souvenir items, MPs D.O. stationery, Greeting Cards etc. from the suppliers; ii) 1 bill from the Department of Publications, M/o Urban Development, Government of India, Civil Lines, New Delhi for supply of copies of Gazette of India notifications; iii) 48 bills from N.D.M.C. for electricity & water charges; and iv) 9 bills from railway canteen on account of serving of refreshments to officers in the meetings of the Purchase Committee & for opening the quotation letters respectively Maintenance of Stock:- (i) This Section maintained Stock Registers as per the Manual of Office Procedure. The Souvenir items, MPs D.O. stationery items, Greeting Cards etc. received from suppliers, Parliamentary Papers from Distribution Branch and publications received from various Sections were entered in the respective stock registers and the same were updated on an ongoing basis. (ii) This Section also maintained a Cash Register. All the receipts against sale of Souvenir items, MPs D.O. stationery items, Greeting Cards, Parliamentary Papers etc. were entered in the Cash Register and the cash was deposited with the Cashier on daily basis. 186