Indian Railways Stores Depot Code Vol-2, Ch-12 PDF

11/21/24, 9:32 AM CHAPTER XII CHAPTER XII STORES DEPOTS-RECEIPT AND CUSTODY OF STORES...

11/21/24, 9:32 AM CHAPTER XII CHAPTER XII STORES DEPOTS-RECEIPT AND CUSTODY OF STORES Organisation of the Stores Depot 1201. The Depot Officer.—Each stores depot of any importance should be under the super­vision of Gazetted Officer of the Stores Department directly subordinate to the Controller of Stores. He is referred to in these rules as the "Depot Officer". He is responsible to the Control­ler of Stores for the efficient maintenance of stocks of stores, for the prompt service of the terri­tory served by his depot, for the safe custody of the stores in stock, for the correct tally of such stock at any time with the balances as shown in the ledgers, for the correct preparation and posting of all initial documents, ledgers, bin cards and subsidiary registers, for the submission of the relevant vouchers and documents to the Accounts Officer on prescribed dates and for he disposals of surplus and scrap stores, 1202. Wards and Sections.—The work in a Stores Depot consists of : (a) Receipt and inspection of stores. (b) Storage and issue of materials. (c) Despatch of materials. (d) Maintenance of "numerical" ledgers/bin cards. (e) Recoupment of stocks. (f ) Disposal of surplus stores and scrap materials. 1203. The depot, wherever possible, should be divided into wards for stocking the stores and materials and into different, sections as shown below, for the efficient discharge of the other functions, the Depot Officer being as sisted in his work by Assistant Depot Officers and Depot Store- Keepers, as may be found necessary. 1204. The Receipt Section.—This section which should deal with all the documents relating to the stores and materials coming into the depot should be independent of the Ward and other sections of the depot; a Yard Foreman or Supervisor should work under the control of this section to deal with the actual receipt of the materials. 1205. The Despatch Section.—This section which deal with despatch from the depot of all stores and materials outside the depot should also be an independent unit. Material trains and stores vans will be controlled by this section. 1206. The Ledger Section.—The clerical work of the depot relating to stocks of material is best centralized in a Ledger Section where all the stock cards of the depot will be maintained up-to-date. This section should be divided into sub-sections, each sub-section dealing with the numerical accounting and recoupment of stocks of the same classes of stores as are dealt with in the corresponding wards. A separate sub-section should deal with the receipt and registration of the requisitions placed by indentors on the depot, (where, on any railway, the stock cards are maintained by each ward for the classes of stores stocked therein, the procedure for the posting of the stock cards and the recoupment of stocks will be the same in all essentials as laid down in Chapter XIV, the vouchers being passed on to the numerical ledger posters direct instead of to a separate ledger section, The Requisition Register (S. 1307), however, should be maintained in the depot's central office. 1207. Surplus and Scrap Section.—This section should deal with the receipt, classification, stocking and arrangements for sale of all scrap, whether received from the line or otherwise accumulated in the depot. This section should also deal with all the work involved in the dis­posal of surplus stores on the lines laid down in Chapter XXII. 1208. Duties of Assistant Depot Officer.—His duties should be specified in each case by the Controller of Stores or by the Depot Officer. In the absence of the Depot Officer, the Assistant Officer will be responsible for all the duties prescribed for the former official. 1209. Duties of Depot Store-keeper.—Depending on the section he is placed in charge of the Depot Store-keeper shall be responsible for the discharge of the relevant items among the list of duties shown below :— (a) All correspondence by wards with departments will pass through the Depot Store­keeper, who will put them up to the Depot Officer, if necessary. (b) The Depot Store-keeper will deal with all correspondence regarding stock verification reports. (c) He will check recoupments, figures of consumption, and maxima and minima shown on stock cards (S. 1402). https://indianrailways.gov.in/railwayboard/uploads/codesmanual/StoreDept-II/StoreDeptII_Ch12_data.htm#1201. 1/12 11/21/24, 9:32 AM CHAPTER XII (d) He will attend to complaints regarding shortages and delay in supplies, and bring all serious complaints to the notice of the Depot Officer. (e) He will see that every convenience is placed at the disposal of the Accounts Stock Verifier for accurate and speedy verification of stocks and that store department witnesses attend and carry out their functions properly. (f) He will check the figures of stock and consumption shown by wards on Annual Contract Statements (S. 603). (g) He will make surprise checks of packages by opening them and comparing the contents with the corresponding issue notes, and will initial the record copy of the issue notes so checked. (h) He will supervise generally that material is properly handed over to the Despatch Section, and that material is properly packed, whether packed by the ward or the Despatch section. (i) He will maintain general supervision over the wards, and see that material is properly stocked and looked after and kept in the correct bins and shelves. (j) He will have under his direct control the registration of requisitions and their distri­bution to wards. (k) He will allot the duties of the clerical relieving staff of the depot. (l) He will see that shunting operations are properly carried out in the yard, and that wagons are put in their proper places and to time. (m) He will maintain an Inward and Outward Wagon Register (S. 1215) and will examine every loaded wagon to see that the contents are properly loaded, occasionally checking in detail the contents of wagons leaving the Yard. (n) He will personally check, with the Wagon Registers, the Authority for removal of wagons and the Weekly statement sent by the Traffic Department of the wagons sent to, and received from, the Yard. In the event of any discrepancy, he will imme­diately report it to the Depot Officer, for investigation. (o) He will pay surprise visits at night to the stores yard, and see that the chowkidari staff are alert and at their posts (p) He will maintain an inventory of all articles of dead stock, viz., plant, machinery, furniture, tools, instruments etc, at each depot in Inventory Books (S. 2001) main­t ained separately for each depot. (q) He will prepare indents for consumable stores and tools and plant required by the depots, and will put them up to the Depot Officer for signature. (r) He will arrange to test all weigh-bridges and weighing machines in the store yard and wards once in a month in the first week of the month. He will record the results of the check in a manuscript register (S. 1209) to be maintained specially for the purpose and will put it up to the Depot Officer whenever the results of test show any appreciable difference. The register should show the following particulars: (i.) Number of the weighing machine (ii.) Location of the machine (iii.) Date of last test (iv.) Date of test (v.) Result of test (vi.) Action taken (vii.) Initials of Depot Store keeper (viii.) Initials of Depot Officer The tests for weighing machines other than weigh-bridges should be carried out with loads of previously ascertained weights, several tests for varying loads being taken on the same machines. Weigh-bridges should be tested by passing empty wagons over them. This testing will be done in addition to any periodical tests carried out by any other authorities. 1210. Where there is no Depot Store-keeper of the lower grade, the Depot Store-keeper will in addition be responsible for : https://indianrailways.gov.in/railwayboard/uploads/codesmanual/StoreDept-II/StoreDeptII_Ch12_data.htm#1201. 2/12 11/21/24, 9:32 AM CHAPTER XII (a) The control and supervision of all labour and chowkidari staff, if provided instead of RPF staff, including a surpuls roll call of all such staff at least once a week. (b) The correct preparation of Labour Muster Rolls. (c) Witnessing the payment of labour staff and chowkidars. (d) Seeing that the Yard is kept tidy, and reporting when necessary, on the state of roads, sidings, buildings & c, (e) Seeing that the fire arrangements are kept up-to-date and that fire drills are help at least once a month. (f) Preparing requisitions for repairs to material either by railway workshops or out­side firms. 1211. Duties of other subordinate Staff.—The duties of the Depot Store keepers Grade III (in direct charge of materials) and other subordinate staff shall be laid down in manual of instructions issued for each depot detailing the duties of the staff and laying down subsidiary and local procedure for the running of the Depot. 1212. Security Deposit by the Staff in Custody of Stores.—The General Manager, in consultation with the Chief Accounts Officer, should fix scales of security deposits to be made by the staff in custody of stores. A schedule of such staff should be prepared and the custody of stores should in no circumstances be placed under any staff other than those who have furnished such securities. In fixing the scale of securities, the maximum money value of stores to be held by the subordinates concerned should be taken into consideration. This does not preclude the holding of excess stocks for temporary periods, but if it is estimated that such excess will continue for more than six months, steps should be taken to place the stores under the change of a subordinate of appropriate status. Receipt Section Procedure 1213.The Yard Foreman.—Materials arrive in a stores depot in fully loaded railway wagons, in stores vans, as "smalls" whether through parcel or goods trains, in lorries and carts or carried by coolies', or from the adjacent workshops in trolleys, Lister Trucks & c. The receipt of the actual stores themselves should be in the charge of a Yard Foreman or other official who should arrange for the weighment of all wagons, trolleys, trucks, lorries carts, & c. both when they are fully loaded, and later on after the stores have been unloaded. He should arrange for the un­loading of the material, taking care to see that such consignment or part of a consignment is linked with any forwarding documents which may accompany the material or which may have been handed over to him already by the Receipt Section 1214. The "Receipt Shed".—All materials received in the depot should be generally stocked properly in a "Receipt Shed" and should on no account be mixed up with existing stock of stores in the depot. As an exception to the above, only heavy items of stores and large consignments of ferrous scrap may be unloaded on the spot intended for stocking such materials, provided that the ward-keeper responsible for the stocking of such items witnesses the unloading and acknowledges the receipt of the correct quality of material. 1215.The weighment Register.—The materials received by the Yard Foreman should be entered daily in a register (Form S-1215) which should show the following particulars :— Form S. 1215 (1) Date of receipt. (2) Wagon or cart or lorry, & c, number. (3) Railway receipt number and date. (4) Receipt Note or any other forwarding document number and date. (5) Station received from. (6) Name and designation of consignor. (7) Description of material. (8) Gross weight of wagon. (9) Tare of wagon (actual). (10) Tare as stated on the wagon. (11) Difference between 8 and 9 and initials of tally clerk. https://indianrailways.gov.in/railwayboard/uploads/codesmanual/StoreDept-II/StoreDeptII_Ch12_data.htm#1201. 3/12 11/21/24, 9:32 AM CHAPTER XII (12) Initials of Yard Foreman. (13) Remarks. (14) Date put into stock. This register will also serve as the Inward Wagon Register. 1216. All materials including those received from the local railway station, should be entered into this register so that it forms a complete record of all receipts of stores in the depot. An exception to this will be only of materials received through stores vans, for which the van clerk should give a delivery sheet; these sheets should be properly filed in the Receipt Section in their chronological order. 1217. Materials received without Documents.—Whenever any material is received without the accompanying documents, the Yard Foreman should enter all relevant details in the Wagon Register (S. 1215) and immediately report such cases with full details to the Receipt Section and obtain the papers, if they are in that section. If they have not been received from the parties concerned, the Receipt Section should enter such cases with full particulars, as far as available, from the Railway Receipts in a manuscript register (S. 1217) and if the documents are not received within three days from the receipt of the material, a letter should be addressed to the party concerned calling for the documents, copy of such letters being sent to his immediate superiors and district or divisional officer. The cases should be pursued till the documents are received and the stores are properly disposed off or if there is delay of over a month or if material is to be issued urgently or the party sending the material cannot be traced, the stores should be taken into stock by credit to stock Adjustment account. 1218. Receipt Documents and Records.—Stores are received in a depot through the following sources :— (i.) (a) Indigenous Purchases.—In case the original receipt and inspection of stores from the firms are centralized in one station, the Inspecting and Receiving Officer will issue the Receipt Note (S. 726) and forward the relevant foils to the stores depot concerned. In other cases, the Receipt Section of the depot receiving the material from the firm will issue the necessary Receipt note (S. 719 or S. 726). In certain cases as when stores are obtained from the National Instruments (Private) Ltd., or the Controller of Printing and Stationery, the supplies will be supported by the forms of the department making the supply (b) Imports.—Such stores will be supported by Advices of Despatch (S. 948) pre­pared by officer landing the stores. (ii.) Manufactures from Workshops.—The workshops send the materials under "Material supplied to Stores Form" (S. 1531). (iii.) Returned Stores.—These will be received on Advice Notes of Returned Stores (S. 1539) from the several departments of the Railway. (iv.) Depot Transfers.—These will be received on the special issue notes (S. 1320) for such transactions. (v.) Sale/Loan of stores from other railways, & c. (vi.) Materials sent by departments to depot attached to workshops, not for stock, but for transmission to the shops for repair & c. (vii.) Sample received from firms. (viii.) Returnable empties (Optionally or otherwise). 1219. Receipt Register.—All the documents covering the several kinds of receipts men­tioned above and railway receipts in their connection should be received in the Receipt Section. Separate registers should be opened to record the particulars of each kind of documents and to watch for the receipt of the materials. The registers in form (S. 1219) should show the following particulars: Form S. 1219 (1) Serial number. (2) Date of receipt of the vouchers. (3) Number and date of voucher (4) Consignor. (5) Station. (6) Particulars of material. https://indianrailways.gov.in/railwayboard/uploads/codesmanual/StoreDept-II/StoreDeptII_Ch12_data.htm#1201. 4/12 11/21/24, 9:32 AM CHAPTER XII (7) Reference to railway receipt. (8) Date of receipt of material. (9) Date of sending material to ward for stock. (10) Alphabetical letter index of ward. (11) Receipt order number and date (to be assigned by ward-keeper). (12) Initials of ward-keeper in acknowledgement of material. 1220. When the material has been properly received, checked and inspected, it should be sent without any delay along with the relevant documents and the Receipt Register (S. 1219) to the ward where the material should be stocked. The Depot Store keeper grade III in charge, of materials will sign the register in acknowledgment of the stores, assign the Receipt Order Number at the same time and return to the Receipt Section all except the ledger foils of the vouchers after signing them, as required by each kin of form. On receipt of the vouchers from the wards, the Receipt Section should retain the foil intended for record in the depot and dispose of other foils as prescribed for each kind of form. At the end of the month, record foils should be sent to the record room of the depot office 1221. The Receipt Registers (S. 1219) should be inspected by the Depot Officer once a fortnight to see that there is no avoidable delay between the receipt of the material in the depot and its accoutal in the depot ledgers and that materials are not allowed to lie in the receipts shed, indemnity shed, indefinitely. 1222. Samples.—Samples received from firms should be properly labelled and, after they have been considered and orders placed, they should be stored for comparison with the supply when received. When the quantity of stores ordered on the sample has been fully supplied, (the able on the sample should quote the date when the supply is contracted to be completed in full the samples should be returned to the firms if such is the arrangement, and if not, the same should be taken into stock by credit to the Stock Adjustment Account. 1223. Stores on Loan from other Railways.—When due to delay in receipt of stores on order or for other reasons, materials are obtained on loan from other railways, the receipt of such stores should be accounted for on the usual purchase returns (S. 719 or S. 726), the forms being prominently marked 'Suspense Receipt'. The depot receiving the material should keep a record of the receipt in a manuscript register (S. 1223) kept by the depot store keeper grade III in charge of materials concerned to enable him to arrange for the return of the loan as soon as the stores on order for the railway are received. The receipt should be credited in the Accounts Office to the head "Deposit Miscellaneous Account". The rate of the last stock in the price ledgers of the Railway may be adopted for the transaction, and, if there was no stock previously, the Depot Office should give an approximate rate. No debit will be raised by the lending railway. When the material is returned, ordinary issue notes should be prepared and allocated to debit of "Deposits Miscellaneous Account". Reference to the Original Note should be quoted on the issue note. The issue note should be priced at the same rate as the original receipt. Howe­ver, inter railway sale should preferably be made instead of loan and final accountal done for sale and receipt of such materials. 1224. Miscellaneous Receipts.—A Stores depot receives occasionally materials which are not included in the categories of stores mentioned in paragraph 1218. For instance, when stores have been sent by a store van, a departmental subordinate occasionally refuses to take delivery of the material, due to its not being in accordance with his requisition. In such cases, the van clerk brings back the material with the issue notes. The Receipt Section should maintain a manuscript register (S. 1224) for such items and after entering the details of such rejected stores in the same should send the issue and the material to the ward concerned to prepare a write back issue note, and put the stores into stock. The Receipt Section should watch from the register that the minus issue note is actually prepared and sent to the Account Office for accountal. But when such incorrectly issued store have been sent through the usual services of the railway, or when an indentor finds that certain material he had asked for is not required subse­quently but has been sent by the depot he could cancel his requisition he should invariably receive the materials except when sent through a store van and later return them through proper Advice Note of Returned Stores (S. 1539). 1225. Monthly Inspection of Receipts Section by Accounts Stack Verifier.—The Receipt Registers (S. 1219) maintained in the Receipt Section, the Weighment Register (S. 1215) and the delivery sheets of van clerks should be inspected once a month by an Accounts Stock Verifier attached to the depot and any cases of inordinate delays in the accountal of material received in the depot, as well as cases in which materials have not been received within a reasonable time after the receipt of the relevant documents should be taken up with the parties concerned. Particular attention should be paid to cases in which the materials have been received in advance of documents and all such cases pursued to see that the materials are taken into stock either by credit to the department concerned, or by credit to Stock Adjustment Account. 1226. "Short Receipts" and receipt of "Wrong Stores".—In the case of short receipt of material tendered by the firms direct to the depot, the depot— the Receipt Note should be issued only for the correct quantity. In the case of purchased stores which have been received from the firms by a centralised inspection and receipts branch and later distributed by the Stores Department Officers to the depot stocking the stores, the quantity as shown in the Receipt Note should be accepted and a manuscript memorandum of differences (S. 1226) prepared in four copies and distributed as under:— https://indianrailways.gov.in/railwayboard/uploads/codesmanual/StoreDept-II/StoreDeptII_Ch12_data.htm#1201. 5/12 11/21/24, 9:32 AM CHAPTER XII One copy for record. Two copies to the Inspecting and Receiving officer, along with any material in case of incorrect material and the last copy to the Accounts Officer, Stores. 1227. If the material has been received through Traffic Department (and not in store vans) the necessary reports as laid down in the rules (vide paragraphs 2128 & 2138) for dealing with stores lost in transit should also be made. The memorandum of differences (S. 1226) should receive the prompt attention of the Inspectiong and Receiving Officer and if the stores had been either left over at his end or had been wrongly delivered by the firm, the deficient quantities should be promptly despatched to the depot concerned along with one copy of the memorandum referred to above with suitable endorsements on the same. On receipt of the missing or correct materials they should be put in stock and the Accounts Officer, Stores, advised. If the missing material is found to have been correctly received from the suppliers, but has not been despatched from the Receipt Section and is, however, not traceable, the matter should be reported to the Controller of Stores for fixing responsibility for the loss and for arranging for recovery or write off of the cost of the stores. 1228. Each ward-keeper should maintain a manuscript register (S. 1228) to record particulars of such cases of stock and the register should be produced to accounts for the shortage of stock at the time of stock verification. The Accounts Verifier should note such cases and after verifying them from the copies of the memorandam in the Accounts Office, he should accept the quantity shown in the memoranda as in stock. The Accounts Officer should watch the final disposal of the discrepancies brought out on the memoranda (S. 1226) and take action on any delays in settling the matter. 1229. If there are any shortages in supplies by the railway workshops, only the quantities that are actually received should be acknowledged. If the materials are not according to the requisition, the supplies should not be accepted. 1230. Returned stores should be accepted only for the quantities actually received and discrepancies should be intimated to the sending department for explanation. Special care should be taken in receiving optionally returnable and returnable empties as the rate of credit to be afforded to the departments depends on the good condition of the containers and their having been returned within the time stipulated on the original issue note. 1231. Depot transfers should be accepted for the quantities as stated in the issue notes and the shortages taken up with the sending depot and the Traffic Department, if necessary. A manuscript register (S. 1231) similar to the one mentioned for discrepancies in receipt of purchase (S. 1228) should be maintained by the ward concerned to account for the shortages in stock. If, however, material different to the description in the issue note is received, the stores should be accounted for according to the correct description, and the matter taken up with the sending depot for any adjustment of the price of the same. The material should not be ordinarily returned to the sending depot unless it is not likely to be of use in the receiving depot, or the other depot called for the return of the same. When the materials are returned, the transaction should be considered a new one and fresh depot transfer documents prepared. Ward Procedure—Organisation, Receipt and Storage of Stores 1232. Wards.—The stores and materials stored in stores depots should be distributed among different wards, each ward containing material of one or more classes of stores. The ward may be distinguished by alphabetical letters for facility of reference. Each ward or a group of wards may be placed under the charge of a Depot Store-Keeper with one or more lower grade Depot Store Keepers and Depot Store Keepers Grade III incharge of materials to assist him. 1233. Duties of Depot Store Keeper III—The lower grade depot store-keeper III incharge of materials will be responsible to the Depot Store-keeper for the safe custody of all the stores and materials in his ward, and for carrying out the work in connection with all items or groups of stores in Ins section in conformity with the instructions in paragraphs 1234 to 1236 or any other instructions designed for the purpose of ensuring the safety of the stores in the wards as may be issued by the Controller of Stores. Work in the wards should be confined to the physical receipt (from the Receipt Section) the Storage and issue of materials. Except for the preparation of issue notes, or other documents for transfer and departmental verification of materials, the wards should, wherever possible, have no other clerical duties and the Depot Store-keeper in charge of materials and his staff should devote their undivided attention to the care of the materials; and their correct numerical receipt and issue. 1234. General Mules for Closing and Opening the Wards.—Depot Store keeper Grade III incharge of materials should see before closing their wards that all lockers and strong rooms containing valuable materials are properly locked, and that no one is left in the wards. They should personally see the closing and locking up of their wards, after which a naik or chowkidar should go round and examine all locks and windows to see that all are securely fastened. 1235. The keys of the wards should be locked in a despatch box, the key of it being tied to the handle and sent to the Time-Office, where the despatch boxes should be collected by the Time-keeper and locked in a safe. The duplicate keys of locks of the wards should be kept in a despatch box and locked in the Depot Officer's safe. 1236. One master key for all wards and the Depot Storekeeper's office should be kept in a glass covered case in the Time-keeper's office for emergency use or in case of fire. The key of the glass box should be deposited in the time keeper's safe. The key of the safe should be locked in a glass covered case provided in the Time-keeper's office. This should be done by the Time-keeper or his Assistant, and the key of the glass box containing the key of his safe handed over to the Depot Store-keeper. https://indianrailways.gov.in/railwayboard/uploads/codesmanual/StoreDept-II/StoreDeptII_Ch12_data.htm#1201. 6/12 11/21/24, 9:32 AM CHAPTER XII 1237. A Key Register (S. 1237) should be maintained showing the time the keys are received in the morning and returned at the closing hour. Each Depot Store keeper grade III incharge of materials or the clerk he details will remove the despatch box personally from the Time Office and initial the Key Register. He will return this box to the time keeper on closing the ward and see that the time-keeper signs the register as an acknowledgement. 1238. The time-keeper will open and close the safe, and he or his Assistant must remain in his office until all keys are received and locked in safe. 1239. The same procedure should be observed for important keys other than keys of the ward. 1240. Each depot Store keeper grade "III incharge of materials should detail a clerk in turn for a period of one week to receive the keys and open the ward. This clerk should attend early so that material from the Receipt Section may be removed early and the ward may be swept and cleaned by the time all the clerks come in. 1241. Custody of Stores and Protection. - It shall be the particular duty of the Depot Store-keeper and his staff to take proper precautions for the protection of stores and Scrap materials against deterioration and loss. Valuable stores and fittings, and materials which are of common household use and are, therefore, likely to be liable to pilferage should be kept in locked sheds and bins special attention should be given to the care of inflammable materials, like Polyester & Cotton fabrics, rubber and plastic goods, charcoal, timber, hemp, petroleum products etc. (Authority Board's letter No. 98/RS (G)/779/10(CS) dated 28-08-2008)--acs no.6 1242. Chowkidari Staff.—Proper security staff should be maintained for watch and ward work of the depot. Usually contigent of Railway Protection Force shall be provided for maintaining watch at the depot gate and for carrying out patrolling etc., as required. In cases however, where R.P.F. staff is not provided, a proper chowkidari staff should be maintained. Chowkidari staff should as far as possible be recruited from army & Police pensioners, who have been passed as physically fit by the Railway's Medical Officer. The chowkidari staff should always wear the Railway's uniform when on duty. 1243. Hours of duty.—The hours of duty should be so arranged that they comply with the Hours of Employment Act and Rules. A roster (S. 1243) showing the hours of duty, should be prepared for each depot and kept handy for inspection. 1244. Night Shifts and Patrols.—For the night shifts, posts should be arranged round the yard, and the members of the shift should have each in turn a portion of the time allotted to them for going round the posts. These posts should be so arranged that the RPF staff/ chowkidars visiting them will see all the principal parts of the Yard. While making their rounds, the RPF staff/chowkidars should examine all locks on doors, gates, godowns, wards & c, and report any suspicious occurrence to the Head Rakshak/ watchman on duty. The Depot Store-keeper should instruct the chowkidars wherever provided each day at what times they should commence their rounds the following night, which times should vary from day to day. The Head Rakshak/watchman on duty, in both day and night shifts, should make a surprise patrol inpection of the yard, and see that all watchman are at their posts, awake & alert. 1245. Duties of Chowkidars.—(a) RPF staff/chowkidars should not on any account leave their posts until they have properly relieved, nor should they smoke or idly converse with any one whilst on duty. (b) They should prevent all unauthorized persons from entering the stores premises and personally satisfy themselves that persons so entering have a bonafide reason for doing so. No outsiders, with the exception of merchants on business or men delivering stores, or railway staff on duty, office peons and conservancy staff, should be allowed in the Yard. la the event of any one wishing to see any member of the depot staff, the interview should take place in the Time Keeper's office, after a note has been sent to the person concerned. Merchants and their delivery staff should not be allowed to wander aimlessly about the yard, nor should they be allowed into any ward or where their business does not carry them. They should not be allowed into the General Office to see or get into communication with any of the clerical staff, the only exceptions being that they may interview the Sample Clerk, with the sole purpose of delivering or taking delivery of their samples, and the Tender Clerk, for handing over tender, inspecting tender samples & c, or the Depot Officer or his Assistant. 1246. RPF staff/Chowkidars should pay particular attention to all material passing out of the stores depot, whether by carts, lorries, gharries, motors & c, or carried by any person and should detain the conveyance or persons, at once informing the Time-keeper, or Gate Sergent, if any, who will examine as much of the material as possible with its accompanying documents, taking care not cause any more delay than is absolutely necessary. 1247. Deleted. 1248. Fire Conservancy.—The RPF staff/chowkidars, wherever provided and the Ward staff should as far as possible be trained in fire drill and imparted thorough knowledge of the fire appliances and what to do in case of a fire. Their efficiency should also be periodically tested by trial fire alarms and mock fire fighting. Sufficient and easily accessible fire protection apparatus and fittings such as chemical fire extinguishers, water and https://indianrailways.gov.in/railwayboard/uploads/codesmanual/StoreDept-II/StoreDeptII_Ch12_data.htm#1201. 7/12 11/21/24, 9:32 AM CHAPTER XII sand buckets, water hydrants, hose pipes and portable water pumps should be provided in the stores depots. Particular attention should be paid to the location of stocks of wooden work, charcoal hemp, oil, petroleum products, polyster & cotton fabrics, rubber and plastic products & c, with particular precautions against spontaneous combustion of material. 1249. Stacking of Materials.—The location and the method of stocking material should ensure that stocks could be worked off in the order of their priority of receipt in the depot, and admit of full advantage being taken of all mechanical facilities of stacking, removal and transport of material thereby reducing any manual labour to be employed in such work. 1250. Unit Piling.—In order to enable the compact stocking of material and to allow of the existing stock at any time to be ascertained at a glance, a system of stocking the stores so many deep to a row and so many rows to a layer of the stores, or in cases of small items, a system of packing in bags uniform quantities of items in convenient weights or number based on average quantities for one issue should be adopted. In addition, wherever practicable graduation marks should be painted on bins to show certain previously ascertained quantities which would enable a busy depot store-keeper grade III incharge of materials to know at a glance the approximate stocks in his custody and assist him in taking steps prompt recoupment. 1251. Handling of Materials.—The loading, unloading, stacking and other movement of materials should be made under the supervision of a responsible subordinate in order to ensure that materials are not damaged in the process, and to see that labour staff are not involved in accidents through clumsy handling and disregard of the precautions prescribed to be taken when handling heavy material. Certain percentage of the yard and ward staff should be trained in rendering First Aid in case of accidents and suitable number of first aid kits should be provided in the Yard and the wards. All accidents should be reported promptly to the authorities as aid down in the rules for reporting accidents. 1252. Receipt of Materials in Wards.—All materials will be received in the wards through the Receipt Section along with the relevant vouchers and acknowledgement given on the registers of the Receipt Section. The materials should be carefully checked as regards quantity and specification with the particulars shown on the vouchers. 1253. Marking of Iron & Steel Bars and Section.—Except where provision to the contrary is made in this specification all iron and steel bars, sections, & c, shall on receipt in railway stores be marked with approved quality paint of the colour or colours specified in the next paragraph for each description of the material. The bars, sections, & c, shall be marked at both ends in the manner shown in the sketch. S.-1253 No marking by distinguishing colour shall be made on bars, sections, & c, of class II steel, Steel of this quality shall be identified by the absence of any colour marking. 1254. Standard Marking Colours.—In accordance with I.R.S. Specification No. A. 436, these should be as shown in the following table for each description of material :— Description of material Relative I.R.S. Material Colour Class or Grade Specification Colour Mild steel (untested) Blue Class I Steel M-4 Blue Yellow Class II Steel M-5 Class III Steel M-4 Gray Class IV Steel M-4 Black https://indianrailways.gov.in/railwayboard/uploads/codesmanual/StoreDept-II/StoreDeptII_Ch12_data.htm#1201. 8/12 11/21/24, 9:32 AM CHAPTER XII Class V Steel M-6 Green Class VI Steel M-7 Orange Class VII Steel M-8 Red Class VIII Steel (bright) M-9 Class IX Steel M-23 Aluminium Class X Steel M-26 Purple Brown Class XI Steel Buff. Class XII Steel M-27 Pink Carbon Spring Steel (laminated plates) M-10 White. (Wire Drawn Steel) M-18 White. Carbon Spring Steel (Volute and helical round and Square) M-24 White. Silicon Manganese spring a steel (volute and helical springs) M-25 Yellow. Water hardening laminated springs M-ll Yellow White Oil hardening laminated sp tings M-II Yellow Black Carbon tool Steel temper A M-13 Red Yellow Carbon tool Steel temper B M-13 Red White Carbon tool Steel temper C M-13 Red Grey Carbon tool Steel temper D M-13 Red Black Carbon tool Steel temper E M-13 Red Blue Carbon tool Steel temper F M-13 Red Green Yorkshire iron M-I Green High speed tool Steel - super Aluminium Green High speed tool Steel - super 18% T Aluminium Red High speed tool Steel - super 14% T Aluminium Yellow 1255. Numbering of Receipt Vouchers; R.O. Numbers.—Receipt Vouchers are either :— (i) (a) Receipt Notes (Indigenous purchases) or (b) Advices of Despatch (Imports) or (ii) Workshop Receipts (manufactures) or (iii) Advice Notes of Returned Stores or (iv) Depot Transfers. Certain other vouchers which are treated as receipt documents are (v) Book Transfers or (vi) Departmental Stock Verification Sheets. Receipt vouchers have numbers which have been assigned by the parties preparing them, but as these will have no continuity or uniformity in relation to the sequence of receipt vouchers received in a ward, it is necessary to assign a separate series of numbers in the ward to the receipt vouchers. Such numbers shall be called Receipt Order Numbers (R.O. Nos.) This number should be a separate serial for each class of material in a ward and in each class there should be a separate serial for each kind of vouchers shown above. The ward index letters (vide paragraph 1232) should be shown as a prefix to the numbers. The series may commence from unit each month or half-yearly or annually as may be fixed by the Controller of Stores. The Stores Accounts Officer should be advised of the serial numbers adopted in the depot and no change should be made in any period for which the serial has been designed. 1256. Forwarding Memo Vouchers.—Each Depot Store-keeper Grade III incharge of materials should maintain separate books of forwarding memos for each kind of receipt vouchers. The forwarding memo should be in Form S. 1256. It should be prepared in quadruplicate. One copy will be retained in the ward. The other three copies along with the receipt vouchers should be sent to the Ledger Section of the depot. The vouchers should be checked with the Memo in that section and one copy of the memo duly receipted for the correct receipt of the vouchers should be returned to the ward where it should be filed with the office copy. The disposal of the remaining two copies is dealt with in paragraph 1410 relating to work in the Ledger Section. Form No. S 1256 Forwarding Memo of Receipt/Issue Vouchers for................(date).................... Ward index letter......................Class........................................ R.O. No. Voucher No. R.O. No. Voucher No. Date https://indianrailways.gov.in/railwayboard/uploads/codesmanual/StoreDept-II/StoreDeptII_Ch12_data.htm#1201. 9/12 11/21/24, 9:32 AM CHAPTER XII..... 1257. After the material has been checked and placed in the bin, the ward-keeper should give the R.O. number on the receipt vouchers (all foils) and enter the same in the forwarding memo at the same time. The foils intended to be sent to the Ledger Section should be retained and the other foils returned to the Receipt Section for disposal. The R.O. number should be entered by the depot store-keeper grade III incharge of materials in the Receipt Register (S. 1219) of the Receipt Section when he signs the same in acknowledgement of the material. 1258. Packing Materials.—Any packing material which has not been separately charged for by the firm and has not to be brought to account under any procedure relating to empties should be promptly taken into stock under suitable headings by credit to the Stock Adjustment Account. The stock verification sheet (S. 1260) should be used for this purpose and a remark relating to the transaction made on the form to distinguish it from proper verification sheet. Receipt Returns originated by the ward 1259. Book Transfer Returns.—These should be prepared in duplicate to transfer stocks from one price list number to another. One copy is retained as office copy in the ward, the other being sent to the Ledger Section as usual. The form shown below should be used in such cases. These should be treated as receipt vouchers, the transaction under the price list number from which the material is transferred being treated as a minus receipt. The depot store-keeper grade III incharge of materials will be responsible to see that there exist the sanction of proper authority for the transfer; the reference to the sanction for such transfer should be shown on the voucher alongwith the brief and clear reasons for the transfer. All such transfer vouchers should be signed by a Gazetted Officer. From No. S 1259 BOOK TRANSFER FORM The under noted transfer of material is made on................................................................................................. Particulars of P.L. Number transferred Particulars of P. L. Number transferred to Authority for transfer and Remarks from DP/PL/Catg/WDDescription Qty. Unit Rate DP/PL/Catg/WD Description Qty. Unit Rate Closing Balance Value Value Debit/Credit to Stock Adjustment Account Part........................is Rs.......................................................................... Depot Store-keeper incharge of material Depot Store-keeper Date................... Date............................................Depot Officer 1260. Departmental Stock Verification Sheets.—These should be prepared in triplicate in the form shown below by the person making the verification and should be signed by a Gazetted Officer of the Stores Department. On copy should be retained as the office copy and the other two sent to the Ledger Section with a forwarding memo (S. 1256) as usual. In cases where there are no discrepancies in stock, no stock verification sheet need be prepared. STOCK VERIFICATION SHEET No..........................................Ward.......................................................Departmental report of discrepancies in stock of Stores Verified at......................................................Depot on.............................................................Accounts Deptt.'s Field Item DP/PL/Catg./WD/No. Description Unit Depot Accounts Actual Difference between actual Explanation Book No. of Stores balance on office priced balance on bal. & price ledger balance of Depot Page ledger on officer No. balance on District or Divl. Officer https://indianrailways.gov.in/railwayboard/uploads/codesmanual/StoreDept-II/StoreDeptII_Ch12_data.htm#1201. 10/12 11/21/24, 9:32 AM CHAPTER XII No. Quantity No. Quantity No. Quantity No. Weight Rate Rs. P. Meserment............................................................................................................................ Accounts Stock Verifier Asstt. Store Keeper Depot Officer Controller of Stores Date........................... Date....................................... Form No. S. 1260 STOCK VERIFICATION SHEET No………………..Ward………….....Departmental report of discrepancies in stock of stores verified at…………………….Depot on…………………….Accounts Deptt.'s Description Units of Stores Field Item DP/ PL/ Depot balance Accounts Actual Difference between Explanation of Book No. Catg/WD office price Depot Officer or balance on actual bal. & Page No. ledger District or priced ledger balance on Divisional Officer No. balance on No. Quantity. No. Quan No. Quantity. No Weight Rate Rs. P. tity. Measure- men t ……………. ……………………… ……………………… Accounts Stock Verifier Asstt. Store Keeper Controller of Stores Depot Officer Date ………… Date………………… https://indianrailways.gov.in/railwayboard/uploads/codesmanual/StoreDept-II/StoreDeptII_Ch12_data.htm#1201. 11/12 11/21/24, 9:32 AM CHAPTER XII https://indianrailways.gov.in/railwayboard/uploads/codesmanual/StoreDept-II/StoreDeptII_Ch12_data.htm#1201. 12/12