Indian Railway Codes and Manuals-Stores code- Vol-II-Chapter-12 (XII)
CHAPTER XII
STORES DEPOTS-RECEIPT AND
CUSTODY OF STORES
Organization 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).
(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) maintained
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 :
(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.
(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.
(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:—
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.
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 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.
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 :—
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.
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
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.
Multiple choice questions:
1.Who is directly responsible for the efficient maintenance of stocks and
the safe custody of stores in a depot? a. Assistant Depot Officer
b. Depot Officer
c. Controller of Stores
d. Yard Foreman
Answer: b. Depot Officer
2.What is one of the responsibilities of the Depot Officer? a. Supervising
material trains and store vans
b. Handling all correspondence with departments
c. Safe custody of stores in stock
d. Testing all weigh-bridges and weighing machines
Answer: c. Safe custody of stores in stock
3.What section is responsible for the actual receipt and weighment of
materials arriving at the depot? a. Receipt Section
b. Despatch Section
c. Ledger Section
d. Surplus and Scrap Section
Answer: a. Receipt Section
4.Which section handles the despatch of all stores and materials outside the
depot? a. Receipt Section
b. Despatch Section
c. Ledger Section
d. Surplus and Scrap Section
Answer: b. Despatch Section
5.What document is used for the numerical accounting and recoupment of
stocks? a. Receipt Note
b. Issue Note
c. Bin Card
d. Indent
Answer: c. Bin Card
6.What should be maintained separately for each depot to keep an inventory
of all articles of dead stock? a. Receipt Register
b. Inventory Books
c. Ledger Section
d. Weighment Register
Answer: b. Inventory Books
7.What section deals with the disposal of surplus stores and scrap
materials? a. Receipt Section
b. Despatch Section
c. Ledger Section
d. Surplus and Scrap Section
Answer: d. Surplus and Scrap Section
8.Who is responsible for maintaining an Inward and Outward Wagon Register?
a. Yard Foreman
b. Depot Store-keeper
c. Assistant Depot Officer
d. Controller of Stores
Answer: b. Depot Store-keeper
9.Which section should be independent of the Ward and other sections of the
depot? a. Receipt Section
b. Despatch Section
c. Ledger Section
d. Surplus and Scrap Section
Answer: a. Receipt Section
10.In the absence of the Depot Officer, who will be responsible for all
duties prescribed for the former? a. Yard Foreman
b. Depot Store-keeper
c. Assistant Depot Officer
d. Controller of Stores
Answer: c. Assistant Depot Officer
11.What should be done with samples received from firms after the orders are
placed and the supply is completed? a. Discard the samples
b. Return the samples to the firms
c. Keep the samples indefinitely
d. Use the samples for training purposes
Answer: b. Return the samples to the firms
12.How should materials obtained on loan from other railways be accounted
for? a. As a final purchase
b. As a temporary loan
c. As a donation
d. As surplus stock
Answer: b. As a temporary loan
13.Where should a depot store keeper grade III record the receipt of
materials obtained on loan from other railways? a. Receipt Register
b. Inventory Books
c. Manuscript Register
d. Weighment Register
Answer: c. Manuscript Register
14.What should be done when stores are refused delivery by a departmental
subordinate due to non-conformance with the requisition? a. Discard the stores
b. Return the stores to the firm
c. Prepare a write back issue note and put the stores into stock
d. Send the stores back without any documentation
Answer: c. Prepare a write back issue note and put the stores into stock
15.Who is responsible for the monthly inspection of the Receipt Section? a.
Depot Officer
b. Assistant Depot Officer
c. Accounts Stock Verifier
d. Yard Foreman
Answer: c. Accounts Stock Verifier
16.What should be done in case of short receipt of material tendered by
firms directly to the depot? a. Issue a receipt note for the full quantity
b. Issue a receipt note only for the correct quantity
c. Accept the material as it is
d. Return the material without any action
Answer: b. Issue a receipt note only for the correct quantity
17.How should discrepancies in supplies from railway workshops be handled?
a. Accept all supplies as they are
b. Acknowledge only the quantities actually received
c. Return all supplies
d. Accept the supplies and adjust later
Answer: b. Acknowledge only the quantities actually received
18.What should be done with returned stores that have discrepancies? a.
Accept the quantities actually received and notify the sending department
b. Accept all returned stores without verification
c. Discard the stores with discrepancies
d. Return the stores immediately
Answer: a. Accept the quantities actually received and notify the sending department
19.What is the responsibility of a Depot Store Keeper grade III in charge of
materials? a. Supervising the entire depot
b. Safe custody of all the stores and materials in his ward
c. Handling all correspondence
d. Testing weigh-bridges and weighing machines
Answer: b. Safe custody of all the stores and materials in his ward
20.What should be done with the keys of the wards after closing them? a.
Keep the keys with the Depot Store Keeper
b. Leave the keys in the ward
c. Lock the keys in a despatch box and send to the Time-Office
d. Hand over the keys to the Yard Foreman
Answer: c. Lock the keys in a despatch box and send to the Time-Office
21.How should inflammable materials be stored? a. In open sheds
b. In locked sheds and bins
c. Along with other non-flammable materials
d. In the same place as all other materials
Answer: b. In locked sheds and bins
22.Who should be recruited for the chowkidari staff? a. Any available person
b. Army and Police pensioners passed as physically fit
c. Only current railway employees
d. Volunteers from the public
Answer: b. Army and Police pensioners passed as physically fit
23. Which of the following
statements is correct regarding the hours of duty for depot staff?
A. Hours of duty should be strictly
8 hours without any roster.
B. A roster showing the hours of duty should be prepared and kept handy for
inspection.
C. Night shifts should be avoided at all costs.
D. Staff can choose their own hours of duty.
Answer: B. A roster showing the hours of duty should be prepared and
kept handy for inspection.
24. What should the RPF
staff/chowkidars do during their night shifts?
A. Stay in one place and guard the
main gate.
B. Make rounds to check all locks and report any suspicious activities.
C. Only guard the offices.
D. Sit at the security post and monitor cameras.
Answer: B. Make rounds to check all locks and report any suspicious
activities.
25. Which of the following is NOT a
duty of the RPF staff/chowkidars?
A. Prevent unauthorized persons from
entering the premises.
B. Smoke or converse idly while on duty.
C. Ensure that persons entering have a legitimate reason.
D. Detain conveyances or persons passing out materials and inform the
Time-keeper.
Answer: B. Smoke or converse idly while on duty.
26. In case of a fire, what should
the RPF staff/chowkidars and Ward staff do?
A. Wait for the fire department to
arrive.
B. Use fire protection apparatus and try to control the fire.
C. Evacuate the premises immediately without attempting to control the fire.
D. Call the Depot Store-keeper and wait for instructions.
Answer: B. Use fire protection apparatus and try to control the
fire.
27. What is the purpose of stacking
materials methodically in the depot?
A. To ensure easy access and
efficient use of space.
B. To make the depot look organized.
C. To make it difficult for thieves to find valuable items.
D. To comply with government regulations.
Answer: A. To ensure easy access and efficient use of space.
28. How should small items be packed
to ensure efficient storage and stock management?
A. In large, unmarked containers.
B. In bags with uniform quantities based on average issue quantities.
C. Loose in large bins.
D. In random quantities in various boxes.
Answer: B. In bags with uniform quantities based on average issue
quantities.
29. What should be done to ensure
the safe handling of materials in the depot?
A. Let laborers handle the materials
without supervision.
B. Supervise loading, unloading, and stacking by a responsible subordinate.
C. Allow anyone to move materials as they see fit.
D. Use only mechanical means for handling materials.
Answer: B. Supervise loading, unloading, and stacking by a
responsible subordinate.
30. What action should be taken if
the received iron and steel bars are not marked as per specifications?
A. Accept the bars and store them as
is.
B. Return the bars to the supplier immediately.
C. Mark the bars with approved quality paint of specified colors.
D. Use the bars without marking them.
Answer: C. Mark the bars with approved quality paint of specified
colors.
31. What are Receipt Order Numbers
(R.O. Nos.) used for?
A. To identify the receipt vouchers
in a continuous, uniform sequence.
B. To mark the date of receipt of materials.
C. To categorize materials by type.
D. To assign prices to materials.
Answer: A. To identify the receipt vouchers in a continuous,
uniform sequence.
32. How should the packing materials
that have not been separately charged for by the firm be accounted for?
A. Discard them as waste.
B. Return them to the supplier.
C. Take them into stock under suitable headings by credit to the Stock
Adjustment Account.
D. Use them for packing other materials.
Answer: C. Take them into stock under suitable headings by credit
to the Stock Adjustment Account.
33. What should be done with book
transfer returns?
A. Treat them as minus receipts for
the price list number from which material is transferred.
B. Send them directly to the Accounts Office.
C. Ignore them as they are not important.
D. File them without any action.
Answer: A. Treat them as minus receipts for the price list number
from which material is transferred.
34. In what form should departmental
stock verification sheets be prepared?
A. In single copy only.
B. In triplicate, signed by a Gazetted Officer of the Stores Department.
C. In duplicate, without any signatures.
D. Electronically, without any hard copies.
Answer: B. In triplicate, signed by a Gazetted Officer of the
Stores Department.
35. What is the role of the Head
Rakshak/watchman on duty during both day and night shifts?
A. To remain in the office and
monitor CCTV footage.
B. To make surprise patrol inspections and ensure all watchmen are awake and
alert.
C. To conduct regular office meetings.
D. To handle administrative tasks only.
Answer: B. To make surprise patrol inspections and ensure all
watchmen are awake and alert.
36. What is required for the
efficient handling of materials during loading, unloading, and other movements
in the depot?
A. Allowing labor staff to work
unsupervised.
B. Supervision by a responsible subordinate to prevent damage and accidents.
C. Delegating the task to external contractors.
D. Handling materials only during daylight hours.
Answer: B. Supervision by a responsible subordinate to prevent
damage and accidents.
37. What should be done with
materials that are received in the wards?
A. Store them without checking.
B. Check them against the relevant vouchers and acknowledge receipt.
C. Immediately use them without documentation.
D. Send them back to the supplier for re-verification.
Answer: B. Check them against the relevant vouchers and acknowledge
receipt.
38. How should fire protection
apparatus be maintained in the stores depot?
A. Installed but never used.
B. Regularly tested and maintained for efficiency.
C. Stored in a locked room away from the main area.
D. Used only by professional firefighters.
Answer: B. Regularly tested and maintained for efficiency.
39. What should be done with Receipt
Order Numbers (R.O. Nos.) at the beginning of each new period as fixed by the
Controller of Stores?
A. Discard the old series and start
a new one.
B. Continue using the old numbers without any change.
C. Change the series without informing the Stores Accounts Officer.
D. Assign a separate serial for each class of material in a ward.
Answer: D. Assign a separate serial for each class of material in a
ward.
40. How should the RPF
staff/chowkidars ensure that no unauthorized persons enter the depot premises?
A. By allowing entry to everyone
without questioning.
B. By personally verifying the reason for their entry and ensuring they have a
legitimate purpose.
C. By only allowing railway staff to enter without checking.
D. By placing a sign at the gate prohibiting entry.
Answer: B. By personally verifying the reason for their entry and
ensuring they have a legitimate purpose.
41. In what situation should the RPF
staff/chowkidars detain conveyances or persons passing out materials from the
stores depot?
A. Only if the materials are carried
by hand.
B. If the conveyance or person appears suspicious.
C. If they are not familiar with the person.
D. If the materials are transported by carts only.
Answer: B. If the conveyance or person appears suspicious.
42. What is the purpose of marking
iron and steel bars with approved quality paint in specified colors?
A. To make the bars look attractive.
B. To identify the quality and description of the material.
C. To prevent theft.
D. To comply with aesthetic standards.
Answer: B. To identify the quality and description of the material.
43. How should packing materials be
accounted for if they are not separately charged for by the firm?
A. Discard them as waste.
B. Return them to the supplier.
C. Promptly take them into stock under suitable headings by credit to the Stock
Adjustment Account.
D. Use them for packing other materials without documentation.
Answer: C. Promptly take them into stock under suitable headings by
credit to the Stock Adjustment Account.
44. What is the significance of the
forwarding memo in Form S. 1256?
A. It is used for internal
communication only.
B. It accompanies receipt vouchers to the Ledger Section for verification.
C. It is filed without any further action.
D. It is used to record office supplies.
Answer: B. It accompanies receipt vouchers to the Ledger Section
for verification.
45. How should discrepancies in
stock be handled during departmental stock verification?
A. Ignore them as they are not
important.
B. Report them immediately and prepare a verification sheet.
C. Adjust the stock levels without documentation.
D. Transfer the discrepancies to another department.
Answer: B. Report them immediately and prepare a verification
sheet.
46. What action should be taken if
materials received do not match the specifications shown on the vouchers?
A. Accept the materials and store
them as is.
B. Reject the materials and return them to the supplier.
C. Report the discrepancy and seek further instructions.
D. Use the materials without documentation.
Answer: C. Report the discrepancy and seek further instructions.
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