National Minorities Development & Finance Corporation

Chapter - 6 (Manual - 5)

 

A statement of the categories of documents that are held by it or under its control


6.1 Use the format given below to give the information about the official documents. Also mention the place where the documents are available for e.g. secretarial section, directorate level, others. ( Please mention the level in place of writing ‘Others’) :-

 

A. PROJECTS DEPARTMENT

Sr. No. Category of the Doc-ument Name of the Document & its introduction in one line
 		 Procedure to obtain the document Held by / under control of
1 Official Documents

(a) Correspondence files of the respective State Channelising Agencies.

(b) The General Loan Agreement & the State Government Guarantee Deeds with respect to all the SCAs.

(c) .Folders of list of beneficiaries financed with respect of all the SCAs.

(d) The proposal files pertaining to the Vocational Training Scheme, Mahila Samridhi Yojana, Marketing Assistance Scheme in respect of all the SCAs.

(e)Annual Action Plan files in respect of all the SCAs.

(f) Scheme proposal files submitted for approval by the respective SCAs.

(g) Respective files of the NGO proposals.

(h) The proposal files pertaining to the Mahila Samridhi Yojana, Marketing Assistance Scheme in respect of the NGOs.

(i) Monthly Progress Report file.

(j)Parliament Question File.
(k) Correspondence file
 with the Ministries.

(l) Files of special projects undertaken by NMDFC.

(m)Tour report files of respective officers.

(n) Policy file under the Educational Loan scheme

(o) Complaint file,

(p) Court cases file.


(q) Minority Concentration Districts Files.


(r) Board Agendas


(s) Board Minutes File.


(t) Impact study file.


(u) Annual Conference Files.
 

Photocopies of particular reference or references can be made available on the advice of Public Information Officer of NMDFC.

 Projects Division.
 

B. MONITORING CELL


Sr. No. Category of the Doc-ument Name of the Document & its introduction in one line
 		 Procedure to obtain the document Held by / under control of
1 Official Documents

SCHEME OF EDP GRANT-IN-AID ASSISTANCE

EDP GRANT-IN-AID ASSISTANCE FILE

STOCK REGISTER

COMPUTER PURCHASE FILE

COMPUTER MAINTENANCE FILE

COMPUTER CONSUMABLES PURCHASE FILE

WEBSITE FILE

DSL INTERNET CONNECTION FILE

 Photocopies of particular reference's can be made available on the advice of Public Information Officer Monitoring Cell
 

C. FINANCE & ACCOUNTS DEPARTMENT


Sr. No. Category of the Doc-ument Name of the Document & its introduction in one line
 		 Procedure to obtain the document Held by / under control of
1 Records Cash Vouchers/Cash Book Photocopies of particular reference or references can be made available on the advice of Public Information Officer of NMDFC.

Finance & Accounts Department
2 Records Bank Vouchers/Bank Book
3 Records Journal Vouchers/Journal Register
4 Records General Ledger
5 Records Fixed Asset Register
6 Records Festival/General Advance Register
7 Records PF Registers
8 Records TDS/PF Challan Registers
9 Records Tally Accounting Software
10 Records TDS Software
11 Records Salary files
12 Records Salary Register
13 Records Bank Reconciliation Register
14 Records Employees TA/DA files
15 Records Board Directors TA/DA Files
16 Records Monitors /artisans TA/DA files
17 Records TA/DA Rules
18 Records Investment Files
19 Records Demand Notice SCAs files
20 Records Recovery Statement SCAs
21 Records Demand notice NGOs
22 Records Recovery Statement NGOs
23 Records
Post Dated Cheques/FDs register
24 Records Dishonor of cheque file
25 Records 1% Interest Margin files of SCAs
26 Records 1% interest margin policy file
27 Records Investment audit file
28 Records Phase audit file of CAG
29 Records Accounts Audit files of Statutory auditors
30 Records Balance Confirmation files of SCAs
31 Records Balance Confirmation files of NGOs
32 Records DPE Flash results/compilation of DATA file
33 Records Capital/Revenue Budget
34 Records MOU execution file
35 Records MOU performance file
36 Records MOU Progress report file
37 Records Strategic Plan File
38 Records Income tax return file
39 Records Actuarial valuation file
40 Records F&A agenda & minutes file
41 Records Files of NGOs allocated to F&A
42 Records Loan Rescheduling of SCA/NGO
43 Records Penal Interest of SCAs file
44 Records Final Accounts/Balance Sheet files
 

D. PERSONNEL & ADMINISTRATION DEPARTMENT


Sr. No. Category of the Doc-ument Name of the Document & its introduction in one line
 		 Procedure to obtain the document Held by / under control of
1 Files / records relating to advances, service matters, procurement and administrative matters Personal Files of NMDFC employees & document relating to personal information employees i.e.
(i) Character & Antecedents Reports,
(ii) Caste Certificate,
(iii) Declaration of Dependents,
(iv) Documents relating to Appointments etc.
Original Documents relating to
a) HBA
b) Conveyance Advance
c) Computer Advance. Property Returns of  employees.		 Documents relating to the service matters will not be made available. The documents relating to the purchase, procurement & agreements will be made available as per the procedure & fees prescribed by the corporation P&A Department
 
2 Recruitment files of Employees
3 Rules & Regulations of NMDFC
4 Promotion Files
5 a) Original Lease Deed in respect of employees
b) office accommodation.
6 Annual Confidential Reports of employees of NMDFC
7 Rules & Regulations of NMDFC
8 Security Agreement.
9 Documents relating to all office equipments & vehicles.
10 AMC Agreements of All Office Equipments (Excluding Computers)
11 Visitors Register
12 Dispatch & Receipt Register
13 Stock Register
14 LTC Claims Documents

E. CORPORATE SECRETARIAT
Sr. No. Category of the Doc-ument Name of the Document & its introduction in one line
 		 Procedure to obtain the document Held by / under control of
1 Official records Annual Returns As given in the handbook. Corporate Secretariat Division
2 Official records Forms filed with Registrar of Companies
 		 As given in the handbook. Corporate Secretariat Division
3 Official records Applications made and approval obtained from regional Director As given in the handbook. Corporate Secretariat Division
4 Official records Documents relating to legal cases u/s 138 of Negotiable Instruments Act. As given in the handbook. Corporate Secretariat Division
5 Official records Documents relating to Civil Cases (other than relating to premises of NMDFC and employee’s pay scales) As given in the handbook. Corporate Secretariat Division

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