KOHIMA, OCTOBER 19 (MExN): The Department of Personnel and Administrative Reforms (P&AR) has issued new guidelines regarding the issuance of duplicate appointment orders and official documents for government employees in Nagaland. This decision comes in response to increasing requests for duplicates due to the loss of original documents, which has led to inconsistencies across various establishments, a DIPR report stated.
To ensure uniformity and prevent discrepancies, the department has outlined a clear process for employees seeking duplicates.
First, employees must file a First Information Report (FIR) at the nearest police station within 30 days of losing their original document. Following this, they are required to publish a "Lost Document" notice in local newspapers.
The authenticity of the employee's details will be verified by the authorized issuing authority. For non-gazetted employees, the authority is the Head of Department (HoD), while for gazetted employees; it will be the Assistant Head of Department (AHoD). Verification will involve checking the employee's service record, including payroll, acquaintance roll, and Service Book entries, ensuring that all appointment and service event entries are properly documented and attested.
Additionally, prior approval must be obtained from the P&AR department before issuing the duplicate appointment order or official document. The duplicate must mirror the original in terms of terms and conditions, with no alterations or modifications allowed.
To maintain the integrity of the original document, the department emphasized the importance of timely entries in the Service Book and strict record-keeping protocols.
Towards this, all government establishments have been directed to adhere strictly to these guidelines when processing requests for duplicate appointment orders and official documents related to service matters.
