Control Register to be prepared by Food Inspectors with the help of Job writers manually, start special drive to rectify the errors in RHS

We have completed Sub-divisional level meetings regarding issue of new ration cards with Public Representatives yesterday. Following modifications in earlier decisions may be noted :-

1. After completing the work of FPS tagging with RHS, control registers must be prepared by officials of food & civil supplies. They may take the assistance of job writers, but it has to be authenticated by them only.
2. Control regsiters must be based on RHS plus information supplied through Form 1, duly verified and accepted by the officer.
1. Initially, cards may be written in the name of head of family and member details as per available records, that can be updated further after the card is delivered and details in form 1 are furnished.
2. GP members and runner political candidate may assist in collection of information. Every information not supported by valid documents must be verified in field enquiry.
3. Panchayat Samity in case of Blocks and Municipality in case of urban areas should chalk out the dates and venue of distribution of ration cards once the writing work is complete under their supervision. Draft proposal must be sent to ADM Food for approval from the Govt.
4. FPS need not be venue for distribution of cards. It can be any convenient public place like polling stations/ GP office.
5. BDOs must supply two copies of APL database also to all GPs immediately. GPs must be asked to share the list of APL as well as BPL with each GP member for identification of factual errors in the list.
1. The errors related to particulars of family like spelling of names, age, relation, missing family, double entries, wrong entries etc only should be identified.
2. No change in score is allowed and should be resorted during the field work.
3. The work may be time bound for 10 days, associating field staff also. Some blocks already initiated such exercise.
4. List of errors RHS wise should be prepared and signed by GP member and runner up candidate and thereafter, corrections may be allowed in terms of circular of P&RD department.
5. No correction of age, complete name/ title should be allowed without application by head of family duly supported with documentary proof.
6. In view of common concern raised most of Public Representatives that list is full of error, their involvement in this rectification drive is a decision as per their desire. The process of food & civil supplies shall not be stopped due to this work.
6. Proactive steps for Form 2 collection/ enlistment should only be started once the ration card writing work is over. At present forms may be kept sansad wise in files at GP level.
7. Job writer selection and training must be completed by this week and work of control register must be started immediately. DCFS shall supply registers to blocks for the purpose.
8. ADM Food and ADM Dev shall be issuing circular in Bengali based on these decisions.
9. SDOs must talk to municipalities and SUDA regarding the list in urban areas.
10. Ration cards are being issued to SCFS by 15.12.2009.
11. BDOs must complete field survey of missing sansads / incompelete information of part sansads within next 10 days in a time bound manner, mobilising more number of field staff. SDOs must personally confirm that all sansads of GPs within their jurisdiction are completed and entered in the database by 25.12.2009. This is very urgent and important matter. Any lapse on this count at any of the blocks shall be dealt seriously as unprecedented and unpleasant embarrassement to the admnistration during the Sub-divisional meetings could have been avioded had it been completed earlier. Wherever there is problems to complete the task within the time bound period, specific report must be furnished.
12. SDOs must also visit / send Deputy Magistrate in each block, examine the record keeping of RHS, check that all claims for rectification of errors or inclusion in BPL filed in the blocks are properly disposed off and incorporated in the database as finalised in the month of August 2009.
1. In case old claims re still pending for field enquiry or data updation, number of such cases GP wise must be furnished. There are reports that in some of the blocks like Chakdah, Nabadwip, Krishnagar-II, Tehatt-II etc earlier cliams were not fully disposed off.

To complete some of the tasks in the given time, outsourcing of data entry work is permitted out of 12th FC grants. Queries on these matter are welcome.

SDOs must personally monitor the wirks as per above guidelines, which may be modified as per local requirements.