24. Maintenance of Service Book

Chapter XXIV
Maintenance of Service Book

275. A service book shall be maintained for every service personnel. The cost of service book shall be borne by the service personnel. It is applicable to all officers and staff.

276. If the service personnel is married, the wife or husband, parents, sons, daughters, brothers and sisters shall be recorded in the service book. If the service personnel is single, the parents, brothers, sisters, nephews and niece and if there is no such close relatives, adopted sons and daughters shall be recorded.

277. The head of the organization is responsible for maintenance of service books. The head of the organization may delegate this duty to an appropriate service personnel.

278. In making entry of the date of birth of the service personnel:
(a) the date of birth shall be recorded after scrutinizing any of the following documents:
(i) birth certificate;
(ii) school admission registration;
(iii) certificate of passing matriculation examination;
(b) in the case of service personnel who knows only the year and month of birth but does not know the date, the 16th day of the month of birth shall be deemed as his date of birth;
(c) in the case of service personnel who knows only the year of birth but do not know the month and the date, the first July of the year of birth shall be deemed as his date of birth;
(d) if no evidence can be submitted for the year, month and date of birth, the age mentioned in the medical certificate of fitness shall be deemed as the age of such service personnel. However, for the date attaining that age, the date on which the service personnel underwent medical examination shall be deemed as the date attaining the estimated age in that medical certificate. Therefore, the assumed date of birth of the service personnel is the result number by subtracting the estimated age in the manner mentioned aforesaid from the date of medical examination.

279. In respect of the record of prominent features of the service personnel:
(a) the fingerprints of the left fingers shall be recorded in the service book. A separate sheet on which the finger prints are taken shall not be attached to the service book;
(b) in the space where the prominent features are to be recorded, the permanent prominent features such as moles, scars, or easily seen or recognized features shall be recorded. Indistinguishable features such as skin colour and face shape shall not be recorded.

280. The following entries shall be recorded in the service book with date and time after scrutinizing with relevant orders, payment claims, and leave record:
(a) Promotion;
(b) Increment;
(c) Transfer;
(d) Leave;
(e) Awards;
(f) Titles and honours;
(g) Academic improvement;
(h) Outstanding awards in training courses.

281. Imposition of penalties prescribed in rule 53 and breaks in term of service shall be recorded with dates and periods in details together with relevant order number and date in the service record. A short description of grounds for penalty imposition shall also be recorded.

282. All the entries in the service book shall be examined by the service personnel himself and signed if it is found correct. The head of service personnel organization or the person to whom the authority is delegated shall endorse. The head of service personnel organization or the person to whom the authority is delegated is responsible for making correct entries, endorsing, ensuring the record free from deletion or overwriting and ensuring the amendment, to be neat and clear and endorsing such amendments.

283. Every signature put in the service book shall have a date. When the entries are not correct or illegible, such entries shall be made on a new page. The head of service personnel organization or the person to whom the authority is delegated shall examine the entries annually and put the signature with the date of examination.

284. The service book shall be sent to the Ministry and service personnel organization to which the service personnel is transferred.It shall not be transferred through the said service personnel.