Decision Making Cases in Note-Sheet

Note-Sheet A note-sheet is a foolscap or legal size sheet of paper on which official note is written to facilitate the disposal of the case. Note The remarks recorded on a case to facilitate its disposal. It includes Facts and Figures, Rules, Law, Procedure and precedents, as well as the views of the other authorities who have been consulted. It helps the authority in making appropriate decisions by studying the case thoroughly. Purpose of Note-Sheet The work of Government / organization is a continuous process. Officers keep coming and going in an office, but in a specified situation, the official work or policy should remain consistent. Therefore, it is necessary to have a written record of the action taken in a case in the office so that similar action can be taken in future in such similar cases. The "Notes" thus lend consistency and continuity to the actions and decisions of the Government. The "Notes" provide a very useful guide to those officers who may have to decide on similar cases in the future as they may refer to the idea and reasoning behind the decision already taken. Types of Cases dealt in Note-sheet Most of the cases dealt in note-sheet can be divided into the following five categories: Ephemeral cases Routine & Repetitive cases Action in Correspondence cases Problem Solving cases Planning and Policy cases Note-sheet - Ephemeral cases These cases are also known as “no-Noting” cases. The Section Officer should record the reason, in brief, why no action is necessary and file such cases at the dak stage itself. Such cases should be kept in the separate file / bundle and destroyed on 31st December of every year. These may also be returned in original to the sender recording requisite factual information also, in appropriate cases. Note-sheet - Routine & Repetitive cases In cases of repetitive nature, ‘a standard process sheet’ which suggests a note in standard format should be developed indicating pre- determined points of check. In respect of other routine cases, a fair copy of compliance letter should be put up without any noting. Note-sheet - Action – in - Correspondence Cases These cases also do not require detailed noting. It would be sufficient if a brief note (a paragraph or so) is recorded indicating the issue under consideration and the suggested action. Note-sheet - Action – Problem Solving Cases In these cases, a detailed note providing maximum information on each aspect will be necessary, even then, the note should be concise and to the point. Points to be covered What is the problem and how has it arisen ? What is the Rule, ‘policy’ or ‘precedent’? What are the possible solution and which is the best solution? Why? What will be the consequences of the proposed solution? In these cases, a detailed note providing maximum information on each aspect will be necessary, even then, the note should be concise and to the point. Points to be covered What is the problem and how has it arisen ? What is the Rule, ‘policy’ or ‘precedent’? What are the possible solution and which is the best solution? Why? What will be the consequences of the proposed solution? Note-sheet - Policy and Planning Cases These types of cases would not be large in number in any organization. They would, however, require a thorough examination, particularly because important decisions are to be taken at top management level. A note in such cases should be structured in the following manner: - Problem: - State the problem. How it has arisen? What are the critical factors? Additional Information: - Give additional information to size up the problem. The information would be available on the files and other paper in the Section. If sufficient information is not available to enable thorough examination, it should be collected before attempting a note. Rule, policy etc: - The correct and updated law position by quoting them in full perspective should be referred to. Precedents - Precedent cases having a bearing on the issue under consideration should be put up. If there are varying precedents or any precedent differs in certain respects from the case under examination, the difference should be brought out so as to arrive at a correct decision.

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