Opening and Maintenance of Service Book for Government Employee (Appendix 7 of WBSR Part I) (Synoptic note)

Opening and Maintenance of Service Book for Government Employee of Government of West Bengal:

As per Appendix 7 of WBSR Part I, Opening and Maintenance of Service Book for Government Employee under Government of West Bengal is as follows:

1. A Service Book in duplicate in prescribed form must be maintained from the date of appointment.
2. One copy to be kept in the custody of the Head Office, similarly the other copy by the employee.
3. It is the responsibility of the Head of the Department to regularize all noting in the service book.
4. Every step in the official life of the employee must be recorded in the Service Book with proper attestation.
5. No erasure or overwriting is allowed.
6. Service Book must be verified once in a year with the following certificate:

Service verified up to (date) from (the records from which the verification is made)

7. When an employee is transferred, up to date entries must be made in the Service Book and forwarded to the new office.
8. On the other hand, the Service book in the custody of the employee must also be updated with proper attestation.
9. The Service book will be made in Bengali or in Nepali (for the Nepalese speaking employee) in addition to English.
10. The Service Book is to be shown every year to the employees under proper signature and a certificate to this effect is to be submitted by the officer to his higher authority.
11. Personal certificates of character must not, unless the Head of Department so directs, be entered in the Service Book, but if an employee is reduced in rank, the reason of reduction must be noted. Results of disciplinary action / court case if any should also be recorded.
12. All leave except C.L. shall be recorded and noted in the Service Book and leave account shall be kept updated.

Additional information in respect of Service Book:

While sanctioning annual increment, the service verification shall be stated and following information shall be taken and complied:

1. That the employee did not avail EOL without Medical Certificate
2. employees other than Gr-D has submitted “declaration of assets statement by 30^th of April as they stood on 1st January of that calendar year.
3. 70% attendance has been ensured by the employee.
4. Passed departmental examination where prescribed.

The Information which are generally entered in a service book are as stated below-

1. Name of the employee.
2. Race or religion of employee.
3. Gender of employee.
4. Residential address of employee.
5. Father’s name and residential address.
6. Educational qualification.
7. Exact height by measurement.
8. Personal marks for identification.
9. Date of Birth of the employee by Christian era.
10. Statement of satisfactory medical and police verification reports and whether it has been done or not.
11. Statement against change of name or surname (if occurred).
12. Copy of nomination against death gratuity, group insurance, GPF etc. should be attached in service book.
13. As per Appendix I of DCRB Rule, Family details should be written in the service book.
14. When an employee is transferred, up to date entries should be made in the service book and is also transferred to the post of that office of the new place of posting. As such the service is to be vindicated by the head of the office up to the date of last pay drawn from his office.
15. The head of the office should show the service book to the concerned employee and obtain a signature from the employee each year.
16. In the event of transfer to foreign service the head of the office or department shall send the service book to the Audit Officer as the Auditor General may prescribe. When an employee is on foreign service, no entry is to be attested by any authority other than the Audit Officer. The service book must send again to the Audit Officer for necessary noting when the employee is re-transferred to the Govt service.

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