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RHD Operational Procedure Zonal Operation Wing
Zonal Operations
OP/ZF/3.12 - Note Book (Daily diary)
Purpose and Scope :

This procedure describes the process how RHD officials from SAE to SE make daily notes of activities performed by them, the contractors and RHD Staff in discharging their day-to-day responsibilities, in a Note Book. The cumulative daily notes for a month gives a picture of important activities during the month. The superior officer, while going through the monthly notes, can monitor the activities of his staff and the contractors.
Definitions :

Note book - This is an official document issued to RHD officials from SAE to SE to keep daily official diary.
Responsibility :

RHD officials from SAE to SE are required to keep daily official diary in Note Books issued to them officially. They are to carry a Note Book with whenever they are on duty.
Method :

To keep daily diary of activities, RHD officials from SAE to SE are issued two Note Books officially. They are to use each of the Note Books in alternate months. The Note Books are considered official records and are to be produced whenever required by superior authority. Every page of the Note Book is machine numbered and no page shall be torn out. The manner in which Note Books are to be written are detailed below:

The title page of the Note Book is to be filled in under the following heads:

- Note Book No.

- Name of Officer

- Designation

- Headquarters

- Date of 1st entry

- Date of last entry

RHD officials from SAE to SE are expected to make entry of their inspection, observations, instructions given at site showing the gangs of labourers counted, description of check measurement taken for the work and of materials received and any other information to assist in preparing the accounts, bill of works, checking etc.

Measurements of works should be made in measurement books and not in Note Book. In exceptional cases and for reasons, which are to be recorded, measurements, which are recorded in Note Books, can later be transcribed in to a measurement book, giving a reference in both books of the related page numbers in the other books.

Bad works or materials, or undue delay on the part of the contractor in carrying out work ordered by competent authority, must be noted at once in the Note Books by the person in charge of the works. Note Books shall show the dates of inspection of works, a report on the quality of work, and the manner in which the contract generally is being carried out.

Note Books will contain any particular item with reference to the works in progress, which may call for remarks, such as, the nature of the soil in which foundations are about to be commenced, the quality of materials delivered on the site of works etc.

Remarks should also be made regarding the qualifications of subordinates and others employed on the works, satisfactory or unsatisfactory operations of contractors and in fact anything relating to the works in progress which should be brought to the notice of superior authority, either as being of general professional interest of as requiring immediate notice of others. Entry in a Note Book does not obviate the need for obtaining such orders.

The dates of all inspection with a list of the works or a memorandum of the account inspected, with details on various points considered worthy of remarks, should be made in these Note Books.

The Note Book will also form the basis of record of movements (time, dates and means of conveyance) for the purpose of preparation and check of Travelling Allowance bills. But, this is not to be made the only use for which the books are maintained. A record of works done rather than journeys performed is required.

No intermediate page of the Note Book should be torn out, nor erased as to be illegible; a truthful record, rather than a neatly kept book is desired.

The Note Book should always be carried by the officer on duty, and the date of every entry should be noted.

At the end of each month the Note Book is to be submitted together with the Travelling Allowance bill, if any, to the next superior officer. After scrutiny by next superior officer, it will be returned and attention paid to any remarks made by such officer.

The use of private Note Books or standard diary in connection with official matters may be permitted by the Superintending Engineer in exceptional cases when printed Note Books are not available.

The Note Books of SAE/AE/SDE on completion or transfer should be deposited in the office of Executive Engineers. For others, it is to be deposited in the office of next higher officer.
References :

Procedure Flowchart :

The procedure flowchart for this procedure is detailed below -




For duties associated with each grade of personnel see


Updated on : 1/12/2003