Like other systems, DAK System is also protected by login & password

Guidelines to use the DAK system

Please contact NIC CELL (7138; 7316; ) for creation of new user; email to niccell@cag.gov.in and copy to pcm@cag.gov.in

How to login DAK System & change the password

1. Open http://cagofindia.delhi.nic.in/diary in Internet Explorer browser

( “Click for Login” to be selected for login, “Help/Guidelines” to select to know about the system “

2. For Login : The user is not required to know its user-login . It is selected through drop down window. Since it is a long list of users , it is grouped in category . Thus first select the category ( group officer or PS or PA or SrAO …….) from the drop down window. Then , within category select the user from drop down window.

3. Enter your password

· To Change Password

1. Click on Change Password

2. Enter your old password and then your new password.

3. Enter again new password to confirm your password.

4. Submit it.

5. It will display “ Password is changed”

Module for Letters :( For Letters Movement )

: This is for diarising of Letter/Fax/E-Mail copy received directly at the user/section and to forward the same to concerned user/section. Also this option to use for diarising of letters (i.e internal letters) to send to any individual/section in the office itself.

Receipt - This option provides to receive/acknowledge the letter which is forwarded by any individual/section or by R&I section for forwarding of the same to further any individual/section or to keep the letter in File.

· Options are: No action /Not recd physically/ Received

· In case Letter not received physically with in 3 days , “Not recd physically–Send back” is available

· In case the letter is marked as “Filed/ reply” then it will be processed through DISPOSAL

Disposal - This option provides to select/enter File no. and page no. of the file where the letter has been kept.

· Select and click one of the pending letters in Disposal Menu.

· New screen for disposal of letter will be opened and select one of three options:

· Letter Filed with no action

· Letter Filed with action being taken

· Letter Filed with action as to be replied

· (In all the three cases , the status of of letter is closed and its file reference to be selected from drop down window and in case the desired File not in the list then new file reference to be entered.

• If the letter received is an acknowledgement or reply then the earlier “ Despatch No.” to be selected from the drop down window.

Despatch: This is for sending of letters to out of the office by any individual/section through R&I Section.

In the existing system, the Despatch letters are forwarded to R&I section through Peon book/despatch register. These letters are not being registered electronically in R &I and it is very difficult to track the status of letter like date of dispatch , type of despatch, Speed post number , Despatch address, etc.

In this system, if the letter is despatch through DAK System & sent to R&I , it would be registered electronically as forwarded to R&I vide a unique despatch number and date. The peon book/ despatch book etc need not to be maintained The letter can be traced from the Desk in the section itself . The list of letters despatched from the section can be generated.

This option facilitates the letters to dispatch from any section or individual and sent to R&I where it will be received electronically. One has to login to use the option “Despatch” from the menu, despatch screen will appear to enter the details.

Fields to be entered :

Despatch Type/Letter Type “Original/Reply” If the despatched letter is a reply against any letter received earlier, then select as “Reply” and the diary number of the received letter otherwise select it as “Original”.

Despatch Letter No. : letter number has to be fed for reference.

Section name ) : Select from the window.

Sent to : Select field office/Ministry/PSU/State Govt./Others to where letter to be sent.

Name/Details: Name of the person or address to be fed in case of Sent to is others

Language : English (default)

Subject : to be entered as per the requirement.

Reply Expected: default as “NO”. If any reply/acknowledgement is expected against the despatching letter, then “yes” has to be selected in the asked column.

Despatching mode : Select from the window. If despatch mode is selected as “Speed Post” , the packet no . will be displayed which is unique for each field office/individual. Click on “Save” button to save the data for despatched letter.

To view/print all the letters despatched can be seen using the option “Despatched letters(All)

” from the menu of Reports/Queries –Letters.

· All the letters other than ordinary post have reference number which are to be entered after placing the DAK in Post office through POSTING MENU .

Posting : ( Only in R & I Section)

· After placing the letters /packets in post office , the record of letters posted will be updated for its date of posting, Reference No. of posting ( courier No. / registered number if any, etc.) in R&I section.

Reports & queries for letters

· List of Diarised letters (in R&I /section/ Group officer )

· Trace a letter ( on Diary No.)

· Trace letters (on Letter No. string)

· Trace letters (on sender)

· Letters Sent/Letters Received

· Letters Pending to Receeive

· List of letter(s) sent to despatch

· Trace/status of Letter to be Despatched / posted .

· List of Despatched & Posted letters ( Category wise)

· List of Letters to be replied but not despatched

· List of Letters to be replied, are despatched

Module for Files ( File Movement ):

This is same as Letter module. But there is no dispatch in this module. Because file will not go out of the office through R&I section. In case of letter the receipt and forwarding taking place at same moment. But receipt/acknowledgement takes while file received. The forwarding/disposal takes place later. T

Diarise/sent to - means submit the file ( Input screen )

Receipt/Acknowledgement - means acknowledge the file : Three option ( No action (default) ; Not received physically , Received physically, Not recd physically–Send back)

Disposal/Forward - means acted upon the file. ( Forward to some one or closed file after action taken)

For Reports/Queries (FILES)

Select any one of the various report from Reports/Queries Files column at Home page

Various given reports / queries have been developed :

• Trace a file-specify diary no.

• Files - Sent

• Files - Received

• Files - Not seen/No action

How to Retain/close a File : If file is to be retained by anyone, he has to select “Action taken -: File retained “ from the forwarding option. Only the originator can close the file.

The originator of the file will see the file retained in the disposal with the remarks “File Retained by – xyz”. The only option available to the originator for that file will be “Status Closed” in the forwarding option. He has to select “Status Closed” and submit. The file will be treated as closed.

• New Features :

Pull Back-Not Recvd. Letters/Files - This option helps to get back the letter/file which is forwarded either to an officer/section wrongly or to the officers on leave/tour provided the letter/file is not received. So When this option is selected, it shows all the letters/files which are sent by the logged in user and not received by the receipent yet. The user has to select the letter/file which is required to be pulled back either to forward any other officer/section or to close the movement.

Pull Back Letter from Disposal - This option helps to get back the letter into receipt inbox to forward further to any officer/section which is wrongly opted for filing/disposal.

For any queries or problems send email to niccell@cag.gov.in with a copy to pcm@cag.gov.in