Kerala High Court Issues SOP For Real Time Scrutiny Of E-Files From 8 AM To 8 PM

Kerala High Court has issued a Standard Operating Procedure (SOP) for real time scrutiny of e-files. The process involving scrutiny of files from 8 am to 8 pm will be implemented from January 1. 

For this purpose, three batches of Filing Scrutiny Officers (FSO) having scrutiny time of six hours each will be deployed. The Deputy Registrar/Assistant Registrar in charge of the filing section has been asked to fix the number of FSOs to be deployed in each batch. 

The first batch will start scrutiny from 8 am and all fresh files received up to 11.00 AM would be distributed it for scrutiny. The 2nd batch will begin scrutiny from 11.00 AM, and all files received upto 2.00 PM would be distributed to it. The FSOs are to finish scrutiny by 5.00 PM.

The FSOs in the 3rd Batch shall begin scrutiny from 2.00PM, and all files received upto 5.00 PM would be distributed to FSOs of the said batch.They are to finish scrutiny of the received fresh files and the represented files in their inbox by 8.00 PM.

It is stated that deployment of FSOs in each batch would be on rotation basis, and the distribution of files would also be automated. Files received upto 1.00PM would be distributed for tomorrow allocation/tomorrow permission. Work from Home option shall also be provided to the FSOs, subject to the approval of the Controlling Officer, and they shall be available over phone during their duty time.

It has been stated that the files received up to 1.00PM shall be distributed for tomorrow listing. It is added that the re-presented files after curing defects for tomorrow moving received up to 3.00 PM, shall also be distributed for tomorrow moving.

It is stipulated that 'Today', 'Tomorrow' files and Bench marks would be prioritized, and all other matters would be attended to thereafter. It is stated that under no circumstances should the files/petitions given for scrutiny be left unattended, and that the scrutiny ought to be done on the very same day.

It is added that there shall be no distribution and scrutiny of files on Sundays and other public holidays.

The Deputy Registrar/Assistant Registrar of the Filing Section reserves the right to fix and make any changes regarding the number of scrutiny officers in each batch, as well as any other changes that may be deemed necessary for the smooth functioning and workload distribution.

In case of re-presented files, it has been stipulated that the same shall automatically be routed to the inbox of the FSO who scrutinized the file, only if the file is re-presented at least one hour prior to the expiry of the time frame scheduled for that particular batch.If a file has been re-presented after the stipulated time, it would be routed to the Distribution counter, and would be reassigned to another FSO in the next batch.

It is stated that the FSOs shall scrutinize the files that have been allotted to them thoroughly, and note all the defects in the very first instance. The defects that are noted shall also be specific and unambiguous, and it is warned that noting defects in piecemeal ought to be avoided.

When a re-presented file has been allotted to another FSO for scrutiny, it is stated that the responsibility of the FSO ought to be limited to the verification of the defects already noted. Thus, it has been specifically stated that the responsibility of any defects other than the one noted on first scrutiny and accountability of the failure to point out the defect at the first instance, shall rest with the FSO who scrutinized the file at the first instance.