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The Department of Information and Public Relations
since its Inception in 1954 has passed through various stages and has done its
best to equip itself with what was essentially required to meet the challenges
of times and thus make its presence felt through the optimum use of its
potential. The main function of department is to disseminate the policies
and programmes of the Government in the right perspective and to gauge and
assess the reactions of the quarter concerned and keep informed the Govt.
about their impact amongst the masses. Besides it also educate the people
about various programmes launched for the welfare of the people by the Centre
and State Government from time to time. This task is indeed a challenging one
due to difficult terrain, remoteness of areas, and the inadequate reach of
communication. With the advancement and in the wake of day-today new
addition of latest technology in the field of communication and Information
this task has become all the more challenging. The Department of
Information and Public Relations keeping pace with the times has emerged as an
substantially dependable organisation which can undoubtedly deliver the good
and as such cope up with the growing publicity demands and can ensure the
uninterrupted flow of information to the beneficiaries of the State.
Although the publicity cannot be measured in terms of money and goods. Yet
the department continue to perform from behind the curtain without the least
intention to come on the forefront just to make other see the services it
The Department of Information
and Public Relations has adopted different strategies for different strata of
society so that the objective we have assigned to ourselves could be achieved
in true earnest. For instance, the tools of publicity we generally use in the
urban areas are different than that of the tools we use in the rural areas.
The people of urban areas are comparatively more educated, more aware about
the happenings on regional, national and international level because of the
easy excess to the print and electronic media. Their dialogue with each other
is more subtle, analytical and the opinion they form after a thorough scan
of events taking place in the information to loaded world is too strong to
waver whether it is in favour or against.
Whereas the people living in
rural areas are more often than not guided or tutored by their collective
unconscious (sanskars) stored at the back of their mind especially in the near
absence of print and electronic media. Apart from this, they also depend upon
the teachers or any other official posted in the village to know what is
happening beyond the periphery of their village. That is how the ruralites
form their opinion about the activities in vogue or being initiated for their
welfare. And the people living in still the remotest areas bank upon highly
on the traditional media where the reach of print electronic media is a far
This necessitated the
department of Information and Public Relations to devise different
strategies. Accordingly it has done its best to equip itself with the kinds
of publicity tools which suited this different strategies and thus realise the
objectives it has set for itself and also contribute in the expected way.
During the year 2005-2006, the
Information and Public Relations Department functioned with full potential in
fruitful way and ensured effective dissemination of policies and programmes of
the Government down below to grass root level.
The Department regularly
organise workshops for its officers from time to time. One such workshop was
held on 29th October, 2005 in Suchna Avam Jan Sampark Bhawan. The faculities
of this workshop were Dr.Jaishree Jethwaney, IIMC, New Delhi, Prof Vepa Rao,
H.P. University and Miss Shalini Shetty, Media Consultant, New Delhi. The
faculty gave detailed presentation on various topic such as Modern Approach
in Social campaigning and its Planning and Execution, PR Strategy and
Public Relations to a great
extent is a advocacy based on the intelligent use of media of communication to
promote mutual understanding and to enable the public to have an informed
opinion. Mainly department works on following objectives:-
1. To disseminate and ensure
the flow of information to the public on the policies, programmes and
developmental activities initiated for the people of the State at large. At
the same time assess reactions of the people, take the feedback from different
quarters and apprise the Government about the same.
2. To identify the sources
from where the information emanates and arrange to gather such information.
3. To identify the targeted
audiences to whom such messages and information must reach.
4. To initiate required and
positive steps which could earn goodwill for the government.
5. Action to safeguard the
image of the Government and raise its level to the expectations.
6. Internal Relationship.
7. Explain the concept of a
democratic government and its functions.
8. To organise and
coordinate the Public Relations activities of government in various sectors
and at various levels.
9. Identify the factors,
which necessitate the practice of public relations keeping in view the
requirements of the Government.
10. Understand the media and
methods that are used for disseminating information and to equip the
department with latest technology to keep abreast with the fast changing
scenario of the media world and to take steps to maintain close liaison with
the media and keep on feeding the media with developmental and constructive
stories in order to fill in the blanks, generally seems to be covered with
anti-stories, in the absence of such truly deserving stories.
The department undertakes following activities by its
Function and Scope
of the Administration of the Department
The Department of
Information & Public Relations is one of the oldest Department of the
Government. Importance of the Department can not be denied in the government
function. To run the department smoothly there are well defined functional
sections of the Department which are being manned by the professional like
technical staff, photographer, videographer, artists, media professional and
Public Relations Officers etc. The various sections at Directorate level
co-ordinate technical, semi-technical and professional activities of the
Department. (Organisation chart of the department is enclosed as Annexure-C)
Brief details of the various sections along with their function is as follow:-
1) Creation of
2) Recruitment/Promotion/Confirmation/Retirement of staff.
3) Issue of
seniority lists of Class-II, III & IV employees.
Promotion Rules of all categories.
5) Pay fixation cases and preparation of Pension cases.
7) Assembly/Parliamentary Questions.
8) Training of
officers/officials and Departmental examinations
9) Reforms in
10) Deputation/Secondment of employees.
regarding Ministerial/ Field staff associations with the Secy. I&PR &
12) All kinds of
meeting/Days/Weeks and Celebrations.
13) All kinds of
leave case of all categories.
14) Maintenance of Attendance Register and casual leave Register.
1) Preparation of pay/arrear/DCRG/Leave
in casement bills of all categories.
2) Calculation of Income tax,
Preparation of annual /Quartly returns.
3) Processing of LIC, GIS and
Inuxed group persona accident cases
4) Preparation of T/TTA/Medical/Advance
bills of all the Gazetted/ Non-Gazetted officers/Retirees.
5) Maintenance of PBR/GIS/Telephone/TA
check/Budget and other recovery registers.
6) Preparation all
contingency bills including HE/RRT bills.
7) Preparation of monthly
8) Processing of GPF
withdrawal/ advance cases.
Processing of loan and advance cases.
1) Put up request letter
received from Editors/Advertisement Manger for release of advertisement.
2) Preparation of release
order of display advertisement.
3) Preparation of tender
notice/notifications and issued to newspaper for publication.
4) Preparation of
5) Maintenance of
6) Maintenance of Display
Register/DAVP/Commercial rates/Advertisement policy files.
7) Release order to
Correspondence regarding assembly questions pertaining to advertisements.
regarding purchase and condemnation of Vehicles.
2) Advance to meet out day
to day needs.
regarding maintenance of Vehicles.
regarding construction & maintenance of office buildings.
5) Rent cases of private
building hired by the department.
6) Purchase of furniture
etc. for whole Department.
7) Purchase & issue of
Stationary articles for whole Department.
8) Purchase of consumable
and permanent articles.
9) Purchase of K.Oil
during winter session & maintenance of its register.
of permanent store articles.
1. Purchase of Computers,
Photostat machines, Fax machines, PA equipments and video display equipments.
2. Preparing Himachal
Diary/ Documentary Films and soft stories on various Subjects relating to
3. Maintenances of stock/
consumable article Register.
4. Installation of DTH
5. Maintenance of TV studio.
1. Publication of
3. Song & Drama.
5. Prohibition, Accreditation and R&R.
1. Preparation of Revised Budget Estimates for
the current financial year and budget Estimates for the next financial year of
all demands related to the department of Information and Public Relations,
2. Allocation of budget as per the
requirement/demand to the Directorate as well as to all the field offices.
3. Maintenance of Scheme wise Budget Accounts.
4. Consolidation of monthly expenditure
reports of all DDOs of the department.
5. Monitoring of Expenditure by compiling the
DDO wise expenditure.
6. Correspondence regarding budget
7. Reconciliation of receipt and expenditure
figures in AG Office with the reports received from all DDOs.
8. Correspondence related to all Vidhan Sabha
9. Preparation of budget speeches for His
Excellency Governor, Himachal Pradesh and Hon’ble Chief Minister, Himachal
10. Correspondence regarding Preparation of Gender
Based Profile expenditure in budgetary documents.
11. Correspondence regarding economic measures.
12. Correspondence regarding Eleventh Finance
13. Annual Administrative Report related to Tribal
Areas to be sent to His Excellency Governor.
14. Correspondence regarding Excess and Surrender.
15. Correspondence regarding Fiscal Responsibility
Reform Management Act.
16. Preparation of Receipt Estimates for the next
1. Preparation of Plan Proposals related to
Demand No.30-General Miscellaneous Services/ Special Component Plan, 31-Tribal
Development for the next financial year.
2. Sending quarterly reports and other
informations which are mostly time bound to Planning, Tribal Development and
Social Justice and Empowerment Departments.
3. Correspondence regarding Special Component
4. Correspondence regarding implementation of
Constituency Development Fund Scheme.
PRESS PUBLICITY :
main objective of press publicity is to ensure effective dissemination of
information to the masses through print media.
The “Fourth Pillar” of Democracy, the Print and Visual Media has gained an
inevitable importance especially in this “Knowledge based World of Information
and Satellite Communication”. Today, exchange of information happens in the
flick of a second.
Communicating Information on Government’s new announcements, news and activities
with related graphics through e-mail to the print media and cassettes to the
visual media, has become an important day to day activity of the department.
The Press Release Section works intensely in carrying out these tasks.
Information and Public Relations Department
arranges Press Conferences, Press Parties
for press coverage of VIPs and other important functions to highlight the
developmental activities of the Government.
During the year under report as many as 9218 Press Notes
based on VVIP’s functions, spot news and important meetings have been issued
in English and Hindi both to the press and maximum coverage to these were
ensured in newspapers. Over 2572 Messages of His Excellency Governor, Hon’ble
Chief Minister, Ministers and others were drafted for release in
publication such as Souvenirs, Magazines. Besides, Articles on State’s
perspective were released to the press for publication on important occasions
and were got published in local, regional and national newspapers and
effective publicity and bringing efficiency, Press Section at the state
headquarter, Press Liaison offices and District Public Relations Offices in
the State have been provided with Computers The Press Notes are also being
sent through E-mail and feeding in official website.
The publication wing of the department through various kinds of
publications, ensure that the policies and programmes initiated by the State
Government, reaches maximum number of target group.
The Publication Wing from time
to time is bringing out publications such as folders, booklets, broachers and
pamphlets, posters and calendar, regarding highlighting policies and
programmes of the State Government which are distributed amongst the general
public especially amongst the opinion makers for opinion building and wider
publicity. Besides the department is also bringing out Giriraj Weekly and
Himprastha monthly magazine.
During the year
under report, the department brought out eleven booklets/folders highlighting
the development and welfare programmes of the government.
These folders/booklets were
distributed amongst the masses and opinion makers by the field units of the
Departmental publication Giriraj Weekly and Himprastha Monthly were brought
out regularly. The weekly contains news and views on all-round development of
Himachal Pradesh besides articles and write ups on developmental, cultural and
literary activities. Efforts have been made to make these both these
publications more informative and attractive.
During the year under report on an average 11,380
copies of Giriraj Weekly were published in each a week and circulated amongst
the readers. The concerted efforts were made to promote and popularise the
Giriraj weekly to the remotest corner of the State.
Himprastha, a monthly magazine with 1700 copies
per issue is also being brought out by the Department. The magazine is mainly
devoted to art, literature, culture and socio-economic aspects besides
highlighting the Government policies and programs.
These two publications of the department
are effective medium of publicity and educating the people especially in the
far-flung areas of the Pradesh, as the reach of other newspapers in these
areas is limited. Giriraj is one of the effective mode of publicising the
policies and programmes of the Government.
ELECTRONIC NEWS GATHERING UNIT : (ENG)
Main objective of this unit is to provide news clips and cassettes pertaining
to developmental activities going in the state. A regular news real is also
prepared by the department, to be telecasted through electronic media
Electronic media has become one of the most powerful means of
communication. To keep abreast with the fast changing scenario in the
communication world, the department has
72 Video Display Units in the field,
which has been provided with
colored TV and VCP for displaying film and documentaries on welfare and
developmental schemes of the State. Besides there is one ENG Section in which
studio has been set up with Editing and other facilities. The department is
also producing programme called
which is being telecasted on
Doordarshan, Delhi on Sundays.
Besides soft stories,
developmental stories for displaying through Video Units and getting it
telecast from Doordarshan and other Channels. These are being produced by
Technical Wing. The department is also producing documentaries films of other
department of the State by taking nominal charges.
Electronic News Gathering Unit (ENG) of the
department has been geared up fully to ensure maximum coverage of Government
policies, programmes and other aspects in electronic media. This unit
arranged 917 video coverage of various functions and meetings of VVIP’s
including His Excellency Governor, Hon’ble Chief Minister and other Hon’ble
Ministers and were got telecast from Doordarshan Kendra, Shimla other
electronic channels including local cables. This unit has prepared 52 soft
stories on developmental, cultural and other aspects which were also got
telecast from Doordarshan and other electronic channels. Besides, 28 episodes
of Himachal Diary of 15 minutes duration each were also prepared which were
telecast from Doordarshan Kendra, Delhi on the National Channel.
Video news reels highlighting the government policies and programs were also
got screened through the department Video Display Units spread all over the
The ENG Unit also covered three sessions of Vidhan Sabha and edited copies of
the Vidhan Sabha proceedings were sent to Doordarshan Kendra Shimla for
telecast. The local channel were also given the footage of Vidhan Sabha
proceedings by the department for telecast.
The Department has prepared one film on the completion of three years of the
Govt. and three short films of the Agriculture Department, Animal Husbandry
Department and Fisheries Department.
The Department has developed a web portal
www.himachalpr.gov.in. The website has database facilities. The web site is
updated at least 5 times daily for press releases/news photographs etc. The
website has archive of all development features issued by the department. The
site also comprises the profile of the State Govt. Recently department has
started news clipping service in the site and now all the important news
related to Himachal Pradesh are being made available in this website. The
website has link for every website of the state govt. making it much
comprehensive as for as browsing information regarding state government and
its various departments/corporations is concerned. The department proposes to
make it more user-friendly and comprehensive.
aims at providing developmental write up and success stories for both print
and electronic media.
As many as 52 features
on various aspects have been issued from the state headquarter and 401 from
the distts headquarters under Feature Service of the Department during the
year. These features got wide publicity in local, regional and national
The Department arranged 528 Press Conferences and Press briefings of the
Hon’ble Chief Minister, Ministers and other important dignitaries during the
year within and outside the state.
PUBLIC ADDRESS SERVICES:
As many as 5250 Public Address Services (PA Services) were given during VVIP/VIPs functions and on other important occasions at State, district,
sub-division/block and field level.
T.V. AND D.R. SETS:
The department has installed 498 Community TV sets in the different parts of
the State. Besides this 279 Direct Reception sets are installed in such areas
where Doordarshan signals are not visible. The department is maintaining
these TV/DR sets installed in the field during the year 2005-2006. The
efforts are being made to switch over from DR Sets to D.T.H Services launched
by the Prasar Bharati to keep pace with the time for ensuring reach of
Doordarshan in these areas.
PUBLICITY THROUGH SONGS AND DRAMA:
The Song and Drama unit,
through inter personal communication helps in disseminating policies and
programmes of the state government through traditional mode of communication.
The Department has four Drama Units, one at State level and one each at
Shimla and Dharamshala besides one unit for tribal areas stationed at Kullu.
All these Drama Units organised 1385 drama shows and performances in different
parts of the State during the year. These performances were based on the
programmes launched by the Government for the betterment and welfare of the
people and various other programmes aimed at the betterment of the Society.
Besides, the department has taken initiative to engage the artists on casual
basis for publicity purposes. All the District Public Relations Offices have
registered cultural troupes in their districts for organising performances in
This wing of the department
aims is releasing and preparing display/classified advertisements to be issued
in print media pertaining to on going schemes and government achievements.
All the advertisements of
Government of Himachal Pradesh are issued through Information and Public
Relations Department and
released to newspapers and periodicals.
all Government Departments, various corporations, boards and institutions are
released through this department. Advertisements are released to newspapers
after considering the importance and reach of the advertisement and the
target group to
which it is aimed at.
In order to encourage the
small and medium scale newspapers,
the advertisements are also released in such newspapers.
The centralization of the
advertisements has provided fruitful results to the State Government because
all the advertisements are released through PR Department and has resulted in
saving of Lacs of rupees
as Department is issuing advertisements
on DAVP or State Government rates.
In addition to it the
advertisement wing is also looking to the
space management of
various advertisements including classified/display, so that it may not cause
any loss to the Government exchequer. It also issues the advertisements according
to the need and requirement of the State Government, so that it helps in
yielding good results.
The Information and Public Relations
Department is working as nodal department for release of advertisements in
respect of all the Departments/boards and corporations of the state for
display advertisements. As many as 4783 classified advertisements and 835
display advertisements were released to different newspapers and periodicals
for publication during the year 2005-2006. In order to bring down the
expenditure on advertisements, the Department has enforced Directorate of
Visual Publicity (DAVP) rates on all classified and display advertisements
released through the Department thereby saving lacs of rupees.
Government Exhibitions are
organised by the Exhibition wing of the Information and Public Relations
Department to educate people on various achievements, welfare schemes and
policies of the Government of Himachal Pradesh. Exhibitions are being
organized during the State level fairs and festivals
to educate the people about the developmental activities especially
amongst the rural people.
The Exhibition Unit of the
Department organised six exhibitions on important fairs and festivals besides
about a dozen exhibitions in the field during the year highlighting the
policies and programmes of the State Government. Besides 28 big hoardings two
in each distt have also been installed.
PHOTO SECTION :
Photos relating to success
stories and other programme activities be collected from the fields and photo
library maintained. These photos are use after as and when required. Photos
are used in exhibition also.
Photo section of the
department ensured coverage of 813 functions of VVIPs/VIPs and other events
and released these to the press at State headquarter, Distt headquarter,
Sub-Divisional level and also through Press Liaison Offices based at Delhi,
Jallandhar, Chandigah and Zonal Office, Dharamshala. The photographs were
also transmitted through E-Mail to the newspapers besides feeding in
Department’s Website to the newspapers.
The services of Art Section were utilized for preparation of designs for
publication and the exhibition unit for preparing panel boards, posters,
charts, designs for installation of exhibitions during various fairs,
festivals and on other important occasions. The Art Section prepared 960
designs including Kangra Painting, Line Sketch, covers for Booklets and for
Himprastha (Monthly) and Giriraj (Weekly) and T.V. Captions for ENG Unit from
time to time. Art Section also designed advertisements on different occasions
besides preparing designs for publication and prohibition campaign. The
sketches and cover pages for Giriraj and Himprastha were also got designed
from this section.
The State Information Center at the Mall Shimla was run in a befitting manner
to cater to the visitors and readers who visit in large number daily by
providing them information about the State and also policies and programmes of
the Govt. In all the District Headquarters are Information Centers are being
run by the Department.
This Department arranged 863 street plays, 171 ‘Nasha Nivaran’ rallies, 374
declamation contests and painting competitions, 4300 Video shows, 223 slogan
writing competitions, 162 Mahila Mandal/ Yuvak Mandal workshops, 5879 Nasha
Nivaran Programmes and group discussions under ‘Nasha Nivaran’ campaign during
the year 2005-2006. Besides this, 27 new hoardings depicting ‘Nasha Nivaran’
slogans have been installed in different places of the State during the
period. A folder on ‘Nasha Nivaran’ stickers and appeal to refrain from
addiction were published and circulated among the masses.(Annexure-B)
Many of the functions of the department can not be specified as they relate to
reaching out the public with Government policies and plans. This function is
performed by coordinating various wings of the department as described in previous
paras. Sometimes, it become difficult to quantify targets for the department
as human behaviour can not be in a simple statement. However for the first
time efforts have been made to quantify targets and objectives for various
wings of the Department. It will be our endeavour to achieve these targets as
a team from a village level to State capital level.
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