In exercise of the powers conferred under clause (b) of sub section (1) of section 4 of the Right to Information Act, 2005 (Act No 22 of 2005), the Governor, Himachal Pradesh is pleased to publish the record and other activities of “Information and Public Relation Department” as under:-

  No.

Particulars

Details

i)

The particulars of  organization, its functions and duties;

The “Information and Public Relations Department” has an important role in the working of Himachal Pradesh Govt. At the State level all functions of the department are disposed off by or under the authority of the Minister In charge. The Pr. Secretary (IPR) is the administrative head at the Secretariat level. The main functions of the Deptt. are as under:-

1.Establishment of class-1 &11 categories of employees.
2. Budget related matters.
3.Enactment/amendments of various Bills, Acts,   Rules and regulations.

Powers and duties of its officers and employees

Principal Secretary/Secretary (Information & Public Relations):-
He is overall in charge of the Department who decides all matters except policy matters which are decided by the council of Ministers as per standing orders issued under Rule 26 & 27 of the Rules of Business of Govt. of H.P.

Spl./Addl./Joint/Deputy/Under Secretary:-
He is Branch officer of the Section and acts as an intermediate officer between the Branch and the Secretary/Principal Secretary (I&PR). All the files of the Branch are  routed through him.
Section Officer:-  He is incharge of Section and is responsible for disposal of dak received in the Section. He submits files to higher authorities through the Branch officer.
Superintendent:-  He supervises the work of the dealing Assistants of the Section and submits their files to the Section officer.
Assistants:- They are allotted work of specific seats by the
Section officer and are responsible to dispose off the allotted work.
Junior Assistants/Clerks:- They attend to the work of Diary and dispatch, files movement and other misc. work assign by the Section Officer and also send Reports/returns as per office Manual.
Peon:- Distribution of Dak/files of Section.

Organization:
The Information & Public Relations Department is headed by the Director, Information & Public Relations, at the Directorate level. He is assisted by 3 Additional Directors, 1 Joint Director, 1 Deputy Director, 6 Information Officers, 1 Senior Technical Officer, 1 Public Relations Officer (Song & Drama), 1 Superintendent Grade-I, 2 Senior Editors, 2 Editors, 1 Reporter, 2 Film & Photo Officers, 2 Assistant Editors, 4 APROs, 1 SO (SAS), 3 Superintendents Grade-II, 1PA and 7 Sub-Editors. Whereas the Director Information & Public Relations is assisted and represented by DPROs at the district headquarters, APROs at the Sub-divisional level and Deputy Directors at Press Liaison office Chandigarh, Delhi and Jallandhar besides Deputy Director at Zonal Office, Dharamshala and Mandi.
In addition to the above other supporting staff is also assisting the Director in publicity and other Public Relations works. The details of the work assigned to each of the above are defined below:
Functions & Duties of the Department:
1.To disseminate and facilitate dissemination of information to the public on the policies, programmes and activities of the Government and at the same time assess reaction of the public to keep the Govt. informed of such feedback.
2. To identify the sources from where the information emanates and arrange to gather such information.
3. To identify the target audiences to whom these messages and information must reach.
4. Positive steps to create goodwill.
5. Action to safeguard. Image of the Government.
6. Internal Relationship.
7. Explain the concept of a democratic government and its functions.
8. To organize and coordinate the Public Relations activities of government in various sectors.
9.  Identify the factors, which necessitate the practice of public relations in government.
10. Understand the media and methods that are used for disseminating information and to take steps to maintain liaison with the media.

Director:
1. Head of the Department.
2. Liaison with the Govt., Ministers, Secretaries and other important functionaries of the State Government relation to information.
3. Inter State Liaison with print media as well as with electronic media.

Addl. Director: I
1. General Administration.
2. Establishment.
3. Control of Vehicles.
4. Coverage of functions.

Addl. Director: II
Attached with His Excellency the Governor as Press Secretary.

Addl. Director: III
1. All over incharge in the Giriraj office.
2. Supervision over publication of Giriraj  and Himprastha.
3. Write speeches of VIPs and Article, feature and success stories.
4.  Interviews of VIPs on important policies and programs for publication in Giriraj Weekly.

Joint Director:
1.  In charge of Publication
2.  Budget & Planning., Special Supplements.
3.  Pension cases.
4.  ENG Section/Technical Section
5.  Coverage of functions/meeting.
6.  Messages of Chief Secretary.
7.  Photo Section.

Deputy Director: (Press)
1.  In charge of Press Wing.
2.  Advertisement.
3.  Clarifications, contradictions & News clippings.
4.  Prohibition.

Deputy Director (Zonal Office):
1. The Officer Incharge, Zonal office comprising of districts Chamba, Lahaul & Spiti, Una, Kangra, Mandi, Kullu and Hamirpur will function under the over all control and supervision of the Director of Public Relations and regulate his activities in his Zone.
2. To ensure proper progress and efficient functioning of various publicity medias and schemes in the districts in his zone so as to ensure intensive publicity of programmes and policies of the government and achievements made in the field of development.

Press Liaison Offices:
(JD/DD/IO/Editor whosoever is posted there)

He is overall incharge of the Press Liaision Office and its administrative Head. It falls in the prime duty of the PLO to forge perfect rapport and liaison with all the media persons based in their respective jurisdiction including Print, Electronic and other media. In coordination with the Directorate. He is to ensure the timely and proper coverage/publicity of all the functions of the State Government on these media network.

Sr. Editors (2):
1. Supervision, Editing of material for production of publicity literature.
2. Editing, printing, advertising and publication of Giriraj Weekly and Himprashtha monthly Magazine.
3.  Writes speeches of VIPs and Article, feature and success stories.
4. Interviews of VIPs on important policies and programs for publication in Giriraj Weekly.
5. Layout, designing, page making of all publications.
6. Prepration of pamphlets, booklets and publicity material.
7. Editorial Writing.
8. Incharge of Giriraj/ Himprastha publication.
9. Look after circulation and marketing of Giriraj and Himparastha.
10. Background publicity material for press consumption.
11.Editing and improvement of publicity literature of various government department.

Information Officers:
Press duty. Prepare messages of VIPs, coverage of important meetings, functions of different departments. Feature writing, Translation work, Preparation of Talking points, speeches of concerned ministers attached with each Information Officer. Preparation of clarifications, contradictions and statements of ministers .

Sr. Technical Officer:
1.Incharge of Technical Unit of the Department.
2.Incharge of TV Studio.
3.Supervision of technical staff and  installation of Public Address services when provided for the functions of VVIPs.
4.To check the monthly progress reports of all technical staff.
5.To ensure that all the equipments installed in the Department function properly both at the Head Quarter and in the districts/PLOs.
6.To assist in procurement of equipments for the Department.
7.To extend technical co-ordination for making “Himachal Diary” and other developmental documentaries.
8.To assists superior officers for ensuring audio/video/photo coverages of all Government functions.
9.To assist in arranging dispatch of video and photo coverages of functions to Doordarshan/Private Channels/Press for telecast/publication well in time.
10.To ensure that the public address system works properly in Vidhan Sabha during Vidhan Sabha session as well as in the district during VVIP and other major functions including international fairs and festivals.
11.To ensure proper video coverage of Question Hour in Vidhan Sabha during session.
12. All correspondence related to technical section/TV Studio/Photo Section of the Department for technical matters only.
13. Correspondence with the Ministry of Information and Broadcasting regarding installation/maintenance of VLPTs/LPTs and HPTs of AIR and Doordarshan in the State.
14. Condemnation/Writing-off of obsolete/ surplus/unserviceable articles of technical stores.
15. Procurement and maintenance of Dish antennae and TV Sets under Community Viewing scheme and their timely transportation/supply to the concerned districts.
15. Procurement/maintenance of computers/Photostat Machines/Fax Machines in the Head Quarters and other offices of the department.
16. To fix the physical target for video shows and to ensure that this target is met.
17. To ensure supply of quality equipment to all districts, PLOs including Public Address System, Computers, Fax machines etc. and keep perfect co-ordination with the field officers incharge for all matters related to equipment and technical section.

Public Relations Officer ( Songs & Drama):
1.    Incharge of State Drama Troupe.
2.  Arrangement of Drama Troupes  for cultural performance on important functions and festivals.
3.  To look after and regulate budgetary matters related to drama units all over the State and coordinate with DPROs for the requirements of the Units concerned.
4. Preparing songs States, Plays etc. or different developmental & Welfare, Programmes of the Government to extending tour all the districts and ensure that all the  problems  of the drama units/sangeet parties are properly and timely redressed.

Reporter:
Transcribing of speeches of Hon’ble C.M. in the field & assembly and maintenance speech records and also working as incharge to supply information to various quarters after collecting it from the concerned quarters in the State.

Drawing & Disbursing Officer (Any Gazetted Officer whosoever is entrusted the duties)
Controlling and regulating budget and expenditure supervision of store and purchase besides repair and maintenance of vehicles. Setting of Audit Paras, Auction of condemned store items. Maintenance of records related budget and other financial matters including, cash book, bills sanctions, payments etc.

Superintendent Gr.-I:
1.  To supervise all the work relating to all sections of the Department.
2. To go through the dak received and mark the papers to the concerned section and also to give directions for its disposal.
3. To ensure punctuality in attendance in the section and to advise the staff on matters of conduct and discipline.
4. Deputing all class –IV and Class-III officials on duties including drivers etc. and checking up their day-to-day functioning.
5. To ensure that all dealing hands and the diarist maintain all required registers and keep the same updated. Also check these registers at regular intervals.
6. To keep a careful watch on any hold up in the movement of dak and files between the section and higher officers.
7. To prepare papers and compile data for meetings and ensure timely submission. Ensure timely submission of fixed date cases, other important cases and papers required by the officers and keep a watch on progress of action.
8. To make arrangements for disposal of work of officials of the section on leave.
9. To ensure that all Manuals, Rules, Instructions, Guard files and Precedent Registers of the Sections are kept up to date by inserting correction slips.
10. For ensuring availability of staff posted under on holidays or early of late hours, maintain local address with phones of the entire staff.
11. To train and guide the staff posted in the section and to point out their shortcomings and deficiencies.
12. To allocate evenly, work of the section to the staff posted in the section with the approval of the Branch officer and maintain an updated distribution list of work amongst the dealing hands in the section.

Film & Photo Officer:
1. Incharge of Film and Photo Section.
2. Photographing of important functions and festivals.
3. Preparation of multiple portraits for exhibition unit and photo features.
4. Coverage of Hon’ble Chief Minister, Ministers, other dignitaries and other important functions of the State Government.
5. Issue of Photographs to the Press and also to individuals on payment.

Editor-1
1. Editing of material for production of publicity literature.
2. Editing printing, advertising and publication of Giriraj Weekly.
3. Writes speeches of VIP’s and article, feature and success stories.
4. Interviews of VIP’s on important policies and programmes for publication in Giriraj Weekly.
5. Layout, designing, page making of all publications.
6. Preparation of pamphlets, booklets and publicity material.
7. Editorial writing.
8. Incharge of Giriraj weekly.
9. Look after circulation and marketing of Giriraj weekly.
10.Talking points for VIP’s.
11. Background publicity material for press consumption.
12. Editing and improvement of publicity literature of various government departments.

Editor-2
1. Editing of material for production of publicity literature.
2. Editing printing, advertising and publication of Himprastha Monthly Magazine.
3. Writes speeches of VIP’s and article, feature and success stories.
4. Interviews of VIP’s on important policies and programmes for publication in Giriraj Weekly.
5. Layout, designing, page making of all publications.
6. Preparation of pamphlets, booklets and publicity material.
7. Editorial writing.
8. Incharge of Himprastha.

Assistant Editor(2)
To assist in preparation of publicity literature, feature writing, talking points, speeches of VIPs, and translation work and Hindi Press notes and allied works at the Headquarters. Whereas the Assistant Editor posted in the Giriraj and Himprastha carries out the works related to the publication and preparation of material including subbing etc. of these weekly and monthly Newspaper & Journal respectively. Besides writing features, press notes speeches and translation work.

For Distt. as a Unit.
Distt. Public Relations Officer
1. Head of office in the Distt.
2. Drawing & Disbursing Authority.
3. Function as Govt. spokesman in the Distt.
4. Coverage of Govt. functions in the Distt.
5. Field publicity.
6. Writing of articles/developmental stories.
7. Keep liaison with Distt  level department and carry out publicity campaign in the villages with field officers and Press.
8. Issue of Press Notes of Govt. functions.
9. To attend Distt level meetings.
Assistant Public Relations Officer
1. To assist DPROs in field publicity, coverage of functions of various media’s in the district.
2. To assist DPROs in organizing of functions /festivals /programs at district level.
3. Writing of articles/developmental stories.
4. Look after the work and responsibility of DPROs in his absence.
5. The APRO’s in his Sub-division look after all publicity works related to govt. policies and programs.
6.  Keep liaison with Sub-Division level department and carry out publicity campaign in the villages with field officers and Press.
Assistant Radio Engineer
Supervision of the technical wing and keeping coordination with DPRO for all duties related to installation of Public Address System, Video film shows, installation of Disc Antennae in the district. It also falls within the purview of his duty to ensure punctuality and quality work in the field duties of the sub-ordinate staff including TAs, RMs  and POs etc.
Technical Assistant.
1.To provide Public Address Services.
2.To arrange video shows.
3. Repair and maintenance of audio/video equipments.
4. Installation and maintenance of Direct Reception Sets.
5. Distribution of Departmental publications such as Giriraj, Himprastha and other literature published by the Department from time to time.
6. If required, they will conduct the stage and apprise their superior about the contents of the speeches of VVIPs.
7. He will hold Group discussions/Talks and will apprise DPRO the response of masses towards the various programmes/policies of the Government.
8. He will also assist APRO/DPRO in organising the government functions.
9.They will hold Group discussions/Talks and will apprise DPRO the response of masses towards the various programmes/policies of the Government.
10. Any other work that may be assigned to them from time to time.
Radio Mechanic/Projector Operator
1. To provide Public Address Services.
2. To arrange video shows.
3. Repair and maintenance of audio/video equipments.
4. Installation and maintenance of Direct Reception Sets.
5. Distribution of Departmental publications such as Giriraj, Hamprastha and other literature published by the department from time to time.
6. If required, they will conduct the stage and apprise their superior about the contents of the speeches of VVIPs.
7. They will hold Group discussions/Talks and will apprise DPRO the response of masses towards the various programmes/policies of the Government.
8. Any other work that may be assigned to them from time to time.

iii)

iv)

v)

The rules, regulations, instructions,
manuals and records, held by it or under its control or used by its employees for discharging its functions;

The work of the Department is disposed off in accordance with the various Rules/Regulations/Instructions/Manuals. The department is responsible for the administration of the following Rules & Policies relating to Information and Publication :-

1. Press Accreditation Rules

2. Award to Journalists Rules

3. Advertisement Policy

vi)

The particulars of any arrangement that exists for consultation with, or representation by, the members of the public in relation to the formulation of its policy or implementation thereof;

A statement of the boards, councils, committees and other bodies consisting of two or more persons constituted as its part or for the purpose of its advice, and as to whether meetings of those boards, councils, committees and other bodies are open to the public, or the minutes of such meetings are accessible for public;

Secretariat Level

1. Pr. Secretary (I&PR)

2. Addl. Secretary (I&PR)

3. Section Officer (I&PR)

4. Superintendent (I&PR)

          Department Level

1. Director (I&PR)

2. Additional/Joint/Deputy Director

3. Deputy Director

4. Information Officer

Phone No. (Office)

0177-2620625

0177-2625117

0177-2880462

0177-2880462

Phone No. (Office)

0177-2621853

0177-2621328

0177-2621328

0177-2621328

Sr.No

Secretariat Level

Department Level

Reporter
Present incumbent has been granted the scale of  Rs. 10025-15100 as a measure  personal to him.

Class-II

Class-III

Class-IV

Head wise allocation may be perused at Annexure-A.

The manner of execution of subsidy programmes, including the amounts allocated and the details of beneficiaries of such programmes;

Deptt. issue Accreditation Card to the Correspondents on the recommendation of Editor concerned. With this card the correspondent can avail free bus travel, entry in restricted places and concessional charges for hiring room in Govt. Guest Houses etc.

Efforts are being made to make it available.

The libraries are open from to.

The Appellant Authority  and PIO in respect of the I&PR department are as under:-

Designation & Official Address

Pr Secretary (I&PR)

Information & Public Relations  Department

0177-2620625

State Public Relation Officers(s) at Secretariat level

Special/Addl./Joint/Deputy/Under Secretary

Administrative department level in the Secretariat in respect of Information & Public Relations Branch.

0177-2625117

Section Officer and Supdt. of I&PR Branch

0177-2880-462

State Public Information Officers(s) at Department level

Director(I&PR)

0177-2621835

By order
                                                                    Pr .Secretary (I&PR) to the
Govt. of Himachal Pradesh

Endst. No. As above                     Dated Shimla-171002,      23-04-2007

Copy forwarded to:-

1.The State Information Commissioner, H.P. Shimla-171002.

2.The Principal Secretary (AR) to the Govt. of H.P.Shimla-171002.

3.All the Principal Secretaries/Secretaries to the Govt. of H.P. Shimla.

4.The Director, Information & Public Relations, Himachal Pradesh, Shimla-2.

5.The Controller Printing & Stationery,H.P.Shimla-5 for publication in Rajpatra extraordinary.

6.The Director, Information & Public Relations, H.P. Shimla-2 for publication in the News  Papers (in Hindi/English). Copy of the same be sent to this department.
 

                                                                     Additional Secretary (I&PR) to the

                                                                   Government of Himachal Pradesh.