Raman Project File

Filing System in Verka Milk Plant INTRODUCTION TO VERKA MILK PLANT
Historical background The Punjab State verka Milk Producers Federation limited popularly known as MILKFED Punjab came into existence in 1973 with a twin objective: To providing remunerative milk market to the Milk Producers in the State by value addition and marketing of produce on one hand and To provide technical inputs to the milk producers for enhancement of milk production on the other hand. Although the federation was registered much earlier, but it came to real self in the year 1983 when all the milk plants of the erstwhile Punjab Dairy Development Corporation Limited were handed over to Cooperative sector and the entire State was covered under Operation Flood to give the farmers a better deal and our valued customers better products. Today, when we look back, we think we have fulfilled the promise to some extent. The setup of the organization is a three-tier system, Milk Producers Cooperative Societies at the village level, Milk Unions at District level and Federation as an Apex Body at State level. MILKFED Punjab has continuously advanced towards its coveted objectives well defined in its bylaws
A place is called verka

For away from the din and the madding pace of the city there rests, near Amritsar, a sleepy village is called verka. It is a prefect picture of health and happiness. It is the first milk plant of verka.
Office Management File
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Filing System in Verka Milk Plant

Name and location & products manufacture/offered by Verka
Milk fed has a strong value addition base though its 11 District cooperative milk producers unions and chilling capacity of about 15 Lac liters per day, all of whom have attained self sufficiency or are on the thresh-old of attaining it.
GURDASPUR
General Manager, The Gurdaspur Distt Co-Op. Milk Producers Union Ltd. Pathankot Road, Gurdaspur. Ph:.30787, Fax- 30787. Products: Ghee, S.M.P., W.M.P. & S.F.M Installed Handling Capacity 150 ('000' Liter per Day) Milk Chilling Centers under Gurdaspur Kalanaur, Tugalwala, Batala
Amritsar
General Manager, The Amritsar Distt Co-Op. Milk Producersunion Ltd. Verka, Amritsar Ph. 263032, 263062 Pbx-263022-72 Fax- 263062.
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Products Ghee, S.M.P., W.M.P. Butter, Paneer, Milk-Cake & S.F.M. Installed Handling Capacity 100 ('000' Liters per Day
Hoshairpur
General Manager, The Hoshiarpur Distt Co-Op.Milk Producers Union Ltd. Dharamshala Road, Hoshiarpur. Ph-231157, Pbx-22822, 22319, 22628 Fax-23157. Products Ghee, S.M.P., W.M.P., Butter, Paneer Etc. Installed Handling Capacity 100 ('000' Liter Per Day) Milk Chilling Centers under Hoshiarpur Dasuya, Padrana, Balachour
Jalandhar
General Manager, The Doaba Co-Op. Milk Producers Union Ltd. G.T Road Bye Pass , Jalandhar. Ph. 290451, Pbx- 290650, 290301, Fax-291628. Products Ghee, S.M.P, W.M.P., Dairy Whitener, Butter, Paneer, Vigour (Malted Milk Food) & Ice Cream.
Office Management File Page 3

Installed Handling Capacity 300 ('000' Liters per Day) Khat Kar Kalan, Shahkot, Sultan Pur Lodhi
Ropar
General Manager, The Ropar Distt Co-Op Milk Producers Union Ltd. S.A.S. Nagar, (Mohali). Ph: 670412 PBX: 670782-83-84. Fax: 224669. E-mail: Milk_Rmu@Chd.Nic.In Products Ghee, Cheese, Paneer, Curd, Sm, Tm, Dtm. Installed Handling Capacity 100 ('000' Liter Per Day)
Ferozepur
General Manager, The Ferozepur Distt Co-Op Milk Producers Union Ltd. Vill. Malwal Kadimb, P.O. Bazidpur, Ferozepur. Ph: 44577. Milk Chilling Centers under Ferozpur Malwal, Ghallu, Kotissaa Khan (Hif)
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Chandigarh
General Manager, Milkfed Milk Plant, Industrial Area, Phase-I, Chandigarh-160002. Ph: 0172-650271 Products: S.F.M, Lassi, Raseela, Ice-Cream, Pinni, Milk Cake
Bassi Pathana
Seed Processing Plant Bassi Pathana, Distt, Fatehgarh Sahib Ph. 01767-50248 Production, Gradation, Packing & Distribution of Fodder Seed.
Faridkot
General Manager, The Faridkot Distt Co-Op Milk Producers Union Ltd. Kothubra Road, Faridkot. Ph: 50386 Milk Chilling Centers under Faridkot Badal, Doda, Baja Khana, Moga (Hif), Malout (Hif)
Bathinda
General Manager, The Bathinda Distt Co-Op Milk Producers Union Ltd.

Dabwalli Road, Bathinda. Ph: 212679, 211834 Pbx-212406, 212825, Fax-220334. Products Ghee, S.M.P., W.M.P., Butter, Paneer, Milk Cake, Etc. Installed Handling Capacity 125 ('000' Litres Per Day) Milk Chilling Centers under Bathinda Bhikhi, Sardulgarh, Rampura Phool, Talwandi
Sangrur
General Manager, The Sangrur Distt Co-Op Milk Producers Union Ltd. Post Box No-9 Sangrur. Ph-31193, Fax- 35093 Products Ghee, S.M.P., W.M.P., Etc, Installed Handling Capacity 150 ('000' Liters per Day) Milk Chilling Centers under Sangrur Changliwala, Jorepul, Sehna, Mehal Kalan
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Patiala
General Manager, The Patiala Distt Co-Op. Milk Producers Union Ltd. Vill. Hassanpur Sirhind Road, Patiala Ph: 215076, Pbx: 214614,225167, Fax-225167. Products: Ghee, Cheese, & S.F.M. Installed Handling Capacity 100 ('000' Liter per Day) Milk Chilling Centers under Patiala Sanam (Hif), Sirhind (Hif), Nabha (Hif)
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Profile
Name
The Patiala Distt. Co-operative Milk
producers union Ltd. Patiala.

Registered office
Milk Plant, Ferozpur road, Ludhiana
-141004
Head office
Punjab State co-operative Milk
Producers Federation Ltd. S.C.O 153-155 sector 34-A

Date of Registration Date of inauguration Commencement of
: :
1972 with PDDC 31st Oct. 1974 Feb 1979
Production
Constitution
: Co-operative
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Filing System in Verka Milk Plant Present Status / Achievements of the Plant
1. No. of societies increased from 94 to 751 and its membership from 5400 to 7800 2. Milk procurement has increased from 10200 LPD to 2, 50,000 LPD. 3. Highest milk price is being paid to the milk producers as compare to other plants in the state. 4. Products being manufactured by Patiala Plant are sold at premium rates through out the country and in the international Market. 5. City supply has increase from 66000 LPD to 1, 60,000 LPD. 6. Turnover of the plant touched to 180 crores. Profit of the union has increased manifold. 7. Capacity utilization of the plant is more than 80%. 8. Milk products like ghee, Table Butter, Skimmed Milk Powder, Whole Milk Powder, Curd, Paneer, Milk cake etc are being manufactured by Milk Plant, Patiala.
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MISSION OF VERKA
To become the market leader in market of milk and milk products.
Achievements
On the basis of quality with efficient administration, MILKFED has not only established new mile stone of providing services to Dairy farmers but scaled new heights in delighting esteemed customers also. This has resulted into tremendous achievements in all fields.
EQUITY PARTICIPATION: The paid-up equity of Milk fed as on 31.3.2007 was to the tune of Rs.47.15 crores which comprises of Rs.29.02 crores from the cooperative members and balance Rs.18.13 crores from State Government. That shows that co-operative members have 61.55% of total equity and state govt. have 38.46% equity participation.
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Equity Participation 35 30 Equity Partcipation in crores 25 20 15 10 5 0 Co-operative member Mem bers State govt. 18.13 29.02
Series1
MARKETING OF MILKFED
Milk fed is serving nationwide consumers through its net work of Regional offices and strong Distribution channels. Milkfed markets a wide Variety of Products which include liquid milk, skimmed milk powder, whole milk powder, infant food, ghee, butter, cheese, lassi, SFM, Ice Cream, Malted food Verka etc. etc. The annual turnover of Milkfed has crossed Rs 668 crores. Verka is a brand leader in milk powders particularly in northern eastern sectors and SMP marketed by Milkfed commands a premium price over powders manufactured by competitors who include multi-national as well as private trade and other Cooperative Federations. Now Verka has arrived on the sheer strength of its quality, freshness and purity. And of course, its home made taste. And all this, at the most affordable prices. To people today, Verka is the part of their daily lives.
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EXPORT OF MILK PRODUCTS:
With competition in the national market zooming up efforts to export products have been made. Milkfed has established its ghee market in Middle East Market. Verka ghee reaches all the emirates and is available almost in all super markets. The penetration is so deep that verka ghee is available in far off labor camps. In addition to ghee, SMP was also exported to Asian Countries like Philippines, Bangla Desh and Sri-Lanka. Verka Malt Plus (Malted Milk food) has also been exported to Bangla Desh.
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Filing System in Verka Milk Plant QUALITY ASSURANCE PROGRAMME

Quality Assurance Programme (QAP) which is a part and parcel of Dairy Plant Improvement Programme (DPIP) was taken up in Ludhiana Milk Union with the Technical guidance from NDDB. The main objective of the programme is to improve efficiency of Plants coupled with loss management to bring down the cost of production, im-prove the quality of milk and milk products manufactured to ameliorate the general hygienic and housekeeping standards and above all to enhance the profitability and financial viability of the Milk Plants to enable milk producers to get better price for their produce. Milk plant has set up six milk chilling centers at different towns. A brief description of these centers as under:
1. Milk Chilling Center, Bija i. Distance From Milk Plant ii. Capacity iii. Societies 2. Milk Chilling Center, Machhiwara i. Distance From Milk Plant ii. Capacity iii. Societies 3. Milk Chilling Center, Khanna i. Distance From Milk Plant ii. Capacity iii. Societies
40 km
20,000 liters per days 111
40 km
55 km

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4. Milk Chilling Center, Ramgarh Sardaran i. Distance From Milk Plant ii. Capacity iii. Societies 5. Milk Chilling Center,Raikot i. Distance From Milk Plant ii. Capacity iii. Societies 6. Milk Chilling Center, Baundli i. Distance From Milk Plant ii. Capacity iii. Societies 39 km 40 km 44 km
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DETAILS OF OPERATIONS
(Procurement, Reception and processing) Procurement The milk plant, Patiala procures milk through co-operative societies. At the present the plant has the 751 societies. Firstly milk is collected by these societies then sent the milk to the milk plant Patiala two times, morning and evening. The milk producers receive rate of milk from milk plant on the basis of fat. There are six milk-chilling centers at Machhiwara, Raikot, Ramgarh Sardaran, Bija and Samrala. Firstly milk is received at the chilling center and after chilling the milk. It is send to the milk plant, the purpose to setup the center are that, the societies are for away from the milk plant and milk is perishable in nature so to avoid the wastage of milk, the chilling center were setup. Firstly milk is received in dock through tempo in higher basis of routes.There are 3 seasons of milk fluid, average and lean. The lean period is during April and July and this period supply of milk received in less quantity. The average is During August to November and in this period the supply of milk received is average. The flush is in winter and the milk is highly produced.
RECEPTION OF MILK Reception of milk is done at the dock. Dock is like a station. The milk plant has two Docks, firstly milk is reached in the huge quantity, after this process milk is sent to the laboratory to find out fat and S.N.F. contents, then milk cans are washed by the machines and again these cans are kept in the carriers after this process tempo sheets are

prepared. The numbers of milk cans of buffalo and cows milk is recorded on these sheets are sent to the societies for the information of quantity of milk.
PROCESSING All the received is passed on to the tank lying under the weighing bowl. Then the milk is immediately chilled and pasteurized Pasteurization is a process which was found by pasteurization MARKET SERVED - DOMESTIC/FOREIGN The success of a concern lies not only in production, but also mainly in successful marketing. Marketing is the process getting the right goods to the right consumers at the right place at the right price. In Verka Milk Plant Patiala four types of tetra packs and other products are marked under the brand name VERKA, Patiala milk plant is solely responsible for the marketing of fluid milk products are marked by the Punjab state co-operative milk producers union Ltd. Return of Tetra Packs Due to the expire time of tetra pack is 6 month, good packing and fresh supply from Patiala there is no replacement of the tetra packs. Exports Milk union is famous all over the country and outside the country for its quality of milk and milk products. It holds international quality Louse Pasteur. All the get during
certificates ISO 9002 and IS-15000 (HACCP). Due to these certificates its products are easily acceptable in the international market. It export Ghee to Dubai but no any tetra pack is export
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Other information:Products Manufactured and marketed by Milk Union, Milk plant, Patiala produces a variety of products which are available in different packing. Raw material for all these products is milk which procured from milk producers. Products manufactured by milk plant are: Sterilized Fluid Milk Standardized milk Double Toned Milk (Fat Contents 4.5%) (Fat Contents 1.5%)
Full Cream Milk (Fat Contents 5.5%) Ghee Butter Skimmed Milk Powder(SMP) Paneer Milk Cake Besides these products milk plants sells various products procured from plants. It charges commission on the sale of the products. These products are as under: Flavored Milk Flavored Lassi Mango Rassila Yoghurt Fruit Drink Kaju Pinni Ice Cream
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Aims of Milk Union Every organization is formed for achieving some objectives.
Setting of objectives and aims serves as guidelines for excellent or smooth working of the concern. The verka milk plant, Chandigarh was constituted to fulfil the following aims.
To uplift social and economic states of the milk producers. To develop dairy as an industry allied to agriculture. To procure milk and execute marketing efforts so that milk producers get good prices of their milk. To provide better quality cattle feed at reasonable prices. To increase the bargaining power of milk producers at their doorsteps. To provide veterinary aids to animals of milk producers at their doorsteps. To create employment opportunities for rural youth by milk production activities
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Study of functioning of all departments Milk Procurement Section Milk procurement business is being looked after mainly by milk union, Patiala Milk is collected by milk producer co-operative societies at the village level and purchased by Milk Union, Patiala which further supplies that milk to the Milk Plant, after charging commission from milk Plant at rates specified by Milk Union. The plant was registered in the year 1972 with primary membership of 45 milk producer co-operative society. At present it has 767 co-operative societies.
Staff Structure of procurement section:
Manager, milk Procurement
Dy.Manager (Proc.)
Manager (Milk Chilling Center)
M.P.A.
D.H.C.C.
Production Department: This department is headed by production manager and technical staff and officers and operation. Manager is responsible for production planning, receiving good quality of milk, its processing and production of milk products. He is responsible for achieving production target with minimum wastage. He also guides workers for better

performance. The production is an important activity because other department purchasing extra revolve around it. Different milk products are produced as per availability of milk and as per demand of market. First of all the requirement of milk demand is fulfilled and then remaining milk is used for producing various products such as Ghee, butter, cheese etc,. Staff Structure of production section: Manager, Production
Dy. Manager, Production
Sr. Plant Operator
Jr. Plant Operator
D.H.C.C
PURCHASE DEPARTMENT
This department his headed by purchase officers who is assisted by supporting staff in maintaining regular supply of store items. This required store items at very
section ensures timely purchase of reasonable cost. Functions of purchase department:
To received purchase requisition from stores. To buy goods or materials wisely at reasonable prices. To invite quotation from number suppliers and preparing comparative statement to choose a right supplier. To record particulars of purchase orders.

To check the suppliers invoices as regards price, quantity, quality etc.
ENGINEERING SECTION
This section is headed by engineering manager who is assisted by technical officers. He is responsible for identifies all machine needing maintenance to avoid any breakdown during the production. He is also supposed to introduce to new machinery by which the cost of production can be decreased it also insured are transport vehicles of milk plan Staff Structure of engineering section Manager, Engineering
Dy. Manager, Engineering
Foreman Electrical
Foreman Refrigeration
Foreman Boiler
Foreman
Transportation
Management Information System MIS is a system where information about the activities of plant is supplied to management. Accurate and precise information to support the operation management analysis and decision making function in an organization. Here data are collected from different section in an

organization, which can be useful to the management for decision making.
Accounts Department A manager account is the head of this department. He is responsible for the overall management of accounts. This section is responsible for timely payment to all the employees of milk plant and also to the parties dealing with it. It records all the transactions in the proper books to provide necessary information to the authorities whenever required.
Personnel and HRD department
Manger P & HRD Department who is assisted by supporting staff to carry out function of this section head this section. This section ensures compliance of labor laws, maintenance of proper records and completion of administrative formalities for timely payments of dues to employees. It is also responsible for maintaining cordial relationship between workers and management.
Marketing Department
The success of concern lies not only is production but mainly in successful marketing. Production of goods and services has no meanings unless goods and services are exchanged profitably for money or moneys worth. This involves the movement of goods from the manufacturers to ultimate consumers. In bringing he producer and consumer together, certain activities are performed which is the concern of marketing. Marketing is a process of getting the right goods

to right consumers at the right place, at right time and prices .Marketing section play very important role sale of goods in the marketing. In the marketing section there is head of the section and other employees work under him.
Quality Control Department
Quality control manager heads this department and the technical staff assists the manager by conducting all type of tests on raw materials and finished products with the help of sophisticated equipment and machines purchased. Quality control laboratory helps in maintaining high quality of milk and milk product assist ensures quality by testing the raw material as well as finished products. Staff Structure of Quality Control section. Manager, Quality Control
Dy. Manager, Quality Control
Asstt.Manager, Q.C.
Chemist
Labobratory Assistant
Helper
STORE DEPARTMENT This department stores all the essential equipment and material and stationary required in all the departments. It also keeps the records of goods purchase and goods in stock as well as the

goods the used by the particular department. The main purpose of this section is to keep the full record of packed material. The product is stored at clean and cool places.
SECURITY DEPARTMENT:- One senior security employee, who is assisted by a team of well-trained personnel manager the security department. This department keeps proper watch on men, money and materials while entering in and going out of the plant.
Production of milk products:-Production is a more important activity of an organization. In occupies an important and significant place because other functional areas of management viz.financing, marketing, purchasing and personal revolve around it.Production is a process by which raw material are converted into finished products with the help of energy, capital, manpower, and machinery. Production policy aims at maximum output with minimum input. The production departments play a very important role in formulation of the production policies Production planning is done by the head office and send to the production manager according to this planning production manager arrange to produce the products. Production planning of milk products is done in keeping in the view the procurement of the milk plant and also tentative demand in the city. After the supply of the pasteurized milk, the remaining milk is used for producing various products. Different milk products are produced as per availabilities of milk and as per demand of sales and keeping in view the production plan given by head office In the case of fresh milk products, Patiala milk plant does not face any major competition. Milk cake constitutes a very small production of their daily production with an average production of twenty-five kg.per day. Every distract has its own
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plant. The products which are not manufactured here are bought from the Ludhiana or any other union and the further sold in Patiala.
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Verka products range

1 Ghee 2 Butter 3 Skimmed milk powder 4 Flavored milk 5 Flavored Lassi 6 Mango Rassila 7 Paneer 8 Milk Cake 9 Dahi
10 Ice Cream
Ghee & Butter
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GHEE (AGMARK)
Boudine Test Neg.
BUTTER
Fat% (Min.) Acidity %L.A. (Max.) Curd % (Max) Salt % (Max) Coli form/ml. (Max.) Y&M (Max)/g
80 .15 1.00 2.8 5 20
82 .06 1.50 5
B.R.reading (40 degree C.) 40 - 43 RM Value (Min.) P.Value FFA % Oleic Acid (Max) 28.0 1.0 - 2.0 0.30
MILK
GENERAL COMPOSITION FOR MILK MILK Percentage Cow Milk Buffalo Milk Fat Proteins Lactose Ash Water 4.6 3.4 4.9 0.7 86.6 6.6 3.9 5.2 0.8
STANDARD
Milk Fat % (Min) Milk SNF % (Min) PH (Max) MBRT (Min)
4.5 8.5 6.8 5 hrs Neg
84.2 Phosphates Test
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UHT MILK FAT SNF pH Acidity L.A. 4.6% 8.6% 6.6 0.130% LA
DRINKS
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SWEETENED FLAVOURED MILK Milk Fat % (Min.) Total Milk Solids % (Min.) Sugar % (Max.) Turbidity Test Acidity (%Citric Acid) Creaming Index Neg. 0.28 20 pH 3.9-4.1 1.65 17.0 6.0 RASEEELA Cheese Whey % Sugar % Mango Pulp% Bricks 40 12-12.5 10.00 15
Bacterial Spores per ml. (Max.) 5 LASSI Milk Fat % Total Solids % (By wt.) Sugar % 3.0 to 3.4 20 - 23 12.00
ICE CREAM & SWEETS
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ICE CREAM KULFI AND F/N CHOCOLATE Kulfi Weight (g/lts.) Min.560-580 Total Solids (Min.) (By wt.) Milk Fat % (Minimum) 13 Total Solid (%Min. By wt.) 38.5 Milk Fat %( %Min. By wt.) Protein (%Min. By wt.) 0.25 Acidity % Max (By wt.) 140.5. Sucrose % Min. (By wt.) 0.50 2, 50, 000 90 Neg. 42 13 3.50 .30 14
Acidity, L.A. % (Max) By Wt Sucrose % Max. (By Wt.) Stab. Emul. % Max. Bacterial Count/g (Max) Coliform/g (Max.) Phosphates Test
Objectives
a) To bring prosperity to Milk Producers in the State through assured market and remunerative prices all round the year.
b) To provide fresh hygienic milk to urban consumers at reasonable rates. c) To ensure viability and growth of Milk Unions by converting surplus milk into products and ensure their marketing. d) To modernize existing Plants and upgrade technology from time to time.
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EXISTING BOARD OF DIRECTORS
Sh. Gurbachan Singh Babehali Chairman Sh.Suresh Kumar, IAS, Financial Commissioner (Coop.), (Govt. Nominee) Sh. V.K. Singh, IAS Secretary (Expenditure), (Govt.Nominee) Sh.Karandeep Singh Bhullar, IAS, Registrar, Cooperative Societies, Punjab. (Govt. Nominee) Usha R. Sharma, IAS, Secretary (AH & D) Govt. of Punjab. Sh. V.K. Singh, IAS, Managing Director Milk fed, Punjab
NDDB (Nominee) Milk Union, Amritsar.Zone Vacant. Sh. Sukhjinder Singh, Director, Milk Union Patiala Milk Union Sangrur.Zone Vacant. Milk Union, Ferozepur. Zone Vacant. Sh. Iqbal Singh Tarmala, Director, Milk Union, Faridkot Sh. Sandhura Singh, Director, Milk Union, Bathinda. Milk Union, Jalandhar. Zone Vacant Sh. Karnail Singh, Director, Milk Union, Ropar. Milk Union, Ludhiana. Zone Vacant
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Filing System in Verka Milk Plant FILING SYSTEM IN VERKA MILK PLANT PATIALA.
Papers are the memory of the office. Filing System in Verka Milk Plant Patiala has large number of papers relating to different transactions, plans, decisions, obligations and other matters have to keep in every office. It is necessary that these papers should be placed and stored in such a manner that they can be easily located when required. In filing System in Verka Milk Plant Patiala arranging papers in a systematic manner, so that these can be quickly and conveniently located.
IMPORTANCE OF FILING SYSTEM IN VERKA MILK

PLANT PATIALA In Verka Milk Plant all the planning is done on the information of past which can be obtained from records; records provide documentary evidence in case of disputes. For efficient working of the office the existence of a simple, efficient and comprehensive system of maintaining records is essential. Nothing caresses more confusion in an office than a bad system of filing. Many valuable orders and customer can be lost and wrong decisions taken due to inefficient system of filing. A few decades ago filing was considered as an unimportant and unproductive routine and it was a matter of few thick papers files or pigeon holes and spike files.
In the Verka Milk Plant with the realization of importance of filing we find, today, very sophisticated filing methods and equipment. In the Verka Milk Plant Filing is treated as an important

aspect of office management and this function now is put under the supervision of a senior executive. Modern records management involves much mote than merely the methodology of filing, it deals with wider aspects like indexing, record retention, follow-up, microphotography and sophisticated equipment of keeping records.
ADVANTAGES OF FILING SYSTEM IN THE VERKA MILK PLANT

1. CONVENIENCE OF READY REFERENCE In Verka Milk Plant if letters and documents relating to a subject or transaction can be found at one place on the relevant file, it is easier to link up information and know the previous history of the case. Nobody can remember what has transpired earlier without files.
2. SAFETY OF RECORDS In Verka Milk Plant under filing system, records remain protected against insects, weather and mishandling.
3. DOCUMENTARY PROOF In Verka Milk Plant old records can be produced as evidence in legal suits in case of dispute regarding terms of contract the original contract can be produce as a proof.
4. PROMPT HANDLING OF MAILS


In Verka Milk Plant if the records are kept in a systematic manner it becomes easy do link them up. This facilitates quick decision in the matter. In the absence of good filing system many business opportunities may be lost due to non-availability of required information.
5. HELP IN POLICY FORMATION In Verka Milk Plant past records help to framing future policies. They serve as the basis of future action.
6. FOLLOW UP ACTION In Verka Milk Plant for perusal of matters follow up action is essential. For example, for recovery of an outstanding debt reminder have to be send to the parties. To whom the reminders should be sent and when they should be sent can be known only from files. For securing orders from old and new customers report has to be maintained with them for which there is the need of records.
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ESSENTIALS
1. ADEQUACY
OF
GOOD
FILING SYSTEM
IN
VERKA MILK PLANT

In Verka Milk Plant it is essential that the filing system should be adequate for the purpose for which it is to be used. The system should meet the requirements of the organization. While an over elaborate filing system and sophisticated filing equipment may prove a waste for a small office where a few cardboard boxes of file covers can serve the purpose, yet an inadequate filing system can defeat the very purpose drawers of cabinets or shelves of racks are a common sight in many offices, it is a Clair indication that the existing system is not adequate for the requirements of the organization. 2. SIMPLICITY In Verka Milk Plant the system of filing should be simple to understand and easy to operate. It does not, however, mean that if the needs of the office demand a complex or an elaborate type of filing system it should not be adopted because it is not simple. An office must adopt a system suitable for it but efforts should be made to make it simple. 3. ACCESSIBILITY In Verka Milk Plant quick accessibility to records is very essential. Records should be within the reach of the users. Required information should be available within reasonable time. Filing system should allow writing on the papers contained in a file without disturbing their arrangement. A good filing system is one in which the required files and information can be easily.
4. ECONOMY In Verka Milk Plant the filing system should not be too expensive to install or costly to operate. The cost of installing and operating the filing system should commensurate with benefits accruing from it. There is no use of having an elaborate and expensive system of filing when a simple one can do the job. As a measure or economy, records no longer needed should be destroyed this will ease space problem also. Space is quite costly in big cities. The filing department should use such equipment which occupies less space. 5. ELASTICITY In Verka Milk Plant the system should e capable of expanding and contracting with the needs of the organization. An inelastic filing system ultimately proves costly when the needs of business increase, it has to be substituted by a new filing system which involves much additional expenditure. 6. EASE OF LOCATION In Verka Milk Plant records should be so located that they can be traced without delay. It is better to place current records at some nearby place and old records at some obscure place. In menu big offices, a separate room or a hall under the charge of a supervisor is allocated for storing old records in a systematic manner. To know about the whereabouts of files taken out out guides should be placed in the racks/shelves from where the files have been taken out. This facilitates tracing the files.
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7. FACILITY OF CROSS REFERENCE In Verka Milk Plant a good system of filing should permit cross referencing. Sometimes one letter may concern different files; arrangements should be made to place a copy of such a litter in every relevant file. 8. SAFETY In Verka Milk Plant it is necessary that records should be kept in such a manner that they remain safe from dust, insects, weather, theft, and fraud and mishandling. Certain documents like title deeds of the property etc. have to be preserved throughout the life of the organization, they should be stored in fire proof almirahs or safes or be kept in they custody of banks. 9. PROPER CLASSIFICATION In Verka Milk Plant a suitable method of classifying the files should be adopted so that files relevant to subject or a period can conveniently be sorted out. Proper classification helps in putting the document in proper files, it also facilitates in locating them in case of need. Systematic classification of records reduces the chances of misfiling. Number miscellaneous files should be kept to minimum. 10. INDEXING
In Verka Milk Plant if there are a large number of files the filing system should be supplemented by a well-designed index system. The index will help in quick location lf files. How elaborate the index system of their classification.
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CLASSIFICATION AND ARRANGEMENT OF FILES IN VERKA MILK PLANT In Verka Milk Plant assigning particular class or category to individual items in the basis of similarity or common characteristics is known as classification. Grouping of documents, paper or records on some common basis is called classification of files. There are five broad methods of classifying records: i. ii. iii. iv. v. Alphabetically Numerically Geographically Chronologically; and Subjectwise
1. ALPHABETICALLY Every file has a name or a title. Under this method files are arranged in accordance with the first letter of the subject or the correspondent. For example the files of those customers whose name or surname begin with alphabet A will be arranged separately. If desired files under each alphabet can be further grouped in dictionary order. If there are many correspondents whose names begin with A their files will be arranged in strict alphabetical order of subsequent litters too like Aaz,aba..z,Baz etc. for example files of Aman, Aishwarya, Arpita will be arranged in that order.
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For classification different shelves of racks are allotted to different Alphabets. A common practice is to make 26 divisions which are based on 26 alphabets of English.
MERITS a) This method is simple to understand and easy to operate. b) It is flexible, new files can be added and old files destroyed without disturbing the existing arrangement. c) The need for maintaining an index of files does not arise.
LIMITATIONS a) It is not possible to demarcate subjects precisely. A letter can appear to be relating to more then one subject; it may become difficult to decide in which that letter should be filed or which file should be sing to link that paper up
2. NUMERICALLY In Verka Milk Plant some file or the folder is given a code number and the files are placed strictly in that serial order, this is known as consecutive filing. Sometimes a subject is given one number and different files of that subject are given a sub-number in the form of decimal number. This is called terminal digit filing. For example, the digit 33 may stand for finance and 33.41 may stand for corporation finance. It is essential to have an index of files which will show the serial number number of particular file. If there are more than one file of any correspondent the number can be alters in decimal. For example, if there are four files relating to Ms. Priyanka

and his code number is 110.5 and 110.6. the main advantages of terminal digit filing is that even if many files become dead, there will not be gaps in serial number will be felt.
MERITS a) Under this system greater accuracy is ensured. b) It permits unlimited expansion specially id the numbers are allotted on decimal system. c) The index can be used for obtaining or collecting other relevant information regarding correspondents, for example the file index can be used as list of addresses of customers or suppliers.
3. GEOGRAPHOCALLY
In Verka Milk Plant some files are arranged on the basis of geographical region or area, for example files relating to state of Uttar Pradesh, Madhya Pradesh and Punjab will be arranged in that order and, if desired, files relating to different districts of these states can be arranged separately. This system can be used in combination with alphabetical or numerical systems. For example, files of customers of Madhya Pradesh can further be arranged in alphabetical or numerical order.
MERITS a) This system facilitates direct filing without reference to the index. Reference can be linked up if geographical location only is known. b) Business can make an assessment of his success or failure in different regions if the files are kept on geographical basis. He can

adopt suitable policies for each region on the basis of analysis of regional information,
4. CHRONOLOGOCALLY In Verka Milk Plant some files relating to different years or periods are arranged date wise. This method is generally used in combination with other methods. For example, files for loans granted to different persons may be arranged firstly in chronological order and then in alphabetical order with the result that there will be different files for same debtors for loans granted to him in different yerars. It is useful when time element is important as in the case of recovery of outstanding dues or vouchers etc., but this method can be of hardly any use when used in its pure form.
5. SUBJECTWISE This has been found to be the best method of classification in most of the faces and s the most commonly used method. Under this method files are arranged on the basis of subject. Papers relating to different subjects like accounts, budget, advertisements etc. are kept separately. The files of different subjects can further be arranged in alphabetic order. This type of classification proves better where the subject is more important than the name of the correspondent. Files on the same subject relating to different correspondents can be arranged alphabetically so that the system becomes combination of subject and alphabetical classification.
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MERITS a) Required files can be easily found if their subject is known. b) this method proves specially useful if papers of divers nature relating to a subject have to be kept at one place, for example if negotiation are going on for the purchase of office premises, entire correspondence on this subject can be found in one file. c) It permits unlimited expansion.
LIMITATION a) Difficulties can arise in classifying papers on the basis of subject. b) It is not suitable for filing miscellaneous papers. c) If there is any ambiguity about the subject of a paper there are chances that it may go to a wrong file and may not be easily traceable when needed.
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CENTRALISED AND DECENTRALISED FILING In organizing the filing system the office manager has to decide whether files relating to each department should be kept in the respective department or at a centralized place known as central filing section. CENTRALISED FILLING Under this system files relating to the whole organization we located in the central filing section. Whenever any department needs any file, it asks the central filing section for it. The purpose of centralizing is to render better and central filing section. ADVANTAGES The work is handled by expert file clerks who are trained and experienced in the art of filing papers accurately. Uniformity and standardization in filing routines can be maintained which ensures prompt handing. The other entire department will be saved from the both ration of maintaining their own records. DISADVANTAGES It causes much delay and inconvenience whenever any department needs a file it will have to requisition it from the central filing section which may take some time, specially when departments are situated wide apart. If a file concerns many departments it may remain out of central filing section, most of the times as a result of which some departments may have to wait for their turn. Department secrets cannot be kept safe if the secret files are kept in central filing section.

DECENTRALISED FILING Under this system each department of the organization makes its own arrangements for filing.
ADVENTAGE As the relevant files are within easy reach of the users this system ensures prompt action. It is possible to keep secrecy of documents or information. DISADVANTAGES There is needless duplication of work, equipment and staff to handle files: Hence this system proves uneconomical. It is not possible to follow standards and routines. A paper concerning more than one department will have to be filed in files of different departments and hence more copies of that will have to be made, this will create more work.
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METHOD AND EQUIPMENT OF FILING IN VERKA MILK PLANT
Filing equipment plays an important role in the efficiency and effectiveness of a filing system. We can classify them under two heads, namely, (1) old Methods, and (2) New Methods. Old Method are still being used by small concerns. But in big organizations, new types of filing equipment and method are being used because of the importance of the following factors. 1. Protection of documents against: 2. Prevention of theft or unauthorized reference. 3. Reduction of physical effort on the part of filing staff in inserting, location and extracting documents. While selecting the filing equipment, the office manager must determine which of the above purposes must be served. OLD FILING METHODS AND EQUIPMENT (1)METAL HOLDERS These are used for holding the papers together. The papers (letters or other documents) are placed in metal holders in chronological order. This method is inconvenient and does not serve the real purpose of filing if the number of papers is large. It is not of much use in practice. (2) BOUND BOOK Under this method, all the letters etc. are pasted in the bound book in chorological order to avoid the possibility of loss or misplacement of any paper. This method is also not used these days because of very limited utility.
(3) SPIKE OR PILLAR AND POST FILE This method uses a spike or wire fixed to a small wooden stand which may be placed on the desk or table or may be hung on the wall. The letters which are intended to be filed are punched through the sharp point of the spike. They pole up one above the other on the wooden base. This equipment is very cheap and simple one and may be used by small shop vendors. It can be used where the letters and other documents such as water bill, electricity bill, etc. are to be filed for a short period. (4) CONCERTINA FILE It provides a series of cardboard pockets usually sufficient to permit alphabetical classification and is readily portable. It is suitable for keeping only a small number of papers since its capacity is limited. However, it is said to be an important landmark in the development of vertical filing. (5) PIGEON HOLE FILING OR DOCKETING It involves a cupboard divided into a number of small compartments. The cupboard is open from one side and the compartments are square holes, also known as pigeon-holes. Each pigeon-hole usually bears a litter of the alphabet. It may even bear the name of a geographical area or a subject or the name of the correspondent and then inserted into respective pigeon holes. For instance, a letter received from shikha may be inserted into the pigeon hole merked withS. This system is very much followed in post offices for sorting letters posted for different cities or localities.
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The pigeon-hole method or docketing suffers from the following limitations: i. ii. iii. It is an old method which is suitable for small business only. Documents are exposed to dust, insects, etc. Finding of documents is difficult. Some dockets become overcrowded if a large number of letters are received from correspondents whose names begin with the same alphabet. iv. BOX FILE:- under this system, cardboards boxes, eight to ten CMA. Deep, are used for filing papers. Spring clips are fitted within the boxes to hold the papers. They consist of loose manila sheets which are used to classify the documents according to alphabetical order. v. PRESS COPY BOOK: - this system is used to serve as the evidence of the letters sent by the organization in its ordinary course of business. Under this all letters which are sent out are copied in a book marked for this purpose.
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MODERN METHOD OF FILING IN VERKA MILK PLANT

Following are the modern methods of filing in Verka Milk Plant:
HORIZONTAL FILING METHODS These methods are called horizontal because papers or documents are kept in drawers or cupboards one over the other so that they one parallel to the horizon. This is also called flat filing method because the files are placed feat on the shelves, these are not placed in upright position. A description of important horizontal filing methods follows; 1. FLAT FILES This is the most commonly used system. It is the cheapest; all that we need is a thick paper file, a tag and wrapper. Generally a separate file is opened for each correspondent or subject. Letters or papers to be filed are put in the file through tags or hinges in chronological order. In many offices the file is divided in two parts. The right hand side cover is for tagging incoming letters and copies of outgoing lattes while the left hand cover is used for keeping nothing i.e. 2. SHENON FILE Papers under this system are attached to hinger of metal drawers which remain inserted in steel cabinets. A cabinet can contain from 4 to 6
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Drawers. The drawers can be classified in alphabetical; pr any other convenient order. The papers remain well protected from theft, insects and dust. 4. LEVER ARCH FILES These files are made of strong card-board folders which are fitted with metal archer which can be opened by operation of levers. Two holes, about 6 or 8 cm. apart, are punched on the papers to be inserted in the file. After putting the papers in holds arches are fastened and the levers are closed.
VERTICAL FILING Under this system the papers are kept in special type of thick paper folders. These envelopes are arranged in drawers of cabinets in vertical upright position according to different methods of classification. On the top of each folder there is a projected tab on which code or an indication of the contents of the envelop are mentioned. Separate folders are made for each correspondent or subject. Guides are also placed in between the envelopes to demarcate one class of correspondence from other. The equipment for vertical filing consists of: 1. Cabinet: - a wooden of flame proof steel cabinet with one to six drawers within runs smoothly on a device known as ball bearings.
2. Folders with tabs: - tabs show particulars of contents in brief. Folders are made of strong manila papers and can be of different
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colors to distinguish different groups of files. Out guides replace the files taken away from drawers and show their whereabouts.
SUSPENSION FILING If folders are put vertically there is possibility that some of them may slip or sag lower down the drawer and get lost. Suspension filing is an improved form of vertical filing. Under this system folders, which have hinges, instead of being put in the drawers are kept suspended vertically from metal railing fitted on the upper side of drawers. The top of each folder is made of metal sheet. Front side of sheet is used for pasting title paper slips. these paper slips exhibit title of the correspondence contained in that folder. Titles of all files this can be viewed without touching of shuffling the folders, it becomes like a visible system. MERITS 1. The folder remains in position. 2. As papers are kept in folders which lie hanging from railings fitted on drawers, they do not get unnecessary folds or twists. 3. This is quite flexible system.
LATERAL FILING Lateral filing is a variation of the suspension system of filing. Papers after being put in inter- connected folders which have hooks are hung on the railing of shelves in the same manner as cloth hangers are hung in wardrobes. It is the method of storing files side by side. The top of folders are fitted with the indicators which can be adjusts for the required angle of vision. Lateral filing is ideal where

space for filing is limited because no space is needed for opening the drawers and leaning over them. Lateral filing cupboards or racks can be built up as high as the calling of the room. It saves floor space floor space, gives greater visibility and affords facility of quick reference.
OPEN-SHELF FILING Open shelf filing offers the same advantages as the lateral filing but the files instead of being suspended from rails are arranged in open shelves like books are kept in libraries. Generally, the shelves do not have shutter but provision can be made for them. To hold the files in position or to divide the files according to some classification pivoting o to divide the files according to some classification pivoting dividers are also used. The files are generally arranged in numerical order and the outer edges of file show the serial number of file.
MICROFILMING Microfilming is also a filing method and is becoming popular because of space problem. Under this method records of documents are kept by taking their photograph on very small films. In the film of 30 cubic centimeters, a record of ten lakh cheques can be kept. The information photographed on a film can be projected on a screen with the help of machine called Viewer or Reader. It is the filing method of the near future. It is gaining importance because it saves office space, paper and overhead expenditure in maintaining huge filing, can record the same

information permanently and safely in 2% of the space; yet it will have the authenticity like the original document. Reference to information is faster and surer too. For example a Kodak instamatic microfilm system can records 30000 letter-sized documents on a single roll of film at the speed of 200 documents per minute. With the help of a special device the needed information can be found out in just 30 seconds.
COMPARISON OF HORIZONTAL AND VERTICAL FILING SYSTEM

1. SYSTEM OF PLACEMENTS Under horizontal filing system files are placed one over the other while in vertical filing system the files are placed in upright standing position. 2. FROM THE POINT OF VIEW OF LOCATION OF FILES Under horizontal system, to find the required file, all other files lying on the required file have to be shuffled and removed. It is quite cumbersome process. Under vertical system the required can be easily found by having a look an tabs showing title of the file without disturbing other files. Under suspended filing system, which is also a part of vertical filing system, the files are put in folders which is also a part of vertical filing system, the files are put in folders which lie hanging from railings of drawers and can be easily located by seeing chit of the title of file which is stuck to the edges of the folders. 3. SPACE REQUIREMENTS

There is much saving of space under vertical system of filing. More files can be accommodated in a drawer if placed in upright position than in horizontal position i.e. one over the other. Equipment used for vertical filing is very compact which can store more files in limited space, more safely and in orderly manner.
4. CONVENEIENCE OF GROUPING AND RE-GROUPING Any kind of classification can be adopted and changed in the case of vertical system of filing without much difficulty. Reclassification is quite difficult in the case of horizontal filing. 5 POSSIBILITY OF EZPANSION Vertical system is more flexible. If the number of files increases they can be accommodated in same drawers and if the need arises more filing cabinets can be procured. Hence, expansion can take place without disturbing the expansion without much shuffling.
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Filing System in Verka Milk Plant Practical Training Report

The practical training is very essential for the office management students to face the practical life of the business. It helps the students to familiar with the day to day working environment of the office. Verka milk plant has various functional departments viz. Financial Department, Inventory department, Production Department, Human Resource
Department, Cost centers, Clerical Department and Accounting Department etc. During my one month practical training I got chance to work in all the departments. But my main department was Clerical Department which gives supporting service to all the departments. During my training I have perform the jobs like cash manger in financial department, inventory control supervisor in inventory department, create salary statements as accounting clerk and handle the filing system as office clerk in clerical department. I have also got chance to enter the vouchers in tally software installed in accounting department of Verka Milk Plant. I have spent five days in Financial Department, six days in Inventory Department, six days in accounting department and other days in Clerical Department. In each and every department the vouchers are used as the documentary evidence which prove beyond doubt that the transaction actually took place. During my practical training I have come to know that every department uses the different types of vouchers. Some of the vouchers are given below with their use. When a Verka milk plant makes purchases it receives, from suppliers, a cash memo, or bill, or invoice, and similarly, when the business sells goods to its customers it issues similar types of cash memos, credit memos, invoices or bills to them while retaining the duplicate copies of these documents with it. These documents are proofs
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of transactions having taken place. On the basis of these documents the accountant records the transactions in the books of accounts. In Verka Milk Plant mainly two types of Vouchers are used i.e. supporting vouchers and accounting vouchers. Vouchers which support business transactions are called supporting vouchers, for e.g., cash receipts, invoices, bills, counterfoils of pay-in-slips confirming the deposit of cash or cheques in the bank etc. Supporting vouchers are the primary evidence of business transactions having taken place. A supporting voucher is a written document having details of the business transaction and signed by the maker. It can be used as legal evidence of a business transaction having taken place. Supporting vouchers, for the purpose of recording the transactions in the journal proper or subsidiary books, are handed over to the accountant. These supporting vouchers may be in different forms, shapes and sizes. No doubt that supporting vouchers support business transactions but before the transactions are recorded in the books of accounts of Verka Milk Plant they are properly analyzed. The analysis of business transactions for the purpose of recording is done by preparing another set of vouchers called accounting vouchers. An accounting voucher, therefore, refers to a written document containing the analysis of business transaction for accounting and recording purposes, prepared by the accountant on the basis of supporting vouchers. The accounting voucher is countersigned by some authorized and responsible person of the Verka Milk Plant. Accounting vouchers of Verka Milk Plant is divided into two categories. i) Cash vouchers ii) Non-cash vouchers Cash vouchers are prepared for cash transactions i.e. cash receipts and cash payments. They can be further subdivided into two categories i.e.
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Credit vouchers and Debit Vouchers. Credit vouchers are prepared for recording transactions related to receipt of cash only.
Format of Credit Voucher Used in Verka Milk Plant
Debit vouchers are prepared for recording transactions pertaining to payment of cash only.
Format of Debit Voucher Used in Verka Milk Plant
During my training I have found that Verka Milk Plant undertakes large number of credit transactions. For recording such transactions another type of voucher is prepared which is called a transfer voucher. A transfer voucher, thus, is a voucher prepared for recording credit and other non-cash transactions. As Transfer vouchers are prepared for noncash transactions; therefore, the transactions do not involve any cash

receipt or cash payment. Since every transaction has two aspects, and here one of the aspects involves cash, therefore, these vouchers are simultaneously prepared both in debit and credit forms. The transfer voucher has a column for the account to be debited and another column for the account to be credited. The format of such a voucher is as follows.
Format of Transfer Voucher Used in Verka Milk Plant
My practical training is non forgettable for me as I have learnt so many aspects of practical work. The working environment is also very healthy and all the employees are very helpful. I am waiting for my next practical training to learn which I unable to learn in this training because of shortage of time.
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LIMITATION OF THE FILING SYSTEM
Decentralized system of filing increase the cost as more persons are required. Shelves are deluged with old files which are more than 20 to 30 years old and are lying without any use. Filing system is weak in respect of up keepment and usage of files. Posts are remaining empty and no further recruitments are going in. Posts are remaining empty and no further recruitments are taking place. Folders and papers are being destroyed by rats.
BIBLIOGRAPHY
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Filing System in Verka Milk Plant INTRODUCTION TO VERKA MILK PLANT

A place is called verka

Office Management File

Filing System in Verka Milk Plant

Office Management File

Filing System in Verka Milk Plant

Filing System in Verka Milk Plant

Office Management File

Filing System in Verka Milk Plant

Filing System in Verka Milk Plant

Office Management File

Filing System in Verka Milk Plant

Office Management File

Filing System in Verka Milk Plant

The Patiala Distt. Co-operative Milk

producers union Ltd. Patiala.

Milk Plant, Ferozpur road, Ludhiana

Punjab State co-operative Milk

Producers Federation Ltd. S.C.O 153-155 sector 34-A

1972 with PDDC 31st Oct. 1974 Feb 1979

Office Management File

Office Management File

Filing System in Verka Milk Plant

Office Management File

Filing System in Verka Milk Plant

Office Management File

Filing System in Verka Milk Plant

EXPORT OF MILK PRODUCTS:

Office Management File

Filing System in Verka Milk Plant QUALITY ASSURANCE PROGRAMME

20,000 liters per days 111

20,000 liters per days 31

30,000 liters per days 31

Filing System in Verka Milk Plant

20,000 liters per days 65

30,000 liters per days 84

30,000 liters per days 86

Office Management File

Filing System in Verka Milk Plant

Filing System in Verka Milk Plant

Office Management File

Filing System in Verka Milk Plant

Office Management File

Filing System in Verka Milk Plant

Office Management File

Filing System in Verka Milk Plant

Manager, milk Procurement

Manager (Milk Chilling Center)

Filing System in Verka Milk Plant

Dy. Manager, Production

Sr. Plant Operator

Jr. Plant Operator

section ensures timely purchase of reasonable cost. Functions of purchase department:

Filing System in Verka Milk Plant

Dy. Manager, Engineering

Filing System in Verka Milk Plant

Personnel and HRD department

Filing System in Verka Milk Plant

Quality Control Department

Dy. Manager, Quality Control

Filing System in Verka Milk Plant

Office Management File

Filing System in Verka Milk Plant