TIPS FOR THE INQUIRY OFFICER – 2
You should clearly pass your order with regard to inspection of documents.
In case the CE/DR gives a list of additional documents, please ask him to mention the relevance of each document. Examine the relevancy thoroughly and allow the inspection accordingly. If relevancy of a particular document is not clear to you, then it is better to allow inspection of such document. You should deny inspection of documents not relevant for which you should record reason for such refusal.
You should send requisition for additional documents to the authority to whom the documents belong.
On receipt of the list of defence witnesses, you should ask the CE/DR to mention the relevance of each witness. Defence witnesses relevance should be decided expeditiously. In case you consider a particular proposed witness not relevant, please record your reason for the same.
You should send requisition for the additional documents directly to the custodian of the documents.
You should decide date, time and venue of the regular inquiry and send intimation to the CE and the PO. It is better to send such intimation to the DR also.
You should take all necessary steps to secure attendance of the witnesses including defence witnesses.
Whenever CE and/or DR make inspection of documents, please obtain confirmation in this regard and take it on record.
You should conduct the regular hearing fairly and firmly. Your approach should be judicious one.
You should ensure that there is no harassment of any witness during the examination-in-chief, cross-examination and re-examination.
You should maintain a book or file to record the proceedings of the inquiry. The inquiry proceedings should be serially numbered.
You should obtain signature of each party on each page of the proceedings.
You should obtain signatures of witnesses on the proceedings where depositions of witnesses are recorded.
You should supply copies of the proceedings to each party – to the PO, CE and DR. You may also supply copy of the proceedings to the witness where his deposition is recorded.
You should keep record of your observations/rulings in the proceedings.
With best wishes,
Keshav Ram Singhal
IO = Inquiry Officer / Enquiry Officer / Inquiring Authority
PO = Presenting Officer
DR = Defence Representative
CE = Charged Employee / Charged Officer
DA = Disciplinary Authority
AA = Appellate Authority
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You may visit following blogs:
- 'Quality Concepts and ISO 9001:2008 QMS Awareness' at http://iso9001-2008awareness.blogspot.in/
- 'ISO 9001 QMS Awareness' Blog in Hindi at http://iso9001awareness.blogspot.in/
- 'EMS Awareness' Blog at http://emsawareness.blogspot.in/
- Blog on 'ISO 9001:2015 QMS Awareness' at http://qmsawareness.blogspot.in
With best wishes,