Court Office Work: Registers, Numbering, Process Serving, Copying and Record Room

What to remember

• Every case gets one number for life. The number is made of a case type, a serial number and the year (for example, O.S. No. 15 of 2024). The register entry, the file cover and every order carry the same number.
• A summons is served by the court's process server, and the service report is evidence. The report must show how, when, where and on whom the summons was served, with the signature of the witnesses.
• A copy is only "certified" when the court office says so. The copyist makes the copy, the examiner compares it with the original, and the officer signs and seals it.

1. The court office and its staff

The court office is the machinery that keeps the judge's work moving. The judge decides; the office receives, records, sends, copies and stores. Each staff post has a clear task.

Staff work under the control of the presiding officer and, in the district judiciary, under the control of the High Court. Papers must never leave the office without an entry. Honest, neat and timely work is the first duty of every ministerial employee.

2. Registers

A register is a bound book (or a software record) with serial entries. It is the memory of the court. Entries are made in ink or by system, in order, without blank gaps, and any correction is made by striking once and initialling. Erasing or overwriting is not allowed.

Main registers (common names):

• Institution register: where a new plaint, petition or appeal is entered on the day it is filed.
• Register of civil suits (original suits), appeals and miscellaneous petitions: each category has its own series.
• Register of criminal cases: sessions cases, calendar cases and summary cases.
• Interlocutory application (I.A.) register: for applications filed in a pending case.
• Process register / issue register: records summons and notices sent out and returned.
• Cash and court fee registers: record fees, deposits and refunds.
• Property / exhibit (case property) register: records material objects.
• Copy application register: records every request for a certified copy.
• Despatch (outward) and receipt (inward) registers: record the letters sent and received.

A diary or "day book" notes the work done on each day. The Superintendent checks the registers at fixed intervals and signs them.

3. Case numbering

When a plaint is accepted, the office gives it a number. The first part is a short code for the type of case, the second part is the serial number, and the third part is the year.

Rules to remember:

• Numbering starts afresh each calendar year, one series for each type of case.
• A suit keeps its number even if it moves to another court; the transferee court may add its own number as well.
• Orders in a suit mention the suit number; applications mention both the application number and the main case number.
• Where a plaint is returned or rejected, the number is still not reused.
• A High Court case also carries a stamp number (when presented) and a register number (after the office objections are cleared).

4. Process serving

Process means the written orders of the court sent to persons: a summons to a defendant or witness, a notice, a warrant of arrest, a proclamation or an attachment order. The Code of Civil Procedure (Order V) and the criminal procedure law lay down how these are served.

Steps in service of summons in a civil case:

• 1. The plaintiff files the plaint with a copy for each defendant and pays the process fee.
• 2. The court office prepares the summons, signs it with the seal of the court and sends it for service.
• 3. Personal (direct) service: the process server hands over a copy to the defendant or his authorised agent. The defendant signs the back as acknowledgement.
• 4. If the defendant is absent, the summons may be given to an adult family member who lives with him. A servant is not enough for this purpose.
• 5. If the defendant refuses to take it, or cannot be found after due search, the process server may fix (affix) a copy on the outer door of the house where he lives. This is called affixture.
• 6. Substituted service: if the court is satisfied that the defendant is avoiding service or cannot be reached, it may order service by publication in a newspaper, by affixing in the court and the village, or in another way.
• 7. Service by registered post or courier (with acknowledgement) is also allowed, and the court may use email or similar modes in suitable cases.
• 8. The process server writes his report (return): date, time, place, the person served, and the names of the two respectable witnesses who identified the house or the person. The report is returned to the court.

The summons for a defendant normally calls him to appear and file the written statement within a period set by law (30 days, extendable to a maximum of 90 days). A summons to a witness is served in the same way and asks him to attend on a fixed date. Where a witness is a government servant, the summons may be sent through the head of his office.

Warrant and proclamation (criminal side): a warrant is addressed to the police or to a named officer and orders arrest. If the person cannot be found, the court may issue a proclamation for his appearance, fixed in a public place, and may order attachment of property. The process server must keep a clear note of every attempt.

Duties and cautions for the process server:

• Serve only on the person or on a person allowed by law.
• Never leave the summons with an unsuitable person to save time.
• Record exact details; a vague return may cause the service to be set aside.
• Return the process on time; delay causes adjournment and harms the parties.
• Never take money or favour from either side.

5. Copying section

Parties and others may need copies of judgments, orders, depositions and documents. The copying section (copy department) handles this work.

Procedure:

• 1. The applicant files a copy application on a prescribed form with the required court-fee stamps and (for urgent copies) the extra fee.
• 2. The office enters the application in the copy register and writes the date on which the copy will be ready.
• 3. The copyist prepares the copy exactly as in the original, including signatures and seals "sd/-" style notes, without adding or omitting anything.
• 4. The examiner compares the copy with the original word by word and marks it as compared.
• 5. The officer signs, adds the certificate "Certified to be a true copy", dates it and puts the seal of the court. The date of application, the date when the copy was ready and the date when it was delivered are written on the copy.
• 6. The copy is delivered against a signed receipt.

There are two main kinds of copies: ordinary copies and urgent copies (on a payment of higher fees, issued faster). A certified copy of a public document is admissible in evidence under the law of evidence without producing the original.

Limitation connection: when a person files an appeal or a revision, the time spent in getting the certified copy of the judgment or order is excluded when counting the period of limitation. For this reason the dates on the copy are important and must be correctly written.

Cautions: do not give copies of documents that are sealed or confidential without orders; do not give a copy to a stranger if the rules require the applicant to be a party; never alter a record; keep the fees accounted for.

6. Record room

When a case is finished, the file is not thrown away. It is arranged, indexed and kept in the record room.

Steps:

• Disposal and consignment: after final orders and completion of execution or after the appeal time, the file is sent to the record room with a consignment note and entered in the record room register.
• Arrangement: the papers are arranged in order (index, plaint, written statement, issues, depositions, exhibits, judgment, decree, cost bill). Pages are numbered, and loose papers are tagged.
• Classification: records are put into categories by importance. The top category (A) is kept permanently, such as judgments and decrees in important matters. Lower categories are kept for shorter, fixed periods and then destroyed. Check the current rules for exact years.
• Weeding out: at fixed intervals, records whose retention time is over are destroyed under proper orders, after making a list, and after listing material that must still be kept (for example, exhibits needed for pending appeals).
• Issue of records: a file is issued only against a written request and a signed entry in the issue register. It is called back on time.
• Care: the room must be safe from fire, damp, insects and theft. Old, torn papers are repaired.

7. Why accuracy matters

A wrong number, a lost file, a bad return or a wrong copy can cost a party their right. Courts treat ministerial lapses seriously, and staff may face disciplinary action. Always cross-check numbers, dates and names.

Exam traps

• Institution register vs record room register: the first records new cases; the second records finished ones.
• Affixture vs substituted service: affixture is done by the process server at the house; substituted service needs a court order.
• Copyist vs examiner: the copyist makes the copy; the examiner compares and certifies the comparison.
• Ordinary copy vs urgent copy: urgent copies carry a higher fee and a shorter delivery time.
• Case number vs I.A. number: an application in a pending case gets its own number, but it also quotes the main case number.
• Summons vs warrant: a summons calls a person to appear; a warrant orders arrest.
• Servant vs adult family member: a servant cannot receive the summons in place of the defendant in the normal case.
• Weeding vs consignment: weeding destroys old files; consignment sends a finished file to storage.

One-liners

• 1. A case number has type, serial and year.
• 2. Each year numbering starts afresh in each series.
• 3. O.S. stands for original suit.
• 4. S.C. stands for sessions case.
• 5. E.P. stands for execution petition.
• 6. I.A. stands for interlocutory application.
• 7. Process means the court's written orders for service on a person.
• 8. Affixture means fixing a copy on the door of the house.
• 9. Substituted service needs the court's order.
• 10. The process server's report is also called a return.
• 11. A certified copy needs an examiner's comparison and an officer's signature and seal.
• 12. The time taken to get a certified copy is excluded when counting limitation for an appeal.

Practice questions

1. A case number in a court office is made up of which three parts?

   1. Party name, court name, month
   2. Judge name, date, page number
   3. Advocate code, fee amount, year
   4. Case type, serial number, year
   Answer

   D. Case type, serial number, year

   Type code, serial number and year form the number.

2. What does O.S. stand for in a case number?

   1. Original suit
   2. Official statement
   3. Open session
   4. Order sheet
   Answer

   A. Original suit

   O.S. means original suit, a civil case filed first time.

3. S.C. in a criminal court number stands for

   1. Subordinate court
   2. Special case
   3. Summary charge
   4. Sessions case
   Answer

   D. Sessions case

   S.C. is a sessions case.

4. E.P. in a civil court register refers to

   1. Exhibit proof
   2. Execution petition
   3. Examination paper
   4. Evidence petition
   Answer

   B. Execution petition

   E.P. is a petition to execute a decree.

5. An application filed in a case that is already pending is entered as

   1. I.A.
   2. O.S.
   3. S.C.
   4. C.A.
   Answer

   A. I.A.

   Interlocutory applications are entered as I.A.

6. The numbering of cases in each series starts afresh

   1. Every month
   2. Every year
   3. Every decade
   4. Never
   Answer

   B. Every year

   Series restart each calendar year.

7. Which register records a new plaint on the day of filing?

   1. Institution register
   2. Exhibit register
   3. Weeding register
   4. Record room register
   Answer

   A. Institution register

   New cases are first recorded in the institution register.

8. The person who carries summons and notices of a civil court is the

   1. Examiner
   2. Record assistant
   3. Copyist
   4. Process server
   Answer

   D. Process server

   The process server (bailiff) serves court process.

9. The written account by the process server of how a summons was served is called a

   1. Proclamation
   2. Decree
   3. Plaint
   4. Return (report)
   Answer

   D. Return (report)

   The return states how, when, where and on whom service was done.

10. A summons differs from a warrant because a summons

    1. Orders arrest
    2. Calls a person to appear
    3. Closes a case
    4. Attaches property
    Answer

    B. Calls a person to appear

    A warrant orders arrest; a summons calls for appearance.

11. Fixing a copy of the summons on the outer door of the house is called

    1. Affixture
    2. Remand
    3. Consignment
    4. Proclamation
    Answer

    A. Affixture

    Affixture is used when the person refuses or cannot be found.

12. Who compares a copy with the original in the copying section?

    1. Examiner
    2. Bench clerk
    3. Process server
    4. Copyist
    Answer

    A. Examiner

    The examiner compares the copy word by word.

13. The record room is the place for

    1. Receiving new plaints
    2. Issuing warrants
    3. Storing disposed case files
    4. Collecting fines
    Answer

    C. Storing disposed case files

    Finished files go to the record room.

14. Destroying old records after their retention period under proper orders is called

    1. Consignment
    2. Weeding out
    3. Attachment
    4. Affixture
    Answer

    B. Weeding out

    Weeding out removes records whose time is over.

15. Time spent in getting a certified copy of the judgment is, for an appeal, generally

    1. Counted twice
    2. Ignored by court only
    3. Added to limitation
    4. Excluded from limitation
    Answer

    D. Excluded from limitation

    That time is excluded when counting limitation.

16. An alteration in a register entry should be made by

    1. Overwriting the figures
    2. Striking once and initialling
    3. Erasing with fluid
    4. Tearing the page
    Answer

    B. Striking once and initialling

    Single stroke and initials keep the old entry readable.

17. A process server finds the defendant absent, but an adult family member lives there. Under normal rules, the summons may be given to

    1. The adult family member
    2. A neighbour
    3. A passer-by
    4. Nobody; service fails
    Answer

    A. The adult family member

    An adult family member residing with the defendant can accept it.

18. A process server leaves the summons with a servant of the defendant and returns it as served. The best view is that

    1. The defendant is ex parte at once
    2. Court fee is refunded
    3. Service may be set aside as improper
    4. Service is perfect
    Answer

    C. Service may be set aside as improper

    A servant is not a proper person in the normal case; vague service can be set aside.

19. Which pair is correctly matched?

    1. Examiner - makes the copy
    2. Copyist - certifies comparison
    3. Process server - maintains exhibits
    4. Record assistant - keeps old files
    Answer

    D. Record assistant - keeps old files

    The record assistant keeps and arranges old files.

20. A defendant dodges service by hiding. The court may then order

    1. Closing of the record
    2. Substituted service
    3. Dismissal of the suit
    4. Return of the plaint
    Answer

    B. Substituted service

    Substituted service (e.g. publication) is ordered when ordinary service is not possible.

21. Why does the copy have dates of application, readiness and delivery written on it?

    1. To number the case
    2. To fix the court fee
    3. For decoration
    4. To help the party count limitation time
    Answer

    D. To help the party count limitation time

    The dates show the time excluded when computing limitation.

22. A new suit is registered in 2025 with number 40. Another suit is filed the same year in the same series. Its serial number will be

    1. 140
    2. 1
    3. 41
    4. 40
    Answer

    C. 41

    Serial numbers run in order within the year.

23. A returned plaint was given a number. After return, that number

    1. Is not reused
    2. Is reused for the next case
    3. Is cancelled and reused next year
    4. Goes to a new type of case
    Answer

    A. Is not reused

    Numbers are not reused.

24. A file is needed from the record room by a clerk. The correct step is

    1. Request in writing and sign the issue register
    2. Take it without any entry
    3. Phone the record assistant only
    4. Ask the party to fetch it
    Answer

    A. Request in writing and sign the issue register

    Issue only against a written request and a signed entry.

25. An urgent copy differs from an ordinary copy mainly in

    1. Lower fee and slower delivery
    2. No examiner check
    3. No seal
    4. Higher fee and quicker delivery
    Answer

    D. Higher fee and quicker delivery

    Urgent copies cost more and are delivered faster.

26. A proclamation is issued when

    1. A plaint is filed
    2. A decree is signed
    3. A person ordered to appear cannot be found
    4. A copy is certified
    Answer

    C. A person ordered to appear cannot be found

    It is issued for the appearance of a person who cannot be found.

27. Which of the following is the best reason for keeping an exhibit list when weeding records?

    1. To destroy everything quickly
    2. To retain material still needed for pending appeals
    3. To avoid numbering
    4. To reduce court fee
    Answer

    B. To retain material still needed for pending appeals

    Exhibits needed in pending matters must not be destroyed.

28. A copyist notices a mistake in the original judgment while copying. He should

    1. Correct it in the copy
    2. Rewrite the judgment
    3. Refuse to copy
    4. Copy exactly and report the matter to the officer
    Answer

    D. Copy exactly and report the matter to the officer

    The copy must be exact; the matter is reported for the court to correct.

29. Statement 1: A certified copy of a public document can be admitted in evidence without producing the original. Statement 2: The copyist alone certifies the copy.

    1. 1 only
    2. 2 only
    3. Both 1 and 2
    4. Neither 1 nor 2
    Answer

    A. 1 only

    Statement 1 is correct; the examiner and the officer also have a part, so 2 is wrong.

30. Statement 1: Affixture is done by the process server at the house of the defendant. Statement 2: Substituted service is done only on the order of the court.

    1. 1 only
    2. 2 only
    3. Both 1 and 2
    4. Neither 1 nor 2
    Answer

    C. Both 1 and 2

    Both are correct.

31. Statement 1: Each case type has a separate series of numbers. Statement 2: A new number series starts every month.

    1. 1 only
    2. 2 only
    3. Both 1 and 2
    4. Neither 1 nor 2
    Answer

    A. 1 only

    Series restart each year, not each month.

32. Statement 1: Weeding out means sending a finished file to storage. Statement 2: Consignment means destroying old records.

    1. 1 only
    2. 2 only
    3. Both 1 and 2
    4. Neither 1 nor 2
    Answer

    D. Neither 1 nor 2

    Both are reversed; consignment is sending to storage, weeding is destroying.

33. Match the pair: Warrant of arrest is addressed to

    1. The copyist
    2. The police or a named officer
    3. The clerk of the party
    4. The plaintiff
    Answer

    B. The police or a named officer

    A warrant is addressed to the officer who will carry it out.

34. Match the pair: the register that records letters sent out by the court is the

    1. Exhibit register
    2. Copy register
    3. Despatch register
    4. Institution register
    Answer

    C. Despatch register

    Outward letters go into the despatch register.

35. Match the pair: material objects produced in a case are recorded in the

    1. Execution register
    2. Exhibit or case property register
    3. Copy register
    4. Despatch register
    Answer

    B. Exhibit or case property register

    Material objects are entered in the property register.

36. Match the pair: a request for a certified copy is entered in the

    1. Record room register
    2. Institution register
    3. Cash register only
    4. Copy application register
    Answer

    D. Copy application register

    Every copy request is recorded in the copy application register.

37. A process server serves a summons but forgets to record the names of identifying witnesses. The main risk is that

    1. The court fee increases
    2. The case number changes
    3. The service may be doubted and the case adjourned
    4. The plaint is rejected
    Answer

    C. The service may be doubted and the case adjourned

    A poor return weakens proof of service.

38. Which duty should a process server avoid?

    1. Record exact details
    2. Take a favour from a party
    3. Return process on time
    4. Serve on the right person
    Answer

    B. Take a favour from a party

    Taking money or favours is misconduct.

39. The head of a government office is asked to deliver a witness summons to an employee. This is

    1. Allowed as a mode of service
    2. Allowed only for the accused
    3. Allowed only for decrees
    4. Never allowed
    Answer

    A. Allowed as a mode of service

    Service through the head of office is a recognised convenience for government servants.

40. Which sequence of the copy procedure is correct?

    1. Application, copy, comparison, certification, delivery
    2. Comparison, application, delivery, copy
    3. Certification, application, copy, delivery
    4. Delivery, application, copy, comparison
    Answer

    A. Application, copy, comparison, certification, delivery

    Apply, copy, compare, certify, deliver.

41. Which step comes first when a case is disposed and sent to the record room?

    1. Issue to a party
    2. Preparing the consignment note and arranging the file
    3. Destroying exhibits
    4. Weeding
    Answer

    B. Preparing the consignment note and arranging the file

    The file is arranged and consigned before storage.

42. For a file in the top (permanent) category of records, which statement is correct?

    1. It is sold as waste
    2. It is weeded after a few years
    3. It is returned to the party
    4. It is kept permanently
    Answer

    D. It is kept permanently

    Records of the highest class are retained permanently.

43. Which action by the staff is proper when a party asks for a copy of a sealed confidential document?

    1. Give it immediately
    2. Give it only on the order of the court
    3. Alter and give it
    4. Give it to any advocate
    Answer

    B. Give it only on the order of the court

    Such copies need the court's order.

44. Process fee is paid by the plaintiff at the stage of

    1. Final arguments
    2. Weeding records
    3. Passing the decree only
    4. Filing the plaint, for service of summons
    Answer

    D. Filing the plaint, for service of summons

    The process fee is paid when the plaint is filed so summons can be issued.

45. A defendant refuses to sign the acknowledgement for the summons. The process server should

    1. Hand it to the copyist
    2. Destroy the summons
    3. Record the refusal and affix a copy as required
    4. Mark service as not needed
    Answer

    C. Record the refusal and affix a copy as required

    Refusal is recorded and affixture follows with witnesses.