The mail inwards department: the stepping stone to clean governance
ANSWER: ESTABLISH A MAIL INWARD DEPARTMENT TO ACCEPT ALL INWARD MAILS.
How does a mail inwards department help in setting the stage for a corruption free governance?
The problem of Discretion has a positive aspect too, which will bear the truth that Discretion is sometimes so much unavoidable in our day today functioning. Discretion has to be applied to filter a genuine complain from a scrupulous complain.
But the necessity should not make it confusing to say that Discretionary Power can remain unaccounted. And that is what the Mail Inward Department does. It's job is to collect all the Inward mails, which are also likely to contain the mails of Grievances and Complains, without any discretion of what mails to be accepted and what all can be avoided.
Hence all the mails are ensured for being reached to the already established offices, Vigilance Office and Public Redressal offices for being attended too.
The officers who are the recipient of the Inward Mails have no choice but to record down the decision or the discretion made in the related subject matter of the inward mail. This the beginning step of Good Record keeping. It is from this stage that the Right to Information is founded. It is from here that clean governance and clean management begins.
The mail inward department has the potential to break the chain of intra-personal conflict too. The intra-personal conflict is often a result of the 'discretionary' power tussles between two or more people and/or groups. The conflict begins from the decision-making clash between people and soon takes form of a political accusations against each other. Political Accusations are often times the uncertain, unverifiable claims, the public disclosures of undisclosed information about the rival groups.
What is 'political' about such claims is that these claims remain "uncertain" almost for infinity unless the organisation or some individual really decides to spent large amount of money / or his effort to unravel the scientific truths in those claims. Often times, the political accusations are of such nature that they can never be fully scientifically verified, more when the claims pertain to some subjective issues, such as, the 'real' motive/ intentions of the rivaling persons, the speculation on his future conduct/ desires, etc.
When good record keeping has been found to the better answer to manage such claims through a log-keeping and monitoring the rise of any future claim, the mail inwards department is, in a sense, tasked with maintaining the time-logs. Thus , to the scientific solution to "how to best judge the intentions of a persons", the answer of "by use of log-keeping of his words and statement" is, in one leg of it, implemented through the mail inwards departments.
In various public offices, the mail inwards departments has found existence in many ways. In the Police department, the FIR has a semantic role of same nature.
In the ship technical management industry, the "near-miss reportings" have an almost similar role to play in regard to implementation of safe working practices on board a ship.