Khadyasathi

Food &Supplies Department
Government of West Bengal
Memo no- 1239-FS/O/Sectt/IT-27/2020 Date- 22.03.2023
Khadyasathi
Guidelines
For Infrastructure & Manpower Arrangements and Service Delivery
Duare Sarkar (DS)camp should be a pleasant experience for the beneficiaries. All efforts should be
made as per the guidelines mentioned here so that beneficiaries get due services through the camp
conveniently and promptly. The List of services to be provided is attached in Annexure-1, SOP for
Public and Documents required for various services inAnnexure-2, and FAQs in Annexure-3. A. INFRASTRUCTURE AND MANPOWER ARRANGEMENT

  1. Infrastructure
    a) Counters for providing Listedservices
    SDO/BDO/Municipal authority may be requested to arrange 5-7counters / desks (depending on
    the footfall) for KhadyaSathi:
    i) Information and Registration Counter:
    2-3 desks shall for:
     Registration of beneficiaries in DS Portal and
     Information dissemination on queries related to the Digital Ration Card and the status of
    already submitted forms.
     Each desk to have a laptop/desktop with an internet facility.
     This Counter will also be responsible for the distribution of blank forms. Adequate supply of
    blank Common forms must be ensured. Forms are modified for the DS camp mentioning the DS
    Registration Number (URN).
    Additional 3-4 Counters required for:
    a) Receiving of filled Forms(1-2 desks)
    b) Distribution of Khadyasathi e-Ration Card (1 desk) against already approved Digital Ration
    Card. Arrangements should be made to provide printouts of e-RC to the beneficiaries.
    c) Distribution of undistributed Digital Ration Cards (1 desk-with laptop & internet facility).
    Same should be distributed through KYC/Mobile OTP
    b) Seating arrangements at the Camps:
    The concerned SDO/BDO/Municipal Authority will arrange for chairs and tables for the staff at the
    counters / desks of the Food Department and shall also ensure the availability of computer with
    internet connectivity at the counter/ desks mentioned above. The SCFS/RO will coordinate with the
    concerned SDO/BDO/Municipal Authority for this purpose. DCFS/DDR will also provide each food
    inspector with one/two wireless dongles pre-charged with one month’s validity for accessing the
    internet, as a backup/additional support.
  2. Manpower:
    a) SDO/BDO/Municipality authority shall arrange the necessary manpower required. One
    additional resource (civic volunteer/DRW/Civil Defence Volunteer, etc.) may be deployed for queue
    management.
    b) Personnel sitting at the counter should be given training and knowledge of Common
    Form/various forms of Food department and website(s) of the Food Department. DCFS/DDR will
    ensure that.
    c) At least one person from the Food Department must monitor every camp to provide necessary
    assistance and guidance.
    d) DCFS/DDR should deploy officers and staff from the HQ or sub-division office / RO office to
    support if there is any shortage of staff.
    e) DCFS/DDR should also assign officers from the HQ or sub-division office / RO office for
    supervision.
    f)
  3. Publicity:
    SCFS/RO with the support / in consultation of district/ block administration will arrange for signage,
    flex, etc. at the Desk of Khadyasathi for proper dissemination of the information about the services
    and documents required to avail the services.
  4. There should be special attention paid to tribal and tea plantation areas for giving ample
    opportunity for the residents of those areas for availing of different services offered at Khadyasathi
    counters.
  5. Appropriate seating space for visitors awaiting their turns in the queues should be made with
    drinking water and toilet facilities.
  6. District Administration should ensure for printing and putting up the sufficient number of flexes
    bearing details of schemes/eligibility criteria/procedure for enrolment in Bengali/ local language at
    the camps. DCFS/DDRs to co-ordinate and ensure.
  7. DCFS/DDR should ensure for printing and putting up the sufficient number of flexes / Posters
    bearing details of schemes/eligibility criteria/procedure for availing services in Bengali/ local language
    at or near the Khadyasathi Desk.
  8. DCFS/DDR and SCFS/RO should ensure that adequate number of Common Application Forms
    are available in the camps. Forms have been redesigned for Duare Sarkar to capture Duare Sarkar
    Registration No.
    B. PROCEDURE-RELATED TO PROVIDING SERVICES
    C.
    D. Service Delivery Timeline:
    E.
     Qualitative disposal of all applications to be ensured within 20th April, 2023.
     Receiving of applications, necessary processing including field enquiry and real time delivery of
    service to be ensured preferably from the very next day. Accordingly, necessary no. of teams
    may be formed to deal with the applications for urgent disposal.
     All applicants (whether eligible or ineligible ) to be informed about the status of their
    applications
    F.
  9. The stepwise procedure to register the beneficiary in the DS portal, issue the blank form, and
    collect the filled-up forms is as follows:
    i) Information and Registration Counter:
    a) 2-3desks shall be dedicated for Registration of beneficiaries and information dissemination on
    queries related to the Digital Ration Card and status of already submitted forms.
    b) Beneficiaries reports to the Information and Registration Counter of the Khadyasathi scheme.
    c) On the counter, for Registration of the beneficiaries, the assigned staff will be provided the
    user ID and password for Duare Sarkar Portal. He shall log in and make entries about the details of the
    beneficiaries.
    d) The staff first registers the person under the DS portal and hands over the slip with the DRSN
    / URN.
    e) Staff will also ask about the service the beneficiary is looking for and provide the appropriate
    Form to the beneficiary after writing the Duare Sarkar Registration Number on it. It has to be ensured
    that only one service is applied for by the applicant in one Common Form .
    f) The beneficiary shall also be informed of the document/s required for the particular service.
    g) The beneficiary leaves the Information and Registration Counter.
    ii) Procedure for providing Services at other 3-4 counters:
    a) Receiving of filled Forms:
     The beneficiary fills in the issued form and then submits the same to the counter / desk for
    Receiving of filled Forms.It should be ensured that only one service is applied in one Common Form
    by the applicant.
     The filled-up Form should be received after thorough checking so that no Form is rejected
    on the ground of insufficient documents and information/ not filled up. Name, DRSN (URN), and
    mobile number must be there.
     The beneficiary is issued the acknowledgment with Barcode No. from the counter. The staff
    will legibly fill up the required information at the bottom portion of the application form and tear it off
    with proper care keeping the information so filled intact. Barcodes should also be pasted in the
    received applications and the same barcode should be pasted on the acknowledgment slip.
     Barcodes of application numbers may be collected in advance from the Block / Area
    Inspector (F&S). The barcodes should be handed and taken over after proper maintenance of a
    register of barcodes given and the barcode used in the attached application form.
    b) Distribution of Khadyasathi e-Ration Card against already approved Digital Ration
    Card. Arrangements should be made to provide printouts of e-RC to the beneficiaries.
    c) Distribution of undistributed Digital Ration Cards of the people of the concerned
    GP/ward, if any, which is lying with the block office, municipality, and in the offices of SCFS/RO. Same
    should be distributed through KYC/Mobile OTP
    d) Shubhechha Barta should be printed and handed over by staff at the desk after writing the
    names of the beneficiary when service is delivered / approved / sanctioned as may be applicable for
    the scheme. DCFS/DDR and SCFS/RO will arrange for printing of Shubhecha Barta and will ensure that
    Shubhecha Barta is being delivered along with service delivery.
  10. Sending of the Applications received:
    At the end of the day, the officials present at the counter will sort and segregate the applications
    based onthe nature (services sought for) of such applications and arrange to send them to the
    concerned Food Inspector office.
  11. Data entry of the Applications received: At the Food Inspector office, such applications
    shall be entered on the same day into the Food department website system by DEOs.A separate
    entry module is being developed for entering DS Forms having a DS Registration Number (URN) field.
    All forms received must only be entered through this module, details of which shall be shared shortly.
  12. No form should be rejected due to any mismatch in Duare Sarkar Registration Number, etc. The
    entry of the Form should be completed with whatever is the Duare Sarkar Registration No. written on
    the Form.
    The Forms requiring field inquiry shall be inquired and disposed of
    expeditiously
  13. In case any information is incorrect/incomplete, it may be corrected by calling
    the beneficiary on her/his mobile number.
    Responsibilities of District Administration in connection with Duare Sarkar campaign:
     Setting up KhadyaSathi Stall for F& S Department.
     Arrangement for furniture and other necessary items.
     Laptop/Desktop and other digital Accessories.
     Arrangement of Public Address system
     Refreshment for personnel deployed in counter / stall.
     Deployment of Staffs and DEO to manned KhadyaSathi stall of F&S Department.
     Mobility Support for the deployed staffs.
     A general publicity regarding Duare Sarkar campaign.
     Maintenance Of Covid Protocols
     Any other support required time to time
    Responsibilities of District Officials of F&S Department (DCF&S and DDR) in connection
    with Duare Sarkar campaign:
     Printing and availability of Forms
     Display of Publicity Material of KhadyaSathi and other Schemes
     Mobility Support to the inspecting staffs
     Any other work related to KhadyaSathi
    Duare Sarkar
    Following Services related with Digital
    Ration Card under Khadyasathi to be
    provided in the
    Duare Sarkar Campaign
    1st to 20th April 2023
    Receipt of Applications
  14. Application for inclusion of New family for subsidized food grains [Common
    Form or Form-3]
  15. Application For adding left out family member(s) of a family already have
    Digital Ration Card (DRC)[ Common Form or Form-4]
  16. Application for correcting any information (Name, Gender, Age, etc.) present in
    the Digital Ration Card [ Common Form or Form-5]
  17. Application for change of ration Shop/Fair Price Shop [Common Form or Form-6, 13,14 ]
  18. Application for surrender of Digital Ration Card due to death or any other
    reason [Common Form or Form-7]
  19. Application for general category card (non–subsidized Digital Ration Card)
    [Common Form or Form-10]
  20. Application for Appointing Nominee for Aadhar Unseeded Beneficiary
    [Common Form or Form 15]
    ** *Any beneficiary who visits the Duare Sarkar Camp wishing to have a
    duplicate Card shall be handed over a hard copy of e Ration Card (e-RC).He/She
    shall also be informed that he/she can use the copy/laminated copy of e RC as a
    Digital Ration Card and that it has the same validity as that of a Digital Ration
    Card.
    ** * Linking of Ration Card with Aadhaar (Through e KYC or Demo Auth)
    “Duare
    SOP For
    Food & Supplies Department
    Following services can be availed
  21. Application For adding the New
    [NFSA/RKSY Scheme [Common
    If your family does not possess any
    then application in Form 3 can be submitted in the nearest camp. The application form is to be filled
    up properly and submitted with supporting documents. During filling of the form, proper
    Criteria have to be selected as mentioned
    Documents need to be submitted
    a. Address proof of all family member for whom application is filed in the form of
    Recent Electricity Bill / Driving License /
    /Postpaid mobile bill.
    b. Birth Certificate in case one or more
  22. Application For adding left out family
    Common Form or Form-4]:
    If few members of your family do
    submitted in the nearest camp. The
    supporting documents.
    Documents need to be submitted
    a. Address proof for whom the
    Electricity Bill / Driving License / Income
    mobile bill.
    b. Copy of DRC of any one member
    c. Birth Certificate in case one or
    is under the age of 5.
  23. Application for correcting any
    Form-5]:
    If any correction is required in the existing Digital Ration Card (such as spelling of the name, address,
    date of birth, etc.), then application in Form5 can be submitted in the nearest camp. The application
    form is to be filled up properly and
    Documents need to be submitted
    a. Copy of Aadhaar/EPIC/KCC/Bank
    support of the proposed
    b. Photocopy of existing DRC
    “Duare Sarkar”
    For Khadyasathi Scheme
    & Supplies Department
    availed by the public during Duare Sarkar
    New family under subsidized Food grains (DRC)
    [Common Form or Form-3]:
    any subsidized Digital Ration Card and you are willing
    then application in Form 3 can be submitted in the nearest camp. The application form is to be filled
    properly and submitted with supporting documents. During filling of the form, proper
    mentioned inForm3.
    submitted with the filled application form:
    Address proof of all family member for whom application is filed in the form of
    Electricity Bill / Driving License / Income Tax Assessment Order / Recent landline
    more of the applicants is under the age of 5
    family members of a family already having Digital
    do not have Digital Ration Card, then application
    The application form is to be filled up properly and
    submitted with the filled application form:
    application is filed in the form of Aadhaar/ Passport
    Income Tax Assessment Order / Recent landline phone
    member
    or more of the applicants
    any information present in the Digital Ration
    If any correction is required in the existing Digital Ration Card (such as spelling of the name, address,
    then application in Form5 can be submitted in the nearest camp. The application
    and submitted with proper documents.
    submitted with the filled Application form.
    Aadhaar/EPIC/KCC/Bank Passbook/Driving license/Passport Birth
    proposed correction.
    DRC
    Sarkar Campaign-
    (DRC)
    willing to apply for the same,
    then application in Form 3 can be submitted in the nearest camp. The application form is to be filled
    properly and submitted with supporting documents. During filling of the form, proper Deprivation
    Address proof of all family member for whom application is filed in the form of Aadhaar/ Passport /
    Recent landline phone bill
    Ration Card(DRC) [
    application in Form 4 can be
    and submitted with
    Passport / Recent
    phone bill / Postpaid
    Card [Common Form or
    If any correction is required in the existing Digital Ration Card (such as spelling of the name, address,
    then application in Form5 can be submitted in the nearest camp. The application
    Birth Certificate in
  24. Application for change of Ration Shop/ Fair Price Shop [Common Form or Form-6 or Form13 or Form-14]:
    For change of Fair Price Shop (Dealer) / S.K. Oil Shop (K. Oil Dealer), application in Form 6 (for the
    whole family), Form-13 (for part family), and Form-14 (on marriage ground) can be submitted in
    the nearest camp. The application form is to be filled up properly and submitted with supporting
    documents.
    Documents need to be submitted with the filled application form:
    a. Copy of DRC of the any one member of the family/Target Family in case of Form 14.
    b. Address proof in the form of Aadhaar/ Passport / Recent Electricity Bill / Driving License / Income Tax
    Assessment Order / Recent landline phone bill / Postpaid mobile bill.
    c. Photo copy of marriage certificate/ Divorce etc, if available (in case of shifting due to marriage/Divorce)-Form
    14.
  25. Application for surrender of Digital Ration Card due to death or any other reason [Common
    Form or Form-7]:
    For surrender of Digital Ration Card due to death or any other reason, application in Form-7 can be
    submitted in the nearest camp. The application form is to be filled up properly and submitted with
    supporting documents.
    Documents need to be submitted with the filled application form:
    a. Original Digital Ration Card.
    b. Photocopy of the death certificate/cremation certificate (in case of surrender due to death)
    c. In case of other reasons for surrender, no document is required
  26. Application for General category card (non–subsidized Digital Ration Card) [Common Form or
    Form-10]: Collection of blank Form 10 & Submission of filled up Form-10: For new General
    category Digital Ration Card (Non-subsidized), application in Form 10 can be submitted in the
    nearest camp. The application form is to be filled up properly and submitted with supporting
    documents.
    Documents need to be submitted with the filled application form:
    a. Address proof of all family member for whom application is filed in the form of Aadhaar/ Passport / Recent
    Electricity Bill / Driving License / Income Tax Assessment Order / Recent landline phone bill /Postpaid
    mobile bill
    b. Birth Certificate in case one or more of the applicants is under the age of 5.
    7 .Representative Nomination by Families / Members not having Aadhaar due to unavoidable
    circumstances-Form 15 or Common Form
    Documents need to be submitted with the filled application form:
    a. Copy of DRC of any member of the Applicant’s family
    b. Photocopy of DRC/s of the Representative/s
    c. Copy of Aadhaar of the Representative/s.
    d. Copy of application for Aadhar enrolment, if applied / Medical record
    e. Copies of age proof of applicant/s below 5 years Age
    8 Linking of Ration Card with Aadhaar (Through e KYC or Demo Auth)
    Beneficiary will have to bring his/her Aadhaar or copy of Aadhaar and Ration Card
    ,”Duare Sarkar”
    Khadyasathi
    Food & Supplies Department
    Government of WestBengal
    Frequently asked Questions
    Sl Question Answer
    1 ALL SERVICES AT DUARE SARKAR
    What service
    under
    “Khadyasathi”
    are available
    during “Duare
    Sarkar”
    campaign?
  27. Application for inclusion of the whole family for subsidized
    food grains [Common Form or Form-3]
  28. Application for adding left out family member(s) of a
    family [Common Form or Form-4]
  29. Application for correcting any information (Name, Age,
    Address etc.) present in the Digital Ration Card [ Common
    Form or Form-5]
  30. Application for change of ration Shop / Fair Price Shop Form 6
    (for the whole family),Form-13(for part family),andForm-14(on
    marriage ground)or Common Form
  31. Application for surrender of Digital Ration Card due to death
    or any other reason[Common Form or Form-7]
  32. Application for General Category Ration Card(non–subsidized
    Digital Ration Card)[ Common Form or Form-10]
  33. Application for appointing a nominee by an
    unseeded beneficiary[Form 15 or Common
    Form]
    ** Any beneficiary who visits the Duare Sarkar
    Camp wishing to have a duplicate Card can get
    hard copy of e RC. He/She can use the
    copy/laminated copy of e Ration Card (e-RC) as
    a Digital Ration Card and it has the same
    validity as that of a Digital Ration Card.
    ** * Linking of Ration Card with Aadhaar (Through e KYC or
    Demo Auth)
    2 NEW RATION CARDS
    My full family don’t
    have any Ration card.
    In which form should I
    apply?
    You can submit Common Form or Form 3 for receiving subsidized food
    grains.
    Or You can submit Form10 if you don’t want any subsidized food grains.
    3 One or more family
    member of my family
    need Raton Card. In
    which form should I
    apply?
    You can submit Common Form or Form 4 for this purpose.
    4
    What are the
    documents to be
    submitted for
    application in above
    two cases. (Form 3& 4)
    Common Form or Form 3:
  34. Address proof of all family member for whom application is filed in
    the form of Aadhaar/ Passport / Recent Electricity Bill / Driving
    License / Income Tax Assessment Order / Recent landline phone
    bill / Postpaid mobile bill.
    2.Birth Certificate in case one or more of the applicants is under the
    age of 5.
    Common Form or Form 4:
  35. Address proof for whom the application is filed in the form of
    Aadhaar/ Passport / Recent Electricity Bill / Driving License /
    Income Tax Assessment Order / Recent landline phone bill /
    Postpaid mobile bill.
  36. Copy of DRC of any one member
  37. Birth Certificate in case one or more of the applicants is
    under the age of 5.
    5
    CORRECTION
    I need to correct
    spellings of name/
    address etc.of
    my/family member’s
    Ration Card.
    In which form should
    I apply?
    You can submit Common Form or Form 5 for this purpose.
    CORRECTION 6 What are the
    documents to be
    submitted for
    application in Form-5?
  38. Copy of Aadhaar/EPIC/KCC/Bank Passbook/Driving
    license/Passport
    Birth Certificate in support of the proposed correction.
  39. Photocopy of existing DRC. 7 CHANGE OF DEALER
    I need to change my
    dealer for my address
    change / being nearer to
    my house.
    You can submit Common Form or Form 6 (for whole family), Form-13 (for
    part family) and Form-14(on marriage ground) for this purpose.
    In which form should I
    apply?
    What are the
    documents to be
    submitted for
    application in Form-6,
    Form-13 and Form-14?
    Common Form or Form-6
  40. Copy of DRC of the any one member of the
    family. 2.Address Proof in support of the
    proposed change of address.
    Common Form or Form-13
    1.Address proof of the family member for whom application is filed in
    the form of Aadhaar/ Passport / Recent Electricity Bill / Driving
    License / Income Tax Assessment Order / Recent landline phone bill
    /Postpaid mobile bill/ Birth Certificate.
    2.Copy of DRC of the any one member of the family
  41. Birth Certificate in case one or more of the applicants is under
    the age of 5.
    Common Form or Form-14
  42. Proof of marriage /Divorce or Documents establishing
    relationship with the family
  43. Copy of DRC of the HOF and the husband/father/guardian of
    the new Family.
  44. Birth Certificate in case one or more of the applicants is under
    the age of 5.
    8 SURRENDER
    I need to surrender
    one
    /more Ration card of
    my family.
    You can submit Common Form or Form 7 for this purpose.
    In which form should I
    apply?
    9 What are the
    documents to be
    submitted for
    application in Form-7?
    1.Copy of DRC of the Deceased
    2.Copy of death certificate (in case of death).
  45. In case of other reasons for surrender, no document is required
    10 DUPLICATE
    My Ration card is
    damaged or lost. I
    need duplicate
    Ration card.
    In which form should
    I apply?
    You need not apply in any Form. You can visit our website
    https://food.wb.gov.inand then select Menu “Ration Card” and then submenu
    “Download your e Ration Card”. Then take a print out of the e-Ration Card . It
    has the same validity as that of a Physical Ration Card.You can also laminate it
    and use it.
    If you want to take a printout of your e-RC, you may ask official of counter at
    Duare Sarkar. He/ She will download and give you a printout of e-Ration Card.
    11 GENERAL RATION CARD
    I don’t want Ration
    foodgrains, but intend
    to take a Ration Card.
    In which form should
    I apply?
    You can submit Common Form or Form 10 for this purpose.
    What are the
    documents to be
    submitted for the
    above purpose
    (Form- 10)
  46. Address proof of all family member for whom application is filed in the
    form of Aadhaar/ Passport / Recent Electricity Bill / Driving
    License / Income Tax Assessment Order / Recent landline phone bill
    /Postpaid mobile bill
  47. Birth Certificate in case one or more of the applicants is under
    the age of 5
    12 NOMINATION
    I want to nominate
    one person outside
    my family as my
    Aadhar is in seeded.
    You can apply in common Application Form or (Form-15)
    What are the documents
    to be submitted for the
    above purpose (Form15)
  48. Copy of DRC of any member of the Applicant’s family.
  49. Photocopy of DRC/s of the Representative/s.
  50. Copy of Aadhaar of the Representative/s.
  51. Copy of application for Aadhar enrolment, if applied / Medical
    Record.
  52. Copies of age proof of applicant/s below 5 years Age.
    13 OTHER OPTIONS
    I cannot submit
    application in
    Duare Sarkar
    Camp, where
    else can I do?
     You can visit offices of the Inspector (Food & Supplies) on any
    working day from 10.30 A.M to 5.30 P.M and apply for the
    desired services.
     If none of you family members have Digital Ration cards you
    can apply online through our portal https://food.wb.gov.in
     Also if some of your family member possess DRC and if your
    Mobile number is registered with your family’s cards you can
    apply online for the desired services.
     If no mobile number or wrong mobile number is registered you
    can do e KYC against you Ration Card from our portal through
    your Aadhaar linked mobile number and get it tagged with your
    Ration Card.
     Similarly for conversion of categories of DRC [Form RKSY-II to
    RKSY-I or from General category (non-subsidized) to RSKY-I) the
    beneficiary may apply online in Form-8 or may submit the
    offline application in Form-8 in the office of the Area Inspector,
    Food and Supplies Department.
     All the services maybe availed through Common Application
    Form (Form3, 4, 5, 6, 7, 8, 10, 13, 14 and 15) as mentioned
    above can be submitted online as well as offline at the Bangla
    Sahayata Kendra.
Updated: November 11, 2023 — 1:44 pm

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