CONDEMNATION
KHSMSA KOLLAM
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CONDEMNATION
Where to start with
Articles 154 ,155 and 156 of Kerala Financial Code vol -I
KHSMSA KOLLAM
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CONDEMNATION
When to start with
• Only if articles become un serviceable
• Non repairable (economically)
• Life expired / substandard medicines
KHSMSA KOLLAM
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CONDEMNATION
How it is received in the institution
• Based on indent
• Received from GMS/ DMS/ KMSCL store
• Direct purchases
• Donations
KHSMSA KOLLAM
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CONDEMNATION
Entry in to stock account book
• Main stock book
• Issued to wards/units
• Used at the user end
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Need of condemnation
•
To remove from stock and to destroy/ dispose
unserviceable/perished items and items beyond the
scope of economical repairs
•
To remove the items from the institution
•
To follow the practice of clean and healthy
environment
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Points to remember
Only items issued from store and used in
institution/ wards / units
• Repairable items should not be condemned,
(exemption) if cost of repair exceeds the cost
of a new one
• Details of condemnation should be
recorded in sub stock register.
• Date of receipt ,cost , specification etc to be
entered
•
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•
•
•
•
High end equipments including X Ray Machines
Refrigerator ,scanning machine etc ,expert opinion
from competent authority is required
Register for unserviceable items is to be maintained in
wards and units
Survey report in KFC form 21 is essential
Separate KFC 21 for different category ,linen articles,
items to be destroyed ,items to be auctioned, costly
items like brass and copper, furniture
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Procedure for condemnation
Two methods
1.based on book value
2.based on life period
Based on book value
• No need to cover life period
• Book value is the price of the item, if not known,
replacement value
• Within the limit of delegation of powers
• Head of the institution must be convinced that the
item is unserviceable
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Condemnation committee
GO(MS) No.63/2013/H&FWD dtd.23.02.13
DETAILS AVAILABLE IN THE OFFICIAL WEB SITE OF
THE DIRECTOR OF HEALTH SERVICES
KHSMSA KOLLAM
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Survey report in KFC form 21
 Committee should examine the items enter the
assessed value of nonperishable items in Survey
Report
 Record certificates in the Survey Report
 Members affix signatures in the Survey Report and
Minutes of the meeting
 Superintendent/MO i/c issue proceedings on the
basis of the Minutes and Survey Report
 Perishable items to destroyed and non perishable by
public auction

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CERTIFICATES

Certified that the item became unserviceable in
the ordinary course through proper usage/ by
fair wear and tear.

Certified that the unserviceable items cannot be
made serviceable by repair at reasonable cost.
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
Certified that I have personally satisfied
myself that the items are fit for
condemnation

Certified that the condemned items cannot
be re-used.
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Certificates in the proceedings.
 Certified that the undersigned had inspected all
these articles on-----and found that they become
unserviceable in the ordinary course due to constant
use and fair wear and tear.

Sanction is therefore accorded for condemnation
and write-off cost of book value of………from the
stock account and disposed in public auction.
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Proceedings by Supdt/MO i/c
 Write off and deduct from stock
 Also record in register for unserviceable
articles
 Enter in register of condemnation

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Based of life period
Life periods fixed by govt.
 GO(MS)121/93 H&FWD dtd 29.10.93
 GO(MS)118/94/H&FWD dtd 04.06.94
 GO(MS)401/94/H&FWD dtd 21.11.94
 GO(MS)243/96/H&FWD dtd 12.06.96
 GO(MS)72/95H&FWD dtd 24.03.95
 Record certificate regarding completion of life
,in addition to other certificates
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






Life period is only indicative
Can be used if use worthy even after life period
Life period should be covered
Value becomes zero after life period
No financial limit for condemnation by committee
Minutes of the meetings may be recorded in detail
All other proceedings are same.
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Condemnation of date expired drugs
Try to use before expiry
 Report minimum 6 months before expiry to
DMO
 Details such as name, quantity, expiry etc to
be recorded
 Try to shift to needy institutions
 Reminders to DMO
 If not used and became expiry shift to dead
stock register

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Condemnation of date expired drugs
Keep the item separately with label in red
“date expired drug”
 Stock of sub. standard items to be shifted to
dead stock register.
 Action taken to utilize the item may be
recorded in the 8th &9th columns of dead
stock register
 Initiate proceedings to write off observing
financial limit.

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proceedings






KFC form 21 in quadruplicate enter batch no.DOE,cost of
the item etc
Record certificate(4 certificates)
Observe financial limits and submit to Dist.level
committee (GO(Rt)2036/92/H&FD dtd.18.08.92)
Details regarding action taken to utilize the items may be
recorded
Copies of letters sent to higher authorities
If satisfied, committee will recommend for write off and
issue proceedings
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CERTIFICATES
Certified that timely action has been taken to utilize
the items within the potency period.
 Certified that calendar of actions has been taken to
dispose the items to needy institutions within the
potency period.
 Certified that the items lost potency not due to the
laxity on the part of the custodian.
 Certified that the condemned items which are quite
worthless and fetch no value if auctioned

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





Details of correspondence may be recorded in the
remark column of stock book
After getting proceedings,
The item may be reduced from stock and destroyed
It may be recorded in dead stock register.
Same proceedings for substandard items also
Permission of stagnation committee is essential for
write off of date expired/sub.std.drugs
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Dist.level stagnation committee
GO(Rt)2036/92/H&FD date.18.08.92
 Members
 Dist.Medical Officer
Chairman
 Dy.Dist.Med Officer
Member
 Supdt DH/GH
Member
 Regional drugs inspector Member
 Store supdt. DMS
Member
 Store verification officer Convener

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Condemnation-the Nine steps
An
instrument/
Bedding&clothing/
Equipment/ Furniture received through an
issue note/invoice
 Received item taken into stock in main stock
register by store supdt/ psk/ pharmacist
 Issued to ward/ unit and taken into stock in
sub stock register by custodian of concerned
unit/ward

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On becoming unserviceable after being used for a
reasonable period in the ward/unit, transferred to
register of unserviceable articles
 Unserviceable articles may be condemned after
preparing separate list for perishable/non perishable
articles in KFC form 21 and fixing assessed value
after inspection of articles by
Condemnation
Committee.

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Issue of proceedings by Head of institution
sanctioning condemnation of articles on the
basis of minutes of the Condemnation
Committee and approved Survey Report.
 Condemned articles may be deducted from
register of unserviceable articles
 Perishable articles may be disposed by
destruction and non perishable articles to be
sold in public auction

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conclusion

Finally a brief note of the whole procedure
may be recorded in the register of
condemnation.
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Delegation of financial powers to the officers in the health services department, Condemnation
and write off of unserviceable Articles, Date expired medicines, Local purchase of medicines,
disposal in auction.
Vide G.O.(MS) 574/10/Fin dtd. 03.09.2010
DMOH
Supdts.of
hospit.having
501beds and
above
Supdts. Of.
Hospi. Having
201to 500 Beds
and THQH
Supdts. Of
hospi. Having
beds 51 to 200
M.O. I/c
institutions
.Beds up to 50
Sanction of
condemnation
of D/E
medicines
Rs. 5000/-per
item & annual
limit Rs. 50000
Rs. 2000/- at a
time & annual
limit Rs.10000/-
Rs. 500/- at a
time & annual
limit Rs.5000/-
Rs. 500/- at a
time. (no
negligence by
custodian)
Rs. 500/- at a
time. (no
negligence by
custodian)
Sanction of
Unserviceable
articles
(condemnation)
Rs. 5000/- per
item. Annual
limit. Rs.2 Lacs.
Rs. 100000/Annual limit by
condemnation
committee
Rs. 3000/- at a
time. Annual
limit.Rs.50000/-
Rs.5000/- at a
time.ann.limit.
Rs.50000.(cond.
com.no limit)
Rs. 2000/- at a
time & annual
limit 20000/-
Sanction of
(medi) Local
purchase.(NAC
req.from.DMS)
Rs.50000/- at a
time without
sp.rules.Rpt.to
dhs Rs. 500000
with sp rules,bp
Rs.25000/- at a
time without sp
rules & bp.Rs.
100000 at a
time withsp&bp
Rs.20000/- at a
time without
sp&bp.Rs.
50000/- with
sp+bp
Rs. 20000/- at a
time without
spr. Rs. 50000
at a time with
spr+bp
Rs. 5000/- at a
time+bp &
without spr.
Rs.30000/-at a
time+spr+bp
Sanction of
Disposal in
public Auction.
Rs. 50000/- at a
time & annual
limit Rs. 5 lacs.
Rs. 50000/- at a
time & annual
limit Rs. 3 lacs.
Rs. 2 lac by
hosp. cond.
Committee.Rs.
3000/-Rs.50000
By. Supdt.
Rs.5000/- at a
time. Annual
limit Rs.
50000/-
Rs. 5000/- at a
time. Ann.
Limit. 35000/-.
No limit for.
H.C.Committee.
KHSMSA KOLLAM
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K.F.C. FORM-21
( see chapter VI, Article 156, Note.)
SURVEY REPORT OF STORES.
Report of the survey of stores which have become unserviceable.
Number or
quantity.
Description
of articles.
1
2
Value of
the
books.
3
4
Assed
value with
reference
to the
condition
of the
articles.
5
Date
of
receipt
6
•Authority to write off should be obtained in this form
•If the book value is not known, the replacement value
should be entered in this column
KHSMSA KOLLAM
Remarks by the
subordinate in
charge
explaining the
cause of the
articles
becoming
unserviceable
7
Remarks
for orders
of the
competen
t
authority.
8
officer in charge
signature
designation
date
29
LIST OF NON-PERISHABLE ITEMS FOR CONDEMNATION AS PER
1.G.O.(MS) 118/94/H&FWD DT.04/06/94
2.G.O.(MS) 401/94/H&FWD DT.23/11/94
3.G.O.(MS) 243/96/H&FWD DT.12/06/96
SI.
no
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
Name of item
Aspirator potains
Autoclave
B.P.Apparatus
Basin
Basin bowl
Bath tub
Bed rest
Bed rest wooden
Bed pain
Bed-side locker
Berk-field filter
Bistoury
Boiler water( electric)
Bouagies
Bowl
Bucket
Cabinet instrument
life period in years
10
5
5
5
5
5
10
25
5
20
05
10
15
10
05
05
20
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18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
Can irrigator E I
Catheter metal female
Catheter metal male
Centrifuge sterilizer
Cephalo trobe
Chair self propelling
Cheenachatty
Clamp clip all types
Copper vessels
Commod with stand
Cup
Curette
Cutches gaucher
Diagnostic set
Dialator
Dressing drum
Electro surgical apparatus
Examination table
Fire extinguisher
Forceps & scissors of all types
Gag mouths (Doyens)
Hook decapitating
Hot plate electric
03 years
05
05
15
10
15
5
10
15
5
5
10
5
10
10
10
15
20
10
10
10
10
7
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41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
Inhaler
Iron cots
Jug
Kettle
Key spanner for oxygen cylinder
Knife plaster
Lamp hurricane
Lamp petromax
Lamp shadow less portable type
Lamp shadow less suspension type
Lever bones all types
Mucus evacuator
Mug
Oxygen cylinder
Pad lock
Pelvimeter
Perforator
Plaster cutter
Plaster shear
05
20
05
05
05
10
03
05
15
15
10
05
05
KHSMSA KOLLAM
15
05
10
10
10
10
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60.
61.
62.
63.
64.
65.
66.
67.
68.
69.
70.
71.
72.
73.
74.
75.
76.
77.
78.
Post mortem set
Pressure cooker ( Steam drum)
Pressure gauge for oxygen cylinder
Protoscope ( adult)
Protoscope ( child )
Razor cut throat
Retractor
Saw Amputation
Saw giglis handle
Saw plaster of Paris
Scale counter type dispensing
Scale Dispensing
Scalpel all size
Scalpel handle all
Screen
Shadow less lamp
Sigmodoscope ( Adult)
Sigmodoscope (Child)
Sauce pan
KHSMSA KOLLAM
07
05
03
10
10
05
10
07
10
10
05
10
05
05
10
25
10
10
05
33
79.
80.
81.
82.
83.
84.
85.
86.
87.
88.
89.
90.
91.
92.
93.
94.
95.
96.
Sound uterine
Speculum
Spirit lamp metal
Spittoon large E I
Stand drum to hold three drums
Stand instrument mayo
Stand irrigator
Stand oxygen
Stand revolving
Stand wash hand double basin
-dosingle -doSteel bed pan
Steel items
Sterilizer instruments all types
Stethoscope foetal- heart
Still water distilling
Stove
Stove double burner
10
10
10
03
15
15
10
10
10
10
10
05
05
10
03
15
15
10
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97
98
99
100
101
102
103
104
105
106
107
108
109
110
111
112
113
114
Stove four burner
Stove kerosene
Stove single burner
Stretcher ordinary
Suction apparatus electrical
Suction apparatus foot operating
Suture set Michel's
Syringe dental
Syringe haemerhoids
Syringe sterilizer
Table maternity
Table operation (minor hydraulic)
Table post mortem
Torch light
Tray E I all types
Trocar abdominal
Trolly all types
Tuning fork sym’s
10
03
10
07
15
10
05
05
05
15
10
KHSMSA KOLLAM
10
10
03
03
05
10
10
35
115
116
117
118
Urinal E I Female
Urinal E I Male
Weighing machine
Wooden cot
03
03
05
25
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END
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