l.

• ';f t

j!

I

I

153

APPENDIX-26

Retention sche4 ",Iefor recorcls prescribed in the Manual of Office Procedure

[ Vfde Para 120 (1) (e) ]

[ escription 0 Record R'etention period (years)i

Sr.No.

1

~ 1.2.3.4.

2 3 1

Dak registeInvoiceBranch dia l

Movement lip of!ecei t

.. 1

.. 1

.. 3:. To be destroyed after the

relevant receipts, have beenreceived in th-e Branchconcerned.

5. Assistant's ( ary .. 1-' f

6. Standing gt rd files .. Permanent. The,ealier ver-sion of these records willnormally be weeded out

7. Standing nc e .. as soon as th:e revisedversion becomes available.

8. Distribution hart .. 1

9. Typist's diar .. 1

10. Issue diary .. 1

11. Despatch re ister .. 512. Postal regist ation books .. 5,-....13. Receipts of legrams .. 1

13-A Register of ( ally abstract ofI'

stamp used .. 5I

14. Messenger I pok .. 1 .~.

15. Stamps acco nt register. .. 5o·

16. Weekly state nent of ca~~s disposed,of without r erence to Minister . 1..

17. File register "- _.- .. 1518. File rnoverne t register .... 119. Index Slips .. 5 years or till printed Index

becomes available which-- , ever is later. I

1I

I~

154

1 2 3

251

.. To be destroyed after therequisitioned file has beenreturned to the recordroom.

26. Weekly arrear statement 127. Case sheets of cases pending dis

posal for over a month. 128. Numerical abstract of cases pend

ing disposal for over a month. 129. Consolidated numerical abstract of

cases pending disposal for over amonth in the various branches ofthe department. 3

30. Call Book I 131. Monthly progress report on record

ing of files I 131. Reminder diary 133. Register for keeping a watch on

communications received fromMPs/MlAs. I 1

34. Register of Vidhan Sabha Assuranees I 1

35. Check-lists for periodical reports. 136. Inspection rep~rts. .. One year after the date of

I next inspection.

20. Consolidated printed index21. Precedent Book22. Register for watching the progress

of recording23. list of files transferred to record

room. . I24. Record review register

I25. Record requisition slip

Permanent.. Permanent

3

Note :- The retention period will be reckoned with reference to thedate from which the record ceases to be current/active. Where, however, itis proposed to weed out a register where in certain entries are stillcurrent., e.g., file movemenl register where certain files entered there inhave not been recorded or the register of assurances, where certainassurances have not been implemented, the current entries will first betransferred to the new register and the old register weeded out thereafte~ I

I-----------------~---------------------------------~-----------

157

.APPENDIX-30

[ Vide Para 121(1) (a) and (2) ]I -

A. Recor1 of Histo~icall~portanceMuch of tpe, Material likely to be preserved for administrative

purposes will be of interest f6r research purpose as will, but papers of thefollowing categ ies should be specially considered as of value tohistorian :-

(1) Paper I relating to the origin of a department for agency ofGovernment, its organisation and its functions, and if defuncthow and why it w1s dissolved. '

(2) Data :kbout whar the department/agency accomplished.(sampfes by way pf illustration- may be enough, but the needfor such samples may be dispensed with where publishedannua, reports are avallable)

(3) Papers- containing evidence of rights' or obligations of oragainsi the Government e.g. title to property.! claims forcomp1nsation ,no1 subject to a time limit, formal instrumentssuch a awards, schemes, orders sanctions, etc. :;

'f - '.(4) Pap~r~' relating t~ m~jor poli~/d.ecisions, incl~ding those

relatm~ to the pre!>aratlon, of legislation. . r . .

(5) Papertrelating to~a charge of policy. This is not al;ays easy torecog?ise, but watch should be kept for (a) summary for aminist~r, (b) the] appointment of a departmental or inter-departmental committees or working group, and (a) note forthe cabinet or a cablnet committee. Generally there should bea conscious effort to preserve all such papers, including thoserefle~ng points !of view. In the case of inter-departmentalcommittees, however, it is important that a complete set ofpaperi be kept 0,' nly by the departments mainly ~,concerned-usuallfhe one p~vidin~ secretariat. . _ 1.

(6) Paper, relating to ,the implementation of a charge of policy,including a complete set of Instructions to executive agenciesetc. a1d relevant forms: ' ~.

(7) Papers relating to a well known public or inter-national eventor cause celebre, or to other events which give rise to interestor controversy onthe national plan., .

(8) Papers containing direct reference to trends or developmentsin polJtical; social; economicor other fields, particularlyif theyconta n unpublished statistical or financial data covering a longperio or a wide area. l.~

158

(9) Papers cited in or notes as' consulted in connection with,official publications.

I »

(10) Papers 'relating to~the more important aspects of scientific ortechnical resea·rch·~nd development,

(11) paperst~ont~ini~~ matters ,of local interest of which it isunreas~.nabl,~,~o e.~pect that evidence will be available locally,or comprising synopsis of such information covering the wholecountr1;or a ~"ide ar~a.

(12) Papers .relating totobsoleteactivities or investigations, or toabortive schemes in important fields.

(13) Any other SPe.cifid·categOrieS of records which, according tothe departmental' instructions issuedIn consultation with theDirector State. Archives have to be treated as genuine source ofinformation on any aspect of History, Political, Social, Economic,etc. or .are considered to be of, biographical or antiquarianinterest.., '

'i 'tr ,

~ Re;:ords~ofval~e for administrative purposes

Papers of the following categories will normally be among thoserequired to be' kept inde~initelr for administration's use :-

- '-r -(1) Papers, regardlng cconsititution, functions and working of

important Committees, working groups, etc. .,! - .(2) Papers providing la~ting precedents for important procedures,

e.g. administrative memoranda, historical teports and summariesI" l \: ;, '"'-

legal oplnions'on i'1portant matters.

(3) Papers ~onCe;ing }~Ies', regulations, departmental guides orinstructions of genet~1 applic~tion. ,

(4) Papers relating tos;,lient features of organisation and staffingof Government departments'and offices.

,;.. ." "' 1"'-(5) Papers ~elating:to J';'portantolitjgation or (cause celebres' in

which the ad~:nistrron was involved. •

APPENDIX- 5

(Referred ~oin Rule 2.48)

Destruction of Record

GeleralThe destruction of records (in luding correspondence) connectedith an account is governed by the following rules and such otherbsidiary rules consistent the ewith, a~ may be prescribed byovernment with the concurrenc of the AcJountant-General:-

. . I

a) The following record should 0 no account be destroyed:-Records connected with exbenditure which is within the periodof limitation fixed by law. I IRecords connected with expenditure ·on projects, schemes, orworks not completed, although beyond the period of limitation.Records connected with cl ims to service and personal mattersaffecting persons in the ser ice. ! 'Orders and sanctions of a p rmanent character until revised.

) The following should be pres rved for not less than the periodsecifieda ainst them:- I .

Description Period of preservatione ressed in com lete ears.

5i Re ister of contin ent-ex enditure(ii).Sub-vouchers relating to contingent tocharges ;-(a)not exceeding ~ 50 Provided that where local

check is exercised bydepartmental authoritiesor by A. G.'s office sub-vouchers should not bedestroyed until audit forthe relevant period hasbeen conducted andobi ections settled.

1

3

HiDetailed bud et estimates of an office. 5)Travelling Allowance Bills and 5uaintance rolls relatin thereto

) Service book of Government emPloYie 5 years from the date ofresi nation.

Service book of Government empl yeeo : .. has been retren hedmoved/dismissed.

(i) 5 years if no case is pending inany court.ii) 3 years after final judgementunder the normal course of law,

Punjab Financial Rules-Volume-Il

(c) Service book of Government employeewho retires from service/dies while inservice.

that is the last judgmejudgement of the highest coestablished by law whercourt as established byGovernment's decisionretrench/remove/Dismiss' ,Government em 10 ee conce25 years from the datretirement/death.

Note: - before the actual destruction it should be ensuredpension/provident fund cases of the persons to whom the Service Brelate, have been finalised.

(vi) Leave accounts ofGovernment employees.

non-gazetted 10 years after death or 5after retirement.

(vii) Statement of monthly progressive 2expenditure and correspondence relating todiscre ancies in fi ures(viii) Pay bills and acquaintance rolls, wherethese are maintained separately, ofGovernment employees for whom noservice books or service books or servicerolls are maintained.

35

(ix) Pay bills of other classes of Governmentemployees and acquaintance rolls for payand allowance (other than travellingallowance.

[3]1

(x) Muster Rolls. Such period as may be prescriin this behalf 'underdepartmental regulations subto the minimum of 3' y'excludin the ear of a ment

(xi) Cash books maintained by Drawing andDisbursin Officer.

10

(xii) Nominations relating to family pensionand D. C. R. gratuity received underLiberalised Pension Rules. If the gratuityand or famil ension are aid:-

a) to minors. 30b) to other than minors not in' 30

accordance with the accordance.with the order in whichnominations have been made.

c) to other than minors in accordancewith the order in which nominationhas been made.

I Substituted vide Notification No. 2(20)-2FCD-85/

6 years after the paymentdeath-cum retirement ratui

48'1

3 2 ears after retirement.

ons. Same as in the case of xii above.

the last instalment of familyension has been aid

y the Bank 0 [3)1

25 or three years after the deathof ensioner.

ituted vide Notification No. 20)-2FCD-8 19047, Date? ih August, 1987.ituted vide Notification No. 20)-2FCD-8 19047, Dated ih August, 1987.