You are on page 1of 7

• ';f t

j
!
l.

153

APPENDIX-26
Retention sche4 ",Iefor recorcls prescribed in the Manual of Office Procedure
[ Vfde Para 120 (1) (e) ]

Sr. [ escription 0 Record R'etention period (years)


No. i
1 2 3 1

~ 1. Dak registe .. 1
2. Invoice .. 1
3. Branch dia l .. 3
4. Movement lip of!ecei t :. To be destroyed after the
relevant receipts, have been
received in th-e Branch
concerned.
5. Assistant's ( ary .. 1-' f
6. Standing gt rd files .. Permanent. The,ealier ver-
sion of these records will
normally be weeded out
7. Standing nc e .. as soon as th:e revised
version becomes available.
8. Distribution hart .. 1
9. Typist's diar .. 1
10. Issue diary .. 1
11. Despatch re ister .. 5
,-.... 12. Postal regist ation books .. 5
13. Receipts of legrams .. 1
13-A Register of ( ally abstract of
I'
stamp used .. 5 I

14. Messenger I pok .. 1 .~.

15. Stamps acco nt register. .. 5 o·

, 16. Weekly state nent of ca~~s disposed


of without r erence to Minister . .. 1
17. File register "- _.- .. 15
18. File rnoverne t register .... 1
19. Index Slips .. 5 years or till printed Index
becomes available which-
-, ever is later. I

1
I

I~
154

1 2 3
20. Consolidated printed index Permanent
21. Precedent Book .. Permanent
22. Register for watching the progress
of recording 3
23. list of files transferred to record
room. . I 25
24. Record review register 1
I
25. Record requisition slip .. To be destroyed after the
requisitioned file has been
returned to the record
room.
26. Weekly arrear statement 1
27. Case sheets of cases pending dis
posal for over a month. 1
28. Numerical abstract of cases pend
ing disposal for over a month. 1
29. Consolidated numerical abstract of
cases pending disposal for over a
month in the various branches of
the department. 3
30. Call Book I 1
31. Monthly progress report on record
ing of files I 1
31. Reminder diary 1
33. Register for keeping a watch on
communications received from
MPs/MlAs. I 1
34. Register of Vidhan Sabha Assu
ranees I 1
35. Check-lists for periodical reports. 1
36. Inspection rep~rts. .. One year after the date of
I next inspection.
Note :- The retention period will be reckoned with reference to the
date from which the record ceases to be current/active. Where, however, it
is proposed to weed out a register where in certain entries are still
current., e.g., file movemenl register where certain files entered there in
have not been recorded or the register of assurances, where certain
assurances have not been implemented, the current entries will first be
transferred to the new register and the old register weeded out there
afte~ I

I
-----------------~---------------------------------~-----------
157

.APPENDIX-30
[ Vide Para 121(1) (a) and (2) ]
I -
A. Recor1 of Histo~icall~portance
Much of tpe,Material likely to be preserved for administrative
purposes will be of interest f6r research purpose as will, but papers of the
following categ ies should be specially considered as of value to
historian :-
(1) Paper I relating to the origin of a department for agency of
Government, its organisation and its functions, and if defunct
how and why it w1s dissolved. '
(2) Data :kbout whar the department/agency accomplished.
(sampfes by way pf illustration- may be enough, but the need
for such samples may be dispensed with where published
annua, reports are avallable)
(3) Papers- containing evidence of rights' or obligations of or
againsi the Government e.g. title to property.! claims for
comp1nsation ,no1 subject to a time limit, formal instruments
such 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 to
recog?ise, but watch should be kept for (a) summary for a
minist~r, (b) the] appointment of a departmental or inter-
departmental committees or working group, and (a) note for
the cabinet or a cablnet committee. Generally there should be
a conscious effort to preserve all such papers, including those
refle~ng points !of view. In the case of inter-departmental
committees, however, it is important that a complete set of
paperi 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 agencies
etc. a1d relevant forms: ' ~.
(7) Papers relating to a well known public or inter-national event
or cause celebre, or to other events which give rise to interest
or controversy onthe national plan.
, .
(8) Papers containing direct reference to trends or developments
in polJtical; social; economicor other fields, particularlyif they
conta n unpublished statistical or financial data covering a long
perio 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 or


technical resea·rch·~nd development,
(11) paperst~ont~ini~~ matters ,of local interest of which it is
unreas~.nabl,~,~o e.~pect that evidence will be available locally,
or comprising synopsis of such information covering the whole
countr1;or a ~"ide ar~a.
(12) Papers .relating totobsoleteactivities or investigations, or to
abortive schemes in important fields.
(13) Any other SPe.cifid·categOrieS of records which, according to
the departmental' instructions issuedIn consultation with the
Director State. Archives have to be treated as genuine source of
information on any aspect of History, Political, Social, Economic,
etc. or .are considered to be of, biographical or antiquarian
interest..,
'i 't
'
r ,

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


Papers of the following categories will normally be among those
required 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 summaries
I" l \: ;, '"'-

legal oplnions'on i'1portant matters.


(3) Papers ~onCe;ing }~Ies', regulations, departmental guides or
instructions of genet~1 applic~tion. ,
(4) Papers relating tos;,lient features of organisation and staffing
of 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

Geleral
The destruction of records (in luding correspondence) connected
ith an account is governed by the following rules and such other
bsidiary rules consistent the ewith, a~ may be prescribed by
overnment 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 period
of limitation fixed by law. I I
Records connected with expenditure ·on projects, schemes, or
works not completed, although beyond the period of limitation.
Records connected with cl ims to service and personal matters
affecting 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 periods
ecifieda ainst them:- I .
Description Period of preservation
e ressed in com lete ears.
i Re ister of contin ent-ex enditure 5
(ii).Sub-vouchers relating to contingent to
charges ;-
(a) not exceeding ~ 50 1 Provided that where local
check is exercised by
3 departmental authorities
or by A. G.'s office sub-
vouchers should not be
destroyed until audit for
the relevant period has
been conducted and
obi ections settled.
HiDetailed bud et estimates of an office. 5
)Travelling Allowance Bills and 5
uaintance rolls relatin thereto
) Service book of Government emPloYie 5 years from the date of
resi nation.
Service book of Government empl yee (i) 5 years if no case is pending in
o : .. has been retren hed any court.
moved/dismissed. ii) 3 years after final judgement
under the normal course of law,
Punjab Financial Rules-Volume-Il
that is the last judgme
judgement of the highest co
established by law wher
court as established by
Government's decision
retrench/remove/Dismiss' ,
Government em 10 ee conce
(c) Service book of Government employee 25 years from the dat
who retires from service/dies while in retirement/death.
service.
Note: - before the actual destruction it should be ensured
pension/provident fund cases of the persons to whom the Service B
relate, have been finalised.

(vi) Leave accounts of non-gazetted 10 years after death or 5


Government employees. after retirement.

(vii) Statement of monthly progressive 2


expenditure and correspondence relating to
discre ancies in fi ures
(viii) Pay bills and acquaintance rolls, where 35
these are maintained separately, of
Government employees for whom no
service books or service books or service
rolls are maintained.
(ix) Pay bills of other classes of Government [3]1
employees and acquaintance rolls for pay
and allowance (other than travelling
allowance.
(x) Muster Rolls. Such period as may be prescri
in this behalf 'under
departmental regulations sub
to the minimum of 3' y'
excludin the ear of a ment
(xi) Cash books maintained by Drawing and 10
Disbursin Officer.
(xii) Nominations relating to family pension
and D. C. R. gratuity received under
Liberalised Pension Rules. If the gratuity
and or famil ension are aid:-
a) to minors. 30
b) to other than minors not in' 30
accordance with the accordance
. with the order in which
nominations have been made.
c) to other than minors in accordance
with the order in which nomination 6 years after the payment
has been made. death-cum retirement ratui

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


48'1

the last instalment of family


ension has been aid
ons. Same as in the case of xii above.
y the Bank 0 [3)1

25 or three years after the death


of ensioner.
3 2 ears after retirement.

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


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