OFFICE MANAGEMENT

RETENTION OR DESTRUCTION OF OFFICE RECORD

(Preservation Record)

Authority has issued instruction of retention/destruction of record from time to time.

According to Authority’s instruction the record will be divided into three categories i.e
Category-A, Category-B and Category-C as under:

Category-A

The following record/files preserved permanently:

i. Consultants Reports.
ii. US AID Records.
iii. Permanent record involving Policy Decisions.
iv. Record pertaining to Budget/Accounts and Contractual Matters.

Category-B.

Files/Record classifying Category –B may be retained for a couple of year according

to their importance but not more than 5-8 years, This record can not be retained for a
indefinite period. Due care may be taken into account when classifying the record of
Category-B so that documents/papers which are not necessary to be retained for a
longer period and mixed in this category of record.

Category-C.

The categorization of this record in classification-C to be retained only for one or two
years should not present much difficulty. Guidelines already issued by the Authority
in this respect may also be kept in view. All Files/record considered obsolete/unfit for
further retention to be destroyed after obtaining written approval by the Head of
Division and a list of the record/files so destroyed must be kept.

As a general rule the following are the categories of files likely to fall in the first
group:

i. Files containing important questions for policy/rules,

ii. Files containing establishing orders for important instructions.

iii. Personal files, character rolls, service books and service sheets.
Files falling under Group (i) c should normally be destroyed two years after an
employee left WAPDA or the final settlement of Authority/financial loans refunded
whichever is later. Agreement regarding loan given by the Authority should not be
destroyed till the recovery of loan. Personal Files regarding policy decision falls
under Category A should not be destroyed and preserved in record permanently.

GENERAL INSTRUCTIONS FOR RECORD. (Preservation Record)

According to Authority instructions the following are general instructions for record:

i. All the files contained in two parts i.e. Correspondence part and Noting Part.
Correspondence part must be marked with page number and noting part
marked with paragraph number. Both should be kept in chronological record
and properly referenced.

ii. Ordinarily Correspondence part must be closed on completion of 150 number

sheets so that each part can be handled easily.

iii. The useless papers should be destroyed after obtaining written approval of
Head of Division.

iv. Confidential and Secret documents outlived of their usefulness should be

burnt under the personal supervision of responsible officer after obtaining
written approval of Head of Division. A detailed list may be kept in record.

v. Cash voucher and receipts should not be destroyed till that time they are
checked by the Accounts and Audit. After making final audit and elapse of 10
years, the cash vouchers and receipt may be destroyed.