RETENTION OF RECORDS

RETENTION SCHEDULE FOR RECORDS PRESCRIBED

IN THE MANUAL OF OFFICE PROCEDURE

Sl. No. Description of record Retention period (years)

1. Dak register 1
2. Invoice 1
3. Section diary 3
4. Movement slip of receipts To be destroyed after the relevant
receipts have been received in the
section concerned.
5. Assistant’s diary 1.
6. Standing guard files Permanent. The earlier version of
these records will normally by
weed out as soon as the revised
version becomes available.
7 Standing note Do
8. Distribution chart 1
9. Typist’s diary 1
10. Issue diary 1
11. Dispatch register 5
11. (a) Section dispatch register 5
12. Postal registration book 5
13. Receipts of telegrams 1
14. Register of daily abstract of stamps used 5
15. Messenger book 1
16. Stamps account register 5
17. Weekly statement of cases disposed of 1
without reference to minister
18. File register 15
19. File movement register 1
20. Register for watching the progress of 3
recording
21. Index slips 5 years or till printed
department available, whichever is
later.
22. Consolidated department index Permanent
23. Precedent book Permanent
 24. List of files transferred to-
(a) Departmental record room
(b) National archives 25
Permanent
25. Record review register 1
26. List of files received for review 1
27. Register of spare copies of publications, 1
circulars, orders, etc.
28. Record requesting slip To be destroyed after the
requisitioned files has been
returned to the national archives.
29. Record equation card To be destroyed after all
the space for entries has been used
and the last file requetioned has
been returned to the sectional
departmental records.
30. Weekly arrear statement 1
31. Case sheets for cases pending disposal 1
over a month
32. Numerical abstract of cases pending 1
disposal for over a month
33. Consolidated numerical abstract of cases 3
pending disposal for over a month in the
various sections of the department
34. Call book 1
35. Monthly progress report on recording of 1
files
36. Reminder diary 1
37. Register for keeping a watch on 1
communication received from m.ps.
38. Register of parliamentary assurances 1
39. Check-lists for periodical reports 1
40. Inspection reports 1 year after the date of next
inspection.

Classification of records and weeding of files

1. Classification ‘A’

KEEP & MICRIFILM

? Files which require permanent preservation administrative purpose but
original form should not be damaged.
? Files of historical importance.
2. Classification ‘B’

KEEP BUT DO NOT MICROFILM

Files required for permanent preservation but original form damaged is not important.

3. Classification ‘C’

KEEP FOR SPEDIFIED PERIOD ONLY

Records retention schedule of functional records of O. F. board

SL. SUBJECT PERIOD OF REMARKS

NO RETENTION
.
1. Accident & compensation claims
(iii) policy B-keep
(iv) individual cases C-3
2. Appeal on service meters C-3 Copy of order
on appeal to
be placed in
personal file
and entry
service book
3. Agreements/contracts with foreign countries b-keep

4. Arbitration: B-keep
(iii) rules/order/awards
(iv) individual cases C-10
5. High level committee – minutes and action B-keep

6. Production review committee

(iii) minutes B-keep
(iv) action C-3
7. Rajadhakshya committee report and B-keep
implementation
8. Court cases c-10 or 3 years after final Copy of
order judgment to
be kept in
guard file
9. Cash awards to employees
(iii) policy & sanction B-keep
(iv) cases rejected C-5
10. Death/mourning/funerals
(iii) policy B-keep
(iv) individual cases C-5
11. Foreign exchange
(iii) release of F. E. to factories C-3
(iv) budget estimate C-3
12. DELEGATION OF POWER TO gm S OF
OFs B-keep
13. Guard files B-keep
14. Production of ammunitions C-5
15. Honorarium
(iii) policy B-keep
(iv) individual cases C-5
16 Imports of stores
(iii) policy & procedure B-keep
(iv) specific items C-10
17 Losses
(iii) regularization of loss
(iv) board of inquiry
- major items C-10
- minor items C-5
18. Lockout/striker/unrest
(iii) policy B-keep
(iv) individual factory cases C-10

19. Project report/feasibility reports/sanction of

project B-keep
20. Procurement;
(v) plants & machinery C-10
(vi) explosives/chemicals/armaments C-10
components C-10
(vii) M/c spare parts C-5
(viii) Raw materials/components
package
21. procurement thought DGS & D
(iii) policy B-keep
(iv) purchases etc. C-10

22. Stores: C-3

(v) local purchase B-keep
(vi) bank guarantee C-5
(vii) payment of bills
23. TRAINING:
(viii) examination schemas B-keep
(ix) rules & procedures B-keep
(x) holding of examination C-3
(xi) declaration of results B-keep
(xii) representation of result, C-3
(xiii) administrative matter e. g., C-5
deputation of training C-3
(xiv) training programme for AWM
(OP)

24. Hiring of transport C-3

25. Reports: C-3
(v) monthly progress report form
OFs
(vi) half yearly progress rep[ort B-keep
(vii) major accidents B-keep
(viii) minor accidents C-5

26. Scope disposal

(iii) policy B-keep
(iv) follow up action C-5

27. Verification:
(iii) instruction B-keep
(iv) correspondence C-5
 TRAVELING ALLOWANCE

Guides of government savants

For the purpose of traveling allowance, employees are divided into five grades as indicated
below

Basic pay +NPA+ stagnation in cement.

(i.) Rs. 16,400 and above

(ii.) Rs, 8000-16.399
(iii.) Rs. 6,500-7,999
(iv.) Rs, 4,100-6,499
(v.) Below rs. 4,000

Daily Allowance

1. Rates

Rates of D. A. for halt at station/localities are given below. The localities of columns 2 to 4 of
the table are specified in the next subject.

(1) (2) (3) (4) (5)

Pay range A-1 CLASS a-class cities b-1 class cities
CITIES and specially and expensive Other localities
expensive localities
localities
Ordy. hotel Orday. Hotel Ordy. Hotel Ordy. Hotel
Rs. Rs. Rs. Rs. Rs. Rs. Rs. Rs.
Rs. 16.400 260 650 210 525 170 425 135 335
and above
Rs. 8,000 to 230 505 185 405 150 330 120 225
16,399
Rs. 7,999 200 380 160 305 130 250 105 200

Rs. 4,100 to 170 245 135 195 110 160 90 130

rs. 6,499
Below rs, 105 125 85 100 70 85 55 65
4,100

2. Basis for D.A.

1. Absence form headquarters o calendar day basis, i.e. form midnight to midnight.

Absence exceeding 6 hours nill

Absence exceeding 6 hour but exceeding 12 hours 70%
Absence exceeding 12 hours 100%
2. D.A. for journey period is only at ordinary rates as in column (5) of the table even if it
is thought an expensive locality.
3. For return to headquarters on the same day, D.A. is at ordinary rates only, irrespective
of the fact that the journey was performed to an expensive locality.
4. For local journey, D.A. is only at half the ordinary rate, irrespective of the locality.
5. Four inboards halts I routs treated as duty, due to breakdown of communications
caused by flood, rain, etc. D.A. is admissible at ordinary rates only.
6. D.A. is admissible for period for absence at tour station regularized as special causal
leave due to disturbances, imposition of curfew, etc.
7. No D.A. for studies and holidays unless the employees is actually and not merely
constructively on camp.
8. Full D.A. is admissible for the first 180 days of continuous halt at a station on
tour/temporary transfer/training. No D.A. beyond 180 days.
9. Tour ends or return to headquarters. Tour ton the same place again is treated a fresh
one and D.A. will be at full rates.

3. Eligibility of D.A. in various circumstances

Free boarding and/or loading charges availed

A. Free boarding and lodging 25% of ordinary rate.
Free board alone 50% of ordinary rate.
Free lodging alone 75% of ordinary rate
Stay in office building free of cost 75% of ordinary rate
B. Stay in government/public sector guest hours/rest At ordinary rate
rooms of IAAI I international airports or making
own arrangements

C. Lodging charges paid in excess of 25% of normal 75% of ordinary rate +

D.A. while staying in government/public sector lodging charges (exclusive
gusted house/hostel attached to Indian institute of of breakfast/meals) restricted
public administration new Delhi. to hotel rate.
D. Stay in hotel and other establishment including 90% percentage of ordinary
private lodges, guest/ret house, YMCA/YWCA rate + lodging charges
hostels. restricted to hotel rate.

Note 1: claim for hotel rate of D.A. to be supported by vouchers for payment of lodging
charges.

Note 2: luxury tax charged by hotels allowable subject to overall ceiling.

T.A. on tour

Entitlement. T.A. on tour is duty point/residence at headquarters to duty points at the distant
station and vice versa. It comprises-
(1) Fare for journeys by rail/road/air/sea;
(2) Road mileage for road journey other wise than by bus;
(3) D.A. for the entire period of absence from headquarters including journey period.
Entitlements for travel by rail:

Pay range Shatabdi Rajdhani express Other trains

Rs. 16,400 Executive class AC FIRST class AC first class
and above
Rs. 8,000 to AC chair car AC2-tire AC 2-tire
rs 16,399
Rs 6,500 to AC chair car AC chair car* First class/AC 3-
rs 7,999 tire/AC chair car
Rs 4,100 to AC chair car AC chair car* First class/AC 3-
rs 6,499 tire/AC chair car
Below AC chair car AC chair car* Sleeper class
4,100

Those entitled to travel by first class/AC 3-tire chair car may travel on tour/transfer by
AC 2-tire, if any of the trains the originating and destination station by the direct shortest
route do not provide for any of the three classes.

*Travel by AC 3-tire permissible in trains not providing AC chair car

accommodation.

When journey is performed by longer route by rail, by lower class and partly by the
entitled class, the claim is to be regulated on proportionate basis, calculating mileage
allowance for deferent modes/classes by the shortest route in the ratio of the distance covered

Entitlements for travel by road

Rs. 16,400
Rs. 8,000 to Rs. 16,399
Rs. 6,500 to Rs. 7,999
Rs. 4,100 to Rs. 6,499
Below Rs. 4,100
Entitlements
AC taxi/ordinary taxi/car/any bus including AC bus
Taxi/car/any bus including AC bus except AC taxi
Taxi/auto-rickshaw/scooter/moped/any bus except AC bus
Auto-rickshaw/scooter/moped/any bus except AC bus
Auto-rickshaw/scooter/moped/ordinary bus

Rate of road mileage- actual fare will be paid for travel by public bus. Mileage allowance at
60 P.per km. will be admissible for journey by bicycle/foot.
For journeys by auto/rickshaw/taxi/car, entailment will be at the rates notified by the
concerned director for transport.

If no rates have been notified/prescribed, prevailing rates in the metropolitan city of

the state may be adopted. If no such rates have been fixed, then the rates of the neighboring
state be adopted. When no rates become available even after this, following rates may be
fixed-

For journeys performed in own car/taxi Rs.8/km

For journeys performed by auto-rickshaw/scooter Rs. 4/km
Special entitlement of taxi fare in metropolitan cities:

For official journeys on tour from
officer/residence to airport/railway
station/bus station and vice versa
in Delhi, Mumbai, Calcutta and
Chennai.
Taxi fare as prescribed by the respective director of
transport plus 25% thereon or actual taxi fare,
whichever is less or charges paid under pre-paid
taxi charges system managed by policy/airport
authority, if availed. If own car is used mileage will
be limited to one trip each only at the time of
arrival and departure, at the rate approved for taxis.

Sharing of auto/taxi, for travel by shared taxi/auto, the entailment will be the actual hare
limited to half the mileage other wise admissible.

Journey by Tonga, etc. –Tonga, auto-rickshaw, cycle rickshaw and man-driven rickshaw are
equated to journey by scooter/motor cycle. For travel by a friend’s scooter as a pillion rider,
the amount admissible will be half the prescribed rate or the actual cost of propulsion
whichever is less.

Journey by road between places connected by rail.-

(i.) May travel by own car/taxi/scooter/motor cycle. Entitlement will be road mileage
restricted to rail fare of the highest entitled class. Full road mileage will be admissible
if travel by road was in public interest.
(ii.) May travel by any type of bus in any class. The entitlement will be the actual fare paid
extricated to rail fare of the entitled class.

Cancellation charges- for official journeys cancelled in public interest, cancellation and
reservation charges are reimbursable and are to be claimed in the normal T.A. bail form.

T.A. on Transfer

Transfer means the movements of an employee from on headquarter station in which

he is employed to another such station, either to take up the duties of a new post, or in
cinsequ7ence of a change of his headquarters.

Admissible- admissible only if the transfer is in the public interest and not at one’s
request. However, official transferred after completion of full tenure are entitled to T.A. and
transits time, even if they are posted to the place of their choice.

Transfer T.A. entitlement –transfer T.A. comprises of the following elements-

(i.) A composite transport grant;

(ii.) Actual fairs for self and family for journey by rail/steamer/air;
(iii.) Road mileage for journey by road;
 (iv.) Cost of transportation of personal effects from residence to residence;
(v.) Cost of transportation of conveyance of possessed by the employee.

Time-limit. - The member of the family should perform the journey not earlier than one
month prior to the transfer of the official, i.e., date of relief at the old station or within six
months thereafter, i.e., date of his taking over charge at the new station. This time-limit can
be extended in deserving cases by head of department.

Entitlements at a glance

T.A. on retirement
Personal effects
Composite By train/steamer Rate per km for
Basic pay + NPA transfer transport byroad
+stagnation grant ‘A-1’‘A’
increment Maximum and ‘B-1’ Other
cities place
Rs. 16,400 and Equal to Full four-wheeler wagon,
above one or 6,000 kg by goods train, 30.00 18.00
menthe’s or one double container
basic pay
Rs. 8,000 to Rs. Full four-wheeler wagon,
16,399 ..do.. or 6,000 kg by goods train, 30.00 18.00
or one single container
Rs. 6,500 to Rs ..do... 3,000 kg 15.00 9.00
7,999
Rs. 4,000 to Rs ..do... 1,500 kg 7.60 4.60
6,499
Rs. 3,350 to Rs ..do.. 1,500 kg 7.60 4.60
4,099
Below Rs. 3,350 ..do.. 1,500 kg 6.00 4.00

Entitlement. - When the retied employee settles down in a station other than the last station
of duty. –same as on transfer including lump-sum composite transfer grant. Travel by air is
also admissible.

The retired employee and family any travel from type last headquarter to the declared
home town, or to any other selected place of residence where he wishes to settle.