test – PromotionExams

Records Management Portal | Government of India

Central Secretariat Manual of Office Procedure

10.1. Activities involved in records management are:

The Mandatory Standard: Records management covers the activities concerning mainly recording, retention, retrieval and weeding out.

(2)

In pursuance of the Public Records Act, 1993 and the Public Records Rules, 1997, each record creating agency will nominate a Departmental Records Officer (DRO).

• Designation Rule: The DRO must not be below the level of a Section Officer for overall records management of the organisation as a whole.

Box – 10.1: Stages of Records Management:

Creation of records

→

Use of records

→

Recording

→

Retention of records

↓

Transfer to NAI

←

Appraisal of records

←

Review/Weed out

←

Transfer to DRR

📝

10.2 STAGE OF RECORDING

Files should be recorded after action on all the issues considered thereon has been completed as per the record retention schedules (Para 10.7).

Note on Ephemeral Records: Papers relating to purely ephemeral nature (such as casual leave records or circulars of temporary nature) containing papers of little reference or research value may be destroyed after one year without being formally recorded.

📁 BOX-E.10.1. RECORDING IN EFILE

• In eFile, the facility of recording a file is given for the files on which processing is done physically.

• An electronic file on which action is complete is closed and kept in a separate folder (closed folder).

• Approval: This may be closed by the creator after getting approval of the competent authority (Section Officer and above).

• Access: The closed file may be seen by the official who closed the file and the official who authorized the closure.

• Reopening: The closed file can be reopened/retrieved by the official who has closed the file with the approval of the competent authority.

Departmental Instructions: These are to be reviewed and re-issued by each Department.
eFile Maintenance: Electronic files should also be kept in external media, and the working condition of such media should be checked frequently (at least once a week).

📋

10.3. DEPARTMENTAL INSTRUCTIONS

Each Department has to issue Departmental instructions to regulate the recording and reviewing of records. These instructions must be reviewed and re-issued by each Department to ensure procedural compliance.

🏛️

10.4. CATEGORISATION OF PHYSICAL RECORDS

Files may be recorded under any one of the following three categories:

Category 'A' — "Keep and Microfilm"

This categorization is adopted for files qualifying for permanent preservation for administrative purposes or historical importance.

Microfilming is required if they contain:

(i) A document so precious that its original must be preserved intact and access restricted to prevent damage.

(ii) Material likely to be required for frequent reference by different parties simultaneously.

Category 'B' — "Keep but do not Microfilm"

Covers files required for permanent preservation for administrative purposes (as listed in part 'A' of Appendix 10.2), but excludes material requiring microfilming (i.e., not precious or frequently accessed simultaneously).

Category 'C' — "Keep for specified period only"

Includes files of secondary importance with reference value for a limited period not exceeding 10 years.

Upgrade Rule: In exceptional cases, if record retention is required beyond 10 years, it will be upgraded to 'B' Category.

💻

CATEGORISATION OF E-FILES

eFiles are recorded under two specific categories:

Category - 'A'

eFiles qualifying for permanent preservation for administrative purposes or historical reasons.

Category - 'C'

eFiles of secondary importance with reference value for a period not exceeding 10 years.

Note: eFiles in Category 'C' required beyond 10 years must be upgraded to Category 'A'.

✅

10.5. PROCEDURE FOR RECORDING

After action on the issue(s) considered on the file has been completed, the Dealing Officer/Initiating Officer, in consultation with his supervisory officer, should close and record the file in the following manner:

Indicate the appropriate category of record. For Category 'C', specify the retention period and the year of review/weeding on the file cover (e.g., "C/5 – Destroy 2/2023"). This requires specific approval from the Section Officer.

ii.

Revise the title of the file where necessary to adequately describe the final contents.

iii.

Get the file indexed (Mandatory for Category 'A' & 'B' files).

iv.

Take extracts of important decisions/documents for the standing guard file, standing note, or precedent book.

Remove and destroy superfluous papers (reminders, routine slips, rough drafts) unless they have audit or legal value.

vi.

Complete all references; mark previous and later references clearly on the file cover.

vii.

Complete columns 4 and 5 of the file register (Appendix 7.3) and correct column 2 if necessary.

viii.

Enter the file number in the register for watching progress of recording (Appendix 10.1).

ix.

Write the word "RECORDED" prominently in red ink across entries in the file movement register.

Convert all pencil notations (page numbers/references) into ink.

xi.

Prepare fresh file covers where necessary, ensuring all previous entries are transferred.

xii.

Hand over the file to the MTS for repair of damaged papers and stitching. The file must be shown to the designated official for final entries before bundling.

📁 BOX-E.10.2. RECORDING IN EFILE

• In eFile, change of file title or removal of any paper from any part of the electronic file is not permissible.

• In eFile, file maintenance is a continuous and automatic activity.

🗄️

10.8 CUSTODY OF RECORDS

(i)

Retention Period: Recorded files are kept in sections/desks for not more than one year, then transferred to the Departmental Record Room (DRR).

(ii)

Work Transfer: Files are transferred via Appendix 10.3 (duplicate list). One copy remains with the receiver, the other is returned to the transferor.

(iii)

Transfer to DRR: Accompanied by Appendix 10.3 in duplicate. The DRR verifies files, signs, and returns one copy.

(iv)

DRR Management: Maintains a Record Review Register (Appendix 10.4) with pages allotted for future years.

(v)

25-Year Rule (NAI): Files reaching their 25th year of life which survive review are stamped 'TRANSFERRED TO NAI' and sent to the National Archives of India with a list in triplicate.

(vi)

Preservation Standards: Record rooms must be ventilated, well-lit, fire-safe, and moisture-free. Records are dusted regularly and periodically fumigated.

📝

10.9. REVIEW AND WEEDING OF RECORDS

Review Timelines and Reckoning

CATEGORY 'C' FILES

Reckoned by:

YEAR OF CLOSING

↓

Review on Expiry of Retention Period

CATEGORY 'A' & 'B'

Reckoned by:

YEAR OF OPENING

↓

Review on Attaining 25th year

The Mandatory Standard: A category 'C' file will be weeded out on expiry of retention unless there are grounds for further retention. Retention after review must not exceed 10 years total, with approval from Branch Officer/Divisional Head.

⚠️ CRITICAL EXCEPTION: LEGAL & INQUIRY PROCEEDINGS

Files related to Departmental Inquiries, Commissions of Inquiry, or Court Proceedings/Judgments may not be destroyed, even if they have completed their life cycle.

Destruction is only permitted after report submission or judgment implementation.
Requires approval of Joint Secretary/Head of Department.
Files must be kept during appeals or challenge periods.

⚠️ MANNER OF WEEDING/DESTRUCTION

Routine Records
Manually torn into small pieces

Classified Records
Use of Shredder

Secret Records
Incinerated after being shredded

📖

Notes on Office Procedure - ISTM

Content for this section will be added soon. This section will contain detailed notes from the Institute of Secretariat Training and Management (ISTM) on office procedures.

GFR - APPENDIX 9

📁

APPENDIX - 9: DESTRUCTION OF ACCOUNTS RECORDS

The destruction of records (including correspondences) connected with accounts is governed by the following Rules and subsidiary rules consistent therewith, as prescribed by Government with the concurrence of the Comptroller and Auditor-General.

🚫

1. RECORDS PROHIBITED FROM DESTRUCTION

The Mandatory Standard: The following records shall on no account be destroyed:

(i) Papers relating to expenditure which is within the period of limitation fixed by law.

(ii) Papers relating to expenditure on projects, schemes, or works not completed, even if they are beyond the period of limitation.

(iii) Papers relating to claims to service and personal matters affecting persons in the service (except as indicated in the Annexure).

(iv) Papers relating to orders and sanctions of a permanent character, until such time as they are revised.

(v) Papers relating to records in respect of which an audit objection is outstanding.

📋

RULE 2: COMPLETE RETENTION SCHEDULE (SL NO. 1 - 13)

SL.	MAIN-HEAD	SUB-HEAD / DESCRIPTION	RETENTION PERIOD	REMARKS
1.	Payments & Recoveries	(i) Expenditure Sanctions not covered by Rule 1. (ii) Cash Books maintained by DDOs. (iii) Contingent expenditure. (iv) Arrear claims (including investigations). (v-vii) Papers relating to: GPF Membership, Nomination, Missing credits.	Varying: 2 years (typically 1 yr after audit). 10 Years for Cash Books.	Subject to nominations being placed in Vol. II of Service Book/Personal File. Sanctions must be authenticated.
2.	Budget Estimates	Budget Estimates / Revised Estimates as compiled by the Section of the Department.	3 Years.	Relates to estimates for the Department as a whole.
3.	Service Books	(a) Officials entitled to retirement benefits. (b) Other employees.	3 Years after pension order or ceasing service.	Counted after final pension/ gratuity payment order.
4.	Leave Account	(a) Officials entitled to retirement benefits. (b) Other employees.	3 Years after pension order or ceasing service.	Consistent with Service Book retention logic.
5.	Service Records	(a) Nomination for Family Pension/DCRG. (b) Subscription for LIC/CGEGIS. (c) Alteration in Date of Birth. (d) Papers relating to previous service admission.	1 to 5 Years. (DOB: 3 yrs. Service Book/DCRG Verification: 3 yrs).	Subject to authenticated copies being placed in Service Book Vol II.
6.	Expenditure Statements	(a) Lower formations. (b) Department level. (c) Register of monthly expenditure (Form GFR9).	Weed out at end of financial year / after Appropriation Accounts finalized.	Retention depends on finalization of Appropriation Accounts.
7.	Surety Bonds	Surety Bonds executed in favor of temporary or retiring Govt servants.	3 Years after Bond ceases to be enforceable.	Critical for recovery of dues.
8.	Pay Bills	(a) Pay Bill Register. (b) Office copies of Establishment bills. (c) Schedules to bills. (d) Acquaintance Roll.	35 Years (Register/Office copies): 3 Years (Schedules/Rolls) or 1 yr after audit.	Long-term retention for pay history and pension verification.
9.	Muster Rolls	Muster Rolls for payments.	Min. 3 financial years after the relevant year (excluding payment year).	Subject to departmental regulations.
10.	Bill Register	Maintained in Form TR-28-A.	5 Years.	Standard financial monitoring.
11.	Paid Cheques	Paid cheques returned by the Bank to the Audit/Accounts Office.	5 Years.	Counterfoils preserved for same period as paid cheques.
12.	Contracts	Files, papers and documents relating to contracts, agreements, etc.	5 Years after contract is fulfilled or terminated.	Audit Rule: Do not destroy if audit objections are raised until clear.
13.	Sub-vouchers	Sub-vouchers relating to the Secret Service Expenditure.	3 years after expiry of financial year.	Subject to completion of audit and audit certificate issues.

📝

INSTRUCTIONS ON RECORD RETENTION

The retention period specified in Column (4), in the case of a file, is to be reckoned from the year in which the file is closed (i.e., action thereon has been completed) and not necessarily from the year in which it is recorded.

In the case of records other than files, e.g., registers, the prescribed retention period will be counted from the year in which it has ceased to be current.

In exceptional cases, a record may be retained for a period longer than that specified in the schedule, if it has certain special features or such a course is warranted by the peculiar needs of the department. In no case, however, will a record be retained for a period shorter than that prescribed in the schedule.

Linked Disposal Rule: If a record is required in connection with the disposal of another record, the former will not be weeded out until all after one main record raised in the latter have been finally decided, even though the retention period marked on the former may have expired in the meantime.

💰

FILES HAVING FINANCIAL IMPLICATIONS

The Five-Year Principle: Files having financial implications and liable to be called by audit for inspection should be retained for a period of five years after they have been recorded.

Handling Audit Objections

If an audit objection relating to a transaction dealt with in a file is received within the five-year period, the file will not be destroyed until after the objection has been settled to the satisfaction of the audit.

Local Audit Protocol

If a local audit does not take place within five years, the Head of the Office must ascertain from audit authorities whether they have any objection to weeding out the files.

The Working Rule: To avoid an unnecessary build-up of records, a continuous and conscious effort should be made throughout the year to weed out unnecessary documents. The guiding principle is "weed as you go".

RECORD RETENTION SCHEDULE

📋

RETENTION SCHEDULE FOR RECORDS (MOP)

The Mandatory Rule: The retention period will be reckoned with reference to the date from which the record ceases to be current/active.

DESCRIPTION OF RECORD	RETENTION PERIOD (YEARS)
Dak Register	3 Years
Standing Guard Files	Permanent (Weed out when revised)
Section Dispatch Register	5 Years
Messenger Book	3 Years
File Register	Permanent
File Movement Register	3 Years
Register for Progress of Recording	3 Years
Precedent Book	Permanent
List of Files Transferred to DRR	25 Years
List of Files Transferred to National Archives	Permanent
Record Review Register	1 Year
List of Files Received for Review	1 Year
Record Requisition Slip (NAI)	Destroy after return to NAI
Monthly Progress Report on Recording	1 Year
Register of Communications from MPs/VIPs	3 Years
Register of Parliamentary Assurances	3 Years
Check-lists for Periodical Reports	1 Year
Inspection Reports	1 Year after ATN is accepted

📁

A – RECORDS OF ADMINISTRATIVE VALUE

Papers required to be kept indefinitely for the administration's use:

Rights & Obligations: Papers relating to evidence of rights or obligations of or against the government (e.g., property titles, deeds recognizing rights, formal instruments like awards and sanctions).

Major Policy: Papers relating to major policy decisions, including those relating to the preparation or modification of legislation.

Committees & Working Groups: Papers relating to constitution, functions and working of important committees, working groups, etc.

Precedents: Papers relating to lasting precedents for important procedures (e.g., administrative memoranda, historical reports, legal opinions on important matters).

Rules & Regulations: Papers relating to rules, regulations, departmental guides or instructions of general application.

Organization & Staffing: Papers relating to salient features of organisation and staffing of government departments and offices.

Important Litigation: Papers relating to important litigation or 'causes celebres' in which the administration was involved.

🏛️

B – RECORDS OF HISTORICAL IMPORTANCE

Papers of value to historians and research scholars:

Origin & Organization: Papers relating to the origin of a department or agency; how it was organised; how it functioned; and (if defunct) how and why it was dissolved.

Accomplishments: Papers relating to data about what the department/agency accomplished (samples or annual reports).

Policy Change Indicators: Papers relating to a change of policy can be identified via: (a) Summaries for Ministers, (b) Committee appointments, and (c) Notes for the Cabinet or Cabinet Committees.

Implementation: Papers relating to the implementation of a change of policy, including sets of instructions for executing agencies and relevant forms.

Public Events: Papers relating to a well-known public or international event or cause celebre, or events causing interest/controversy on a national plane.

Trends & Developments: Papers relating to direct reference to trends or developments in political, social, economic or other fields (including unpublished statistical data).

Citations: Papers relating to papers cited in or noted as consulted in connection with official publications.

Research & Development: Papers relating to the more important aspects of scientific or technical research and development.

Local Interest: Papers relating to matters of local interest not reasonably expected to be available locally, or covering the whole country.

10.

Obsolete Investigations: Papers relating to obsolete activities or investigations, or to abortive schemes in important fields.

11.

Departmental Sources: Papers relating to any other specific category of records which are treated as genuine sources of history (biographical/antiquarian interest).

👥

DESTRUCTION OF PERSONNEL & ESTABLISHMENT RECORDS

SL. NO.	MAIN-HEAD	SUB-HEAD	RETENTION PERIOD	REMARKS
1.	Creation & Classification of posts	(i) Continuance / revival of posts. (ii) Conversion of temporary posts. (iii) Creation of posts. (iv) Revision of scales of pay. (v) Upgrading of posts.	(i) 1 year. (ii) 10 years. (iii) 10 years. (iv) Permanent for concerned Depts. (v) 10 years.	Subject to particulars of sanction being noted in Establishment/ Service Register.
2.	Review for suitability	Establishment / Sanction Register.	Permanent.	Old volume kept for 3 years when rewritten.
3.	Arbitration and litigation	--	3 years.	File not closed until proceedings are final.
4.	Notices under Section 80 CPC	--	1 year.	If followed by suit, retain for 3 years.
5.	Recruitment	Condonation of break in service.	5 years.	Entry in service record required.
6.	Advances	(i-ii) Rules and Orders (iii-vii) Grant of advances	(i-ii) Permanent for issuing Depts. (iii-vii) 1 year.	Subject to entries in pay bill register.
7.	Surety Bonds	Executed for temp/retiring servants.	3 years.	After Bond ceases to be enforceable.
8.	Pension / retirement	(i) Rules and Orders (ii) Pre-verification, Invalid pension, Family pension, Gratuity, Commutation	(i) Permanent for issuing Depts. (ii) 1-15 years (varies by type)	Commutation: 15 years retention.