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.
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:
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.
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).
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:
eFiles qualifying for permanent preservation for administrative purposes or historical reasons.
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:
📁 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.
10.6 STAGE OF INDEXING
- Files will be indexed at the time of their recording.
- Eligibility: Only those files which are categorised as 'A' & 'B' will be indexed.
- Exception: If a list of recorded files is available in MS-Word or PDF format, there is no need for indexing.
📇 BOX-E.10.3. INDEXING IN EFILE
• Meta-data of the file along with recording info helps in easy tracking, retrieval, and status monitoring.
• Searchable parameters include: File number, Subject/Part-subject, Category, and creation parameters.
10.7 RECORD RETENTION SCHEDULE
To prevent premature destruction or unnecessary storage, departments must follow these schedules:
Mandatory Review: The above schedules should be reviewed at least once in 5 years.
10.8 CUSTODY OF RECORDS
🔄 BOX-E.10.4. REVIEW OF EFILES
Closed e-files are reviewed as per schedules and marked for weeding out or transfer to NAI as per accession procedures.
10.9. REVIEW AND WEEDING OF RECORDS
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.
The Review Cycle: Beginning in January each year, the DRR sends files due for review to sections in four lots: January, April, July, and September (Form Appendix 10.5).
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.
Post-Review Action: Surviving 'A' and 'B' files (at 25th year) are transferred to the National Archives of India (NAI). Other files marked for destruction are disposed of after register updates.
⚠️ MANNER OF WEEDING/DESTRUCTION
|
Routine Records Manually torn into small pieces |
Classified Records Use of Shredder |
Secret Records Incinerated after being shredded |
Measures to Reduce Volume:
- Annual Special Drive: Launched to record/review all Category 'C' files.
- JS Review: Half-yearly state of weeding reviewed by each Joint Secretary.
- Inspection: Officers must pay special attention to Records Management during inspections.
⭕ Box-e.10.5. Records Management System (RMS)
In eFile, once physical files are reviewed, the RMS takes care of weeding out procedures automatically as per the prescribed manual standards.
10.10. QUARTERLY PROGRESS REPORTS OF RECORDING AND REVIEWING
Required Documentation:
The reports must be submitted to the section officer together with the following records:
(a) Register for watching progress of recording (Appendix - 10.1); and
(b) Lists of files received for review (Appendix – 10.5)
(a) Post the figures in the forms at Appendices 10.6 and 10.7 and return the reports to the section concerned;
(b) Prepare the consolidated statement for the Department as a whole by vertically totaling the columns in the form at Appendices 10.8 and 10.9;
(c) Watch the progress of recording and review work generally; and
(d) Bring to the notice of the designated O&M officer and the Secretary, any significant trends in the matter.
10.11. PERSONAL OFFICES OF MINISTERS
- • Ink Standards: Only Black or Blue ink shall be used by all staff and officers.
- • Paragraphing: Divide notes into serially numbered paragraphs. Use brief titles for policy or problem-solving cases.
- • Typed vs Handwritten: Handwritten notes should be avoided. Notes of half a page or more must be electronically printed on both sides of the sheet.
10.12. RECORDS OF OFFICERS & STAFF
- Each Department may issue departmental instructions to regulate the review and weeding out of records maintained by officers and their personal staff.
10.13. REQUISITIONING OF RECORDS
The Mandatory Standard: No recorded file will be issued from the sections, Departmental Record Room, or Archival records except with a signed archival records request in the form prescribed under the Public Records Act, 1993/Public Records Rules, 1997.
• Endorsements: Requisitions for files belonging to other departments in NAI custody must be endorsed by the department concerned.
• Confidential Files: NAI will not supply confidential files directly; they must be routed through the department to which they belong.
• a. Tracking: The requisition will be kept in place of the file issued by NAI.
• b. Format: If the file is microfilmed or printed, a copy will normally be issued instead of the original.
• c. Return Timeline (NAI): Files obtained from NAI will not normally be retained for more than one year without specific knowledge and consent.
💾 BOX-E.10.6. RECORDS MANAGEMENT SYSTEM (RMS)
• In eFile, the list of files to be reviewed in a particular year is available in the system based on defined categories.
• The RMS has provisions to take care of requisitioning of files from the department and/or NAI.
• The system provides facilities for: categorisation, sending to record room, location tracking, reviewing, transfer to NAI, and weeding out.
• Presently, all electronic files are retained in the eFile system.
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:
B – RECORDS OF HISTORICAL IMPORTANCE
Papers of value to historians and research scholars:
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.
RECORDS MANAGEMENT
1. Definition and Nature of Records
Definition: Sources of information that possess future referral value.
The "Memory" of an Organization: Records serve as the collective memory and are vital tools for management to make tactical, operational, or strategic decisions.
MEDIUMS:
- Paper-based.
- Non-paper medium: Floppies, CDs, audio-tapes, micro-films, or cyber space (digital).
Significance: The quality and timeliness of decisions depend directly on the quality of the information provided via records.
2. What Constitutes Records?
Records are the end product of an office's informational role, involving the collecting, collating, storing, processing, and disseminating of information.
BUILDING BLOCKS OF OFFICIAL RECORDS
■ Files and registers.
■ Manuals and maps.
■ Reports and correspondence.
■ Official forms.
3. Factors Leading to the Creation of Records
Records are generated during an organization's activities and operations through three main channels:
Various communications received from outside sources.
- Analysis of external communications.
- The internal process of decision-making.
- Communications conveying final decisions.
Aids created to facilitate internal working and decision-making for specific cases.
Examples: Running summaries of cases, reference folders, standing notes, and standing guard files.
4. Why Retain Government Records?
[TYCORE REASONS]
5. Life Cycle Categories
Proem: A ward would have to be kept over each stage in the life cycle of a record i.e. from its creation to disposition.
6. Principles of Efficient Records Management
VII. Economy must be observed by ensuring:
a) Records occupy minimum space.
b) Cost of storage equipment is low.
c) Cost of retrieving information is low.
Categorization of Records
The government records at the time of their segregation as closed records are categorized in accordance with their importance. There are three such categories:
At the time of recording of such files these are endorsed as 'KEEP and MICROFILM'. These categories of files are kept for at the most 25 years with the creator. Thereafter a joint review is undertaken with the NAI. If the file clears that review it is taken over by the NAI.
Files which fall in this category are:
i. Files which qualify for permanent preservation for administrative purposes and which have to be microfilmed because they contain:
- A document so precious that its original must be preserved intact and access to it in the original form must be restricted to the barest minimum; or
- Material likely to be required for frequent references by various agencies.
ii. Files of historical importance.
Note: Central Secretariat Manual of Office Procedure (DARPG) gives an illustrative list of Category 'A' and Category 'B' cases at Appendix No. 25.
At the time of recording of such files these are endorsed as 'KEEP but DO NOT MICROFILM'. This category of files cover files required for permanent preservation for administrative purposes, but not containing material of the kind mentioned in paragraph i (a) and (b) given above.
This category includes those files which are required to be preserved for specified period only. These are the files of secondary value having reference value for a limited period not exceeding 10 years.
Record Retention Schedules
Records should neither be destroyed prematurely nor should they be kept after they have out-lived their utility. There should be a reasonable ratio between the creation and destruction of records.
One of the essential components of an efficient records management system is the availability of elaborate record retention schedules.
There are four types of record retention schedules:
| TYPE OF RECORDS | RETENTION SCHEDULE REFERENCE |
|---|---|
| Records pertaining to Accounts | Appendix 13 of General Financial Rules |
| Records relating to subjects common to all Departments (Establishment, Vigilance, Common Office Services) | Records retention schedule on such subjects issued by the Department of Administrative Reforms & Public Grievances (DARPG) |
| Records referred in the C.S. Manual of Office Procedure | Appendix 28 of the C.S. Manual of Office Procedure |
| Record retention schedule pertaining to the substantive items of work of a Department |
The retention schedule prescribed by the Department concerned.
|
Procedure for Recording
Files should be recorded after the issues considered thereon have been completed. However, files of purely ephemeral nature containing papers of little reference value or research value may be destroyed after one year even without formally recording.
After action on the issues considered on the file have been completed, the dealing hand /initiating officer, in consultation with his supervisory officer should close and record the file in the manner prescribed below:
Indexing of Files
Some of the files are required to be indexed at the time of their recording. Files of category 'A' and 'B' will only be indexed.
x. Functional Filing System Exception:
Where the functional filing system is followed files need not be indexed under the basic, primary, secondary, and tertiary heads. The functional filing scheme itself will provide the master index. However, these files will have to be indexed under the catch words used in the 'content' part of the title, which falls outside the standardized headings.
Transfer of Recorded Files
Now once the closed files have been recorded, it is necessary that these must be taken away from the case-processor, so that the primary function of the case-processor relating to processing of live issues is carried on unhampered.
Live Issues)
Custody - 1 Year)
Up to 24 Years)
Permanent)
For this, recorded files are removed to the first custodian of recorded files—the Daftry or Peon of the Section. He keeps recorded files under his charge for the period of one year. Thereafter the recorded files are transferred by following the prescribed process to the Departmental Records Room (DRR).
The recorded files retained in the DRR at the most for 24 more years. Files which survive this period are then reviewed in consultation with NAI. Files which survive this review are taken over by the next custodian - the NAI for permanent preservation.
THE EXCEPTION:
Pay Bill Registers have the prescribed retention period of 35 years and so remain in DRR for 34 years.
All the custodians of records are expected to take adequate steps for the maintenance and preservation of records placed in their custody.
Retrieval of Records
If a preserved record cannot be retrieved at the required moment it is as good as destroyed. The record required to be retrieved must be properly identified (exact file number, etc.) using key aids.
AIDS TO RETRIEVE RECORDS:
a) Organizational History
b) Printed Index Heads
c) Induction Note
d) Index Cards
e) File Registers
f) Alphabetical List
g) Precedent Books
h) Standing Guard File
i) Standing Note
j) Reference Folder
Due procedure is followed to keep track of movement. Every custodian issues records only against a conspicuously colored requisitioning card or paper.
MANDATORY LINKAGE: PURPOSE, IDENTITY (FILE/DIARY NO.) OF CURRENT RECORD MUST BE INDICATED.
When a record is issued, the requisition is kept in place of the issued record. If a file obtained for one case is subsequently put up with another file, a fresh requisition must be given.
DRR Timeframe
Files obtained from Dept. Records Room are normally returned within three months.
NAI Timeframe
Files obtained from NAI are not normally retained for more than six months without consent.
Review of Records
Reviewing is the activity for determining the future of past records that have completed their initially prescribed retention period.
Objectives: To ascertain relevance, utility, and administrative/legal/fiscal use. It also considers intrinsic value (age, signatures, seals, etc.).
TIMELINES
🕐 Category 'C': Reviewed after completion of indicated calendar years from closure.
📅 Category 'A' & 'B': Reviewed after completion of 25 years from the year of opening.
SYSTEMATIC PROCESS
Review is entrusted to those conversant with the subject matter. The DRR takes stock at the beginning of the year and distributes files to Sections evenly spread over the year.
Disposition of Records
When records are found to have outlived their utility, they are weeded out (incinerator or shredder).
MANDATORY: 'CERTIFICATE OF DESTRUCTION' (FORM-6) UNDER PUBLIC RECORDS RULES, 1997.
Statutory Obligation
The management, administration, and preservation of public records is regulated by the Public Records Act, 1993 and its framed Rules.
Departmental Records Officer [DRO]
Every record-creating agency must designate one officer as the DRO under intimation to the National Archives of India (NAI).
- NAI is the apex body for managing Government records.
- DRO performs functions as enumerated in the Act.
- Linkage is maintained via periodic reports submitted to the NAI.
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:
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. Authenticated copy of sanction required. |
| 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 in case (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. The retention periods initially marked on such records should be consciously reviewed and revised suitably.
NOTES ON DESTRUCTION OF RECORDS
Before any pay bills/pay registers are destroyed, the service of the Government servants concerned should be verified under Rule 257 in accordance with.
The periods of preservation of account records in Public Works Offices are prescribed separately by Government.
Where a minimum period after which any record may be destroyed has been prescribed, the Head of a Department or any other authority empowered by him to do so, may order in writing the destruction of such record in their own and subordinate offices on the expiry of that period counting from the last day of the latest financial year covered by the record.
Heads of Departments shall be competent to sanction the destruction of such other records in their own and subordinate offices as may be considered useless, but a list of such records as properly appertain to the accounts audited by the Indian Audit and Accounts Departments shall be submitted to the Audit Officer for his opinion on the list of accounts and the Accounts Officers for his opinion before the destruction is ordered.
Full details shall be maintained permanently, in each office, of all records destroyed from time to time.
DESTRUCTION OF PERSONNEL & ESTABLISHMENT RECORDS (PARA 1.III)
| 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 in the case of Departments concerned and Departments concerned; other Departments need keep only the standing orders, weeding out superseded ones when obsolete. (v) 10 years. | Subject to particulars of sanction being noted in Establishment/ Service Register. |
| 2. | Review for determining suitability of employees for continuance in service | Establishment / Sanction Register. | Permanent. | Where the register is re-written, the old volume will be kept for 3 years. |
| 3. | Arbitration and litigation cases | -- | 3 years. | Subject to: (a) file not being closed until proceedings are income final; (b) cases involving important precedents being retained longer. |
| 4. | Notices under Section 80 of CPC | -- | 1 year. | If followed by civil suit, it becomes arbitration/litigation case (retain for 3 years). |
| 5. | Recruitment | Condonation of break in service. | 5 years. | Subject to: entry in service record and attested fresh copy in Vol. II of Service Book. |
| 6. | Advance: housebuilding |
(i-ii) Rules and Orders (Car, Cycle, Festival, GPF, House Building, etc.) (iii) Grant of conveyance allowance. (iv-vii) Grant of specific advances (Cycle, Festival, GPF, Pay, TA, LTC, etc.) |
(i-ii) Permanent for issuing Departments; others keep standing rules only. (iii-vii) 1 year. | Subject to entries in pay bill register. Mortgage deeds and agreements kept in safe custody while valid. |
| 7. | Surety Bonds | Executed in favor of temporary or retiring Govt servants. | 3 years. | Counted after the Bond ceases to be enforceable. |
| 8. | Pension / retirement |
(i) Rules and Orders (General aspects). (ii) In respect of Groups 'A', 'B' and 'C' Govt servants: (a) Pre-verification of pension cases. (b) Invalid pension. (c) Family pension. (d) Other pensions. (e) Gratuity. (f) Commutation of pension. |
(i) Permanent for issuing Depts. (ii) (a) 3 years. (b-d) 1 year after last necessary ceases or 5 years (whichever is later). (e) 5 years. (f) 15 years. | Counted after the Bond ceases to be enforceable. |
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 audit authorities may request further retention for scrutiny, specifying the required period.
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".
GENERAL INSTRUCTIONS FOR RETENTION
Reckoning for Files: The retention period specified for a file is to be reckoned from the year in which the file is closed (action completed), and not necessarily from the year in which it is recorded.
Reckoning for Registers: In the case of records other than files (e.g., registers), the period is counted from the year in which it has ceased to be current.
Exceptional Cases: Records may be retained for a longer period than specified if warranted by special features or departmental needs. However, records must never be retained for a shorter period than prescribed in the schedule.
Linked Records: If a record is required for the disposal of another record, the former will not be weeded out until all issues in the latter have been finally decided, even if the former's retention period has expired. Retention periods for such records should be consciously reviewed and revised suitably.
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:
B – RECORDS OF HISTORICAL IMPORTANCE
Papers of value to historians and research scholars:
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.
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. |