Records Management Portal | Government of India<\/title>\n <style>\n @import url('https:\/\/fonts.googleapis.com\/css2?family=Libre+Baskerville:wght@400;700&display=swap');\n \n :root {\n --primary-navy: #1a3a5c;\n --secondary-navy: #2d5a87;\n --accent-gold: #c9a227;\n --accent-crimson: #b22234;\n --bg-cream: #faf8f5;\n --text-dark: #1a1a1a;\n --text-light: #f5f5f5;\n --border-light: #e0ddd5;\n --success-green: #2e7d32;\n --warning-amber: #f4c430;\n --highlight-yellow: #ffff00;\n --base-font-size: 14px;\n }\n\n * {\n margin: 0;\n padding: 0;\n box-sizing: border-box;\n }\n\n body {\n font-family: 'Bookman Old Style', 'Libre Baskerville', 'Palatino Linotype', 'Book Antiqua', Georgia, serif;\n background-color: #ffffff;\n color: #1a1a1a;\n line-height: 1.7;\n font-size: var(--base-font-size);\n }\n\n \/* Main Container - Flexbox Layout *\/\n .page-container {\n display: flex;\n min-height: 100vh;\n width: 100%;\n }\n\n \/* Sidebar Styles *\/\n .sidebar {\n width: 375px;\n min-width: 375px;\n background: linear-gradient(180deg, var(--primary-navy) 0%, #0f2840 100%);\n color: var(--text-light);\n min-height: 100vh;\n}\n\n .sidebar-inner {\n position: sticky;\n top: 0;\n max-height: 100vh;\n overflow-y: auto;\n}\n\n .sidebar-header {\n padding: 25px 20px;\n background: linear-gradient(135deg, rgba(255, 140, 0, 0.85) 0%, rgba(230, 120, 0, 0.9) 100%), url('https:\/\/promotionexams.com\/wp-content\/uploads\/2025\/07\/balaji-thiruvaiyaru-02.jpeg');\n background-size: cover;\n background-position: center;\n background-repeat: no-repeat;\n border-bottom: 3px solid var(--accent-gold);\n text-align: center;\n}\n\n .sidebar-header .emblem {\n font-size: 36px;\n margin-bottom: 10px;\n display: block;\n }\n\n .sidebar-header h1 {\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\n font-size: 18px;\n font-weight: 700;\n letter-spacing: 0.5px;\n color: #ffffff;\n margin-bottom: 5px;\n }\n\n .sidebar-header p {\n font-size: 11px;\n opacity: 0.9;\n font-weight: 400;\n letter-spacing: 1px;\n text-transform: uppercase;\n color: #ffffff;\n }\n\n .toc-title {\n padding: 15px 20px 10px;\n font-size: 12px;\n font-weight: 700;\n letter-spacing: 2px;\n text-transform: uppercase;\n color: var(--accent-gold);\n border-bottom: 1px solid rgba(255,255,255,0.1);\n }\n\n .nav-menu {\n list-style: none;\n padding: 10px 0;\n }\n\n .nav-item {\n border-bottom: 1px solid rgba(255,255,255,0.05);\n }\n\n .nav-link {\n display: flex;\n align-items: center;\n padding: 15px 20px;\n color: var(--text-light);\n text-decoration: none;\n font-size: var(--base-font-size);\n font-weight: 600;\n transition: all 0.3s ease;\n cursor: pointer;\n border-left: 4px solid transparent;\n }\n\n .nav-link:hover {\n background: rgba(255,255,255,0.08);\n border-left-color: var(--accent-gold);\n }\n\n .nav-link.active {\n background: rgba(201, 162, 39, 0.15);\n border-left-color: var(--accent-gold);\n }\n\n .nav-icon {\n width: 36px;\n height: 36px;\n background: rgba(255,255,255,0.1);\n border-radius: 6px;\n display: flex;\n align-items: center;\n justify-content: center;\n margin-right: 12px;\n flex-shrink: 0;\n font-size: 18px;\n }\n\n .nav-link.active .nav-icon {\n background: var(--accent-gold);\n }\n\n .nav-text {\n flex: 1;\n line-height: 1.3;\n }\n\n .nav-number {\n font-size: 10px;\n font-weight: 700;\n letter-spacing: 1px;\n color: rgba(255,255,255,0.4);\n margin-left: 10px;\n }\n\n .sidebar-footer {\n padding: 15px 20px;\n border-top: 1px solid rgba(255,255,255,0.1);\n font-size: 10px;\n color: rgba(255,255,255,0.5);\n text-align: center;\n }\n\n .footer-logo {\n margin-bottom: 10px;\n }\n\n .footer-logo-img {\n max-width: 120px;\n max-height: 50px;\n object-fit: contain;\n }\n\n \/* Main Content Styles *\/\n .main-content {\n flex: 1;\n min-width: 0;\n background: #ffffff;\n }\n\n .content-header {\n background: #ffffff;\n padding: 20px 30px;\n border-bottom: 2px solid var(--border-light);\n position: sticky;\n top: 0;\n z-index: 50;\n }\n\n .breadcrumb {\n font-size: var(--base-font-size);\n color: #888;\n margin-bottom: 8px;\n letter-spacing: 0.5px;\n }\n\n .breadcrumb-link {\n color: var(--primary-navy);\n text-decoration: none;\n font-weight: 600;\n transition: all 0.2s ease;\n }\n\n .breadcrumb-link:hover {\n color: var(--accent-crimson);\n text-decoration: underline;\n }\n\n .breadcrumb-separator {\n color: #888;\n margin: 0 5px;\n }\n\n .breadcrumb-current {\n color: var(--accent-crimson);\n font-weight: 700;\n }\n\n .content-header h2 {\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\n font-size: 24px;\n color: var(--primary-navy);\n font-weight: 700;\n }\n\n .content-body {\n padding: 30px;\n max-width: 1000px;\n background: #ffffff;\n color: #1a1a1a;\n }\n\n \/* Content Section Styles *\/\n .content-section {\n display: none;\n animation: fadeIn 0.4s ease;\n }\n\n .content-section.active {\n display: block;\n }\n\n @keyframes fadeIn {\n from { opacity: 0; transform: translateY(10px); }\n to { opacity: 1; transform: translateY(0); }\n }\n\n \/* Document Styles *\/\n .main-title {\n text-align: center;\n color: var(--accent-crimson);\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\n font-size: 24px;\n font-weight: 700;\n margin-bottom: 25px;\n padding-bottom: 15px;\n border-bottom: 2px solid var(--accent-crimson);\n }\n\n .section-header {\n display: flex;\n align-items: center;\n gap: 12px;\n margin-top: 35px;\n margin-bottom: 12px;\n }\n\n .icon {\n background: linear-gradient(135deg, var(--primary-navy) 0%, var(--secondary-navy) 100%);\n color: white;\n width: 32px;\n height: 32px;\n border-radius: 5px;\n display: flex;\n align-items: center;\n justify-content: center;\n font-size: 16px;\n flex-shrink: 0;\n }\n\n .section-header h2 {\n color: var(--primary-navy);\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\n font-size: 18px;\n font-weight: 700;\n letter-spacing: 0.3px;\n }\n\n .section-line {\n border: none;\n border-top: 2px solid var(--primary-navy);\n margin-bottom: 20px;\n }\n\n \/* Highlight for keywords *\/\n .highlight {\n background-color: var(--highlight-yellow);\n padding: 1px 4px;\n font-weight: 700;\n }\n\n .emphasis {\n font-weight: 700;\n color: var(--text-dark);\n }\n\n .green-box {\n background: linear-gradient(135deg, #f0f7f0 0%, #e8f5e8 100%);\n border-left: 4px solid var(--success-green);\n padding: 15px 20px;\n margin: 20px 0;\n border-radius: 0 6px 6px 0;\n }\n\n .green-box p {\n font-size: var(--base-font-size);\n line-height: 1.7;\n }\n\n .yellow-box {\n background: linear-gradient(135deg, #fffef5 0%, #fff9e6 100%);\n border-left: 4px solid var(--warning-amber);\n padding: 15px 20px;\n margin: 20px 0;\n border-radius: 0 6px 6px 0;\n }\n\n .yellow-box p {\n font-size: var(--base-font-size);\n line-height: 1.7;\n font-style: italic;\n }\n\n .red-box {\n background: linear-gradient(135deg, #fff5f5 0%, #ffebeb 100%);\n border-left: 4px solid var(--accent-crimson);\n padding: 15px 20px;\n margin: 20px 0;\n border-radius: 0 6px 6px 0;\n }\n\n .red-box p, .red-box li {\n font-size: var(--base-font-size);\n }\n\n .blue-box {\n background: linear-gradient(135deg, #f0f8ff 0%, #e6f2ff 100%);\n border: 2px solid var(--secondary-navy);\n border-radius: 8px;\n padding: 20px;\n margin: 20px 0;\n }\n\n .blue-box h3 {\n color: var(--primary-navy);\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\n font-size: 16px;\n font-weight: 700;\n margin-bottom: 12px;\n }\n\n .blue-box p {\n font-size: var(--base-font-size);\n }\n\n .mandatory-text {\n font-weight: 700;\n color: var(--primary-navy);\n }\n\n .list-section {\n margin-left: 20px;\n margin-bottom: 15px;\n }\n\n .list-item {\n margin-bottom: 12px;\n font-size: var(--base-font-size);\n text-align: justify;\n display: flex;\n gap: 10px;\n }\n\n .list-number {\n font-weight: 700;\n color: var(--primary-navy);\n min-width: 30px;\n }\n\n \/* Tables *\/\n table {\n width: 100%;\n border-collapse: collapse;\n margin: 20px 0;\n font-size: var(--base-font-size);\n border: 1px solid #ddd;\n }\n\n th, td {\n border: 1px solid #ddd;\n padding: 10px 12px;\n text-align: left;\n vertical-align: top;\n font-size: var(--base-font-size);\n }\n\n th {\n background: linear-gradient(135deg, var(--primary-navy) 0%, var(--secondary-navy) 100%);\n color: white;\n font-weight: 700;\n text-align: center;\n font-size: 12px;\n letter-spacing: 0.5px;\n text-transform: uppercase;\n }\n\n tbody tr:nth-child(even) {\n background-color: #f8f9fa;\n }\n\n tbody tr:hover {\n background-color: #f0f4f8;\n }\n\n .numbered-point {\n margin-bottom: 15px;\n display: flex;\n gap: 12px;\n }\n\n .numbered-point .number {\n font-weight: 700;\n color: var(--primary-navy);\n min-width: 25px;\n }\n\n .numbered-point p {\n font-size: var(--base-font-size);\n text-align: justify;\n flex: 1;\n }\n\n .underline {\n text-decoration: underline;\n text-decoration-color: var(--accent-gold);\n text-underline-offset: 3px;\n }\n\n .blue-heading {\n color: var(--primary-navy);\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\n font-weight: 700;\n font-size: 16px;\n margin-top: 20px;\n margin-bottom: 10px;\n }\n\n .indented-section {\n margin-left: 20px;\n margin-bottom: 12px;\n font-size: var(--base-font-size);\n text-align: justify;\n padding: 12px;\n background: #f8f9fa;\n border-radius: 5px;\n border-left: 3px solid var(--secondary-navy);\n }\n\n .category-box {\n background: #f8f9fa;\n border-left: 4px solid var(--primary-navy);\n padding: 15px;\n margin: 15px 0;\n border-radius: 0 6px 6px 0;\n }\n\n .category-box p {\n font-size: var(--base-font-size);\n }\n\n .category-title {\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\n font-weight: 700;\n color: var(--primary-navy);\n font-size: 16px;\n margin-bottom: 10px;\n }\n\n .flowchart-container {\n text-align: center;\n margin: 25px 0;\n padding: 25px;\n background: #f8f9fa;\n border-radius: 10px;\n border: 1px solid var(--border-light);\n }\n\n .flowchart-title {\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\n font-weight: 700;\n font-size: 16px;\n margin-bottom: 20px;\n color: var(--primary-navy);\n }\n\n .flowchart-row {\n display: flex;\n justify-content: center;\n align-items: center;\n gap: 10px;\n margin-bottom: 12px;\n flex-wrap: wrap;\n }\n\n .flowchart-box {\n background: linear-gradient(135deg, #d6e9f8 0%, #c4dff6 100%);\n border: 2px solid var(--secondary-navy);\n border-radius: 8px;\n padding: 12px 15px;\n min-width: 120px;\n font-size: var(--base-font-size);\n font-weight: 600;\n text-align: center;\n }\n\n .arrow {\n font-size: 18px;\n font-weight: bold;\n color: var(--secondary-navy);\n }\n\n .arrow-down {\n font-size: 24px;\n font-weight: bold;\n color: var(--secondary-navy);\n text-align: center;\n margin: 10px 0;\n }\n\n .two-column {\n display: grid;\n grid-template-columns: 1fr 1fr;\n gap: 20px;\n margin: 20px 0;\n }\n\n .column-box {\n background: #f8f9fa;\n padding: 15px;\n border-radius: 6px;\n border: 1px solid var(--border-light);\n }\n\n .column-box p {\n font-size: var(--base-font-size);\n }\n\n .red-text {\n color: var(--accent-crimson);\n font-weight: 700;\n }\n\n .sub-heading {\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\n font-weight: 700;\n font-size: 16px;\n margin: 20px 0 12px 0;\n color: var(--primary-navy);\n }\n\n .procedure-step {\n margin-bottom: 15px;\n display: flex;\n gap: 12px;\n }\n\n .step-number {\n font-weight: 700;\n min-width: 30px;\n color: var(--primary-navy);\n }\n\n .step-content {\n flex: 1;\n text-align: justify;\n font-size: var(--base-font-size);\n }\n\n .small-table {\n width: 100%;\n margin: 20px 0;\n }\n\n .small-table td {\n padding: 15px;\n text-align: center;\n background: #f8f9fa;\n border: 1px solid var(--border-light);\n font-size: var(--base-font-size);\n }\n\n .note-text {\n font-style: italic;\n margin: 12px 0;\n padding-left: 15px;\n color: #666;\n font-size: var(--base-font-size);\n }\n\n .sub-section {\n margin-left: 20px;\n margin-top: 12px;\n }\n\n .bullet-list {\n margin-left: 15px;\n margin-top: 12px;\n list-style: disc;\n padding-left: 20px;\n }\n\n .bullet-list li {\n margin-bottom: 10px;\n text-align: justify;\n font-size: var(--base-font-size);\n }\n\n .numbered-list {\n margin: 15px 0;\n }\n\n \/* Placeholder Section *\/\n .placeholder-section {\n text-align: center;\n padding: 60px 30px;\n background: #f8f9fa;\n border-radius: 10px;\n border: 2px dashed var(--border-light);\n margin: 25px 0;\n }\n\n .placeholder-section .placeholder-icon {\n font-size: 60px;\n margin-bottom: 15px;\n }\n\n .placeholder-section h3 {\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\n font-size: 22px;\n color: var(--primary-navy);\n margin-bottom: 12px;\n }\n\n .placeholder-section p {\n color: #888;\n font-size: var(--base-font-size);\n max-width: 400px;\n margin: 0 auto;\n }\n\n \/* Coming Soon Box *\/\n .coming-soon-box {\n text-align: center;\n padding: 80px 40px;\n background: linear-gradient(135deg, #fff9e6 0%, #fff3cd 100%);\n border-radius: 15px;\n border: 3px dashed var(--warning-amber);\n margin: 40px 20px;\n box-shadow: 0 4px 15px rgba(244, 196, 48, 0.2);\n }\n\n .coming-soon-icon {\n font-size: 70px;\n margin-bottom: 20px;\n animation: pulse 2s infinite;\n }\n\n @keyframes pulse {\n 0%, 100% { transform: scale(1); }\n 50% { transform: scale(1.1); }\n }\n\n .coming-soon-box h3 {\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\n font-size: 28px;\n color: var(--primary-navy);\n margin-bottom: 15px;\n }\n\n .coming-soon-box p {\n color: #555;\n font-size: var(--base-font-size);\n max-width: 500px;\n margin: 0 auto 10px;\n }\n\n .coming-soon-box .coming-soon-subtext {\n color: #777;\n font-size: 13px;\n font-style: italic;\n margin-top: 15px;\n }\n\n \/* Responsive *\/\n @media (max-width: 900px) {\n .page-container {\n flex-direction: column;\n }\n .sidebar {\n width: 100%;\n min-width: 100%;\n min-height: auto;\n }\n .sidebar-inner {\n position: relative;\n max-height: none;\n }\n .two-column {\n grid-template-columns: 1fr;\n }\n .flowchart-row {\n flex-direction: column;\n }\n .arrow {\n transform: rotate(90deg);\n }\n }\n\n \/* Print Styles *\/\n @media print {\n .sidebar {\n display: none;\n }\n .content-header {\n position: static;\n }\n }\n <\/style>\n<\/head>\n<body>\n\n <div class=\"page-container\">\n \n <aside class=\"sidebar\">\n <div class=\"sidebar-inner\">\n <div class=\"sidebar-header\">\n <span class=\"emblem\">\ud83c\udfdb\ufe0f<\/span>\n <h1>Records Management Portal<\/h1>\n <p>Government of India<\/p>\n <\/div>\n\n <div class=\"toc-title\">\ud83d\udcda Table of Contents<\/div>\n\n <ul class=\"nav-menu\">\n <li class=\"nav-item\">\n <a class=\"nav-link active\" data-section=\"csmop\" onclick=\"showSection('csmop')\">\n <span class=\"nav-icon\">\ud83d\udccb<\/span>\n <span class=\"nav-text\">CSMOP<\/span>\n <span class=\"nav-number\">01<\/span>\n <\/a>\n <\/li>\n <li class=\"nav-item\">\n <a class=\"nav-link\" data-section=\"istm\" onclick=\"showSection('istm')\">\n <span class=\"nav-icon\">\ud83d\udcd6<\/span>\n <span class=\"nav-text\">Notes on Office Procedure - ISTM<\/span>\n <span class=\"nav-number\">02<\/span>\n <\/a>\n <\/li>\n <li class=\"nav-item\">\n <a class=\"nav-link\" data-section=\"gfr\" onclick=\"showSection('gfr')\">\n <span class=\"nav-icon\">\ud83d\udcc1<\/span>\n <span class=\"nav-text\">GFR - Appendix 9<\/span>\n <span class=\"nav-number\">03<\/span>\n <\/a>\n <\/li>\n <li class=\"nav-item\">\n <a class=\"nav-link\" data-section=\"retention\" onclick=\"showSection('retention')\">\n <span class=\"nav-icon\">\ud83d\udcc5<\/span>\n <span class=\"nav-text\">Record Retention Schedule<\/span>\n <span class=\"nav-number\">04<\/span>\n <\/a>\n <\/li>\n <\/ul>\n\n <div class=\"sidebar-footer\">\n <div class=\"footer-logo\">\n <img decoding=\"async\" src=\"logo.png\" alt=\"PromotionExams Logo\" class=\"footer-logo-img\" onerror=\"this.style.display='none'\">\n <\/div>\n <p>\u00a9 2026 PromotionExams.com<\/p>\n <p>Erstwhile CSSADDA.in<\/p>\n <\/div>\n <\/div>\n <\/aside>\n\n \n <main class=\"main-content\">\n <header class=\"content-header\">\n <div class=\"breadcrumb\">\n <a href=\"#\" class=\"breadcrumb-link\" onclick=\"goHome(); return false;\">Home<\/a> \n <span class=\"breadcrumb-separator\">\/<\/span> \n <a href=\"#\" class=\"breadcrumb-link\" onclick=\"goRecordsManagement(); return false;\">Records Management<\/a> \n <span class=\"breadcrumb-separator\">\/<\/span> \n <span id=\"current-section-name\" class=\"breadcrumb-current\">CSMOP<\/span>\n <\/div>\n <h2 id=\"content-title\">Central Secretariat Manual of Office Procedure<\/h2>\n <\/header>\n\n <div class=\"content-body\">\n\n \n <div id=\"csmop\" class=\"content-section active\">\n\n <div class=\"main-title\">Chapter 10 : RECORDS MANAGEMENT<\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udccb<\/div>\n <h2>10.1. Activities involved in records management are:<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"green-box\">\n <p>\n <span class=\"mandatory-text\">The Mandatory Standard:<\/span> Records management covers the activities concerning mainly <span class=\"highlight\">recording, retention, retrieval and weeding out<\/span>.\n <\/p>\n <\/div>\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">(2)<\/span>\n <span>In pursuance of the <span class=\"highlight\">Public Records Act, 1993<\/span> and the <span class=\"highlight\">Public Records Rules, 1997<\/span>, each record creating agency will nominate a <span class=\"highlight\">Departmental Records Officer (DRO)<\/span>.<\/span>\n <\/div>\n <div class=\"indented-section\">\n \u2022 <span class=\"highlight\">Designation Rule:<\/span> The DRO must <span class=\"highlight\">not be below the level of a Section Officer<\/span> for overall records management of the organisation as a whole.\n <\/div>\n <\/div>\n\n <div class=\"flowchart-container\">\n <div class=\"flowchart-title\">Box \u2013 10.1: Stages of Records Management:<\/div>\n \n <div class=\"flowchart-row\">\n <div class=\"flowchart-box\">Creation of records<\/div>\n <span class=\"arrow\">\u2192<\/span>\n <div class=\"flowchart-box\">Use of records<\/div>\n <span class=\"arrow\">\u2192<\/span>\n <div class=\"flowchart-box\">Recording<\/div>\n <span class=\"arrow\">\u2192<\/span>\n <div class=\"flowchart-box\">Retention of records<\/div>\n <\/div>\n\n <div class=\"arrow-down\">\u2b07<\/div>\n\n <div class=\"flowchart-row\">\n <div class=\"flowchart-box\">Transfer to NAI<\/div>\n <span class=\"arrow\">\u2190<\/span>\n <div class=\"flowchart-box\">Appraisal of records<\/div>\n <span class=\"arrow\">\u2190<\/span>\n <div class=\"flowchart-box\">Review\/Weed out<\/div>\n <span class=\"arrow\">\u2190<\/span>\n <div class=\"flowchart-box\">Transfer to DRR<\/div>\n <\/div>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcdd<\/div>\n <h2>10.2 STAGE OF RECORDING<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 15px; text-align: justify;\">\n Files should be recorded <span class=\"highlight\">after action on all the issues<\/span> considered thereon has been completed as per the <span class=\"highlight\">record retention schedules (Para 10.7)<\/span>.\n <\/p>\n\n <div class=\"yellow-box\">\n <p>\n <span class=\"highlight\">Note on Ephemeral Records:<\/span> Papers relating to purely <span class=\"highlight\">ephemeral nature<\/span> (such as casual leave records or circulars of temporary nature) containing papers of little reference or research value may be <span class=\"highlight\">destroyed after one year<\/span> without being formally recorded.\n <\/p>\n <\/div>\n\n \n <div class=\"blue-box\">\n <h3>\ud83d\udcc1 BOX-E.10.1. RECORDING IN EFILE<\/h3>\n \n <p style=\"margin-bottom: 10px;\">\u2022 In eFile, the facility of recording a file is given for the files on which processing is done physically.<\/p>\n \n <p style=\"margin-bottom: 10px;\">\u2022 An electronic file on which action is complete is <span class=\"highlight\">closed<\/span> and kept in a separate folder (closed folder).<\/p>\n \n <p style=\"margin-bottom: 10px;\">\u2022 <span class=\"highlight\">Approval:<\/span> This may be closed by the creator after getting approval of the <span class=\"highlight\">competent authority<\/span> (Section Officer and above).<\/p>\n \n <p style=\"margin-bottom: 10px;\">\u2022 <span class=\"highlight\">Access:<\/span> The closed file may be seen by the official who closed the file and the official who authorized the closure.<\/p>\n \n <p style=\"margin-bottom: 10px;\">\u2022 <span class=\"highlight\">Reopening:<\/span> The closed file can be <span class=\"highlight\">reopened\/retrieved<\/span> by the official who has closed the file with the approval of the competent authority.<\/p>\n <\/div>\n\n <ul class=\"bullet-list\">\n <li><span class=\"highlight\">Departmental Instructions:<\/span> These are to be reviewed and re-issued by each Department.<\/li>\n \n <li><span class=\"highlight\">eFile Maintenance:<\/span> Electronic files should also be kept in <span class=\"highlight\">external media<\/span>, and the working condition of such media should be checked frequently (<span class=\"highlight\">at least once a week<\/span>).<\/li>\n <\/ul>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udccb<\/div>\n <h2>10.3. DEPARTMENTAL INSTRUCTIONS<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 20px; text-align: justify;\">\n Each Department has to issue <span class=\"highlight\">Departmental instructions<\/span> to regulate the <span class=\"highlight\">recording and reviewing<\/span> of records. These instructions must be reviewed and re-issued by each Department to ensure procedural compliance.\n <\/p>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83c\udfdb\ufe0f<\/div>\n <h2>10.4. CATEGORISATION OF PHYSICAL RECORDS<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 15px; text-align: justify;\">Files may be recorded under any one of the following <span class=\"highlight\">three categories<\/span>:<\/p>\n\n <div class=\"category-box\">\n <div class=\"category-title\">Category 'A' \u2014 \"Keep and Microfilm\"<\/div>\n <p style=\"margin-bottom: 10px;\">This categorization is adopted for files qualifying for <span class=\"highlight\">permanent preservation<\/span> for administrative purposes or historical importance.<\/p>\n \n <p style=\"font-weight: bold; margin-top: 15px; margin-bottom: 10px;\">Microfilming is required if they contain:<\/p>\n \n <p style=\"margin-bottom: 8px;\"><span class=\"highlight\">(i)<\/span> A document so precious that its original must be preserved intact and access restricted to prevent damage.<\/p>\n \n <p><span class=\"highlight\">(ii)<\/span> Material likely to be required for <span class=\"highlight\">frequent reference<\/span> by different parties simultaneously.<\/p>\n <\/div>\n\n <div class=\"category-box\">\n <div class=\"category-title\">Category 'B' \u2014 \"Keep but do not Microfilm\"<\/div>\n <p>Covers files required for <span class=\"highlight\">permanent preservation<\/span> for administrative purposes (as listed in part 'A' of Appendix 10.2), but <span class=\"highlight\">excludes<\/span> material requiring microfilming (i.e., not precious or frequently accessed simultaneously).<\/p>\n <\/div>\n\n <div class=\"category-box\">\n <div class=\"category-title\">Category 'C' \u2014 \"Keep for specified period only\"<\/div>\n <p style=\"margin-bottom: 10px;\">Includes files of <span class=\"highlight\">secondary importance<\/span> with reference value for a limited period <span class=\"highlight\">not exceeding 10 years<\/span>.<\/p>\n \n <p style=\"font-style: italic; margin-top: 15px;\"><span class=\"highlight\">Upgrade Rule:<\/span> In exceptional cases, if record retention is required beyond 10 years, it will be upgraded to <span class=\"highlight\">'B' Category<\/span>.<\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcbb<\/div>\n <h2>CATEGORISATION OF E-FILES<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 20px; text-align: justify;\">eFiles are recorded under <span class=\"highlight\">two specific categories<\/span>:<\/p>\n\n <div class=\"two-column\">\n <div class=\"column-box\">\n <div class=\"category-title\">Category - 'A'<\/div>\n <p>eFiles qualifying for <span class=\"highlight\">permanent preservation<\/span> for administrative purposes or historical reasons.<\/p>\n <\/div>\n \n <div class=\"column-box\">\n <div class=\"category-title\">Category - 'C'<\/div>\n <p>eFiles of <span class=\"highlight\">secondary importance<\/span> with reference value for a period <span class=\"highlight\">not exceeding 10 years<\/span>.<\/p>\n <\/div>\n <\/div>\n\n <p class=\"note-text\"><span class=\"highlight\">Note:<\/span> eFiles in Category 'C' required beyond 10 years must be upgraded to <span class=\"highlight\">Category 'A'<\/span>.<\/p>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\u2705<\/div>\n <h2>10.5. PROCEDURE FOR RECORDING<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 20px; text-align: justify;\">\n After action on the issue(s) considered on the file has been completed, the <span class=\"highlight\">Dealing Officer\/Initiating Officer<\/span>, in consultation with his <span class=\"highlight\">supervisory officer<\/span>, should close and record the file in the following manner:\n <\/p>\n\n <div class=\"numbered-list\">\n <div class=\"procedure-step\">\n <span class=\"step-number\">i.<\/span>\n <div class=\"step-content\">\n Indicate the appropriate <span class=\"highlight\">category of record<\/span>. For Category 'C', specify the <span class=\"highlight\">retention period<\/span> and the year of review\/weeding on the file cover (e.g., <span class=\"highlight\">\"C\/5 \u2013 Destroy 2\/2023\"<\/span>). This requires specific approval from the Section Officer.\n <\/div>\n <\/div>\n\n <div class=\"procedure-step\">\n <span class=\"step-number\">ii.<\/span>\n <div class=\"step-content\">\n Revise the <span class=\"highlight\">title of the file<\/span> where necessary to adequately describe the final contents.\n <\/div>\n <\/div>\n\n <div class=\"procedure-step\">\n <span class=\"step-number\">iii.<\/span>\n <div class=\"step-content\">\n Get the file <span class=\"highlight\">indexed<\/span> (Mandatory for Category <span class=\"highlight\">'A' & 'B'<\/span> files).\n <\/div>\n <\/div>\n\n <div class=\"procedure-step\">\n <span class=\"step-number\">iv.<\/span>\n <div class=\"step-content\">\n Take extracts of <span class=\"highlight\">important decisions\/documents<\/span> for the standing guard file, standing note, or <span class=\"highlight\">precedent book<\/span>.\n <\/div>\n <\/div>\n\n <div class=\"procedure-step\">\n <span class=\"step-number\">v.<\/span>\n <div class=\"step-content\">\n Remove and destroy <span class=\"highlight\">superfluous papers<\/span> (reminders, routine slips, rough drafts) unless they have <span class=\"highlight\">audit or legal<\/span> value.\n <\/div>\n <\/div>\n\n <div class=\"procedure-step\">\n <span class=\"step-number\">vi.<\/span>\n <div class=\"step-content\">\n Complete all references; mark <span class=\"highlight\">previous and later references<\/span> clearly on the file cover.\n <\/div>\n <\/div>\n\n <div class=\"procedure-step\">\n <span class=\"step-number\">vii.<\/span>\n <div class=\"step-content\">\n Complete <span class=\"highlight\">columns 4 and 5<\/span> of the file register (Appendix 7.3) and correct column 2 if necessary.\n <\/div>\n <\/div>\n\n <div class=\"procedure-step\">\n <span class=\"step-number\">viii.<\/span>\n <div class=\"step-content\">\n Enter the file number in the register for <span class=\"highlight\">watching progress of recording<\/span> (Appendix 10.1).\n <\/div>\n <\/div>\n\n <div class=\"procedure-step\">\n <span class=\"step-number\">ix.<\/span>\n <div class=\"step-content\">\n Write the word <span class=\"red-text\">\"RECORDED\"<\/span> prominently in <span class=\"highlight\">red ink<\/span> across entries in the file movement register.\n <\/div>\n <\/div>\n\n <div class=\"procedure-step\">\n <span class=\"step-number\">x.<\/span>\n <div class=\"step-content\">\n Convert all <span class=\"highlight\">pencil notations<\/span> (page numbers\/references) into <span class=\"highlight\">ink<\/span>.\n <\/div>\n <\/div>\n\n <div class=\"procedure-step\">\n <span class=\"step-number\">xi.<\/span>\n <div class=\"step-content\">\n Prepare <span class=\"highlight\">fresh file covers<\/span> where necessary, ensuring all previous entries are transferred.\n <\/div>\n <\/div>\n\n <div class=\"procedure-step\">\n <span class=\"step-number\">xii.<\/span>\n <div class=\"step-content\">\n Hand over the file to the <span class=\"highlight\">MTS<\/span> for repair of damaged papers and <span class=\"highlight\">stitching<\/span>. The file must be shown to the designated official for final entries before bundling.\n <\/div>\n <\/div>\n <\/div>\n\n \n <div class=\"blue-box\">\n <h3>\ud83d\udcc1 BOX-E.10.2. RECORDING IN EFILE<\/h3>\n \n <p style=\"margin-bottom: 10px;\">\u2022 In eFile, <span class=\"highlight\">change of file title<\/span> or <span class=\"highlight\">removal of any paper<\/span> from any part of the electronic file is <span class=\"highlight\">not permissible<\/span>.<\/p>\n \n <p>\u2022 In eFile, file maintenance is a <span class=\"highlight\">continuous and automatic activity<\/span>.<\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udd0d<\/div>\n <h2>10.6 STAGE OF INDEXING<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <ul class=\"bullet-list\">\n <li>Files will be <span class=\"highlight\">indexed<\/span> at the time of their recording.<\/li>\n \n <li><span class=\"highlight\">Eligibility:<\/span> Only those files which are categorised as <span class=\"highlight\">'A' & 'B'<\/span> will be indexed.<\/li>\n \n <li><span class=\"highlight\">Exception:<\/span> If a list of recorded files is available in <span class=\"highlight\">MS-Word or PDF<\/span> format, there is no need for indexing.<\/li>\n <\/ul>\n\n \n <div class=\"blue-box\">\n <h3>\ud83d\udcc7 BOX-E.10.3. INDEXING IN EFILE<\/h3>\n \n <p style=\"margin-bottom: 10px;\">\u2022 Meta-data of the file along with recording info helps in easy tracking, retrieval, and status monitoring.<\/p>\n \n <p>\u2022 Searchable parameters include: <span class=\"highlight\">File number, Subject\/Part-subject, Category<\/span>, and creation parameters.<\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcc5<\/div>\n <h2>10.7 RECORD RETENTION SCHEDULE<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 15px; text-align: justify;\">To prevent premature destruction or unnecessary storage, departments must follow these schedules:<\/p>\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">a.<\/span>\n <span><span class=\"highlight\">Accounts Records:<\/span> Follow Appendix 9 of <span class=\"highlight\">General Financial Rules (GFR), 2017<\/span>.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">b.<\/span>\n <span><span class=\"highlight\">Establishment\/Housekeeping:<\/span> Follow the common schedule issued by <span class=\"highlight\">DARPG<\/span>.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">c.<\/span>\n <span><span class=\"highlight\">Manual Records:<\/span> Observe retention periods specified in <span class=\"highlight\">Appendix 10.10<\/span>.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">d.<\/span>\n <span><span class=\"highlight\">Substantive Functions:<\/span> Use Departmental schedules vetted by the <span class=\"highlight\">National Archives of India (NAI)<\/span>.<\/span>\n <\/div>\n <\/div>\n\n <div class=\"green-box\" style=\"margin-top: 20px;\">\n <p>\n <span class=\"mandatory-text\">Mandatory Review:<\/span> The above schedules should be reviewed <span class=\"highlight\">at least once in 5 years<\/span>.\n <\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\uddc4\ufe0f<\/div>\n <h2>10.8 CUSTODY OF RECORDS<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">(i)<\/span>\n <span><span class=\"highlight\">Retention Period:<\/span> Recorded files are kept in sections\/desks for <span class=\"highlight\">not more than one year<\/span>, then transferred to the <span class=\"highlight\">Departmental Record Room (DRR)<\/span>.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">(ii)<\/span>\n <span><span class=\"highlight\">Work Transfer:<\/span> Files are transferred via <span class=\"highlight\">Appendix 10.3 (duplicate list)<\/span>. One copy remains with the receiver, the other is <span class=\"highlight\">returned to the transferor<\/span>.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">(iii)<\/span>\n <span><span class=\"highlight\">Transfer to DRR:<\/span> Accompanied by <span class=\"highlight\">Appendix 10.3<\/span> in duplicate. The DRR verifies files, signs, and returns one copy.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">(iv)<\/span>\n <span><span class=\"highlight\">DRR Management:<\/span> Maintains a <span class=\"highlight\">Record Review Register (Appendix 10.4)<\/span> with pages allotted for future years.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">(v)<\/span>\n <span><span class=\"highlight\">25-Year Rule (NAI):<\/span> Files reaching their <span class=\"highlight\">25th year of life<\/span> which survive review are stamped <span class=\"highlight\">'TRANSFERRED TO NAI'<\/span> and sent to the National Archives of India with a list in triplicate.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">(vi)<\/span>\n <span><span class=\"highlight\">Preservation Standards:<\/span> Record rooms must be <span class=\"highlight\">ventilated, well-lit, fire-safe<\/span>, and moisture-free. Records are dusted regularly and <span class=\"highlight\">periodically fumigated<\/span>.<\/span>\n <\/div>\n <\/div>\n\n \n <div class=\"blue-box\">\n <h3>\ud83d\udd04 BOX-E.10.4. REVIEW OF EFILES<\/h3>\n <p>Closed e-files are reviewed as per schedules and marked for <span class=\"highlight\">weeding out<\/span> or <span class=\"highlight\">transfer to NAI<\/span> as per accession procedures.<\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcdd<\/div>\n <h2>10.9. REVIEW AND WEEDING OF RECORDS<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"flowchart-container\">\n <div class=\"flowchart-title\">Review Timelines and Reckoning<\/div>\n \n <div style=\"display: flex; justify-content: center; gap: 30px; margin-bottom: 30px; flex-wrap: wrap;\">\n <div style=\"text-align: center;\">\n <div class=\"flowchart-box\" style=\"margin-bottom: 10px;\">\n <strong>CATEGORY 'C' FILES<\/strong>\n <\/div>\n <div style=\"font-size: 12px; margin-bottom: 5px;\">Reckoned by:<\/div>\n <div style=\"font-weight: bold;\">YEAR OF CLOSING<\/div>\n <div style=\"margin: 15px 0; font-size: 20px;\">\u2193<\/div>\n <div style=\"font-size: 12px;\">Review on Expiry of Retention Period<\/div>\n <\/div>\n \n <div style=\"text-align: center;\">\n <div class=\"flowchart-box\" style=\"margin-bottom: 10px;\">\n <strong>CATEGORY 'A' & 'B'<\/strong>\n <\/div>\n <div style=\"font-size: 12px; margin-bottom: 5px;\">Reckoned by:<\/div>\n <div style=\"font-weight: bold;\">YEAR OF OPENING<\/div>\n <div style=\"margin: 15px 0; font-size: 20px;\">\u2193<\/div>\n <div style=\"font-size: 12px;\">Review on Attaining 25th year<\/div>\n <\/div>\n <\/div>\n <\/div>\n\n <div class=\"green-box\">\n <p>\n <span class=\"mandatory-text\">The Mandatory Standard:<\/span> A category 'C' file will be <span class=\"highlight\">weeded out<\/span> on expiry of retention unless there are grounds for further retention. Retention after review must <span class=\"highlight\">not exceed 10 years<\/span> total, with approval from <span class=\"highlight\">Branch Officer\/Divisional Head<\/span>.\n <\/p>\n <\/div>\n\n <p style=\"margin: 20px 0; text-align: justify;\">\n <span class=\"highlight\">The Review Cycle:<\/span> Beginning in <span class=\"highlight\">January<\/span> each year, the DRR sends files due for review to sections in <span class=\"highlight\">four lots<\/span>: January, April, July, and September (Form Appendix 10.5).\n <\/p>\n\n \n <div class=\"red-box\">\n <p style=\"font-weight: bold; margin-bottom: 10px;\">CRITICAL EXCEPTION: LEGAL & INQUIRY PROCEEDINGS<\/p>\n <p style=\"margin-bottom: 10px;\">Files related to <span class=\"highlight\">Departmental Inquiries, Commissions of Inquiry<\/span>, or <span class=\"highlight\">Court Proceedings\/Judgments<\/span> may <span class=\"underline\">not<\/span> be destroyed, even if they have completed their life cycle.<\/p>\n \n <ul class=\"bullet-list\" style=\"margin-left: 20px; margin-top: 10px;\">\n <li>Destruction is only permitted <span class=\"highlight\">after<\/span> report submission or judgment implementation.<\/li>\n <li>Requires approval of <span class=\"highlight\">Joint Secretary\/Head of Department<\/span>.<\/li>\n <li>Files must be kept during <span class=\"highlight\">appeals<\/span> or <span class=\"highlight\">challenge periods<\/span>.<\/li>\n <\/ul>\n <\/div>\n\n <p style=\"margin: 20px 0; text-align: justify;\">\n <span class=\"highlight\">Post-Review Action:<\/span> Surviving 'A' and 'B' files (at 25th year) are transferred to the <span class=\"highlight\">National Archives of India (NAI)<\/span>. Other files marked for destruction are disposed of after register updates.\n <\/p>\n\n \n <h3 class=\"blue-heading\">\u26a0\ufe0f MANNER OF WEEDING\/DESTRUCTION<\/h3>\n\n <table style=\"margin: 20px 0;\">\n <tbody>\n <tr>\n <td style=\"text-align: center; font-weight: bold; background-color: #f5f5f5;\">\n Routine Records<br>\n <span style=\"font-size: 12px; font-weight: normal;\">Manually torn into small pieces<\/span>\n <\/td>\n <td style=\"text-align: center; font-weight: bold; background-color: #f5f5f5;\">\n Classified Records<br>\n <span style=\"font-size: 12px; font-weight: normal;\">Use of Shredder<\/span>\n <\/td>\n <td style=\"text-align: center; font-weight: bold; background-color: #f5f5f5;\">\n Secret Records<br>\n <span style=\"font-size: 12px; font-weight: normal;\">Incinerated after being shredded<\/span>\n <\/td>\n <\/tr>\n <\/tbody>\n <\/table>\n\n <h3 class=\"blue-heading\">Measures to Reduce Volume:<\/h3>\n\n <ul class=\"bullet-list\">\n <li><span class=\"highlight\">Annual Special Drive:<\/span> Launched to record\/review all Category 'C' files.<\/li>\n <li><span class=\"highlight\">JS Review:<\/span> Half-yearly state of weeding reviewed by each <span class=\"highlight\">Joint Secretary<\/span>.<\/li>\n <li><span class=\"highlight\">Inspection:<\/span> Officers must pay special attention to Records Management during inspections.<\/li>\n <\/ul>\n\n \n <div class=\"blue-box\">\n <h3>\u2b55 Box-e.10.5. Records Management System (RMS)<\/h3>\n <p style=\"font-style: italic;\">In eFile, once physical files are reviewed, the <span class=\"highlight\">RMS<\/span> takes care of weeding out procedures automatically as per the prescribed manual standards.<\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcca<\/div>\n <h2>10.10. QUARTERLY PROGRESS REPORTS OF RECORDING AND REVIEWING<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">i.<\/span>\n <span>The <span class=\"highlight\">record officer<\/span> will prepare each quarter, in duplicate, progress reports on the recording and review of files for the preceding 3 months in the forms at Appendices 10.6 and 10.7.<\/span>\n <\/div>\n <\/div>\n \n <div class=\"green-box\" style=\"margin-left: 40px;\">\n <p style=\"font-weight: bold; margin-bottom: 10px;\">Required Documentation:<\/p>\n <p>The reports must be submitted to the <span class=\"highlight\">section officer<\/span> together with the following records:<\/p>\n <p style=\"margin-top: 10px;\">(a) <span class=\"highlight\">Register for watching progress of recording<\/span> (Appendix - 10.1); and<\/p>\n <p>(b) <span class=\"highlight\">Lists of files received for review<\/span> (Appendix \u2013 10.5)<\/p>\n <\/div>\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">ii.<\/span>\n <span>The <span class=\"highlight\">section officer<\/span> will check the two statements, submit one copy of the report to the <span class=\"highlight\">branch officer<\/span> and send the other to the designated section looking after <span class=\"highlight\">Internal Work Study<\/span>.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">iii.<\/span>\n <span>The designated section entrusted with the functions of <span class=\"highlight\">Internal Work Study (DSIWS)\/O&M<\/span> will perform the following duties:<\/span>\n <\/div>\n <\/div>\n\n <div class=\"indented-section\" style=\"margin-left: 60px;\">\n <p style=\"margin-bottom: 10px;\"><span class=\"highlight\">(a)<\/span> Post the figures in the forms at <span class=\"highlight\">Appendices 10.6 and 10.7<\/span> and return the reports to the section concerned;<\/p>\n \n <p style=\"margin-bottom: 10px;\"><span class=\"highlight\">(b)<\/span> Prepare the <span class=\"highlight\">consolidated statement<\/span> for the Department as a whole by vertically totaling the columns in the form at Appendices 10.8 and 10.9;<\/p>\n \n <p style=\"margin-bottom: 10px;\"><span class=\"highlight\">(c)<\/span> Watch the progress of recording and review work generally; and<\/p>\n \n <p><span class=\"highlight\">(d)<\/span> Bring to the notice of the designated <span class=\"highlight\">O&M officer<\/span> and the <span class=\"highlight\">Secretary<\/span>, any significant trends in the matter.<\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83c\udfdb\ufe0f<\/div>\n <h2>10.11. PERSONAL OFFICES OF MINISTERS<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">(a)<\/span>\n <span><span class=\"highlight\">Mandatory Records:<\/span> Personal offices must maintain <span class=\"highlight\">registration, dispatch, and file movement registers<\/span>.<\/span>\n <\/div>\n <\/div>\n \n <div class=\"indented-section\" style=\"margin-left: 40px;\">\n \u2022 <span class=\"highlight\">Special Folders:<\/span> Secret papers connected with <span class=\"highlight\">Cabinet meetings<\/span> and other sensitive subjects must be kept in separate folders.\n <\/div>\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">(b)<\/span>\n <span><span class=\"highlight\">Informal Submissions:<\/span> When files are given to the Minister informally for seeking orders, the <span class=\"highlight\">PS to Minister<\/span> must be informed.<\/span>\n <\/div>\n <\/div>\n \n <div class=\"indented-section\" style=\"margin-left: 40px;\">\n \u2022 <span class=\"highlight\">Tracking:<\/span> PS to Minister will track the movement and ensure the file is <span class=\"highlight\">returned to the officer<\/span> as soon as it is disposed of.\n <\/div>\n\n <ul class=\"bullet-list\" style=\"margin-top: 20px;\">\n <li>\u2022 <span class=\"highlight\">Ink Standards:<\/span> Only <span class=\"highlight\">Black or Blue ink<\/span> shall be used by all staff and officers.<\/li>\n \n <li style=\"margin-top: 10px;\">\u2022 <span class=\"highlight\">Paragraphing:<\/span> Divide notes into serially numbered paragraphs. Use brief titles for policy or problem-solving cases.<\/li>\n \n <li style=\"margin-top: 10px;\">\u2022 <span class=\"highlight\">Typed vs Handwritten:<\/span> Handwritten notes <span class=\"highlight\">should be avoided<\/span>. Notes of half a page or more must be electronically printed on both sides of the sheet.<\/li>\n <\/ul>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udc65<\/div>\n <h2>10.12. RECORDS OF OFFICERS & STAFF<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <ul class=\"bullet-list\">\n <li>Each Department may issue <span class=\"highlight\">departmental instructions<\/span> to regulate the review and weeding out of records maintained by <span class=\"highlight\">officers and their personal staff<\/span>.<\/li>\n <\/ul>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udce5<\/div>\n <h2>10.13. REQUISITIONING OF RECORDS<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"green-box\">\n <p>\n <span class=\"mandatory-text\">The Mandatory Standard:<\/span> No recorded file will be issued from the sections, Departmental Record Room, or Archival records <span class=\"highlight\">except with a signed archival records request<\/span> in the form prescribed under the <span class=\"highlight\">Public Records Act, 1993\/Public Records Rules, 1997<\/span>.\n <\/p>\n <\/div>\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">(ii)<\/span>\n <span><span class=\"highlight\">Return Timeline (DRR):<\/span> Files obtained by a section from the departmental record room will normally be <span class=\"highlight\">returned within 6 months<\/span>. If not received back, the record room will remind the section. Until the record room receives the file, each section must maintain a simple register to track files issued or borrowed.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">(iii)<\/span>\n <span><span class=\"highlight\">National Archives (NAI) Protocols:<\/span><\/span>\n <\/div>\n <\/div>\n\n <div class=\"indented-section\" style=\"margin-left: 60px;\">\n <p style=\"margin-bottom: 10px;\">\u2022 <span class=\"highlight\">Endorsements:<\/span> Requisitions for files belonging to other departments in NAI custody must be endorsed by the department concerned.<\/p>\n \n <p style=\"margin-bottom: 10px;\">\u2022 <span class=\"highlight\">Confidential Files:<\/span> NAI will not supply confidential files directly; they must be <span class=\"highlight\">routed through the department<\/span> to which they belong.<\/p>\n \n <p style=\"margin-bottom: 10px;\">\u2022 <span class=\"highlight\">a. Tracking:<\/span> The requisition will be kept in place of the file issued by NAI.<\/p>\n \n <p style=\"margin-bottom: 10px;\">\u2022 <span class=\"highlight\">b. Format:<\/span> If the file is microfilmed or printed, a copy will normally be issued instead of the original.<\/p>\n \n <p>\u2022 <span class=\"highlight\">c. Return Timeline (NAI):<\/span> Files obtained from NAI will not normally be retained for more than <span class=\"highlight\">one year<\/span> without specific knowledge and consent.<\/p>\n <\/div>\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">(iv)<\/span>\n <span><span class=\"highlight\">Restoration:<\/span> On return, the requisitioned file will be restored to its place and the requisition returned to the section\/official concerned.<\/span>\n <\/div>\n <\/div>\n\n \n <div class=\"blue-box\">\n <h3>\ud83d\udcbe BOX-E.10.6. RECORDS MANAGEMENT SYSTEM (RMS)<\/h3>\n \n <p style=\"margin-bottom: 10px;\">\u2022 In eFile, the list of files to be reviewed in a particular year is available in the system based on defined categories.<\/p>\n \n <p style=\"margin-bottom: 10px;\">\u2022 The RMS has provisions to take care of <span class=\"highlight\">requisitioning of files<\/span> from the department and\/or NAI.<\/p>\n \n <p style=\"margin-bottom: 10px;\">\u2022 The system provides facilities for: <span class=\"highlight\">categorisation<\/span>, sending to record room, location tracking, reviewing, transfer to NAI, and <span class=\"highlight\">weeding out<\/span>.<\/p>\n \n <p>\u2022 Presently, all electronic files are retained in the <span class=\"highlight\">eFile system<\/span>.<\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udccb<\/div>\n <h2>RETENTION SCHEDULE FOR RECORDS (MOP)<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"green-box\">\n <p>\n <span class=\"mandatory-text\">The Mandatory Rule:<\/span> The retention period will be reckoned with reference to the date from which the record <span class=\"highlight\">ceases to be current\/active<\/span>.\n <\/p>\n <\/div>\n\n <table>\n <thead>\n <tr>\n <th>DESCRIPTION OF RECORD<\/th>\n <th>RETENTION PERIOD (YEARS)<\/th>\n <\/tr>\n <\/thead>\n <tbody>\n <tr>\n <td>Dak Register<\/td>\n <td>3 Years<\/td>\n <\/tr>\n <tr>\n <td>Standing Guard Files<\/td>\n <td>Permanent (Weed out when revised)<\/td>\n <\/tr>\n <tr>\n <td>Section Dispatch Register<\/td>\n <td>5 Years<\/td>\n <\/tr>\n <tr>\n <td>Messenger Book<\/td>\n <td>3 Years<\/td>\n <\/tr>\n <tr>\n <td>File Register<\/td>\n <td>Permanent<\/td>\n <\/tr>\n <tr>\n <td>File Movement Register<\/td>\n <td>3 Years<\/td>\n <\/tr>\n <tr>\n <td>Register for Progress of Recording<\/td>\n <td>3 Years<\/td>\n <\/tr>\n <tr>\n <td>Precedent Book<\/td>\n <td>Permanent<\/td>\n <\/tr>\n <tr>\n <td>List of Files Transferred to DRR<\/td>\n <td>25 Years<\/td>\n <\/tr>\n <tr>\n <td>List of Files Transferred to National Archives<\/td>\n <td>Permanent<\/td>\n <\/tr>\n <tr>\n <td>Record Review Register<\/td>\n <td>1 Year<\/td>\n <\/tr>\n <tr>\n <td>List of Files Received for Review<\/td>\n <td>1 Year<\/td>\n <\/tr>\n <tr>\n <td>Record Requisition Slip (NAI)<\/td>\n <td>Destroy after return to NAI<\/td>\n <\/tr>\n <tr>\n <td>Monthly Progress Report on Recording<\/td>\n <td>1 Year<\/td>\n <\/tr>\n <tr>\n <td>Register of Communications from MPs\/VIPs<\/td>\n <td>3 Years<\/td>\n <\/tr>\n <tr>\n <td>Register of Parliamentary Assurances<\/td>\n <td>3 Years<\/td>\n <\/tr>\n <tr>\n <td>Check-lists for Periodical Reports<\/td>\n <td>1 Year<\/td>\n <\/tr>\n <tr>\n <td>Inspection Reports<\/td>\n <td>1 Year after ATN is accepted<\/td>\n <\/tr>\n <\/tbody>\n <\/table>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcc1<\/div>\n <h2>A \u2013 RECORDS OF ADMINISTRATIVE VALUE<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"font-style: italic; margin-bottom: 20px;\">Papers required to be kept indefinitely for the administration's use:<\/p>\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">1.<\/span>\n <span><span class=\"highlight\">Rights & Obligations:<\/span> 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).<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">2.<\/span>\n <span><span class=\"highlight\">Major Policy:<\/span> Papers relating to major policy decisions, including those relating to the preparation or modification of legislation.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">3.<\/span>\n <span><span class=\"highlight\">Committees & Working Groups:<\/span> Papers relating to constitution, functions and working of important committees, working groups, etc.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">4.<\/span>\n <span><span class=\"highlight\">Precedents:<\/span> Papers relating to lasting precedents for important procedures (e.g., administrative memoranda, historical reports, legal opinions on important matters).<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">5.<\/span>\n <span><span class=\"highlight\">Rules & Regulations:<\/span> Papers relating to rules, regulations, departmental guides or instructions of general application.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">6.<\/span>\n <span><span class=\"highlight\">Organization & Staffing:<\/span> Papers relating to salient features of organisation and staffing of government departments and offices.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">7.<\/span>\n <span><span class=\"highlight\">Important Litigation:<\/span> Papers relating to important litigation or 'causes celebres' in which the administration was involved.<\/span>\n <\/div>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83c\udfdb\ufe0f<\/div>\n <h2>B \u2013 RECORDS OF HISTORICAL IMPORTANCE<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"font-style: italic; margin-bottom: 20px;\">Papers of value to historians and research scholars:<\/p>\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">1.<\/span>\n <span><span class=\"highlight\">Origin & Organization:<\/span> 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.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">2.<\/span>\n <span><span class=\"highlight\">Accomplishments:<\/span> Papers relating to data about what the department\/agency accomplished (samples or annual reports).<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">3.<\/span>\n <span>\n <div class=\"green-box\" style=\"margin: 0;\">\n <p>\n <span class=\"highlight\">Policy Change Indicators:<\/span> Papers relating to a change of policy can be identified via: (a) Summaries for Ministers, (b) Committee appointments, and (c) Notes for the <span class=\"highlight\">Cabinet<\/span> or <span class=\"highlight\">Cabinet Committees<\/span>.\n <\/p>\n <\/div>\n <\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">4.<\/span>\n <span><span class=\"highlight\">Implementation:<\/span> Papers relating to the implementation of a change of policy, including sets of instructions for executing agencies and relevant forms.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">5.<\/span>\n <span><span class=\"highlight\">Public Events:<\/span> Papers relating to a well-known public or international event or cause celebre, or events causing interest\/controversy on a national plane.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">6.<\/span>\n <span><span class=\"highlight\">Trends & Developments:<\/span> Papers relating to direct reference to trends or developments in political, social, economic or other fields (including unpublished statistical data).<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">7.<\/span>\n <span><span class=\"highlight\">Citations:<\/span> Papers relating to papers cited in or noted as consulted in connection with official publications.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">8.<\/span>\n <span><span class=\"highlight\">Research & Development:<\/span> Papers relating to the more important aspects of scientific or technical research and development.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">9.<\/span>\n <span><span class=\"highlight\">Local Interest:<\/span> Papers relating to matters of local interest not reasonably expected to be available locally, or covering the whole country.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">10.<\/span>\n <span><span class=\"highlight\">Obsolete Investigations:<\/span> Papers relating to obsolete activities or investigations, or to abortive schemes in important fields.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">11.<\/span>\n <span><span class=\"highlight\">Departmental Sources:<\/span> Papers relating to any other specific category of records which are treated as genuine sources of history (biographical\/antiquarian interest).<\/span>\n <\/div>\n <\/div>\n\n<\/div>\n\n \n <div id=\"istm\" class=\"content-section\">\n\n <div class=\"main-title\">CHAPTER 12:<br>RECORDS MANAGEMENT<\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcd6<\/div>\n <h2>1. Definition and Nature of Records<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"green-box\">\n <p><span class=\"mandatory-text\"><em>Definition:<\/em><\/span> <em>Sources of information that possess future referral value.<\/em><\/p>\n <\/div>\n\n <p style=\"margin-bottom: 15px; text-align: justify;\">\n The <span class=\"highlight\">\"Memory\" of an Organization:<\/span> Records serve as the collective memory and are vital tools for management to make tactical, operational, or strategic decisions.\n <\/p>\n\n <p style=\"margin: 15px 0; font-weight: bold;\">MEDIUMS:<\/p>\n <ul class=\"bullet-list\">\n <li>Paper-based.<\/li>\n <li><span class=\"highlight\">Non-paper medium:<\/span> Floppies, CDs, audio-tapes, micro-films, or cyber space (digital).<\/li>\n <\/ul>\n\n <p style=\"margin: 15px 0; text-align: justify;\">\n <span class=\"highlight\"><em>Significance:<\/em><\/span> <em>The quality and timeliness of decisions depend directly on the quality of the information provided via records.<\/em>\n <\/p>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udccb<\/div>\n <h2>2. What Constitutes Records?<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 20px; text-align: justify;\">\n Records are the end product of an office's informational role, involving the collecting, collating, storing, processing, and disseminating of information.\n <\/p>\n\n <div class=\"indented-section\" style=\"background-color: #f5f5f5;\">\n <p style=\"font-weight: bold; margin-bottom: 15px;\">BUILDING BLOCKS OF OFFICIAL RECORDS<\/p>\n \n <div class=\"two-column\">\n <div class=\"column-box\">\n <p style=\"margin-bottom: 8px;\">\u25a0 Files and registers.<\/p>\n <p>\u25a0 Manuals and maps.<\/p>\n <\/div>\n <div class=\"column-box\">\n <p style=\"margin-bottom: 8px;\">\u25a0 Reports and correspondence.<\/p>\n <p>\u25a0 Official forms.<\/p>\n <\/div>\n <\/div>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcdd<\/div>\n <h2>3. Factors Leading to the Creation of Records<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 20px; text-align: justify;\">Records are generated during an organization's activities and operations through three main channels:<\/p>\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">a)<\/span>\n <span><span class=\"highlight\">External Activities<\/span><\/span>\n <\/div>\n <p style=\"margin-left: 30px; font-style: italic; margin-bottom: 15px;\">Various communications received from outside sources.<\/p>\n\n <div class=\"list-item\">\n <span class=\"list-number\">b)<\/span>\n <span><span class=\"highlight\">Internal Activities<\/span><\/span>\n <\/div>\n <ul class=\"bullet-list\" style=\"margin-left: 60px; margin-bottom: 15px;\">\n <li>Analysis of external communications.<\/li>\n <li>The internal process of decision-making.<\/li>\n <li>Communications conveying final decisions.<\/li>\n <\/ul>\n\n <div class=\"list-item\">\n <span class=\"list-number\">c)<\/span>\n <span><span class=\"highlight\">Mini Records<\/span><\/span>\n <\/div>\n <p style=\"margin-left: 30px; font-style: italic; margin-bottom: 10px;\">Aids created to facilitate internal working and decision-making for specific cases.<\/p>\n <p style=\"margin-left: 30px; color: #4a90e2;\">Examples: Running summaries of cases, reference folders, standing notes, and standing guard files.<\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\u2753<\/div>\n <h2>4. Why Retain Government Records?<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 15px; font-style: italic;\">[TYCORE REASONS]<\/p>\n\n <div class=\"two-column\" style=\"margin: 20px 0;\">\n <div class=\"column-box\">\n <div class=\"list-item\">\n <span class=\"list-number\">1.<\/span>\n <span><span class=\"highlight\">Statutory Requirement (Public Records Act 1993):<\/span> Gives a legal orientation to the need for proper preservation and maintenance.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">3.<\/span>\n <span><span class=\"highlight\">External Obligations:<\/span> To satisfy requirements from Audit, Courts, Legislature, and Parliamentary Committees.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">5.<\/span>\n <span><span class=\"highlight\">Precedents:<\/span> Establishes precedents for future use.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">7.<\/span>\n <span><span class=\"highlight\">Transparency:<\/span> Essential for open government working.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">9.<\/span>\n <span><span class=\"highlight\">Historical and Cultural Value:<\/span> Preserves the history and heritage of the nation.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">11.<\/span>\n <span><span class=\"highlight\">Evidence:<\/span> Serves as legal proof in cases of dispute.<\/span>\n <\/div>\n <\/div>\n\n <div class=\"column-box\">\n <div class=\"list-item\">\n <span class=\"list-number\">2.<\/span>\n <span><span class=\"highlight\">RTI Act 2005 & E-Governance:<\/span> Ensures transparency and the timely availability of information to the public in the digital age.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">4.<\/span>\n <span><span class=\"highlight\">Administrative Continuity:<\/span> Ensures work continues smoothly despite frequent personnel\/staff changes.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">6.<\/span>\n <span><span class=\"highlight\">Consistency and Uniformity:<\/span> Ensures decisions and executions are handled consistently over time.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">8.<\/span>\n <span><span class=\"highlight\">Fixing Responsibility:<\/span> Provides a trail to hold individuals accountable if needed.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">10.<\/span>\n <span><span class=\"highlight\">Financial Propriety:<\/span> Ensuring that public funds are managed and recorded correctly.<\/span>\n <\/div>\n <\/div>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udd04<\/div>\n <h2>5. Life Cycle Categories<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"green-box\">\n <p style=\"font-style: italic;\">\n <span class=\"mandatory-text\">Proem:<\/span> A ward would have to be kept over each stage in the life cycle of a record i.e. from its creation to disposition.\n <\/p>\n <\/div>\n\n <div class=\"two-column\" style=\"margin: 25px 0;\">\n <div class=\"column-box\">\n <div style=\"margin-bottom: 15px;\">\n <span style=\"font-style: italic; margin-right: 10px;\">i.<\/span>\n <span>Exercising judicious control over the <span class=\"highlight\">CREATION<\/span> of records<\/span>\n <\/div>\n\n <div style=\"margin-bottom: 15px;\">\n <span style=\"font-style: italic; margin-right: 10px;\">ii.<\/span>\n <span><span class=\"highlight\">TRANSFER<\/span> of the disposal of closed record to designated custodians<\/span>\n <\/div>\n\n <div style=\"margin-bottom: 15px;\">\n <span style=\"font-style: italic; margin-right: 10px;\">iii.<\/span>\n <span><span class=\"highlight\">PRESERVATION<\/span> of the records by the custodian<\/span>\n <\/div>\n\n <div style=\"margin-bottom: 15px;\">\n <span style=\"font-style: italic; margin-right: 10px;\">iv.<\/span>\n <span><span class=\"highlight\">WEEDING<\/span> out of the records that has outlived its utility<\/span>\n <\/div>\n <\/div>\n\n <div class=\"column-box\">\n <div style=\"margin-bottom: 15px;\">\n <span style=\"font-style: italic; margin-right: 10px;\">i)<\/span>\n <span>Appropriate <span class=\"highlight\">CATEGORIZATION<\/span> of the record as per importance<\/span>\n <\/div>\n\n <div style=\"margin-bottom: 15px;\">\n <span style=\"font-style: italic; margin-right: 10px;\">ii.<\/span>\n <span><span class=\"highlight\">MAINTENANCE<\/span> of the records by the custodian<\/span>\n <\/div>\n\n <div style=\"margin-bottom: 15px;\">\n <span style=\"font-style: italic; margin-right: 10px;\">vi.<\/span>\n <span><span class=\"highlight\">REVIEW<\/span> of the records on completion of initial retention period<\/span>\n <\/div>\n\n <div style=\"margin-bottom: 15px;\">\n <span style=\"font-style: italic; margin-right: 10px;\">vii.<\/span>\n <span>Retiring records of lasting value to <span class=\"highlight\">NATIONAL ARCHIVES OF INDIA<\/span><\/span>\n <\/div>\n <\/div>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\u2699\ufe0f<\/div>\n <h2>6. Principles of Efficient Records Management<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"numbered-list\">\n <div class=\"list-item\">\n <span class=\"list-number\" style=\"font-weight: bold;\">I.<\/span>\n <span>Control over the creation of record since inception till final disposition. Only relevant papers in file; transitory papers should not clutter file.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\" style=\"font-weight: bold;\">II.<\/span>\n <span>Elaborate record retention schedules corresponding to approved filing systems. Uniform schedules for retention and disposal, reviewed every five years.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\" style=\"font-weight: bold;\">III.<\/span>\n <span>Closed records regularly reviewed for intrinsic and informational value after expiry of initial retention period.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\" style=\"font-weight: bold;\">IV.<\/span>\n <span>Constant weeding of records that have outlived utility to keep maintenance costs minimum.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\" style=\"font-weight: bold;\">V.<\/span>\n <span>Stored in such a manner that they are accessible to the agencies that need to utilize them.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\" style=\"font-weight: bold;\">VI.<\/span>\n <span>Storage should help in speedy retrieval of records.<\/span>\n <\/div>\n\n <div class=\"blue-box\">\n <p style=\"font-weight: bold; margin-bottom: 15px;\">VII. Economy must be observed by ensuring:<\/p>\n \n <p style=\"margin-bottom: 10px; margin-left: 30px;\">a) Records occupy minimum space.<\/p>\n \n <p style=\"margin-bottom: 10px; margin-left: 30px;\">b) Cost of storage equipment is low.<\/p>\n \n <p style=\"margin-left: 30px;\">c) Cost of retrieving information is low.<\/p>\n <\/div>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83c\udff7\ufe0f<\/div>\n <h2>Categorization of Records<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"green-box\">\n <p style=\"font-style: italic;\">\n The government records at the time of their segregation as closed records are categorized in accordance with their importance. There are three such categories:\n <\/p>\n <\/div>\n\n \n <div class=\"category-box\">\n <div class=\"category-title\">CATEGORY 'A'<\/div>\n \n <p style=\"margin-bottom: 15px; text-align: justify;\">\n At the time of recording of such files these are endorsed as <span class=\"highlight\">'KEEP and MICROFILM'<\/span>. 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.\n <\/p>\n\n <p style=\"font-weight: bold; margin-bottom: 10px;\">Files which fall in this category are:<\/p>\n\n <div style=\"margin-left: 20px;\">\n <p style=\"margin-bottom: 15px; text-align: justify;\">\n <span style=\"font-style: italic;\">i.<\/span> Files which qualify for permanent preservation for administrative purposes and which have to be microfilmed because they contain:\n <\/p>\n\n <ul class=\"bullet-list\" style=\"margin-left: 40px; margin-bottom: 15px;\">\n <li style=\"margin-bottom: 8px;\">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<\/li>\n <li>Material likely to be required for frequent references by various agencies.<\/li>\n <\/ul>\n\n <p style=\"margin-bottom: 10px;\">\n <span style=\"font-style: italic;\">ii.<\/span> Files of historical importance.\n <\/p>\n <\/div>\n\n <p style=\"font-size: 12px; font-style: italic; margin-top: 20px;\">\n Note: Central Secretariat Manual of Office Procedure (DARPG) gives an illustrative list of Category 'A' and Category 'B' cases at Appendix No. 25.\n <\/p>\n <\/div>\n\n \n <div class=\"category-box\">\n <div class=\"category-title\">CATEGORY 'B'<\/div>\n \n <p style=\"text-align: justify;\">\n At the time of recording of such files these are endorsed as <span class=\"highlight\">'KEEP but DO NOT MICROFILM'<\/span>. 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.\n <\/p>\n <\/div>\n\n \n <div class=\"category-box\">\n <div class=\"category-title\">CATEGORY 'C'<\/div>\n \n <p style=\"text-align: justify;\">\n This category includes those files which are required to be preserved for <span class=\"highlight\">specified period only<\/span>. These are the files of secondary value having reference value for a limited period not exceeding 10 years.\n <\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcc5<\/div>\n <h2>Record Retention Schedules<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 20px; text-align: justify;\">\n 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.\n <\/p>\n\n <div class=\"indented-section\" style=\"background-color: #2c3e50; color: white; font-style: italic;\">\n <p>One of the essential components of an efficient records management system is the availability of elaborate record retention schedules.<\/p>\n <\/div>\n\n <p style=\"margin: 20px 0; text-align: justify;\">There are <span class=\"highlight underline\">four types<\/span> of record retention schedules:<\/p>\n\n <table>\n <thead>\n <tr>\n <th>TYPE OF RECORDS<\/th>\n <th>RETENTION SCHEDULE REFERENCE<\/th>\n <\/tr>\n <\/thead>\n <tbody>\n <tr>\n <td><span class=\"highlight\">Records pertaining to Accounts<\/span><\/td>\n <td>Appendix 13 of General Financial Rules<\/td>\n <\/tr>\n <tr>\n <td><span class=\"highlight\">Records relating to subjects common to all Departments<br>(Establishment, Vigilance, Common Office Services)<\/span><\/td>\n <td>Records retention schedule on such subjects issued by the Department of Administrative Reforms & Public Grievances (DARPG)<\/td>\n <\/tr>\n <tr>\n <td><span class=\"highlight\">Records referred in the C.S. Manual of Office Procedure<\/span><\/td>\n <td>Appendix 28 of the C.S. Manual of Office Procedure<\/td>\n <\/tr>\n <tr>\n <td><span class=\"highlight\">Record retention schedule pertaining to the substantive items of work of a Department<\/span><\/td>\n <td>\n The retention schedule prescribed by the Department concerned.\n <ul style=\"margin-top: 10px; margin-left: 20px;\">\n <li style=\"font-style: italic;\">Given Attached and Subordinate offices.<\/li>\n <li style=\"font-style: italic;\">Drafted by the Department and vetted by the NAI.<\/li>\n <li style=\"font-style: italic;\">Reviewed after every five years.<\/li>\n <\/ul>\n <\/td>\n <\/tr>\n <\/tbody>\n <\/table>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\u2705<\/div>\n <h2>Procedure for Recording<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 20px; text-align: justify;\">\n Files should be recorded after the issues considered thereon have been completed. However, files of purely <span class=\"highlight\">ephemeral nature<\/span> containing papers of little reference value or research value may be destroyed after one year even without formally recording.\n <\/p>\n\n <div class=\"blue-box\">\n <p style=\"font-style: italic;\">\n 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:\n <\/p>\n <\/div>\n\n <div class=\"two-column\" style=\"margin: 25px 0;\">\n <div class=\"column-box\">\n <div style=\"margin-bottom: 20px; color: #2c3e50;\">\n <span style=\"font-style: italic;\">i.<\/span> Remove from file all superfluous papers such as reminders, acknowledgements routine slips working sheets, rough drafts, surplus copies, etc. and destroy them.\n <\/div>\n\n <div style=\"margin-bottom: 20px; color: #2c3e50;\">\n <span style=\"font-style: italic;\">iii.<\/span> Where necessary revise the title of the file so that it describes adequately the contents at that stage or that the title of the file is the mirror image of the contents of the file.\n <\/div>\n\n <div style=\"margin-bottom: 20px; color: #2c3e50;\">\n <span style=\"font-style: italic;\">v.<\/span> Take extract from the file copies of important decisions documents etc. as are considered useful for future reference and add them to the standing guard file, precedent book.\n <\/div>\n\n <div style=\"margin-bottom: 20px; color: #2c3e50;\">\n <span style=\"font-style: italic;\">vii.<\/span> Complete entries in the file register. If need be revise the entries relating to the title of the file also.\n <\/div>\n\n <div style=\"margin-bottom: 20px; color: #2c3e50;\">\n <span style=\"font-style: italic;\">ix.<\/span> Write the word <span class=\"red-text\" style=\"border: 2px dashed #dc143c; padding: 2px 8px; display: inline-block;\">'RECORDED'<\/span> prominently in red ink across the entries in the file movement register.\n <\/div>\n\n <div style=\"margin-bottom: 20px; color: #2c3e50;\">\n <span style=\"font-style: italic;\">xi.<\/span> Prepare fresh file covers, where necessary, with all the entries already made thereon.\n <\/div>\n <\/div>\n\n <div class=\"column-box\">\n <div style=\"margin-bottom: 20px; color: #2c3e50;\">\n <span style=\"font-style: italic;\">ii.<\/span> Indicate the appropriate categorization of record and in the case of class 'C' also specify the retention period and the year of destruction on the file cover.\n <\/div>\n\n <div style=\"margin-bottom: 20px; color: #2c3e50;\">\n <span style=\"font-style: italic;\">iv.<\/span> Get category 'A' and 'B' files indexed.\n <\/div>\n\n <div style=\"margin-bottom: 20px; color: #2c3e50;\">\n <span style=\"font-style: italic;\">vi.<\/span> Complete all references in the file and also write previous and later references on the file cover.\n <\/div>\n\n <div style=\"margin-bottom: 20px; color: #2c3e50;\">\n <span style=\"font-style: italic;\">viii.<\/span> Complete entries in the register for watching progress of recording.\n <\/div>\n\n <div style=\"margin-bottom: 20px; color: #2c3e50;\">\n <span style=\"font-style: italic;\">x.<\/span> If required re-page-number the file. Write page numbers in ink.\n <\/div>\n\n <div style=\"margin-bottom: 20px; color: #2c3e50;\">\n <span style=\"font-style: italic;\">xii.<\/span> Repair the damaged papers and get the file stitched.\n <\/div>\n <\/div>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udd0d<\/div>\n <h2>Indexing of Files<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"blue-box\">\n <p style=\"font-style: italic;\">\n 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.\n <\/p>\n <\/div>\n\n <div class=\"numbered-list\" style=\"margin: 25px 0;\">\n <div class=\"list-item\">\n <span class=\"list-number\">i.<\/span>\n <span>Ensure that the title of the file adequately represents the contents of the file.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">ii.<\/span>\n <span>From the title of the file identify the <span class=\"highlight\">catchwords<\/span> which will naturally occur to any one searching for the file later. Here a foresight is needed to visualize situation as it would be in the future. Where conventional filing system is followed first such catchwords can be identified from the standard heads, and from the standard sub heads. These are known as <span class=\"highlight\">'index heads'<\/span> and <span class=\"highlight\">'index sub-heads'<\/span>.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">iii.<\/span>\n <span>These catch words are approved by the supervisory officer.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">iv.<\/span>\n <span>Take the index cards double the number the catchwords so identified. These cards are similar to the catalogue cards used in the library.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">v.<\/span>\n <span>Indicate on top of cards all the catchwords one below the other. Distinguish the index heads and index sub-heads by typing the former in <span class=\"highlight\">CAPITAL LETTERS<\/span>.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">vi.<\/span>\n <span>Allot a pair of cards to each catch word by scoring out entries relating to the others.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">vii.<\/span>\n <span>Arrange the index card in two sets in alphabetical order of catch words. Keep one set in the Section. Send the other set to the compiler of Departmental index.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">viii.<\/span>\n <span>For the Section keep the set of cards on year-wise basis.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">ix.<\/span>\n <span>Complete the entries relating to indexing on the file cover of the recorded file.<\/span>\n <\/div>\n <\/div>\n\n <div class=\"blue-box\">\n <p style=\"font-weight: bold; margin-bottom: 10px;\">x. Functional Filing System Exception:<\/p>\n <p>\n 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.\n <\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udce4<\/div>\n <h2>Transfer of Recorded Files<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 25px; text-align: justify;\">\n 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.\n <\/p>\n\n <div class=\"flowchart-container\">\n <div class=\"flowchart-row\">\n <div class=\"flowchart-box\">\n <strong>Case-Processor (Processing<br>Live Issues)<\/strong>\n <\/div>\n <span class=\"arrow\">\u2192<\/span>\n <div class=\"flowchart-box\">\n <strong>Daftry \/ Peon (Section<br>Custody - 1 Year)<\/strong>\n <\/div>\n <span class=\"arrow\">\u2192<\/span>\n <div class=\"flowchart-box\">\n <strong>Dept. Records Room (DRR -<br>Up to 24 Years)<\/strong>\n <\/div>\n <span class=\"arrow\">\u2192<\/span>\n <div class=\"flowchart-box\">\n <strong>National Archives (NAI -<br>Permanent)<\/strong>\n <\/div>\n <\/div>\n <\/div>\n\n <p style=\"margin: 25px 0; text-align: justify;\">\n For this, recorded files are removed to the first custodian of recorded files\u2014the <span class=\"highlight\">Daftry or Peon of the Section<\/span>. He keeps recorded files under his charge for the period of <span class=\"highlight\">one year<\/span>. Thereafter the recorded files are transferred by following the prescribed process to the <span class=\"highlight\">Departmental Records Room (DRR)<\/span>.\n <\/p>\n\n <p style=\"margin: 20px 0; text-align: justify;\">\n The recorded files retained in the DRR at the most for <span class=\"highlight\">24 more years<\/span>. 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 <span class=\"highlight\">NAI<\/span> for permanent preservation.\n <\/p>\n\n <div class=\"yellow-box\">\n <p style=\"font-weight: bold; margin-bottom: 10px;\">THE EXCEPTION:<\/p>\n <p>Pay Bill Registers have the prescribed retention period of <span class=\"highlight\">35 years<\/span> and so remain in DRR for 34 years.<\/p>\n <\/div>\n\n <p style=\"font-size: 12px; font-style: italic; margin: 20px 0;\">\n All the custodians of records are expected to take adequate steps for the maintenance and preservation of records placed in their custody.\n <\/p>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udce5<\/div>\n <h2>Retrieval of Records<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"blue-box\">\n <p style=\"font-style: italic;\">\n 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.\n <\/p>\n <\/div>\n\n <p style=\"font-weight: bold; margin: 20px 0;\">AIDS TO RETRIEVE RECORDS:<\/p>\n\n <div class=\"indented-section\" style=\"background-color: #f5f5f5;\">\n <div class=\"two-column\">\n <div>\n <p style=\"margin-bottom: 10px;\">a) Organizational History<\/p>\n <p style=\"margin-bottom: 10px;\">b) Printed Index Heads<\/p>\n <p style=\"margin-bottom: 10px;\">c) Induction Note<\/p>\n <p style=\"margin-bottom: 10px;\">d) Index Cards<\/p>\n <p style=\"margin-bottom: 10px;\">e) File Registers<\/p>\n <\/div>\n <div>\n <p style=\"margin-bottom: 10px;\">f) Alphabetical List<\/p>\n <p style=\"margin-bottom: 10px;\">g) Precedent Books<\/p>\n <p style=\"margin-bottom: 10px;\">h) Standing Guard File<\/p>\n <p style=\"margin-bottom: 10px;\">i) Standing Note<\/p>\n <p style=\"margin-bottom: 10px;\">j) Reference Folder<\/p>\n <\/div>\n <\/div>\n <\/div>\n\n <p style=\"margin: 25px 0; text-align: justify;\">\n Due procedure is followed to keep track of movement. Every custodian issues records only against a <span class=\"highlight\">conspicuously colored requisitioning card<\/span> or paper.\n <\/p>\n\n <div class=\"red-box\" style=\"border: 2px dashed #dc143c; text-align: center;\">\n <p class=\"red-text\">MANDATORY LINKAGE: PURPOSE, IDENTITY (FILE\/DIARY NO.) OF CURRENT RECORD MUST BE INDICATED.<\/p>\n <\/div>\n\n <p style=\"margin: 25px 0; text-align: justify;\">\n 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 <span class=\"highlight\">fresh requisition<\/span> must be given.\n <\/p>\n\n <div class=\"two-column\" style=\"margin: 25px 0;\">\n <div class=\"column-box\" style=\"text-align: center; padding: 15px 20px;\">\n <p style=\"font-weight: bold; margin-bottom: 10px;\">DRR Timeframe<\/p>\n <p>Files obtained from Dept. Records Room are normally returned within <span class=\"highlight\">three months<\/span>.<\/p>\n <\/div>\n\n <div class=\"column-box\" style=\"text-align: center; padding: 15px 20px;\">\n <p style=\"font-weight: bold; margin-bottom: 10px;\">NAI Timeframe<\/p>\n <p>Files obtained from NAI are not normally retained for more than <span class=\"highlight\">six months<\/span> without consent.<\/p>\n <\/div>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcdd<\/div>\n <h2>Review of Records<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 20px; text-align: justify;\">\n Reviewing is the activity for determining the future of past records that have completed their initially prescribed retention period.\n <\/p>\n\n <div class=\"indented-section\" style=\"background-color: #f5f5f5;\">\n <p style=\"margin-bottom: 15px; text-align: justify;\">\n <span class=\"highlight\">Objectives:<\/span> To ascertain relevance, utility, and administrative\/legal\/fiscal use. It also considers <span class=\"highlight\">intrinsic value<\/span> (age, signatures, seals, etc.).\n <\/p>\n\n <div class=\"two-column\">\n <div>\n <p style=\"font-weight: bold; margin-bottom: 10px;\">TIMELINES<\/p>\n \n <p style=\"margin-bottom: 15px;\">\n \ud83d\udd50 <span class=\"highlight\">Category 'C':<\/span> Reviewed after completion of indicated calendar years from closure.\n <\/p>\n\n <p>\n \ud83d\udcc5 <span class=\"highlight\">Category 'A' & 'B':<\/span> Reviewed after completion of <span class=\"highlight\">25 years<\/span> from the year of opening.\n <\/p>\n <\/div>\n\n <div>\n <p style=\"font-weight: bold; margin-bottom: 10px;\">SYSTEMATIC PROCESS<\/p>\n \n <p>\n 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.\n <\/p>\n <\/div>\n <\/div>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\uddd1\ufe0f<\/div>\n <h2>Disposition of Records<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 20px; text-align: justify;\">When records are found to have outlived their utility, they are weeded out (incinerator or shredder).<\/p>\n\n <div class=\"red-box\" style=\"text-align: center;\">\n <p class=\"red-text\">MANDATORY: 'CERTIFICATE OF DESTRUCTION' (FORM-6) UNDER PUBLIC RECORDS RULES, 1997.<\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\u2696\ufe0f<\/div>\n <h2>Statutory Obligation<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"blue-box\" style=\"border: 2px solid #1a4d7a;\">\n <p style=\"margin-bottom: 20px; text-align: justify;\">\n The management, administration, and preservation of public records is regulated by the <span class=\"highlight\">Public Records Act, 1993<\/span> and its framed Rules.\n <\/p>\n\n <p style=\"font-weight: bold; margin-bottom: 15px;\">Departmental Records Officer [DRO]<\/p>\n\n <p style=\"margin-bottom: 15px; text-align: justify;\">\n Every record-creating agency must designate one officer as the <span class=\"highlight\">DRO<\/span> under intimation to the National Archives of India (NAI).\n <\/p>\n\n <ul class=\"bullet-list\" style=\"margin-left: 40px;\">\n <li style=\"margin-bottom: 8px; font-style: italic;\">NAI is the apex body for managing Government records.<\/li>\n <li style=\"margin-bottom: 8px; font-style: italic;\">DRO performs functions as enumerated in the Act.<\/li>\n <li style=\"font-style: italic;\">Linkage is maintained via periodic reports submitted to the NAI.<\/li>\n <\/ul>\n <\/div>\n\n<\/div>\n\n \n <div id=\"gfr\" class=\"content-section\">\n\n <div class=\"main-title\">GFR- APPENDIX-9<\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcc1<\/div>\n <h2>APPENDIX - 9: DESTRUCTION OF ACCOUNTS RECORDS<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 20px; text-align: justify;\">\n 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 <span class=\"highlight\">Comptroller and Auditor-General<\/span>.\n <\/p>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udeab<\/div>\n <h2>1. RECORDS PROHIBITED FROM DESTRUCTION<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"green-box\">\n <p>\n <span class=\"mandatory-text\">The Mandatory Standard:<\/span> The following records shall on <span class=\"highlight\">no account<\/span> be destroyed:\n <\/p>\n <\/div>\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">(i)<\/span>\n <span>Papers relating to <span class=\"highlight\">expenditure<\/span> which is within the <span class=\"highlight\">period of limitation<\/span> fixed by law.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">(ii)<\/span>\n <span>Papers relating to <span class=\"highlight\">expenditure on projects, schemes, or works<\/span> not completed, even if they are beyond the period of limitation.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">(iii)<\/span>\n <span>Papers relating to <span class=\"highlight\">claims to service and personal matters<\/span> affecting persons in the service (except as indicated in the Annexure).<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">(iv)<\/span>\n <span>Papers relating to <span class=\"highlight\">orders and sanctions of a permanent character<\/span>, until such time as they are revised.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">(v)<\/span>\n <span>Papers relating to records in respect of which an <span class=\"highlight\">audit objection is outstanding<\/span>.<\/span>\n <\/div>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udccb<\/div>\n <h2>RULE 2: COMPLETE RETENTION SCHEDULE (SL NO. 1 - 13)<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <table>\n <thead>\n <tr>\n <th>SL.<\/th>\n <th>MAIN-HEAD<\/th>\n <th>SUB-HEAD \/ DESCRIPTION<\/th>\n <th>RETENTION PERIOD<\/th>\n <th>REMARKS<\/th>\n <\/tr>\n <\/thead>\n <tbody>\n <tr>\n <td>1.<\/td>\n <td><strong>Payments & Recoveries<\/strong><\/td>\n <td>\n (i) Expenditure Sanctions not covered by Rule 1.<br>\n (ii) Cash Books maintained by DDOs.<br>\n (iii) Contingent expenditure.<br>\n (iv) Arrear claims (including investigations).<br>\n (v-vii) Papers relating to: GPF Membership, Nomination, Missing credits.\n <\/td>\n <td>\n Varying: 2 years (typically 1 yr after audit).<br>\n 10 Years for Cash Books.\n <\/td>\n <td>\n Subject to nominations being placed in Vol. II of Service Book\/Personal File. Sanctions must be authenticated. Authenticated copy of sanction required.\n <\/td>\n <\/tr>\n <tr>\n <td>2.<\/td>\n <td><strong>Budget Estimates<\/strong><\/td>\n <td>Budget Estimates \/ Revised Estimates as compiled by the Section of the Department.<\/td>\n <td>3 Years.<\/td>\n <td>Relates to estimates for the Department as a whole.<\/td>\n <\/tr>\n <tr>\n <td>3.<\/td>\n <td><strong>Service Books<\/strong><\/td>\n <td>(a) Officials entitled to retirement benefits.<br>(b) Other employees.<\/td>\n <td>3 Years after pension order or ceasing service.<\/td>\n <td>Counted after final pension\/ gratuity payment order.<\/td>\n <\/tr>\n <tr>\n <td>4.<\/td>\n <td><strong>Leave Account<\/strong><\/td>\n <td>(a) Officials entitled to retirement benefits.<br>(b) Other employees.<\/td>\n <td>3 Years after pension order or ceasing service.<\/td>\n <td>Consistent with Service Book retention logic.<\/td>\n <\/tr>\n <tr>\n <td>5.<\/td>\n <td><strong>Service Records<\/strong><\/td>\n <td>\n (a) Nomination for Family Pension\/DCRG.<br>\n (b) Subscription for LIC\/CGEGIS.<br>\n (c) Alteration in Date of Birth.<br>\n (d) Papers relating to previous service admission.\n <\/td>\n <td>1 to 5 Years. (DOB: 3 yrs. Service Book\/DCRG Verification: 3 yrs).<\/td>\n <td>Subject to authenticated copies being placed in Service Book Vol II.<\/td>\n <\/tr>\n <tr>\n <td>6.<\/td>\n <td><strong>Expenditure Statements<\/strong><\/td>\n <td>\n (a) Lower formations.<br>\n (b) Department level.<br>\n (c) Register of monthly expenditure (Form GFR9).\n <\/td>\n <td>Weed out at end of financial year \/ after Appropriation Accounts finalized.<\/td>\n <td>Retention depends on finalization of Appropriation Accounts.<\/td>\n <\/tr>\n <tr>\n <td>7.<\/td>\n <td><strong>Surety Bonds<\/strong><\/td>\n <td>Surety Bonds executed in favor of temporary or retiring Govt servants.<\/td>\n <td>3 Years after Bond ceases to be enforceable.<\/td>\n <td>Critical for recovery of dues.<\/td>\n <\/tr>\n <tr>\n <td>8.<\/td>\n <td><strong>Pay Bills<\/strong><\/td>\n <td>\n (a) Pay Bill Register.<br>\n (b) Office copies of Establishment bills.<br>\n (c) Schedules to bills.<br>\n (d) Acquaintance Roll.\n <\/td>\n <td>\n 35 Years in case (Register\/Office copies): 3 Years (Schedules\/Rolls) or 1 yr after audit.\n <\/td>\n <td>Long-term retention for pay history and pension verification.<\/td>\n <\/tr>\n <tr>\n <td>9.<\/td>\n <td><strong>Muster Rolls<\/strong><\/td>\n <td>Muster Rolls for payments.<\/td>\n <td>Min. 3 financial years after the relevant year (excluding payment year).<\/td>\n <td>Subject to departmental regulations.<\/td>\n <\/tr>\n <tr>\n <td>10.<\/td>\n <td><strong>Bill Register<\/strong><\/td>\n <td>Maintained in Form TR-28-A.<\/td>\n <td>5 Years.<\/td>\n <td>Standard financial monitoring.<\/td>\n <\/tr>\n <tr>\n <td>11.<\/td>\n <td><strong>Paid Cheques<\/strong><\/td>\n <td>Paid cheques returned by the Bank to the Audit\/Accounts Office.<\/td>\n <td>5 Years.<\/td>\n <td>Counterfoils preserved for same period as paid cheques.<\/td>\n <\/tr>\n <tr>\n <td>12.<\/td>\n <td><strong>Contracts<\/strong><\/td>\n <td>Files, papers and documents relating to contracts, agreements, etc.<\/td>\n <td>5 Years after contract is fulfilled or terminated.<\/td>\n <td><strong>Audit Rule:<\/strong> Do not destroy if audit objections are raised until clear.<\/td>\n <\/tr>\n <tr>\n <td>13.<\/td>\n <td><strong>Sub-vouchers<\/strong><\/td>\n <td>Sub-vouchers relating to the Secret Service Expenditure.<\/td>\n <td>3 years after expiry of financial year.<\/td>\n <td>Subject to completion of audit and audit certificate issues.<\/td>\n <\/tr>\n <\/tbody>\n <\/table>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcdd<\/div>\n <h2>INSTRUCTIONS ON RECORD RETENTION<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"numbered-point\">\n <span class=\"number\">1.<\/span>\n <p>\n 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 <span class=\"highlight\">closed<\/span> (i.e., action thereon has been completed) and not necessarily from the year in which it is recorded.\n <\/p>\n <\/div>\n\n <div class=\"numbered-point\">\n <span class=\"number\">2.<\/span>\n <p>\n In the case of records other than files, e.g., <span class=\"highlight\">registers<\/span>, the prescribed retention period will be counted from the year in which it has <span class=\"highlight\">ceased to be current<\/span>.\n <\/p>\n <\/div>\n\n <div class=\"numbered-point\">\n <span class=\"number\">3.<\/span>\n <p>\n In <span class=\"highlight\">exceptional cases<\/span>, 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 <span class=\"highlight\">period shorter<\/span> than that prescribed in the schedule.\n <\/p>\n <\/div>\n\n <div class=\"indented-section\">\n <p>\n <span class=\"underline\">Linked Disposal Rule:<\/span> 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.\n <\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcc4<\/div>\n <h2>NOTES ON DESTRUCTION OF RECORDS<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"numbered-point\">\n <span class=\"number\">(1)<\/span>\n <p>\n Before any <span class=\"highlight\">pay bills\/pay registers<\/span> are destroyed, the <span class=\"highlight\">service of the Government servants<\/span> concerned should be verified under Rule 257 in accordance with.\n <\/p>\n <\/div>\n\n <div class=\"numbered-point\">\n <span class=\"number\">(2)<\/span>\n <p>\n The periods of preservation of <span class=\"highlight\">account records in Public Works Offices<\/span> are prescribed separately by Government.\n <\/p>\n <\/div>\n\n <div class=\"numbered-point\">\n <span class=\"number\">(3)<\/span>\n <p>\n Where a minimum period after which any record may be destroyed has been prescribed, the <span class=\"highlight\">Head of a Department<\/span> 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 <span class=\"highlight\">last day of the latest financial year<\/span> covered by the record.\n <\/p>\n <\/div>\n\n <div class=\"numbered-point\">\n <span class=\"number\">(4)<\/span>\n <p>\n 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 <span class=\"highlight\">Indian Audit and Accounts Departments<\/span> shall be submitted to the <span class=\"highlight\">Audit Officer<\/span> for his opinion on the list of accounts and the Accounts Officers for his opinion before the destruction is ordered.\n <\/p>\n <\/div>\n\n <div class=\"numbered-point\">\n <span class=\"number\">(5)<\/span>\n <p>\n <span class=\"highlight\">Full details<\/span> shall be maintained <span class=\"highlight\">permanently<\/span>, in each office, of all records destroyed from time to time.\n <\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udc65<\/div>\n <h2>DESTRUCTION OF PERSONNEL & ESTABLISHMENT RECORDS (PARA 1.III)<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <table>\n <thead>\n <tr>\n <th>SL. NO.<\/th>\n <th>MAIN-HEAD<\/th>\n <th>SUB-HEAD<\/th>\n <th>RETENTION PERIOD<\/th>\n <th>REMARKS<\/th>\n <\/tr>\n <\/thead>\n <tbody>\n <tr>\n <td>1.<\/td>\n <td><strong>Creation & Classification of posts<\/strong><\/td>\n <td>\n (i) Continuance \/ revival of posts.<br><br>\n (ii) Conversion of temporary posts.<br><br>\n (iii) Creation of posts.<br><br>\n (iv) Revision of scales of pay.<br><br>\n (v) Upgrading of posts.\n <\/td>\n <td>\n (i) 1 year.<br><br>\n (ii) 10 years.<br><br>\n (iii) 10 years.<br><br>\n (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.<br><br>\n (v) 10 years.\n <\/td>\n <td>\n Subject to particulars of sanction being noted in Establishment\/ Service Register.\n <\/td>\n <\/tr>\n <tr>\n <td>2.<\/td>\n <td><strong>Review for determining suitability of employees for continuance in service<\/strong><\/td>\n <td>Establishment \/ Sanction Register.<\/td>\n <td>Permanent.<\/td>\n <td>Where the register is re-written, the old volume will be kept for 3 years.<\/td>\n <\/tr>\n <tr>\n <td>3.<\/td>\n <td><strong>Arbitration and litigation cases<\/strong><\/td>\n <td>--<\/td>\n <td>3 years.<\/td>\n <td>Subject to: (a) file not being closed until proceedings are income final; (b) cases involving important precedents being retained longer.<\/td>\n <\/tr>\n <tr>\n <td>4.<\/td>\n <td><strong>Notices under Section 80 of CPC<\/strong><\/td>\n <td>--<\/td>\n <td>1 year.<\/td>\n <td>If followed by civil suit, it becomes arbitration\/litigation case (retain for 3 years).<\/td>\n <\/tr>\n <tr>\n <td>5.<\/td>\n <td><strong>Recruitment<\/strong><\/td>\n <td>Condonation of break in service.<\/td>\n <td>5 years.<\/td>\n <td>Subject to: entry in service record and attested fresh copy in Vol. II of Service Book.<\/td>\n <\/tr>\n <tr>\n <td>6.<\/td>\n <td><strong>Advance: housebuilding<\/strong><\/td>\n <td>\n (i-ii) Rules and Orders (Car, Cycle, Festival, GPF, House Building, etc.)<br><br>\n (iii) Grant of conveyance allowance.<br><br>\n (iv-vii) Grant of specific advances (Cycle, Festival, GPF, Pay, TA, LTC, etc.)\n <\/td>\n <td>\n (i-ii) Permanent for issuing Departments; others keep standing rules only.<br><br>\n (iii-vii) 1 year.\n <\/td>\n <td>\n Subject to entries in pay bill register. Mortgage deeds and agreements kept in safe custody while valid.\n <\/td>\n <\/tr>\n <tr>\n <td>7.<\/td>\n <td><strong>Surety Bonds<\/strong><\/td>\n <td>Executed in favor of temporary or retiring Govt servants.<\/td>\n <td>3 years.<\/td>\n <td>Counted after the Bond ceases to be enforceable.<\/td>\n <\/tr>\n <tr>\n <td>8.<\/td>\n <td><strong>Pension \/ retirement<\/strong><\/td>\n <td>\n (i) Rules and Orders (General aspects).<br><br>\n (ii) In respect of Groups 'A', 'B' and 'C' Govt servants:<br>\n (a) Pre-verification of pension cases.<br>\n (b) Invalid pension.<br>\n (c) Family pension.<br>\n (d) Other pensions.<br>\n (e) Gratuity.<br>\n (f) Commutation of pension.\n <\/td>\n <td>\n (i) Permanent for issuing Depts.<br><br>\n (ii) (a) 3 years.<br>\n (b-d) 1 year after last necessary ceases or 5 years (whichever is later).<br>\n (e) 5 years.<br>\n (f) 15 years.\n <\/td>\n <td>\n Counted after the Bond ceases to be enforceable.\n <\/td>\n <\/tr>\n <\/tbody>\n <\/table>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcb0<\/div>\n <h2>FILES HAVING FINANCIAL IMPLICATIONS<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"green-box\">\n <p>\n <span class=\"mandatory-text\">The Five-Year Principle:<\/span> Files having financial implications and liable to be called by audit for inspection should be <span class=\"highlight\">retained for a period of five years<\/span> after they have been recorded.\n <\/p>\n <\/div>\n\n <h3 class=\"blue-heading\">Handling Audit Objections<\/h3>\n\n <p class=\"indented-section\">\n If an <span class=\"highlight\">audit objection<\/span> relating to a transaction dealt with in a file is received within the five-year period, the file will <span class=\"highlight\">not be destroyed<\/span> until after the objection has been settled to the satisfaction of the audit.\n <\/p>\n\n <h3 class=\"blue-heading\">Local Audit Protocol<\/h3>\n\n <p class=\"indented-section\">\n If a local audit does not take place within five years, the <span class=\"highlight\">Head of the Office<\/span> 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.\n <\/p>\n\n <div class=\"green-box\">\n <p>\n <span class=\"mandatory-text\">The Working Rule:<\/span> 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 <span class=\"highlight\">\"weed as you go\"<\/span>.\n <\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcd6<\/div>\n <h2>GENERAL INSTRUCTIONS FOR RETENTION<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"numbered-point\">\n <span class=\"number\">1.<\/span>\n <p>\n <span class=\"highlight\">Reckoning for Files:<\/span> The retention period specified for a file is to be reckoned from the <span class=\"highlight\">year in which the file is closed<\/span> (action completed), and not necessarily from the year in which it is recorded.\n <\/p>\n <\/div>\n\n <div class=\"numbered-point\">\n <span class=\"number\">2.<\/span>\n <p>\n <span class=\"highlight\">Reckoning for Registers:<\/span> In the case of records other than files (e.g., registers), the period is counted from the year in which it has <span class=\"highlight\">ceased to be current<\/span>.\n <\/p>\n <\/div>\n\n <div class=\"numbered-point\">\n <span class=\"number\">3.<\/span>\n <p>\n <span class=\"highlight\">Exceptional Cases:<\/span> Records may be <span class=\"highlight\">retained for a longer period<\/span> than specified if warranted by special features or departmental needs. However, records must <span class=\"highlight\">never be retained for a shorter<\/span> period than prescribed in the schedule.\n <\/p>\n <\/div>\n\n <div class=\"numbered-point\">\n <span class=\"number\">4.<\/span>\n <p>\n <span class=\"highlight\">Linked Records:<\/span> If a record is required for the disposal of another record, the former <span class=\"highlight\">will not be weeded out<\/span> 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 <span class=\"highlight\">consciously reviewed and revised suitably<\/span>.\n <\/p>\n <\/div>\n\n<\/div>\n\n \n <div id=\"retention\" class=\"content-section\">\n \n <div class=\"main-title\">RECORD RETENTION SCHEDULE<\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udccb<\/div>\n <h2>RETENTION SCHEDULE FOR RECORDS (MOP)<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"green-box\">\n <p>\n <span class=\"mandatory-text\">The Mandatory Rule:<\/span> The retention period will be reckoned with reference to the date from which the record <span class=\"highlight\">ceases to be current\/active<\/span>.\n <\/p>\n <\/div>\n\n <table>\n <thead>\n <tr>\n <th>DESCRIPTION OF RECORD<\/th>\n <th>RETENTION PERIOD (YEARS)<\/th>\n <\/tr>\n <\/thead>\n <tbody>\n <tr>\n <td>Dak Register<\/td>\n <td><span class=\"highlight\">3 Years<\/span><\/td>\n <\/tr>\n <tr>\n <td>Standing Guard Files<\/td>\n <td><span class=\"highlight\">Permanent<\/span> (Weed out when revised)<\/td>\n <\/tr>\n <tr>\n <td>Section Dispatch Register<\/td>\n <td><span class=\"highlight\">5 Years<\/span><\/td>\n <\/tr>\n <tr>\n <td>Messenger Book<\/td>\n <td><span class=\"highlight\">3 Years<\/span><\/td>\n <\/tr>\n <tr>\n <td>File Register<\/td>\n <td><span class=\"highlight\">Permanent<\/span><\/td>\n <\/tr>\n <tr>\n <td>File Movement Register<\/td>\n <td><span class=\"highlight\">3 Years<\/span><\/td>\n <\/tr>\n <tr>\n <td>Register for Progress of Recording<\/td>\n <td><span class=\"highlight\">3 Years<\/span><\/td>\n <\/tr>\n <tr>\n <td>Precedent Book<\/td>\n <td><span class=\"highlight\">Permanent<\/span><\/td>\n <\/tr>\n <tr>\n <td>List of Files Transferred to DRR<\/td>\n <td><span class=\"highlight\">25 Years<\/span><\/td>\n <\/tr>\n <tr>\n <td>List of Files Transferred to National Archives<\/td>\n <td><span class=\"highlight\">Permanent<\/span><\/td>\n <\/tr>\n <tr>\n <td>Record Review Register<\/td>\n <td><span class=\"highlight\">1 Year<\/span><\/td>\n <\/tr>\n <tr>\n <td>List of Files Received for Review<\/td>\n <td><span class=\"highlight\">1 Year<\/span><\/td>\n <\/tr>\n <tr>\n <td>Record Requisition Slip (NAI)<\/td>\n <td>Destroy after return to NAI<\/td>\n <\/tr>\n <tr>\n <td>Monthly Progress Report on Recording<\/td>\n <td><span class=\"highlight\">1 Year<\/span><\/td>\n <\/tr>\n <tr>\n <td>Register of Communications from MPs\/VIPs<\/td>\n <td><span class=\"highlight\">3 Years<\/span><\/td>\n <\/tr>\n <tr>\n <td>Register of Parliamentary Assurances<\/td>\n <td><span class=\"highlight\">3 Years<\/span><\/td>\n <\/tr>\n <tr>\n <td>Check-lists for Periodical Reports<\/td>\n <td><span class=\"highlight\">1 Year<\/span><\/td>\n <\/tr>\n <tr>\n <td>Inspection Reports<\/td>\n <td><span class=\"highlight\">1 Year<\/span> after ATN is accepted<\/td>\n <\/tr>\n <\/tbody>\n <\/table>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcc1<\/div>\n <h2>A \u2013 RECORDS OF ADMINISTRATIVE VALUE<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"font-style: italic; margin-bottom: 20px;\">Papers required to be kept indefinitely for the administration's use:<\/p>\n\n <div class=\"numbered-list\">\n <div class=\"list-item\">\n <span class=\"list-number\">1.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Rights & Obligations:<\/span> Papers relating to evidence of <span class=\"highlight\">rights or obligations<\/span> of or against the government (e.g., property titles, deeds recognizing rights, formal instruments like awards and sanctions).\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">2.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Major Policy:<\/span> Papers relating to <span class=\"highlight\">major policy decisions<\/span>, including those relating to the preparation or modification of legislation.\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">3.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Committees & Working Groups:<\/span> Papers relating to constitution, functions and working of <span class=\"highlight\">important committees<\/span>, working groups, etc.\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">4.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Precedents:<\/span> Papers relating to <span class=\"highlight\">lasting precedents<\/span> for important procedures (e.g., administrative memoranda, historical reports, legal opinions on important matters).\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">5.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Rules & Regulations:<\/span> Papers relating to <span class=\"highlight\">rules, regulations<\/span>, departmental guides or instructions of general application.\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">6.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Organization & Staffing:<\/span> Papers relating to salient features of <span class=\"highlight\">organisation and staffing<\/span> of government departments and offices.\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">7.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Important Litigation:<\/span> Papers relating to <span class=\"highlight\">important litigation<\/span> or 'causes celebres' in which the administration was involved.\n <\/div>\n <\/div>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83c\udfdb\ufe0f<\/div>\n <h2>B \u2013 RECORDS OF HISTORICAL IMPORTANCE<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"font-style: italic; margin-bottom: 20px;\">Papers of value to historians and research scholars:<\/p>\n\n <div class=\"numbered-list\">\n <div class=\"list-item\">\n <span class=\"list-number\">1.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Origin & Organization:<\/span> Papers relating to the <span class=\"highlight\">origin of a department<\/span> or agency; how it was organised; how it functioned; and (if defunct) how and why it was dissolved.\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">2.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Accomplishments:<\/span> Papers relating to data about what the <span class=\"highlight\">department\/agency accomplished<\/span> (samples or annual reports).\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">3.<\/span>\n <div style=\"flex: 1;\">\n <div class=\"green-box\" style=\"margin: 0;\">\n <p>\n <span class=\"emphasis\">Policy Change Indicators:<\/span> Papers relating to a change of policy can be identified via: (a) <span class=\"highlight\">Summaries for Ministers<\/span>, (b) <span class=\"highlight\">Committee appointments<\/span>, and (c) Notes for the <span class=\"highlight\">Cabinet<\/span> or <span class=\"highlight\">Cabinet Committees<\/span>.\n <\/p>\n <\/div>\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">4.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Implementation:<\/span> Papers relating to the <span class=\"highlight\">implementation of a change of policy<\/span>, including sets of instructions for executing agencies and relevant forms.\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">5.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Public Events:<\/span> Papers relating to a well-known <span class=\"highlight\">public or international event<\/span> or cause celebre, or events causing interest\/controversy on a national plane.\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">6.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Trends & Developments:<\/span> Papers relating to direct reference to <span class=\"highlight\">trends or developments<\/span> in political, social, economic or other fields (including unpublished statistical data).\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">7.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Citations:<\/span> Papers relating to papers cited in or noted as consulted in connection with <span class=\"highlight\">official publications<\/span>.\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">8.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Research & Development:<\/span> Papers relating to the more important aspects of <span class=\"highlight\">scientific or technical research<\/span> and development.\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">9.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Local Interest:<\/span> Papers relating to matters of <span class=\"highlight\">local interest<\/span> not reasonably expected to be available locally, or covering the whole country.\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">10.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Obsolete Investigations:<\/span> Papers relating to <span class=\"highlight\">obsolete activities<\/span> or investigations, or to abortive schemes in important fields.\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">11.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Departmental Sources:<\/span> Papers relating to any other specific category of records which are treated as <span class=\"highlight\">genuine sources of history<\/span> (biographical\/antiquarian interest).\n <\/div>\n <\/div>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udc65<\/div>\n <h2>DESTRUCTION OF PERSONNEL & ESTABLISHMENT RECORDS<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <table>\n <thead>\n <tr>\n <th>SL. NO.<\/th>\n <th>MAIN-HEAD<\/th>\n <th>SUB-HEAD<\/th>\n <th>RETENTION PERIOD<\/th>\n <th>REMARKS<\/th>\n <\/tr>\n <\/thead>\n <tbody>\n <tr>\n <td>1.<\/td>\n <td><strong>Creation & Classification of posts<\/strong><\/td>\n <td>\n (i) Continuance \/ revival of posts.<br>\n (ii) Conversion of temporary posts.<br>\n (iii) Creation of posts.<br>\n (iv) Revision of scales of pay.<br>\n (v) Upgrading of posts.\n <\/td>\n <td>\n (i) <span class=\"highlight\">1 year<\/span>.<br>\n (ii) <span class=\"highlight\">10 years<\/span>.<br>\n (iii) <span class=\"highlight\">10 years<\/span>.<br>\n (iv) <span class=\"highlight\">Permanent<\/span> for concerned Depts.<br>\n (v) <span class=\"highlight\">10 years<\/span>.\n <\/td>\n <td>\n Subject to particulars of sanction being noted in Establishment\/ Service Register.\n <\/td>\n <\/tr>\n <tr>\n <td>2.<\/td>\n <td><strong>Review for suitability<\/strong><\/td>\n <td>Establishment \/ Sanction Register.<\/td>\n <td><span class=\"highlight\">Permanent<\/span>.<\/td>\n <td>Old volume kept for 3 years when rewritten.<\/td>\n <\/tr>\n <tr>\n <td>3.<\/td>\n <td><strong>Arbitration and litigation<\/strong><\/td>\n <td>--<\/td>\n <td><span class=\"highlight\">3 years<\/span>.<\/td>\n <td>File not closed until proceedings are final.<\/td>\n <\/tr>\n <tr>\n <td>4.<\/td>\n <td><strong>Notices under Section 80 CPC<\/strong><\/td>\n <td>--<\/td>\n <td><span class=\"highlight\">1 year<\/span>.<\/td>\n <td>If followed by suit, retain for 3 years.<\/td>\n <\/tr>\n <tr>\n <td>5.<\/td>\n <td><strong>Recruitment<\/strong><\/td>\n <td>Condonation of break in service.<\/td>\n <td><span class=\"highlight\">5 years<\/span>.<\/td>\n <td>Entry in service record required.<\/td>\n <\/tr>\n <tr>\n <td>6.<\/td>\n <td><strong>Advances<\/strong><\/td>\n <td>\n (i-ii) Rules and Orders<br>\n (iii-vii) Grant of advances\n <\/td>\n <td>\n (i-ii) <span class=\"highlight\">Permanent<\/span> for issuing Depts.<br>\n (iii-vii) <span class=\"highlight\">1 year<\/span>.\n <\/td>\n <td>\n Subject to entries in pay bill register.\n <\/td>\n <\/tr>\n <tr>\n <td>7.<\/td>\n <td><strong>Surety Bonds<\/strong><\/td>\n <td>Executed for temp\/retiring servants.<\/td>\n <td><span class=\"highlight\">3 years<\/span>.<\/td>\n <td>After Bond ceases to be enforceable.<\/td>\n <\/tr>\n <tr>\n <td>8.<\/td>\n <td><strong>Pension \/ retirement<\/strong><\/td>\n <td>\n (i) Rules and Orders<br>\n (ii) Pre-verification, Invalid pension, Family pension, Gratuity, Commutation\n <\/td>\n <td>\n (i) <span class=\"highlight\">Permanent<\/span> for issuing Depts.<br>\n (ii) <span class=\"highlight\">1-15 years<\/span> (varies by type)\n <\/td>\n <td>\n Commutation: <span class=\"highlight\">15 years<\/span> retention.\n <\/td>\n <\/tr>\n <\/tbody>\n <\/table>\n\n <\/div>\n\n <\/div>\n <\/main>\n <\/div>\n\n <script>\n function showSection(sectionId) {\n \/\/ Hide all sections\n var sections = document.querySelectorAll('.content-section');\n 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opacity: 0.9;\n font-weight: 400;\n letter-spacing: 1px;\n text-transform: uppercase;\n color: #ffffff;\n }\n\n .toc-title {\n padding: 15px 20px 10px;\n font-size: 12px;\n font-weight: 700;\n letter-spacing: 2px;\n text-transform: uppercase;\n color: var(--accent-gold);\n border-bottom: 1px solid rgba(255,255,255,0.1);\n }\n\n .nav-menu {\n list-style: none;\n padding: 10px 0;\n }\n\n .nav-item {\n border-bottom: 1px solid rgba(255,255,255,0.05);\n }\n\n .nav-link {\n display: flex;\n align-items: center;\n padding: 15px 20px;\n color: var(--text-light);\n text-decoration: none;\n font-size: var(--base-font-size);\n font-weight: 600;\n transition: all 0.3s ease;\n cursor: pointer;\n border-left: 4px solid transparent;\n }\n\n .nav-link:hover {\n background: rgba(255,255,255,0.08);\n border-left-color: var(--accent-gold);\n }\n\n .nav-link.active {\n background: rgba(201, 162, 39, 0.15);\n border-left-color: var(--accent-gold);\n }\n\n .nav-icon {\n width: 36px;\n height: 36px;\n background: rgba(255,255,255,0.1);\n border-radius: 6px;\n display: flex;\n align-items: center;\n justify-content: center;\n margin-right: 12px;\n flex-shrink: 0;\n font-size: 18px;\n }\n\n .nav-link.active .nav-icon {\n background: var(--accent-gold);\n }\n\n .nav-text {\n flex: 1;\n line-height: 1.3;\n }\n\n .nav-number {\n font-size: 10px;\n font-weight: 700;\n letter-spacing: 1px;\n color: rgba(255,255,255,0.4);\n margin-left: 10px;\n }\n\n .sidebar-footer {\n padding: 15px 20px;\n border-top: 1px solid rgba(255,255,255,0.1);\n font-size: 10px;\n color: rgba(255,255,255,0.5);\n text-align: center;\n }\n\n .footer-logo {\n margin-bottom: 10px;\n }\n\n .footer-logo-img {\n max-width: 120px;\n max-height: 50px;\n object-fit: contain;\n }\n\n \/* Main Content Styles *\/\n .main-content {\n flex: 1;\n min-width: 0;\n background: #ffffff;\n }\n\n .content-header {\n background: #ffffff;\n padding: 20px 30px;\n border-bottom: 2px solid var(--border-light);\n position: sticky;\n top: 0;\n z-index: 50;\n }\n\n .breadcrumb {\n font-size: var(--base-font-size);\n color: #888;\n margin-bottom: 8px;\n letter-spacing: 0.5px;\n }\n\n .breadcrumb-link {\n color: var(--primary-navy);\n text-decoration: none;\n font-weight: 600;\n transition: all 0.2s ease;\n }\n\n .breadcrumb-link:hover {\n color: var(--accent-crimson);\n text-decoration: underline;\n }\n\n .breadcrumb-separator {\n color: #888;\n margin: 0 5px;\n }\n\n .breadcrumb-current {\n color: var(--accent-crimson);\n font-weight: 700;\n }\n\n .content-header h2 {\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\n font-size: 24px;\n color: var(--primary-navy);\n font-weight: 700;\n }\n\n .content-body {\n padding: 30px;\n max-width: 1000px;\n background: #ffffff;\n color: #1a1a1a;\n }\n\n \/* Content Section Styles *\/\n .content-section {\n display: none;\n animation: fadeIn 0.4s ease;\n }\n\n .content-section.active {\n display: block;\n }\n\n @keyframes fadeIn {\n from { opacity: 0; transform: translateY(10px); }\n to { opacity: 1; transform: translateY(0); }\n }\n\n \/* Document Styles *\/\n .main-title {\n text-align: center;\n color: var(--accent-crimson);\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\n font-size: 24px;\n font-weight: 700;\n margin-bottom: 25px;\n padding-bottom: 15px;\n border-bottom: 2px solid var(--accent-crimson);\n }\n\n .section-header {\n display: flex;\n align-items: center;\n gap: 12px;\n margin-top: 35px;\n margin-bottom: 12px;\n }\n\n .icon {\n background: linear-gradient(135deg, var(--primary-navy) 0%, var(--secondary-navy) 100%);\n color: white;\n width: 32px;\n height: 32px;\n border-radius: 5px;\n display: flex;\n align-items: center;\n justify-content: center;\n font-size: 16px;\n flex-shrink: 0;\n }\n\n .section-header h2 {\n color: var(--primary-navy);\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\n font-size: 18px;\n font-weight: 700;\n letter-spacing: 0.3px;\n }\n\n .section-line {\n border: none;\n border-top: 2px solid var(--primary-navy);\n margin-bottom: 20px;\n }\n\n \/* Highlight for keywords *\/\n .highlight {\n background-color: var(--highlight-yellow);\n padding: 1px 4px;\n font-weight: 700;\n }\n\n .emphasis {\n font-weight: 700;\n color: var(--text-dark);\n }\n\n .green-box {\n background: linear-gradient(135deg, #f0f7f0 0%, #e8f5e8 100%);\n border-left: 4px solid var(--success-green);\n padding: 15px 20px;\n margin: 20px 0;\n border-radius: 0 6px 6px 0;\n }\n\n .green-box p {\n font-size: var(--base-font-size);\n line-height: 1.7;\n }\n\n .yellow-box {\n background: linear-gradient(135deg, #fffef5 0%, #fff9e6 100%);\n border-left: 4px solid var(--warning-amber);\n padding: 15px 20px;\n margin: 20px 0;\n border-radius: 0 6px 6px 0;\n }\n\n .yellow-box p {\n font-size: var(--base-font-size);\n line-height: 1.7;\n font-style: italic;\n }\n\n .red-box {\n background: linear-gradient(135deg, #fff5f5 0%, #ffebeb 100%);\n border-left: 4px solid var(--accent-crimson);\n padding: 15px 20px;\n margin: 20px 0;\n border-radius: 0 6px 6px 0;\n }\n\n .red-box p, .red-box li {\n font-size: var(--base-font-size);\n }\n\n .blue-box {\n background: linear-gradient(135deg, #f0f8ff 0%, #e6f2ff 100%);\n border: 2px solid var(--secondary-navy);\n border-radius: 8px;\n padding: 20px;\n margin: 20px 0;\n }\n\n .blue-box h3 {\n color: var(--primary-navy);\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\n font-size: 16px;\n font-weight: 700;\n margin-bottom: 12px;\n }\n\n .blue-box p {\n font-size: var(--base-font-size);\n }\n\n .mandatory-text {\n font-weight: 700;\n color: var(--primary-navy);\n }\n\n .list-section {\n margin-left: 20px;\n margin-bottom: 15px;\n }\n\n .list-item {\n margin-bottom: 12px;\n font-size: var(--base-font-size);\n text-align: justify;\n display: flex;\n gap: 10px;\n }\n\n .list-number {\n font-weight: 700;\n color: var(--primary-navy);\n min-width: 30px;\n }\n\n \/* Tables *\/\n table {\n width: 100%;\n border-collapse: collapse;\n margin: 20px 0;\n font-size: var(--base-font-size);\n border: 1px solid #ddd;\n }\n\n th, td {\n border: 1px solid #ddd;\n padding: 10px 12px;\n text-align: left;\n vertical-align: top;\n font-size: var(--base-font-size);\n }\n\n th {\n background: linear-gradient(135deg, var(--primary-navy) 0%, var(--secondary-navy) 100%);\n color: white;\n font-weight: 700;\n text-align: center;\n font-size: 12px;\n letter-spacing: 0.5px;\n text-transform: uppercase;\n }\n\n tbody tr:nth-child(even) {\n background-color: #f8f9fa;\n }\n\n tbody tr:hover {\n background-color: #f0f4f8;\n }\n\n .numbered-point {\n margin-bottom: 15px;\n display: flex;\n gap: 12px;\n }\n\n .numbered-point .number {\n font-weight: 700;\n color: var(--primary-navy);\n min-width: 25px;\n }\n\n .numbered-point p {\n font-size: var(--base-font-size);\n text-align: justify;\n flex: 1;\n }\n\n .underline {\n text-decoration: underline;\n text-decoration-color: var(--accent-gold);\n text-underline-offset: 3px;\n }\n\n .blue-heading {\n color: var(--primary-navy);\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\n font-weight: 700;\n font-size: 16px;\n margin-top: 20px;\n margin-bottom: 10px;\n }\n\n .indented-section {\n margin-left: 20px;\n margin-bottom: 12px;\n font-size: var(--base-font-size);\n text-align: justify;\n padding: 12px;\n background: #f8f9fa;\n border-radius: 5px;\n border-left: 3px solid var(--secondary-navy);\n }\n\n .category-box {\n background: #f8f9fa;\n border-left: 4px solid var(--primary-navy);\n padding: 15px;\n margin: 15px 0;\n border-radius: 0 6px 6px 0;\n }\n\n .category-box p {\n font-size: var(--base-font-size);\n }\n\n .category-title {\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\n font-weight: 700;\n color: var(--primary-navy);\n font-size: 16px;\n margin-bottom: 10px;\n }\n\n .flowchart-container {\n text-align: center;\n margin: 25px 0;\n padding: 25px;\n background: #f8f9fa;\n border-radius: 10px;\n border: 1px solid var(--border-light);\n }\n\n .flowchart-title {\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\n font-weight: 700;\n font-size: 16px;\n margin-bottom: 20px;\n color: var(--primary-navy);\n }\n\n .flowchart-row {\n display: flex;\n justify-content: center;\n align-items: center;\n gap: 10px;\n margin-bottom: 12px;\n flex-wrap: wrap;\n }\n\n .flowchart-box {\n background: linear-gradient(135deg, #d6e9f8 0%, #c4dff6 100%);\n border: 2px solid var(--secondary-navy);\n border-radius: 8px;\n padding: 12px 15px;\n min-width: 120px;\n font-size: var(--base-font-size);\n font-weight: 600;\n text-align: center;\n }\n\n .arrow {\n font-size: 18px;\n font-weight: bold;\n color: var(--secondary-navy);\n }\n\n .arrow-down {\n font-size: 24px;\n font-weight: bold;\n color: var(--secondary-navy);\n text-align: center;\n margin: 10px 0;\n }\n\n .two-column {\n display: grid;\n grid-template-columns: 1fr 1fr;\n gap: 20px;\n margin: 20px 0;\n }\n\n .column-box {\n background: #f8f9fa;\n padding: 15px;\n border-radius: 6px;\n border: 1px solid var(--border-light);\n }\n\n .column-box p {\n font-size: var(--base-font-size);\n }\n\n .red-text {\n color: var(--accent-crimson);\n font-weight: 700;\n }\n\n .sub-heading {\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\n font-weight: 700;\n font-size: 16px;\n margin: 20px 0 12px 0;\n color: var(--primary-navy);\n }\n\n .procedure-step {\n margin-bottom: 15px;\n display: flex;\n gap: 12px;\n }\n\n .step-number {\n font-weight: 700;\n min-width: 30px;\n color: var(--primary-navy);\n }\n\n .step-content {\n flex: 1;\n text-align: justify;\n font-size: var(--base-font-size);\n }\n\n .small-table {\n width: 100%;\n margin: 20px 0;\n }\n\n .small-table td {\n padding: 15px;\n text-align: center;\n background: #f8f9fa;\n border: 1px solid var(--border-light);\n font-size: var(--base-font-size);\n }\n\n .note-text {\n font-style: italic;\n margin: 12px 0;\n padding-left: 15px;\n color: #666;\n font-size: var(--base-font-size);\n }\n\n .sub-section {\n margin-left: 20px;\n margin-top: 12px;\n }\n\n .bullet-list {\n margin-left: 15px;\n margin-top: 12px;\n list-style: disc;\n padding-left: 20px;\n }\n\n .bullet-list li {\n margin-bottom: 10px;\n text-align: justify;\n font-size: var(--base-font-size);\n }\n\n .numbered-list {\n margin: 15px 0;\n }\n\n \/* Placeholder Section *\/\n .placeholder-section {\n text-align: center;\n padding: 60px 30px;\n background: #f8f9fa;\n border-radius: 10px;\n border: 2px dashed var(--border-light);\n margin: 25px 0;\n }\n\n .placeholder-section .placeholder-icon {\n font-size: 60px;\n margin-bottom: 15px;\n }\n\n .placeholder-section h3 {\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\n font-size: 22px;\n color: var(--primary-navy);\n margin-bottom: 12px;\n }\n\n .placeholder-section p {\n color: #888;\n font-size: var(--base-font-size);\n max-width: 400px;\n margin: 0 auto;\n }\n\n \/* Coming Soon Box *\/\n .coming-soon-box {\n text-align: center;\n padding: 80px 40px;\n background: linear-gradient(135deg, #fff9e6 0%, #fff3cd 100%);\n border-radius: 15px;\n border: 3px dashed var(--warning-amber);\n margin: 40px 20px;\n box-shadow: 0 4px 15px rgba(244, 196, 48, 0.2);\n }\n\n .coming-soon-icon {\n font-size: 70px;\n margin-bottom: 20px;\n animation: pulse 2s infinite;\n }\n\n @keyframes pulse {\n 0%, 100% { transform: scale(1); }\n 50% { transform: scale(1.1); }\n }\n\n .coming-soon-box h3 {\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\n font-size: 28px;\n color: var(--primary-navy);\n margin-bottom: 15px;\n }\n\n .coming-soon-box p {\n color: #555;\n font-size: var(--base-font-size);\n max-width: 500px;\n margin: 0 auto 10px;\n }\n\n .coming-soon-box .coming-soon-subtext {\n color: #777;\n font-size: 13px;\n font-style: italic;\n margin-top: 15px;\n }\n\n \/* Responsive *\/\n @media (max-width: 900px) {\n .page-container {\n flex-direction: column;\n }\n .sidebar {\n width: 100%;\n min-width: 100%;\n min-height: auto;\n }\n .sidebar-inner {\n position: relative;\n max-height: none;\n }\n .two-column {\n grid-template-columns: 1fr;\n }\n .flowchart-row {\n flex-direction: column;\n }\n .arrow {\n transform: rotate(90deg);\n }\n }\n\n \/* Print Styles *\/\n @media print {\n .sidebar {\n display: none;\n }\n .content-header {\n position: static;\n }\n }\n <\/style>\n<\/head>\n<body>\n\n <div class=\"page-container\">\n \n <aside class=\"sidebar\">\n <div class=\"sidebar-inner\">\n <div class=\"sidebar-header\">\n <span class=\"emblem\">\ud83c\udfdb\ufe0f<\/span>\n <h1>Records Management Portal<\/h1>\n <p>Government of India<\/p>\n <\/div>\n\n <div class=\"toc-title\">\ud83d\udcda Table of Contents<\/div>\n\n <ul class=\"nav-menu\">\n <li class=\"nav-item\">\n <a class=\"nav-link active\" data-section=\"csmop\" onclick=\"showSection('csmop')\">\n <span class=\"nav-icon\">\ud83d\udccb<\/span>\n <span class=\"nav-text\">CSMOP<\/span>\n <span class=\"nav-number\">01<\/span>\n <\/a>\n <\/li>\n <li class=\"nav-item\">\n <a class=\"nav-link\" data-section=\"istm\" onclick=\"showSection('istm')\">\n <span class=\"nav-icon\">\ud83d\udcd6<\/span>\n <span class=\"nav-text\">Notes on Office Procedure - ISTM<\/span>\n <span class=\"nav-number\">02<\/span>\n <\/a>\n <\/li>\n <li class=\"nav-item\">\n <a class=\"nav-link\" data-section=\"gfr\" onclick=\"showSection('gfr')\">\n <span class=\"nav-icon\">\ud83d\udcc1<\/span>\n <span class=\"nav-text\">GFR - Appendix 9<\/span>\n <span class=\"nav-number\">03<\/span>\n <\/a>\n <\/li>\n <li class=\"nav-item\">\n <a class=\"nav-link\" data-section=\"retention\" onclick=\"showSection('retention')\">\n <span class=\"nav-icon\">\ud83d\udcc5<\/span>\n <span class=\"nav-text\">Record Retention Schedule<\/span>\n <span class=\"nav-number\">04<\/span>\n <\/a>\n <\/li>\n <\/ul>\n\n <div class=\"sidebar-footer\">\n <div class=\"footer-logo\">\n <img decoding=\"async\" src=\"logo.png\" alt=\"PromotionExams Logo\" class=\"footer-logo-img\" onerror=\"this.style.display='none'\">\n <\/div>\n <p>\u00a9 2026 PromotionExams.com<\/p>\n <p>Erstwhile CSSADDA.in<\/p>\n <\/div>\n <\/div>\n <\/aside>\n\n \n <main class=\"main-content\">\n <header class=\"content-header\">\n <div class=\"breadcrumb\">\n <a href=\"#\" class=\"breadcrumb-link\" onclick=\"goHome(); return false;\">Home<\/a> \n <span class=\"breadcrumb-separator\">\/<\/span> \n <a href=\"#\" class=\"breadcrumb-link\" onclick=\"goRecordsManagement(); return false;\">Records Management<\/a> \n <span class=\"breadcrumb-separator\">\/<\/span> \n <span id=\"current-section-name\" class=\"breadcrumb-current\">CSMOP<\/span>\n <\/div>\n <h2 id=\"content-title\">Central Secretariat Manual of Office Procedure<\/h2>\n <\/header>\n\n <div class=\"content-body\">\n\n \n <div id=\"csmop\" class=\"content-section active\">\n\n <div class=\"main-title\">Chapter 10 : RECORDS MANAGEMENT<\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udccb<\/div>\n <h2>10.1. Activities involved in records management are:<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"green-box\">\n <p>\n <span class=\"mandatory-text\">The Mandatory Standard:<\/span> Records management covers the activities concerning mainly <span class=\"highlight\">recording, retention, retrieval and weeding out<\/span>.\n <\/p>\n <\/div>\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">(2)<\/span>\n <span>In pursuance of the <span class=\"highlight\">Public Records Act, 1993<\/span> and the <span class=\"highlight\">Public Records Rules, 1997<\/span>, each record creating agency will nominate a <span class=\"highlight\">Departmental Records Officer (DRO)<\/span>.<\/span>\n <\/div>\n <div class=\"indented-section\">\n \u2022 <span class=\"highlight\">Designation Rule:<\/span> The DRO must <span class=\"highlight\">not be below the level of a Section Officer<\/span> for overall records management of the organisation as a whole.\n <\/div>\n <\/div>\n\n <div class=\"flowchart-container\">\n <div class=\"flowchart-title\">Box \u2013 10.1: Stages of Records Management:<\/div>\n \n <div class=\"flowchart-row\">\n <div class=\"flowchart-box\">Creation of records<\/div>\n <span class=\"arrow\">\u2192<\/span>\n <div class=\"flowchart-box\">Use of records<\/div>\n <span class=\"arrow\">\u2192<\/span>\n <div class=\"flowchart-box\">Recording<\/div>\n <span class=\"arrow\">\u2192<\/span>\n <div class=\"flowchart-box\">Retention of records<\/div>\n <\/div>\n\n <div class=\"arrow-down\">\u2b07<\/div>\n\n <div class=\"flowchart-row\">\n <div class=\"flowchart-box\">Transfer to NAI<\/div>\n <span class=\"arrow\">\u2190<\/span>\n <div class=\"flowchart-box\">Appraisal of records<\/div>\n <span class=\"arrow\">\u2190<\/span>\n <div class=\"flowchart-box\">Review\/Weed out<\/div>\n <span class=\"arrow\">\u2190<\/span>\n <div class=\"flowchart-box\">Transfer to DRR<\/div>\n <\/div>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcdd<\/div>\n <h2>10.2 STAGE OF RECORDING<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 15px; text-align: justify;\">\n Files should be recorded <span class=\"highlight\">after action on all the issues<\/span> considered thereon has been completed as per the <span class=\"highlight\">record retention schedules (Para 10.7)<\/span>.\n <\/p>\n\n <div class=\"yellow-box\">\n <p>\n <span class=\"highlight\">Note on Ephemeral Records:<\/span> Papers relating to purely <span class=\"highlight\">ephemeral nature<\/span> (such as casual leave records or circulars of temporary nature) containing papers of little reference or research value may be <span class=\"highlight\">destroyed after one year<\/span> without being formally recorded.\n <\/p>\n <\/div>\n\n \n <div class=\"blue-box\">\n <h3>\ud83d\udcc1 BOX-E.10.1. RECORDING IN EFILE<\/h3>\n \n <p style=\"margin-bottom: 10px;\">\u2022 In eFile, the facility of recording a file is given for the files on which processing is done physically.<\/p>\n \n <p style=\"margin-bottom: 10px;\">\u2022 An electronic file on which action is complete is <span class=\"highlight\">closed<\/span> and kept in a separate folder (closed folder).<\/p>\n \n <p style=\"margin-bottom: 10px;\">\u2022 <span class=\"highlight\">Approval:<\/span> This may be closed by the creator after getting approval of the <span class=\"highlight\">competent authority<\/span> (Section Officer and above).<\/p>\n \n <p style=\"margin-bottom: 10px;\">\u2022 <span class=\"highlight\">Access:<\/span> The closed file may be seen by the official who closed the file and the official who authorized the closure.<\/p>\n \n <p style=\"margin-bottom: 10px;\">\u2022 <span class=\"highlight\">Reopening:<\/span> The closed file can be <span class=\"highlight\">reopened\/retrieved<\/span> by the official who has closed the file with the approval of the competent authority.<\/p>\n <\/div>\n\n <ul class=\"bullet-list\">\n <li><span class=\"highlight\">Departmental Instructions:<\/span> These are to be reviewed and re-issued by each Department.<\/li>\n \n <li><span class=\"highlight\">eFile Maintenance:<\/span> Electronic files should also be kept in <span class=\"highlight\">external media<\/span>, and the working condition of such media should be checked frequently (<span class=\"highlight\">at least once a week<\/span>).<\/li>\n <\/ul>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udccb<\/div>\n <h2>10.3. DEPARTMENTAL INSTRUCTIONS<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 20px; text-align: justify;\">\n Each Department has to issue <span class=\"highlight\">Departmental instructions<\/span> to regulate the <span class=\"highlight\">recording and reviewing<\/span> of records. These instructions must be reviewed and re-issued by each Department to ensure procedural compliance.\n <\/p>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83c\udfdb\ufe0f<\/div>\n <h2>10.4. CATEGORISATION OF PHYSICAL RECORDS<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 15px; text-align: justify;\">Files may be recorded under any one of the following <span class=\"highlight\">three categories<\/span>:<\/p>\n\n <div class=\"category-box\">\n <div class=\"category-title\">Category 'A' \u2014 \"Keep and Microfilm\"<\/div>\n <p style=\"margin-bottom: 10px;\">This categorization is adopted for files qualifying for <span class=\"highlight\">permanent preservation<\/span> for administrative purposes or historical importance.<\/p>\n \n <p style=\"font-weight: bold; margin-top: 15px; margin-bottom: 10px;\">Microfilming is required if they contain:<\/p>\n \n <p style=\"margin-bottom: 8px;\"><span class=\"highlight\">(i)<\/span> A document so precious that its original must be preserved intact and access restricted to prevent damage.<\/p>\n \n <p><span class=\"highlight\">(ii)<\/span> Material likely to be required for <span class=\"highlight\">frequent reference<\/span> by different parties simultaneously.<\/p>\n <\/div>\n\n <div class=\"category-box\">\n <div class=\"category-title\">Category 'B' \u2014 \"Keep but do not Microfilm\"<\/div>\n <p>Covers files required for <span class=\"highlight\">permanent preservation<\/span> for administrative purposes (as listed in part 'A' of Appendix 10.2), but <span class=\"highlight\">excludes<\/span> material requiring microfilming (i.e., not precious or frequently accessed simultaneously).<\/p>\n <\/div>\n\n <div class=\"category-box\">\n <div class=\"category-title\">Category 'C' \u2014 \"Keep for specified period only\"<\/div>\n <p style=\"margin-bottom: 10px;\">Includes files of <span class=\"highlight\">secondary importance<\/span> with reference value for a limited period <span class=\"highlight\">not exceeding 10 years<\/span>.<\/p>\n \n <p style=\"font-style: italic; margin-top: 15px;\"><span class=\"highlight\">Upgrade Rule:<\/span> In exceptional cases, if record retention is required beyond 10 years, it will be upgraded to <span class=\"highlight\">'B' Category<\/span>.<\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcbb<\/div>\n <h2>CATEGORISATION OF E-FILES<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 20px; text-align: justify;\">eFiles are recorded under <span class=\"highlight\">two specific categories<\/span>:<\/p>\n\n <div class=\"two-column\">\n <div class=\"column-box\">\n <div class=\"category-title\">Category - 'A'<\/div>\n <p>eFiles qualifying for <span class=\"highlight\">permanent preservation<\/span> for administrative purposes or historical reasons.<\/p>\n <\/div>\n \n <div class=\"column-box\">\n <div class=\"category-title\">Category - 'C'<\/div>\n <p>eFiles of <span class=\"highlight\">secondary importance<\/span> with reference value for a period <span class=\"highlight\">not exceeding 10 years<\/span>.<\/p>\n <\/div>\n <\/div>\n\n <p class=\"note-text\"><span class=\"highlight\">Note:<\/span> eFiles in Category 'C' required beyond 10 years must be upgraded to <span class=\"highlight\">Category 'A'<\/span>.<\/p>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\u2705<\/div>\n <h2>10.5. PROCEDURE FOR RECORDING<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 20px; text-align: justify;\">\n After action on the issue(s) considered on the file has been completed, the <span class=\"highlight\">Dealing Officer\/Initiating Officer<\/span>, in consultation with his <span class=\"highlight\">supervisory officer<\/span>, should close and record the file in the following manner:\n <\/p>\n\n <div class=\"numbered-list\">\n <div class=\"procedure-step\">\n <span class=\"step-number\">i.<\/span>\n <div class=\"step-content\">\n Indicate the appropriate <span class=\"highlight\">category of record<\/span>. For Category 'C', specify the <span class=\"highlight\">retention period<\/span> and the year of review\/weeding on the file cover (e.g., <span class=\"highlight\">\"C\/5 \u2013 Destroy 2\/2023\"<\/span>). This requires specific approval from the Section Officer.\n <\/div>\n <\/div>\n\n <div class=\"procedure-step\">\n <span class=\"step-number\">ii.<\/span>\n <div class=\"step-content\">\n Revise the <span class=\"highlight\">title of the file<\/span> where necessary to adequately describe the final contents.\n <\/div>\n <\/div>\n\n <div class=\"procedure-step\">\n <span class=\"step-number\">iii.<\/span>\n <div class=\"step-content\">\n Get the file <span class=\"highlight\">indexed<\/span> (Mandatory for Category <span class=\"highlight\">'A' & 'B'<\/span> files).\n <\/div>\n <\/div>\n\n <div class=\"procedure-step\">\n <span class=\"step-number\">iv.<\/span>\n <div class=\"step-content\">\n Take extracts of <span class=\"highlight\">important decisions\/documents<\/span> for the standing guard file, standing note, or <span class=\"highlight\">precedent book<\/span>.\n <\/div>\n <\/div>\n\n <div class=\"procedure-step\">\n <span class=\"step-number\">v.<\/span>\n <div class=\"step-content\">\n Remove and destroy <span class=\"highlight\">superfluous papers<\/span> (reminders, routine slips, rough drafts) unless they have <span class=\"highlight\">audit or legal<\/span> value.\n <\/div>\n <\/div>\n\n <div class=\"procedure-step\">\n <span class=\"step-number\">vi.<\/span>\n <div class=\"step-content\">\n Complete all references; mark <span class=\"highlight\">previous and later references<\/span> clearly on the file cover.\n <\/div>\n <\/div>\n\n <div class=\"procedure-step\">\n <span class=\"step-number\">vii.<\/span>\n <div class=\"step-content\">\n Complete <span class=\"highlight\">columns 4 and 5<\/span> of the file register (Appendix 7.3) and correct column 2 if necessary.\n <\/div>\n <\/div>\n\n <div class=\"procedure-step\">\n <span class=\"step-number\">viii.<\/span>\n <div class=\"step-content\">\n Enter the file number in the register for <span class=\"highlight\">watching progress of recording<\/span> (Appendix 10.1).\n <\/div>\n <\/div>\n\n <div class=\"procedure-step\">\n <span class=\"step-number\">ix.<\/span>\n <div class=\"step-content\">\n Write the word <span class=\"red-text\">\"RECORDED\"<\/span> prominently in <span class=\"highlight\">red ink<\/span> across entries in the file movement register.\n <\/div>\n <\/div>\n\n <div class=\"procedure-step\">\n <span class=\"step-number\">x.<\/span>\n <div class=\"step-content\">\n Convert all <span class=\"highlight\">pencil notations<\/span> (page numbers\/references) into <span class=\"highlight\">ink<\/span>.\n <\/div>\n <\/div>\n\n <div class=\"procedure-step\">\n <span class=\"step-number\">xi.<\/span>\n <div class=\"step-content\">\n Prepare <span class=\"highlight\">fresh file covers<\/span> where necessary, ensuring all previous entries are transferred.\n <\/div>\n <\/div>\n\n <div class=\"procedure-step\">\n <span class=\"step-number\">xii.<\/span>\n <div class=\"step-content\">\n Hand over the file to the <span class=\"highlight\">MTS<\/span> for repair of damaged papers and <span class=\"highlight\">stitching<\/span>. The file must be shown to the designated official for final entries before bundling.\n <\/div>\n <\/div>\n <\/div>\n\n \n <div class=\"blue-box\">\n <h3>\ud83d\udcc1 BOX-E.10.2. RECORDING IN EFILE<\/h3>\n \n <p style=\"margin-bottom: 10px;\">\u2022 In eFile, <span class=\"highlight\">change of file title<\/span> or <span class=\"highlight\">removal of any paper<\/span> from any part of the electronic file is <span class=\"highlight\">not permissible<\/span>.<\/p>\n \n <p>\u2022 In eFile, file maintenance is a <span class=\"highlight\">continuous and automatic activity<\/span>.<\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udd0d<\/div>\n <h2>10.6 STAGE OF INDEXING<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <ul class=\"bullet-list\">\n <li>Files will be <span class=\"highlight\">indexed<\/span> at the time of their recording.<\/li>\n \n <li><span class=\"highlight\">Eligibility:<\/span> Only those files which are categorised as <span class=\"highlight\">'A' & 'B'<\/span> will be indexed.<\/li>\n \n <li><span class=\"highlight\">Exception:<\/span> If a list of recorded files is available in <span class=\"highlight\">MS-Word or PDF<\/span> format, there is no need for indexing.<\/li>\n <\/ul>\n\n \n <div class=\"blue-box\">\n <h3>\ud83d\udcc7 BOX-E.10.3. INDEXING IN EFILE<\/h3>\n \n <p style=\"margin-bottom: 10px;\">\u2022 Meta-data of the file along with recording info helps in easy tracking, retrieval, and status monitoring.<\/p>\n \n <p>\u2022 Searchable parameters include: <span class=\"highlight\">File number, Subject\/Part-subject, Category<\/span>, and creation parameters.<\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcc5<\/div>\n <h2>10.7 RECORD RETENTION SCHEDULE<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 15px; text-align: justify;\">To prevent premature destruction or unnecessary storage, departments must follow these schedules:<\/p>\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">a.<\/span>\n <span><span class=\"highlight\">Accounts Records:<\/span> Follow Appendix 9 of <span class=\"highlight\">General Financial Rules (GFR), 2017<\/span>.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">b.<\/span>\n <span><span class=\"highlight\">Establishment\/Housekeeping:<\/span> Follow the common schedule issued by <span class=\"highlight\">DARPG<\/span>.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">c.<\/span>\n <span><span class=\"highlight\">Manual Records:<\/span> Observe retention periods specified in <span class=\"highlight\">Appendix 10.10<\/span>.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">d.<\/span>\n <span><span class=\"highlight\">Substantive Functions:<\/span> Use Departmental schedules vetted by the <span class=\"highlight\">National Archives of India (NAI)<\/span>.<\/span>\n <\/div>\n <\/div>\n\n <div class=\"green-box\" style=\"margin-top: 20px;\">\n <p>\n <span class=\"mandatory-text\">Mandatory Review:<\/span> The above schedules should be reviewed <span class=\"highlight\">at least once in 5 years<\/span>.\n <\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\uddc4\ufe0f<\/div>\n <h2>10.8 CUSTODY OF RECORDS<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">(i)<\/span>\n <span><span class=\"highlight\">Retention Period:<\/span> Recorded files are kept in sections\/desks for <span class=\"highlight\">not more than one year<\/span>, then transferred to the <span class=\"highlight\">Departmental Record Room (DRR)<\/span>.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">(ii)<\/span>\n <span><span class=\"highlight\">Work Transfer:<\/span> Files are transferred via <span class=\"highlight\">Appendix 10.3 (duplicate list)<\/span>. One copy remains with the receiver, the other is <span class=\"highlight\">returned to the transferor<\/span>.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">(iii)<\/span>\n <span><span class=\"highlight\">Transfer to DRR:<\/span> Accompanied by <span class=\"highlight\">Appendix 10.3<\/span> in duplicate. The DRR verifies files, signs, and returns one copy.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">(iv)<\/span>\n <span><span class=\"highlight\">DRR Management:<\/span> Maintains a <span class=\"highlight\">Record Review Register (Appendix 10.4)<\/span> with pages allotted for future years.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">(v)<\/span>\n <span><span class=\"highlight\">25-Year Rule (NAI):<\/span> Files reaching their <span class=\"highlight\">25th year of life<\/span> which survive review are stamped <span class=\"highlight\">'TRANSFERRED TO NAI'<\/span> and sent to the National Archives of India with a list in triplicate.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">(vi)<\/span>\n <span><span class=\"highlight\">Preservation Standards:<\/span> Record rooms must be <span class=\"highlight\">ventilated, well-lit, fire-safe<\/span>, and moisture-free. Records are dusted regularly and <span class=\"highlight\">periodically fumigated<\/span>.<\/span>\n <\/div>\n <\/div>\n\n \n <div class=\"blue-box\">\n <h3>\ud83d\udd04 BOX-E.10.4. REVIEW OF EFILES<\/h3>\n <p>Closed e-files are reviewed as per schedules and marked for <span class=\"highlight\">weeding out<\/span> or <span class=\"highlight\">transfer to NAI<\/span> as per accession procedures.<\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcdd<\/div>\n <h2>10.9. REVIEW AND WEEDING OF RECORDS<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"flowchart-container\">\n <div class=\"flowchart-title\">Review Timelines and Reckoning<\/div>\n \n <div style=\"display: flex; justify-content: center; gap: 30px; margin-bottom: 30px; flex-wrap: wrap;\">\n <div style=\"text-align: center;\">\n <div class=\"flowchart-box\" style=\"margin-bottom: 10px;\">\n <strong>CATEGORY 'C' FILES<\/strong>\n <\/div>\n <div style=\"font-size: 12px; margin-bottom: 5px;\">Reckoned by:<\/div>\n <div style=\"font-weight: bold;\">YEAR OF CLOSING<\/div>\n <div style=\"margin: 15px 0; font-size: 20px;\">\u2193<\/div>\n <div style=\"font-size: 12px;\">Review on Expiry of Retention Period<\/div>\n <\/div>\n \n <div style=\"text-align: center;\">\n <div class=\"flowchart-box\" style=\"margin-bottom: 10px;\">\n <strong>CATEGORY 'A' & 'B'<\/strong>\n <\/div>\n <div style=\"font-size: 12px; margin-bottom: 5px;\">Reckoned by:<\/div>\n <div style=\"font-weight: bold;\">YEAR OF OPENING<\/div>\n <div style=\"margin: 15px 0; font-size: 20px;\">\u2193<\/div>\n <div style=\"font-size: 12px;\">Review on Attaining 25th year<\/div>\n <\/div>\n <\/div>\n <\/div>\n\n <div class=\"green-box\">\n <p>\n <span class=\"mandatory-text\">The Mandatory Standard:<\/span> A category 'C' file will be <span class=\"highlight\">weeded out<\/span> on expiry of retention unless there are grounds for further retention. Retention after review must <span class=\"highlight\">not exceed 10 years<\/span> total, with approval from <span class=\"highlight\">Branch Officer\/Divisional Head<\/span>.\n <\/p>\n <\/div>\n\n <p style=\"margin: 20px 0; text-align: justify;\">\n <span class=\"highlight\">The Review Cycle:<\/span> Beginning in <span class=\"highlight\">January<\/span> each year, the DRR sends files due for review to sections in <span class=\"highlight\">four lots<\/span>: January, April, July, and September (Form Appendix 10.5).\n <\/p>\n\n \n <div class=\"red-box\">\n <p style=\"font-weight: bold; margin-bottom: 10px;\">CRITICAL EXCEPTION: LEGAL & INQUIRY PROCEEDINGS<\/p>\n <p style=\"margin-bottom: 10px;\">Files related to <span class=\"highlight\">Departmental Inquiries, Commissions of Inquiry<\/span>, or <span class=\"highlight\">Court Proceedings\/Judgments<\/span> may <span class=\"underline\">not<\/span> be destroyed, even if they have completed their life cycle.<\/p>\n \n <ul class=\"bullet-list\" style=\"margin-left: 20px; margin-top: 10px;\">\n <li>Destruction is only permitted <span class=\"highlight\">after<\/span> report submission or judgment implementation.<\/li>\n <li>Requires approval of <span class=\"highlight\">Joint Secretary\/Head of Department<\/span>.<\/li>\n <li>Files must be kept during <span class=\"highlight\">appeals<\/span> or <span class=\"highlight\">challenge periods<\/span>.<\/li>\n <\/ul>\n <\/div>\n\n <p style=\"margin: 20px 0; text-align: justify;\">\n <span class=\"highlight\">Post-Review Action:<\/span> Surviving 'A' and 'B' files (at 25th year) are transferred to the <span class=\"highlight\">National Archives of India (NAI)<\/span>. Other files marked for destruction are disposed of after register updates.\n <\/p>\n\n \n <h3 class=\"blue-heading\">\u26a0\ufe0f MANNER OF WEEDING\/DESTRUCTION<\/h3>\n\n <table style=\"margin: 20px 0;\">\n <tbody>\n <tr>\n <td style=\"text-align: center; font-weight: bold; background-color: #f5f5f5;\">\n Routine Records<br>\n <span style=\"font-size: 12px; font-weight: normal;\">Manually torn into small pieces<\/span>\n <\/td>\n <td style=\"text-align: center; font-weight: bold; background-color: #f5f5f5;\">\n Classified Records<br>\n <span style=\"font-size: 12px; font-weight: normal;\">Use of Shredder<\/span>\n <\/td>\n <td style=\"text-align: center; font-weight: bold; background-color: #f5f5f5;\">\n Secret Records<br>\n <span style=\"font-size: 12px; font-weight: normal;\">Incinerated after being shredded<\/span>\n <\/td>\n <\/tr>\n <\/tbody>\n <\/table>\n\n <h3 class=\"blue-heading\">Measures to Reduce Volume:<\/h3>\n\n <ul class=\"bullet-list\">\n <li><span class=\"highlight\">Annual Special Drive:<\/span> Launched to record\/review all Category 'C' files.<\/li>\n <li><span class=\"highlight\">JS Review:<\/span> Half-yearly state of weeding reviewed by each <span class=\"highlight\">Joint Secretary<\/span>.<\/li>\n <li><span class=\"highlight\">Inspection:<\/span> Officers must pay special attention to Records Management during inspections.<\/li>\n <\/ul>\n\n \n <div class=\"blue-box\">\n <h3>\u2b55 Box-e.10.5. Records Management System (RMS)<\/h3>\n <p style=\"font-style: italic;\">In eFile, once physical files are reviewed, the <span class=\"highlight\">RMS<\/span> takes care of weeding out procedures automatically as per the prescribed manual standards.<\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcca<\/div>\n <h2>10.10. QUARTERLY PROGRESS REPORTS OF RECORDING AND REVIEWING<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">i.<\/span>\n <span>The <span class=\"highlight\">record officer<\/span> will prepare each quarter, in duplicate, progress reports on the recording and review of files for the preceding 3 months in the forms at Appendices 10.6 and 10.7.<\/span>\n <\/div>\n <\/div>\n \n <div class=\"green-box\" style=\"margin-left: 40px;\">\n <p style=\"font-weight: bold; margin-bottom: 10px;\">Required Documentation:<\/p>\n <p>The reports must be submitted to the <span class=\"highlight\">section officer<\/span> together with the following records:<\/p>\n <p style=\"margin-top: 10px;\">(a) <span class=\"highlight\">Register for watching progress of recording<\/span> (Appendix - 10.1); and<\/p>\n <p>(b) <span class=\"highlight\">Lists of files received for review<\/span> (Appendix \u2013 10.5)<\/p>\n <\/div>\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">ii.<\/span>\n <span>The <span class=\"highlight\">section officer<\/span> will check the two statements, submit one copy of the report to the <span class=\"highlight\">branch officer<\/span> and send the other to the designated section looking after <span class=\"highlight\">Internal Work Study<\/span>.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">iii.<\/span>\n <span>The designated section entrusted with the functions of <span class=\"highlight\">Internal Work Study (DSIWS)\/O&M<\/span> will perform the following duties:<\/span>\n <\/div>\n <\/div>\n\n <div class=\"indented-section\" style=\"margin-left: 60px;\">\n <p style=\"margin-bottom: 10px;\"><span class=\"highlight\">(a)<\/span> Post the figures in the forms at <span class=\"highlight\">Appendices 10.6 and 10.7<\/span> and return the reports to the section concerned;<\/p>\n \n <p style=\"margin-bottom: 10px;\"><span class=\"highlight\">(b)<\/span> Prepare the <span class=\"highlight\">consolidated statement<\/span> for the Department as a whole by vertically totaling the columns in the form at Appendices 10.8 and 10.9;<\/p>\n \n <p style=\"margin-bottom: 10px;\"><span class=\"highlight\">(c)<\/span> Watch the progress of recording and review work generally; and<\/p>\n \n <p><span class=\"highlight\">(d)<\/span> Bring to the notice of the designated <span class=\"highlight\">O&M officer<\/span> and the <span class=\"highlight\">Secretary<\/span>, any significant trends in the matter.<\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83c\udfdb\ufe0f<\/div>\n <h2>10.11. PERSONAL OFFICES OF MINISTERS<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">(a)<\/span>\n <span><span class=\"highlight\">Mandatory Records:<\/span> Personal offices must maintain <span class=\"highlight\">registration, dispatch, and file movement registers<\/span>.<\/span>\n <\/div>\n <\/div>\n \n <div class=\"indented-section\" style=\"margin-left: 40px;\">\n \u2022 <span class=\"highlight\">Special Folders:<\/span> Secret papers connected with <span class=\"highlight\">Cabinet meetings<\/span> and other sensitive subjects must be kept in separate folders.\n <\/div>\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">(b)<\/span>\n <span><span class=\"highlight\">Informal Submissions:<\/span> When files are given to the Minister informally for seeking orders, the <span class=\"highlight\">PS to Minister<\/span> must be informed.<\/span>\n <\/div>\n <\/div>\n \n <div class=\"indented-section\" style=\"margin-left: 40px;\">\n \u2022 <span class=\"highlight\">Tracking:<\/span> PS to Minister will track the movement and ensure the file is <span class=\"highlight\">returned to the officer<\/span> as soon as it is disposed of.\n <\/div>\n\n <ul class=\"bullet-list\" style=\"margin-top: 20px;\">\n <li>\u2022 <span class=\"highlight\">Ink Standards:<\/span> Only <span class=\"highlight\">Black or Blue ink<\/span> shall be used by all staff and officers.<\/li>\n \n <li style=\"margin-top: 10px;\">\u2022 <span class=\"highlight\">Paragraphing:<\/span> Divide notes into serially numbered paragraphs. Use brief titles for policy or problem-solving cases.<\/li>\n \n <li style=\"margin-top: 10px;\">\u2022 <span class=\"highlight\">Typed vs Handwritten:<\/span> Handwritten notes <span class=\"highlight\">should be avoided<\/span>. Notes of half a page or more must be electronically printed on both sides of the sheet.<\/li>\n <\/ul>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udc65<\/div>\n <h2>10.12. RECORDS OF OFFICERS & STAFF<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <ul class=\"bullet-list\">\n <li>Each Department may issue <span class=\"highlight\">departmental instructions<\/span> to regulate the review and weeding out of records maintained by <span class=\"highlight\">officers and their personal staff<\/span>.<\/li>\n <\/ul>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udce5<\/div>\n <h2>10.13. REQUISITIONING OF RECORDS<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"green-box\">\n <p>\n <span class=\"mandatory-text\">The Mandatory Standard:<\/span> No recorded file will be issued from the sections, Departmental Record Room, or Archival records <span class=\"highlight\">except with a signed archival records request<\/span> in the form prescribed under the <span class=\"highlight\">Public Records Act, 1993\/Public Records Rules, 1997<\/span>.\n <\/p>\n <\/div>\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">(ii)<\/span>\n <span><span class=\"highlight\">Return Timeline (DRR):<\/span> Files obtained by a section from the departmental record room will normally be <span class=\"highlight\">returned within 6 months<\/span>. If not received back, the record room will remind the section. Until the record room receives the file, each section must maintain a simple register to track files issued or borrowed.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">(iii)<\/span>\n <span><span class=\"highlight\">National Archives (NAI) Protocols:<\/span><\/span>\n <\/div>\n <\/div>\n\n <div class=\"indented-section\" style=\"margin-left: 60px;\">\n <p style=\"margin-bottom: 10px;\">\u2022 <span class=\"highlight\">Endorsements:<\/span> Requisitions for files belonging to other departments in NAI custody must be endorsed by the department concerned.<\/p>\n \n <p style=\"margin-bottom: 10px;\">\u2022 <span class=\"highlight\">Confidential Files:<\/span> NAI will not supply confidential files directly; they must be <span class=\"highlight\">routed through the department<\/span> to which they belong.<\/p>\n \n <p style=\"margin-bottom: 10px;\">\u2022 <span class=\"highlight\">a. Tracking:<\/span> The requisition will be kept in place of the file issued by NAI.<\/p>\n \n <p style=\"margin-bottom: 10px;\">\u2022 <span class=\"highlight\">b. Format:<\/span> If the file is microfilmed or printed, a copy will normally be issued instead of the original.<\/p>\n \n <p>\u2022 <span class=\"highlight\">c. Return Timeline (NAI):<\/span> Files obtained from NAI will not normally be retained for more than <span class=\"highlight\">one year<\/span> without specific knowledge and consent.<\/p>\n <\/div>\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">(iv)<\/span>\n <span><span class=\"highlight\">Restoration:<\/span> On return, the requisitioned file will be restored to its place and the requisition returned to the section\/official concerned.<\/span>\n <\/div>\n <\/div>\n\n \n <div class=\"blue-box\">\n <h3>\ud83d\udcbe BOX-E.10.6. RECORDS MANAGEMENT SYSTEM (RMS)<\/h3>\n \n <p style=\"margin-bottom: 10px;\">\u2022 In eFile, the list of files to be reviewed in a particular year is available in the system based on defined categories.<\/p>\n \n <p style=\"margin-bottom: 10px;\">\u2022 The RMS has provisions to take care of <span class=\"highlight\">requisitioning of files<\/span> from the department and\/or NAI.<\/p>\n \n <p style=\"margin-bottom: 10px;\">\u2022 The system provides facilities for: <span class=\"highlight\">categorisation<\/span>, sending to record room, location tracking, reviewing, transfer to NAI, and <span class=\"highlight\">weeding out<\/span>.<\/p>\n \n <p>\u2022 Presently, all electronic files are retained in the <span class=\"highlight\">eFile system<\/span>.<\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udccb<\/div>\n <h2>RETENTION SCHEDULE FOR RECORDS (MOP)<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"green-box\">\n <p>\n <span class=\"mandatory-text\">The Mandatory Rule:<\/span> The retention period will be reckoned with reference to the date from which the record <span class=\"highlight\">ceases to be current\/active<\/span>.\n <\/p>\n <\/div>\n\n <table>\n <thead>\n <tr>\n <th>DESCRIPTION OF RECORD<\/th>\n <th>RETENTION PERIOD (YEARS)<\/th>\n <\/tr>\n <\/thead>\n <tbody>\n <tr>\n <td>Dak Register<\/td>\n <td>3 Years<\/td>\n <\/tr>\n <tr>\n <td>Standing Guard Files<\/td>\n <td>Permanent (Weed out when revised)<\/td>\n <\/tr>\n <tr>\n <td>Section Dispatch Register<\/td>\n <td>5 Years<\/td>\n <\/tr>\n <tr>\n <td>Messenger Book<\/td>\n <td>3 Years<\/td>\n <\/tr>\n <tr>\n <td>File Register<\/td>\n <td>Permanent<\/td>\n <\/tr>\n <tr>\n <td>File Movement Register<\/td>\n <td>3 Years<\/td>\n <\/tr>\n <tr>\n <td>Register for Progress of Recording<\/td>\n <td>3 Years<\/td>\n <\/tr>\n <tr>\n <td>Precedent Book<\/td>\n <td>Permanent<\/td>\n <\/tr>\n <tr>\n <td>List of Files Transferred to DRR<\/td>\n <td>25 Years<\/td>\n <\/tr>\n <tr>\n <td>List of Files Transferred to National Archives<\/td>\n <td>Permanent<\/td>\n <\/tr>\n <tr>\n <td>Record Review Register<\/td>\n <td>1 Year<\/td>\n <\/tr>\n <tr>\n <td>List of Files Received for Review<\/td>\n <td>1 Year<\/td>\n <\/tr>\n <tr>\n <td>Record Requisition Slip (NAI)<\/td>\n <td>Destroy after return to NAI<\/td>\n <\/tr>\n <tr>\n <td>Monthly Progress Report on Recording<\/td>\n <td>1 Year<\/td>\n <\/tr>\n <tr>\n <td>Register of Communications from MPs\/VIPs<\/td>\n <td>3 Years<\/td>\n <\/tr>\n <tr>\n <td>Register of Parliamentary Assurances<\/td>\n <td>3 Years<\/td>\n <\/tr>\n <tr>\n <td>Check-lists for Periodical Reports<\/td>\n <td>1 Year<\/td>\n <\/tr>\n <tr>\n <td>Inspection Reports<\/td>\n <td>1 Year after ATN is accepted<\/td>\n <\/tr>\n <\/tbody>\n <\/table>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcc1<\/div>\n <h2>A \u2013 RECORDS OF ADMINISTRATIVE VALUE<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"font-style: italic; margin-bottom: 20px;\">Papers required to be kept indefinitely for the administration's use:<\/p>\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">1.<\/span>\n <span><span class=\"highlight\">Rights & Obligations:<\/span> 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).<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">2.<\/span>\n <span><span class=\"highlight\">Major Policy:<\/span> Papers relating to major policy decisions, including those relating to the preparation or modification of legislation.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">3.<\/span>\n <span><span class=\"highlight\">Committees & Working Groups:<\/span> Papers relating to constitution, functions and working of important committees, working groups, etc.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">4.<\/span>\n <span><span class=\"highlight\">Precedents:<\/span> Papers relating to lasting precedents for important procedures (e.g., administrative memoranda, historical reports, legal opinions on important matters).<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">5.<\/span>\n <span><span class=\"highlight\">Rules & Regulations:<\/span> Papers relating to rules, regulations, departmental guides or instructions of general application.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">6.<\/span>\n <span><span class=\"highlight\">Organization & Staffing:<\/span> Papers relating to salient features of organisation and staffing of government departments and offices.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">7.<\/span>\n <span><span class=\"highlight\">Important Litigation:<\/span> Papers relating to important litigation or 'causes celebres' in which the administration was involved.<\/span>\n <\/div>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83c\udfdb\ufe0f<\/div>\n <h2>B \u2013 RECORDS OF HISTORICAL IMPORTANCE<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"font-style: italic; margin-bottom: 20px;\">Papers of value to historians and research scholars:<\/p>\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">1.<\/span>\n <span><span class=\"highlight\">Origin & Organization:<\/span> 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.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">2.<\/span>\n <span><span class=\"highlight\">Accomplishments:<\/span> Papers relating to data about what the department\/agency accomplished (samples or annual reports).<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">3.<\/span>\n <span>\n <div class=\"green-box\" style=\"margin: 0;\">\n <p>\n <span class=\"highlight\">Policy Change Indicators:<\/span> Papers relating to a change of policy can be identified via: (a) Summaries for Ministers, (b) Committee appointments, and (c) Notes for the <span class=\"highlight\">Cabinet<\/span> or <span class=\"highlight\">Cabinet Committees<\/span>.\n <\/p>\n <\/div>\n <\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">4.<\/span>\n <span><span class=\"highlight\">Implementation:<\/span> Papers relating to the implementation of a change of policy, including sets of instructions for executing agencies and relevant forms.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">5.<\/span>\n <span><span class=\"highlight\">Public Events:<\/span> Papers relating to a well-known public or international event or cause celebre, or events causing interest\/controversy on a national plane.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">6.<\/span>\n <span><span class=\"highlight\">Trends & Developments:<\/span> Papers relating to direct reference to trends or developments in political, social, economic or other fields (including unpublished statistical data).<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">7.<\/span>\n <span><span class=\"highlight\">Citations:<\/span> Papers relating to papers cited in or noted as consulted in connection with official publications.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">8.<\/span>\n <span><span class=\"highlight\">Research & Development:<\/span> Papers relating to the more important aspects of scientific or technical research and development.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">9.<\/span>\n <span><span class=\"highlight\">Local Interest:<\/span> Papers relating to matters of local interest not reasonably expected to be available locally, or covering the whole country.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">10.<\/span>\n <span><span class=\"highlight\">Obsolete Investigations:<\/span> Papers relating to obsolete activities or investigations, or to abortive schemes in important fields.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">11.<\/span>\n <span><span class=\"highlight\">Departmental Sources:<\/span> Papers relating to any other specific category of records which are treated as genuine sources of history (biographical\/antiquarian interest).<\/span>\n <\/div>\n <\/div>\n\n<\/div>\n\n \n <div id=\"istm\" class=\"content-section\">\n\n <div class=\"main-title\">CHAPTER 12:<br>RECORDS MANAGEMENT<\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcd6<\/div>\n <h2>1. Definition and Nature of Records<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"green-box\">\n <p><span class=\"mandatory-text\"><em>Definition:<\/em><\/span> <em>Sources of information that possess future referral value.<\/em><\/p>\n <\/div>\n\n <p style=\"margin-bottom: 15px; text-align: justify;\">\n The <span class=\"highlight\">\"Memory\" of an Organization:<\/span> Records serve as the collective memory and are vital tools for management to make tactical, operational, or strategic decisions.\n <\/p>\n\n <p style=\"margin: 15px 0; font-weight: bold;\">MEDIUMS:<\/p>\n <ul class=\"bullet-list\">\n <li>Paper-based.<\/li>\n <li><span class=\"highlight\">Non-paper medium:<\/span> Floppies, CDs, audio-tapes, micro-films, or cyber space (digital).<\/li>\n <\/ul>\n\n <p style=\"margin: 15px 0; text-align: justify;\">\n <span class=\"highlight\"><em>Significance:<\/em><\/span> <em>The quality and timeliness of decisions depend directly on the quality of the information provided via records.<\/em>\n <\/p>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udccb<\/div>\n <h2>2. What Constitutes Records?<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 20px; text-align: justify;\">\n Records are the end product of an office's informational role, involving the collecting, collating, storing, processing, and disseminating of information.\n <\/p>\n\n <div class=\"indented-section\" style=\"background-color: #f5f5f5;\">\n <p style=\"font-weight: bold; margin-bottom: 15px;\">BUILDING BLOCKS OF OFFICIAL RECORDS<\/p>\n \n <div class=\"two-column\">\n <div class=\"column-box\">\n <p style=\"margin-bottom: 8px;\">\u25a0 Files and registers.<\/p>\n <p>\u25a0 Manuals and maps.<\/p>\n <\/div>\n <div class=\"column-box\">\n <p style=\"margin-bottom: 8px;\">\u25a0 Reports and correspondence.<\/p>\n <p>\u25a0 Official forms.<\/p>\n <\/div>\n <\/div>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcdd<\/div>\n <h2>3. Factors Leading to the Creation of Records<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 20px; text-align: justify;\">Records are generated during an organization's activities and operations through three main channels:<\/p>\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">a)<\/span>\n <span><span class=\"highlight\">External Activities<\/span><\/span>\n <\/div>\n <p style=\"margin-left: 30px; font-style: italic; margin-bottom: 15px;\">Various communications received from outside sources.<\/p>\n\n <div class=\"list-item\">\n <span class=\"list-number\">b)<\/span>\n <span><span class=\"highlight\">Internal Activities<\/span><\/span>\n <\/div>\n <ul class=\"bullet-list\" style=\"margin-left: 60px; margin-bottom: 15px;\">\n <li>Analysis of external communications.<\/li>\n <li>The internal process of decision-making.<\/li>\n <li>Communications conveying final decisions.<\/li>\n <\/ul>\n\n <div class=\"list-item\">\n <span class=\"list-number\">c)<\/span>\n <span><span class=\"highlight\">Mini Records<\/span><\/span>\n <\/div>\n <p style=\"margin-left: 30px; font-style: italic; margin-bottom: 10px;\">Aids created to facilitate internal working and decision-making for specific cases.<\/p>\n <p style=\"margin-left: 30px; color: #4a90e2;\">Examples: Running summaries of cases, reference folders, standing notes, and standing guard files.<\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\u2753<\/div>\n <h2>4. Why Retain Government Records?<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 15px; font-style: italic;\">[TYCORE REASONS]<\/p>\n\n <div class=\"two-column\" style=\"margin: 20px 0;\">\n <div class=\"column-box\">\n <div class=\"list-item\">\n <span class=\"list-number\">1.<\/span>\n <span><span class=\"highlight\">Statutory Requirement (Public Records Act 1993):<\/span> Gives a legal orientation to the need for proper preservation and maintenance.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">3.<\/span>\n <span><span class=\"highlight\">External Obligations:<\/span> To satisfy requirements from Audit, Courts, Legislature, and Parliamentary Committees.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">5.<\/span>\n <span><span class=\"highlight\">Precedents:<\/span> Establishes precedents for future use.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">7.<\/span>\n <span><span class=\"highlight\">Transparency:<\/span> Essential for open government working.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">9.<\/span>\n <span><span class=\"highlight\">Historical and Cultural Value:<\/span> Preserves the history and heritage of the nation.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">11.<\/span>\n <span><span class=\"highlight\">Evidence:<\/span> Serves as legal proof in cases of dispute.<\/span>\n <\/div>\n <\/div>\n\n <div class=\"column-box\">\n <div class=\"list-item\">\n <span class=\"list-number\">2.<\/span>\n <span><span class=\"highlight\">RTI Act 2005 & E-Governance:<\/span> Ensures transparency and the timely availability of information to the public in the digital age.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">4.<\/span>\n <span><span class=\"highlight\">Administrative Continuity:<\/span> Ensures work continues smoothly despite frequent personnel\/staff changes.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">6.<\/span>\n <span><span class=\"highlight\">Consistency and Uniformity:<\/span> Ensures decisions and executions are handled consistently over time.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">8.<\/span>\n <span><span class=\"highlight\">Fixing Responsibility:<\/span> Provides a trail to hold individuals accountable if needed.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">10.<\/span>\n <span><span class=\"highlight\">Financial Propriety:<\/span> Ensuring that public funds are managed and recorded correctly.<\/span>\n <\/div>\n <\/div>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udd04<\/div>\n <h2>5. Life Cycle Categories<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"green-box\">\n <p style=\"font-style: italic;\">\n <span class=\"mandatory-text\">Proem:<\/span> A ward would have to be kept over each stage in the life cycle of a record i.e. from its creation to disposition.\n <\/p>\n <\/div>\n\n <div class=\"two-column\" style=\"margin: 25px 0;\">\n <div class=\"column-box\">\n <div style=\"margin-bottom: 15px;\">\n <span style=\"font-style: italic; margin-right: 10px;\">i.<\/span>\n <span>Exercising judicious control over the <span class=\"highlight\">CREATION<\/span> of records<\/span>\n <\/div>\n\n <div style=\"margin-bottom: 15px;\">\n <span style=\"font-style: italic; margin-right: 10px;\">ii.<\/span>\n <span><span class=\"highlight\">TRANSFER<\/span> of the disposal of closed record to designated custodians<\/span>\n <\/div>\n\n <div style=\"margin-bottom: 15px;\">\n <span style=\"font-style: italic; margin-right: 10px;\">iii.<\/span>\n <span><span class=\"highlight\">PRESERVATION<\/span> of the records by the custodian<\/span>\n <\/div>\n\n <div style=\"margin-bottom: 15px;\">\n <span style=\"font-style: italic; margin-right: 10px;\">iv.<\/span>\n <span><span class=\"highlight\">WEEDING<\/span> out of the records that has outlived its utility<\/span>\n <\/div>\n <\/div>\n\n <div class=\"column-box\">\n <div style=\"margin-bottom: 15px;\">\n <span style=\"font-style: italic; margin-right: 10px;\">i)<\/span>\n <span>Appropriate <span class=\"highlight\">CATEGORIZATION<\/span> of the record as per importance<\/span>\n <\/div>\n\n <div style=\"margin-bottom: 15px;\">\n <span style=\"font-style: italic; margin-right: 10px;\">ii.<\/span>\n <span><span class=\"highlight\">MAINTENANCE<\/span> of the records by the custodian<\/span>\n <\/div>\n\n <div style=\"margin-bottom: 15px;\">\n <span style=\"font-style: italic; margin-right: 10px;\">vi.<\/span>\n <span><span class=\"highlight\">REVIEW<\/span> of the records on completion of initial retention period<\/span>\n <\/div>\n\n <div style=\"margin-bottom: 15px;\">\n <span style=\"font-style: italic; margin-right: 10px;\">vii.<\/span>\n <span>Retiring records of lasting value to <span class=\"highlight\">NATIONAL ARCHIVES OF INDIA<\/span><\/span>\n <\/div>\n <\/div>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\u2699\ufe0f<\/div>\n <h2>6. Principles of Efficient Records Management<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"numbered-list\">\n <div class=\"list-item\">\n <span class=\"list-number\" style=\"font-weight: bold;\">I.<\/span>\n <span>Control over the creation of record since inception till final disposition. Only relevant papers in file; transitory papers should not clutter file.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\" style=\"font-weight: bold;\">II.<\/span>\n <span>Elaborate record retention schedules corresponding to approved filing systems. Uniform schedules for retention and disposal, reviewed every five years.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\" style=\"font-weight: bold;\">III.<\/span>\n <span>Closed records regularly reviewed for intrinsic and informational value after expiry of initial retention period.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\" style=\"font-weight: bold;\">IV.<\/span>\n <span>Constant weeding of records that have outlived utility to keep maintenance costs minimum.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\" style=\"font-weight: bold;\">V.<\/span>\n <span>Stored in such a manner that they are accessible to the agencies that need to utilize them.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\" style=\"font-weight: bold;\">VI.<\/span>\n <span>Storage should help in speedy retrieval of records.<\/span>\n <\/div>\n\n <div class=\"blue-box\">\n <p style=\"font-weight: bold; margin-bottom: 15px;\">VII. Economy must be observed by ensuring:<\/p>\n \n <p style=\"margin-bottom: 10px; margin-left: 30px;\">a) Records occupy minimum space.<\/p>\n \n <p style=\"margin-bottom: 10px; margin-left: 30px;\">b) Cost of storage equipment is low.<\/p>\n \n <p style=\"margin-left: 30px;\">c) Cost of retrieving information is low.<\/p>\n <\/div>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83c\udff7\ufe0f<\/div>\n <h2>Categorization of Records<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"green-box\">\n <p style=\"font-style: italic;\">\n The government records at the time of their segregation as closed records are categorized in accordance with their importance. There are three such categories:\n <\/p>\n <\/div>\n\n \n <div class=\"category-box\">\n <div class=\"category-title\">CATEGORY 'A'<\/div>\n \n <p style=\"margin-bottom: 15px; text-align: justify;\">\n At the time of recording of such files these are endorsed as <span class=\"highlight\">'KEEP and MICROFILM'<\/span>. 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.\n <\/p>\n\n <p style=\"font-weight: bold; margin-bottom: 10px;\">Files which fall in this category are:<\/p>\n\n <div style=\"margin-left: 20px;\">\n <p style=\"margin-bottom: 15px; text-align: justify;\">\n <span style=\"font-style: italic;\">i.<\/span> Files which qualify for permanent preservation for administrative purposes and which have to be microfilmed because they contain:\n <\/p>\n\n <ul class=\"bullet-list\" style=\"margin-left: 40px; margin-bottom: 15px;\">\n <li style=\"margin-bottom: 8px;\">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<\/li>\n <li>Material likely to be required for frequent references by various agencies.<\/li>\n <\/ul>\n\n <p style=\"margin-bottom: 10px;\">\n <span style=\"font-style: italic;\">ii.<\/span> Files of historical importance.\n <\/p>\n <\/div>\n\n <p style=\"font-size: 12px; font-style: italic; margin-top: 20px;\">\n Note: Central Secretariat Manual of Office Procedure (DARPG) gives an illustrative list of Category 'A' and Category 'B' cases at Appendix No. 25.\n <\/p>\n <\/div>\n\n \n <div class=\"category-box\">\n <div class=\"category-title\">CATEGORY 'B'<\/div>\n \n <p style=\"text-align: justify;\">\n At the time of recording of such files these are endorsed as <span class=\"highlight\">'KEEP but DO NOT MICROFILM'<\/span>. 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.\n <\/p>\n <\/div>\n\n \n <div class=\"category-box\">\n <div class=\"category-title\">CATEGORY 'C'<\/div>\n \n <p style=\"text-align: justify;\">\n This category includes those files which are required to be preserved for <span class=\"highlight\">specified period only<\/span>. These are the files of secondary value having reference value for a limited period not exceeding 10 years.\n <\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcc5<\/div>\n <h2>Record Retention Schedules<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 20px; text-align: justify;\">\n 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.\n <\/p>\n\n <div class=\"indented-section\" style=\"background-color: #2c3e50; color: white; font-style: italic;\">\n <p>One of the essential components of an efficient records management system is the availability of elaborate record retention schedules.<\/p>\n <\/div>\n\n <p style=\"margin: 20px 0; text-align: justify;\">There are <span class=\"highlight underline\">four types<\/span> of record retention schedules:<\/p>\n\n <table>\n <thead>\n <tr>\n <th>TYPE OF RECORDS<\/th>\n <th>RETENTION SCHEDULE REFERENCE<\/th>\n <\/tr>\n <\/thead>\n <tbody>\n <tr>\n <td><span class=\"highlight\">Records pertaining to Accounts<\/span><\/td>\n <td>Appendix 13 of General Financial Rules<\/td>\n <\/tr>\n <tr>\n <td><span class=\"highlight\">Records relating to subjects common to all Departments<br>(Establishment, Vigilance, Common Office Services)<\/span><\/td>\n <td>Records retention schedule on such subjects issued by the Department of Administrative Reforms & Public Grievances (DARPG)<\/td>\n <\/tr>\n <tr>\n <td><span class=\"highlight\">Records referred in the C.S. Manual of Office Procedure<\/span><\/td>\n <td>Appendix 28 of the C.S. Manual of Office Procedure<\/td>\n <\/tr>\n <tr>\n <td><span class=\"highlight\">Record retention schedule pertaining to the substantive items of work of a Department<\/span><\/td>\n <td>\n The retention schedule prescribed by the Department concerned.\n <ul style=\"margin-top: 10px; margin-left: 20px;\">\n <li style=\"font-style: italic;\">Given Attached and Subordinate offices.<\/li>\n <li style=\"font-style: italic;\">Drafted by the Department and vetted by the NAI.<\/li>\n <li style=\"font-style: italic;\">Reviewed after every five years.<\/li>\n <\/ul>\n <\/td>\n <\/tr>\n <\/tbody>\n <\/table>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\u2705<\/div>\n <h2>Procedure for Recording<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 20px; text-align: justify;\">\n Files should be recorded after the issues considered thereon have been completed. However, files of purely <span class=\"highlight\">ephemeral nature<\/span> containing papers of little reference value or research value may be destroyed after one year even without formally recording.\n <\/p>\n\n <div class=\"blue-box\">\n <p style=\"font-style: italic;\">\n 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:\n <\/p>\n <\/div>\n\n <div class=\"two-column\" style=\"margin: 25px 0;\">\n <div class=\"column-box\">\n <div style=\"margin-bottom: 20px; color: #2c3e50;\">\n <span style=\"font-style: italic;\">i.<\/span> Remove from file all superfluous papers such as reminders, acknowledgements routine slips working sheets, rough drafts, surplus copies, etc. and destroy them.\n <\/div>\n\n <div style=\"margin-bottom: 20px; color: #2c3e50;\">\n <span style=\"font-style: italic;\">iii.<\/span> Where necessary revise the title of the file so that it describes adequately the contents at that stage or that the title of the file is the mirror image of the contents of the file.\n <\/div>\n\n <div style=\"margin-bottom: 20px; color: #2c3e50;\">\n <span style=\"font-style: italic;\">v.<\/span> Take extract from the file copies of important decisions documents etc. as are considered useful for future reference and add them to the standing guard file, precedent book.\n <\/div>\n\n <div style=\"margin-bottom: 20px; color: #2c3e50;\">\n <span style=\"font-style: italic;\">vii.<\/span> Complete entries in the file register. If need be revise the entries relating to the title of the file also.\n <\/div>\n\n <div style=\"margin-bottom: 20px; color: #2c3e50;\">\n <span style=\"font-style: italic;\">ix.<\/span> Write the word <span class=\"red-text\" style=\"border: 2px dashed #dc143c; padding: 2px 8px; display: inline-block;\">'RECORDED'<\/span> prominently in red ink across the entries in the file movement register.\n <\/div>\n\n <div style=\"margin-bottom: 20px; color: #2c3e50;\">\n <span style=\"font-style: italic;\">xi.<\/span> Prepare fresh file covers, where necessary, with all the entries already made thereon.\n <\/div>\n <\/div>\n\n <div class=\"column-box\">\n <div style=\"margin-bottom: 20px; color: #2c3e50;\">\n <span style=\"font-style: italic;\">ii.<\/span> Indicate the appropriate categorization of record and in the case of class 'C' also specify the retention period and the year of destruction on the file cover.\n <\/div>\n\n <div style=\"margin-bottom: 20px; color: #2c3e50;\">\n <span style=\"font-style: italic;\">iv.<\/span> Get category 'A' and 'B' files indexed.\n <\/div>\n\n <div style=\"margin-bottom: 20px; color: #2c3e50;\">\n <span style=\"font-style: italic;\">vi.<\/span> Complete all references in the file and also write previous and later references on the file cover.\n <\/div>\n\n <div style=\"margin-bottom: 20px; color: #2c3e50;\">\n <span style=\"font-style: italic;\">viii.<\/span> Complete entries in the register for watching progress of recording.\n <\/div>\n\n <div style=\"margin-bottom: 20px; color: #2c3e50;\">\n <span style=\"font-style: italic;\">x.<\/span> If required re-page-number the file. Write page numbers in ink.\n <\/div>\n\n <div style=\"margin-bottom: 20px; color: #2c3e50;\">\n <span style=\"font-style: italic;\">xii.<\/span> Repair the damaged papers and get the file stitched.\n <\/div>\n <\/div>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udd0d<\/div>\n <h2>Indexing of Files<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"blue-box\">\n <p style=\"font-style: italic;\">\n 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.\n <\/p>\n <\/div>\n\n <div class=\"numbered-list\" style=\"margin: 25px 0;\">\n <div class=\"list-item\">\n <span class=\"list-number\">i.<\/span>\n <span>Ensure that the title of the file adequately represents the contents of the file.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">ii.<\/span>\n <span>From the title of the file identify the <span class=\"highlight\">catchwords<\/span> which will naturally occur to any one searching for the file later. Here a foresight is needed to visualize situation as it would be in the future. Where conventional filing system is followed first such catchwords can be identified from the standard heads, and from the standard sub heads. These are known as <span class=\"highlight\">'index heads'<\/span> and <span class=\"highlight\">'index sub-heads'<\/span>.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">iii.<\/span>\n <span>These catch words are approved by the supervisory officer.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">iv.<\/span>\n <span>Take the index cards double the number the catchwords so identified. These cards are similar to the catalogue cards used in the library.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">v.<\/span>\n <span>Indicate on top of cards all the catchwords one below the other. Distinguish the index heads and index sub-heads by typing the former in <span class=\"highlight\">CAPITAL LETTERS<\/span>.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">vi.<\/span>\n <span>Allot a pair of cards to each catch word by scoring out entries relating to the others.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">vii.<\/span>\n <span>Arrange the index card in two sets in alphabetical order of catch words. Keep one set in the Section. Send the other set to the compiler of Departmental index.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">viii.<\/span>\n <span>For the Section keep the set of cards on year-wise basis.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">ix.<\/span>\n <span>Complete the entries relating to indexing on the file cover of the recorded file.<\/span>\n <\/div>\n <\/div>\n\n <div class=\"blue-box\">\n <p style=\"font-weight: bold; margin-bottom: 10px;\">x. Functional Filing System Exception:<\/p>\n <p>\n 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.\n <\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udce4<\/div>\n <h2>Transfer of Recorded Files<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 25px; text-align: justify;\">\n 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.\n <\/p>\n\n <div class=\"flowchart-container\">\n <div class=\"flowchart-row\">\n <div class=\"flowchart-box\">\n <strong>Case-Processor (Processing<br>Live Issues)<\/strong>\n <\/div>\n <span class=\"arrow\">\u2192<\/span>\n <div class=\"flowchart-box\">\n <strong>Daftry \/ Peon (Section<br>Custody - 1 Year)<\/strong>\n <\/div>\n <span class=\"arrow\">\u2192<\/span>\n <div class=\"flowchart-box\">\n <strong>Dept. Records Room (DRR -<br>Up to 24 Years)<\/strong>\n <\/div>\n <span class=\"arrow\">\u2192<\/span>\n <div class=\"flowchart-box\">\n <strong>National Archives (NAI -<br>Permanent)<\/strong>\n <\/div>\n <\/div>\n <\/div>\n\n <p style=\"margin: 25px 0; text-align: justify;\">\n For this, recorded files are removed to the first custodian of recorded files\u2014the <span class=\"highlight\">Daftry or Peon of the Section<\/span>. He keeps recorded files under his charge for the period of <span class=\"highlight\">one year<\/span>. Thereafter the recorded files are transferred by following the prescribed process to the <span class=\"highlight\">Departmental Records Room (DRR)<\/span>.\n <\/p>\n\n <p style=\"margin: 20px 0; text-align: justify;\">\n The recorded files retained in the DRR at the most for <span class=\"highlight\">24 more years<\/span>. 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 <span class=\"highlight\">NAI<\/span> for permanent preservation.\n <\/p>\n\n <div class=\"yellow-box\">\n <p style=\"font-weight: bold; margin-bottom: 10px;\">THE EXCEPTION:<\/p>\n <p>Pay Bill Registers have the prescribed retention period of <span class=\"highlight\">35 years<\/span> and so remain in DRR for 34 years.<\/p>\n <\/div>\n\n <p style=\"font-size: 12px; font-style: italic; margin: 20px 0;\">\n All the custodians of records are expected to take adequate steps for the maintenance and preservation of records placed in their custody.\n <\/p>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udce5<\/div>\n <h2>Retrieval of Records<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"blue-box\">\n <p style=\"font-style: italic;\">\n 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.\n <\/p>\n <\/div>\n\n <p style=\"font-weight: bold; margin: 20px 0;\">AIDS TO RETRIEVE RECORDS:<\/p>\n\n <div class=\"indented-section\" style=\"background-color: #f5f5f5;\">\n <div class=\"two-column\">\n <div>\n <p style=\"margin-bottom: 10px;\">a) Organizational History<\/p>\n <p style=\"margin-bottom: 10px;\">b) Printed Index Heads<\/p>\n <p style=\"margin-bottom: 10px;\">c) Induction Note<\/p>\n <p style=\"margin-bottom: 10px;\">d) Index Cards<\/p>\n <p style=\"margin-bottom: 10px;\">e) File Registers<\/p>\n <\/div>\n <div>\n <p style=\"margin-bottom: 10px;\">f) Alphabetical List<\/p>\n <p style=\"margin-bottom: 10px;\">g) Precedent Books<\/p>\n <p style=\"margin-bottom: 10px;\">h) Standing Guard File<\/p>\n <p style=\"margin-bottom: 10px;\">i) Standing Note<\/p>\n <p style=\"margin-bottom: 10px;\">j) Reference Folder<\/p>\n <\/div>\n <\/div>\n <\/div>\n\n <p style=\"margin: 25px 0; text-align: justify;\">\n Due procedure is followed to keep track of movement. Every custodian issues records only against a <span class=\"highlight\">conspicuously colored requisitioning card<\/span> or paper.\n <\/p>\n\n <div class=\"red-box\" style=\"border: 2px dashed #dc143c; text-align: center;\">\n <p class=\"red-text\">MANDATORY LINKAGE: PURPOSE, IDENTITY (FILE\/DIARY NO.) OF CURRENT RECORD MUST BE INDICATED.<\/p>\n <\/div>\n\n <p style=\"margin: 25px 0; text-align: justify;\">\n 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 <span class=\"highlight\">fresh requisition<\/span> must be given.\n <\/p>\n\n <div class=\"two-column\" style=\"margin: 25px 0;\">\n <div class=\"column-box\" style=\"text-align: center; padding: 15px 20px;\">\n <p style=\"font-weight: bold; margin-bottom: 10px;\">DRR Timeframe<\/p>\n <p>Files obtained from Dept. Records Room are normally returned within <span class=\"highlight\">three months<\/span>.<\/p>\n <\/div>\n\n <div class=\"column-box\" style=\"text-align: center; padding: 15px 20px;\">\n <p style=\"font-weight: bold; margin-bottom: 10px;\">NAI Timeframe<\/p>\n <p>Files obtained from NAI are not normally retained for more than <span class=\"highlight\">six months<\/span> without consent.<\/p>\n <\/div>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcdd<\/div>\n <h2>Review of Records<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 20px; text-align: justify;\">\n Reviewing is the activity for determining the future of past records that have completed their initially prescribed retention period.\n <\/p>\n\n <div class=\"indented-section\" style=\"background-color: #f5f5f5;\">\n <p style=\"margin-bottom: 15px; text-align: justify;\">\n <span class=\"highlight\">Objectives:<\/span> To ascertain relevance, utility, and administrative\/legal\/fiscal use. It also considers <span class=\"highlight\">intrinsic value<\/span> (age, signatures, seals, etc.).\n <\/p>\n\n <div class=\"two-column\">\n <div>\n <p style=\"font-weight: bold; margin-bottom: 10px;\">TIMELINES<\/p>\n \n <p style=\"margin-bottom: 15px;\">\n \ud83d\udd50 <span class=\"highlight\">Category 'C':<\/span> Reviewed after completion of indicated calendar years from closure.\n <\/p>\n\n <p>\n \ud83d\udcc5 <span class=\"highlight\">Category 'A' & 'B':<\/span> Reviewed after completion of <span class=\"highlight\">25 years<\/span> from the year of opening.\n <\/p>\n <\/div>\n\n <div>\n <p style=\"font-weight: bold; margin-bottom: 10px;\">SYSTEMATIC PROCESS<\/p>\n \n <p>\n 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.\n <\/p>\n <\/div>\n <\/div>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\uddd1\ufe0f<\/div>\n <h2>Disposition of Records<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 20px; text-align: justify;\">When records are found to have outlived their utility, they are weeded out (incinerator or shredder).<\/p>\n\n <div class=\"red-box\" style=\"text-align: center;\">\n <p class=\"red-text\">MANDATORY: 'CERTIFICATE OF DESTRUCTION' (FORM-6) UNDER PUBLIC RECORDS RULES, 1997.<\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\u2696\ufe0f<\/div>\n <h2>Statutory Obligation<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"blue-box\" style=\"border: 2px solid #1a4d7a;\">\n <p style=\"margin-bottom: 20px; text-align: justify;\">\n The management, administration, and preservation of public records is regulated by the <span class=\"highlight\">Public Records Act, 1993<\/span> and its framed Rules.\n <\/p>\n\n <p style=\"font-weight: bold; margin-bottom: 15px;\">Departmental Records Officer [DRO]<\/p>\n\n <p style=\"margin-bottom: 15px; text-align: justify;\">\n Every record-creating agency must designate one officer as the <span class=\"highlight\">DRO<\/span> under intimation to the National Archives of India (NAI).\n <\/p>\n\n <ul class=\"bullet-list\" style=\"margin-left: 40px;\">\n <li style=\"margin-bottom: 8px; font-style: italic;\">NAI is the apex body for managing Government records.<\/li>\n <li style=\"margin-bottom: 8px; font-style: italic;\">DRO performs functions as enumerated in the Act.<\/li>\n <li style=\"font-style: italic;\">Linkage is maintained via periodic reports submitted to the NAI.<\/li>\n <\/ul>\n <\/div>\n\n<\/div>\n\n \n <div id=\"gfr\" class=\"content-section\">\n\n <div class=\"main-title\">GFR- APPENDIX-9<\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcc1<\/div>\n <h2>APPENDIX - 9: DESTRUCTION OF ACCOUNTS RECORDS<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"margin-bottom: 20px; text-align: justify;\">\n 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 <span class=\"highlight\">Comptroller and Auditor-General<\/span>.\n <\/p>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udeab<\/div>\n <h2>1. RECORDS PROHIBITED FROM DESTRUCTION<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"green-box\">\n <p>\n <span class=\"mandatory-text\">The Mandatory Standard:<\/span> The following records shall on <span class=\"highlight\">no account<\/span> be destroyed:\n <\/p>\n <\/div>\n\n <div class=\"list-section\">\n <div class=\"list-item\">\n <span class=\"list-number\">(i)<\/span>\n <span>Papers relating to <span class=\"highlight\">expenditure<\/span> which is within the <span class=\"highlight\">period of limitation<\/span> fixed by law.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">(ii)<\/span>\n <span>Papers relating to <span class=\"highlight\">expenditure on projects, schemes, or works<\/span> not completed, even if they are beyond the period of limitation.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">(iii)<\/span>\n <span>Papers relating to <span class=\"highlight\">claims to service and personal matters<\/span> affecting persons in the service (except as indicated in the Annexure).<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">(iv)<\/span>\n <span>Papers relating to <span class=\"highlight\">orders and sanctions of a permanent character<\/span>, until such time as they are revised.<\/span>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">(v)<\/span>\n <span>Papers relating to records in respect of which an <span class=\"highlight\">audit objection is outstanding<\/span>.<\/span>\n <\/div>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udccb<\/div>\n <h2>RULE 2: COMPLETE RETENTION SCHEDULE (SL NO. 1 - 13)<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <table>\n <thead>\n <tr>\n <th>SL.<\/th>\n <th>MAIN-HEAD<\/th>\n <th>SUB-HEAD \/ DESCRIPTION<\/th>\n <th>RETENTION PERIOD<\/th>\n <th>REMARKS<\/th>\n <\/tr>\n <\/thead>\n <tbody>\n <tr>\n <td>1.<\/td>\n <td><strong>Payments & Recoveries<\/strong><\/td>\n <td>\n (i) Expenditure Sanctions not covered by Rule 1.<br>\n (ii) Cash Books maintained by DDOs.<br>\n (iii) Contingent expenditure.<br>\n (iv) Arrear claims (including investigations).<br>\n (v-vii) Papers relating to: GPF Membership, Nomination, Missing credits.\n <\/td>\n <td>\n Varying: 2 years (typically 1 yr after audit).<br>\n 10 Years for Cash Books.\n <\/td>\n <td>\n Subject to nominations being placed in Vol. II of Service Book\/Personal File. Sanctions must be authenticated. Authenticated copy of sanction required.\n <\/td>\n <\/tr>\n <tr>\n <td>2.<\/td>\n <td><strong>Budget Estimates<\/strong><\/td>\n <td>Budget Estimates \/ Revised Estimates as compiled by the Section of the Department.<\/td>\n <td>3 Years.<\/td>\n <td>Relates to estimates for the Department as a whole.<\/td>\n <\/tr>\n <tr>\n <td>3.<\/td>\n <td><strong>Service Books<\/strong><\/td>\n <td>(a) Officials entitled to retirement benefits.<br>(b) Other employees.<\/td>\n <td>3 Years after pension order or ceasing service.<\/td>\n <td>Counted after final pension\/ gratuity payment order.<\/td>\n <\/tr>\n <tr>\n <td>4.<\/td>\n <td><strong>Leave Account<\/strong><\/td>\n <td>(a) Officials entitled to retirement benefits.<br>(b) Other employees.<\/td>\n <td>3 Years after pension order or ceasing service.<\/td>\n <td>Consistent with Service Book retention logic.<\/td>\n <\/tr>\n <tr>\n <td>5.<\/td>\n <td><strong>Service Records<\/strong><\/td>\n <td>\n (a) Nomination for Family Pension\/DCRG.<br>\n (b) Subscription for LIC\/CGEGIS.<br>\n (c) Alteration in Date of Birth.<br>\n (d) Papers relating to previous service admission.\n <\/td>\n <td>1 to 5 Years. (DOB: 3 yrs. Service Book\/DCRG Verification: 3 yrs).<\/td>\n <td>Subject to authenticated copies being placed in Service Book Vol II.<\/td>\n <\/tr>\n <tr>\n <td>6.<\/td>\n <td><strong>Expenditure Statements<\/strong><\/td>\n <td>\n (a) Lower formations.<br>\n (b) Department level.<br>\n (c) Register of monthly expenditure (Form GFR9).\n <\/td>\n <td>Weed out at end of financial year \/ after Appropriation Accounts finalized.<\/td>\n <td>Retention depends on finalization of Appropriation Accounts.<\/td>\n <\/tr>\n <tr>\n <td>7.<\/td>\n <td><strong>Surety Bonds<\/strong><\/td>\n <td>Surety Bonds executed in favor of temporary or retiring Govt servants.<\/td>\n <td>3 Years after Bond ceases to be enforceable.<\/td>\n <td>Critical for recovery of dues.<\/td>\n <\/tr>\n <tr>\n <td>8.<\/td>\n <td><strong>Pay Bills<\/strong><\/td>\n <td>\n (a) Pay Bill Register.<br>\n (b) Office copies of Establishment bills.<br>\n (c) Schedules to bills.<br>\n (d) Acquaintance Roll.\n <\/td>\n <td>\n 35 Years in case (Register\/Office copies): 3 Years (Schedules\/Rolls) or 1 yr after audit.\n <\/td>\n <td>Long-term retention for pay history and pension verification.<\/td>\n <\/tr>\n <tr>\n <td>9.<\/td>\n <td><strong>Muster Rolls<\/strong><\/td>\n <td>Muster Rolls for payments.<\/td>\n <td>Min. 3 financial years after the relevant year (excluding payment year).<\/td>\n <td>Subject to departmental regulations.<\/td>\n <\/tr>\n <tr>\n <td>10.<\/td>\n <td><strong>Bill Register<\/strong><\/td>\n <td>Maintained in Form TR-28-A.<\/td>\n <td>5 Years.<\/td>\n <td>Standard financial monitoring.<\/td>\n <\/tr>\n <tr>\n <td>11.<\/td>\n <td><strong>Paid Cheques<\/strong><\/td>\n <td>Paid cheques returned by the Bank to the Audit\/Accounts Office.<\/td>\n <td>5 Years.<\/td>\n <td>Counterfoils preserved for same period as paid cheques.<\/td>\n <\/tr>\n <tr>\n <td>12.<\/td>\n <td><strong>Contracts<\/strong><\/td>\n <td>Files, papers and documents relating to contracts, agreements, etc.<\/td>\n <td>5 Years after contract is fulfilled or terminated.<\/td>\n <td><strong>Audit Rule:<\/strong> Do not destroy if audit objections are raised until clear.<\/td>\n <\/tr>\n <tr>\n <td>13.<\/td>\n <td><strong>Sub-vouchers<\/strong><\/td>\n <td>Sub-vouchers relating to the Secret Service Expenditure.<\/td>\n <td>3 years after expiry of financial year.<\/td>\n <td>Subject to completion of audit and audit certificate issues.<\/td>\n <\/tr>\n <\/tbody>\n <\/table>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcdd<\/div>\n <h2>INSTRUCTIONS ON RECORD RETENTION<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"numbered-point\">\n <span class=\"number\">1.<\/span>\n <p>\n 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 <span class=\"highlight\">closed<\/span> (i.e., action thereon has been completed) and not necessarily from the year in which it is recorded.\n <\/p>\n <\/div>\n\n <div class=\"numbered-point\">\n <span class=\"number\">2.<\/span>\n <p>\n In the case of records other than files, e.g., <span class=\"highlight\">registers<\/span>, the prescribed retention period will be counted from the year in which it has <span class=\"highlight\">ceased to be current<\/span>.\n <\/p>\n <\/div>\n\n <div class=\"numbered-point\">\n <span class=\"number\">3.<\/span>\n <p>\n In <span class=\"highlight\">exceptional cases<\/span>, 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 <span class=\"highlight\">period shorter<\/span> than that prescribed in the schedule.\n <\/p>\n <\/div>\n\n <div class=\"indented-section\">\n <p>\n <span class=\"underline\">Linked Disposal Rule:<\/span> 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.\n <\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcc4<\/div>\n <h2>NOTES ON DESTRUCTION OF RECORDS<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"numbered-point\">\n <span class=\"number\">(1)<\/span>\n <p>\n Before any <span class=\"highlight\">pay bills\/pay registers<\/span> are destroyed, the <span class=\"highlight\">service of the Government servants<\/span> concerned should be verified under Rule 257 in accordance with.\n <\/p>\n <\/div>\n\n <div class=\"numbered-point\">\n <span class=\"number\">(2)<\/span>\n <p>\n The periods of preservation of <span class=\"highlight\">account records in Public Works Offices<\/span> are prescribed separately by Government.\n <\/p>\n <\/div>\n\n <div class=\"numbered-point\">\n <span class=\"number\">(3)<\/span>\n <p>\n Where a minimum period after which any record may be destroyed has been prescribed, the <span class=\"highlight\">Head of a Department<\/span> 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 <span class=\"highlight\">last day of the latest financial year<\/span> covered by the record.\n <\/p>\n <\/div>\n\n <div class=\"numbered-point\">\n <span class=\"number\">(4)<\/span>\n <p>\n 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 <span class=\"highlight\">Indian Audit and Accounts Departments<\/span> shall be submitted to the <span class=\"highlight\">Audit Officer<\/span> for his opinion on the list of accounts and the Accounts Officers for his opinion before the destruction is ordered.\n <\/p>\n <\/div>\n\n <div class=\"numbered-point\">\n <span class=\"number\">(5)<\/span>\n <p>\n <span class=\"highlight\">Full details<\/span> shall be maintained <span class=\"highlight\">permanently<\/span>, in each office, of all records destroyed from time to time.\n <\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udc65<\/div>\n <h2>DESTRUCTION OF PERSONNEL & ESTABLISHMENT RECORDS (PARA 1.III)<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <table>\n <thead>\n <tr>\n <th>SL. NO.<\/th>\n <th>MAIN-HEAD<\/th>\n <th>SUB-HEAD<\/th>\n <th>RETENTION PERIOD<\/th>\n <th>REMARKS<\/th>\n <\/tr>\n <\/thead>\n <tbody>\n <tr>\n <td>1.<\/td>\n <td><strong>Creation & Classification of posts<\/strong><\/td>\n <td>\n (i) Continuance \/ revival of posts.<br><br>\n (ii) Conversion of temporary posts.<br><br>\n (iii) Creation of posts.<br><br>\n (iv) Revision of scales of pay.<br><br>\n (v) Upgrading of posts.\n <\/td>\n <td>\n (i) 1 year.<br><br>\n (ii) 10 years.<br><br>\n (iii) 10 years.<br><br>\n (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.<br><br>\n (v) 10 years.\n <\/td>\n <td>\n Subject to particulars of sanction being noted in Establishment\/ Service Register.\n <\/td>\n <\/tr>\n <tr>\n <td>2.<\/td>\n <td><strong>Review for determining suitability of employees for continuance in service<\/strong><\/td>\n <td>Establishment \/ Sanction Register.<\/td>\n <td>Permanent.<\/td>\n <td>Where the register is re-written, the old volume will be kept for 3 years.<\/td>\n <\/tr>\n <tr>\n <td>3.<\/td>\n <td><strong>Arbitration and litigation cases<\/strong><\/td>\n <td>--<\/td>\n <td>3 years.<\/td>\n <td>Subject to: (a) file not being closed until proceedings are income final; (b) cases involving important precedents being retained longer.<\/td>\n <\/tr>\n <tr>\n <td>4.<\/td>\n <td><strong>Notices under Section 80 of CPC<\/strong><\/td>\n <td>--<\/td>\n <td>1 year.<\/td>\n <td>If followed by civil suit, it becomes arbitration\/litigation case (retain for 3 years).<\/td>\n <\/tr>\n <tr>\n <td>5.<\/td>\n <td><strong>Recruitment<\/strong><\/td>\n <td>Condonation of break in service.<\/td>\n <td>5 years.<\/td>\n <td>Subject to: entry in service record and attested fresh copy in Vol. II of Service Book.<\/td>\n <\/tr>\n <tr>\n <td>6.<\/td>\n <td><strong>Advance: housebuilding<\/strong><\/td>\n <td>\n (i-ii) Rules and Orders (Car, Cycle, Festival, GPF, House Building, etc.)<br><br>\n (iii) Grant of conveyance allowance.<br><br>\n (iv-vii) Grant of specific advances (Cycle, Festival, GPF, Pay, TA, LTC, etc.)\n <\/td>\n <td>\n (i-ii) Permanent for issuing Departments; others keep standing rules only.<br><br>\n (iii-vii) 1 year.\n <\/td>\n <td>\n Subject to entries in pay bill register. Mortgage deeds and agreements kept in safe custody while valid.\n <\/td>\n <\/tr>\n <tr>\n <td>7.<\/td>\n <td><strong>Surety Bonds<\/strong><\/td>\n <td>Executed in favor of temporary or retiring Govt servants.<\/td>\n <td>3 years.<\/td>\n <td>Counted after the Bond ceases to be enforceable.<\/td>\n <\/tr>\n <tr>\n <td>8.<\/td>\n <td><strong>Pension \/ retirement<\/strong><\/td>\n <td>\n (i) Rules and Orders (General aspects).<br><br>\n (ii) In respect of Groups 'A', 'B' and 'C' Govt servants:<br>\n (a) Pre-verification of pension cases.<br>\n (b) Invalid pension.<br>\n (c) Family pension.<br>\n (d) Other pensions.<br>\n (e) Gratuity.<br>\n (f) Commutation of pension.\n <\/td>\n <td>\n (i) Permanent for issuing Depts.<br><br>\n (ii) (a) 3 years.<br>\n (b-d) 1 year after last necessary ceases or 5 years (whichever is later).<br>\n (e) 5 years.<br>\n (f) 15 years.\n <\/td>\n <td>\n Counted after the Bond ceases to be enforceable.\n <\/td>\n <\/tr>\n <\/tbody>\n <\/table>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcb0<\/div>\n <h2>FILES HAVING FINANCIAL IMPLICATIONS<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"green-box\">\n <p>\n <span class=\"mandatory-text\">The Five-Year Principle:<\/span> Files having financial implications and liable to be called by audit for inspection should be <span class=\"highlight\">retained for a period of five years<\/span> after they have been recorded.\n <\/p>\n <\/div>\n\n <h3 class=\"blue-heading\">Handling Audit Objections<\/h3>\n\n <p class=\"indented-section\">\n If an <span class=\"highlight\">audit objection<\/span> relating to a transaction dealt with in a file is received within the five-year period, the file will <span class=\"highlight\">not be destroyed<\/span> until after the objection has been settled to the satisfaction of the audit.\n <\/p>\n\n <h3 class=\"blue-heading\">Local Audit Protocol<\/h3>\n\n <p class=\"indented-section\">\n If a local audit does not take place within five years, the <span class=\"highlight\">Head of the Office<\/span> 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.\n <\/p>\n\n <div class=\"green-box\">\n <p>\n <span class=\"mandatory-text\">The Working Rule:<\/span> 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 <span class=\"highlight\">\"weed as you go\"<\/span>.\n <\/p>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcd6<\/div>\n <h2>GENERAL INSTRUCTIONS FOR RETENTION<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"numbered-point\">\n <span class=\"number\">1.<\/span>\n <p>\n <span class=\"highlight\">Reckoning for Files:<\/span> The retention period specified for a file is to be reckoned from the <span class=\"highlight\">year in which the file is closed<\/span> (action completed), and not necessarily from the year in which it is recorded.\n <\/p>\n <\/div>\n\n <div class=\"numbered-point\">\n <span class=\"number\">2.<\/span>\n <p>\n <span class=\"highlight\">Reckoning for Registers:<\/span> In the case of records other than files (e.g., registers), the period is counted from the year in which it has <span class=\"highlight\">ceased to be current<\/span>.\n <\/p>\n <\/div>\n\n <div class=\"numbered-point\">\n <span class=\"number\">3.<\/span>\n <p>\n <span class=\"highlight\">Exceptional Cases:<\/span> Records may be <span class=\"highlight\">retained for a longer period<\/span> than specified if warranted by special features or departmental needs. However, records must <span class=\"highlight\">never be retained for a shorter<\/span> period than prescribed in the schedule.\n <\/p>\n <\/div>\n\n <div class=\"numbered-point\">\n <span class=\"number\">4.<\/span>\n <p>\n <span class=\"highlight\">Linked Records:<\/span> If a record is required for the disposal of another record, the former <span class=\"highlight\">will not be weeded out<\/span> 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 <span class=\"highlight\">consciously reviewed and revised suitably<\/span>.\n <\/p>\n <\/div>\n\n<\/div>\n\n \n <div id=\"retention\" class=\"content-section\">\n \n <div class=\"main-title\">RECORD RETENTION SCHEDULE<\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udccb<\/div>\n <h2>RETENTION SCHEDULE FOR RECORDS (MOP)<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <div class=\"green-box\">\n <p>\n <span class=\"mandatory-text\">The Mandatory Rule:<\/span> The retention period will be reckoned with reference to the date from which the record <span class=\"highlight\">ceases to be current\/active<\/span>.\n <\/p>\n <\/div>\n\n <table>\n <thead>\n <tr>\n <th>DESCRIPTION OF RECORD<\/th>\n <th>RETENTION PERIOD (YEARS)<\/th>\n <\/tr>\n <\/thead>\n <tbody>\n <tr>\n <td>Dak Register<\/td>\n <td><span class=\"highlight\">3 Years<\/span><\/td>\n <\/tr>\n <tr>\n <td>Standing Guard Files<\/td>\n <td><span class=\"highlight\">Permanent<\/span> (Weed out when revised)<\/td>\n <\/tr>\n <tr>\n <td>Section Dispatch Register<\/td>\n <td><span class=\"highlight\">5 Years<\/span><\/td>\n <\/tr>\n <tr>\n <td>Messenger Book<\/td>\n <td><span class=\"highlight\">3 Years<\/span><\/td>\n <\/tr>\n <tr>\n <td>File Register<\/td>\n <td><span class=\"highlight\">Permanent<\/span><\/td>\n <\/tr>\n <tr>\n <td>File Movement Register<\/td>\n <td><span class=\"highlight\">3 Years<\/span><\/td>\n <\/tr>\n <tr>\n <td>Register for Progress of Recording<\/td>\n <td><span class=\"highlight\">3 Years<\/span><\/td>\n <\/tr>\n <tr>\n <td>Precedent Book<\/td>\n <td><span class=\"highlight\">Permanent<\/span><\/td>\n <\/tr>\n <tr>\n <td>List of Files Transferred to DRR<\/td>\n <td><span class=\"highlight\">25 Years<\/span><\/td>\n <\/tr>\n <tr>\n <td>List of Files Transferred to National Archives<\/td>\n <td><span class=\"highlight\">Permanent<\/span><\/td>\n <\/tr>\n <tr>\n <td>Record Review Register<\/td>\n <td><span class=\"highlight\">1 Year<\/span><\/td>\n <\/tr>\n <tr>\n <td>List of Files Received for Review<\/td>\n <td><span class=\"highlight\">1 Year<\/span><\/td>\n <\/tr>\n <tr>\n <td>Record Requisition Slip (NAI)<\/td>\n <td>Destroy after return to NAI<\/td>\n <\/tr>\n <tr>\n <td>Monthly Progress Report on Recording<\/td>\n <td><span class=\"highlight\">1 Year<\/span><\/td>\n <\/tr>\n <tr>\n <td>Register of Communications from MPs\/VIPs<\/td>\n <td><span class=\"highlight\">3 Years<\/span><\/td>\n <\/tr>\n <tr>\n <td>Register of Parliamentary Assurances<\/td>\n <td><span class=\"highlight\">3 Years<\/span><\/td>\n <\/tr>\n <tr>\n <td>Check-lists for Periodical Reports<\/td>\n <td><span class=\"highlight\">1 Year<\/span><\/td>\n <\/tr>\n <tr>\n <td>Inspection Reports<\/td>\n <td><span class=\"highlight\">1 Year<\/span> after ATN is accepted<\/td>\n <\/tr>\n <\/tbody>\n <\/table>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udcc1<\/div>\n <h2>A \u2013 RECORDS OF ADMINISTRATIVE VALUE<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"font-style: italic; margin-bottom: 20px;\">Papers required to be kept indefinitely for the administration's use:<\/p>\n\n <div class=\"numbered-list\">\n <div class=\"list-item\">\n <span class=\"list-number\">1.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Rights & Obligations:<\/span> Papers relating to evidence of <span class=\"highlight\">rights or obligations<\/span> of or against the government (e.g., property titles, deeds recognizing rights, formal instruments like awards and sanctions).\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">2.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Major Policy:<\/span> Papers relating to <span class=\"highlight\">major policy decisions<\/span>, including those relating to the preparation or modification of legislation.\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">3.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Committees & Working Groups:<\/span> Papers relating to constitution, functions and working of <span class=\"highlight\">important committees<\/span>, working groups, etc.\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">4.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Precedents:<\/span> Papers relating to <span class=\"highlight\">lasting precedents<\/span> for important procedures (e.g., administrative memoranda, historical reports, legal opinions on important matters).\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">5.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Rules & Regulations:<\/span> Papers relating to <span class=\"highlight\">rules, regulations<\/span>, departmental guides or instructions of general application.\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">6.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Organization & Staffing:<\/span> Papers relating to salient features of <span class=\"highlight\">organisation and staffing<\/span> of government departments and offices.\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">7.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Important Litigation:<\/span> Papers relating to <span class=\"highlight\">important litigation<\/span> or 'causes celebres' in which the administration was involved.\n <\/div>\n <\/div>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83c\udfdb\ufe0f<\/div>\n <h2>B \u2013 RECORDS OF HISTORICAL IMPORTANCE<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <p style=\"font-style: italic; margin-bottom: 20px;\">Papers of value to historians and research scholars:<\/p>\n\n <div class=\"numbered-list\">\n <div class=\"list-item\">\n <span class=\"list-number\">1.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Origin & Organization:<\/span> Papers relating to the <span class=\"highlight\">origin of a department<\/span> or agency; how it was organised; how it functioned; and (if defunct) how and why it was dissolved.\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">2.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Accomplishments:<\/span> Papers relating to data about what the <span class=\"highlight\">department\/agency accomplished<\/span> (samples or annual reports).\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">3.<\/span>\n <div style=\"flex: 1;\">\n <div class=\"green-box\" style=\"margin: 0;\">\n <p>\n <span class=\"emphasis\">Policy Change Indicators:<\/span> Papers relating to a change of policy can be identified via: (a) <span class=\"highlight\">Summaries for Ministers<\/span>, (b) <span class=\"highlight\">Committee appointments<\/span>, and (c) Notes for the <span class=\"highlight\">Cabinet<\/span> or <span class=\"highlight\">Cabinet Committees<\/span>.\n <\/p>\n <\/div>\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">4.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Implementation:<\/span> Papers relating to the <span class=\"highlight\">implementation of a change of policy<\/span>, including sets of instructions for executing agencies and relevant forms.\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">5.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Public Events:<\/span> Papers relating to a well-known <span class=\"highlight\">public or international event<\/span> or cause celebre, or events causing interest\/controversy on a national plane.\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">6.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Trends & Developments:<\/span> Papers relating to direct reference to <span class=\"highlight\">trends or developments<\/span> in political, social, economic or other fields (including unpublished statistical data).\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">7.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Citations:<\/span> Papers relating to papers cited in or noted as consulted in connection with <span class=\"highlight\">official publications<\/span>.\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">8.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Research & Development:<\/span> Papers relating to the more important aspects of <span class=\"highlight\">scientific or technical research<\/span> and development.\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">9.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Local Interest:<\/span> Papers relating to matters of <span class=\"highlight\">local interest<\/span> not reasonably expected to be available locally, or covering the whole country.\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">10.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Obsolete Investigations:<\/span> Papers relating to <span class=\"highlight\">obsolete activities<\/span> or investigations, or to abortive schemes in important fields.\n <\/div>\n <\/div>\n\n <div class=\"list-item\">\n <span class=\"list-number\">11.<\/span>\n <div style=\"flex: 1;\">\n <span class=\"emphasis\">Departmental Sources:<\/span> Papers relating to any other specific category of records which are treated as <span class=\"highlight\">genuine sources of history<\/span> (biographical\/antiquarian interest).\n <\/div>\n <\/div>\n <\/div>\n\n \n <div class=\"section-header\">\n <div class=\"icon\">\ud83d\udc65<\/div>\n <h2>DESTRUCTION OF PERSONNEL & ESTABLISHMENT RECORDS<\/h2>\n <\/div>\n <hr class=\"section-line\">\n\n <table>\n <thead>\n <tr>\n <th>SL. NO.<\/th>\n <th>MAIN-HEAD<\/th>\n <th>SUB-HEAD<\/th>\n <th>RETENTION PERIOD<\/th>\n <th>REMARKS<\/th>\n <\/tr>\n <\/thead>\n <tbody>\n <tr>\n <td>1.<\/td>\n <td><strong>Creation & Classification of posts<\/strong><\/td>\n <td>\n (i) Continuance \/ revival of posts.<br>\n (ii) Conversion of temporary posts.<br>\n (iii) Creation of posts.<br>\n (iv) Revision of scales of pay.<br>\n (v) Upgrading of posts.\n <\/td>\n <td>\n (i) <span class=\"highlight\">1 year<\/span>.<br>\n (ii) <span class=\"highlight\">10 years<\/span>.<br>\n (iii) <span class=\"highlight\">10 years<\/span>.<br>\n (iv) <span class=\"highlight\">Permanent<\/span> for concerned Depts.<br>\n (v) <span class=\"highlight\">10 years<\/span>.\n <\/td>\n <td>\n Subject to particulars of sanction being noted in Establishment\/ Service Register.\n <\/td>\n <\/tr>\n <tr>\n <td>2.<\/td>\n <td><strong>Review for suitability<\/strong><\/td>\n <td>Establishment \/ Sanction Register.<\/td>\n <td><span class=\"highlight\">Permanent<\/span>.<\/td>\n <td>Old volume kept for 3 years when rewritten.<\/td>\n <\/tr>\n <tr>\n <td>3.<\/td>\n <td><strong>Arbitration and litigation<\/strong><\/td>\n <td>--<\/td>\n <td><span class=\"highlight\">3 years<\/span>.<\/td>\n <td>File not closed until proceedings are final.<\/td>\n <\/tr>\n <tr>\n <td>4.<\/td>\n <td><strong>Notices under Section 80 CPC<\/strong><\/td>\n <td>--<\/td>\n <td><span class=\"highlight\">1 year<\/span>.<\/td>\n <td>If followed by suit, retain for 3 years.<\/td>\n <\/tr>\n <tr>\n <td>5.<\/td>\n <td><strong>Recruitment<\/strong><\/td>\n <td>Condonation of break in service.<\/td>\n <td><span class=\"highlight\">5 years<\/span>.<\/td>\n <td>Entry in service record required.<\/td>\n <\/tr>\n <tr>\n <td>6.<\/td>\n <td><strong>Advances<\/strong><\/td>\n <td>\n (i-ii) Rules and Orders<br>\n (iii-vii) Grant of advances\n <\/td>\n <td>\n (i-ii) <span class=\"highlight\">Permanent<\/span> for issuing Depts.<br>\n (iii-vii) <span class=\"highlight\">1 year<\/span>.\n <\/td>\n <td>\n Subject to entries in pay bill register.\n <\/td>\n <\/tr>\n <tr>\n <td>7.<\/td>\n <td><strong>Surety Bonds<\/strong><\/td>\n <td>Executed for temp\/retiring servants.<\/td>\n <td><span class=\"highlight\">3 years<\/span>.<\/td>\n <td>After Bond ceases to be enforceable.<\/td>\n <\/tr>\n <tr>\n <td>8.<\/td>\n <td><strong>Pension \/ retirement<\/strong><\/td>\n <td>\n (i) Rules and Orders<br>\n (ii) Pre-verification, Invalid pension, Family pension, Gratuity, Commutation\n <\/td>\n <td>\n (i) <span class=\"highlight\">Permanent<\/span> for issuing Depts.<br>\n (ii) <span class=\"highlight\">1-15 years<\/span> (varies by type)\n <\/td>\n <td>\n Commutation: <span class=\"highlight\">15 years<\/span> retention.\n <\/td>\n <\/tr>\n <\/tbody>\n <\/table>\n\n <\/div>\n\n <\/div>\n <\/main>\n <\/div>\n\n <script>\n function showSection(sectionId) {\n \/\/ Hide all sections\n var sections = document.querySelectorAll('.content-section');\n 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document.getElementById('content-title').textContent = titles[sectionId];\n document.getElementById('current-section-name').textContent = sectionNames[sectionId];\n\n \/\/ Scroll to top\n window.scrollTo(0, 0);\n }\n\n \/\/ Breadcrumb navigation functions\n function goHome() {\n showSection('csmop');\n window.scrollTo(0, 0);\n \/\/ Uncomment below line and add your home URL if you want to redirect to a different page\n \/\/ window.location.href = 'https:\/\/your-website.com\/home';\n }\n\n function goRecordsManagement() {\n showSection('csmop');\n window.scrollTo(0, 0);\n \/\/ Uncomment below line and add your URL if you want to redirect to a different page\n \/\/ window.location.href = 'https:\/\/your-website.com\/records-management';\n }\n <\/script>\n\n<\/body>\n<\/html>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"<p>Records Management Portal | Government of India \ud83c\udfdb\ufe0f Records Management Portal Government of India \ud83d\udcda Table of Contents \ud83d\udccb CSMOP 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