Records Management \u2014 Study Notes | PromotionExams<\/title>\n<style>\n.elementor-section.elementor-section-stretched,\n .elementor-section-full_width,\n .elementor-container,\n .elementor-column,\n .elementor-column-wrap,\n .elementor-widget-wrap,\n .elementor-element {\n padding: 0 !important;\n margin: 0 !important;\n gap: 0 !important;\n }\n*, *::before, *::after { box-sizing: border-box; margin: 0; padding: 0; }\n:root {\n --navy: #0a1520;\n --blue: #0d3d6b;\n --teal: #084d42;\n --amber: #7a4500;\n --red: #7a1a1a;\n --green: #0d4a25;\n --orange: #7a3800;\n --brand: #c9962a;\n --brand-dark: #a87820;\n --gold: #c9962a;\n --highlight: #ffe066;\n --text: #0a0f18;\n --muted: #2a3540;\n --border: #c0ceda;\n}\nhtml { scroll-behavior: smooth; }\nbody { font-family: 'Bookman Old Style','Bookman','URW Bookman L',Georgia,serif; background:#fff; color:var(--text); font-size:15px; line-height:1.85; }\na { text-decoration:none; color:inherit; }\n\n\/* \u2500\u2500 HERO \u2500\u2500 *\/\n.hero { width:100%; background:#0a1520; color:#fff; position:relative; overflow:hidden; }\n.hero-bg {\n position:absolute; inset:0;\n background:\n radial-gradient(ellipse 900px 500px at 100% 0%, rgba(201,150,42,0.18) 0%, transparent 55%),\n radial-gradient(ellipse 700px 400px at 0% 100%, rgba(201,150,42,0.10) 0%, transparent 55%),\n radial-gradient(ellipse 500px 300px at 55% 50%, rgba(13,61,107,0.5) 0%, transparent 70%),\n linear-gradient(160deg, #0a1520 0%, #0d1a40 40%, #0a1a30 100%);\n pointer-events:none;\n}\n.hero-grid {\n position:absolute; inset:0;\n background-image:\n linear-gradient(rgba(255,255,255,0.025) 1px,transparent 1px),\n linear-gradient(90deg,rgba(255,255,255,0.025) 1px,transparent 1px);\n background-size:48px 48px;\n pointer-events:none;\n}\n.hero-ring {\n position:absolute; right:-140px; top:50%;\n transform:translateY(-50%);\n width:520px; height:520px; border-radius:50%;\n border:2px solid rgba(201,150,42,0.2); pointer-events:none;\n}\n.hero-ring::before {\n content:''; position:absolute; inset:36px; border-radius:50%;\n border:1px solid rgba(201,150,42,0.12);\n}\n.hero-ring::after {\n content:''; position:absolute; inset:90px; border-radius:50%;\n border:1px solid rgba(201,150,42,0.08);\n}\n.hero-stripe {\n position:absolute; bottom:0; left:0; right:0; height:4px;\n background:linear-gradient(90deg,#c9962a 0%,#c9962a 60%,#ffe066 60%,#ffe066 100%);\n pointer-events:none;\n}\n.hero-inner {\n position:relative; z-index:2;\n padding:60px 56px 64px;\n display:grid; grid-template-columns:1fr 310px; gap:48px; align-items:center;\n max-width:1200px;\n}\n.hero-eyebrow {\n display:inline-flex; align-items:center; gap:8px;\n background:rgba(201,150,42,0.18); border:1px solid rgba(201,150,42,0.5);\n border-radius:4px; padding:5px 16px; font-size:10.5px; font-weight:800;\n letter-spacing:0.16em; text-transform:uppercase; margin-bottom:22px;\n color:#ffe066;\n}\n.hero h1 {\n font-size:clamp(22px,3.2vw,40px); font-weight:800; line-height:1.22;\n margin-bottom:18px; letter-spacing:-0.01em;\n}\n.hero h1 .h1-accent { color:var(--gold); }\n.hero-meta { display:flex; flex-wrap:wrap; gap:6px; margin-bottom:28px; }\n.hero-meta-item {\n font-size:11.5px; color:rgba(255,255,255,0.55);\n display:flex; align-items:center; gap:5px;\n}\n.hero-meta-item::after { content:'\u00b7'; margin-left:6px; color:rgba(255,255,255,0.25); }\n.hero-meta-item:last-child::after { display:none; }\n.hero-pills { display:flex; flex-wrap:wrap; gap:8px; }\n.hpill {\n background:rgba(255,255,255,0.07); border:1px solid rgba(255,255,255,0.14);\n border-radius:4px; padding:5px 13px; font-size:12px; font-weight:600;\n color:rgba(255,255,255,0.85);\n}\n.hpill strong { font-weight:800; color:#fff; }\n.hpill.blue-p { border-color:rgba(201,150,42,0.5); background:rgba(201,150,42,0.15); color:#ffe066; }\n.hpill.gold-p { border-color:rgba(245,197,24,0.4); background:rgba(245,197,24,0.12); color:var(--gold); }\n\n\/* Hero right panel *\/\n.hero-right {\n background:rgba(255,255,255,0.04); border:1px solid rgba(255,255,255,0.1);\n border-radius:12px; padding:28px 24px;\n display:flex; flex-direction:column; gap:18px;\n}\n.hero-right-title {\n font-size:9px; font-weight:800; text-transform:uppercase; letter-spacing:0.18em;\n color:rgba(255,255,255,0.4); padding-bottom:14px;\n border-bottom:1px solid rgba(255,255,255,0.08);\n}\n.hero-stat { display:flex; align-items:center; justify-content:space-between; gap:12px; }\n.hero-stat-label { font-size:12px; color:rgba(255,255,255,0.6); line-height:1.4; flex:1; }\n.hero-stat-value { font-family:'JetBrains Mono',monospace; font-size:17px; font-weight:700; white-space:nowrap; flex-shrink:0; }\n.hero-stat-value.gold-v { color:var(--gold); }\n.hero-stat-value.white-v { color:#ffffff; }\n.hero-stat-value.blue-v { color:#7fa8ff; }\n.hero-stat-divider { height:1px; background:rgba(255,255,255,0.07); }\n\n\/* Hero ref strip *\/\n.hero-ref-strip {\n background:rgba(255,255,255,0.04); border-top:1px solid rgba(255,255,255,0.07);\n padding:14px 56px; position:relative; z-index:2;\n display:flex; align-items:center; gap:24px; flex-wrap:wrap;\n}\n.hero-ref-item { font-size:11px; color:rgba(255,255,255,0.45); display:flex; align-items:center; gap:6px; }\n.hero-ref-item .ref-dot { width:5px; height:5px; border-radius:50%; background:#ffe066; flex-shrink:0; }\n.hero-ref-item strong { color:rgba(255,255,255,0.7); font-weight:700; }\n\n\/* \u2500\u2500 BREADCRUMB \u2500\u2500 *\/\n.breadcrumb-bar { background:#fff; border-bottom:1px solid var(--border); padding:10px 48px; }\n.breadcrumb-inner {\n max-width:1110px; margin:0 auto; font-size:12px; color:#555;\n display:flex; align-items:center; gap:6px;\n}\n.breadcrumb-inner a { color:#a87820; font-weight:700; }\n.breadcrumb-inner .sep { color:#aaa; }\n\n\/* \u2500\u2500 LAYOUT \u2500\u2500 *\/\n.layout {\n max-width:1110px; margin:0 auto; padding:44px 48px 88px;\n display:grid; grid-template-columns:265px 1fr; gap:56px; align-items:start;\n}\n\n\/* \u2500\u2500 SIDEBAR \u2500\u2500 *\/\n.sidebar { position:sticky; top:24px; max-height:calc(100vh - 48px); }\n.toc-card {\n background:#fff; border:1px solid var(--border); border-radius:8px;\n padding:18px 20px; max-height:calc(100vh - 48px); overflow-y:auto;\n}\n.toc-card-header {\n background:linear-gradient(135deg, #c9962a 0%, #a87820 100%); border-radius:6px; padding:14px 16px; margin-bottom:16px;\n}\n.toc-brand-name {\n font-size:15px; font-weight:800; color:#fff; line-height:1.2;\n}\n.toc-brand-name span { color:var(--gold); }\n.toc-brand-sub { font-size:10px; color:rgba(255,255,255,0.7); margin-top:3px; letter-spacing:0.5px; }\n.toc-card-title {\n font-size:10px; font-weight:800; text-transform:uppercase; letter-spacing:0.16em;\n color:var(--muted); margin-bottom:14px;\n}\n.toc-list { list-style:none; }\n.toc-list > li { margin-bottom:6px; }\n.toc-list > li > a {\n display:block; font-size:12.5px; font-weight:800; color:#0a0f18;\n padding:6px 10px; border-radius:5px; border-left:2px solid transparent;\n transition:all 0.15s; line-height:1.4;\n}\n.toc-list > li > a:hover { background:#fdf5e0; color:var(--brand-dark); }\n.toc-list > li > a.active { background:rgba(201,150,42,0.12); border-left-color:var(--brand); color:var(--brand-dark); }\n.toc-sub { list-style:none; margin:3px 0 5px 14px; }\n.toc-sub li { margin-bottom:2px; }\n.toc-sub li a {\n display:block; font-size:11.5px; color:#1a2535; padding:4px 8px;\n border-radius:4px; border-left:2px solid transparent; transition:all 0.15s;\n}\n.toc-sub li a:hover { background:#fdf5e0; color:var(--brand-dark); }\n.toc-sub li a.active {\n background:#ffe066; border-left-color:var(--brand-dark);\n color:#4a2c00; font-weight:700;\n}\n\n\/* \u2500\u2500 CHAPTER HEADING \u2500\u2500 *\/\n.chapter-heading-block {\n display:flex; align-items:center; gap:14px;\n margin:52px 0 22px; padding-bottom:14px; border-bottom:2.5px solid #c9962a;\n}\n.chapter-badge {\n background:#c9962a; color:#fff; font-size:9.5px; font-weight:800;\n padding:5px 16px; border-radius:4px; letter-spacing:0.1em; text-transform:uppercase;\n white-space:nowrap; flex-shrink:0;\n}\n.chapter-heading-block h2 { font-size:22px; font-weight:700; color:var(--navy); margin:0; }\n\n\/* \u2500\u2500 SECTION HEADING \u2500\u2500 *\/\n.section-heading-block { display:flex; align-items:center; gap:12px; margin:30px 0 14px; }\n.section-badge {\n background:var(--blue); color:#fff; font-size:9px; font-weight:800;\n padding:3px 11px; border-radius:3px; letter-spacing:0.08em; white-space:nowrap; flex-shrink:0;\n}\n.section-badge.teal { background:var(--teal); }\n.section-badge.amber { background:var(--amber); }\n.section-badge.red { background:var(--red); }\n.section-badge.green { background:var(--green); }\n.section-badge.brand { background:#c9962a; }\n.section-heading-block h3 { font-size:17px; font-weight:700; color:var(--navy); margin:0; }\n\n\/* \u2500\u2500 ARTICLE PROSE \u2500\u2500 *\/\n.article p { color:#0a0f18; margin-bottom:12px; font-size:14.5px; line-height:1.85; }\n.article strong { color:#000; }\n\n\/* \u2500\u2500 ICON LIST \u2500\u2500 *\/\n.icon-list { list-style:none; margin:0 0 14px; display:flex; flex-direction:column; gap:8px; }\n.icon-list li { display:flex; align-items:flex-start; gap:10px; font-size:14.5px; color:#0a0f18; line-height:1.78; }\n.icon-list li .ico { font-size:15px; flex-shrink:0; margin-top:4px; width:20px; text-align:center; }\n.icon-list-sub { list-style:none; margin:8px 0 0 30px; display:flex; flex-direction:column; gap:6px; }\n.icon-list-sub li { display:flex; align-items:flex-start; gap:8px; font-size:14px; color:#1a2535; line-height:1.75; }\n.icon-list-sub li .ico { font-size:13px; flex-shrink:0; margin-top:3px; width:18px; text-align:center; }\n\n\/* \u2500\u2500 CALLOUT \u2500\u2500 *\/\n.callout { border-left:3px solid var(--blue); padding:12px 18px; margin:16px 0 20px; background:#e8f0fa; }\n.callout.amber { border-left-color:var(--amber); background:#f5ead5; }\n.callout.red { border-left-color:var(--red); background:#f5dada; }\n.callout.teal { border-left-color:var(--teal); background:#daf0ea; }\n.callout.green { border-left-color:var(--green); background:#daf0e0; }\n.callout.brand { border-left-color:#c9962a; background:#fdf5e0; }\n.callout-label { font-size:10px; font-weight:800; text-transform:uppercase; letter-spacing:0.12em; margin-bottom:8px; color:var(--blue); }\n.callout.amber .callout-label { color:var(--amber); }\n.callout.red .callout-label { color:var(--red); }\n.callout.teal .callout-label { color:var(--teal); }\n.callout.green .callout-label { color:var(--green); }\n.callout.brand .callout-label { color:#a87820; }\n.callout p, .callout li { font-size:14px; color:#0a0f18; line-height:1.82; }\n.callout ul { list-style:none; display:flex; flex-direction:column; gap:6px; padding-left:0; }\n\n\/* \u2500\u2500 STAT CARDS \u2500\u2500 *\/\n.stat-grid { display:grid; grid-template-columns:repeat(4,1fr); gap:14px; margin:20px 0 28px; }\n.stat-card { border:1.5px solid var(--border); border-radius:10px; padding:20px 16px; text-align:center; background:#fff; }\n.stat-card.blue-hi { border-color:#6a9ec0; background:#ddeefa; }\n.stat-card.teal-hi { border-color:#4aaa98; background:#d8f0ea; }\n.stat-card.amber-hi { border-color:#b08040; background:#f5e8cc; }\n.stat-card.green-hi { border-color:#4aaa70; background:#d8f0e0; }\n.stat-card.red-hi { border-color:#c08080; background:#f5e0e0; }\n.stat-card.brand-hi { border-color:rgba(201,150,42,0.4); background:rgba(201,150,42,0.08); }\n.stat-card .big-icon { font-size:32px; margin-bottom:10px; display:block; }\n.stat-card .stat-label { font-size:10px; font-weight:800; text-transform:uppercase; letter-spacing:0.08em; color:var(--muted); margin-bottom:6px; }\n.stat-card .stat-amount { font-family:'JetBrains Mono',monospace; font-size:22px; font-weight:700; color:var(--navy); line-height:1.1; margin-bottom:5px; }\n.stat-card.teal-hi .stat-amount { color:var(--teal); }\n.stat-card.amber-hi .stat-amount { color:var(--amber); }\n.stat-card.green-hi .stat-amount { color:var(--green); }\n.stat-card.red-hi .stat-amount { color:var(--red); }\n.stat-card.brand-hi .stat-amount { color:var(--brand-dark); }\n.stat-card .stat-sub { font-size:12px; color:#1a2535; line-height:1.55; }\n\n\/* \u2500\u2500 CATEGORY CARDS \u2500\u2500 *\/\n.cat-grid { display:grid; grid-template-columns:repeat(3,1fr); gap:14px; margin:18px 0 26px; }\n.cat-card { border-radius:8px; padding:18px 20px; border:1.5px solid var(--border); background:#fff; }\n.cat-card.c-a { border-top:3px solid var(--red); background:#f5e0e0; border-color:#c08080; }\n.cat-card.c-b { border-top:3px solid var(--blue); background:#ddeefa; border-color:#6a9ec0; }\n.cat-card.c-c { border-top:3px solid var(--teal); background:#d8f0ea; border-color:#4aaa98; }\n.cat-card .cc-icon { font-size:28px; margin-bottom:8px; display:block; }\n.cat-card .cc-label { font-size:9.5px; font-weight:800; text-transform:uppercase; letter-spacing:0.1em; color:var(--muted); margin-bottom:5px; }\n.cat-card .cc-title { font-size:14px; font-weight:700; margin-bottom:8px; }\n.cat-card.c-a .cc-title { color:var(--red); }\n.cat-card.c-b .cc-title { color:var(--blue); }\n.cat-card.c-c .cc-title { color:var(--teal); }\n.cat-card p { font-size:12.5px; color:#0a0f18; line-height:1.75; }\n.cat-card .cc-tag { font-family:'JetBrains Mono',monospace; font-size:15px; font-weight:700; margin-top:8px; display:block; }\n.cat-card.c-a .cc-tag { color:var(--red); }\n.cat-card.c-b .cc-tag { color:var(--blue); }\n.cat-card.c-c .cc-tag { color:var(--teal); }\n\n\/* \u2500\u2500 FLOW \/ CUSTODY INFOGRAPHIC \u2500\u2500 *\/\n.flow-strip {\n display:flex; align-items:stretch; gap:0;\n margin:20px 0 26px; border:1px solid var(--border); border-radius:8px; overflow:hidden;\n}\n.flow-node {\n flex:1; padding:18px 14px; text-align:center;\n background:#fff; border-right:1px solid var(--border);\n display:flex; flex-direction:column; align-items:center; justify-content:center; gap:6px;\n}\n.flow-node:last-child { border-right:none; }\n.flow-node .fn-icon { font-size:24px; }\n.flow-node .fn-title { font-size:12px; font-weight:800; color:var(--navy); line-height:1.3; }\n.flow-node .fn-dur {\n font-family:'JetBrains Mono',monospace; font-size:11px; font-weight:700;\n color:#fff; background:#c9962a; padding:2px 8px; border-radius:4px;\n}\n.flow-arrow {\n display:flex; align-items:center; justify-content:center;\n padding:0 4px; color:#c9962a; font-size:18px; font-weight:700;\n flex-shrink:0; background:#fdf5e0;\n}\n\n\/* \u2500\u2500 LIFECYCLE FLOW \u2500\u2500 *\/\n.lifecycle-grid {\n display:grid; grid-template-columns:repeat(4,1fr); gap:0;\n margin:20px 0 26px; border:1px solid var(--border); border-radius:8px; overflow:hidden;\n}\n.lc-node {\n padding:16px 14px; text-align:center; border-right:1px solid var(--border);\n background:#fff;\n}\n.lc-node:last-child { border-right:none; }\n.lc-node .lc-step {\n font-family:'JetBrains Mono',monospace; font-size:10px; font-weight:700;\n color:#c9962a; display:block; margin-bottom:4px;\n}\n.lc-node .lc-icon { font-size:22px; display:block; margin-bottom:6px; }\n.lc-node .lc-label { font-size:12px; font-weight:700; color:var(--navy); }\n.lc-node.lc-alt { background:#f5f8ff; }\n\n\/* \u2500\u2500 TABLE \u2500\u2500 *\/\n.compare-table { width:100%; border-collapse:collapse; margin:16px 0 24px; border-radius:8px; overflow:hidden; border:1px solid var(--border); }\n.compare-table thead tr { background:#c9962a; color:#fff; }\n.compare-table th { padding:12px 16px; text-align:left; font-size:12.5px; font-weight:700; }\n.compare-table td { padding:11px 16px; font-size:14px; border-bottom:1px solid var(--border); color:#0a0f18; vertical-align:top; line-height:1.75; }\n.compare-table tr:nth-child(even) td { background:#edf4f8; }\n.tag-yes { background:#d5f0e0; color:var(--green); border-radius:4px; padding:2px 8px; font-size:12px; font-weight:700; }\n.tag-no { background:#f5d5d5; color:var(--red); border-radius:4px; padding:2px 8px; font-size:12px; font-weight:700; }\n\n\/* \u2500\u2500 PROCEDURE CARD \u2500\u2500 *\/\n.proc-card { border:2px solid #c9962a; border-radius:10px; padding:22px 26px; background:#fdf5e0; margin:20px 0 26px; position:relative; }\n.proc-stamp { position:absolute; top:-11px; left:20px; background:#c9962a; color:#fff; font-size:10px; font-weight:800; letter-spacing:0.1em; text-transform:uppercase; padding:3px 14px; border-radius:4px; }\n.proc-card h4 { font-size:15px; font-weight:700; color:#050d18; margin-top:8px; margin-bottom:12px; }\n\n\/* \u2500\u2500 WARN CARD \u2500\u2500 *\/\n.warn-card { border:2px solid var(--red); border-radius:10px; padding:22px 26px; background:#f5dada; margin:20px 0 26px; position:relative; }\n.warn-stamp { position:absolute; top:-11px; left:20px; background:var(--red); color:#fff; font-size:10px; font-weight:800; letter-spacing:0.1em; text-transform:uppercase; padding:3px 14px; border-radius:4px; }\n.warn-card h4 { font-size:15px; font-weight:700; color:#3a0808; margin-top:8px; margin-bottom:12px; }\n\n\/* \u2500\u2500 HIGHLIGHT BANNER \u2500\u2500 *\/\n.highlight-banner { background:linear-gradient(130deg,#a87820 0%,#c9962a 100%); border-radius:10px; padding:20px 26px; color:#fff; display:flex; align-items:flex-start; gap:20px; margin:20px 0 28px; }\n.highlight-banner .hb-icon { font-size:38px; flex-shrink:0; margin-top:2px; }\n.highlight-banner h4 { font-size:15px; font-weight:700; margin-bottom:8px; color:#fff; }\n.highlight-banner p { font-size:13.5px; opacity:0.95; margin:0; line-height:1.8; }\n.hb-badge { background:rgba(255,255,255,0.22); border-radius:4px; padding:2px 9px; font-family:'JetBrains Mono',monospace; font-size:13px; font-weight:700; }\n\n\/* \u2500\u2500 DESTRUCTION TABLE \u2500\u2500 *\/\n.dest-grid { display:grid; grid-template-columns:repeat(3,1fr); gap:14px; margin:18px 0 26px; }\n.dest-card { border-radius:8px; padding:20px; border:1.5px solid var(--border); background:#fff; text-align:center; }\n.dest-card.d-routine { border-top:3px solid #555; background:#f5f5f5; }\n.dest-card.d-class { border-top:3px solid var(--amber); background:#f5e8cc; }\n.dest-card.d-secret { border-top:3px solid var(--red); background:#f5dada; }\n.dest-card .d-icon { font-size:30px; margin-bottom:10px; display:block; }\n.dest-card .d-title { font-size:13px; font-weight:800; margin-bottom:8px; }\n.dest-card.d-routine .d-title { color:#333; }\n.dest-card.d-class .d-title { color:var(--amber); }\n.dest-card.d-secret .d-title { color:var(--red); }\n.dest-card p { font-size:12.5px; color:#0a0f18; line-height:1.7; }\n\n\/* \u2500\u2500 REVIEW CARDS \u2500\u2500 *\/\n.review-grid { display:grid; grid-template-columns:1fr 1fr; gap:14px; margin:18px 0 26px; }\n.review-card { border-radius:8px; border:1.5px solid var(--border); overflow:hidden; background:#fff; }\n.review-card-head { padding:14px 18px; display:flex; align-items:center; gap:10px; }\n.review-card-head .rch-dot { width:10px; height:10px; border-radius:50%; flex-shrink:0; }\n.review-card-head .rch-cat { font-size:11px; font-weight:800; text-transform:uppercase; letter-spacing:1px; }\n.review-card-body { padding:14px 18px; border-top:1px solid var(--border); }\n.review-card-body li { display:flex; align-items:flex-start; gap:8px; font-size:13px; color:#0a0f18; line-height:1.7; margin-bottom:8px; }\n.review-card-body li:last-child { margin-bottom:0; }\n.review-card-body li .ico { font-size:13px; flex-shrink:0; margin-top:3px; }\n\n\/* \u2500\u2500 MEMBER LIST \u2500\u2500 *\/\n.member-list { list-style:none; display:flex; flex-direction:column; gap:0; margin:16px 0 24px; border:1px solid var(--border); border-radius:8px; overflow:hidden; }\n.member-row { display:flex; align-items:center; gap:16px; padding:12px 18px; border-bottom:1px solid var(--border); background:#fff; }\n.member-row:last-child { border-bottom:none; }\n.member-row:nth-child(even) { background:#edf4f8; }\n.member-row .mr-role { font-family:'JetBrains Mono',monospace; font-size:11px; font-weight:700; color:#fff; padding:3px 10px; border-radius:4px; flex-shrink:0; white-space:nowrap; }\n.mr-chair { background:#c9962a; }\n.mr-member { background:var(--blue); }\n.mr-conv { background:var(--teal); }\n.mr-special { background:var(--amber); }\n.member-row .mr-text { font-size:13.5px; color:#0a0f18; line-height:1.7; }\n\n\/* \u2500\u2500 SECTION DIVIDER \u2500\u2500 *\/\n.section-divider { border:none; border-top:1.5px dashed #b0c0d0; margin:44px 0; }\n\n\/* \u2500\u2500 PILL INLINE \u2500\u2500 *\/\n.kw { background:#ffe066; border-radius:3px; padding:1px 5px; font-weight:700; color:#5a3a00; display:inline; }\n\n\/* \u2500\u2500 EFILE BOX \u2500\u2500 *\/\n.efile-box { background:#fdf5e0; border:1.5px solid #c9962a; border-radius:8px; padding:18px 22px; margin:16px 0 20px; }\n.efile-box-title { font-size:10px; font-weight:800; text-transform:uppercase; letter-spacing:0.12em; color:#a87820; margin-bottom:12px; }\n\n\/* \u2500\u2500 COLLAPSIBLE TOC \u2500\u2500 *\/\n.toc-group { margin-bottom: 4px; }\n\n.toc-toggle {\n width: 100%;\n display: flex; align-items: center; justify-content: space-between;\n gap: 8px;\n background: #c9962a;\n border: none; cursor: pointer;\n padding: 8px 10px;\n border-radius: 5px;\n text-align: left;\n transition: background 0.2s;\n}\n.toc-toggle:hover { background: #a87820; }\n.toc-toggle.active { background: #a87820; }\n\n.toc-toggle-text {\n font-size: 12px; font-weight: 800;\n font-family: 'Bookman Old Style','Bookman',Georgia,serif;\n color: #fff; line-height: 1.3; flex: 1;\n}\n\n.toc-chevron {\n font-size: 13px; color: #ffe066;\n flex-shrink: 0; transition: transform 0.25s ease;\n display: inline-block;\n}\n\n.toc-toggle.collapsed .toc-chevron { transform: rotate(-90deg); }\n\n.toc-collapsible {\n overflow: hidden;\n max-height: 600px;\n transition: max-height 0.3s ease, opacity 0.25s ease, margin 0.25s ease;\n opacity: 1;\n margin-top: 3px;\n}\n\n.toc-collapsible.collapsed {\n max-height: 0;\n opacity: 0;\n margin-top: 0;\n pointer-events: none;\n}\n\n\/* \u2500\u2500 RESPONSIVE \u2500\u2500 *\/\n@media (max-width:860px) {\n .layout { grid-template-columns:1fr; gap:32px; padding:28px 24px 64px; }\n .sidebar { position:static; }\n .stat-grid { grid-template-columns:1fr 1fr; }\n .cat-grid { grid-template-columns:1fr; }\n .dest-grid { grid-template-columns:1fr; }\n .review-grid { grid-template-columns:1fr; }\n .lifecycle-grid { grid-template-columns:repeat(2,1fr); }\n .hero-inner { grid-template-columns:1fr; gap:28px; padding:44px 28px 48px; }\n .hero-right { display:none; }\n .hero-ref-strip { padding:14px 28px; }\n .hero-ring { display:none; }\n .breadcrumb-bar { padding:10px 24px; }\n .flow-strip { flex-direction:column; }\n .flow-arrow { transform:rotate(90deg); padding:4px 0; }\n}\n@media (max-width:520px) {\n .hero h1 { font-size:22px; }\n .stat-grid { grid-template-columns:1fr 1fr; }\n .hero-inner { padding:36px 20px 42px; }\n .hero-ref-strip { padding:12px 20px; gap:14px; }\n}\n<\/style>\n<\/head>\n<body>\n\n\n<div class=\"hero\">\n <div class=\"hero-bg\"><\/div>\n <div class=\"hero-grid\"><\/div>\n <div class=\"hero-ring\"><\/div>\n <div class=\"hero-stripe\"><\/div>\n\n <div class=\"hero-inner\">\n <div class=\"hero-left\">\n <div class=\"hero-eyebrow\">\ud83c\udfdb\ufe0fStudy Notesa<\/div>\n <h1>Records Management<br><span class=\"h1-accent\">CSMOP, ISTM, GFR & Retention<\/span><br>Study Notes<\/h1>\n\n <div class=\"hero-meta\">\n <span class=\"hero-meta-item\">Public Records Act, 1993<\/span>\n <span class=\"hero-meta-item\">Public Records Rules, 1997<\/span>\n <span class=\"hero-meta-item\">CSMOP Chapter 10<\/span>\n <span class=\"hero-meta-item\">GFR 2017 Appendix 9<\/span>\n <\/div>\n\n <\/div>\n\n <\/div>\n\n<\/div>\n\n\n<div class=\"breadcrumb-bar\">\n <div class=\"breadcrumb-inner\">\n <a href=\"#\">Home<\/a><span class=\"sep\">\u203a<\/span>\n <a href=\"#\">Records Management<\/a><span class=\"sep\">\u203a<\/span>\n CSMOP Ch.10 \u00b7 ISTM Ch.12 \u00b7 GFR App.9 \u00b7 Retention Schedule \u2014 Study Notes\n <\/div>\n<\/div>\n\n<div class=\"layout\">\n\n \n <aside class=\"sidebar\">\n <div class=\"toc-card\">\n <div class=\"toc-card-header\">\n <div class=\"toc-brand-name\">Promotion<span>Exams<\/span><\/div>\n <div class=\"toc-brand-sub\">Gateway to Departmental Promotion Exams<\/div>\n <\/div>\n <div class=\"toc-card-title\">Table of Contents<\/div>\n <ul class=\"toc-list\">\n\n <li class=\"toc-group\">\n <button class=\"toc-toggle active\" onclick=\"toggleToc(this)\">\n <span class=\"toc-toggle-text\">Part I \u2014 CSMOP Chapter 10<\/span>\n <span class=\"toc-chevron\">\u25be<\/span>\n <\/button>\n <ul class=\"toc-sub toc-collapsible open\">\n <li><a href=\"#ch1\">\u21b3 Chapter Overview<\/a><\/li>\n <li><a href=\"#s10-1\">\u00a710.1 Activities in Records Mgmt.<\/a><\/li>\n <li><a href=\"#s10-2\">\u00a710.2 Stage of Recording<\/a><\/li>\n <li><a href=\"#s10-3\">\u00a710.3 Departmental Instructions<\/a><\/li>\n <li><a href=\"#s10-4\">\u00a710.4 Categorisation of Records<\/a><\/li>\n <li><a href=\"#s10-5\">\u00a710.5 Procedure for Recording<\/a><\/li>\n <li><a href=\"#s10-6\">\u00a710.6 Stage of Indexing<\/a><\/li>\n <li><a href=\"#s10-7\">\u00a710.7 Record Retention Schedule<\/a><\/li>\n <li><a href=\"#s10-8\">\u00a710.8 Custody of Records<\/a><\/li>\n <li><a href=\"#s10-9\">\u00a710.9 Review & Weeding<\/a><\/li>\n <li><a href=\"#s10-10\">\u00a710.10 Quarterly Progress Reports<\/a><\/li>\n <li><a href=\"#s10-11\">\u00a710.11 Personal Offices of Ministers<\/a><\/li>\n <li><a href=\"#s10-12\">\u00a710.12 Records of Officers & Staff<\/a><\/li>\n <li><a href=\"#s10-13\">\u00a710.13 Requisitioning of Records<\/a><\/li>\n <li><a href=\"#s10-ret\">Retention Schedule Table<\/a><\/li>\n <li><a href=\"#s10-adm\">Administrative Value Records<\/a><\/li>\n <li><a href=\"#s10-hist\">Historical Importance Records<\/a><\/li>\n <\/ul>\n <\/li>\n\n <li class=\"toc-group\">\n <button class=\"toc-toggle\" onclick=\"toggleToc(this)\">\n <span class=\"toc-toggle-text\">Part II \u2014 ISTM Chapter 12<\/span>\n <span class=\"toc-chevron\">\u25be<\/span>\n <\/button>\n <ul class=\"toc-sub toc-collapsible\">\n <li><a href=\"#ch2\">\u21b3 Chapter Overview<\/a><\/li>\n <li><a href=\"#s-def\">Definition & Nature<\/a><\/li>\n <li><a href=\"#s-what\">What Constitutes Records<\/a><\/li>\n <li><a href=\"#s-factors\">Factors for Creation<\/a><\/li>\n <li><a href=\"#s-why\">Why Retain Records (11 Reasons)<\/a><\/li>\n <li><a href=\"#s-lifecycle\">Life Cycle Categories<\/a><\/li>\n <li><a href=\"#s-principles\">Principles of Records Mgmt.<\/a><\/li>\n <li><a href=\"#s-cat\">Categorisation<\/a><\/li>\n <li><a href=\"#s-schedules\">Retention Schedules<\/a><\/li>\n <li><a href=\"#s-transfer\">Transfer of Recorded Files<\/a><\/li>\n <li><a href=\"#s-retrieval\">Retrieval of Records<\/a><\/li>\n <li><a href=\"#s-review-istm\">Review of Records<\/a><\/li>\n <li><a href=\"#s-disposition\">Disposition & Statutory<\/a><\/li>\n <\/ul>\n <\/li>\n\n <li class=\"toc-group\">\n <button class=\"toc-toggle\" onclick=\"toggleToc(this)\">\n <span class=\"toc-toggle-text\">Part III \u2014 GFR Appendix 9<\/span>\n <span class=\"toc-chevron\">\u25be<\/span>\n <\/button>\n <ul class=\"toc-sub toc-collapsible\">\n <li><a href=\"#ch3\">\u21b3 Chapter Overview<\/a><\/li>\n <li><a href=\"#gfr-1\">Records Prohibited<\/a><\/li>\n <li><a href=\"#gfr-2\">Retention Schedule (1\u201313)<\/a><\/li>\n <li><a href=\"#gfr-inst\">Instructions on Retention<\/a><\/li>\n <li><a href=\"#gfr-notes\">Notes on Destruction<\/a><\/li>\n <li><a href=\"#gfr-fin\">Financial Implications<\/a><\/li>\n <li><a href=\"#gfr-pers\">Personnel & Establishment<\/a><\/li>\n <\/ul>\n <\/li>\n\n <li class=\"toc-group\">\n <button class=\"toc-toggle\" onclick=\"toggleToc(this)\">\n <span class=\"toc-toggle-text\">Part IV \u2014 Retention Schedule<\/span>\n <span class=\"toc-chevron\">\u25be<\/span>\n <\/button>\n <ul class=\"toc-sub toc-collapsible\">\n <li><a href=\"#ch4\">\u21b3 Chapter Overview<\/a><\/li>\n <li><a href=\"#ret-mop\">MOP Schedule Table<\/a><\/li>\n <li><a href=\"#ret-adm\">Administrative Value Records<\/a><\/li>\n <li><a href=\"#ret-hist\">Historical Importance Records<\/a><\/li>\n <li><a href=\"#ret-pers\">Personnel & Establishment<\/a><\/li>\n <\/ul>\n <\/li>\n\n <\/ul>\n <\/div>\n <\/aside>\n\n \n <main class=\"article\">\n\n \n <div class=\"chapter-heading-block\" id=\"ch1\">\n <span class=\"chapter-badge\">PART I<\/span>\n <h2>CSMOP \u2014 Chapter 10: Records Management<\/h2>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s10-1\">\n <span class=\"section-badge brand\">\u00a7 10.1<\/span>\n <h3>Activities Involved in Records Management<\/h3>\n <\/div>\n <div class=\"callout brand\">\n <div class=\"callout-label\">\ud83d\udccc The Mandatory Standard<\/div>\n <p>Records management covers activities concerning mainly <span class=\"kw\">Recording<\/span>, <span class=\"kw\">Retention<\/span>, <span class=\"kw\">Retrieval<\/span>, and <span class=\"kw\">Weeding out<\/span>.<\/p>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\ud83d\udcdc<\/span><span>Under <strong>Public Records Act, 1993<\/strong> and <strong>Public Records Rules, 1997<\/strong>, each record-creating agency must nominate a <strong>Departmental Records Officer (DRO)<\/strong> \u2014 not below the level of a <strong>Section Officer<\/strong>.<\/span><\/li>\n <\/ul>\n\n <div class=\"lifecycle-grid\">\n <div class=\"lc-node\"><span class=\"lc-step\">STAGE 1<\/span><span class=\"lc-icon\">\ud83d\udcdd<\/span><span class=\"lc-label\">Creation<\/span><\/div>\n <div class=\"lc-node lc-alt\"><span class=\"lc-step\">STAGE 2<\/span><span class=\"lc-icon\">\ud83d\udcc2<\/span><span class=\"lc-label\">Use of Records<\/span><\/div>\n <div class=\"lc-node\"><span class=\"lc-step\">STAGE 3<\/span><span class=\"lc-icon\">\ud83d\udd12<\/span><span class=\"lc-label\">Recording<\/span><\/div>\n <div class=\"lc-node lc-alt\"><span class=\"lc-step\">STAGE 4<\/span><span class=\"lc-icon\">\ud83d\udce6<\/span><span class=\"lc-label\">Retention<\/span><\/div>\n <div class=\"lc-node lc-alt\"><span class=\"lc-step\">STAGE 5<\/span><span class=\"lc-icon\">\ud83d\uddc4\ufe0f<\/span><span class=\"lc-label\">Transfer to DRR<\/span><\/div>\n <div class=\"lc-node\"><span class=\"lc-step\">STAGE 6<\/span><span class=\"lc-icon\">\u2702\ufe0f<\/span><span class=\"lc-label\">Review \/ Weed<\/span><\/div>\n <div class=\"lc-node lc-alt\"><span class=\"lc-step\">STAGE 7<\/span><span class=\"lc-icon\">\u2696\ufe0f<\/span><span class=\"lc-label\">Appraisal<\/span><\/div>\n <div class=\"lc-node\"><span class=\"lc-step\">STAGE 8<\/span><span class=\"lc-icon\">\ud83c\udfdb\ufe0f<\/span><span class=\"lc-label\">Transfer to NAI<\/span><\/div>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s10-2\">\n <span class=\"section-badge brand\">\u00a7 10.2<\/span>\n <h3>Stage of Recording<\/h3>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\ud83d\udccb<\/span><span>Files should be recorded <span class=\"kw\">after action on all issues<\/span> considered thereon is completed, as per record retention schedules (Para 10.7).<\/span><\/li>\n <\/ul>\n <div class=\"callout amber\">\n <div class=\"callout-label\">\u23f3 Ephemeral Records<\/div>\n <p>Papers of purely <strong>ephemeral nature<\/strong> (casual leave records, temporary circulars) with little reference or research value may be <strong>destroyed after one year<\/strong> without being formally recorded.<\/p>\n <\/div>\n <div class=\"efile-box\">\n <div class=\"efile-box-title\">\ud83d\udcbb Recording in eFile<\/div>\n <ul class=\"icon-list\" style=\"margin:0\">\n <li><span class=\"ico\">\u25b8<\/span><span>Electronic file on which action is complete is <strong>closed<\/strong> and kept in a <strong>closed folder<\/strong>.<\/span><\/li>\n <li><span class=\"ico\">\u25b8<\/span><span>May be closed by creator after approval of <strong>competent authority<\/strong> (Section Officer and above).<\/span><\/li>\n <li><span class=\"ico\">\u25b8<\/span><span>Only the closing official and the authorising official can see the closed file.<\/span><\/li>\n <li><span class=\"ico\">\u25b8<\/span><span>Reopening requires approval of the competent authority.<\/span><\/li>\n <li><span class=\"ico\">\u25b8<\/span><span>Electronic files must also be kept in <strong>external media<\/strong>, checked at least <span class=\"kw\">once a week<\/span>.<\/span><\/li>\n <\/ul>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s10-3\">\n <span class=\"section-badge brand\">\u00a7 10.3<\/span>\n <h3>Departmental Instructions<\/h3>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\ud83d\udccb<\/span><span>Each Department must issue <span class=\"kw\">Departmental Instructions<\/span> to regulate the <strong>recording and reviewing<\/strong> of records. These must be periodically reviewed and re-issued.<\/span><\/li>\n <\/ul>\n\n \n <div class=\"section-heading-block\" id=\"s10-4\">\n <span class=\"section-badge brand\">\u00a7 10.4<\/span>\n <h3>Categorisation of Physical Records<\/h3>\n <\/div>\n <p>Files may be recorded under one of three categories:<\/p>\n <div class=\"cat-grid\">\n <div class=\"cat-card c-a\">\n <span class=\"cc-icon\">\ud83d\udccc<\/span>\n <div class=\"cc-label\">Category A \u2014 Top Tier<\/div>\n <div class=\"cc-title\">Keep & Microfilm<\/div>\n <p>Permanent preservation. Microfilming required if document is too precious for unrestricted access, or if material requires frequent simultaneous reference.<\/p>\n <span class=\"cc-tag\">Permanent<\/span>\n <\/div>\n <div class=\"cat-card c-b\">\n <span class=\"cc-icon\">\ud83d\udcc1<\/span>\n <div class=\"cc-label\">Category B \u2014 Middle Tier<\/div>\n <div class=\"cc-title\">Keep, Don't Microfilm<\/div>\n <p>Permanent preservation for administrative purposes (Appendix 10.2), but not requiring microfilming. No precious documents or frequent simultaneous access.<\/p>\n <span class=\"cc-tag\">Permanent<\/span>\n <\/div>\n <div class=\"cat-card c-c\">\n <span class=\"cc-icon\">\ud83d\udcc5<\/span>\n <div class=\"cc-label\">Category C \u2014 Time-Limited<\/div>\n <div class=\"cc-title\">Keep for Specified Period<\/div>\n <p>Files of secondary importance with reference value for a limited period. In exceptional cases, if retention beyond 10 years is needed, upgrade to Category B.<\/p>\n <span class=\"cc-tag\">\u2264 10 Years<\/span>\n <\/div>\n <\/div>\n <div class=\"callout brand\">\n <div class=\"callout-label\">\ud83d\udcbb eFile Categorisation<\/div>\n <p>eFiles are recorded under only <strong>two categories<\/strong>: <span class=\"kw\">Category A<\/span> (permanent) and <span class=\"kw\">Category C<\/span> (\u2264 10 years). eFiles in Category C required beyond 10 years must be upgraded to <strong>Category A<\/strong>.<\/p>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s10-5\">\n <span class=\"section-badge brand\">\u00a7 10.5<\/span>\n <h3>Procedure for Recording<\/h3>\n <\/div>\n <p>After action is completed, the Dealing\/Initiating Officer in consultation with the supervisory officer should close and record the file through the following 12 steps:<\/p>\n <table class=\"compare-table\">\n <thead><tr><th>Step<\/th><th>Action Required<\/th><\/tr><\/thead>\n <tbody>\n <tr><td><strong>i<\/strong><\/td><td>Indicate appropriate <strong>category & retention period<\/strong>. For Category 'C', note \"C\/5 \u2013 Destroy 2\/2023\" on file cover. Needs Section Officer approval.<\/td><\/tr>\n <tr><td><strong>ii<\/strong><\/td><td>Revise the <strong>file title<\/strong> where necessary to adequately describe final contents.<\/td><\/tr>\n <tr><td><strong>iii<\/strong><\/td><td>Get file <strong>indexed<\/strong> \u2014 mandatory for Category A & B files.<\/td><\/tr>\n <tr><td><strong>iv<\/strong><\/td><td>Take extracts of important decisions\/documents for the <strong>standing guard file, precedent book<\/strong>, etc.<\/td><\/tr>\n <tr><td><strong>v<\/strong><\/td><td>Remove and destroy <strong>superfluous papers<\/strong> (reminders, routine slips, rough drafts) \u2014 unless having audit or legal value.<\/td><\/tr>\n <tr><td><strong>vi<\/strong><\/td><td>Complete all references; mark <strong>previous and later references<\/strong> clearly on the file cover.<\/td><\/tr>\n <tr><td><strong>vii<\/strong><\/td><td>Complete <strong>columns 4 and 5<\/strong> of the file register (Appendix 7.3); correct column 2 if necessary.<\/td><\/tr>\n <tr><td><strong>viii<\/strong><\/td><td>Enter file number in the <strong>register for watching progress of recording<\/strong> (Appendix 10.1).<\/td><\/tr>\n <tr><td><strong>ix<\/strong><\/td><td>Write <strong>\"RECORDED\"<\/strong> prominently in <strong>red ink<\/strong> across entries in the file movement register.<\/td><\/tr>\n <tr><td><strong>x<\/strong><\/td><td>Convert all <strong>pencil notations<\/strong> (page numbers\/references) into ink.<\/td><\/tr>\n <tr><td><strong>xi<\/strong><\/td><td>Prepare <strong>fresh file covers<\/strong> where necessary, transferring all previous entries.<\/td><\/tr>\n <tr><td><strong>xii<\/strong><\/td><td>Hand over to <strong>MTS<\/strong> for repair and stitching. Show to designated official for final entries before bundling.<\/td><\/tr>\n <\/tbody>\n <\/table>\n <div class=\"efile-box\">\n <div class=\"efile-box-title\">\ud83d\udcbb eFile Recording Restrictions<\/div>\n <ul class=\"icon-list\" style=\"margin:0\">\n <li><span class=\"ico\">\u2716<\/span><span>Change of file title or removal of any paper from any part of an electronic file is <strong>not permissible<\/strong>.<\/span><\/li>\n <li><span class=\"ico\">\u2714<\/span><span>File maintenance is a <strong>continuous and automatic activity<\/strong> in eFile.<\/span><\/li>\n <\/ul>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s10-6\">\n <span class=\"section-badge brand\">\u00a7 10.6<\/span>\n <h3>Stage of Indexing<\/h3>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\ud83d\udcc7<\/span><span>Files are indexed at the time of their recording.<\/span><\/li>\n <li><span class=\"ico\">\u2705<\/span><span>Only <span class=\"kw\">Category A & B<\/span> files are indexed.<\/span><\/li>\n <li><span class=\"ico\">\u26a1<\/span><span><strong>Exception:<\/strong> If a list of recorded files is available in MS-Word or PDF format, indexing is not required.<\/span><\/li>\n <\/ul>\n <div class=\"efile-box\">\n <div class=\"efile-box-title\">\ud83d\udcc7 Indexing in eFile<\/div>\n <ul class=\"icon-list\" style=\"margin:0\">\n <li><span class=\"ico\">\u25b8<\/span><span>Metadata of the file along with recording info enables easy tracking, retrieval, and status monitoring.<\/span><\/li>\n <li><span class=\"ico\">\u25b8<\/span><span>Searchable parameters: <span class=\"kw\">File number<\/span>, <span class=\"kw\">Subject\/Part-subject<\/span>, <span class=\"kw\">Category<\/span>, and creation parameters.<\/span><\/li>\n <\/ul>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s10-7\">\n <span class=\"section-badge brand\">\u00a7 10.7<\/span>\n <h3>Record Retention Schedule<\/h3>\n <\/div>\n <table class=\"compare-table\">\n <thead><tr><th>Type of Records<\/th><th>Retention Schedule Reference<\/th><\/tr><\/thead>\n <tbody>\n <tr><td>Accounts Records<\/td><td>Appendix 9 of <span class=\"kw\">General Financial Rules (GFR), 2017<\/span><\/td><\/tr>\n <tr><td>Establishment & Housekeeping (common to all Depts.)<\/td><td>Common schedule issued by <span class=\"kw\">DARPG<\/span><\/td><\/tr>\n <tr><td>Manual Records (referred in MOP)<\/td><td>Appendix 10.10 of CSMOP<\/td><\/tr>\n <tr><td>Substantive Functions of a Department<\/td><td>Departmental schedules vetted by <span class=\"kw\">National Archives of India (NAI)<\/span><\/td><\/tr>\n <\/tbody>\n <\/table>\n <div class=\"callout green\">\n <div class=\"callout-label\">\ud83d\udd04 Mandatory Review<\/div>\n <p>All retention schedules must be reviewed <strong>at least once in 5 years<\/strong>.<\/p>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s10-8\">\n <span class=\"section-badge brand\">\u00a7 10.8<\/span>\n <h3>Custody of Records<\/h3>\n <\/div>\n <div class=\"flow-strip\">\n <div class=\"flow-node\">\n <span class=\"fn-icon\">\ud83d\uddc3\ufe0f<\/span>\n <span class=\"fn-title\">Section \/ Desk<\/span>\n <span class=\"fn-dur\">\u2264 1 Year<\/span>\n <\/div>\n <div class=\"flow-arrow\">\u2192<\/div>\n <div class=\"flow-node\">\n <span class=\"fn-icon\">\ud83c\udfe2<\/span>\n <span class=\"fn-title\">Dept. Record Room (DRR)<\/span>\n <span class=\"fn-dur\">Up to 24 more years<\/span>\n <\/div>\n <div class=\"flow-arrow\">\u2192<\/div>\n <div class=\"flow-node\">\n <span class=\"fn-icon\">\ud83c\udfdb\ufe0f<\/span>\n <span class=\"fn-title\">National Archives of India (NAI)<\/span>\n <span class=\"fn-dur\">Permanent<\/span>\n <\/div>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\ud83d\udcc4<\/span><span>Files transferred via <strong>Appendix 10.3<\/strong> (duplicate list). One copy stays with receiver; other is returned to transferor.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcd6<\/span><span>DRR maintains a <strong>Record Review Register (Appendix 10.4)<\/strong> with pages allotted for future years.<\/span><\/li>\n <li><span class=\"ico\">\ud83c\udfdb\ufe0f<\/span><span><strong>25-Year Rule:<\/strong> Files reaching their 25th year which survive review are stamped <span class=\"kw\">TRANSFERRED TO NAI<\/span> and sent with a list in triplicate.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udd25<\/span><span><strong>Preservation Standards:<\/strong> Record rooms must be ventilated, well-lit, fire-safe, moisture-free; records dusted regularly and periodically fumigated.<\/span><\/li>\n <\/ul>\n <div class=\"efile-box\">\n <div class=\"efile-box-title\">\ud83d\udd04 Review of eFiles<\/div>\n <ul class=\"icon-list\" style=\"margin:0\">\n <li><span class=\"ico\">\u25b8<\/span><span>Closed e-files are reviewed as per schedules and marked for <strong>weeding out<\/strong> or <strong>transfer to NAI<\/strong> as per accession procedures.<\/span><\/li>\n <\/ul>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s10-9\">\n <span class=\"section-badge brand\">\u00a7 10.9<\/span>\n <h3>Review & Weeding of Records<\/h3>\n <\/div>\n <div class=\"review-grid\">\n <div class=\"review-card\">\n <div class=\"review-card-head\" style=\"background:rgba(26,107,115,0.08)\">\n <div class=\"rch-dot\" style=\"background:var(--teal)\"><\/div>\n <div>\n <div class=\"rch-cat\" style=\"color:var(--teal)\">Category C<\/div>\n <div style=\"font-size:11px;color:#555\">Secondary importance files<\/div>\n <\/div>\n <\/div>\n <ul class=\"review-card-body\">\n <li><span class=\"ico\">\u25b8<\/span><div>Reckoned from <strong>Year of Closing<\/strong><\/div><\/li>\n <li><span class=\"ico\">\u25b8<\/span><div>Review on expiry of retention period<\/div><\/li>\n <li><span class=\"ico\">\u25b8<\/span><div>Extended retention must <strong>not exceed 10 years total<\/strong><\/div><\/li>\n <li><span class=\"ico\">\u25b8<\/span><div>Approval required from <strong>Branch Officer \/ Divisional Head<\/strong><\/div><\/li>\n <\/ul>\n <\/div>\n <div class=\"review-card\">\n <div class=\"review-card-head\" style=\"background:rgba(122,26,26,0.07)\">\n <div class=\"rch-dot\" style=\"background:var(--red)\"><\/div>\n <div>\n <div class=\"rch-cat\" style=\"color:var(--red)\">Category A & B<\/div>\n <div style=\"font-size:11px;color:#555\">Permanent retention files<\/div>\n <\/div>\n <\/div>\n <ul class=\"review-card-body\">\n <li><span class=\"ico\">\u25b8<\/span><div>Reckoned from <strong>Year of Opening<\/strong><\/div><\/li>\n <li><span class=\"ico\">\u25b8<\/span><div>Review on attaining <strong>25th year<\/strong><\/div><\/li>\n <li><span class=\"ico\">\u25b8<\/span><div>Surviving files transferred to <strong>NAI<\/strong><\/div><\/li>\n <li><span class=\"ico\">\u25b8<\/span><div>Review cycle begins in <strong>January<\/strong> each year in 4 lots: Jan, Apr, Jul, Sep<\/div><\/li>\n <\/ul>\n <\/div>\n <\/div>\n <div class=\"warn-card\">\n <div class=\"warn-stamp\">\u26a0\ufe0f Critical Exception<\/div>\n <h4>Legal & Inquiry Proceedings<\/h4>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\ud83d\udeab<\/span><span>Files related to <strong>Departmental Inquiries, Commissions of Inquiry, Court Proceedings\/Judgments<\/strong> may NOT be destroyed even if lifecycle is complete.<\/span><\/li>\n <li><span class=\"ico\">\u2705<\/span><span>Destruction only after report submission or judgment implementation.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udc64<\/span><span>Requires approval of <strong>Joint Secretary \/ Head of Department<\/strong>.<\/span><\/li>\n <li><span class=\"ico\">\u23f3<\/span><span>Files must be kept during <strong>appeals<\/strong> or <strong>challenge periods<\/strong>.<\/span><\/li>\n <\/ul>\n <\/div>\n <p style=\"margin-bottom:14px\"><strong>Manner of Destruction:<\/strong><\/p>\n <div class=\"dest-grid\">\n <div class=\"dest-card d-routine\">\n <span class=\"d-icon\">\ud83d\udcc4<\/span>\n <div class=\"d-title\">Routine Records<\/div>\n <p>Manually torn into small pieces<\/p>\n <\/div>\n <div class=\"dest-card d-class\">\n <span class=\"d-icon\">\ud83d\udd2a<\/span>\n <div class=\"d-title\">Classified Records<\/div>\n <p>Use of shredder<\/p>\n <\/div>\n <div class=\"dest-card d-secret\">\n <span class=\"d-icon\">\ud83d\udd25<\/span>\n <div class=\"d-title\">Secret Records<\/div>\n <p>Shredded first, then incinerated<\/p>\n <\/div>\n <\/div>\n <div class=\"callout brand\">\n <div class=\"callout-label\">\ud83d\udcc9 Measures to Reduce Volume<\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\ud83d\udce2<\/span><span><strong>Annual Special Drive<\/strong> \u2014 launched to record\/review all Category 'C' files.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udc54<\/span><span><strong>JS Half-Yearly Review<\/strong> \u2014 state of weeding reviewed half-yearly by each <strong>Joint Secretary<\/strong>.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udd0d<\/span><span><strong>Inspection Attention<\/strong> \u2014 officers must pay special attention to Records Management during inspections.<\/span><\/li>\n <\/ul>\n <\/div>\n <div class=\"efile-box\">\n <div class=\"efile-box-title\">\u2b55 Records Management System (RMS) in eFile<\/div>\n <ul class=\"icon-list\" style=\"margin:0\">\n <li><span class=\"ico\">\u25b8<\/span><span>Once physical files are reviewed, the RMS takes care of weeding out procedures automatically as per prescribed manual standards.<\/span><\/li>\n <\/ul>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s10-10\">\n <span class=\"section-badge brand\">\u00a7 10.10<\/span>\n <h3>Quarterly Progress Reports<\/h3>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">i.<\/span><span>The <strong>Record Officer<\/strong> prepares progress reports each quarter (in duplicate) on recording and review for the preceding 3 months (Appendices 10.6 & 10.7). Submitted to Section Officer along with: (a) Register for watching progress of recording (Appendix 10.1); and (b) Lists of files received for review (Appendix 10.5).<\/span><\/li>\n <li><span class=\"ico\">ii.<\/span><span>The <strong>Section Officer<\/strong> checks both statements, submits one copy to the Branch Officer and sends the other to the section handling <strong>Internal Work Study<\/strong>.<\/span><\/li>\n <li><span class=\"ico\">iii.<\/span><span>The <strong>DSIWS\/O&M section<\/strong> posts figures in Appendices 10.6 & 10.7, prepares consolidated statement for the Department (Appendices 10.8 & 10.9), watches progress, and brings significant trends to the notice of the <strong>O&M Officer and Secretary<\/strong>.<\/span><\/li>\n <\/ul>\n\n \n <div class=\"section-heading-block\" id=\"s10-11\">\n <span class=\"section-badge brand\">\u00a7 10.11<\/span>\n <h3>Personal Offices of Ministers<\/h3>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">a.<\/span><span>Must maintain <strong>registration, dispatch, and file movement registers<\/strong>. Secret papers connected with Cabinet meetings kept in separate folders.<\/span><\/li>\n <li><span class=\"ico\">b.<\/span><span>When files are given informally to the Minister, the <strong>PS to Minister<\/strong> must be informed. PS tracks movement and ensures file is returned once disposed.<\/span><\/li>\n <\/ul>\n <div class=\"callout brand\">\n <div class=\"callout-label\">\u2712\ufe0f Ink & Notation Standards<\/div>\n <p>Only <strong>Black or Blue ink<\/strong> shall be used. Divide notes into serially numbered paragraphs. Handwritten notes <strong>should be avoided<\/strong>; notes of half a page or more must be electronically printed on <strong>both sides<\/strong>.<\/p>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s10-12\">\n <span class=\"section-badge brand\">\u00a7 10.12<\/span>\n <h3>Records of Officers & Staff<\/h3>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\ud83d\udccb<\/span><span>Each Department may issue <span class=\"kw\">departmental instructions<\/span> to regulate the review and weeding out of records maintained by <strong>officers and their personal staff<\/strong>.<\/span><\/li>\n <\/ul>\n\n \n <div class=\"section-heading-block\" id=\"s10-13\">\n <span class=\"section-badge brand\">\u00a7 10.13<\/span>\n <h3>Requisitioning of Records<\/h3>\n <\/div>\n <div class=\"callout green\">\n <div class=\"callout-label\">\ud83d\udcdc Mandatory Standard<\/div>\n <p>No recorded file will be issued from sections, DRR, or Archival records <strong>except with a signed archival records request<\/strong> in the form prescribed under the Public Records Act, 1993 \/ Rules, 1997.<\/p>\n <\/div>\n <div class=\"stat-grid\">\n <div class=\"stat-card amber-hi\"><span class=\"big-icon\">\ud83d\udcc5<\/span><div class=\"stat-label\">DRR Return (CSMOP)<\/div><div class=\"stat-amount\">6 Mo.<\/div><div class=\"stat-sub\">Normal return deadline from DRR<\/div><\/div>\n <div class=\"stat-card brand-hi\"><span class=\"big-icon\">\ud83c\udfdb\ufe0f<\/span><div class=\"stat-label\">NAI Retention Max.<\/div><div class=\"stat-amount\">1 Yr<\/div><div class=\"stat-sub\">Without specific knowledge and consent<\/div><\/div>\n <div class=\"stat-card teal-hi\"><span class=\"big-icon\">\ud83d\udccb<\/span><div class=\"stat-label\">NAI Transfer List<\/div><div class=\"stat-amount\">3 Copies<\/div><div class=\"stat-sub\">Triplicate list sent with files<\/div><\/div>\n <div class=\"stat-card green-hi\"><span class=\"big-icon\">\ud83d\udd0f<\/span><div class=\"stat-label\">Confidential Files<\/div><div class=\"stat-amount\">Via Dept.<\/div><div class=\"stat-sub\">NAI routes via owning department<\/div><\/div>\n <\/div>\n <div class=\"efile-box\">\n <div class=\"efile-box-title\">\ud83d\udcbe Records Management System (RMS)<\/div>\n <ul class=\"icon-list\" style=\"margin:0\">\n <li><span class=\"ico\">\u25b8<\/span><span>List of files to be reviewed in a year is available in the system based on defined categories.<\/span><\/li>\n <li><span class=\"ico\">\u25b8<\/span><span>Facilities: categorisation, sending to record room, location tracking, reviewing, transfer to NAI, weeding out.<\/span><\/li>\n <li><span class=\"ico\">\u25b8<\/span><span>Presently, all electronic files are retained in the <strong>eFile system<\/strong>.<\/span><\/li>\n <\/ul>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s10-ret\">\n <span class=\"section-badge brand\">Appendix<\/span>\n <h3>Retention Schedule for Records (MOP)<\/h3>\n <\/div>\n <div class=\"callout brand\">\n <div class=\"callout-label\">\u23f1\ufe0f Mandatory Rule<\/div>\n <p>The retention period is reckoned with reference to the date from which the record <strong>ceases to be current\/active<\/strong>.<\/p>\n <\/div>\n <table class=\"compare-table\">\n <thead><tr><th>Description of Record<\/th><th>Retention Period<\/th><\/tr><\/thead>\n <tbody>\n <tr><td>Dak Register<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>Standing Guard Files<\/td><td><strong>Permanent<\/strong> (weed out when revised)<\/td><\/tr>\n <tr><td>Section Dispatch Register<\/td><td><strong>5 Years<\/strong><\/td><\/tr>\n <tr><td>Messenger Book<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>File Register<\/td><td><strong>Permanent<\/strong><\/td><\/tr>\n <tr><td>File Movement Register<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>Register for Progress of Recording<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>Precedent Book<\/td><td><strong>Permanent<\/strong><\/td><\/tr>\n <tr><td>List of Files Transferred to DRR<\/td><td><strong>25 Years<\/strong><\/td><\/tr>\n <tr><td>List of Files Transferred to National Archives<\/td><td><strong>Permanent<\/strong><\/td><\/tr>\n <tr><td>Record Review Register<\/td><td><strong>1 Year<\/strong><\/td><\/tr>\n <tr><td>List of Files Received for Review<\/td><td><strong>1 Year<\/strong><\/td><\/tr>\n <tr><td>Record Requisition Slip (NAI)<\/td><td>Destroy after return to NAI<\/td><\/tr>\n <tr><td>Monthly Progress Report on Recording<\/td><td><strong>1 Year<\/strong><\/td><\/tr>\n <tr><td>Register of Communications from MPs\/VIPs<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>Register of Parliamentary Assurances<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>Check-lists for Periodical Reports<\/td><td><strong>1 Year<\/strong><\/td><\/tr>\n <tr><td>Inspection Reports<\/td><td><strong>1 Year<\/strong> after ATN is accepted<\/td><\/tr>\n <\/tbody>\n <\/table>\n\n \n <div class=\"section-heading-block\" id=\"s10-adm\">\n <span class=\"section-badge brand\">\u00a7 A<\/span>\n <h3>Records of Administrative Value<\/h3>\n <\/div>\n <p style=\"font-style:italic;color:#555;margin-bottom:14px\">Papers required to be kept indefinitely for the administration's use:<\/p>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\u2696\ufe0f<\/span><span><strong>Rights & Obligations<\/strong> \u2014 Evidence of rights or obligations of\/against the government (property titles, deeds, awards, sanctions).<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcdc<\/span><span><strong>Major Policy Decisions<\/strong> \u2014 Including preparation or modification of legislation.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udc65<\/span><span><strong>Committees & Working Groups<\/strong> \u2014 Constitution, functions, and working of important committees and working groups.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcda<\/span><span><strong>Lasting Precedents<\/strong> \u2014 Administrative memoranda, historical reports, legal opinions on important matters.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcd6<\/span><span><strong>Rules & Regulations<\/strong> \u2014 Departmental guides or instructions of general application.<\/span><\/li>\n <li><span class=\"ico\">\ud83c\udfe2<\/span><span><strong>Organisation & Staffing<\/strong> \u2014 Salient features of organisation and staffing of government departments and offices.<\/span><\/li>\n <li><span class=\"ico\">\ud83c\udfdb\ufe0f<\/span><span><strong>Important Litigation<\/strong> \u2014 Papers relating to important litigation or 'causes celebres' involving the administration.<\/span><\/li>\n <\/ul>\n\n \n <div class=\"section-heading-block\" id=\"s10-hist\">\n <span class=\"section-badge brand\">\u00a7 B<\/span>\n <h3>Records of Historical Importance<\/h3>\n <\/div>\n <p style=\"font-style:italic;color:#555;margin-bottom:14px\">Papers of value to historians and research scholars:<\/p>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\ud83c\udf31<\/span><span><strong>Origin & Organisation<\/strong> \u2014 How a department was created, organised, functioned, and if defunct \u2014 how and why it was dissolved.<\/span><\/li>\n <li><span class=\"ico\">\ud83c\udfc6<\/span><span><strong>Accomplishments<\/strong> \u2014 Data on what the department\/agency accomplished (samples or annual reports).<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udd00<\/span><span><strong>Policy Change Indicators<\/strong> \u2014 Identified via (a) Summaries for Ministers, (b) Committee appointments, (c) Notes for the Cabinet or Cabinet Committees.<\/span><\/li>\n <li><span class=\"ico\">\u2699\ufe0f<\/span><span><strong>Policy Implementation<\/strong> \u2014 Instructions for executing agencies and relevant forms.<\/span><\/li>\n <li><span class=\"ico\">\ud83c\udf10<\/span><span><strong>Public & International Events<\/strong> \u2014 Events causing interest\/controversy on a national or international plane.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcca<\/span><span><strong>Trends & Developments<\/strong> \u2014 Political, social, economic developments, including unpublished statistical data.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcf0<\/span><span><strong>Citations in Official Publications<\/strong> \u2014 Papers cited in or consulted in connection with official publications.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udd2c<\/span><span><strong>Scientific Research & Development<\/strong> \u2014 Important aspects of scientific or technical R&D.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udccd<\/span><span><strong>Local Interest Matters<\/strong> \u2014 Matters not reasonably available locally, or covering the whole country.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\uddff<\/span><span><strong>Obsolete Investigations<\/strong> \u2014 Obsolete activities, abortive schemes in important fields.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcdc<\/span><span><strong>Departmental Historical Sources<\/strong> \u2014 Any category treated as genuine historical sources (biographical\/antiquarian interest).<\/span><\/li>\n <\/ul>\n\n <hr class=\"section-divider\">\n\n \n <div class=\"chapter-heading-block\" id=\"ch2\">\n <span class=\"chapter-badge\">PART II<\/span>\n <h2>ISTM \u2014 Chapter 12: Records Management<\/h2>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s-def\">\n <span class=\"section-badge teal\">\u00a7 1<\/span>\n <h3>Definition & Nature of Records<\/h3>\n <\/div>\n <div class=\"callout teal\">\n <div class=\"callout-label\">\ud83d\udcd6 Definition<\/div>\n <p>Records are <em>sources of information that possess future referral value<\/em> \u2014 the <strong>\"Memory\" of an Organisation\"<\/strong>. Vital tools for management to make tactical, operational, or strategic decisions.<\/p>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\ud83d\udcc4<\/span><span><strong>Paper Medium<\/strong> \u2014 Traditional paper-based files, registers, reports, correspondence, manuals, maps, and official forms.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcbe<\/span><span><strong>Non-Paper Medium<\/strong> \u2014 Floppies, CDs, audio-tapes, micro-films, and cyber space (digital formats).<\/span><\/li>\n <\/ul>\n\n \n <div class=\"section-heading-block\" id=\"s-what\">\n <span class=\"section-badge teal\">\u00a7 2<\/span>\n <h3>What Constitutes Records?<\/h3>\n <\/div>\n <p>Records are the end product of an office's informational role \u2014 collecting, collating, storing, processing, and disseminating information.<\/p>\n <table class=\"compare-table\" style=\"margin-top:14px\">\n <thead><tr><th colspan=\"2\">Building Blocks of Official Records<\/th><\/tr><\/thead>\n <tbody>\n <tr><td>\ud83d\udcc2 Files & Registers<\/td><td>\ud83d\udce7 Reports & Correspondence<\/td><\/tr>\n <tr><td>\ud83d\uddfa\ufe0f Manuals & Maps<\/td><td>\ud83d\udccb Official Forms<\/td><\/tr>\n <\/tbody>\n <\/table>\n\n \n <div class=\"section-heading-block\" id=\"s-factors\">\n <span class=\"section-badge teal\">\u00a7 3<\/span>\n <h3>Factors Leading to Creation of Records<\/h3>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\ud83c\udf10<\/span><span><strong>External Activities<\/strong> \u2014 Various communications received from outside sources.<\/span><\/li>\n <li><span class=\"ico\">\ud83c\udfe0<\/span><span><strong>Internal Activities<\/strong> \u2014 Analysis of external communications; internal decision-making; communications conveying final decisions.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\uddd2\ufe0f<\/span><span><strong>Mini Records<\/strong> \u2014 Aids to facilitate internal working: running summaries of cases, reference folders, standing notes, standing guard files.<\/span><\/li>\n <\/ul>\n\n \n <div class=\"section-heading-block\" id=\"s-why\">\n <span class=\"section-badge teal\">\u00a7 4<\/span>\n <h3>Why Retain Government Records? \u2014 11 Key Reasons<\/h3>\n <\/div>\n <table class=\"compare-table\">\n <thead><tr><th>#<\/th><th>Reason<\/th><th>#<\/th><th>Reason<\/th><\/tr><\/thead>\n <tbody>\n <tr><td><strong>1<\/strong><\/td><td>Statutory Requirement \u2014 Public Records Act, 1993<\/td><td><strong>2<\/strong><\/td><td>RTI Act 2005 & E-Governance<\/td><\/tr>\n <tr><td><strong>3<\/strong><\/td><td>External Obligations (Audit, Courts, Legislature)<\/td><td><strong>4<\/strong><\/td><td>Administrative Continuity<\/td><\/tr>\n <tr><td><strong>5<\/strong><\/td><td>Establishes Precedents for future use<\/td><td><strong>6<\/strong><\/td><td>Consistency & Uniformity<\/td><\/tr>\n <tr><td><strong>7<\/strong><\/td><td>Transparency \u2014 Open government working<\/td><td><strong>8<\/strong><\/td><td>Fixing Responsibility \/ Accountability<\/td><\/tr>\n <tr><td><strong>9<\/strong><\/td><td>Historical & Cultural Value<\/td><td><strong>10<\/strong><\/td><td>Financial Propriety<\/td><\/tr>\n <tr><td><strong>11<\/strong><\/td><td>Evidence \u2014 Legal proof in cases of dispute<\/td><td><\/td><td><\/td><\/tr>\n <\/tbody>\n <\/table>\n\n \n <div class=\"section-heading-block\" id=\"s-lifecycle\">\n <span class=\"section-badge teal\">\u00a7 5<\/span>\n <h3>Life Cycle Categories<\/h3>\n <\/div>\n <div class=\"lifecycle-grid\">\n <div class=\"lc-node\"><span class=\"lc-step\">PHASE i<\/span><span class=\"lc-icon\">\ud83d\udcdd<\/span><span class=\"lc-label\">Creation Control<\/span><\/div>\n <div class=\"lc-node lc-alt\"><span class=\"lc-step\">PHASE ii<\/span><span class=\"lc-icon\">\ud83c\udff7\ufe0f<\/span><span class=\"lc-label\">Categorisation<\/span><\/div>\n <div class=\"lc-node\"><span class=\"lc-step\">PHASE iii<\/span><span class=\"lc-icon\">\ud83d\udce4<\/span><span class=\"lc-label\">Transfer<\/span><\/div>\n <div class=\"lc-node lc-alt\"><span class=\"lc-step\">PHASE iv<\/span><span class=\"lc-icon\">\ud83d\udd27<\/span><span class=\"lc-label\">Maintenance<\/span><\/div>\n <div class=\"lc-node lc-alt\"><span class=\"lc-step\">PHASE v<\/span><span class=\"lc-icon\">\ud83d\udee1\ufe0f<\/span><span class=\"lc-label\">Preservation<\/span><\/div>\n <div class=\"lc-node\"><span class=\"lc-step\">PHASE vi<\/span><span class=\"lc-icon\">\ud83d\udd0d<\/span><span class=\"lc-label\">Review<\/span><\/div>\n <div class=\"lc-node lc-alt\"><span class=\"lc-step\">PHASE vii<\/span><span class=\"lc-icon\">\u2702\ufe0f<\/span><span class=\"lc-label\">Weeding<\/span><\/div>\n <div class=\"lc-node\"><span class=\"lc-step\">PHASE viii<\/span><span class=\"lc-icon\">\ud83c\udfdb\ufe0f<\/span><span class=\"lc-label\">Transfer to NAI<\/span><\/div>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s-principles\">\n <span class=\"section-badge teal\">\u00a7 6<\/span>\n <h3>Principles of Efficient Records Management<\/h3>\n <\/div>\n <table class=\"compare-table\">\n <thead><tr><th>Principle<\/th><th>Detail<\/th><\/tr><\/thead>\n <tbody>\n <tr><td><strong>I. Creation Control<\/strong><\/td><td>Control over record creation from inception to final disposition. Only relevant papers in file; transitory papers must not clutter.<\/td><\/tr>\n <tr><td><strong>II. Retention Schedules<\/strong><\/td><td>Elaborate schedules corresponding to approved filing systems. Uniform schedules reviewed every five years.<\/td><\/tr>\n <tr><td><strong>III. Regular Review<\/strong><\/td><td>Closed records regularly reviewed for intrinsic and informational value after expiry of initial retention period.<\/td><\/tr>\n <tr><td><strong>IV. Constant Weeding<\/strong><\/td><td>Weed out records that have outlived utility to keep maintenance costs minimum.<\/td><\/tr>\n <tr><td><strong>V. Accessibility<\/strong><\/td><td>Stored such that they are accessible to agencies that need to utilise them.<\/td><\/tr>\n <tr><td><strong>VI. Speedy Retrieval<\/strong><\/td><td>Storage design must facilitate fast and efficient retrieval of records.<\/td><\/tr>\n <tr><td><strong>VII. Economy<\/strong><\/td><td>Records occupy minimum space. Cost of storage equipment and retrieval must be low.<\/td><\/tr>\n <\/tbody>\n <\/table>\n\n \n <div class=\"section-heading-block\" id=\"s-cat\">\n <span class=\"section-badge teal\">\u00a7 7<\/span>\n <h3>Categorisation of Records<\/h3>\n <\/div>\n <div class=\"cat-grid\">\n <div class=\"cat-card c-a\">\n <span class=\"cc-icon\">\ud83d\udccc<\/span>\n <div class=\"cc-label\">Category A<\/div>\n <div class=\"cc-title\">Keep & Microfilm<\/div>\n <p>Permanent preservation. Kept with creator for at most <strong>25 years<\/strong>, then jointly reviewed with NAI. Files surviving review are taken over by NAI.<\/p>\n <span class=\"cc-tag\">Permanent + NAI<\/span>\n <\/div>\n <div class=\"cat-card c-b\">\n <span class=\"cc-icon\">\ud83d\udcc1<\/span>\n <div class=\"cc-label\">Category B<\/div>\n <div class=\"cc-title\">Keep, Don't Microfilm<\/div>\n <p>Permanent preservation for administrative purposes, but not containing material requiring microfilming.<\/p>\n <span class=\"cc-tag\">Permanent<\/span>\n <\/div>\n <div class=\"cat-card c-c\">\n <span class=\"cc-icon\">\ud83d\udcc5<\/span>\n <div class=\"cc-label\">Category C<\/div>\n <div class=\"cc-title\">Specified Period Only<\/div>\n <p>Secondary value. Reference value for a limited period not exceeding 10 years.<\/p>\n <span class=\"cc-tag\">\u2264 10 Years<\/span>\n <\/div>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s-schedules\">\n <span class=\"section-badge teal\">\u00a7 8<\/span>\n <h3>Record Retention Schedules \u2014 Four Types<\/h3>\n <\/div>\n <table class=\"compare-table\">\n <thead><tr><th>Type<\/th><th>Reference<\/th><\/tr><\/thead>\n <tbody>\n <tr><td>Records pertaining to Accounts<\/td><td>Appendix 13 of General Financial Rules<\/td><\/tr>\n <tr><td>Common to all Depts. (Establishment, Vigilance, Office Services)<\/td><td>Schedule issued by DARPG<\/td><\/tr>\n <tr><td>Records referred in C.S. MOP<\/td><td>Appendix 28 of C.S. MOP<\/td><\/tr>\n <tr><td>Substantive items of work of a Department<\/td><td>Departmental schedule drafted by Dept., <strong>vetted by NAI<\/strong>, reviewed every 5 years<\/td><\/tr>\n <\/tbody>\n <\/table>\n\n \n <div class=\"section-heading-block\" id=\"s-transfer\">\n <span class=\"section-badge teal\">\u00a7 9<\/span>\n <h3>Transfer of Recorded Files<\/h3>\n <\/div>\n <div class=\"flow-strip\">\n <div class=\"flow-node\">\n <span class=\"fn-icon\">\ud83d\udd8a\ufe0f<\/span>\n <span class=\"fn-title\">Case-Processor<\/span>\n <span class=\"fn-dur\">Processing live issues<\/span>\n <\/div>\n <div class=\"flow-arrow\">\u2192<\/div>\n <div class=\"flow-node\">\n <span class=\"fn-icon\">\ud83d\uddc3\ufe0f<\/span>\n <span class=\"fn-title\">Daftry\/Peon (Section)<\/span>\n <span class=\"fn-dur\">1 Year<\/span>\n <\/div>\n <div class=\"flow-arrow\">\u2192<\/div>\n <div class=\"flow-node\">\n <span class=\"fn-icon\">\ud83c\udfe2<\/span>\n <span class=\"fn-title\">DRR<\/span>\n <span class=\"fn-dur\">24 more years<\/span>\n <\/div>\n <div class=\"flow-arrow\">\u2192<\/div>\n <div class=\"flow-node\">\n <span class=\"fn-icon\">\ud83c\udfdb\ufe0f<\/span>\n <span class=\"fn-title\">NAI<\/span>\n <span class=\"fn-dur\">Permanent<\/span>\n <\/div>\n <\/div>\n <div class=\"callout amber\">\n <div class=\"callout-label\">\u26a0\ufe0f Exception \u2014 Pay Bill Registers<\/div>\n <p>Pay Bill Registers have a prescribed retention period of <strong>35 years<\/strong> and so remain in DRR for <strong>34 years<\/strong>.<\/p>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s-retrieval\">\n <span class=\"section-badge teal\">\u00a7 10<\/span>\n <h3>Retrieval of Records<\/h3>\n <\/div>\n <div class=\"highlight-banner\">\n <div class=\"hb-icon\">\ud83d\udd0d<\/div>\n <div>\n <h4>If a preserved record cannot be retrieved, it is as good as destroyed<\/h4>\n <p>Records must be properly identified (exact file number, etc.) using key aids. Every custodian issues records only against a <span class=\"hb-badge\">coloured requisition card<\/span>. Purpose and identity of the current record must be indicated mandatorily.<\/p>\n <\/div>\n <\/div>\n <p style=\"font-weight:700;margin-bottom:8px\">Aids to Retrieve Records:<\/p>\n <table class=\"compare-table\">\n <thead><tr><th>Aid<\/th><th>Aid<\/th><\/tr><\/thead>\n <tbody>\n <tr><td>a) Organisational History<\/td><td>f) Alphabetical List<\/td><\/tr>\n <tr><td>b) Printed Index Heads<\/td><td>g) Precedent Books<\/td><\/tr>\n <tr><td>c) Induction Note<\/td><td>h) Standing Guard File<\/td><\/tr>\n <tr><td>d) Index Cards<\/td><td>i) Standing Note<\/td><\/tr>\n <tr><td>e) File Registers<\/td><td>j) Reference Folder<\/td><\/tr>\n <\/tbody>\n <\/table>\n <div class=\"stat-grid\">\n <div class=\"stat-card teal-hi\" style=\"grid-column:span 2\"><span class=\"big-icon\">\ud83d\udcc5<\/span><div class=\"stat-label\">DRR Return (ISTM Norm)<\/div><div class=\"stat-amount\">3 Months<\/div><div class=\"stat-sub\">Normal return deadline from Dept. Records Room<\/div><\/div>\n <div class=\"stat-card amber-hi\" style=\"grid-column:span 2\"><span class=\"big-icon\">\ud83c\udfdb\ufe0f<\/span><div class=\"stat-label\">NAI Retention (ISTM)<\/div><div class=\"stat-amount\">6 Months<\/div><div class=\"stat-sub\">Files from NAI not retained beyond 6 months without consent<\/div><\/div>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s-review-istm\">\n <span class=\"section-badge teal\">\u00a7 11<\/span>\n <h3>Review of Records<\/h3>\n <\/div>\n <div class=\"review-grid\">\n <div class=\"review-card\">\n <div class=\"review-card-head\" style=\"background:rgba(26,107,115,0.08)\">\n <div class=\"rch-dot\" style=\"background:var(--teal)\"><\/div>\n <div><div class=\"rch-cat\" style=\"color:var(--teal)\">Category C<\/div><\/div>\n <\/div>\n <ul class=\"review-card-body\">\n <li><span class=\"ico\">\u25b8<\/span><div>Reviewed after completion of <strong>indicated calendar years from closure<\/strong><\/div><\/li>\n <li><span class=\"ico\">\u25b8<\/span><div>DRR distributes files to sections <strong>evenly spread over the year<\/strong><\/div><\/li>\n <\/ul>\n <\/div>\n <div class=\"review-card\">\n <div class=\"review-card-head\" style=\"background:rgba(122,26,26,0.07)\">\n <div class=\"rch-dot\" style=\"background:var(--red)\"><\/div>\n <div><div class=\"rch-cat\" style=\"color:var(--red)\">Category A & B<\/div><\/div>\n <\/div>\n <ul class=\"review-card-body\">\n <li><span class=\"ico\">\u25b8<\/span><div>Reviewed after completion of <strong>25 years from year of opening<\/strong><\/div><\/li>\n <li><span class=\"ico\">\u25b8<\/span><div>Review entrusted to those <strong>conversant with the subject matter<\/strong><\/div><\/li>\n <\/ul>\n <\/div>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s-disposition\">\n <span class=\"section-badge teal\">\u00a7 12<\/span>\n <h3>Disposition & Statutory Obligations<\/h3>\n <\/div>\n <div class=\"warn-card\">\n <div class=\"warn-stamp\">\ud83d\udcdc Certificate of Destruction<\/div>\n <h4>Mandatory Requirement under Public Records Rules, 1997<\/h4>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\u2716<\/span><span>When records have outlived utility, they are weeded out (incinerator or shredder).<\/span><\/li>\n <li><span class=\"ico\">\u2705<\/span><span>A <strong>'Certificate of Destruction' (Form-6)<\/strong> under the Public Records Rules, 1997 is <strong>mandatory<\/strong>.<\/span><\/li>\n <\/ul>\n <\/div>\n <div class=\"efile-box\">\n <div class=\"efile-box-title\">\u2696\ufe0f Departmental Records Officer (DRO)<\/div>\n <ul class=\"icon-list\" style=\"margin:0\">\n <li><span class=\"ico\">\u25b8<\/span><span>Every record-creating agency must designate one officer as <strong>DRO<\/strong> under intimation to NAI.<\/span><\/li>\n <li><span class=\"ico\">\u25b8<\/span><span><strong>NAI<\/strong> is the apex body for managing Government records.<\/span><\/li>\n <li><span class=\"ico\">\u25b8<\/span><span>Linkage is maintained via <strong>periodic reports submitted to NAI<\/strong>.<\/span><\/li>\n <\/ul>\n <\/div>\n\n <hr class=\"section-divider\">\n\n \n <div class=\"chapter-heading-block\" id=\"ch3\">\n <span class=\"chapter-badge\">PART III<\/span>\n <h2>GFR \u2014 Appendix 9: Destruction of Accounts Records<\/h2>\n <\/div>\n <p>The destruction of records (including correspondences) connected with accounts is governed by these Rules, as prescribed with the concurrence of the <strong>Comptroller and Auditor-General<\/strong>.<\/p>\n\n \n <div class=\"section-heading-block\" id=\"gfr-1\">\n <span class=\"section-badge green\">\u00a7 1<\/span>\n <h3>Records Prohibited from Destruction<\/h3>\n <\/div>\n <div class=\"callout red\">\n <div class=\"callout-label\">\ud83d\udeab Mandatory Standard \u2014 No Account shall Destroy<\/div>\n <p>The following records shall on <strong>no account<\/strong> be destroyed:<\/p>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\u23f1\ufe0f<\/span><span><strong>(i)<\/strong> Papers relating to <span class=\"kw\">expenditure within the period of limitation<\/span> fixed by law.<\/span><\/li>\n <li><span class=\"ico\">\ud83c\udfd7\ufe0f<\/span><span><strong>(ii)<\/strong> Papers relating to expenditure on <span class=\"kw\">projects, schemes, or works not completed<\/span>, even if beyond the limitation period.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udc64<\/span><span><strong>(iii)<\/strong> Papers relating to <span class=\"kw\">claims to service and personal matters<\/span> affecting persons in service (except as indicated in the Annexure).<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcdc<\/span><span><strong>(iv)<\/strong> Papers relating to <span class=\"kw\">orders and sanctions of a permanent character<\/span>, until such time as they are revised.<\/span><\/li>\n <li><span class=\"ico\">\u2757<\/span><span><strong>(v)<\/strong> Papers relating to records in respect of which an <span class=\"kw\">audit objection is outstanding<\/span>.<\/span><\/li>\n <\/ul>\n\n \n <div class=\"section-heading-block\" id=\"gfr-2\">\n <span class=\"section-badge green\">\u00a7 2<\/span>\n <h3>Complete Retention Schedule \u2014 Sl. No. 1 to 13<\/h3>\n <\/div>\n <table class=\"compare-table\">\n <thead><tr><th>Sl.<\/th><th>Category<\/th><th>Description<\/th><th>Retention<\/th><\/tr><\/thead>\n <tbody>\n <tr><td>1.<\/td><td><strong>Payments & Recoveries<\/strong><\/td><td>Expenditure sanctions; Cash Books (DDOs); Contingent expenditure; Arrear claims; GPF papers<\/td><td>2 years (typically 1 yr after audit); <strong>10 years<\/strong> for Cash Books<\/td><\/tr>\n <tr><td>2.<\/td><td><strong>Budget Estimates<\/strong><\/td><td>Budget & Revised Estimates compiled by the Department<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>3.<\/td><td><strong>Service Books<\/strong><\/td><td>(a) Officials with retirement benefits; (b) Other employees<\/td><td><strong>3 Years<\/strong> after pension order or ceasing service<\/td><\/tr>\n <tr><td>4.<\/td><td><strong>Leave Account<\/strong><\/td><td>(a) With retirement benefits; (b) Other employees<\/td><td><strong>3 Years<\/strong> after pension order or ceasing service<\/td><\/tr>\n <tr><td>5.<\/td><td><strong>Service Records<\/strong><\/td><td>Family Pension\/DCRG nomination; LIC\/CGEGIS; Date of Birth alteration; Previous service<\/td><td><strong>1\u20135 Years<\/strong> (DOB: 3 yrs)<\/td><\/tr>\n <tr><td>6.<\/td><td><strong>Expenditure Statements<\/strong><\/td><td>(a) Lower formations; (b) Dept. level; (c) Register GFR9<\/td><td>Weed at end of FY \/ after Appropriation Accounts finalized<\/td><\/tr>\n <tr><td>7.<\/td><td><strong>Surety Bonds<\/strong><\/td><td>Executed for temporary or retiring Govt servants<\/td><td><strong>3 Years<\/strong> after Bond ceases to be enforceable<\/td><\/tr>\n <tr><td>8.<\/td><td><strong>Pay Bills<\/strong><\/td><td>(a) Pay Bill Register; (b) Office copies of Establishment bills; (c) Schedules; (d) Acquaintance Roll<\/td><td><strong>35 Years<\/strong> (Register\/Office copies); 3 Years (Schedules\/Rolls)<\/td><\/tr>\n <tr><td>9.<\/td><td><strong>Muster Rolls<\/strong><\/td><td>Muster Rolls for payments<\/td><td>Min. <strong>3 Financial Years<\/strong> after relevant year<\/td><\/tr>\n <tr><td>10.<\/td><td><strong>Bill Register<\/strong><\/td><td>Maintained in Form TR-28-A<\/td><td><strong>5 Years<\/strong><\/td><\/tr>\n <tr><td>11.<\/td><td><strong>Paid Cheques<\/strong><\/td><td>Returned by Bank to Audit\/Accounts Office<\/td><td><strong>5 Years<\/strong><\/td><\/tr>\n <tr><td>12.<\/td><td><strong>Contracts<\/strong><\/td><td>Files, papers, documents relating to contracts & agreements<\/td><td><strong>5 Years<\/strong> after contract fulfilled\/terminated<\/td><\/tr>\n <tr><td>13.<\/td><td><strong>Sub-vouchers (Secret Service)<\/strong><\/td><td>Sub-vouchers relating to Secret Service Expenditure<\/td><td><strong>3 Years<\/strong> after expiry of FY<\/td><\/tr>\n <\/tbody>\n <\/table>\n\n \n <div class=\"section-heading-block\" id=\"gfr-inst\">\n <span class=\"section-badge green\">\u00a7 3<\/span>\n <h3>Instructions on Record Retention<\/h3>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">1.<\/span><span><strong>Reckoning for Files:<\/strong> Retention period for a file is reckoned from the <span class=\"kw\">year in which the file is closed<\/span> (action completed), not from the year of recording.<\/span><\/li>\n <li><span class=\"ico\">2.<\/span><span><strong>Reckoning for Registers:<\/strong> For records other than files, period is counted from the year in which it has <span class=\"kw\">ceased to be current<\/span>.<\/span><\/li>\n <li><span class=\"ico\">3.<\/span><span><strong>Exceptional Cases:<\/strong> Records may be retained for a <strong>longer period<\/strong> than specified if warranted by special features. However, records must <strong>never be retained for a shorter<\/strong> period than prescribed.<\/span><\/li>\n <li><span class=\"ico\">4.<\/span><span><strong>Linked Records:<\/strong> If a record is required for disposal of another record, the former <strong>will not be weeded out<\/strong> until all issues in the latter have been finally decided, even if its retention period has expired.<\/span><\/li>\n <\/ul>\n\n \n <div class=\"section-heading-block\" id=\"gfr-notes\">\n <span class=\"section-badge green\">\u00a7 4<\/span>\n <h3>Notes on Destruction of Records<\/h3>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">(1)<\/span><span>Before any pay bills\/pay registers are destroyed, the <strong>service of the Government servants<\/strong> concerned should be verified under Rule 257.<\/span><\/li>\n <li><span class=\"ico\">(2)<\/span><span>Preservation periods for <strong>account records in Public Works Offices<\/strong> are prescribed separately by Government.<\/span><\/li>\n <li><span class=\"ico\">(3)<\/span><span>Destruction ordered in writing by <strong>Head of Department<\/strong> (or authority empowered by him) on expiry of period, counting from the <strong>last day of the latest financial year<\/strong> covered by the record.<\/span><\/li>\n <li><span class=\"ico\">(4)<\/span><span>A list of records pertaining to accounts audited by the <strong>Indian Audit and Accounts Departments<\/strong> must be submitted to the <strong>Audit Officer<\/strong> for opinion before destruction.<\/span><\/li>\n <li><span class=\"ico\">(5)<\/span><span><strong>Full details<\/strong> shall be maintained <span class=\"kw\">permanently<\/span> in each office of all records destroyed from time to time.<\/span><\/li>\n <\/ul>\n\n \n <div class=\"section-heading-block\" id=\"gfr-fin\">\n <span class=\"section-badge green\">\u00a7 5<\/span>\n <h3>Files with Financial Implications<\/h3>\n <\/div>\n <div class=\"callout green\">\n <div class=\"callout-label\">\ud83d\udcb0 Five-Year Principle<\/div>\n <p>Files having <strong>financial implications<\/strong> and liable to be called by audit for inspection should be retained for <strong>five years<\/strong> after they have been recorded.<\/p>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\u26a0\ufe0f<\/span><span>If an <strong>audit objection<\/strong> is received within the five-year period, the file will <strong>not be destroyed<\/strong> until the objection is settled to the satisfaction of audit.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udd0d<\/span><span>If local audit does not take place within five years, the <strong>Head of Office<\/strong> must ascertain from audit authorities whether they have any objection to weeding out.<\/span><\/li>\n <\/ul>\n <div class=\"callout green\">\n <div class=\"callout-label\">\ud83c\udf31 Working Rule<\/div>\n <p>A continuous and conscious effort should be made throughout the year to weed out unnecessary documents. The guiding principle is <strong>\"Weed As You Go\"<\/strong>.<\/p>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"gfr-pers\">\n <span class=\"section-badge green\">\u00a7 6<\/span>\n <h3>Destruction of Personnel & Establishment Records<\/h3>\n <\/div>\n <table class=\"compare-table\">\n <thead><tr><th>Sl.<\/th><th>Category<\/th><th>Sub-Head<\/th><th>Retention<\/th><\/tr><\/thead>\n <tbody>\n <tr><td>1.<\/td><td><strong>Creation & Classification of Posts<\/strong><\/td><td>(i) Continuance\/revival; (ii) Conversion; (iii) Creation; (iv) Pay revision; (v) Upgrading<\/td><td>(i) 1 yr; (ii\u2013iii,v) 10 yrs; (iv) <strong>Permanent<\/strong><\/td><\/tr>\n <tr><td>2.<\/td><td><strong>Review for Suitability<\/strong><\/td><td>Establishment\/Sanction Register<\/td><td><strong>Permanent<\/strong> (old volume: 3 yrs when rewritten)<\/td><\/tr>\n <tr><td>3.<\/td><td><strong>Arbitration & Litigation<\/strong><\/td><td>\u2014<\/td><td><strong>3 Years<\/strong> (not closed until proceedings are final)<\/td><\/tr>\n <tr><td>4.<\/td><td><strong>Notices under Sec. 80 CPC<\/strong><\/td><td>\u2014<\/td><td><strong>1 Year<\/strong> (if followed by suit: 3 years)<\/td><\/tr>\n <tr><td>5.<\/td><td><strong>Recruitment<\/strong><\/td><td>Condonation of break in service<\/td><td><strong>5 Years<\/strong><\/td><\/tr>\n <tr><td>6.<\/td><td><strong>Advances<\/strong><\/td><td>Rules & Orders; Specific grants<\/td><td><strong>Permanent<\/strong> \/ <strong>1 Year<\/strong><\/td><\/tr>\n <tr><td>7.<\/td><td><strong>Surety Bonds<\/strong><\/td><td>Temp\/retiring servants<\/td><td><strong>3 Years<\/strong> after Bond ceases enforceable<\/td><\/tr>\n <tr><td>8.<\/td><td><strong>Pension \/ Retirement<\/strong><\/td><td>Rules; Various pension types; Commutation<\/td><td>Permanent (issuing Depts); Commutation: <strong>15 Years<\/strong>; Others: 1\u20135 Years<\/td><\/tr>\n <\/tbody>\n <\/table>\n\n <hr class=\"section-divider\">\n\n \n <div class=\"chapter-heading-block\" id=\"ch4\">\n <span class=\"chapter-badge\">PART IV<\/span>\n <h2>Record Retention Schedule \u2014 Quick Reference<\/h2>\n <\/div>\n\n <div class=\"section-heading-block\" id=\"ret-mop\">\n <span class=\"section-badge amber\">MOP<\/span>\n <h3>Retention Schedule for Records (MOP)<\/h3>\n <\/div>\n <table class=\"compare-table\">\n <thead><tr><th>Description of Record<\/th><th>Retention Period<\/th><\/tr><\/thead>\n <tbody>\n <tr><td>Dak Register<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>Standing Guard Files<\/td><td><strong>Permanent<\/strong> (weed out when revised)<\/td><\/tr>\n <tr><td>Section Dispatch Register<\/td><td><strong>5 Years<\/strong><\/td><\/tr>\n <tr><td>Messenger Book<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>File Register<\/td><td><strong>Permanent<\/strong><\/td><\/tr>\n <tr><td>File Movement Register<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>Register for Progress of Recording<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>Precedent Book<\/td><td><strong>Permanent<\/strong><\/td><\/tr>\n <tr><td>List of Files Transferred to DRR<\/td><td><strong>25 Years<\/strong><\/td><\/tr>\n <tr><td>List of Files Transferred to National Archives<\/td><td><strong>Permanent<\/strong><\/td><\/tr>\n <tr><td>Record Review Register<\/td><td><strong>1 Year<\/strong><\/td><\/tr>\n <tr><td>List of Files Received for Review<\/td><td><strong>1 Year<\/strong><\/td><\/tr>\n <tr><td>Record Requisition Slip (NAI)<\/td><td>Destroy after return to NAI<\/td><\/tr>\n <tr><td>Monthly Progress Report on Recording<\/td><td><strong>1 Year<\/strong><\/td><\/tr>\n <tr><td>Register of Communications from MPs\/VIPs<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>Register of Parliamentary Assurances<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>Check-lists for Periodical Reports<\/td><td><strong>1 Year<\/strong><\/td><\/tr>\n <tr><td>Inspection Reports<\/td><td><strong>1 Year<\/strong> after ATN is accepted<\/td><\/tr>\n <\/tbody>\n <\/table>\n\n <div class=\"section-heading-block\" id=\"ret-adm\">\n <span class=\"section-badge amber\">\u00a7 A<\/span>\n <h3>Records of Administrative Value<\/h3>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\u2696\ufe0f<\/span><span><strong>1. Rights & Obligations<\/strong> \u2014 Evidence of rights or obligations of\/against the government (property titles, deeds, awards, sanctions).<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcdc<\/span><span><strong>2. Major Policy Decisions<\/strong> \u2014 Including preparation or modification of legislation.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udc65<\/span><span><strong>3. Committees & Working Groups<\/strong> \u2014 Constitution, functions, and working of important committees and working groups.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcda<\/span><span><strong>4. Lasting Precedents<\/strong> \u2014 Administrative memoranda, historical reports, legal opinions on important matters.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcd6<\/span><span><strong>5. Rules & Regulations<\/strong> \u2014 Departmental guides or instructions of general application.<\/span><\/li>\n <li><span class=\"ico\">\ud83c\udfe2<\/span><span><strong>6. Organisation & Staffing<\/strong> \u2014 Salient features of organisation and staffing of government departments and offices.<\/span><\/li>\n <li><span class=\"ico\">\ud83c\udfdb\ufe0f<\/span><span><strong>7. Important Litigation<\/strong> \u2014 Papers relating to important litigation or 'causes celebres' involving the administration.<\/span><\/li>\n <\/ul>\n\n <div class=\"section-heading-block\" id=\"ret-hist\">\n <span class=\"section-badge amber\">\u00a7 B<\/span>\n <h3>Records of Historical Importance<\/h3>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\ud83c\udf31<\/span><span><strong>1.<\/strong> Origin of a department \u2014 how it was created, organised, functioned, and dissolved.<\/span><\/li>\n <li><span class=\"ico\">\ud83c\udfc6<\/span><span><strong>2.<\/strong> Accomplishments \u2014 data on what the department\/agency accomplished (samples or annual reports).<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udd00<\/span><span><strong>3.<\/strong> Policy Change Indicators \u2014 (a) Summaries for Ministers, (b) Committee appointments, (c) Notes for Cabinet or Cabinet Committees.<\/span><\/li>\n <li><span class=\"ico\">\u2699\ufe0f<\/span><span><strong>4.<\/strong> Policy Implementation \u2014 instructions for executing agencies and relevant forms.<\/span><\/li>\n <li><span class=\"ico\">\ud83c\udf10<\/span><span><strong>5.<\/strong> Public & International Events \u2014 causing interest\/controversy on a national or international plane.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcca<\/span><span><strong>6.<\/strong> Trends & Developments \u2014 political, social, economic developments, including unpublished statistical data.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcf0<\/span><span><strong>7.<\/strong> Citations in official publications.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udd2c<\/span><span><strong>8.<\/strong> Scientific or technical research and development.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udccd<\/span><span><strong>9.<\/strong> Local interest matters not reasonably available locally, or covering the whole country.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\uddff<\/span><span><strong>10.<\/strong> Obsolete activities, abortive schemes in important fields.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcdc<\/span><span><strong>11.<\/strong> Departmental sources \u2014 genuine historical sources (biographical\/antiquarian interest).<\/span><\/li>\n <\/ul>\n\n <div class=\"section-heading-block\" id=\"ret-pers\">\n <span class=\"section-badge amber\">\u00a7 C<\/span>\n <h3>Destruction of Personnel & Establishment Records<\/h3>\n <\/div>\n <table class=\"compare-table\">\n <thead><tr><th>Sl.<\/th><th>Category<\/th><th>Sub-Head<\/th><th>Retention<\/th><th>Remarks<\/th><\/tr><\/thead>\n <tbody>\n <tr><td>1.<\/td><td><strong>Creation & Classification of Posts<\/strong><\/td><td>(i) Continuance; (ii) Conversion; (iii) Creation; (iv) Pay revision; (v) Upgrading<\/td><td>(i) 1 yr; (ii\u2013iii,v) 10 yrs; (iv) <strong>Permanent<\/strong><\/td><td>Noted in Establishment\/Service Register<\/td><\/tr>\n <tr><td>2.<\/td><td><strong>Review for Suitability<\/strong><\/td><td>Establishment\/Sanction Register<\/td><td><strong>Permanent<\/strong><\/td><td>Old volume kept 3 yrs when rewritten<\/td><\/tr>\n <tr><td>3.<\/td><td><strong>Arbitration & Litigation<\/strong><\/td><td>\u2014<\/td><td><strong>3 Years<\/strong><\/td><td>File not closed until proceedings are final<\/td><\/tr>\n <tr><td>4.<\/td><td><strong>Notices under Sec. 80 CPC<\/strong><\/td><td>\u2014<\/td><td><strong>1 Year<\/strong><\/td><td>If followed by suit: 3 years<\/td><\/tr>\n <tr><td>5.<\/td><td><strong>Recruitment<\/strong><\/td><td>Condonation of break in service<\/td><td><strong>5 Years<\/strong><\/td><td>Entry in service record required<\/td><\/tr>\n <tr><td>6.<\/td><td><strong>Advances<\/strong><\/td><td>Rules & Orders; Specific grants<\/td><td><strong>Permanent<\/strong> \/ <strong>1 Year<\/strong><\/td><td>Subject to entries in pay bill register<\/td><\/tr>\n <tr><td>7.<\/td><td><strong>Surety Bonds<\/strong><\/td><td>Temp\/retiring servants<\/td><td><strong>3 Years<\/strong> after Bond ceases enforceable<\/td><td><\/td><\/tr>\n <tr><td>8.<\/td><td><strong>Pension \/ Retirement<\/strong><\/td><td>Rules; Various types; Commutation<\/td><td>Permanent (issuing Depts); Commutation: <strong>15 Years<\/strong>; Others: 1\u20135 Years<\/td><td><\/td><\/tr>\n <\/tbody>\n <\/table>\n\n <\/main>\n<\/div>\n\n<script>\n\/\/ \u2500\u2500 COLLAPSIBLE TOC \u2500\u2500\nfunction toggleToc(btn) {\n const sub = btn.nextElementSibling;\n const isCollapsed = sub.classList.contains('collapsed');\n sub.classList.toggle('collapsed', !isCollapsed);\n btn.classList.toggle('collapsed', !isCollapsed);\n btn.classList.toggle('active', isCollapsed);\n}\n\n\/\/ Close all except first on load\ndocument.querySelectorAll('.toc-collapsible').forEach((sub, i) => {\n if (i !== 0) {\n sub.classList.add('collapsed');\n sub.previousElementSibling.classList.add('collapsed');\n sub.previousElementSibling.classList.remove('active');\n }\n});\n\n\/\/ \u2500\u2500 SCROLL SPY \u2500\u2500\nconst trackables = document.querySelectorAll('[id]');\nconst tocLinks = document.querySelectorAll('.toc-sub a');\nconst tocCard = document.querySelector('.toc-card');\n\n\/\/ Section \u2192 group index map\nconst sectionGroups = {\n ch1:1, s10_1:1, s10_2:1, s10_3:1, s10_4:1, s10_5:1, s10_6:1,\n s10_7:1, s10_8:1, s10_9:1, 's10-10':1, 's10-11':1, 's10-12':1, 's10-13':1,\n 's10-ret':1, 's10-adm':1, 's10-hist':1,\n ch2:2, 's-def':2, 's-what':2, 's-factors':2, 's-why':2, 's-lifecycle':2,\n 's-principles':2, 's-cat':2, 's-schedules':2, 's-transfer':2, 's-retrieval':2,\n 's-review-istm':2, 's-disposition':2,\n ch3:3, 'gfr-1':3, 'gfr-2':3, 'gfr-inst':3, 'gfr-notes':3, 'gfr-fin':3, 'gfr-pers':3,\n ch4:4, 'ret-mop':4, 'ret-adm':4, 'ret-hist':4, 'ret-pers':4\n};\n\nlet lastGroup = 0;\n\nwindow.addEventListener('scroll', () => {\n let cur = '';\n trackables.forEach(el => { if 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});\n});\n<\/script>\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 \u2014 Study Notes | PromotionExams \ud83c\udfdb\ufe0fStudy Notesa Records ManagementCSMOP, ISTM, GFR & RetentionStudy Notes Public Records Act, 1993 […]<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"site-sidebar-layout":"no-sidebar","site-content-layout":"","ast-site-content-layout":"full-width-container","site-content-style":"default","site-sidebar-style":"default","ast-global-header-display":"disabled","ast-banner-title-visibility":"disabled","ast-main-header-display":"","ast-hfb-above-header-display":"","ast-hfb-below-header-display":"","ast-hfb-mobile-header-display":"","site-post-title":"disabled","ast-breadcrumbs-content":"","ast-featured-img":"disabled","footer-sml-layout":"disabled","ast-disable-related-posts":"","theme-transparent-header-meta":"","adv-header-id-meta":"","stick-header-meta":"","header-above-stick-meta":"","header-main-stick-meta":"","header-below-stick-meta":"","astra-migrate-meta-layouts":"default","ast-page-background-enabled":"default","ast-page-background-meta":{"desktop":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center 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\n\t\t\t\t\t\n\n\n\n\nRecords Management \u2014 Study Notes | PromotionExams<\/title>\n<style>\n.elementor-section.elementor-section-stretched,\n .elementor-section-full_width,\n .elementor-container,\n .elementor-column,\n .elementor-column-wrap,\n .elementor-widget-wrap,\n .elementor-element {\n padding: 0 !important;\n margin: 0 !important;\n gap: 0 !important;\n }\n*, *::before, *::after { box-sizing: border-box; margin: 0; padding: 0; }\n:root {\n --navy: #0a1520;\n --blue: #0d3d6b;\n --teal: #084d42;\n --amber: #7a4500;\n --red: #7a1a1a;\n --green: #0d4a25;\n --orange: #7a3800;\n --brand: #c9962a;\n --brand-dark: #a87820;\n --gold: #c9962a;\n --highlight: #ffe066;\n --text: #0a0f18;\n --muted: #2a3540;\n --border: #c0ceda;\n}\nhtml { scroll-behavior: smooth; }\nbody { font-family: 'Bookman Old Style','Bookman','URW Bookman L',Georgia,serif; background:#fff; color:var(--text); font-size:15px; line-height:1.85; }\na { text-decoration:none; color:inherit; }\n\n\/* \u2500\u2500 HERO 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font-size:10px; font-weight:800; letter-spacing:0.1em; text-transform:uppercase; padding:3px 14px; border-radius:4px; }\n.warn-card h4 { font-size:15px; font-weight:700; color:#3a0808; margin-top:8px; margin-bottom:12px; }\n\n\/* \u2500\u2500 HIGHLIGHT BANNER \u2500\u2500 *\/\n.highlight-banner { background:linear-gradient(130deg,#a87820 0%,#c9962a 100%); border-radius:10px; padding:20px 26px; color:#fff; display:flex; align-items:flex-start; gap:20px; margin:20px 0 28px; }\n.highlight-banner .hb-icon { font-size:38px; flex-shrink:0; margin-top:2px; }\n.highlight-banner h4 { font-size:15px; font-weight:700; margin-bottom:8px; color:#fff; }\n.highlight-banner p { font-size:13.5px; opacity:0.95; margin:0; line-height:1.8; }\n.hb-badge { background:rgba(255,255,255,0.22); border-radius:4px; padding:2px 9px; font-family:'JetBrains Mono',monospace; font-size:13px; font-weight:700; }\n\n\/* \u2500\u2500 DESTRUCTION TABLE \u2500\u2500 *\/\n.dest-grid { display:grid; grid-template-columns:repeat(3,1fr); gap:14px; margin:18px 0 26px; }\n.dest-card { border-radius:8px; padding:20px; border:1.5px solid var(--border); background:#fff; text-align:center; }\n.dest-card.d-routine { border-top:3px solid #555; background:#f5f5f5; }\n.dest-card.d-class { border-top:3px solid var(--amber); background:#f5e8cc; }\n.dest-card.d-secret { border-top:3px solid var(--red); background:#f5dada; }\n.dest-card .d-icon { font-size:30px; margin-bottom:10px; display:block; }\n.dest-card .d-title { font-size:13px; font-weight:800; margin-bottom:8px; }\n.dest-card.d-routine .d-title { color:#333; }\n.dest-card.d-class .d-title { color:var(--amber); }\n.dest-card.d-secret .d-title { color:var(--red); }\n.dest-card p { font-size:12.5px; color:#0a0f18; line-height:1.7; }\n\n\/* \u2500\u2500 REVIEW CARDS \u2500\u2500 *\/\n.review-grid { display:grid; grid-template-columns:1fr 1fr; gap:14px; margin:18px 0 26px; }\n.review-card { border-radius:8px; border:1.5px solid var(--border); overflow:hidden; background:#fff; }\n.review-card-head { padding:14px 18px; display:flex; align-items:center; gap:10px; }\n.review-card-head .rch-dot { width:10px; height:10px; border-radius:50%; flex-shrink:0; }\n.review-card-head .rch-cat { font-size:11px; font-weight:800; text-transform:uppercase; letter-spacing:1px; }\n.review-card-body { padding:14px 18px; border-top:1px solid var(--border); }\n.review-card-body li { display:flex; align-items:flex-start; gap:8px; font-size:13px; color:#0a0f18; line-height:1.7; margin-bottom:8px; }\n.review-card-body li:last-child { margin-bottom:0; }\n.review-card-body li .ico { font-size:13px; flex-shrink:0; margin-top:3px; }\n\n\/* \u2500\u2500 MEMBER LIST \u2500\u2500 *\/\n.member-list { list-style:none; display:flex; flex-direction:column; gap:0; margin:16px 0 24px; border:1px solid var(--border); border-radius:8px; overflow:hidden; }\n.member-row { display:flex; align-items:center; gap:16px; padding:12px 18px; border-bottom:1px solid var(--border); background:#fff; }\n.member-row:last-child { border-bottom:none; }\n.member-row:nth-child(even) { background:#edf4f8; }\n.member-row .mr-role { font-family:'JetBrains Mono',monospace; font-size:11px; font-weight:700; color:#fff; padding:3px 10px; border-radius:4px; flex-shrink:0; white-space:nowrap; }\n.mr-chair { background:#c9962a; }\n.mr-member { background:var(--blue); }\n.mr-conv { background:var(--teal); }\n.mr-special { background:var(--amber); }\n.member-row .mr-text { font-size:13.5px; color:#0a0f18; line-height:1.7; }\n\n\/* \u2500\u2500 SECTION DIVIDER \u2500\u2500 *\/\n.section-divider { border:none; border-top:1.5px dashed #b0c0d0; margin:44px 0; }\n\n\/* \u2500\u2500 PILL INLINE \u2500\u2500 *\/\n.kw { background:#ffe066; border-radius:3px; padding:1px 5px; font-weight:700; color:#5a3a00; display:inline; }\n\n\/* \u2500\u2500 EFILE BOX \u2500\u2500 *\/\n.efile-box { background:#fdf5e0; border:1.5px solid #c9962a; border-radius:8px; padding:18px 22px; margin:16px 0 20px; }\n.efile-box-title { font-size:10px; font-weight:800; text-transform:uppercase; letter-spacing:0.12em; color:#a87820; margin-bottom:12px; }\n\n\/* \u2500\u2500 COLLAPSIBLE TOC \u2500\u2500 *\/\n.toc-group { margin-bottom: 4px; }\n\n.toc-toggle {\n width: 100%;\n display: flex; align-items: center; justify-content: space-between;\n gap: 8px;\n background: #c9962a;\n border: none; cursor: pointer;\n padding: 8px 10px;\n border-radius: 5px;\n text-align: left;\n transition: background 0.2s;\n}\n.toc-toggle:hover { background: #a87820; }\n.toc-toggle.active { background: #a87820; }\n\n.toc-toggle-text {\n font-size: 12px; font-weight: 800;\n font-family: 'Bookman Old Style','Bookman',Georgia,serif;\n color: #fff; line-height: 1.3; flex: 1;\n}\n\n.toc-chevron {\n font-size: 13px; color: #ffe066;\n flex-shrink: 0; transition: transform 0.25s ease;\n display: inline-block;\n}\n\n.toc-toggle.collapsed .toc-chevron { transform: rotate(-90deg); }\n\n.toc-collapsible {\n overflow: hidden;\n max-height: 600px;\n transition: max-height 0.3s ease, opacity 0.25s ease, margin 0.25s ease;\n opacity: 1;\n margin-top: 3px;\n}\n\n.toc-collapsible.collapsed {\n max-height: 0;\n opacity: 0;\n margin-top: 0;\n pointer-events: none;\n}\n\n\/* \u2500\u2500 RESPONSIVE \u2500\u2500 *\/\n@media (max-width:860px) {\n .layout { grid-template-columns:1fr; gap:32px; padding:28px 24px 64px; }\n .sidebar { position:static; }\n .stat-grid { grid-template-columns:1fr 1fr; }\n .cat-grid { grid-template-columns:1fr; }\n .dest-grid { grid-template-columns:1fr; }\n .review-grid { grid-template-columns:1fr; }\n .lifecycle-grid { grid-template-columns:repeat(2,1fr); }\n .hero-inner { grid-template-columns:1fr; gap:28px; padding:44px 28px 48px; }\n .hero-right { display:none; }\n .hero-ref-strip { padding:14px 28px; }\n .hero-ring { display:none; }\n .breadcrumb-bar { padding:10px 24px; }\n .flow-strip { flex-direction:column; }\n .flow-arrow { transform:rotate(90deg); padding:4px 0; }\n}\n@media (max-width:520px) {\n .hero h1 { font-size:22px; }\n .stat-grid { grid-template-columns:1fr 1fr; }\n .hero-inner { padding:36px 20px 42px; }\n .hero-ref-strip { padding:12px 20px; gap:14px; }\n}\n<\/style>\n<\/head>\n<body>\n\n\n<div class=\"hero\">\n <div class=\"hero-bg\"><\/div>\n <div class=\"hero-grid\"><\/div>\n <div class=\"hero-ring\"><\/div>\n <div class=\"hero-stripe\"><\/div>\n\n <div class=\"hero-inner\">\n <div class=\"hero-left\">\n <div class=\"hero-eyebrow\">\ud83c\udfdb\ufe0fStudy Notesa<\/div>\n <h1>Records Management<br><span class=\"h1-accent\">CSMOP, ISTM, GFR & Retention<\/span><br>Study Notes<\/h1>\n\n <div class=\"hero-meta\">\n <span class=\"hero-meta-item\">Public Records Act, 1993<\/span>\n <span class=\"hero-meta-item\">Public Records Rules, 1997<\/span>\n <span class=\"hero-meta-item\">CSMOP Chapter 10<\/span>\n <span class=\"hero-meta-item\">GFR 2017 Appendix 9<\/span>\n <\/div>\n\n <\/div>\n\n <\/div>\n\n<\/div>\n\n\n<div class=\"breadcrumb-bar\">\n <div class=\"breadcrumb-inner\">\n <a href=\"#\">Home<\/a><span class=\"sep\">\u203a<\/span>\n <a href=\"#\">Records Management<\/a><span class=\"sep\">\u203a<\/span>\n CSMOP Ch.10 \u00b7 ISTM Ch.12 \u00b7 GFR App.9 \u00b7 Retention Schedule \u2014 Study Notes\n <\/div>\n<\/div>\n\n<div class=\"layout\">\n\n \n <aside class=\"sidebar\">\n <div class=\"toc-card\">\n <div class=\"toc-card-header\">\n <div class=\"toc-brand-name\">Promotion<span>Exams<\/span><\/div>\n <div class=\"toc-brand-sub\">Gateway to Departmental Promotion Exams<\/div>\n <\/div>\n <div class=\"toc-card-title\">Table of Contents<\/div>\n <ul class=\"toc-list\">\n\n <li class=\"toc-group\">\n <button class=\"toc-toggle active\" onclick=\"toggleToc(this)\">\n <span class=\"toc-toggle-text\">Part I \u2014 CSMOP Chapter 10<\/span>\n <span class=\"toc-chevron\">\u25be<\/span>\n <\/button>\n <ul class=\"toc-sub toc-collapsible open\">\n <li><a href=\"#ch1\">\u21b3 Chapter Overview<\/a><\/li>\n <li><a href=\"#s10-1\">\u00a710.1 Activities in Records Mgmt.<\/a><\/li>\n <li><a href=\"#s10-2\">\u00a710.2 Stage of Recording<\/a><\/li>\n <li><a href=\"#s10-3\">\u00a710.3 Departmental Instructions<\/a><\/li>\n <li><a href=\"#s10-4\">\u00a710.4 Categorisation of Records<\/a><\/li>\n <li><a href=\"#s10-5\">\u00a710.5 Procedure for Recording<\/a><\/li>\n <li><a href=\"#s10-6\">\u00a710.6 Stage of Indexing<\/a><\/li>\n <li><a href=\"#s10-7\">\u00a710.7 Record Retention Schedule<\/a><\/li>\n <li><a href=\"#s10-8\">\u00a710.8 Custody of Records<\/a><\/li>\n <li><a href=\"#s10-9\">\u00a710.9 Review & Weeding<\/a><\/li>\n <li><a href=\"#s10-10\">\u00a710.10 Quarterly Progress Reports<\/a><\/li>\n <li><a href=\"#s10-11\">\u00a710.11 Personal Offices of Ministers<\/a><\/li>\n <li><a href=\"#s10-12\">\u00a710.12 Records of Officers & Staff<\/a><\/li>\n <li><a href=\"#s10-13\">\u00a710.13 Requisitioning of Records<\/a><\/li>\n <li><a href=\"#s10-ret\">Retention Schedule Table<\/a><\/li>\n <li><a href=\"#s10-adm\">Administrative Value Records<\/a><\/li>\n <li><a href=\"#s10-hist\">Historical Importance Records<\/a><\/li>\n <\/ul>\n <\/li>\n\n <li class=\"toc-group\">\n <button class=\"toc-toggle\" onclick=\"toggleToc(this)\">\n <span class=\"toc-toggle-text\">Part II \u2014 ISTM Chapter 12<\/span>\n <span class=\"toc-chevron\">\u25be<\/span>\n <\/button>\n <ul class=\"toc-sub toc-collapsible\">\n <li><a href=\"#ch2\">\u21b3 Chapter Overview<\/a><\/li>\n <li><a href=\"#s-def\">Definition & Nature<\/a><\/li>\n <li><a href=\"#s-what\">What Constitutes Records<\/a><\/li>\n <li><a href=\"#s-factors\">Factors for Creation<\/a><\/li>\n <li><a href=\"#s-why\">Why Retain Records (11 Reasons)<\/a><\/li>\n <li><a href=\"#s-lifecycle\">Life Cycle Categories<\/a><\/li>\n <li><a href=\"#s-principles\">Principles of Records Mgmt.<\/a><\/li>\n <li><a href=\"#s-cat\">Categorisation<\/a><\/li>\n <li><a href=\"#s-schedules\">Retention Schedules<\/a><\/li>\n <li><a href=\"#s-transfer\">Transfer of Recorded Files<\/a><\/li>\n <li><a href=\"#s-retrieval\">Retrieval of Records<\/a><\/li>\n <li><a href=\"#s-review-istm\">Review of Records<\/a><\/li>\n <li><a href=\"#s-disposition\">Disposition & Statutory<\/a><\/li>\n <\/ul>\n <\/li>\n\n <li class=\"toc-group\">\n <button class=\"toc-toggle\" onclick=\"toggleToc(this)\">\n <span class=\"toc-toggle-text\">Part III \u2014 GFR Appendix 9<\/span>\n <span class=\"toc-chevron\">\u25be<\/span>\n <\/button>\n <ul class=\"toc-sub toc-collapsible\">\n <li><a href=\"#ch3\">\u21b3 Chapter Overview<\/a><\/li>\n <li><a href=\"#gfr-1\">Records Prohibited<\/a><\/li>\n <li><a href=\"#gfr-2\">Retention Schedule (1\u201313)<\/a><\/li>\n <li><a href=\"#gfr-inst\">Instructions on Retention<\/a><\/li>\n <li><a href=\"#gfr-notes\">Notes on Destruction<\/a><\/li>\n <li><a href=\"#gfr-fin\">Financial Implications<\/a><\/li>\n <li><a href=\"#gfr-pers\">Personnel & Establishment<\/a><\/li>\n <\/ul>\n <\/li>\n\n <li class=\"toc-group\">\n <button class=\"toc-toggle\" onclick=\"toggleToc(this)\">\n <span class=\"toc-toggle-text\">Part IV \u2014 Retention Schedule<\/span>\n <span class=\"toc-chevron\">\u25be<\/span>\n <\/button>\n <ul class=\"toc-sub toc-collapsible\">\n <li><a href=\"#ch4\">\u21b3 Chapter Overview<\/a><\/li>\n <li><a href=\"#ret-mop\">MOP Schedule Table<\/a><\/li>\n <li><a href=\"#ret-adm\">Administrative Value Records<\/a><\/li>\n <li><a href=\"#ret-hist\">Historical Importance Records<\/a><\/li>\n <li><a href=\"#ret-pers\">Personnel & Establishment<\/a><\/li>\n <\/ul>\n <\/li>\n\n <\/ul>\n <\/div>\n <\/aside>\n\n \n <main class=\"article\">\n\n \n <div class=\"chapter-heading-block\" id=\"ch1\">\n <span class=\"chapter-badge\">PART I<\/span>\n <h2>CSMOP \u2014 Chapter 10: Records Management<\/h2>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s10-1\">\n <span class=\"section-badge brand\">\u00a7 10.1<\/span>\n <h3>Activities Involved in Records Management<\/h3>\n <\/div>\n <div class=\"callout brand\">\n <div class=\"callout-label\">\ud83d\udccc The Mandatory Standard<\/div>\n <p>Records management covers activities concerning mainly <span class=\"kw\">Recording<\/span>, <span class=\"kw\">Retention<\/span>, <span class=\"kw\">Retrieval<\/span>, and <span class=\"kw\">Weeding out<\/span>.<\/p>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\ud83d\udcdc<\/span><span>Under <strong>Public Records Act, 1993<\/strong> and <strong>Public Records Rules, 1997<\/strong>, each record-creating agency must nominate a <strong>Departmental Records Officer (DRO)<\/strong> \u2014 not below the level of a <strong>Section Officer<\/strong>.<\/span><\/li>\n <\/ul>\n\n <div class=\"lifecycle-grid\">\n <div class=\"lc-node\"><span class=\"lc-step\">STAGE 1<\/span><span class=\"lc-icon\">\ud83d\udcdd<\/span><span class=\"lc-label\">Creation<\/span><\/div>\n <div class=\"lc-node lc-alt\"><span class=\"lc-step\">STAGE 2<\/span><span class=\"lc-icon\">\ud83d\udcc2<\/span><span class=\"lc-label\">Use of Records<\/span><\/div>\n <div class=\"lc-node\"><span class=\"lc-step\">STAGE 3<\/span><span class=\"lc-icon\">\ud83d\udd12<\/span><span class=\"lc-label\">Recording<\/span><\/div>\n <div class=\"lc-node lc-alt\"><span class=\"lc-step\">STAGE 4<\/span><span class=\"lc-icon\">\ud83d\udce6<\/span><span class=\"lc-label\">Retention<\/span><\/div>\n <div class=\"lc-node lc-alt\"><span class=\"lc-step\">STAGE 5<\/span><span class=\"lc-icon\">\ud83d\uddc4\ufe0f<\/span><span class=\"lc-label\">Transfer to DRR<\/span><\/div>\n <div class=\"lc-node\"><span class=\"lc-step\">STAGE 6<\/span><span class=\"lc-icon\">\u2702\ufe0f<\/span><span class=\"lc-label\">Review \/ Weed<\/span><\/div>\n <div class=\"lc-node lc-alt\"><span class=\"lc-step\">STAGE 7<\/span><span class=\"lc-icon\">\u2696\ufe0f<\/span><span class=\"lc-label\">Appraisal<\/span><\/div>\n <div class=\"lc-node\"><span class=\"lc-step\">STAGE 8<\/span><span class=\"lc-icon\">\ud83c\udfdb\ufe0f<\/span><span class=\"lc-label\">Transfer to NAI<\/span><\/div>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s10-2\">\n <span class=\"section-badge brand\">\u00a7 10.2<\/span>\n <h3>Stage of Recording<\/h3>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\ud83d\udccb<\/span><span>Files should be recorded <span class=\"kw\">after action on all issues<\/span> considered thereon is completed, as per record retention schedules (Para 10.7).<\/span><\/li>\n <\/ul>\n <div class=\"callout amber\">\n <div class=\"callout-label\">\u23f3 Ephemeral Records<\/div>\n <p>Papers of purely <strong>ephemeral nature<\/strong> (casual leave records, temporary circulars) with little reference or research value may be <strong>destroyed after one year<\/strong> without being formally recorded.<\/p>\n <\/div>\n <div class=\"efile-box\">\n <div class=\"efile-box-title\">\ud83d\udcbb Recording in eFile<\/div>\n <ul class=\"icon-list\" style=\"margin:0\">\n <li><span class=\"ico\">\u25b8<\/span><span>Electronic file on which action is complete is <strong>closed<\/strong> and kept in a <strong>closed folder<\/strong>.<\/span><\/li>\n <li><span class=\"ico\">\u25b8<\/span><span>May be closed by creator after approval of <strong>competent authority<\/strong> (Section Officer and above).<\/span><\/li>\n <li><span class=\"ico\">\u25b8<\/span><span>Only the closing official and the authorising official can see the closed file.<\/span><\/li>\n <li><span class=\"ico\">\u25b8<\/span><span>Reopening requires approval of the competent authority.<\/span><\/li>\n <li><span class=\"ico\">\u25b8<\/span><span>Electronic files must also be kept in <strong>external media<\/strong>, checked at least <span class=\"kw\">once a week<\/span>.<\/span><\/li>\n <\/ul>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s10-3\">\n <span class=\"section-badge brand\">\u00a7 10.3<\/span>\n <h3>Departmental Instructions<\/h3>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\ud83d\udccb<\/span><span>Each Department must issue <span class=\"kw\">Departmental Instructions<\/span> to regulate the <strong>recording and reviewing<\/strong> of records. These must be periodically reviewed and re-issued.<\/span><\/li>\n <\/ul>\n\n \n <div class=\"section-heading-block\" id=\"s10-4\">\n <span class=\"section-badge brand\">\u00a7 10.4<\/span>\n <h3>Categorisation of Physical Records<\/h3>\n <\/div>\n <p>Files may be recorded under one of three categories:<\/p>\n <div class=\"cat-grid\">\n <div class=\"cat-card c-a\">\n <span class=\"cc-icon\">\ud83d\udccc<\/span>\n <div class=\"cc-label\">Category A \u2014 Top Tier<\/div>\n <div class=\"cc-title\">Keep & Microfilm<\/div>\n <p>Permanent preservation. Microfilming required if document is too precious for unrestricted access, or if material requires frequent simultaneous reference.<\/p>\n <span class=\"cc-tag\">Permanent<\/span>\n <\/div>\n <div class=\"cat-card c-b\">\n <span class=\"cc-icon\">\ud83d\udcc1<\/span>\n <div class=\"cc-label\">Category B \u2014 Middle Tier<\/div>\n <div class=\"cc-title\">Keep, Don't Microfilm<\/div>\n <p>Permanent preservation for administrative purposes (Appendix 10.2), but not requiring microfilming. No precious documents or frequent simultaneous access.<\/p>\n <span class=\"cc-tag\">Permanent<\/span>\n <\/div>\n <div class=\"cat-card c-c\">\n <span class=\"cc-icon\">\ud83d\udcc5<\/span>\n <div class=\"cc-label\">Category C \u2014 Time-Limited<\/div>\n <div class=\"cc-title\">Keep for Specified Period<\/div>\n <p>Files of secondary importance with reference value for a limited period. In exceptional cases, if retention beyond 10 years is needed, upgrade to Category B.<\/p>\n <span class=\"cc-tag\">\u2264 10 Years<\/span>\n <\/div>\n <\/div>\n <div class=\"callout brand\">\n <div class=\"callout-label\">\ud83d\udcbb eFile Categorisation<\/div>\n <p>eFiles are recorded under only <strong>two categories<\/strong>: <span class=\"kw\">Category A<\/span> (permanent) and <span class=\"kw\">Category C<\/span> (\u2264 10 years). eFiles in Category C required beyond 10 years must be upgraded to <strong>Category A<\/strong>.<\/p>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s10-5\">\n <span class=\"section-badge brand\">\u00a7 10.5<\/span>\n <h3>Procedure for Recording<\/h3>\n <\/div>\n <p>After action is completed, the Dealing\/Initiating Officer in consultation with the supervisory officer should close and record the file through the following 12 steps:<\/p>\n <table class=\"compare-table\">\n <thead><tr><th>Step<\/th><th>Action Required<\/th><\/tr><\/thead>\n <tbody>\n <tr><td><strong>i<\/strong><\/td><td>Indicate appropriate <strong>category & retention period<\/strong>. For Category 'C', note \"C\/5 \u2013 Destroy 2\/2023\" on file cover. Needs Section Officer approval.<\/td><\/tr>\n <tr><td><strong>ii<\/strong><\/td><td>Revise the <strong>file title<\/strong> where necessary to adequately describe final contents.<\/td><\/tr>\n <tr><td><strong>iii<\/strong><\/td><td>Get file <strong>indexed<\/strong> \u2014 mandatory for Category A & B files.<\/td><\/tr>\n <tr><td><strong>iv<\/strong><\/td><td>Take extracts of important decisions\/documents for the <strong>standing guard file, precedent book<\/strong>, etc.<\/td><\/tr>\n <tr><td><strong>v<\/strong><\/td><td>Remove and destroy <strong>superfluous papers<\/strong> (reminders, routine slips, rough drafts) \u2014 unless having audit or legal value.<\/td><\/tr>\n <tr><td><strong>vi<\/strong><\/td><td>Complete all references; mark <strong>previous and later references<\/strong> clearly on the file cover.<\/td><\/tr>\n <tr><td><strong>vii<\/strong><\/td><td>Complete <strong>columns 4 and 5<\/strong> of the file register (Appendix 7.3); correct column 2 if necessary.<\/td><\/tr>\n <tr><td><strong>viii<\/strong><\/td><td>Enter file number in the <strong>register for watching progress of recording<\/strong> (Appendix 10.1).<\/td><\/tr>\n <tr><td><strong>ix<\/strong><\/td><td>Write <strong>\"RECORDED\"<\/strong> prominently in <strong>red ink<\/strong> across entries in the file movement register.<\/td><\/tr>\n <tr><td><strong>x<\/strong><\/td><td>Convert all <strong>pencil notations<\/strong> (page numbers\/references) into ink.<\/td><\/tr>\n <tr><td><strong>xi<\/strong><\/td><td>Prepare <strong>fresh file covers<\/strong> where necessary, transferring all previous entries.<\/td><\/tr>\n <tr><td><strong>xii<\/strong><\/td><td>Hand over to <strong>MTS<\/strong> for repair and stitching. Show to designated official for final entries before bundling.<\/td><\/tr>\n <\/tbody>\n <\/table>\n <div class=\"efile-box\">\n <div class=\"efile-box-title\">\ud83d\udcbb eFile Recording Restrictions<\/div>\n <ul class=\"icon-list\" style=\"margin:0\">\n <li><span class=\"ico\">\u2716<\/span><span>Change of file title or removal of any paper from any part of an electronic file is <strong>not permissible<\/strong>.<\/span><\/li>\n <li><span class=\"ico\">\u2714<\/span><span>File maintenance is a <strong>continuous and automatic activity<\/strong> in eFile.<\/span><\/li>\n <\/ul>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s10-6\">\n <span class=\"section-badge brand\">\u00a7 10.6<\/span>\n <h3>Stage of Indexing<\/h3>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\ud83d\udcc7<\/span><span>Files are indexed at the time of their recording.<\/span><\/li>\n <li><span class=\"ico\">\u2705<\/span><span>Only <span class=\"kw\">Category A & B<\/span> files are indexed.<\/span><\/li>\n <li><span class=\"ico\">\u26a1<\/span><span><strong>Exception:<\/strong> If a list of recorded files is available in MS-Word or PDF format, indexing is not required.<\/span><\/li>\n <\/ul>\n <div class=\"efile-box\">\n <div class=\"efile-box-title\">\ud83d\udcc7 Indexing in eFile<\/div>\n <ul class=\"icon-list\" style=\"margin:0\">\n <li><span class=\"ico\">\u25b8<\/span><span>Metadata of the file along with recording info enables easy tracking, retrieval, and status monitoring.<\/span><\/li>\n <li><span class=\"ico\">\u25b8<\/span><span>Searchable parameters: <span class=\"kw\">File number<\/span>, <span class=\"kw\">Subject\/Part-subject<\/span>, <span class=\"kw\">Category<\/span>, and creation parameters.<\/span><\/li>\n <\/ul>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s10-7\">\n <span class=\"section-badge brand\">\u00a7 10.7<\/span>\n <h3>Record Retention Schedule<\/h3>\n <\/div>\n <table class=\"compare-table\">\n <thead><tr><th>Type of Records<\/th><th>Retention Schedule Reference<\/th><\/tr><\/thead>\n <tbody>\n <tr><td>Accounts Records<\/td><td>Appendix 9 of <span class=\"kw\">General Financial Rules (GFR), 2017<\/span><\/td><\/tr>\n <tr><td>Establishment & Housekeeping (common to all Depts.)<\/td><td>Common schedule issued by <span class=\"kw\">DARPG<\/span><\/td><\/tr>\n <tr><td>Manual Records (referred in MOP)<\/td><td>Appendix 10.10 of CSMOP<\/td><\/tr>\n <tr><td>Substantive Functions of a Department<\/td><td>Departmental schedules vetted by <span class=\"kw\">National Archives of India (NAI)<\/span><\/td><\/tr>\n <\/tbody>\n <\/table>\n <div class=\"callout green\">\n <div class=\"callout-label\">\ud83d\udd04 Mandatory Review<\/div>\n <p>All retention schedules must be reviewed <strong>at least once in 5 years<\/strong>.<\/p>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s10-8\">\n <span class=\"section-badge brand\">\u00a7 10.8<\/span>\n <h3>Custody of Records<\/h3>\n <\/div>\n <div class=\"flow-strip\">\n <div class=\"flow-node\">\n <span class=\"fn-icon\">\ud83d\uddc3\ufe0f<\/span>\n <span class=\"fn-title\">Section \/ Desk<\/span>\n <span class=\"fn-dur\">\u2264 1 Year<\/span>\n <\/div>\n <div class=\"flow-arrow\">\u2192<\/div>\n <div class=\"flow-node\">\n <span class=\"fn-icon\">\ud83c\udfe2<\/span>\n <span class=\"fn-title\">Dept. Record Room (DRR)<\/span>\n <span class=\"fn-dur\">Up to 24 more years<\/span>\n <\/div>\n <div class=\"flow-arrow\">\u2192<\/div>\n <div class=\"flow-node\">\n <span class=\"fn-icon\">\ud83c\udfdb\ufe0f<\/span>\n <span class=\"fn-title\">National Archives of India (NAI)<\/span>\n <span class=\"fn-dur\">Permanent<\/span>\n <\/div>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\ud83d\udcc4<\/span><span>Files transferred via <strong>Appendix 10.3<\/strong> (duplicate list). One copy stays with receiver; other is returned to transferor.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcd6<\/span><span>DRR maintains a <strong>Record Review Register (Appendix 10.4)<\/strong> with pages allotted for future years.<\/span><\/li>\n <li><span class=\"ico\">\ud83c\udfdb\ufe0f<\/span><span><strong>25-Year Rule:<\/strong> Files reaching their 25th year which survive review are stamped <span class=\"kw\">TRANSFERRED TO NAI<\/span> and sent with a list in triplicate.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udd25<\/span><span><strong>Preservation Standards:<\/strong> Record rooms must be ventilated, well-lit, fire-safe, moisture-free; records dusted regularly and periodically fumigated.<\/span><\/li>\n <\/ul>\n <div class=\"efile-box\">\n <div class=\"efile-box-title\">\ud83d\udd04 Review of eFiles<\/div>\n <ul class=\"icon-list\" style=\"margin:0\">\n <li><span class=\"ico\">\u25b8<\/span><span>Closed e-files are reviewed as per schedules and marked for <strong>weeding out<\/strong> or <strong>transfer to NAI<\/strong> as per accession procedures.<\/span><\/li>\n <\/ul>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s10-9\">\n <span class=\"section-badge brand\">\u00a7 10.9<\/span>\n <h3>Review & Weeding of Records<\/h3>\n <\/div>\n <div class=\"review-grid\">\n <div class=\"review-card\">\n <div class=\"review-card-head\" style=\"background:rgba(26,107,115,0.08)\">\n <div class=\"rch-dot\" style=\"background:var(--teal)\"><\/div>\n <div>\n <div class=\"rch-cat\" style=\"color:var(--teal)\">Category C<\/div>\n <div style=\"font-size:11px;color:#555\">Secondary importance files<\/div>\n <\/div>\n <\/div>\n <ul class=\"review-card-body\">\n <li><span class=\"ico\">\u25b8<\/span><div>Reckoned from <strong>Year of Closing<\/strong><\/div><\/li>\n <li><span class=\"ico\">\u25b8<\/span><div>Review on expiry of retention period<\/div><\/li>\n <li><span class=\"ico\">\u25b8<\/span><div>Extended retention must <strong>not exceed 10 years total<\/strong><\/div><\/li>\n <li><span class=\"ico\">\u25b8<\/span><div>Approval required from <strong>Branch Officer \/ Divisional Head<\/strong><\/div><\/li>\n <\/ul>\n <\/div>\n <div class=\"review-card\">\n <div class=\"review-card-head\" style=\"background:rgba(122,26,26,0.07)\">\n <div class=\"rch-dot\" style=\"background:var(--red)\"><\/div>\n <div>\n <div class=\"rch-cat\" style=\"color:var(--red)\">Category A & B<\/div>\n <div style=\"font-size:11px;color:#555\">Permanent retention files<\/div>\n <\/div>\n <\/div>\n <ul class=\"review-card-body\">\n <li><span class=\"ico\">\u25b8<\/span><div>Reckoned from <strong>Year of Opening<\/strong><\/div><\/li>\n <li><span class=\"ico\">\u25b8<\/span><div>Review on attaining <strong>25th year<\/strong><\/div><\/li>\n <li><span class=\"ico\">\u25b8<\/span><div>Surviving files transferred to <strong>NAI<\/strong><\/div><\/li>\n <li><span class=\"ico\">\u25b8<\/span><div>Review cycle begins in <strong>January<\/strong> each year in 4 lots: Jan, Apr, Jul, Sep<\/div><\/li>\n <\/ul>\n <\/div>\n <\/div>\n <div class=\"warn-card\">\n <div class=\"warn-stamp\">\u26a0\ufe0f Critical Exception<\/div>\n <h4>Legal & Inquiry Proceedings<\/h4>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\ud83d\udeab<\/span><span>Files related to <strong>Departmental Inquiries, Commissions of Inquiry, Court Proceedings\/Judgments<\/strong> may NOT be destroyed even if lifecycle is complete.<\/span><\/li>\n <li><span class=\"ico\">\u2705<\/span><span>Destruction only after report submission or judgment implementation.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udc64<\/span><span>Requires approval of <strong>Joint Secretary \/ Head of Department<\/strong>.<\/span><\/li>\n <li><span class=\"ico\">\u23f3<\/span><span>Files must be kept during <strong>appeals<\/strong> or <strong>challenge periods<\/strong>.<\/span><\/li>\n <\/ul>\n <\/div>\n <p style=\"margin-bottom:14px\"><strong>Manner of Destruction:<\/strong><\/p>\n <div class=\"dest-grid\">\n <div class=\"dest-card d-routine\">\n <span class=\"d-icon\">\ud83d\udcc4<\/span>\n <div class=\"d-title\">Routine Records<\/div>\n <p>Manually torn into small pieces<\/p>\n <\/div>\n <div class=\"dest-card d-class\">\n <span class=\"d-icon\">\ud83d\udd2a<\/span>\n <div class=\"d-title\">Classified Records<\/div>\n <p>Use of shredder<\/p>\n <\/div>\n <div class=\"dest-card d-secret\">\n <span class=\"d-icon\">\ud83d\udd25<\/span>\n <div class=\"d-title\">Secret Records<\/div>\n <p>Shredded first, then incinerated<\/p>\n <\/div>\n <\/div>\n <div class=\"callout brand\">\n <div class=\"callout-label\">\ud83d\udcc9 Measures to Reduce Volume<\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\ud83d\udce2<\/span><span><strong>Annual Special Drive<\/strong> \u2014 launched to record\/review all Category 'C' files.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udc54<\/span><span><strong>JS Half-Yearly Review<\/strong> \u2014 state of weeding reviewed half-yearly by each <strong>Joint Secretary<\/strong>.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udd0d<\/span><span><strong>Inspection Attention<\/strong> \u2014 officers must pay special attention to Records Management during inspections.<\/span><\/li>\n <\/ul>\n <\/div>\n <div class=\"efile-box\">\n <div class=\"efile-box-title\">\u2b55 Records Management System (RMS) in eFile<\/div>\n <ul class=\"icon-list\" style=\"margin:0\">\n <li><span class=\"ico\">\u25b8<\/span><span>Once physical files are reviewed, the RMS takes care of weeding out procedures automatically as per prescribed manual standards.<\/span><\/li>\n <\/ul>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s10-10\">\n <span class=\"section-badge brand\">\u00a7 10.10<\/span>\n <h3>Quarterly Progress Reports<\/h3>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">i.<\/span><span>The <strong>Record Officer<\/strong> prepares progress reports each quarter (in duplicate) on recording and review for the preceding 3 months (Appendices 10.6 & 10.7). Submitted to Section Officer along with: (a) Register for watching progress of recording (Appendix 10.1); and (b) Lists of files received for review (Appendix 10.5).<\/span><\/li>\n <li><span class=\"ico\">ii.<\/span><span>The <strong>Section Officer<\/strong> checks both statements, submits one copy to the Branch Officer and sends the other to the section handling <strong>Internal Work Study<\/strong>.<\/span><\/li>\n <li><span class=\"ico\">iii.<\/span><span>The <strong>DSIWS\/O&M section<\/strong> posts figures in Appendices 10.6 & 10.7, prepares consolidated statement for the Department (Appendices 10.8 & 10.9), watches progress, and brings significant trends to the notice of the <strong>O&M Officer and Secretary<\/strong>.<\/span><\/li>\n <\/ul>\n\n \n <div class=\"section-heading-block\" id=\"s10-11\">\n <span class=\"section-badge brand\">\u00a7 10.11<\/span>\n <h3>Personal Offices of Ministers<\/h3>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">a.<\/span><span>Must maintain <strong>registration, dispatch, and file movement registers<\/strong>. Secret papers connected with Cabinet meetings kept in separate folders.<\/span><\/li>\n <li><span class=\"ico\">b.<\/span><span>When files are given informally to the Minister, the <strong>PS to Minister<\/strong> must be informed. PS tracks movement and ensures file is returned once disposed.<\/span><\/li>\n <\/ul>\n <div class=\"callout brand\">\n <div class=\"callout-label\">\u2712\ufe0f Ink & Notation Standards<\/div>\n <p>Only <strong>Black or Blue ink<\/strong> shall be used. Divide notes into serially numbered paragraphs. Handwritten notes <strong>should be avoided<\/strong>; notes of half a page or more must be electronically printed on <strong>both sides<\/strong>.<\/p>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s10-12\">\n <span class=\"section-badge brand\">\u00a7 10.12<\/span>\n <h3>Records of Officers & Staff<\/h3>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\ud83d\udccb<\/span><span>Each Department may issue <span class=\"kw\">departmental instructions<\/span> to regulate the review and weeding out of records maintained by <strong>officers and their personal staff<\/strong>.<\/span><\/li>\n <\/ul>\n\n \n <div class=\"section-heading-block\" id=\"s10-13\">\n <span class=\"section-badge brand\">\u00a7 10.13<\/span>\n <h3>Requisitioning of Records<\/h3>\n <\/div>\n <div class=\"callout green\">\n <div class=\"callout-label\">\ud83d\udcdc Mandatory Standard<\/div>\n <p>No recorded file will be issued from sections, DRR, or Archival records <strong>except with a signed archival records request<\/strong> in the form prescribed under the Public Records Act, 1993 \/ Rules, 1997.<\/p>\n <\/div>\n <div class=\"stat-grid\">\n <div class=\"stat-card amber-hi\"><span class=\"big-icon\">\ud83d\udcc5<\/span><div class=\"stat-label\">DRR Return (CSMOP)<\/div><div class=\"stat-amount\">6 Mo.<\/div><div class=\"stat-sub\">Normal return deadline from DRR<\/div><\/div>\n <div class=\"stat-card brand-hi\"><span class=\"big-icon\">\ud83c\udfdb\ufe0f<\/span><div class=\"stat-label\">NAI Retention Max.<\/div><div class=\"stat-amount\">1 Yr<\/div><div class=\"stat-sub\">Without specific knowledge and consent<\/div><\/div>\n <div class=\"stat-card teal-hi\"><span class=\"big-icon\">\ud83d\udccb<\/span><div class=\"stat-label\">NAI Transfer List<\/div><div class=\"stat-amount\">3 Copies<\/div><div class=\"stat-sub\">Triplicate list sent with files<\/div><\/div>\n <div class=\"stat-card green-hi\"><span class=\"big-icon\">\ud83d\udd0f<\/span><div class=\"stat-label\">Confidential Files<\/div><div class=\"stat-amount\">Via Dept.<\/div><div class=\"stat-sub\">NAI routes via owning department<\/div><\/div>\n <\/div>\n <div class=\"efile-box\">\n <div class=\"efile-box-title\">\ud83d\udcbe Records Management System (RMS)<\/div>\n <ul class=\"icon-list\" style=\"margin:0\">\n <li><span class=\"ico\">\u25b8<\/span><span>List of files to be reviewed in a year is available in the system based on defined categories.<\/span><\/li>\n <li><span class=\"ico\">\u25b8<\/span><span>Facilities: categorisation, sending to record room, location tracking, reviewing, transfer to NAI, weeding out.<\/span><\/li>\n <li><span class=\"ico\">\u25b8<\/span><span>Presently, all electronic files are retained in the <strong>eFile system<\/strong>.<\/span><\/li>\n <\/ul>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s10-ret\">\n <span class=\"section-badge brand\">Appendix<\/span>\n <h3>Retention Schedule for Records (MOP)<\/h3>\n <\/div>\n <div class=\"callout brand\">\n <div class=\"callout-label\">\u23f1\ufe0f Mandatory Rule<\/div>\n <p>The retention period is reckoned with reference to the date from which the record <strong>ceases to be current\/active<\/strong>.<\/p>\n <\/div>\n <table class=\"compare-table\">\n <thead><tr><th>Description of Record<\/th><th>Retention Period<\/th><\/tr><\/thead>\n <tbody>\n <tr><td>Dak Register<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>Standing Guard Files<\/td><td><strong>Permanent<\/strong> (weed out when revised)<\/td><\/tr>\n <tr><td>Section Dispatch Register<\/td><td><strong>5 Years<\/strong><\/td><\/tr>\n <tr><td>Messenger Book<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>File Register<\/td><td><strong>Permanent<\/strong><\/td><\/tr>\n <tr><td>File Movement Register<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>Register for Progress of Recording<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>Precedent Book<\/td><td><strong>Permanent<\/strong><\/td><\/tr>\n <tr><td>List of Files Transferred to DRR<\/td><td><strong>25 Years<\/strong><\/td><\/tr>\n <tr><td>List of Files Transferred to National Archives<\/td><td><strong>Permanent<\/strong><\/td><\/tr>\n <tr><td>Record Review Register<\/td><td><strong>1 Year<\/strong><\/td><\/tr>\n <tr><td>List of Files Received for Review<\/td><td><strong>1 Year<\/strong><\/td><\/tr>\n <tr><td>Record Requisition Slip (NAI)<\/td><td>Destroy after return to NAI<\/td><\/tr>\n <tr><td>Monthly Progress Report on Recording<\/td><td><strong>1 Year<\/strong><\/td><\/tr>\n <tr><td>Register of Communications from MPs\/VIPs<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>Register of Parliamentary Assurances<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>Check-lists for Periodical Reports<\/td><td><strong>1 Year<\/strong><\/td><\/tr>\n <tr><td>Inspection Reports<\/td><td><strong>1 Year<\/strong> after ATN is accepted<\/td><\/tr>\n <\/tbody>\n <\/table>\n\n \n <div class=\"section-heading-block\" id=\"s10-adm\">\n <span class=\"section-badge brand\">\u00a7 A<\/span>\n <h3>Records of Administrative Value<\/h3>\n <\/div>\n <p style=\"font-style:italic;color:#555;margin-bottom:14px\">Papers required to be kept indefinitely for the administration's use:<\/p>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\u2696\ufe0f<\/span><span><strong>Rights & Obligations<\/strong> \u2014 Evidence of rights or obligations of\/against the government (property titles, deeds, awards, sanctions).<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcdc<\/span><span><strong>Major Policy Decisions<\/strong> \u2014 Including preparation or modification of legislation.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udc65<\/span><span><strong>Committees & Working Groups<\/strong> \u2014 Constitution, functions, and working of important committees and working groups.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcda<\/span><span><strong>Lasting Precedents<\/strong> \u2014 Administrative memoranda, historical reports, legal opinions on important matters.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcd6<\/span><span><strong>Rules & Regulations<\/strong> \u2014 Departmental guides or instructions of general application.<\/span><\/li>\n <li><span class=\"ico\">\ud83c\udfe2<\/span><span><strong>Organisation & Staffing<\/strong> \u2014 Salient features of organisation and staffing of government departments and offices.<\/span><\/li>\n <li><span class=\"ico\">\ud83c\udfdb\ufe0f<\/span><span><strong>Important Litigation<\/strong> \u2014 Papers relating to important litigation or 'causes celebres' involving the administration.<\/span><\/li>\n <\/ul>\n\n \n <div class=\"section-heading-block\" id=\"s10-hist\">\n <span class=\"section-badge brand\">\u00a7 B<\/span>\n <h3>Records of Historical Importance<\/h3>\n <\/div>\n <p style=\"font-style:italic;color:#555;margin-bottom:14px\">Papers of value to historians and research scholars:<\/p>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\ud83c\udf31<\/span><span><strong>Origin & Organisation<\/strong> \u2014 How a department was created, organised, functioned, and if defunct \u2014 how and why it was dissolved.<\/span><\/li>\n <li><span class=\"ico\">\ud83c\udfc6<\/span><span><strong>Accomplishments<\/strong> \u2014 Data on what the department\/agency accomplished (samples or annual reports).<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udd00<\/span><span><strong>Policy Change Indicators<\/strong> \u2014 Identified via (a) Summaries for Ministers, (b) Committee appointments, (c) Notes for the Cabinet or Cabinet Committees.<\/span><\/li>\n <li><span class=\"ico\">\u2699\ufe0f<\/span><span><strong>Policy Implementation<\/strong> \u2014 Instructions for executing agencies and relevant forms.<\/span><\/li>\n <li><span class=\"ico\">\ud83c\udf10<\/span><span><strong>Public & International Events<\/strong> \u2014 Events causing interest\/controversy on a national or international plane.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcca<\/span><span><strong>Trends & Developments<\/strong> \u2014 Political, social, economic developments, including unpublished statistical data.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcf0<\/span><span><strong>Citations in Official Publications<\/strong> \u2014 Papers cited in or consulted in connection with official publications.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udd2c<\/span><span><strong>Scientific Research & Development<\/strong> \u2014 Important aspects of scientific or technical R&D.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udccd<\/span><span><strong>Local Interest Matters<\/strong> \u2014 Matters not reasonably available locally, or covering the whole country.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\uddff<\/span><span><strong>Obsolete Investigations<\/strong> \u2014 Obsolete activities, abortive schemes in important fields.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcdc<\/span><span><strong>Departmental Historical Sources<\/strong> \u2014 Any category treated as genuine historical sources (biographical\/antiquarian interest).<\/span><\/li>\n <\/ul>\n\n <hr class=\"section-divider\">\n\n \n <div class=\"chapter-heading-block\" id=\"ch2\">\n <span class=\"chapter-badge\">PART II<\/span>\n <h2>ISTM \u2014 Chapter 12: Records Management<\/h2>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s-def\">\n <span class=\"section-badge teal\">\u00a7 1<\/span>\n <h3>Definition & Nature of Records<\/h3>\n <\/div>\n <div class=\"callout teal\">\n <div class=\"callout-label\">\ud83d\udcd6 Definition<\/div>\n <p>Records are <em>sources of information that possess future referral value<\/em> \u2014 the <strong>\"Memory\" of an Organisation\"<\/strong>. Vital tools for management to make tactical, operational, or strategic decisions.<\/p>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\ud83d\udcc4<\/span><span><strong>Paper Medium<\/strong> \u2014 Traditional paper-based files, registers, reports, correspondence, manuals, maps, and official forms.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcbe<\/span><span><strong>Non-Paper Medium<\/strong> \u2014 Floppies, CDs, audio-tapes, micro-films, and cyber space (digital formats).<\/span><\/li>\n <\/ul>\n\n \n <div class=\"section-heading-block\" id=\"s-what\">\n <span class=\"section-badge teal\">\u00a7 2<\/span>\n <h3>What Constitutes Records?<\/h3>\n <\/div>\n <p>Records are the end product of an office's informational role \u2014 collecting, collating, storing, processing, and disseminating information.<\/p>\n <table class=\"compare-table\" style=\"margin-top:14px\">\n <thead><tr><th colspan=\"2\">Building Blocks of Official Records<\/th><\/tr><\/thead>\n <tbody>\n <tr><td>\ud83d\udcc2 Files & Registers<\/td><td>\ud83d\udce7 Reports & Correspondence<\/td><\/tr>\n <tr><td>\ud83d\uddfa\ufe0f Manuals & Maps<\/td><td>\ud83d\udccb Official Forms<\/td><\/tr>\n <\/tbody>\n <\/table>\n\n \n <div class=\"section-heading-block\" id=\"s-factors\">\n <span class=\"section-badge teal\">\u00a7 3<\/span>\n <h3>Factors Leading to Creation of Records<\/h3>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\ud83c\udf10<\/span><span><strong>External Activities<\/strong> \u2014 Various communications received from outside sources.<\/span><\/li>\n <li><span class=\"ico\">\ud83c\udfe0<\/span><span><strong>Internal Activities<\/strong> \u2014 Analysis of external communications; internal decision-making; communications conveying final decisions.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\uddd2\ufe0f<\/span><span><strong>Mini Records<\/strong> \u2014 Aids to facilitate internal working: running summaries of cases, reference folders, standing notes, standing guard files.<\/span><\/li>\n <\/ul>\n\n \n <div class=\"section-heading-block\" id=\"s-why\">\n <span class=\"section-badge teal\">\u00a7 4<\/span>\n <h3>Why Retain Government Records? \u2014 11 Key Reasons<\/h3>\n <\/div>\n <table class=\"compare-table\">\n <thead><tr><th>#<\/th><th>Reason<\/th><th>#<\/th><th>Reason<\/th><\/tr><\/thead>\n <tbody>\n <tr><td><strong>1<\/strong><\/td><td>Statutory Requirement \u2014 Public Records Act, 1993<\/td><td><strong>2<\/strong><\/td><td>RTI Act 2005 & E-Governance<\/td><\/tr>\n <tr><td><strong>3<\/strong><\/td><td>External Obligations (Audit, Courts, Legislature)<\/td><td><strong>4<\/strong><\/td><td>Administrative Continuity<\/td><\/tr>\n <tr><td><strong>5<\/strong><\/td><td>Establishes Precedents for future use<\/td><td><strong>6<\/strong><\/td><td>Consistency & Uniformity<\/td><\/tr>\n <tr><td><strong>7<\/strong><\/td><td>Transparency \u2014 Open government working<\/td><td><strong>8<\/strong><\/td><td>Fixing Responsibility \/ Accountability<\/td><\/tr>\n <tr><td><strong>9<\/strong><\/td><td>Historical & Cultural Value<\/td><td><strong>10<\/strong><\/td><td>Financial Propriety<\/td><\/tr>\n <tr><td><strong>11<\/strong><\/td><td>Evidence \u2014 Legal proof in cases of dispute<\/td><td><\/td><td><\/td><\/tr>\n <\/tbody>\n <\/table>\n\n \n <div class=\"section-heading-block\" id=\"s-lifecycle\">\n <span class=\"section-badge teal\">\u00a7 5<\/span>\n <h3>Life Cycle Categories<\/h3>\n <\/div>\n <div class=\"lifecycle-grid\">\n <div class=\"lc-node\"><span class=\"lc-step\">PHASE i<\/span><span class=\"lc-icon\">\ud83d\udcdd<\/span><span class=\"lc-label\">Creation Control<\/span><\/div>\n <div class=\"lc-node lc-alt\"><span class=\"lc-step\">PHASE ii<\/span><span class=\"lc-icon\">\ud83c\udff7\ufe0f<\/span><span class=\"lc-label\">Categorisation<\/span><\/div>\n <div class=\"lc-node\"><span class=\"lc-step\">PHASE iii<\/span><span class=\"lc-icon\">\ud83d\udce4<\/span><span class=\"lc-label\">Transfer<\/span><\/div>\n <div class=\"lc-node lc-alt\"><span class=\"lc-step\">PHASE iv<\/span><span class=\"lc-icon\">\ud83d\udd27<\/span><span class=\"lc-label\">Maintenance<\/span><\/div>\n <div class=\"lc-node lc-alt\"><span class=\"lc-step\">PHASE v<\/span><span class=\"lc-icon\">\ud83d\udee1\ufe0f<\/span><span class=\"lc-label\">Preservation<\/span><\/div>\n <div class=\"lc-node\"><span class=\"lc-step\">PHASE vi<\/span><span class=\"lc-icon\">\ud83d\udd0d<\/span><span class=\"lc-label\">Review<\/span><\/div>\n <div class=\"lc-node lc-alt\"><span class=\"lc-step\">PHASE vii<\/span><span class=\"lc-icon\">\u2702\ufe0f<\/span><span class=\"lc-label\">Weeding<\/span><\/div>\n <div class=\"lc-node\"><span class=\"lc-step\">PHASE viii<\/span><span class=\"lc-icon\">\ud83c\udfdb\ufe0f<\/span><span class=\"lc-label\">Transfer to NAI<\/span><\/div>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s-principles\">\n <span class=\"section-badge teal\">\u00a7 6<\/span>\n <h3>Principles of Efficient Records Management<\/h3>\n <\/div>\n <table class=\"compare-table\">\n <thead><tr><th>Principle<\/th><th>Detail<\/th><\/tr><\/thead>\n <tbody>\n <tr><td><strong>I. Creation Control<\/strong><\/td><td>Control over record creation from inception to final disposition. Only relevant papers in file; transitory papers must not clutter.<\/td><\/tr>\n <tr><td><strong>II. Retention Schedules<\/strong><\/td><td>Elaborate schedules corresponding to approved filing systems. Uniform schedules reviewed every five years.<\/td><\/tr>\n <tr><td><strong>III. Regular Review<\/strong><\/td><td>Closed records regularly reviewed for intrinsic and informational value after expiry of initial retention period.<\/td><\/tr>\n <tr><td><strong>IV. Constant Weeding<\/strong><\/td><td>Weed out records that have outlived utility to keep maintenance costs minimum.<\/td><\/tr>\n <tr><td><strong>V. Accessibility<\/strong><\/td><td>Stored such that they are accessible to agencies that need to utilise them.<\/td><\/tr>\n <tr><td><strong>VI. Speedy Retrieval<\/strong><\/td><td>Storage design must facilitate fast and efficient retrieval of records.<\/td><\/tr>\n <tr><td><strong>VII. Economy<\/strong><\/td><td>Records occupy minimum space. Cost of storage equipment and retrieval must be low.<\/td><\/tr>\n <\/tbody>\n <\/table>\n\n \n <div class=\"section-heading-block\" id=\"s-cat\">\n <span class=\"section-badge teal\">\u00a7 7<\/span>\n <h3>Categorisation of Records<\/h3>\n <\/div>\n <div class=\"cat-grid\">\n <div class=\"cat-card c-a\">\n <span class=\"cc-icon\">\ud83d\udccc<\/span>\n <div class=\"cc-label\">Category A<\/div>\n <div class=\"cc-title\">Keep & Microfilm<\/div>\n <p>Permanent preservation. Kept with creator for at most <strong>25 years<\/strong>, then jointly reviewed with NAI. Files surviving review are taken over by NAI.<\/p>\n <span class=\"cc-tag\">Permanent + NAI<\/span>\n <\/div>\n <div class=\"cat-card c-b\">\n <span class=\"cc-icon\">\ud83d\udcc1<\/span>\n <div class=\"cc-label\">Category B<\/div>\n <div class=\"cc-title\">Keep, Don't Microfilm<\/div>\n <p>Permanent preservation for administrative purposes, but not containing material requiring microfilming.<\/p>\n <span class=\"cc-tag\">Permanent<\/span>\n <\/div>\n <div class=\"cat-card c-c\">\n <span class=\"cc-icon\">\ud83d\udcc5<\/span>\n <div class=\"cc-label\">Category C<\/div>\n <div class=\"cc-title\">Specified Period Only<\/div>\n <p>Secondary value. Reference value for a limited period not exceeding 10 years.<\/p>\n <span class=\"cc-tag\">\u2264 10 Years<\/span>\n <\/div>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s-schedules\">\n <span class=\"section-badge teal\">\u00a7 8<\/span>\n <h3>Record Retention Schedules \u2014 Four Types<\/h3>\n <\/div>\n <table class=\"compare-table\">\n <thead><tr><th>Type<\/th><th>Reference<\/th><\/tr><\/thead>\n <tbody>\n <tr><td>Records pertaining to Accounts<\/td><td>Appendix 13 of General Financial Rules<\/td><\/tr>\n <tr><td>Common to all Depts. (Establishment, Vigilance, Office Services)<\/td><td>Schedule issued by DARPG<\/td><\/tr>\n <tr><td>Records referred in C.S. MOP<\/td><td>Appendix 28 of C.S. MOP<\/td><\/tr>\n <tr><td>Substantive items of work of a Department<\/td><td>Departmental schedule drafted by Dept., <strong>vetted by NAI<\/strong>, reviewed every 5 years<\/td><\/tr>\n <\/tbody>\n <\/table>\n\n \n <div class=\"section-heading-block\" id=\"s-transfer\">\n <span class=\"section-badge teal\">\u00a7 9<\/span>\n <h3>Transfer of Recorded Files<\/h3>\n <\/div>\n <div class=\"flow-strip\">\n <div class=\"flow-node\">\n <span class=\"fn-icon\">\ud83d\udd8a\ufe0f<\/span>\n <span class=\"fn-title\">Case-Processor<\/span>\n <span class=\"fn-dur\">Processing live issues<\/span>\n <\/div>\n <div class=\"flow-arrow\">\u2192<\/div>\n <div class=\"flow-node\">\n <span class=\"fn-icon\">\ud83d\uddc3\ufe0f<\/span>\n <span class=\"fn-title\">Daftry\/Peon (Section)<\/span>\n <span class=\"fn-dur\">1 Year<\/span>\n <\/div>\n <div class=\"flow-arrow\">\u2192<\/div>\n <div class=\"flow-node\">\n <span class=\"fn-icon\">\ud83c\udfe2<\/span>\n <span class=\"fn-title\">DRR<\/span>\n <span class=\"fn-dur\">24 more years<\/span>\n <\/div>\n <div class=\"flow-arrow\">\u2192<\/div>\n <div class=\"flow-node\">\n <span class=\"fn-icon\">\ud83c\udfdb\ufe0f<\/span>\n <span class=\"fn-title\">NAI<\/span>\n <span class=\"fn-dur\">Permanent<\/span>\n <\/div>\n <\/div>\n <div class=\"callout amber\">\n <div class=\"callout-label\">\u26a0\ufe0f Exception \u2014 Pay Bill Registers<\/div>\n <p>Pay Bill Registers have a prescribed retention period of <strong>35 years<\/strong> and so remain in DRR for <strong>34 years<\/strong>.<\/p>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s-retrieval\">\n <span class=\"section-badge teal\">\u00a7 10<\/span>\n <h3>Retrieval of Records<\/h3>\n <\/div>\n <div class=\"highlight-banner\">\n <div class=\"hb-icon\">\ud83d\udd0d<\/div>\n <div>\n <h4>If a preserved record cannot be retrieved, it is as good as destroyed<\/h4>\n <p>Records must be properly identified (exact file number, etc.) using key aids. Every custodian issues records only against a <span class=\"hb-badge\">coloured requisition card<\/span>. Purpose and identity of the current record must be indicated mandatorily.<\/p>\n <\/div>\n <\/div>\n <p style=\"font-weight:700;margin-bottom:8px\">Aids to Retrieve Records:<\/p>\n <table class=\"compare-table\">\n <thead><tr><th>Aid<\/th><th>Aid<\/th><\/tr><\/thead>\n <tbody>\n <tr><td>a) Organisational History<\/td><td>f) Alphabetical List<\/td><\/tr>\n <tr><td>b) Printed Index Heads<\/td><td>g) Precedent Books<\/td><\/tr>\n <tr><td>c) Induction Note<\/td><td>h) Standing Guard File<\/td><\/tr>\n <tr><td>d) Index Cards<\/td><td>i) Standing Note<\/td><\/tr>\n <tr><td>e) File Registers<\/td><td>j) Reference Folder<\/td><\/tr>\n <\/tbody>\n <\/table>\n <div class=\"stat-grid\">\n <div class=\"stat-card teal-hi\" style=\"grid-column:span 2\"><span class=\"big-icon\">\ud83d\udcc5<\/span><div class=\"stat-label\">DRR Return (ISTM Norm)<\/div><div class=\"stat-amount\">3 Months<\/div><div class=\"stat-sub\">Normal return deadline from Dept. Records Room<\/div><\/div>\n <div class=\"stat-card amber-hi\" style=\"grid-column:span 2\"><span class=\"big-icon\">\ud83c\udfdb\ufe0f<\/span><div class=\"stat-label\">NAI Retention (ISTM)<\/div><div class=\"stat-amount\">6 Months<\/div><div class=\"stat-sub\">Files from NAI not retained beyond 6 months without consent<\/div><\/div>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s-review-istm\">\n <span class=\"section-badge teal\">\u00a7 11<\/span>\n <h3>Review of Records<\/h3>\n <\/div>\n <div class=\"review-grid\">\n <div class=\"review-card\">\n <div class=\"review-card-head\" style=\"background:rgba(26,107,115,0.08)\">\n <div class=\"rch-dot\" style=\"background:var(--teal)\"><\/div>\n <div><div class=\"rch-cat\" style=\"color:var(--teal)\">Category C<\/div><\/div>\n <\/div>\n <ul class=\"review-card-body\">\n <li><span class=\"ico\">\u25b8<\/span><div>Reviewed after completion of <strong>indicated calendar years from closure<\/strong><\/div><\/li>\n <li><span class=\"ico\">\u25b8<\/span><div>DRR distributes files to sections <strong>evenly spread over the year<\/strong><\/div><\/li>\n <\/ul>\n <\/div>\n <div class=\"review-card\">\n <div class=\"review-card-head\" style=\"background:rgba(122,26,26,0.07)\">\n <div class=\"rch-dot\" style=\"background:var(--red)\"><\/div>\n <div><div class=\"rch-cat\" style=\"color:var(--red)\">Category A & B<\/div><\/div>\n <\/div>\n <ul class=\"review-card-body\">\n <li><span class=\"ico\">\u25b8<\/span><div>Reviewed after completion of <strong>25 years from year of opening<\/strong><\/div><\/li>\n <li><span class=\"ico\">\u25b8<\/span><div>Review entrusted to those <strong>conversant with the subject matter<\/strong><\/div><\/li>\n <\/ul>\n <\/div>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"s-disposition\">\n <span class=\"section-badge teal\">\u00a7 12<\/span>\n <h3>Disposition & Statutory Obligations<\/h3>\n <\/div>\n <div class=\"warn-card\">\n <div class=\"warn-stamp\">\ud83d\udcdc Certificate of Destruction<\/div>\n <h4>Mandatory Requirement under Public Records Rules, 1997<\/h4>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\u2716<\/span><span>When records have outlived utility, they are weeded out (incinerator or shredder).<\/span><\/li>\n <li><span class=\"ico\">\u2705<\/span><span>A <strong>'Certificate of Destruction' (Form-6)<\/strong> under the Public Records Rules, 1997 is <strong>mandatory<\/strong>.<\/span><\/li>\n <\/ul>\n <\/div>\n <div class=\"efile-box\">\n <div class=\"efile-box-title\">\u2696\ufe0f Departmental Records Officer (DRO)<\/div>\n <ul class=\"icon-list\" style=\"margin:0\">\n <li><span class=\"ico\">\u25b8<\/span><span>Every record-creating agency must designate one officer as <strong>DRO<\/strong> under intimation to NAI.<\/span><\/li>\n <li><span class=\"ico\">\u25b8<\/span><span><strong>NAI<\/strong> is the apex body for managing Government records.<\/span><\/li>\n <li><span class=\"ico\">\u25b8<\/span><span>Linkage is maintained via <strong>periodic reports submitted to NAI<\/strong>.<\/span><\/li>\n <\/ul>\n <\/div>\n\n <hr class=\"section-divider\">\n\n \n <div class=\"chapter-heading-block\" id=\"ch3\">\n <span class=\"chapter-badge\">PART III<\/span>\n <h2>GFR \u2014 Appendix 9: Destruction of Accounts Records<\/h2>\n <\/div>\n <p>The destruction of records (including correspondences) connected with accounts is governed by these Rules, as prescribed with the concurrence of the <strong>Comptroller and Auditor-General<\/strong>.<\/p>\n\n \n <div class=\"section-heading-block\" id=\"gfr-1\">\n <span class=\"section-badge green\">\u00a7 1<\/span>\n <h3>Records Prohibited from Destruction<\/h3>\n <\/div>\n <div class=\"callout red\">\n <div class=\"callout-label\">\ud83d\udeab Mandatory Standard \u2014 No Account shall Destroy<\/div>\n <p>The following records shall on <strong>no account<\/strong> be destroyed:<\/p>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\u23f1\ufe0f<\/span><span><strong>(i)<\/strong> Papers relating to <span class=\"kw\">expenditure within the period of limitation<\/span> fixed by law.<\/span><\/li>\n <li><span class=\"ico\">\ud83c\udfd7\ufe0f<\/span><span><strong>(ii)<\/strong> Papers relating to expenditure on <span class=\"kw\">projects, schemes, or works not completed<\/span>, even if beyond the limitation period.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udc64<\/span><span><strong>(iii)<\/strong> Papers relating to <span class=\"kw\">claims to service and personal matters<\/span> affecting persons in service (except as indicated in the Annexure).<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcdc<\/span><span><strong>(iv)<\/strong> Papers relating to <span class=\"kw\">orders and sanctions of a permanent character<\/span>, until such time as they are revised.<\/span><\/li>\n <li><span class=\"ico\">\u2757<\/span><span><strong>(v)<\/strong> Papers relating to records in respect of which an <span class=\"kw\">audit objection is outstanding<\/span>.<\/span><\/li>\n <\/ul>\n\n \n <div class=\"section-heading-block\" id=\"gfr-2\">\n <span class=\"section-badge green\">\u00a7 2<\/span>\n <h3>Complete Retention Schedule \u2014 Sl. No. 1 to 13<\/h3>\n <\/div>\n <table class=\"compare-table\">\n <thead><tr><th>Sl.<\/th><th>Category<\/th><th>Description<\/th><th>Retention<\/th><\/tr><\/thead>\n <tbody>\n <tr><td>1.<\/td><td><strong>Payments & Recoveries<\/strong><\/td><td>Expenditure sanctions; Cash Books (DDOs); Contingent expenditure; Arrear claims; GPF papers<\/td><td>2 years (typically 1 yr after audit); <strong>10 years<\/strong> for Cash Books<\/td><\/tr>\n <tr><td>2.<\/td><td><strong>Budget Estimates<\/strong><\/td><td>Budget & Revised Estimates compiled by the Department<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>3.<\/td><td><strong>Service Books<\/strong><\/td><td>(a) Officials with retirement benefits; (b) Other employees<\/td><td><strong>3 Years<\/strong> after pension order or ceasing service<\/td><\/tr>\n <tr><td>4.<\/td><td><strong>Leave Account<\/strong><\/td><td>(a) With retirement benefits; (b) Other employees<\/td><td><strong>3 Years<\/strong> after pension order or ceasing service<\/td><\/tr>\n <tr><td>5.<\/td><td><strong>Service Records<\/strong><\/td><td>Family Pension\/DCRG nomination; LIC\/CGEGIS; Date of Birth alteration; Previous service<\/td><td><strong>1\u20135 Years<\/strong> (DOB: 3 yrs)<\/td><\/tr>\n <tr><td>6.<\/td><td><strong>Expenditure Statements<\/strong><\/td><td>(a) Lower formations; (b) Dept. level; (c) Register GFR9<\/td><td>Weed at end of FY \/ after Appropriation Accounts finalized<\/td><\/tr>\n <tr><td>7.<\/td><td><strong>Surety Bonds<\/strong><\/td><td>Executed for temporary or retiring Govt servants<\/td><td><strong>3 Years<\/strong> after Bond ceases to be enforceable<\/td><\/tr>\n <tr><td>8.<\/td><td><strong>Pay Bills<\/strong><\/td><td>(a) Pay Bill Register; (b) Office copies of Establishment bills; (c) Schedules; (d) Acquaintance Roll<\/td><td><strong>35 Years<\/strong> (Register\/Office copies); 3 Years (Schedules\/Rolls)<\/td><\/tr>\n <tr><td>9.<\/td><td><strong>Muster Rolls<\/strong><\/td><td>Muster Rolls for payments<\/td><td>Min. <strong>3 Financial Years<\/strong> after relevant year<\/td><\/tr>\n <tr><td>10.<\/td><td><strong>Bill Register<\/strong><\/td><td>Maintained in Form TR-28-A<\/td><td><strong>5 Years<\/strong><\/td><\/tr>\n <tr><td>11.<\/td><td><strong>Paid Cheques<\/strong><\/td><td>Returned by Bank to Audit\/Accounts Office<\/td><td><strong>5 Years<\/strong><\/td><\/tr>\n <tr><td>12.<\/td><td><strong>Contracts<\/strong><\/td><td>Files, papers, documents relating to contracts & agreements<\/td><td><strong>5 Years<\/strong> after contract fulfilled\/terminated<\/td><\/tr>\n <tr><td>13.<\/td><td><strong>Sub-vouchers (Secret Service)<\/strong><\/td><td>Sub-vouchers relating to Secret Service Expenditure<\/td><td><strong>3 Years<\/strong> after expiry of FY<\/td><\/tr>\n <\/tbody>\n <\/table>\n\n \n <div class=\"section-heading-block\" id=\"gfr-inst\">\n <span class=\"section-badge green\">\u00a7 3<\/span>\n <h3>Instructions on Record Retention<\/h3>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">1.<\/span><span><strong>Reckoning for Files:<\/strong> Retention period for a file is reckoned from the <span class=\"kw\">year in which the file is closed<\/span> (action completed), not from the year of recording.<\/span><\/li>\n <li><span class=\"ico\">2.<\/span><span><strong>Reckoning for Registers:<\/strong> For records other than files, period is counted from the year in which it has <span class=\"kw\">ceased to be current<\/span>.<\/span><\/li>\n <li><span class=\"ico\">3.<\/span><span><strong>Exceptional Cases:<\/strong> Records may be retained for a <strong>longer period<\/strong> than specified if warranted by special features. However, records must <strong>never be retained for a shorter<\/strong> period than prescribed.<\/span><\/li>\n <li><span class=\"ico\">4.<\/span><span><strong>Linked Records:<\/strong> If a record is required for disposal of another record, the former <strong>will not be weeded out<\/strong> until all issues in the latter have been finally decided, even if its retention period has expired.<\/span><\/li>\n <\/ul>\n\n \n <div class=\"section-heading-block\" id=\"gfr-notes\">\n <span class=\"section-badge green\">\u00a7 4<\/span>\n <h3>Notes on Destruction of Records<\/h3>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">(1)<\/span><span>Before any pay bills\/pay registers are destroyed, the <strong>service of the Government servants<\/strong> concerned should be verified under Rule 257.<\/span><\/li>\n <li><span class=\"ico\">(2)<\/span><span>Preservation periods for <strong>account records in Public Works Offices<\/strong> are prescribed separately by Government.<\/span><\/li>\n <li><span class=\"ico\">(3)<\/span><span>Destruction ordered in writing by <strong>Head of Department<\/strong> (or authority empowered by him) on expiry of period, counting from the <strong>last day of the latest financial year<\/strong> covered by the record.<\/span><\/li>\n <li><span class=\"ico\">(4)<\/span><span>A list of records pertaining to accounts audited by the <strong>Indian Audit and Accounts Departments<\/strong> must be submitted to the <strong>Audit Officer<\/strong> for opinion before destruction.<\/span><\/li>\n <li><span class=\"ico\">(5)<\/span><span><strong>Full details<\/strong> shall be maintained <span class=\"kw\">permanently<\/span> in each office of all records destroyed from time to time.<\/span><\/li>\n <\/ul>\n\n \n <div class=\"section-heading-block\" id=\"gfr-fin\">\n <span class=\"section-badge green\">\u00a7 5<\/span>\n <h3>Files with Financial Implications<\/h3>\n <\/div>\n <div class=\"callout green\">\n <div class=\"callout-label\">\ud83d\udcb0 Five-Year Principle<\/div>\n <p>Files having <strong>financial implications<\/strong> and liable to be called by audit for inspection should be retained for <strong>five years<\/strong> after they have been recorded.<\/p>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\u26a0\ufe0f<\/span><span>If an <strong>audit objection<\/strong> is received within the five-year period, the file will <strong>not be destroyed<\/strong> until the objection is settled to the satisfaction of audit.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udd0d<\/span><span>If local audit does not take place within five years, the <strong>Head of Office<\/strong> must ascertain from audit authorities whether they have any objection to weeding out.<\/span><\/li>\n <\/ul>\n <div class=\"callout green\">\n <div class=\"callout-label\">\ud83c\udf31 Working Rule<\/div>\n <p>A continuous and conscious effort should be made throughout the year to weed out unnecessary documents. The guiding principle is <strong>\"Weed As You Go\"<\/strong>.<\/p>\n <\/div>\n\n \n <div class=\"section-heading-block\" id=\"gfr-pers\">\n <span class=\"section-badge green\">\u00a7 6<\/span>\n <h3>Destruction of Personnel & Establishment Records<\/h3>\n <\/div>\n <table class=\"compare-table\">\n <thead><tr><th>Sl.<\/th><th>Category<\/th><th>Sub-Head<\/th><th>Retention<\/th><\/tr><\/thead>\n <tbody>\n <tr><td>1.<\/td><td><strong>Creation & Classification of Posts<\/strong><\/td><td>(i) Continuance\/revival; (ii) Conversion; (iii) Creation; (iv) Pay revision; (v) Upgrading<\/td><td>(i) 1 yr; (ii\u2013iii,v) 10 yrs; (iv) <strong>Permanent<\/strong><\/td><\/tr>\n <tr><td>2.<\/td><td><strong>Review for Suitability<\/strong><\/td><td>Establishment\/Sanction Register<\/td><td><strong>Permanent<\/strong> (old volume: 3 yrs when rewritten)<\/td><\/tr>\n <tr><td>3.<\/td><td><strong>Arbitration & Litigation<\/strong><\/td><td>\u2014<\/td><td><strong>3 Years<\/strong> (not closed until proceedings are final)<\/td><\/tr>\n <tr><td>4.<\/td><td><strong>Notices under Sec. 80 CPC<\/strong><\/td><td>\u2014<\/td><td><strong>1 Year<\/strong> (if followed by suit: 3 years)<\/td><\/tr>\n <tr><td>5.<\/td><td><strong>Recruitment<\/strong><\/td><td>Condonation of break in service<\/td><td><strong>5 Years<\/strong><\/td><\/tr>\n <tr><td>6.<\/td><td><strong>Advances<\/strong><\/td><td>Rules & Orders; Specific grants<\/td><td><strong>Permanent<\/strong> \/ <strong>1 Year<\/strong><\/td><\/tr>\n <tr><td>7.<\/td><td><strong>Surety Bonds<\/strong><\/td><td>Temp\/retiring servants<\/td><td><strong>3 Years<\/strong> after Bond ceases enforceable<\/td><\/tr>\n <tr><td>8.<\/td><td><strong>Pension \/ Retirement<\/strong><\/td><td>Rules; Various pension types; Commutation<\/td><td>Permanent (issuing Depts); Commutation: <strong>15 Years<\/strong>; Others: 1\u20135 Years<\/td><\/tr>\n <\/tbody>\n <\/table>\n\n <hr class=\"section-divider\">\n\n \n <div class=\"chapter-heading-block\" id=\"ch4\">\n <span class=\"chapter-badge\">PART IV<\/span>\n <h2>Record Retention Schedule \u2014 Quick Reference<\/h2>\n <\/div>\n\n <div class=\"section-heading-block\" id=\"ret-mop\">\n <span class=\"section-badge amber\">MOP<\/span>\n <h3>Retention Schedule for Records (MOP)<\/h3>\n <\/div>\n <table class=\"compare-table\">\n <thead><tr><th>Description of Record<\/th><th>Retention Period<\/th><\/tr><\/thead>\n <tbody>\n <tr><td>Dak Register<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>Standing Guard Files<\/td><td><strong>Permanent<\/strong> (weed out when revised)<\/td><\/tr>\n <tr><td>Section Dispatch Register<\/td><td><strong>5 Years<\/strong><\/td><\/tr>\n <tr><td>Messenger Book<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>File Register<\/td><td><strong>Permanent<\/strong><\/td><\/tr>\n <tr><td>File Movement Register<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>Register for Progress of Recording<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>Precedent Book<\/td><td><strong>Permanent<\/strong><\/td><\/tr>\n <tr><td>List of Files Transferred to DRR<\/td><td><strong>25 Years<\/strong><\/td><\/tr>\n <tr><td>List of Files Transferred to National Archives<\/td><td><strong>Permanent<\/strong><\/td><\/tr>\n <tr><td>Record Review Register<\/td><td><strong>1 Year<\/strong><\/td><\/tr>\n <tr><td>List of Files Received for Review<\/td><td><strong>1 Year<\/strong><\/td><\/tr>\n <tr><td>Record Requisition Slip (NAI)<\/td><td>Destroy after return to NAI<\/td><\/tr>\n <tr><td>Monthly Progress Report on Recording<\/td><td><strong>1 Year<\/strong><\/td><\/tr>\n <tr><td>Register of Communications from MPs\/VIPs<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>Register of Parliamentary Assurances<\/td><td><strong>3 Years<\/strong><\/td><\/tr>\n <tr><td>Check-lists for Periodical Reports<\/td><td><strong>1 Year<\/strong><\/td><\/tr>\n <tr><td>Inspection Reports<\/td><td><strong>1 Year<\/strong> after ATN is accepted<\/td><\/tr>\n <\/tbody>\n <\/table>\n\n <div class=\"section-heading-block\" id=\"ret-adm\">\n <span class=\"section-badge amber\">\u00a7 A<\/span>\n <h3>Records of Administrative Value<\/h3>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\u2696\ufe0f<\/span><span><strong>1. Rights & Obligations<\/strong> \u2014 Evidence of rights or obligations of\/against the government (property titles, deeds, awards, sanctions).<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcdc<\/span><span><strong>2. Major Policy Decisions<\/strong> \u2014 Including preparation or modification of legislation.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udc65<\/span><span><strong>3. Committees & Working Groups<\/strong> \u2014 Constitution, functions, and working of important committees and working groups.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcda<\/span><span><strong>4. Lasting Precedents<\/strong> \u2014 Administrative memoranda, historical reports, legal opinions on important matters.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcd6<\/span><span><strong>5. Rules & Regulations<\/strong> \u2014 Departmental guides or instructions of general application.<\/span><\/li>\n <li><span class=\"ico\">\ud83c\udfe2<\/span><span><strong>6. Organisation & Staffing<\/strong> \u2014 Salient features of organisation and staffing of government departments and offices.<\/span><\/li>\n <li><span class=\"ico\">\ud83c\udfdb\ufe0f<\/span><span><strong>7. Important Litigation<\/strong> \u2014 Papers relating to important litigation or 'causes celebres' involving the administration.<\/span><\/li>\n <\/ul>\n\n <div class=\"section-heading-block\" id=\"ret-hist\">\n <span class=\"section-badge amber\">\u00a7 B<\/span>\n <h3>Records of Historical Importance<\/h3>\n <\/div>\n <ul class=\"icon-list\">\n <li><span class=\"ico\">\ud83c\udf31<\/span><span><strong>1.<\/strong> Origin of a department \u2014 how it was created, organised, functioned, and dissolved.<\/span><\/li>\n <li><span class=\"ico\">\ud83c\udfc6<\/span><span><strong>2.<\/strong> Accomplishments \u2014 data on what the department\/agency accomplished (samples or annual reports).<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udd00<\/span><span><strong>3.<\/strong> Policy Change Indicators \u2014 (a) Summaries for Ministers, (b) Committee appointments, (c) Notes for Cabinet or Cabinet Committees.<\/span><\/li>\n <li><span class=\"ico\">\u2699\ufe0f<\/span><span><strong>4.<\/strong> Policy Implementation \u2014 instructions for executing agencies and relevant forms.<\/span><\/li>\n <li><span class=\"ico\">\ud83c\udf10<\/span><span><strong>5.<\/strong> Public & International Events \u2014 causing interest\/controversy on a national or international plane.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcca<\/span><span><strong>6.<\/strong> Trends & Developments \u2014 political, social, economic developments, including unpublished statistical data.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcf0<\/span><span><strong>7.<\/strong> Citations in official publications.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udd2c<\/span><span><strong>8.<\/strong> Scientific or technical research and development.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udccd<\/span><span><strong>9.<\/strong> Local interest matters not reasonably available locally, or covering the whole country.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\uddff<\/span><span><strong>10.<\/strong> Obsolete activities, abortive schemes in important fields.<\/span><\/li>\n <li><span class=\"ico\">\ud83d\udcdc<\/span><span><strong>11.<\/strong> Departmental sources \u2014 genuine historical sources (biographical\/antiquarian interest).<\/span><\/li>\n <\/ul>\n\n <div class=\"section-heading-block\" id=\"ret-pers\">\n <span class=\"section-badge amber\">\u00a7 C<\/span>\n <h3>Destruction of Personnel & Establishment Records<\/h3>\n <\/div>\n <table class=\"compare-table\">\n <thead><tr><th>Sl.<\/th><th>Category<\/th><th>Sub-Head<\/th><th>Retention<\/th><th>Remarks<\/th><\/tr><\/thead>\n <tbody>\n <tr><td>1.<\/td><td><strong>Creation & Classification of Posts<\/strong><\/td><td>(i) Continuance; (ii) Conversion; (iii) Creation; (iv) Pay revision; (v) Upgrading<\/td><td>(i) 1 yr; (ii\u2013iii,v) 10 yrs; (iv) <strong>Permanent<\/strong><\/td><td>Noted in Establishment\/Service Register<\/td><\/tr>\n <tr><td>2.<\/td><td><strong>Review for Suitability<\/strong><\/td><td>Establishment\/Sanction Register<\/td><td><strong>Permanent<\/strong><\/td><td>Old volume kept 3 yrs when rewritten<\/td><\/tr>\n <tr><td>3.<\/td><td><strong>Arbitration & Litigation<\/strong><\/td><td>\u2014<\/td><td><strong>3 Years<\/strong><\/td><td>File not closed until proceedings are final<\/td><\/tr>\n <tr><td>4.<\/td><td><strong>Notices under Sec. 80 CPC<\/strong><\/td><td>\u2014<\/td><td><strong>1 Year<\/strong><\/td><td>If followed by suit: 3 years<\/td><\/tr>\n <tr><td>5.<\/td><td><strong>Recruitment<\/strong><\/td><td>Condonation of break in service<\/td><td><strong>5 Years<\/strong><\/td><td>Entry in service record required<\/td><\/tr>\n <tr><td>6.<\/td><td><strong>Advances<\/strong><\/td><td>Rules & Orders; Specific grants<\/td><td><strong>Permanent<\/strong> \/ <strong>1 Year<\/strong><\/td><td>Subject to entries in pay bill register<\/td><\/tr>\n <tr><td>7.<\/td><td><strong>Surety Bonds<\/strong><\/td><td>Temp\/retiring servants<\/td><td><strong>3 Years<\/strong> after Bond ceases enforceable<\/td><td><\/td><\/tr>\n <tr><td>8.<\/td><td><strong>Pension \/ Retirement<\/strong><\/td><td>Rules; Various types; Commutation<\/td><td>Permanent (issuing Depts); Commutation: <strong>15 Years<\/strong>; Others: 1\u20135 Years<\/td><td><\/td><\/tr>\n <\/tbody>\n <\/table>\n\n <\/main>\n<\/div>\n\n<script>\n\/\/ \u2500\u2500 COLLAPSIBLE TOC \u2500\u2500\nfunction toggleToc(btn) {\n const sub = btn.nextElementSibling;\n const isCollapsed = sub.classList.contains('collapsed');\n sub.classList.toggle('collapsed', !isCollapsed);\n btn.classList.toggle('collapsed', !isCollapsed);\n btn.classList.toggle('active', isCollapsed);\n}\n\n\/\/ Close all except first on load\ndocument.querySelectorAll('.toc-collapsible').forEach((sub, i) => {\n if (i !== 0) {\n sub.classList.add('collapsed');\n sub.previousElementSibling.classList.add('collapsed');\n sub.previousElementSibling.classList.remove('active');\n }\n});\n\n\/\/ \u2500\u2500 SCROLL SPY \u2500\u2500\nconst trackables = document.querySelectorAll('[id]');\nconst tocLinks = document.querySelectorAll('.toc-sub a');\nconst tocCard = document.querySelector('.toc-card');\n\n\/\/ Section \u2192 group index map\nconst sectionGroups = {\n ch1:1, s10_1:1, s10_2:1, s10_3:1, s10_4:1, s10_5:1, s10_6:1,\n s10_7:1, s10_8:1, s10_9:1, 's10-10':1, 's10-11':1, 's10-12':1, 's10-13':1,\n 's10-ret':1, 's10-adm':1, 's10-hist':1,\n ch2:2, 's-def':2, 's-what':2, 's-factors':2, 's-why':2, 's-lifecycle':2,\n 's-principles':2, 's-cat':2, 's-schedules':2, 's-transfer':2, 's-retrieval':2,\n 's-review-istm':2, 's-disposition':2,\n ch3:3, 'gfr-1':3, 'gfr-2':3, 'gfr-inst':3, 'gfr-notes':3, 'gfr-fin':3, 'gfr-pers':3,\n ch4:4, 'ret-mop':4, 'ret-adm':4, 'ret-hist':4, 'ret-pers':4\n};\n\nlet lastGroup = 0;\n\nwindow.addEventListener('scroll', () => {\n let cur = '';\n trackables.forEach(el => { if 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});\n});\n<\/script>\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 \u2014 Study Notes | PromotionExams \ud83c\udfdb\ufe0fStudy Notesa Records ManagementCSMOP, ISTM, GFR & RetentionStudy Notes Public Records Act, 1993 […]<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"site-sidebar-layout":"no-sidebar","site-content-layout":"","ast-site-content-layout":"full-width-container","site-content-style":"default","site-sidebar-style":"default","ast-global-header-display":"disabled","ast-banner-title-visibility":"disabled","ast-main-header-display":"","ast-hfb-above-header-display":"","ast-hfb-below-header-display":"","ast-hfb-mobile-header-display":"","site-post-title":"disabled","ast-breadcrumbs-content":"","ast-featured-img":"disabled","footer-sml-layout":"disabled","ast-disable-related-posts":"","theme-transparent-header-meta":"","adv-header-id-meta":"","stick-header-meta":"","header-above-stick-meta":"","header-main-stick-meta":"","header-below-stick-meta":"","astra-migrate-meta-layouts":"default","ast-page-background-enabled":"default","ast-page-background-meta":{"desktop":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center 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