{"id":9137,"date":"2026-01-20T18:23:00","date_gmt":"2026-01-20T18:23:00","guid":{"rendered":"https:\/\/promotionexams.com\/?p=9137"},"modified":"2026-01-30T10:45:39","modified_gmt":"2026-01-30T10:45:39","slug":"test","status":"publish","type":"post","link":"https:\/\/promotionexams.com\/?p=9137","title":{"rendered":"test"},"content":{"rendered":"\t\t
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\n\t\t\t\t\t\r\n\r\n\r\n \r\n \r\n Records Management Portal | Government of India<\/title>\r\n <style>\r\n @import url('https:\/\/fonts.googleapis.com\/css2?family=Libre+Baskerville:wght@400;700&display=swap');\r\n \r\n :root {\r\n --primary-navy: #1a3a5c;\r\n --secondary-navy: #2d5a87;\r\n --accent-gold: #c9a227;\r\n --accent-crimson: #b22234;\r\n --bg-cream: #faf8f5;\r\n --text-dark: #2c3e50;\r\n --text-light: #f5f5f5;\r\n --border-light: #e0ddd5;\r\n --success-green: #2e7d32;\r\n --warning-amber: #f4c430;\r\n --highlight-yellow: #ffff00;\r\n --base-font-size: 14px;\r\n }\r\n\r\n * {\r\n margin: 0;\r\n padding: 0;\r\n box-sizing: border-box;\r\n }\r\n\r\n body {\r\n font-family: 'Bookman Old Style', 'Libre Baskerville', 'Palatino Linotype', 'Book Antiqua', Georgia, serif;\r\n background-color: var(--bg-cream);\r\n color: var(--text-dark);\r\n line-height: 1.7;\r\n font-size: var(--base-font-size);\r\n }\r\n\r\n \/* Main Container - Flexbox Layout *\/\r\n .page-container {\r\n display: flex;\r\n min-height: 100vh;\r\n width: 100%;\r\n }\r\n\r\n \/* Sidebar Styles *\/\r\n .sidebar {\r\n width: 300px;\r\n min-width: 300px;\r\n background: linear-gradient(180deg, var(--primary-navy) 0%, #0f2840 100%);\r\n color: var(--text-light);\r\n min-height: 100vh;\r\n }\r\n\r\n .sidebar-inner {\r\n position: sticky;\r\n top: 0;\r\n max-height: 100vh;\r\n overflow-y: auto;\r\n }\r\n\r\n .sidebar-header {\r\n padding: 25px 20px;\r\n background: linear-gradient(135deg, var(--accent-crimson) 0%, #8b1a28 100%);\r\n border-bottom: 3px solid var(--accent-gold);\r\n text-align: center;\r\n }\r\n\r\n .sidebar-header .emblem {\r\n font-size: 36px;\r\n margin-bottom: 10px;\r\n display: block;\r\n }\r\n\r\n .sidebar-header h1 {\r\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\r\n font-size: 18px;\r\n font-weight: 700;\r\n letter-spacing: 0.5px;\r\n color: #ffffff;\r\n margin-bottom: 5px;\r\n }\r\n\r\n .sidebar-header p {\r\n font-size: 11px;\r\n opacity: 0.9;\r\n font-weight: 400;\r\n letter-spacing: 1px;\r\n text-transform: uppercase;\r\n color: #ffffff;\r\n }\r\n\r\n .toc-title {\r\n padding: 15px 20px 10px;\r\n font-size: 12px;\r\n font-weight: 700;\r\n letter-spacing: 2px;\r\n text-transform: uppercase;\r\n color: var(--accent-gold);\r\n border-bottom: 1px solid rgba(255,255,255,0.1);\r\n }\r\n\r\n .nav-menu {\r\n list-style: none;\r\n padding: 10px 0;\r\n }\r\n\r\n .nav-item {\r\n border-bottom: 1px solid rgba(255,255,255,0.05);\r\n }\r\n\r\n .nav-link {\r\n display: flex;\r\n align-items: center;\r\n padding: 15px 20px;\r\n color: var(--text-light);\r\n text-decoration: none;\r\n font-size: var(--base-font-size);\r\n font-weight: 600;\r\n transition: all 0.3s ease;\r\n cursor: pointer;\r\n border-left: 4px solid transparent;\r\n }\r\n\r\n .nav-link:hover {\r\n background: rgba(255,255,255,0.08);\r\n border-left-color: var(--accent-gold);\r\n }\r\n\r\n .nav-link.active {\r\n background: rgba(201, 162, 39, 0.15);\r\n border-left-color: var(--accent-gold);\r\n }\r\n\r\n .nav-icon {\r\n width: 36px;\r\n height: 36px;\r\n background: rgba(255,255,255,0.1);\r\n border-radius: 6px;\r\n display: flex;\r\n align-items: center;\r\n justify-content: center;\r\n margin-right: 12px;\r\n flex-shrink: 0;\r\n font-size: 18px;\r\n }\r\n\r\n .nav-link.active .nav-icon {\r\n background: var(--accent-gold);\r\n }\r\n\r\n .nav-text {\r\n flex: 1;\r\n line-height: 1.3;\r\n }\r\n\r\n .nav-number {\r\n font-size: 10px;\r\n font-weight: 700;\r\n letter-spacing: 1px;\r\n color: rgba(255,255,255,0.4);\r\n margin-left: 10px;\r\n }\r\n\r\n .sidebar-footer {\r\n padding: 15px 20px;\r\n border-top: 1px solid rgba(255,255,255,0.1);\r\n font-size: 10px;\r\n color: rgba(255,255,255,0.5);\r\n text-align: center;\r\n }\r\n\r\n \/* Main Content Styles *\/\r\n .main-content {\r\n flex: 1;\r\n min-width: 0;\r\n background: var(--bg-cream);\r\n }\r\n\r\n .content-header {\r\n background: #ffffff;\r\n padding: 20px 30px;\r\n border-bottom: 2px solid var(--border-light);\r\n position: sticky;\r\n top: 0;\r\n z-index: 50;\r\n }\r\n\r\n .breadcrumb {\r\n font-size: var(--base-font-size);\r\n color: #888;\r\n margin-bottom: 8px;\r\n letter-spacing: 0.5px;\r\n }\r\n\r\n .breadcrumb-link {\r\n color: var(--primary-navy);\r\n text-decoration: none;\r\n font-weight: 600;\r\n transition: all 0.2s ease;\r\n }\r\n\r\n .breadcrumb-link:hover {\r\n color: var(--accent-crimson);\r\n text-decoration: underline;\r\n }\r\n\r\n .breadcrumb-separator {\r\n color: #888;\r\n margin: 0 5px;\r\n }\r\n\r\n .breadcrumb-current {\r\n color: var(--accent-crimson);\r\n font-weight: 700;\r\n }\r\n\r\n .content-header h2 {\r\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\r\n font-size: 24px;\r\n color: var(--primary-navy);\r\n font-weight: 700;\r\n }\r\n\r\n .content-body {\r\n padding: 30px;\r\n max-width: 1000px;\r\n }\r\n\r\n \/* Content Section Styles *\/\r\n .content-section {\r\n display: none;\r\n animation: fadeIn 0.4s ease;\r\n }\r\n\r\n .content-section.active {\r\n display: block;\r\n }\r\n\r\n @keyframes fadeIn {\r\n from { opacity: 0; transform: translateY(10px); }\r\n to { opacity: 1; transform: translateY(0); }\r\n }\r\n\r\n \/* Document Styles *\/\r\n .main-title {\r\n text-align: center;\r\n color: var(--accent-crimson);\r\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\r\n font-size: 24px;\r\n font-weight: 700;\r\n margin-bottom: 25px;\r\n padding-bottom: 15px;\r\n border-bottom: 2px solid var(--accent-crimson);\r\n }\r\n\r\n .section-header {\r\n display: flex;\r\n align-items: center;\r\n gap: 12px;\r\n margin-top: 35px;\r\n margin-bottom: 12px;\r\n }\r\n\r\n .icon {\r\n background: linear-gradient(135deg, var(--primary-navy) 0%, var(--secondary-navy) 100%);\r\n color: white;\r\n width: 32px;\r\n height: 32px;\r\n border-radius: 5px;\r\n display: flex;\r\n align-items: center;\r\n justify-content: center;\r\n font-size: 16px;\r\n flex-shrink: 0;\r\n }\r\n\r\n .section-header h2 {\r\n color: var(--primary-navy);\r\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\r\n font-size: 18px;\r\n font-weight: 700;\r\n letter-spacing: 0.3px;\r\n }\r\n\r\n .section-line {\r\n border: none;\r\n border-top: 2px solid var(--primary-navy);\r\n margin-bottom: 20px;\r\n }\r\n\r\n \/* Highlight for keywords *\/\r\n .highlight {\r\n background-color: var(--highlight-yellow);\r\n padding: 1px 4px;\r\n font-weight: 700;\r\n }\r\n\r\n .emphasis {\r\n font-weight: 700;\r\n color: var(--text-dark);\r\n }\r\n\r\n .green-box {\r\n background: linear-gradient(135deg, #f0f7f0 0%, #e8f5e8 100%);\r\n border-left: 4px solid var(--success-green);\r\n padding: 15px 20px;\r\n margin: 20px 0;\r\n border-radius: 0 6px 6px 0;\r\n }\r\n\r\n .green-box p {\r\n font-size: var(--base-font-size);\r\n line-height: 1.7;\r\n }\r\n\r\n .yellow-box {\r\n background: linear-gradient(135deg, #fffef5 0%, #fff9e6 100%);\r\n border-left: 4px solid var(--warning-amber);\r\n padding: 15px 20px;\r\n margin: 20px 0;\r\n border-radius: 0 6px 6px 0;\r\n }\r\n\r\n .yellow-box p {\r\n font-size: var(--base-font-size);\r\n line-height: 1.7;\r\n font-style: italic;\r\n }\r\n\r\n .red-box {\r\n background: linear-gradient(135deg, #fff5f5 0%, #ffebeb 100%);\r\n border-left: 4px solid var(--accent-crimson);\r\n padding: 15px 20px;\r\n margin: 20px 0;\r\n border-radius: 0 6px 6px 0;\r\n }\r\n\r\n .red-box p, .red-box li {\r\n font-size: var(--base-font-size);\r\n }\r\n\r\n .blue-box {\r\n background: linear-gradient(135deg, #f0f8ff 0%, #e6f2ff 100%);\r\n border: 2px solid var(--secondary-navy);\r\n border-radius: 8px;\r\n padding: 20px;\r\n margin: 20px 0;\r\n }\r\n\r\n .blue-box h3 {\r\n color: var(--primary-navy);\r\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\r\n font-size: 16px;\r\n font-weight: 700;\r\n margin-bottom: 12px;\r\n }\r\n\r\n .blue-box p {\r\n font-size: var(--base-font-size);\r\n }\r\n\r\n .mandatory-text {\r\n font-weight: 700;\r\n color: var(--primary-navy);\r\n }\r\n\r\n .list-section {\r\n margin-left: 20px;\r\n margin-bottom: 15px;\r\n }\r\n\r\n .list-item {\r\n margin-bottom: 12px;\r\n font-size: var(--base-font-size);\r\n text-align: justify;\r\n display: flex;\r\n gap: 10px;\r\n }\r\n\r\n .list-number {\r\n font-weight: 700;\r\n color: var(--primary-navy);\r\n min-width: 30px;\r\n }\r\n\r\n \/* Tables *\/\r\n table {\r\n width: 100%;\r\n border-collapse: collapse;\r\n margin: 20px 0;\r\n font-size: var(--base-font-size);\r\n border: 1px solid #ddd;\r\n }\r\n\r\n th, td {\r\n border: 1px solid #ddd;\r\n padding: 10px 12px;\r\n text-align: left;\r\n vertical-align: top;\r\n font-size: var(--base-font-size);\r\n }\r\n\r\n th {\r\n background: linear-gradient(135deg, var(--primary-navy) 0%, var(--secondary-navy) 100%);\r\n color: white;\r\n font-weight: 700;\r\n text-align: center;\r\n font-size: 12px;\r\n letter-spacing: 0.5px;\r\n text-transform: uppercase;\r\n }\r\n\r\n tbody tr:nth-child(even) {\r\n background-color: #f8f9fa;\r\n }\r\n\r\n tbody tr:hover {\r\n background-color: #f0f4f8;\r\n }\r\n\r\n .numbered-point {\r\n margin-bottom: 15px;\r\n display: flex;\r\n gap: 12px;\r\n }\r\n\r\n .numbered-point .number {\r\n font-weight: 700;\r\n color: var(--primary-navy);\r\n min-width: 25px;\r\n }\r\n\r\n .numbered-point p {\r\n font-size: var(--base-font-size);\r\n text-align: justify;\r\n flex: 1;\r\n }\r\n\r\n .underline {\r\n text-decoration: underline;\r\n text-decoration-color: var(--accent-gold);\r\n text-underline-offset: 3px;\r\n }\r\n\r\n .blue-heading {\r\n color: var(--primary-navy);\r\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\r\n font-weight: 700;\r\n font-size: 16px;\r\n margin-top: 20px;\r\n margin-bottom: 10px;\r\n }\r\n\r\n .indented-section {\r\n margin-left: 20px;\r\n margin-bottom: 12px;\r\n font-size: var(--base-font-size);\r\n text-align: justify;\r\n padding: 12px;\r\n background: #f8f9fa;\r\n border-radius: 5px;\r\n border-left: 3px solid var(--secondary-navy);\r\n }\r\n\r\n .category-box {\r\n background: #f8f9fa;\r\n border-left: 4px solid var(--primary-navy);\r\n padding: 15px;\r\n margin: 15px 0;\r\n border-radius: 0 6px 6px 0;\r\n }\r\n\r\n .category-box p {\r\n font-size: var(--base-font-size);\r\n }\r\n\r\n .category-title {\r\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\r\n font-weight: 700;\r\n color: var(--primary-navy);\r\n font-size: 16px;\r\n margin-bottom: 10px;\r\n }\r\n\r\n .flowchart-container {\r\n text-align: center;\r\n margin: 25px 0;\r\n padding: 25px;\r\n background: #f8f9fa;\r\n border-radius: 10px;\r\n border: 1px solid var(--border-light);\r\n }\r\n\r\n .flowchart-title {\r\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\r\n font-weight: 700;\r\n font-size: 16px;\r\n margin-bottom: 20px;\r\n color: var(--primary-navy);\r\n }\r\n\r\n .flowchart-row {\r\n display: flex;\r\n justify-content: center;\r\n align-items: center;\r\n gap: 10px;\r\n margin-bottom: 12px;\r\n flex-wrap: wrap;\r\n }\r\n\r\n .flowchart-box {\r\n background: linear-gradient(135deg, #d6e9f8 0%, #c4dff6 100%);\r\n border: 2px solid var(--secondary-navy);\r\n border-radius: 8px;\r\n padding: 12px 15px;\r\n min-width: 120px;\r\n font-size: var(--base-font-size);\r\n font-weight: 600;\r\n text-align: center;\r\n }\r\n\r\n .arrow {\r\n font-size: 18px;\r\n font-weight: bold;\r\n color: var(--secondary-navy);\r\n }\r\n\r\n .arrow-down {\r\n font-size: 24px;\r\n font-weight: bold;\r\n color: var(--secondary-navy);\r\n text-align: center;\r\n margin: 10px 0;\r\n }\r\n\r\n .two-column {\r\n display: grid;\r\n grid-template-columns: 1fr 1fr;\r\n gap: 20px;\r\n margin: 20px 0;\r\n }\r\n\r\n .column-box {\r\n background: #f8f9fa;\r\n padding: 15px;\r\n border-radius: 6px;\r\n border: 1px solid var(--border-light);\r\n }\r\n\r\n .column-box p {\r\n font-size: var(--base-font-size);\r\n }\r\n\r\n .red-text {\r\n color: var(--accent-crimson);\r\n font-weight: 700;\r\n }\r\n\r\n .sub-heading {\r\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\r\n font-weight: 700;\r\n font-size: 16px;\r\n margin: 20px 0 12px 0;\r\n color: var(--primary-navy);\r\n }\r\n\r\n .procedure-step {\r\n margin-bottom: 15px;\r\n display: flex;\r\n gap: 12px;\r\n }\r\n\r\n .step-number {\r\n font-weight: 700;\r\n min-width: 30px;\r\n color: var(--primary-navy);\r\n }\r\n\r\n .step-content {\r\n flex: 1;\r\n text-align: justify;\r\n font-size: var(--base-font-size);\r\n }\r\n\r\n .small-table {\r\n width: 100%;\r\n margin: 20px 0;\r\n }\r\n\r\n .small-table td {\r\n padding: 15px;\r\n text-align: center;\r\n background: #f8f9fa;\r\n border: 1px solid var(--border-light);\r\n font-size: var(--base-font-size);\r\n }\r\n\r\n .note-text {\r\n font-style: italic;\r\n margin: 12px 0;\r\n padding-left: 15px;\r\n color: #666;\r\n font-size: var(--base-font-size);\r\n }\r\n\r\n .sub-section {\r\n margin-left: 20px;\r\n margin-top: 12px;\r\n }\r\n\r\n .bullet-list {\r\n margin-left: 15px;\r\n margin-top: 12px;\r\n list-style: disc;\r\n padding-left: 20px;\r\n }\r\n\r\n .bullet-list li {\r\n margin-bottom: 10px;\r\n text-align: justify;\r\n font-size: var(--base-font-size);\r\n }\r\n\r\n .numbered-list {\r\n margin: 15px 0;\r\n }\r\n\r\n \/* Placeholder Section *\/\r\n .placeholder-section {\r\n text-align: center;\r\n padding: 60px 30px;\r\n background: #f8f9fa;\r\n border-radius: 10px;\r\n border: 2px dashed var(--border-light);\r\n margin: 25px 0;\r\n }\r\n\r\n .placeholder-section .placeholder-icon {\r\n font-size: 60px;\r\n margin-bottom: 15px;\r\n }\r\n\r\n .placeholder-section h3 {\r\n font-family: 'Bookman Old Style', 'Libre Baskerville', Georgia, serif;\r\n font-size: 22px;\r\n color: var(--primary-navy);\r\n margin-bottom: 12px;\r\n }\r\n\r\n .placeholder-section p {\r\n color: #888;\r\n font-size: var(--base-font-size);\r\n max-width: 400px;\r\n margin: 0 auto;\r\n }\r\n\r\n \/* Responsive *\/\r\n @media (max-width: 900px) {\r\n .page-container {\r\n flex-direction: column;\r\n }\r\n .sidebar {\r\n width: 100%;\r\n min-width: 100%;\r\n min-height: auto;\r\n }\r\n .sidebar-inner {\r\n position: relative;\r\n max-height: none;\r\n }\r\n .two-column {\r\n grid-template-columns: 1fr;\r\n }\r\n .flowchart-row {\r\n flex-direction: column;\r\n }\r\n .arrow {\r\n transform: rotate(90deg);\r\n }\r\n }\r\n\r\n \/* Print Styles *\/\r\n @media print {\r\n .sidebar {\r\n display: none;\r\n }\r\n .content-header {\r\n position: static;\r\n }\r\n }\r\n <\/style>\r\n<\/head>\r\n<body>\r\n\r\n <div class=\"page-container\">\r\n <!-- Sidebar -->\r\n <aside class=\"sidebar\">\r\n <div class=\"sidebar-inner\">\r\n <div class=\"sidebar-header\">\r\n <span class=\"emblem\">\ud83c\udfdb\ufe0f<\/span>\r\n <h1>Records Management Portal<\/h1>\r\n <p>Government of India<\/p>\r\n <\/div>\r\n\r\n <div class=\"toc-title\">\ud83d\udcda Table of Contents<\/div>\r\n\r\n <ul class=\"nav-menu\">\r\n <li class=\"nav-item\">\r\n <a class=\"nav-link active\" data-section=\"csmop\" onclick=\"showSection('csmop')\">\r\n <span class=\"nav-icon\">\ud83d\udccb<\/span>\r\n <span class=\"nav-text\">CSMOP<\/span>\r\n <span class=\"nav-number\">01<\/span>\r\n <\/a>\r\n <\/li>\r\n <li class=\"nav-item\">\r\n <a class=\"nav-link\" data-section=\"istm\" onclick=\"showSection('istm')\">\r\n <span class=\"nav-icon\">\ud83d\udcd6<\/span>\r\n <span class=\"nav-text\">Notes on Office Procedure - ISTM<\/span>\r\n <span class=\"nav-number\">02<\/span>\r\n <\/a>\r\n <\/li>\r\n <li class=\"nav-item\">\r\n <a class=\"nav-link\" data-section=\"gfr\" onclick=\"showSection('gfr')\">\r\n <span class=\"nav-icon\">\ud83d\udcc1<\/span>\r\n <span class=\"nav-text\">GFR - Appendix 9<\/span>\r\n <span class=\"nav-number\">03<\/span>\r\n <\/a>\r\n <\/li>\r\n <li class=\"nav-item\">\r\n <a class=\"nav-link\" data-section=\"retention\" onclick=\"showSection('retention')\">\r\n <span class=\"nav-icon\">\ud83d\udcc5<\/span>\r\n <span class=\"nav-text\">Record Retention Schedule<\/span>\r\n <span class=\"nav-number\">04<\/span>\r\n <\/a>\r\n <\/li>\r\n <\/ul>\r\n\r\n <div class=\"sidebar-footer\">\r\n <p>\u00a9 2024 Government of India<\/p>\r\n <p>Dept. of Administrative Reforms<\/p>\r\n <\/div>\r\n <\/div>\r\n <\/aside>\r\n\r\n <!-- Main Content -->\r\n <main class=\"main-content\">\r\n <header class=\"content-header\">\r\n <div class=\"breadcrumb\">\r\n <a href=\"#\" class=\"breadcrumb-link\" onclick=\"goHome(); return false;\">Home<\/a> \r\n <span class=\"breadcrumb-separator\">\/<\/span> \r\n <a href=\"#\" class=\"breadcrumb-link\" onclick=\"goRecordsManagement(); return false;\">Records Management<\/a> \r\n <span class=\"breadcrumb-separator\">\/<\/span> \r\n <span id=\"current-section-name\" class=\"breadcrumb-current\">CSMOP<\/span>\r\n <\/div>\r\n <h2 id=\"content-title\">Central Secretariat Manual of Office Procedure<\/h2>\r\n <\/header>\r\n\r\n <div class=\"content-body\">\r\n\r\n <!-- SECTION 1: CSMOP -->\r\n <div id=\"csmop\" class=\"content-section active\">\r\n \r\n <h2 style=\"margin-bottom: 20px; font-family: 'Bookman Old Style', Georgia, serif; color: var(--primary-navy); font-size: 18px;\">10.1. Activities involved in records management are:<\/h2>\r\n\r\n <div class=\"green-box\">\r\n <p>\r\n <span class=\"mandatory-text\">The Mandatory Standard:<\/span> Records management covers the activities concerning mainly <span class=\"highlight\">recording<\/span>, <span class=\"highlight\">retention<\/span>, <span class=\"highlight\">retrieval<\/span> and <span class=\"highlight\">weeding out<\/span>.\r\n <\/p>\r\n <\/div>\r\n\r\n <div class=\"numbered-list\">\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">(2)<\/span>\r\n <div style=\"flex: 1;\">\r\n In pursuance of the <span class=\"highlight\">Public Records Act, 1993<\/span> and the <span class=\"highlight\">Public Records Rules, 1997<\/span>, each record creating agency will nominate a <span class=\"highlight\">Departmental Records Officer (DRO)<\/span>.\r\n <div style=\"margin-top: 10px;\">\r\n \u2022 <span class=\"emphasis\">Designation Rule:<\/span> The DRO must <span class=\"highlight\">not be below the level of a Section Officer<\/span> for overall records management of the organisation as a whole.\r\n <\/div>\r\n <\/div>\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"flowchart-container\">\r\n <div class=\"flowchart-title\">Box \u2013 10.1: Stages of Records Management:<\/div>\r\n \r\n <div class=\"flowchart-row\">\r\n <div class=\"flowchart-box\">Creation of records<\/div>\r\n <div class=\"arrow\">\u2192<\/div>\r\n <div class=\"flowchart-box\">Use of records<\/div>\r\n <div class=\"arrow\">\u2192<\/div>\r\n <div class=\"flowchart-box\">Recording<\/div>\r\n <div class=\"arrow\">\u2192<\/div>\r\n <div class=\"flowchart-box\">Retention of records<\/div>\r\n <\/div>\r\n\r\n <div class=\"arrow-down\">\u2193<\/div>\r\n\r\n <div class=\"flowchart-row\">\r\n <div class=\"flowchart-box\">Transfer to NAI<\/div>\r\n <div class=\"arrow\">\u2190<\/div>\r\n <div class=\"flowchart-box\">Appraisal of records<\/div>\r\n <div class=\"arrow\">\u2190<\/div>\r\n <div class=\"flowchart-box\">Review\/Weed out<\/div>\r\n <div class=\"arrow\">\u2190<\/div>\r\n <div class=\"flowchart-box\">Transfer to DRR<\/div>\r\n <\/div>\r\n <\/div>\r\n\r\n <!-- SECTION 10.2: STAGE OF RECORDING -->\r\n <div class=\"section-header\">\r\n <div class=\"icon\">\ud83d\udcdd<\/div>\r\n <h2>10.2 STAGE OF RECORDING<\/h2>\r\n <\/div>\r\n <hr class=\"section-line\">\r\n\r\n <p style=\"margin-bottom: 15px;\">\r\n Files should be recorded <span class=\"highlight\">after action on all the issues<\/span> considered thereon has been completed as per the <span class=\"highlight\">record retention schedules (Para 10.7)<\/span>.\r\n <\/p>\r\n\r\n <div class=\"yellow-box\">\r\n <p>\r\n <span class=\"emphasis\">Note on Ephemeral Records:<\/span> Papers relating to purely <span class=\"highlight\">ephemeral nature<\/span> (such as casual leave records or circulars of temporary nature) containing papers of little reference or research value may be <span class=\"highlight\">destroyed after one year<\/span> without being formally recorded.\r\n <\/p>\r\n <\/div>\r\n\r\n <!-- BOX-E.10.1: RECORDING IN EFILE -->\r\n <div class=\"blue-box\">\r\n <h3>\ud83d\udcc1 BOX-E.10.1. RECORDING IN EFILE<\/h3>\r\n \r\n <p style=\"margin-bottom: 8px;\">\u2022 In eFile, the facility of recording a file is given for the files on which processing is done physically.<\/p>\r\n \r\n <p style=\"margin-bottom: 8px;\">\u2022 An electronic file on which action is complete is <span class=\"highlight\">closed<\/span> and kept in a separate folder (closed folder).<\/p>\r\n \r\n <p style=\"margin-bottom: 8px;\">\u2022 <span class=\"emphasis\">Approval:<\/span> This may be closed by the creator after getting approval of the <span class=\"highlight\">competent authority<\/span> (Section Officer and above).<\/p>\r\n \r\n <p style=\"margin-bottom: 8px;\">\u2022 <span class=\"emphasis\">Access:<\/span> The closed file may be seen by the official who closed the file and the official who authorized the closure.<\/p>\r\n \r\n <p>\u2022 <span class=\"emphasis\">Reopening:<\/span> The closed file can be <span class=\"highlight\">reopened\/retrieved<\/span> by the official who has closed the file with the approval of the competent authority.<\/p>\r\n <\/div>\r\n\r\n <ul class=\"bullet-list\">\r\n <li><span class=\"emphasis\">Departmental Instructions:<\/span> These are to be reviewed and re-issued by each Department.<\/li>\r\n \r\n <li><span class=\"emphasis\">eFile Maintenance:<\/span> Electronic files should also be kept in <span class=\"highlight\">external media<\/span>, and the working condition of such media should be checked frequently (<span class=\"highlight\">at least once a week<\/span>).<\/li>\r\n <\/ul>\r\n\r\n <!-- SECTION 10.3: DEPARTMENTAL INSTRUCTIONS -->\r\n <div class=\"section-header\">\r\n <div class=\"icon\">\ud83d\udccb<\/div>\r\n <h2>10.3. DEPARTMENTAL INSTRUCTIONS<\/h2>\r\n <\/div>\r\n <hr class=\"section-line\">\r\n\r\n <p style=\"margin-bottom: 20px;\">\r\n Each Department has to issue <span class=\"highlight\">Departmental instructions<\/span> to regulate the <span class=\"highlight\">recording and reviewing<\/span> of records. These instructions must be reviewed and re-issued by each Department to ensure procedural compliance.\r\n <\/p>\r\n\r\n <!-- SECTION 10.4: CATEGORISATION OF PHYSICAL RECORDS -->\r\n <div class=\"section-header\">\r\n <div class=\"icon\">\ud83c\udfdb\ufe0f<\/div>\r\n <h2>10.4. CATEGORISATION OF PHYSICAL RECORDS<\/h2>\r\n <\/div>\r\n <hr class=\"section-line\">\r\n\r\n <p style=\"margin-bottom: 15px;\">Files may be recorded under any one of the following <span class=\"highlight\">three categories<\/span>:<\/p>\r\n\r\n <div class=\"category-box\">\r\n <div class=\"category-title\">Category 'A' \u2014 \"Keep and Microfilm\"<\/div>\r\n <p style=\"margin-bottom: 10px;\">This categorization is adopted for files qualifying for <span class=\"highlight\">permanent preservation<\/span> for administrative purposes or historical importance.<\/p>\r\n \r\n <p style=\"font-weight: bold; margin-top: 12px; margin-bottom: 8px;\">Microfilming is required if they contain:<\/p>\r\n \r\n <p style=\"margin-bottom: 6px;\"><span class=\"emphasis\">(i)<\/span> A document so precious that its original must be preserved intact and access restricted to prevent damage.<\/p>\r\n \r\n <p><span class=\"emphasis\">(ii)<\/span> Material likely to be required for <span class=\"highlight\">frequent reference<\/span> by different parties simultaneously.<\/p>\r\n <\/div>\r\n\r\n <div class=\"category-box\">\r\n <div class=\"category-title\">Category 'B' \u2014 \"Keep but do not Microfilm\"<\/div>\r\n <p>Covers files required for <span class=\"highlight\">permanent preservation<\/span> for administrative purposes (as listed in part 'A' of Appendix 10.2), but <span class=\"emphasis\">excludes<\/span> material requiring microfilming (i.e., not precious or frequently accessed simultaneously).<\/p>\r\n <\/div>\r\n\r\n <div class=\"category-box\">\r\n <div class=\"category-title\">Category 'C' \u2014 \"Keep for specified period only\"<\/div>\r\n <p style=\"margin-bottom: 10px;\">Includes files of <span class=\"highlight\">secondary importance<\/span> with reference value for a limited period <span class=\"highlight\">not exceeding 10 years<\/span>.<\/p>\r\n \r\n <p style=\"font-style: italic; margin-top: 12px;\"><span class=\"emphasis\">Upgrade Rule:<\/span> In exceptional cases, if record retention is required beyond 10 years, it will be upgraded to <span class=\"highlight\">'B' Category<\/span>.<\/p>\r\n <\/div>\r\n\r\n <!-- CATEGORISATION OF E-FILES -->\r\n <div class=\"section-header\">\r\n <div class=\"icon\">\ud83d\udcbb<\/div>\r\n <h2>CATEGORISATION OF E-FILES<\/h2>\r\n <\/div>\r\n <hr class=\"section-line\">\r\n\r\n <p style=\"margin-bottom: 20px;\">eFiles are recorded under <span class=\"highlight\">two specific categories<\/span>:<\/p>\r\n\r\n <div class=\"two-column\">\r\n <div class=\"column-box\">\r\n <div class=\"category-title\">Category - 'A'<\/div>\r\n <p>eFiles qualifying for <span class=\"highlight\">permanent preservation<\/span> for administrative purposes or historical reasons.<\/p>\r\n <\/div>\r\n \r\n <div class=\"column-box\">\r\n <div class=\"category-title\">Category - 'C'<\/div>\r\n <p>eFiles of <span class=\"highlight\">secondary importance<\/span> with reference value for a period <span class=\"highlight\">not exceeding 10 years<\/span>.<\/p>\r\n <\/div>\r\n <\/div>\r\n\r\n <p class=\"note-text\"><span class=\"emphasis\">Note:<\/span> eFiles in Category 'C' required beyond 10 years must be upgraded to <span class=\"highlight\">Category 'A'<\/span>.<\/p>\r\n\r\n <!-- SECTION 10.5: PROCEDURE FOR RECORDING -->\r\n <div class=\"section-header\">\r\n <div class=\"icon\">\u2705<\/div>\r\n <h2>10.5. PROCEDURE FOR RECORDING<\/h2>\r\n <\/div>\r\n <hr class=\"section-line\">\r\n\r\n <p style=\"margin-bottom: 20px;\">\r\n After action on the issue(s) considered on the file has been completed, the <span class=\"highlight\">Dealing Officer\/Initiating Officer<\/span>, in consultation with his <span class=\"highlight\">supervisory officer<\/span>, should close and record the file in the following manner:\r\n <\/p>\r\n\r\n <div class=\"numbered-list\">\r\n <div class=\"procedure-step\">\r\n <span class=\"step-number\">i.<\/span>\r\n <div class=\"step-content\">\r\n Indicate the appropriate <span class=\"highlight\">category of record<\/span>. For Category 'C', specify the <span class=\"highlight\">retention period<\/span> and the year of review\/weeding on the file cover (e.g., <span class=\"emphasis\">\"C\/5 \u2013 Destroy 2\/2023\"<\/span>). This requires specific approval from the Section Officer.\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"procedure-step\">\r\n <span class=\"step-number\">ii.<\/span>\r\n <div class=\"step-content\">\r\n Revise the <span class=\"highlight\">title of the file<\/span> where necessary to adequately describe the final contents.\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"procedure-step\">\r\n <span class=\"step-number\">iii.<\/span>\r\n <div class=\"step-content\">\r\n Get the file <span class=\"highlight\">indexed<\/span> (Mandatory for Category <span class=\"highlight\">'A' & 'B'<\/span> files).\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"procedure-step\">\r\n <span class=\"step-number\">iv.<\/span>\r\n <div class=\"step-content\">\r\n Take extracts of <span class=\"highlight\">important decisions\/documents<\/span> for the standing guard file, standing note, or <span class=\"highlight\">precedent book<\/span>.\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"procedure-step\">\r\n <span class=\"step-number\">v.<\/span>\r\n <div class=\"step-content\">\r\n Remove and destroy <span class=\"highlight\">superfluous papers<\/span> (reminders, routine slips, rough drafts) unless they have <span class=\"highlight\">audit or legal<\/span> value.\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"procedure-step\">\r\n <span class=\"step-number\">vi.<\/span>\r\n <div class=\"step-content\">\r\n Complete all references; mark <span class=\"highlight\">previous and later references<\/span> clearly on the file cover.\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"procedure-step\">\r\n <span class=\"step-number\">vii.<\/span>\r\n <div class=\"step-content\">\r\n Complete <span class=\"highlight\">columns 4 and 5<\/span> of the file register (Appendix 7.3) and correct column 2 if necessary.\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"procedure-step\">\r\n <span class=\"step-number\">viii.<\/span>\r\n <div class=\"step-content\">\r\n Enter the file number in the register for <span class=\"highlight\">watching progress of recording<\/span> (Appendix 10.1).\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"procedure-step\">\r\n <span class=\"step-number\">ix.<\/span>\r\n <div class=\"step-content\">\r\n Write the word <span class=\"red-text\">\"RECORDED\"<\/span> prominently in <span class=\"highlight\">red ink<\/span> across entries in the file movement register.\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"procedure-step\">\r\n <span class=\"step-number\">x.<\/span>\r\n <div class=\"step-content\">\r\n Convert all <span class=\"highlight\">pencil notations<\/span> (page numbers\/references) into <span class=\"highlight\">ink<\/span>.\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"procedure-step\">\r\n <span class=\"step-number\">xi.<\/span>\r\n <div class=\"step-content\">\r\n Prepare <span class=\"highlight\">fresh file covers<\/span> where necessary, ensuring all previous entries are transferred.\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"procedure-step\">\r\n <span class=\"step-number\">xii.<\/span>\r\n <div class=\"step-content\">\r\n Hand over the file to the <span class=\"highlight\">MTS<\/span> for repair of damaged papers and <span class=\"highlight\">stitching<\/span>. The file must be shown to the designated official for final entries before bundling.\r\n <\/div>\r\n <\/div>\r\n <\/div>\r\n\r\n <!-- BOX-E.10.2: RECORDING IN EFILE -->\r\n <div class=\"blue-box\">\r\n <h3>\ud83d\udcc1 BOX-E.10.2. RECORDING IN EFILE<\/h3>\r\n \r\n <p style=\"margin-bottom: 8px;\">\u2022 In eFile, <span class=\"highlight\">change of file title<\/span> or <span class=\"highlight\">removal of any paper<\/span> from any part of the electronic file is <span class=\"highlight\">not permissible<\/span>.<\/p>\r\n \r\n <p>\u2022 In eFile, file maintenance is a <span class=\"highlight\">continuous and automatic activity<\/span>.<\/p>\r\n <\/div>\r\n\r\n <!-- SECTION 10.8 CUSTODY OF RECORDS -->\r\n <div class=\"section-header\">\r\n <div class=\"icon\">\ud83d\uddc4\ufe0f<\/div>\r\n <h2>10.8 CUSTODY OF RECORDS<\/h2>\r\n <\/div>\r\n <hr class=\"section-line\">\r\n\r\n <div class=\"numbered-list\">\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">(i)<\/span>\r\n <div style=\"flex: 1;\">\r\n <span class=\"emphasis\">Retention Period:<\/span> Recorded files are kept in sections\/desks for <span class=\"highlight\">not more than one year<\/span>, then transferred to the <span class=\"highlight\">Departmental Record Room (DRR)<\/span>.\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">(ii)<\/span>\r\n <div style=\"flex: 1;\">\r\n <span class=\"emphasis\">Work Transfer:<\/span> Files are transferred via <span class=\"highlight\">Appendix 10.3 (duplicate list)<\/span>. One copy remains with the receiver, the other is <span class=\"highlight\">returned to the transferor<\/span>.\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">(iii)<\/span>\r\n <div style=\"flex: 1;\">\r\n <span class=\"emphasis\">Transfer to DRR:<\/span> Accompanied by <span class=\"highlight\">Appendix 10.3<\/span> in duplicate. The DRR verifies files, signs, and returns one copy.\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">(iv)<\/span>\r\n <div style=\"flex: 1;\">\r\n <span class=\"emphasis\">DRR Management:<\/span> Maintains a <span class=\"highlight\">Record Review Register (Appendix 10.4)<\/span> with pages allotted for future years.\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">(v)<\/span>\r\n <div style=\"flex: 1;\">\r\n <span class=\"emphasis\">25-Year Rule (NAI):<\/span> Files reaching their <span class=\"highlight\">25th year of life<\/span> which survive review are stamped <span class=\"highlight\">'TRANSFERRED TO NAI'<\/span> and sent to the National Archives of India with a list in triplicate.\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">(vi)<\/span>\r\n <div style=\"flex: 1;\">\r\n <span class=\"emphasis\">Preservation Standards:<\/span> Record rooms must be <span class=\"highlight\">ventilated, well-lit, fire-safe<\/span>, and moisture-free. Records are dusted regularly and <span class=\"highlight\">periodically fumigated<\/span>.\r\n <\/div>\r\n <\/div>\r\n <\/div>\r\n\r\n <!-- SECTION 10.9: REVIEW AND WEEDING OF RECORDS -->\r\n <div class=\"section-header\">\r\n <div class=\"icon\">\ud83d\udcdd<\/div>\r\n <h2>10.9. REVIEW AND WEEDING OF RECORDS<\/h2>\r\n <\/div>\r\n <hr class=\"section-line\">\r\n\r\n <div class=\"flowchart-container\">\r\n <div class=\"flowchart-title\">Review Timelines and Reckoning<\/div>\r\n \r\n <div style=\"display: flex; justify-content: center; gap: 30px; flex-wrap: wrap;\">\r\n <div style=\"text-align: center;\">\r\n <div class=\"flowchart-box\">CATEGORY 'C' FILES<\/div>\r\n <div style=\"margin: 8px 0;\">Reckoned by:<\/div>\r\n <div style=\"font-weight: bold;\"><span class=\"highlight\">YEAR OF CLOSING<\/span><\/div>\r\n <div style=\"margin: 12px 0; font-size: 18px;\">\u2193<\/div>\r\n <div>Review on Expiry of Retention Period<\/div>\r\n <\/div>\r\n \r\n <div style=\"text-align: center;\">\r\n <div class=\"flowchart-box\">CATEGORY 'A' & 'B'<\/div>\r\n <div style=\"margin: 8px 0;\">Reckoned by:<\/div>\r\n <div style=\"font-weight: bold;\"><span class=\"highlight\">YEAR OF OPENING<\/span><\/div>\r\n <div style=\"margin: 12px 0; font-size: 18px;\">\u2193<\/div>\r\n <div>Review on Attaining 25th year<\/div>\r\n <\/div>\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"green-box\">\r\n <p>\r\n <span class=\"mandatory-text\">The Mandatory Standard:<\/span> A category 'C' file will be <span class=\"highlight\">weeded out<\/span> on expiry of retention unless there are grounds for further retention. Retention after review must <span class=\"highlight\">not exceed 10 years<\/span> total, with approval from <span class=\"highlight\">Branch Officer\/Divisional Head<\/span>.\r\n <\/p>\r\n <\/div>\r\n\r\n <!-- CRITICAL EXCEPTION -->\r\n <div class=\"red-box\">\r\n <p style=\"font-weight: bold; margin-bottom: 10px;\">\u26a0\ufe0f CRITICAL EXCEPTION: LEGAL & INQUIRY PROCEEDINGS<\/p>\r\n <p style=\"margin-bottom: 10px;\">Files related to <span class=\"highlight\">Departmental Inquiries<\/span>, <span class=\"highlight\">Commissions of Inquiry<\/span>, or <span class=\"highlight\">Court Proceedings\/Judgments<\/span> may <span class=\"underline\">not<\/span> be destroyed, even if they have completed their life cycle.<\/p>\r\n \r\n <ul style=\"margin-left: 20px; margin-top: 10px;\">\r\n <li>Destruction is only permitted <span class=\"highlight\">after<\/span> report submission or judgment implementation.<\/li>\r\n <li>Requires approval of <span class=\"highlight\">Joint Secretary\/Head of Department<\/span>.<\/li>\r\n <li>Files must be kept during <span class=\"highlight\">appeals<\/span> or <span class=\"highlight\">challenge periods<\/span>.<\/li>\r\n <\/ul>\r\n <\/div>\r\n\r\n <!-- MANNER OF WEEDING\/DESTRUCTION -->\r\n <h3 class=\"sub-heading\">\u26a0\ufe0f MANNER OF WEEDING\/DESTRUCTION<\/h3>\r\n\r\n <table class=\"small-table\">\r\n <tr>\r\n <td style=\"text-align: center; font-weight: bold; background-color: #f5f5f5;\">\r\n <span class=\"highlight\">Routine Records<\/span><br>\r\n <span style=\"font-weight: normal;\">Manually torn into small pieces<\/span>\r\n <\/td>\r\n <td style=\"text-align: center; font-weight: bold; background-color: #f5f5f5;\">\r\n <span class=\"highlight\">Classified Records<\/span><br>\r\n <span style=\"font-weight: normal;\">Use of Shredder<\/span>\r\n <\/td>\r\n <td style=\"text-align: center; font-weight: bold; background-color: #f5f5f5;\">\r\n <span class=\"highlight\">Secret Records<\/span><br>\r\n <span style=\"font-weight: normal;\">Incinerated after being shredded<\/span>\r\n <\/td>\r\n <\/tr>\r\n <\/table>\r\n\r\n <\/div>\r\n\r\n <!-- SECTION 2: ISTM Notes (Placeholder) -->\r\n <div id=\"istm\" class=\"content-section\">\r\n <div class=\"placeholder-section\">\r\n <div class=\"placeholder-icon\">\ud83d\udcd6<\/div>\r\n <h3>Notes on Office Procedure - ISTM<\/h3>\r\n <p>Content for this section will be added soon. This section will contain detailed notes from the Institute of Secretariat Training and Management (ISTM) on office procedures.<\/p>\r\n <\/div>\r\n <\/div>\r\n\r\n <!-- SECTION 3: GFR Appendix 9 -->\r\n <div id=\"gfr\" class=\"content-section\">\r\n\r\n <div class=\"main-title\">GFR - APPENDIX 9<\/div>\r\n\r\n <!-- APPENDIX 9: DESTRUCTION OF ACCOUNTS RECORDS -->\r\n <div class=\"section-header\">\r\n <div class=\"icon\">\ud83d\udcc1<\/div>\r\n <h2>APPENDIX - 9: DESTRUCTION OF ACCOUNTS RECORDS<\/h2>\r\n <\/div>\r\n <hr class=\"section-line\">\r\n\r\n <p style=\"margin-bottom: 20px; text-align: justify;\">\r\n The destruction of records (including correspondences) connected with accounts is governed by the following Rules and subsidiary rules consistent therewith, as prescribed by Government with the concurrence of the <span class=\"highlight\">Comptroller and Auditor-General<\/span>.\r\n <\/p>\r\n\r\n <!-- SECTION 1: RECORDS PROHIBITED FROM DESTRUCTION -->\r\n <div class=\"section-header\">\r\n <div class=\"icon\">\ud83d\udeab<\/div>\r\n <h2>1. RECORDS PROHIBITED FROM DESTRUCTION<\/h2>\r\n <\/div>\r\n <hr class=\"section-line\">\r\n\r\n <div class=\"green-box\">\r\n <p>\r\n <span class=\"mandatory-text\">The Mandatory Standard:<\/span> The following records shall on <span class=\"highlight\">no account<\/span> be destroyed:\r\n <\/p>\r\n <\/div>\r\n\r\n <div class=\"list-section\">\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">(i)<\/span>\r\n <span>Papers relating to <span class=\"highlight\">expenditure<\/span> which is within the <span class=\"highlight\">period of limitation<\/span> fixed by law.<\/span>\r\n <\/div>\r\n\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">(ii)<\/span>\r\n <span>Papers relating to <span class=\"highlight\">expenditure on projects, schemes, or works<\/span> not completed, even if they are beyond the period of limitation.<\/span>\r\n <\/div>\r\n\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">(iii)<\/span>\r\n <span>Papers relating to <span class=\"highlight\">claims to service and personal matters<\/span> affecting persons in the service (except as indicated in the Annexure).<\/span>\r\n <\/div>\r\n\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">(iv)<\/span>\r\n <span>Papers relating to <span class=\"highlight\">orders and sanctions of a permanent character<\/span>, until such time as they are revised.<\/span>\r\n <\/div>\r\n\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">(v)<\/span>\r\n <span>Papers relating to records in respect of which an <span class=\"highlight\">audit objection is outstanding<\/span>.<\/span>\r\n <\/div>\r\n <\/div>\r\n\r\n <!-- RULE 2: COMPLETE RETENTION SCHEDULE -->\r\n <div class=\"section-header\">\r\n <div class=\"icon\">\ud83d\udccb<\/div>\r\n <h2>RULE 2: COMPLETE RETENTION SCHEDULE (SL NO. 1 - 13)<\/h2>\r\n <\/div>\r\n <hr class=\"section-line\">\r\n\r\n <table>\r\n <thead>\r\n <tr>\r\n <th>SL.<\/th>\r\n <th>MAIN-HEAD<\/th>\r\n <th>SUB-HEAD \/ DESCRIPTION<\/th>\r\n <th>RETENTION PERIOD<\/th>\r\n <th>REMARKS<\/th>\r\n <\/tr>\r\n <\/thead>\r\n <tbody>\r\n <tr>\r\n <td>1.<\/td>\r\n <td><strong>Payments & Recoveries<\/strong><\/td>\r\n <td>\r\n (i) Expenditure Sanctions not covered by Rule 1.<br>\r\n (ii) Cash Books maintained by DDOs.<br>\r\n (iii) Contingent expenditure.<br>\r\n (iv) Arrear claims (including investigations).<br>\r\n (v-vii) Papers relating to: GPF Membership, Nomination, Missing credits.\r\n <\/td>\r\n <td>\r\n Varying: <span class=\"highlight\">2 years<\/span> (typically 1 yr after audit).<br>\r\n <span class=\"highlight\">10 Years<\/span> for Cash Books.\r\n <\/td>\r\n <td>\r\n Subject to nominations being placed in Vol. II of Service Book\/Personal File. Sanctions must be authenticated.\r\n <\/td>\r\n <\/tr>\r\n <tr>\r\n <td>2.<\/td>\r\n <td><strong>Budget Estimates<\/strong><\/td>\r\n <td>Budget Estimates \/ Revised Estimates as compiled by the Section of the Department.<\/td>\r\n <td><span class=\"highlight\">3 Years<\/span>.<\/td>\r\n <td>Relates to estimates for the Department as a whole.<\/td>\r\n <\/tr>\r\n <tr>\r\n <td>3.<\/td>\r\n <td><strong>Service Books<\/strong><\/td>\r\n <td>(a) Officials entitled to retirement benefits.<br>(b) Other employees.<\/td>\r\n <td><span class=\"highlight\">3 Years<\/span> after pension order or ceasing service.<\/td>\r\n <td>Counted after final pension\/ gratuity payment order.<\/td>\r\n <\/tr>\r\n <tr>\r\n <td>4.<\/td>\r\n <td><strong>Leave Account<\/strong><\/td>\r\n <td>(a) Officials entitled to retirement benefits.<br>(b) Other employees.<\/td>\r\n <td><span class=\"highlight\">3 Years<\/span> after pension order or ceasing service.<\/td>\r\n <td>Consistent with Service Book retention logic.<\/td>\r\n <\/tr>\r\n <tr>\r\n <td>5.<\/td>\r\n <td><strong>Service Records<\/strong><\/td>\r\n <td>\r\n (a) Nomination for Family Pension\/DCRG.<br>\r\n (b) Subscription for LIC\/CGEGIS.<br>\r\n (c) Alteration in Date of Birth.<br>\r\n (d) Papers relating to previous service admission.\r\n <\/td>\r\n <td><span class=\"highlight\">1 to 5 Years<\/span>. (DOB: 3 yrs. Service Book\/DCRG Verification: 3 yrs).<\/td>\r\n <td>Subject to authenticated copies being placed in Service Book Vol II.<\/td>\r\n <\/tr>\r\n <tr>\r\n <td>6.<\/td>\r\n <td><strong>Expenditure Statements<\/strong><\/td>\r\n <td>\r\n (a) Lower formations.<br>\r\n (b) Department level.<br>\r\n (c) Register of monthly expenditure (Form GFR9).\r\n <\/td>\r\n <td>Weed out at <span class=\"highlight\">end of financial year<\/span> \/ after Appropriation Accounts finalized.<\/td>\r\n <td>Retention depends on finalization of Appropriation Accounts.<\/td>\r\n <\/tr>\r\n <tr>\r\n <td>7.<\/td>\r\n <td><strong>Surety Bonds<\/strong><\/td>\r\n <td>Surety Bonds executed in favor of temporary or retiring Govt servants.<\/td>\r\n <td><span class=\"highlight\">3 Years<\/span> after Bond ceases to be enforceable.<\/td>\r\n <td>Critical for recovery of dues.<\/td>\r\n <\/tr>\r\n <tr>\r\n <td>8.<\/td>\r\n <td><strong>Pay Bills<\/strong><\/td>\r\n <td>\r\n (a) Pay Bill Register.<br>\r\n (b) Office copies of Establishment bills.<br>\r\n (c) Schedules to bills.<br>\r\n (d) Acquaintance Roll.\r\n <\/td>\r\n <td>\r\n <span class=\"highlight\">35 Years<\/span> (Register\/Office copies): <span class=\"highlight\">3 Years<\/span> (Schedules\/Rolls) or 1 yr after audit.\r\n <\/td>\r\n <td>Long-term retention for pay history and pension verification.<\/td>\r\n <\/tr>\r\n <tr>\r\n <td>9.<\/td>\r\n <td><strong>Muster Rolls<\/strong><\/td>\r\n <td>Muster Rolls for payments.<\/td>\r\n <td>Min. <span class=\"highlight\">3 financial years<\/span> after the relevant year (excluding payment year).<\/td>\r\n <td>Subject to departmental regulations.<\/td>\r\n <\/tr>\r\n <tr>\r\n <td>10.<\/td>\r\n <td><strong>Bill Register<\/strong><\/td>\r\n <td>Maintained in Form TR-28-A.<\/td>\r\n <td><span class=\"highlight\">5 Years<\/span>.<\/td>\r\n <td>Standard financial monitoring.<\/td>\r\n <\/tr>\r\n <tr>\r\n <td>11.<\/td>\r\n <td><strong>Paid Cheques<\/strong><\/td>\r\n <td>Paid cheques returned by the Bank to the Audit\/Accounts Office.<\/td>\r\n <td><span class=\"highlight\">5 Years<\/span>.<\/td>\r\n <td>Counterfoils preserved for same period as paid cheques.<\/td>\r\n <\/tr>\r\n <tr>\r\n <td>12.<\/td>\r\n <td><strong>Contracts<\/strong><\/td>\r\n <td>Files, papers and documents relating to contracts, agreements, etc.<\/td>\r\n <td><span class=\"highlight\">5 Years<\/span> after contract is fulfilled or terminated.<\/td>\r\n <td><strong>Audit Rule:<\/strong> Do not destroy if audit objections are raised until clear.<\/td>\r\n <\/tr>\r\n <tr>\r\n <td>13.<\/td>\r\n <td><strong>Sub-vouchers<\/strong><\/td>\r\n <td>Sub-vouchers relating to the Secret Service Expenditure.<\/td>\r\n <td><span class=\"highlight\">3 years<\/span> after expiry of financial year.<\/td>\r\n <td>Subject to completion of audit and audit certificate issues.<\/td>\r\n <\/tr>\r\n <\/tbody>\r\n <\/table>\r\n\r\n <!-- INSTRUCTIONS ON RECORD RETENTION -->\r\n <div class=\"section-header\">\r\n <div class=\"icon\">\ud83d\udcdd<\/div>\r\n <h2>INSTRUCTIONS ON RECORD RETENTION<\/h2>\r\n <\/div>\r\n <hr class=\"section-line\">\r\n\r\n <div class=\"numbered-point\">\r\n <span class=\"number\">1.<\/span>\r\n <p>\r\n The retention period specified in Column (4), in the case of a file, is to be reckoned from the year in which the file is <span class=\"highlight\">closed<\/span> (i.e., action thereon has been completed) and not necessarily from the year in which it is recorded.\r\n <\/p>\r\n <\/div>\r\n\r\n <div class=\"numbered-point\">\r\n <span class=\"number\">2.<\/span>\r\n <p>\r\n In the case of records other than files, e.g., <span class=\"highlight\">registers<\/span>, the prescribed retention period will be counted from the year in which it has <span class=\"highlight\">ceased to be current<\/span>.\r\n <\/p>\r\n <\/div>\r\n\r\n <div class=\"numbered-point\">\r\n <span class=\"number\">3.<\/span>\r\n <p>\r\n In <span class=\"highlight\">exceptional cases<\/span>, a record may be retained for a period longer than that specified in the schedule, if it has certain special features or such a course is warranted by the peculiar needs of the department. In no case, however, will a record be retained for a <span class=\"highlight\">period shorter<\/span> than that prescribed in the schedule.\r\n <\/p>\r\n <\/div>\r\n\r\n <div class=\"indented-section\">\r\n <p>\r\n <span class=\"underline\">Linked Disposal Rule:<\/span> If a record is required in connection with the disposal of another record, the former will not be weeded out until all after one main record raised in the latter have been finally decided, even though the retention period marked on the former may have expired in the meantime.\r\n <\/p>\r\n <\/div>\r\n\r\n <!-- FILES HAVING FINANCIAL IMPLICATIONS -->\r\n <div class=\"section-header\">\r\n <div class=\"icon\">\ud83d\udcb0<\/div>\r\n <h2>FILES HAVING FINANCIAL IMPLICATIONS<\/h2>\r\n <\/div>\r\n <hr class=\"section-line\">\r\n\r\n <div class=\"green-box\">\r\n <p>\r\n <span class=\"mandatory-text\">The Five-Year Principle:<\/span> Files having financial implications and liable to be called by audit for inspection should be <span class=\"highlight\">retained for a period of five years<\/span> after they have been recorded.\r\n <\/p>\r\n <\/div>\r\n\r\n <h3 class=\"blue-heading\">Handling Audit Objections<\/h3>\r\n\r\n <p class=\"indented-section\">\r\n If an <span class=\"highlight\">audit objection<\/span> relating to a transaction dealt with in a file is received within the five-year period, the file will <span class=\"highlight\">not be destroyed<\/span> until after the objection has been settled to the satisfaction of the audit.\r\n <\/p>\r\n\r\n <h3 class=\"blue-heading\">Local Audit Protocol<\/h3>\r\n\r\n <p class=\"indented-section\">\r\n If a local audit does not take place within five years, the <span class=\"highlight\">Head of the Office<\/span> must ascertain from audit authorities whether they have any objection to weeding out the files.\r\n <\/p>\r\n\r\n <div class=\"green-box\">\r\n <p>\r\n <span class=\"mandatory-text\">The Working Rule:<\/span> To avoid an unnecessary build-up of records, a continuous and conscious effort should be made throughout the year to weed out unnecessary documents. The guiding principle is <span class=\"highlight\">\"weed as you go\"<\/span>.\r\n <\/p>\r\n <\/div>\r\n\r\n <\/div>\r\n\r\n <!-- SECTION 4: Record Retention Schedule -->\r\n <div id=\"retention\" class=\"content-section\">\r\n \r\n <div class=\"main-title\">RECORD RETENTION SCHEDULE<\/div>\r\n\r\n <!-- RETENTION SCHEDULE FOR RECORDS (MOP) -->\r\n <div class=\"section-header\">\r\n <div class=\"icon\">\ud83d\udccb<\/div>\r\n <h2>RETENTION SCHEDULE FOR RECORDS (MOP)<\/h2>\r\n <\/div>\r\n <hr class=\"section-line\">\r\n\r\n <div class=\"green-box\">\r\n <p>\r\n <span class=\"mandatory-text\">The Mandatory Rule:<\/span> The retention period will be reckoned with reference to the date from which the record <span class=\"highlight\">ceases to be current\/active<\/span>.\r\n <\/p>\r\n <\/div>\r\n\r\n <table>\r\n <thead>\r\n <tr>\r\n <th>DESCRIPTION OF RECORD<\/th>\r\n <th>RETENTION PERIOD (YEARS)<\/th>\r\n <\/tr>\r\n <\/thead>\r\n <tbody>\r\n <tr>\r\n <td>Dak Register<\/td>\r\n <td><span class=\"highlight\">3 Years<\/span><\/td>\r\n <\/tr>\r\n <tr>\r\n <td>Standing Guard Files<\/td>\r\n <td><span class=\"highlight\">Permanent<\/span> (Weed out when revised)<\/td>\r\n <\/tr>\r\n <tr>\r\n <td>Section Dispatch Register<\/td>\r\n <td><span class=\"highlight\">5 Years<\/span><\/td>\r\n <\/tr>\r\n <tr>\r\n <td>Messenger Book<\/td>\r\n <td><span class=\"highlight\">3 Years<\/span><\/td>\r\n <\/tr>\r\n <tr>\r\n <td>File Register<\/td>\r\n <td><span class=\"highlight\">Permanent<\/span><\/td>\r\n <\/tr>\r\n <tr>\r\n <td>File Movement Register<\/td>\r\n <td><span class=\"highlight\">3 Years<\/span><\/td>\r\n <\/tr>\r\n <tr>\r\n <td>Register for Progress of Recording<\/td>\r\n <td><span class=\"highlight\">3 Years<\/span><\/td>\r\n <\/tr>\r\n <tr>\r\n <td>Precedent Book<\/td>\r\n <td><span class=\"highlight\">Permanent<\/span><\/td>\r\n <\/tr>\r\n <tr>\r\n <td>List of Files Transferred to DRR<\/td>\r\n <td><span class=\"highlight\">25 Years<\/span><\/td>\r\n <\/tr>\r\n <tr>\r\n <td>List of Files Transferred to National Archives<\/td>\r\n <td><span class=\"highlight\">Permanent<\/span><\/td>\r\n <\/tr>\r\n <tr>\r\n <td>Record Review Register<\/td>\r\n <td><span class=\"highlight\">1 Year<\/span><\/td>\r\n <\/tr>\r\n <tr>\r\n <td>List of Files Received for Review<\/td>\r\n <td><span class=\"highlight\">1 Year<\/span><\/td>\r\n <\/tr>\r\n <tr>\r\n <td>Record Requisition Slip (NAI)<\/td>\r\n <td>Destroy after return to NAI<\/td>\r\n <\/tr>\r\n <tr>\r\n <td>Monthly Progress Report on Recording<\/td>\r\n <td><span class=\"highlight\">1 Year<\/span><\/td>\r\n <\/tr>\r\n <tr>\r\n <td>Register of Communications from MPs\/VIPs<\/td>\r\n <td><span class=\"highlight\">3 Years<\/span><\/td>\r\n <\/tr>\r\n <tr>\r\n <td>Register of Parliamentary Assurances<\/td>\r\n <td><span class=\"highlight\">3 Years<\/span><\/td>\r\n <\/tr>\r\n <tr>\r\n <td>Check-lists for Periodical Reports<\/td>\r\n <td><span class=\"highlight\">1 Year<\/span><\/td>\r\n <\/tr>\r\n <tr>\r\n <td>Inspection Reports<\/td>\r\n <td><span class=\"highlight\">1 Year<\/span> after ATN is accepted<\/td>\r\n <\/tr>\r\n <\/tbody>\r\n <\/table>\r\n\r\n <!-- SECTION A: RECORDS OF ADMINISTRATIVE VALUE -->\r\n <div class=\"section-header\">\r\n <div class=\"icon\">\ud83d\udcc1<\/div>\r\n <h2>A \u2013 RECORDS OF ADMINISTRATIVE VALUE<\/h2>\r\n <\/div>\r\n <hr class=\"section-line\">\r\n\r\n <p style=\"font-style: italic; margin-bottom: 20px;\">Papers required to be kept indefinitely for the administration's use:<\/p>\r\n\r\n <div class=\"numbered-list\">\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">1.<\/span>\r\n <div style=\"flex: 1;\">\r\n <span class=\"emphasis\">Rights & Obligations:<\/span> Papers relating to evidence of <span class=\"highlight\">rights or obligations<\/span> of or against the government (e.g., property titles, deeds recognizing rights, formal instruments like awards and sanctions).\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">2.<\/span>\r\n <div style=\"flex: 1;\">\r\n <span class=\"emphasis\">Major Policy:<\/span> Papers relating to <span class=\"highlight\">major policy decisions<\/span>, including those relating to the preparation or modification of legislation.\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">3.<\/span>\r\n <div style=\"flex: 1;\">\r\n <span class=\"emphasis\">Committees & Working Groups:<\/span> Papers relating to constitution, functions and working of <span class=\"highlight\">important committees<\/span>, working groups, etc.\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">4.<\/span>\r\n <div style=\"flex: 1;\">\r\n <span class=\"emphasis\">Precedents:<\/span> Papers relating to <span class=\"highlight\">lasting precedents<\/span> for important procedures (e.g., administrative memoranda, historical reports, legal opinions on important matters).\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">5.<\/span>\r\n <div style=\"flex: 1;\">\r\n <span class=\"emphasis\">Rules & Regulations:<\/span> Papers relating to <span class=\"highlight\">rules, regulations<\/span>, departmental guides or instructions of general application.\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">6.<\/span>\r\n <div style=\"flex: 1;\">\r\n <span class=\"emphasis\">Organization & Staffing:<\/span> Papers relating to salient features of <span class=\"highlight\">organisation and staffing<\/span> of government departments and offices.\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">7.<\/span>\r\n <div style=\"flex: 1;\">\r\n <span class=\"emphasis\">Important Litigation:<\/span> Papers relating to <span class=\"highlight\">important litigation<\/span> or 'causes celebres' in which the administration was involved.\r\n <\/div>\r\n <\/div>\r\n <\/div>\r\n\r\n <!-- SECTION B: RECORDS OF HISTORICAL IMPORTANCE -->\r\n <div class=\"section-header\">\r\n <div class=\"icon\">\ud83c\udfdb\ufe0f<\/div>\r\n <h2>B \u2013 RECORDS OF HISTORICAL IMPORTANCE<\/h2>\r\n <\/div>\r\n <hr class=\"section-line\">\r\n\r\n <p style=\"font-style: italic; margin-bottom: 20px;\">Papers of value to historians and research scholars:<\/p>\r\n\r\n <div class=\"numbered-list\">\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">1.<\/span>\r\n <div style=\"flex: 1;\">\r\n <span class=\"emphasis\">Origin & Organization:<\/span> Papers relating to the <span class=\"highlight\">origin of a department<\/span> or agency; how it was organised; how it functioned; and (if defunct) how and why it was dissolved.\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">2.<\/span>\r\n <div style=\"flex: 1;\">\r\n <span class=\"emphasis\">Accomplishments:<\/span> Papers relating to data about what the <span class=\"highlight\">department\/agency accomplished<\/span> (samples or annual reports).\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">3.<\/span>\r\n <div style=\"flex: 1;\">\r\n <div class=\"green-box\" style=\"margin: 0;\">\r\n <p>\r\n <span class=\"emphasis\">Policy Change Indicators:<\/span> Papers relating to a change of policy can be identified via: (a) <span class=\"highlight\">Summaries for Ministers<\/span>, (b) <span class=\"highlight\">Committee appointments<\/span>, and (c) Notes for the <span class=\"highlight\">Cabinet<\/span> or <span class=\"highlight\">Cabinet Committees<\/span>.\r\n <\/p>\r\n <\/div>\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">4.<\/span>\r\n <div style=\"flex: 1;\">\r\n <span class=\"emphasis\">Implementation:<\/span> Papers relating to the <span class=\"highlight\">implementation of a change of policy<\/span>, including sets of instructions for executing agencies and relevant forms.\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">5.<\/span>\r\n <div style=\"flex: 1;\">\r\n <span class=\"emphasis\">Public Events:<\/span> Papers relating to a well-known <span class=\"highlight\">public or international event<\/span> or cause celebre, or events causing interest\/controversy on a national plane.\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">6.<\/span>\r\n <div style=\"flex: 1;\">\r\n <span class=\"emphasis\">Trends & Developments:<\/span> Papers relating to direct reference to <span class=\"highlight\">trends or developments<\/span> in political, social, economic or other fields (including unpublished statistical data).\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">7.<\/span>\r\n <div style=\"flex: 1;\">\r\n <span class=\"emphasis\">Citations:<\/span> Papers relating to papers cited in or noted as consulted in connection with <span class=\"highlight\">official publications<\/span>.\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">8.<\/span>\r\n <div style=\"flex: 1;\">\r\n <span class=\"emphasis\">Research & Development:<\/span> Papers relating to the more important aspects of <span class=\"highlight\">scientific or technical research<\/span> and development.\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">9.<\/span>\r\n <div style=\"flex: 1;\">\r\n <span class=\"emphasis\">Local Interest:<\/span> Papers relating to matters of <span class=\"highlight\">local interest<\/span> not reasonably expected to be available locally, or covering the whole country.\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">10.<\/span>\r\n <div style=\"flex: 1;\">\r\n <span class=\"emphasis\">Obsolete Investigations:<\/span> Papers relating to <span class=\"highlight\">obsolete activities<\/span> or investigations, or to abortive schemes in important fields.\r\n <\/div>\r\n <\/div>\r\n\r\n <div class=\"list-item\">\r\n <span class=\"list-number\">11.<\/span>\r\n <div style=\"flex: 1;\">\r\n <span class=\"emphasis\">Departmental Sources:<\/span> Papers relating to any other specific category of records which are treated as <span class=\"highlight\">genuine sources of history<\/span> (biographical\/antiquarian interest).\r\n <\/div>\r\n <\/div>\r\n <\/div>\r\n\r\n <!-- DESTRUCTION OF PERSONNEL & ESTABLISHMENT RECORDS -->\r\n <div class=\"section-header\">\r\n <div class=\"icon\">\ud83d\udc65<\/div>\r\n <h2>DESTRUCTION OF PERSONNEL & ESTABLISHMENT RECORDS<\/h2>\r\n <\/div>\r\n <hr class=\"section-line\">\r\n\r\n <table>\r\n <thead>\r\n <tr>\r\n <th>SL. NO.<\/th>\r\n <th>MAIN-HEAD<\/th>\r\n <th>SUB-HEAD<\/th>\r\n <th>RETENTION PERIOD<\/th>\r\n <th>REMARKS<\/th>\r\n <\/tr>\r\n <\/thead>\r\n <tbody>\r\n <tr>\r\n <td>1.<\/td>\r\n <td><strong>Creation & Classification of posts<\/strong><\/td>\r\n <td>\r\n (i) Continuance \/ revival of posts.<br>\r\n (ii) Conversion of temporary posts.<br>\r\n (iii) Creation of posts.<br>\r\n (iv) Revision of scales of pay.<br>\r\n (v) Upgrading of posts.\r\n <\/td>\r\n <td>\r\n (i) <span class=\"highlight\">1 year<\/span>.<br>\r\n (ii) <span class=\"highlight\">10 years<\/span>.<br>\r\n (iii) <span class=\"highlight\">10 years<\/span>.<br>\r\n (iv) <span class=\"highlight\">Permanent<\/span> for concerned Depts.<br>\r\n (v) <span class=\"highlight\">10 years<\/span>.\r\n <\/td>\r\n <td>\r\n Subject to particulars of sanction being noted in Establishment\/ Service Register.\r\n <\/td>\r\n <\/tr>\r\n <tr>\r\n <td>2.<\/td>\r\n <td><strong>Review for suitability<\/strong><\/td>\r\n <td>Establishment \/ Sanction Register.<\/td>\r\n <td><span class=\"highlight\">Permanent<\/span>.<\/td>\r\n <td>Old volume kept for 3 years when rewritten.<\/td>\r\n <\/tr>\r\n <tr>\r\n <td>3.<\/td>\r\n <td><strong>Arbitration and litigation<\/strong><\/td>\r\n <td>--<\/td>\r\n <td><span class=\"highlight\">3 years<\/span>.<\/td>\r\n <td>File not closed until proceedings are final.<\/td>\r\n <\/tr>\r\n <tr>\r\n <td>4.<\/td>\r\n <td><strong>Notices under Section 80 CPC<\/strong><\/td>\r\n <td>--<\/td>\r\n <td><span class=\"highlight\">1 year<\/span>.<\/td>\r\n <td>If followed by suit, retain for 3 years.<\/td>\r\n <\/tr>\r\n <tr>\r\n <td>5.<\/td>\r\n <td><strong>Recruitment<\/strong><\/td>\r\n <td>Condonation of break in service.<\/td>\r\n <td><span class=\"highlight\">5 years<\/span>.<\/td>\r\n <td>Entry in service record required.<\/td>\r\n <\/tr>\r\n <tr>\r\n <td>6.<\/td>\r\n <td><strong>Advances<\/strong><\/td>\r\n <td>\r\n (i-ii) Rules and Orders<br>\r\n (iii-vii) Grant of advances\r\n <\/td>\r\n <td>\r\n (i-ii) <span class=\"highlight\">Permanent<\/span> for issuing Depts.<br>\r\n (iii-vii) <span class=\"highlight\">1 year<\/span>.\r\n <\/td>\r\n <td>\r\n Subject to entries in pay bill register.\r\n <\/td>\r\n <\/tr>\r\n <tr>\r\n <td>7.<\/td>\r\n <td><strong>Surety Bonds<\/strong><\/td>\r\n <td>Executed for temp\/retiring servants.<\/td>\r\n <td><span class=\"highlight\">3 years<\/span>.<\/td>\r\n <td>After Bond ceases to be enforceable.<\/td>\r\n <\/tr>\r\n <tr>\r\n <td>8.<\/td>\r\n <td><strong>Pension \/ retirement<\/strong><\/td>\r\n <td>\r\n (i) Rules and Orders<br>\r\n (ii) Pre-verification, Invalid pension, Family pension, Gratuity, Commutation\r\n <\/td>\r\n <td>\r\n (i) <span class=\"highlight\">Permanent<\/span> for issuing Depts.<br>\r\n (ii) <span class=\"highlight\">1-15 years<\/span> (varies by type)\r\n <\/td>\r\n <td>\r\n Commutation: <span class=\"highlight\">15 years<\/span> retention.\r\n <\/td>\r\n <\/tr>\r\n <\/tbody>\r\n <\/table>\r\n\r\n <\/div>\r\n\r\n <\/div>\r\n <\/main>\r\n <\/div>\r\n\r\n <script>\r\n function showSection(sectionId) {\r\n \/\/ Hide all sections\r\n var sections = document.querySelectorAll('.content-section');\r\n for (var i = 0; i < sections.length; i++) {\r\n sections[i].classList.remove('active');\r\n }\r\n\r\n \/\/ Remove active class from all nav links\r\n var links = document.querySelectorAll('.nav-link');\r\n for (var i = 0; i < links.length; i++) {\r\n links[i].classList.remove('active');\r\n }\r\n\r\n \/\/ Show selected section\r\n document.getElementById(sectionId).classList.add('active');\r\n\r\n \/\/ Add active class to clicked nav link\r\n var activeLink = document.querySelector('[data-section=\"' + sectionId + '\"]');\r\n if (activeLink) {\r\n activeLink.classList.add('active');\r\n }\r\n\r\n \/\/ Update header\r\n var titles = {\r\n 'csmop': 'Central Secretariat Manual of Office Procedure',\r\n 'istm': 'Notes on Office Procedure - ISTM',\r\n 'gfr': 'GFR - Appendix 9: Destruction of Accounts Records',\r\n 'retention': 'Record Retention Schedule'\r\n };\r\n\r\n var sectionNames = {\r\n 'csmop': 'CSMOP',\r\n 'istm': 'ISTM Notes',\r\n 'gfr': 'GFR Appendix 9',\r\n 'retention': 'Retention Schedule'\r\n };\r\n\r\n document.getElementById('content-title').textContent = titles[sectionId];\r\n document.getElementById('current-section-name').textContent = sectionNames[sectionId];\r\n\r\n \/\/ Scroll to top\r\n window.scrollTo(0, 0);\r\n }\r\n\r\n \/\/ Breadcrumb navigation functions\r\n function goHome() {\r\n \/\/ Navigate to home - you can change this URL to your actual home page\r\n \/\/ For now, it shows the first section (CSMOP) and scrolls to top\r\n showSection('csmop');\r\n window.scrollTo(0, 0);\r\n \/\/ Uncomment below line and add your home URL if you want to redirect to a different page\r\n \/\/ window.location.href = 'https:\/\/your-website.com\/home';\r\n }\r\n\r\n function goRecordsManagement() {\r\n \/\/ Navigate to Records Management main page\r\n \/\/ For now, it shows the first section (CSMOP) as the main records management page\r\n showSection('csmop');\r\n window.scrollTo(0, 0);\r\n \/\/ Uncomment below line and add your URL if you want to redirect to a different page\r\n \/\/ window.location.href = 'https:\/\/your-website.com\/records-management';\r\n }\r\n <\/script>\r\n\r\n<\/body>\r\n<\/html>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"<p>Records Management Portal | Government of India \ud83c\udfdb\ufe0f Records Management Portal Government of India \ud83d\udcda Table of Contents \ud83d\udccb CSMOP 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