Preservation of records

Preservation of records

Why Record management? • Records constitute an important element in office system and procedure • Their maintenance, preservation and retirement is one of the important functions of the office

Need for preserving records • Government regulations and legal requirements • Department’s preservation policy • To produce evidence in case of disputes

Guidelines for preservation • Following records should not be destroyed on any count • Records connected with expenditure which is within the period of limitation fixed by law • Records connected with the expenditure on projects, schemes or works not completed, although beyond the period of limitation • Records connected with claims to service and personal matters of affected persons in the service • Orders and sanctions of a permanent character, until revised • Account records on which audit objection is pending should not be destroyed until final adjustment • All relevant records in connection with complaints involving claims to be preserved till settlement • A register of destruction of records in Form ACG91 to be maintained in each office and preserved permanently; Full details of destructions to be entered

Guidelines for destruction • Old records except those mentioned below are to be torn up and sold as waste paper • If no buyer comes up they should be destroyed by fire • The following records should be destroyed by fire • Confidential records • Book of Postmarks

Guidelines for destruction(conto’d) • The following PO records should not be destroyed without special permission of the Head of circle • Post Office order book(except in Bos) • Register of undeliverable passbooks in deposit in HO • Correspondences and documents on which enquiry is in progress or relating to cases not fully closed • Character sheets of officials in service and those who have absconded • Nominal Roll

Preservation period of common records

Preservation period under AML Act

Preservation of records