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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

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Preservation of records

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  1. Preservation of records

  2. 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

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

  4. 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

  5. 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

  6. 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

  7. Preservation period of common records

  8. Preservation period of common records

  9. Preservation period of common records

  10. Preservation period of common records

  11. Preservation period of common records

  12. Preservation period under AML Act

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