A statement of the categories of documents that are held by it for under its control

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MANUAL 6
A STATEMENT OF THE CATEGORIES OF DOCUMENTS THAT ARE HELD BY IT FOR UNDER ITS CONTROL
[SECTION 4(1)(B)(VI)] \
DETAILSOF THE RECORDS AVAILABLE IN A STATEMENT FORM, WING WISE, UNIT WISE,BRANCH WISE DULY TABULATED, INDEXED AND CATALOGUES.

S.No. Nature of Record Details of information available Unit/section where available Retention period, where available
  RECORD RETENTION SCHEDULE    
1. General Record :-As per Annexure II given below    
2. Accounts Record :-As per Annexure I given below    

3.

 Dispensary Record

 

 Daily purchase register

Concerned dispensary

 10 years, After Audit

 

   Daily consumption register

 

 3 years, After Audit

 

   Monthly indents

 

 3 years, After Audit

 

   Attendance register of Patients

 

 3 years, After Audit

4.

 Administration records R/R files.

Administrator

 Permanent

 

   Appointment files.

 

 10 years

 

   Promotion files

 

 10 years

 

   Seniority files

 

 5 years , After issue of final seniorty list.

 

   Confirmation files.

 

 3 years ,After conformation order

 

   Transfer and posting files

 

 3 years , After conformation order

 

   Office order books

 

 3 years

 

   Purchase file

 

 3 years , After Audit

 

   Telephone files

 

 10 years

 

   Audit para and report

 

 3 years , After settlement

 

   CL account

 

 1 year

 

   Repair and Maintenance file

 

 3 years , After Audit

 

   Log book of vehicle

 

 3 years , After Audit

 

   Misc. files

 

 3 years

 

   App. and Exam papers

 

 1 year , After Recrutment.

 

   Notices and agenda

 

 3 years

5.

 LWO, LO , Vig, Enquiry, PRO.  

 

 5 year after closer cases and important decision files 10 years. and weeded out after retaining copies of the decision.

6.

 AC(L&E) Land and Building record

AC(L&E)

 Permanent.

 

   Eviction cases file.

 

 3 years , After closer of the case.

 

   Court case files

 

 3 years , After closer of the case

 

   Quaters Allotment files

 

 3 years , After vacation of Quaters

 

   General and Misc. files

 

 3 years

 

   HRA recovery register

 

 Permanent.

 

   Monthly HRA Register.

 

 3 years , After audit

7.

 Revenue records As per norms lay down at serial No.1,2,& 4.

DOR

  

8.

 Engg Department Records As per norms lay down at serial No.1,2,& 4.

EO to Mem(W)

  

9.

 Secuirty records As per norms lay down at serial No.1,2,& 4.

CSO

  
10. Record Retention Schedule of Revenue Department.

ANNEXURE I (ACCOUNTS RECORD)

 

 

   Stock register - 5 years.

 

   Survey report

-

 5 Years

 

   Register of stock receipts

5

 5 Years

 

   Indent form

10

 10 years

 

   Abstract of stock receipts

5

 -

 

   Abstarct of Stock issues.

5

 -

 

   Half yearly balance

5

 5 years

 

   Sale account

5

 5 years

 

   Half year register of stock

5

 -

 

   Account of receipt of tools

5

 5 years

 

   Accounts of issue of tools and plants

5

 5 years

 

   T & P register

5

 -

 

   Estimate form

5

 -

 

   Petty works requisition

5

 -

 

   Revised estimate

5

 -

 

   Cpompletion report

3

 -

 

   Tender forms

2

 -

 

   Percentage rate tender & contract

3

 -

 

   Item rate tender & contracts

3

 -

 

   Tender and contract for supply material

3

 -

 

   Tender and contract for piece work

3

 -

 

   Lump-sum tender and contract

3

 -

 

   Register of accepting tenders and aggrements

5

 -

 

   Muster roll

10

 -

 

   Daily labour report

1

 -

 

   Measurement book

10

 -

 

   Register of measurement book

10

 -

 

   First and final bill

10

 -

 

   Running and final bill

10

 -

 

   Hand receipt

10

 -

 

   Bill of work

35

 -

 

   Register of boards

10

 -

 

   Contractor register.

10

 -

 

   Register of suspense

10

 -

 

   Estt. Check register

10

 -

 

   Officers pay bill

35

 -

 

   Bill of rest of Estt.

35

 -

 

   Absentee statements

35

 -

 

   Acquitance rolls

6

 -

 

   TA bills

3

 -

 

   TA Check register

3

 -

 

   Register Wasting assets Permanentely. -

 

   Register of loans Permanentely. -

 

   Register of Investments Permanentely. -

 

   Register of stamps 5 years. -

 

   Memo of Review Permanent. -

 

   Register of records destroyed Permanent -

 

   General cash book Permanent -

 

   Abstract of receipt and exp 20 years -

 

   Treasury challan 5 years -

 

   Receipt form 5 years -
    board treasury challan 5 years -

 

   Rubber stamps for payment 5 years -
    Rubber stamps for subvoucher 5 years -
    Entery of permanent advance 5 years -

 

   Continent bills 5 years -

 

   Movable property register 10 years -

 

   Register of suits 10 years -

 

   Process fees register 10 years -

 

   Register of contract work 5 years -
    Indent form 5 years -

 

   Register of building application 10 years -

 

   Unauthorized construction of building 10 years -

 

   Register of encroachment on immovable property Permanentely -
    Register of Immovable property Permanentely -

 

   Rent demand and collection register 10 years -

 

   Bill of collection of rent 5 years -

 

   Tehbazzari ticket/register 5 years -
    register of Tehbazzari by land officer 5 years -

 

   Receipt of fare fees 5 years -

 

   Slaughter house tickets 5 years -

 

   Garden order/ledger books 5 years -

 

   Garden cash book 10 years -

 

   Statement of boards 5 years -

 ANNEXURE II (GENERAL RECORD )

Receipt register

 

3 yrs
    Invoice

 

1 year
    Section diary

 

3 yrs
    Register of inter sectional movement

 

1 year after all reference entered in the register have been return to the originating section 
    Weekly statement of cases 2 years
    Assistant Diary 1 year after all the primary receipt entered in the diary have been finally disposed off.
    Issue diary

 

1 year
    Worksheet for typist 1 year
    Dispatch register for local dak 3 years
    Peon book 3 years
    postage Stamp register 3 years after audit
    File movement register 1 year after audit
    Movement diary for stenographer , PAS . 1 year after all the papers entered in the dairy have been sent out
    Control chart of primary receipts 1year
    Abstract of control chart 3 years
    Statistical abstract 1 year
    Weekly arrear statement 1 year
    Numerical abstract of castes pending 3 year 
    Suspense and reminder diary 1 year
    Monthly arrear statement relating to indexing and recording. 1 year
    Statement of returns & report 1 year
    Register of assurances 1 year after all the promises including in the register have been implemented
    Qtly. & annual inspection report 3 years
    Statement showing the number of inspections carried out 1 year
    Misc. refund and collection Register 10 years
    Pounds register 5 years
    Register of impounds and animals 5 year
    Release pans with fourtor foil 5 year
    Receipts of purchase of impounded animals 5 years
    Memo. Showing disposal of proceeds of sale 5 years
    Pounds ledger Permanently
    Form of contract work supply order 5 years
    Completion certificate 5 years
    Budget estimate Permanent spare copies to be destroyed after 3 years.
    Monthly accounts and abstract of accounts March account to be retain for 10 years others months accounts to be destroyed after 1 year of the completion of related year of account.
    Annual accounts Permanently
    Budget proposal furnished by the department 1 year after audit of annual appropriation accounts of the related year.
    Annual appropriation account 1 year after audit.
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