| CIRCLE STAMP DEPOT | ||
| 1 | Register of spoilt Indian Postal Orders | 3 years |
| 2 | Monthly Statements showing the number of IPOs in stock at Post Offices | 3 years |
| (Rule 377(5) of P&T Manual Volume VIII) | ||
| 3 | Invoices in respect of Post Office Certificates | 10 years |
| Note 1 : Period of preservation of other records of CSD is not codified so far | ||
| Note 2 : The account records should be maintained for the same period as in the case of post office (see item 1.10) | ||
| Annexure | ||
| The period of preservation of records which has been codified is as follows :- (Cash Certificate Branch) | ||
| 1 | CC – 13 or Invoices issued by the CSD to the HOs for supply of cash certificates | 10 years |
| (Rule 377(5) of Postal Manual Volume VIII) | ||
| List of records for which period of preservation will have to be prescribed and codified by the Directorate | ||
| 1 | Indent sent to ISP Nashik by CSD (Half
yearly) |
5 years |
| 2 | Invoices received from ISP Nashik for supply of cash certificates | 5 years |
| 3 | CC – 12 (DGPA 323)
Stock register of cash certificates |
Permanent |
| 4 | Indents received from HDs | 3 years |
| 5 | Monthly statement of stock position in respect of savings instruments forwarded to ISP Nashik by CSD | 3 years |
| 6 | Fortnightly statement of particulars of invoices with date, details of cash certificates sent to the HOs | 10 years |
| 7 | Quarterly of cash certificates (HOs for supply of cash certificates (HO wise and Division wise). The list indicates the invoice number, date and details of cash certificates | 5 years |
| Note 1: The stock register CC 12 need to be made a permanent record as the stock register in the HOs. Stock and Issue Register in Postal Accounts are permanent record. | ||
| Note 2: The invoices issued to HOs are acknowledged to the CSD. At CSD the office copy and its acknowledgements is preserved for 10 years. The fortnightly list of invoices issued is sent to Postal Accounts. In stock and issue register (permanent record of PAO), the number of the invoice, its date and particulars of certificates supplied is noted in detail for adjustment of issue and discharge of each certificate under each HO. This exercise is done with reference to fortnightly reports sent by CSDs by Registered Post. The Divisional
Heads who are supplied with quarterly list of invoices by the CSD (which is prepared HO wise) will check the invoices the details of the certificates in the HOs during the Executive |
||
| Inspections. The divisional superintendents will have to ensure that all supplies are detailed in the stock register CC-12. This stock is verified by him with reference to the entries in the stock and issue register. The list of unsold stock of cash certificates as on 31st March every year is received at PAD will verify the unsold stock lists with the Stock and Issue Register. The list of unsold stock of cash certificates as on 31st March every year is received at PAD from all the HOs (including SO). The PAD will verify the unsold stock lists with the Stock and Issue Register. Therefore, the supplies made by CSD are properly accounted for at the HOs etc. Thus the period of preservation of stock register, the fortnightly reports to PAO quarterly consolidated list to Divisional as suggested. There appears to be no need to
increase the period in respect of Fortnightly reports and Quarterly lists. |
||
| Letter No.2-2/99-2000 dated 13/11/99 received from Supdt CSD Bangalore 18 | ||
|
Department of Posts |
||
| Note dt.29/09/1999 | ||
| This is regarding a proposal for codification of period of preservation of records of Circle Stamp Depot pertaining to Postal Orders Branch. | ||
| The Circle Stamp Depots have come into existence in 1979 to start with in one or two circles by taking over the work of stamps and stationery from Huzoor Treasuries of the state. Circle Stamp Depots came into existence in all Circles and in some Circles Regional Depots were formed (Trichy, Nashik and Kanpur). The Circle Stamp Depot Bangalore has come into existence from 01/08/80. Initially, stamps and stationery were procured from ISP and distributed to all the Head Offices in the Circles. Later on cash certificates work was transferred from the Postal Stores Depot
to Circle work was transferred from Postal Accounts to Circle Stamp Depot. |
||
|
In all there are eight records used in CSD. Since the work has been transferred from Postal Accounts Office to Circle Stamp Depot, the period of preservation is codified under Section 5 of Appendix III of Postal Accounts Manual Volume I (1986 edition) and these details are furnished in the annexure. The other five records are indicated in the same annexure and the preservation of these has not been codified. Therefore, the period is suggested with the reasons for such a period based on the study made at this Depot. |
||
| Annexure | ||
| The period of preservation of following records pertaining to Indian Postal Orders is codified in Section 5 of Appendix III of Postal Accounts Manual Volume I 1986 Edition corrected upto 01/01/86. (The work of procurement and distribution of Postal orders to the HOs was transferred from PAO to CSD with effect from 01/06/87) and therefore the same preservation will continue. | ||
| 1 | Indents for procurement of Postal Order on ISP | 1 year |
| 2 | Indents from HO received at CSD | 1 year |
| 3 | Register of Defective and spoilt postal orders received | 3 years |
| The records whose preservation to be codified | ||
| Invoice received from ISP Nashik | 5 years | |
|
DGPA 480-IPO stock register (preservation as in the case of IRC) |
15 years | |
|
DGOA 303 – Invoices to HOs (After supplies are made to the HOs, the PAO maintains the accounts in its supply and issue registers and the list of unsold stock in respect of each HO/SO is sent to PAO by HOs yearly and the unsold stock is verified by the PAO. This exercise for 3 to 5 years is enough to ensure proper accounting of the supplies received from CSD at HOs. Therefore 10 years is the safest period of preservation) |
10 years | |
| Format of stock statement to ISP Nashik | 3 years |