Preservation Period of Records in Head Offices and Sub Offices

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1. HEAD AND SUB POST OFFICE
1.1 Mail and Sorting
Sl No	Description of Records	Period of Preservation
1	Mail Lists received and despatched	2 years
2	All records of mail department except those mentioned in item 1 above and elsewhere in this part	1 year
(See also Misc 1.17)
(Rule 25 of Postal Manual Volume VI Part I)
1.2 Franking Machine Records
1	Register to be maintained by the counter PA operating Multi Value Franking Machine (FM.1)	3 years from the date of last entry
2	List of Licences of Franking Machines authorised to post their articles – to be maintained in the post offices (FM.3)	2 years after expiry of validity date of licence
3	Franking Machine Record Book (to be maintained by the Main PO and the licensee) (FM.4)	-do-
4	Franking Machine Ledger to be maintained in the Main Post Office (FM.5)	-do-
5	Licence for Franking Machine (FM.7)	-do-
6	Franking Machine Window Ticket (FM.8)	-do-
7	Register showing payment of advance rentals and postage in respect of hired Franking Machines (FM.16)	-do-
8	Franking Machine Register regarding postings (to be maintained by licensee) (FM.10)	3 years from the date of last entry in the register
9	Despatch slips (to accompany each consignment for franked postal articles tendered for despatch) (FM.11)	2 years
10	Franking Machine daily docket (FM.12)	2 years
11	Register showing particulars of repairs made in the Franking Machines (to be maintained by the PMRO) (FM.17)	2 years
12	Application for renewal of licence for hired Franking Machines (FM.14)	2 years after expiry of validity date of licence
13	List of Licences of hired Franking Machines authorised to post their articles (to be maintained in the post offices) (FM.15)	2 years after expiry of validity date of licence
(DG Posts Lr No.53-2/86-PMR dt.18/02/1986)

1.3 Bag Account
1	Day bag books in CBOs	10 years
2	Day bag book in UBOs/DBOs	2 years
3	Stock Register	10 years
4	Repairable bags register	10 years
5	Unserviceable bags register	10 years
6	Annexure C (Bag balance reports)	2 years
7	Due bag lists	2 years
8	Register showing the closing balances in UBOs/DBOs	2 years
9	Register showing the bags exchanged with mails between Circles	2 years
10	Records pertaining to physical verification of bags	2 years
Para 29 of the Booklet “New System of Bag Accounting Procedure Manual” 1986)
1.4 Delivery
1	Deposit Account	18 months
2	Letter Postage account	18 months
(Part II of Annexure ‘A’ of Appendix 5 of P&T FHB Volume I)
1.5 Registration and Parcel
1	Memos or admission of delivery obtained from the addressees in cases where inward foreign parcel receipts are not forthcoming	1 – 1½ years
2	Inward foreign parcel receipts obtained from the Director of Accounts (Postal) for purposes of enquiry	1 – 1½ years after completion of enquiry
3	Register of customs duty realised on postal parcels and letters	1 – 1½ years
4	Inward foreign parcel bills	1 – 1½ years
5	Register of letter mail articles detained for customs examination	1 – 1½ years after the items under detention are finally disposed off
6	Register of refunds and write back of customs duty allowed on postal parcels and letters	1 – 1½ years after the items assessed for the customs duty are finally disposed off
7	Statement showing details of inward duty prepaid parcels and the amount claimed in the UK General Account	3 years
8	Schedule of customs duty and other charges realised in cash on inward foreign parcels and letter mail articles	1 – 1½ years
9	Parcel receipts and assessment memos relating to inward foreign parcels and letter mail articles	1 – 1½ years

10	Schedule of cash refunds of customs duty and postal fee		1 – 1½ years after the items assessed to the customs duty are finally disposed off
11	Registered lists received and despatched		2 years
12	Parcel lists received and despatched		2 years
13	Receipts for inward foreign registered articles of the letter mail and for inward foreign parcels on which no customs duty is charged		1 – 1½ years
14	All records of registration department except those mentioned in item 11 above and elsewhere in this part		1 year
15	All records of Parcel department except those mentioned in item 12 above and elsewhere in this part		1 year
16	Duplicate copies of the lists of parcel receipts returned to the Director of Accounts (Postal) and to offices of Exchange		1 – 1½ years
Note : In the case of an article of the foreign post under dispute regarding which an enquiry is in progress, the records pertaining to it should be kept until the matter has been settled even if the prescribed period is exceeded
(Rule 25 of Postal Manual Volume VI Part I)
1.6 Speed Post
1	Customer Receipt Book	6 months
2	BNPL Booking Journal	1 Month
3	Speed Post Manifest	6 months
4	Speed Post Abstract	6 months
5	Speed Post Delivery Bill	6 months
6	Speed Post Mail List	6 months
7	Speed Post Money Order List	1 Year
8	Speed Post Delivery List	6 months
9	Speed Post Special Delivery List	6 months
10	Speed Post Coord. Report	6 months
11	Speed Post Intimation Slip	6 months
12	List of transactions of booking of Speed Post articles	1 Year
13	Speed Post Ledger for BNPL	Permanent
14	Speed Post Bill for BNPL	1 Year
15	Register of Cheques sent for Clearance	1 Year
16	Speed Post Inland Complaint File	3 months after closure of the case
17	Speed Post International Complaints	3 months after closure of the case
Directorate Letter No. 32/121/99-BDD dated 26.04.2002

1.7 Money Order
1	Journals (lists) of money orders issued (Head Office and Sub Office (MO.2)	18 months
2	Register of Money Orders received for payment (MO.3)	18 months
3	List of Money Orders Paid (Head Office and Sub Office (MO.4)	18 months
4	Compilation of Money Orders Paid (MO.23)	18 months
5	Books of money order receipts (Head Office and Sub Office) (MO.1)	2 years
6	Compilation of daily totals of money orders issued in sub offices	18 months
7	Postman’s money orders paid books (MS.27)	18 months
8	Files of cases containing paid money orders received from Postal Account Office	Files for 1 year and paid orders for 2 years
9	Records relating to inward/outward foreign money orders in exchange offices	3 years
10	Counterfoils of used RMO cheque books	5 years from the date of last cheque drawn in the book
11	Counterfoils of pay order	3 years from the date of issue of last pay order
Part II of Annexure A of Appendix 5 of P&T FHB Volume I)
1.8 Indian Postal Orders
1	List and Journals of Indian Postal Orders sold	18 months
2	List of Indian Postal Orders paid	18 months
3	Register of Indian Postal Orders in stock	18 months
(Part II of Annexure ‘A’ of Appendix 5 of P&T FHB Volume I)
1.9 Treasury/Cash
1	Treasurer’s Cash Book	10 years
2	Treasury Passbook	10 years
3	Treasury Vouchers	3 years
4	Treasury receipts	3 years
(Part II of Annexure ‘A’ of Appendix 5 of P&T FHB Volume I)
5	Cash Book (TR.4)	10 years
6	Register of cheques received and cleared (ACG 28)	5 years from the date of last entry in the register
7	Register of cheque/receipt books	5 years from the date of last entry in the register
8	Counterfoils of used cheque book/receipt books	5 years from the date of last cheque drawn/receipt issued from the book

9	Money receipts (ACG 67)	5 years from the date of last cheque drawn/receipt issued from the book
(Rule 8 of FHB Volume I)
(Part I of Annexure ‘A’ of Appendix 5 of P&T FHB Volume I)
10	Cash Book maintained by drawing and disbursing officers	10 years
Appendix 5 of P&T FHB Volume I
1.10 Sub Accounts
Note : The period of preservation mentioned below is in terms of complete account year(s)
1	Head Office Summary	3 years
2	Sub Office daily accounts	18 months
3	Branch office daily accounts	2 years
4	Sub office summaries	18 months
5	Branch Office summaries	18 months
6	Sub Office slips	18 months
7	Branch Office Slips	2 years
8	Sub Office Accounts	3 years
9	Branch Office Accounts	3 years
10	Treasurers Cash Book	10 years
(Part II of Annexure ‘A’ of Appendix 5 of P&T FHB Volume I)
1.11 Accounts
1	Head Office Cash Book	3 years
2	Contingent Bills (copies)	3 years
3	Schedule of receipts and payments (copies)	3 years
4	Memo of disbursement of pay and allowances with receipts for money paid by the Postmaster	3 years or 1 year after the completion of audit whichever is later (i.e. maximum 3 to 6 years)
	(DG 62-37/86 dt.25/06/87)
5	Runner’s appointment certificates	Permanent
6	Remittance advice and acknowledgement	18 months
7	Daily lists of telephone revenue collections	2 years
8	Monthly statements of fluctuating charges in form A	1 year
9	Counterfoils of pay orders	3 years from the date of issue of last pay order
10	Register of refunds (ACG 27)	5 years
(Part II of Annexure ‘A’ of Appendix 5 of P&T FHB Volume I)
11	Objection statements and retrenchment memoranda	3 years

12	Receipts for money paid (other than those filed with the acquittance rolls)	3 years
13	Register of losses, recoverable advances and retrenchments	4 years
14	Letter of authority for payment to another person or agent	35 years
15	Inspection reports from the Audit Office/Accounts Office	1 year after the next inspection provided all the items have been settled
16	Correspondence relating to sanctions and revision of establishments etc	3 years (in the case of Post Offices and Railway Mail Service Offices to be destroyed as soon as a new revision is sanctioned)
17	Register of Security Deposits or Bonds	10 years
18	Correspondence relating to losses, defalcations etc	18 months after final orders have been passed (one year in the case of Post Offices and Railway Mail Service Offices)
19	Papers relating to grant of advances of pay, travelling allowances, purchase of motor cars etc	3 years
20	Last pay certificates	3 years
21	Renewal of sanctions to temporary establishment	3 years
22	Register of Budget grants	5 years
23	Correspondence relating to fund deduction etc	1 year
24	Receipts and invoices with the exception of those under dispute	3 years
25	Demands for Licence Fee, etc on departmental buildings	3 years
26	Gazetted Officer’s Pay Slips	1 year
27	Charge Reports (office copies)	1 year
28	Register showing the name, designation, pay etc of Gazetted Officers drawing pay from a disbursing office	5 years
29	General Provident Fund record relating to GPF Membership	1 year
30	General Provident Fund record relating to nomination	1 year subject to (a) Original nomination being placed in Volume II of the Service Book of Group D Government servant and

		(b) Nomination in original or an authenticated copy thereof being placed in Volume II of the Service Book/Personal File in case of other Government servant
31	Records relating to adjustment of missing credits in GPF accounts	1 year
32	Records relating to financing of insurance policies from GPF accounts	1 year subject to an authenticated copy of the sanction being placed on the personal file
33	Records relating to final withdrawal from GPF, eg for house building, higher technical education of children etc	1 year
34	GPF annual statements	1 year
35	Grain compensation and overtime allowance etc, Bills	6 years
36	Service Rolls	5 years after death, resignation, discharge or retirement whichever is earlier
37	Register of Sanctioned Establishment	At the end of one year after new one has been prepared
38	Register for maintaining particulars of accounts records destroyed	Permanent
39	Contingent Sub Vouchers	3 years
40	Bills for reimbursement of medical charges	6 years
41	Register of cheque/receipt books	5 years from the date of last entry in the register
42	Register of Destruction of records	Permanent
42(a)	Loan Register	10 years
43	Register of Files/Vouchers/Registers a) Transferred to Departmental recording Wing i.e. old records room of the Department/Office	25 years
43	b) Transferred to National Archives	Permanent
44	File Index Register	10 years
(Part I of Annexure ‘A’ of Appendix 5 of P&T FHB Volume I and Appendix 13 of General Financial Rules)
45	Annual establishment return (Book of Establishment)	35 years
46	Expenditure sanctions not covered by paragraph 11 on page 27 including sanctions relating to grants-in-aid	3 years or one year after completion of audit, whichever is later

47	Arrear claims (including sanction for investigation, where necessary)	3 years or one year after completion of audit, whichever is later
48	Records relating to contingent expenditure	3 years or one year after completion of audit, whichever is later
49	Budget estimates/revised estimates of an office	3 years
50	Travelling allowance bills and Acquittance Rolls relating thereto	3 years
51	Service Book (including leave account)	3 years after death/retirement or date of final sanction of pension, whichever is later
52	Invalid Pension	Till the youngest son/daughter attains the majority or five years, whichever is later
53	Family Pension	Till the youngest son/daughter attains the majority or five years, whichever is later
54	Other pensions	Till the youngest son/daughter attains the majority or five years, whichever is later
55	Life Certificate and Certificate of unemployment obtained from pensioners who are paid their pensions by money orders	5 years
56	Money order receipts and acknowledgements of pensioners	5 years
57	Statement of monthly progressive expenditure and correspondence relating to discrepancy in figures	2 years
58	Pay Bill Register	35 years
59	Office copies of establishment pay bills and related schedules (in cases where pay bill register is not maintained)	35 years
60	Schedules to establishment pay bills for the period for which Pay Bill Register is maintained	3 years or one year after completion of audit, whichever is later
61	Acquittance Rolls of pay and allowances (other than travelling allowances)	3 years or one year after completion of audit, whichever is later
62	Bill Register maintained in Form TR.28-A	5 years

63	Bill of charges for conveyance of mails, etc and payees’ receipts for money paid (other than those filed with establishment pay bills)	6 years
64	Muster rolls and Register of muster rolls	5 years
Note 1 : Before any pay bills are destroyed the periods of temporary and officiating services, as recorded in the service books of the Government servant concerned should be verified by the Head of the Office from the pay bills and the fact of such verification should be recorded under proper attestation in the service books.
Note 2 : The acquittance rolls of Gramin Dak Sevaks should be preserved for 45 years for the purpose of verification of their services.
Note 3 : Receipts for money paid filed along with the acquittance rolls should be preserved for the period prescribed for the relevant acquittance rolls.
Note 4(Appendix 5 of P&T FHB Volume I)
65	Schedule of customs duty and other charges realised in cash on inward foreign parcels and letter mail articles	1 – 1½ years
66	Schedules of cash refunds of customs duty and postal fee	1 – 1½ years after the items assessed to the customs duty are finally disposed off

1.12 Savings Bank
1	SB Ledgers in HO	To be destroyed forthwith by Postmasters after ensuring that all the accounts in the ledger have been closed, transferred or recopies and after obtaining certificate from the Postal Account Office that all the discrepant items of ledger have been settled. The folios pertaining to silent accounts will be extracted and kept separately in a serial order of accounts in convenient folders duly stitched and their particulars entered in a special register
2	Ledger cards of closed and transferred accounts and used up ledger cards	6 years provided the ledger agreement work has been completed
3	Sub Office SB Journals	To be destroyed by Sub Postmasters after ensuring that the SB ledgers have been prepared in respect of all accounts standing in the books of a sub office
4	SO SB Ledgers	6 years after all the accounts have been closed, transferred or recopies
5	SO CTD journals of 5 year accounts	6 years from the date of last entry
6	SO CTD journals of 10 year accounts	12 years from the date of last entry
7	SO CTD journals of 15 year accounts	18 years from the date of last entry
8	SO journals of RD accounts of 5 years	6 years from the date of last entry
9	SO journals of FD accounts of 5 years	6 years from the date of last entry
10	SO journals of TD accounts 1 to 5 years	6 years from the date of last entry for 3 and 5 year accounts and 3 years from the date of last entry for 1 and 2 year accounts

11	Specimen signature books – HO	To be destroyed forthwith by Postmaster after ensuring that the application forms pertaining to all accounts pending in the books have been prepared
12	Specimen signature books – SO	5 years after all the accounts featuring in the books have been closed or transferred
13	Guard books containing letters pledging deposits in the PO security deposit accounts	Letter of pledge may be retained for two years after the pledge has either been released or the account has been closed
14	Register of undeliverable passbooks	2 years after all the pass books entered in the register have been transferred to SBCO
15	Special error book maintained in the SB Branch	3 years
16	Books of preliminary savings bank receipts	3 years from the date of issue of last receipt
17	Monthly statistical registers	3 years
18	List of silent accounts received from the SBCO by the sub offices	Permanent
19	Guard books containing depositor’s applications for duplicate passbooks	6 years
20	List of withdrawals of Rs.2,500/- or more at branch offices and single handed sub offices with verification reports	1 year
21	Stock register of passbooks	18 months
22	Interest payment orders received from Director of Postal Accounts Calcutta	3 years
23	Authority for operating a public account	Till the closure of the account
24	Government Security Holder’s Rolls	So long as the securities remain in custody
25	Authority recognising the guardian of a minor depositor
26	Index to Ledger Cards	6 years after all the accounts in the index have been closed or transferred
27	Ledger Cards of silent accounts and ledger folio of silent accounts extracted	Permanent
28	Guard file containing applications for local transfer of accounts	2 years

29	Register of nomination of SB accounts	5 years after all the accounts finding place in the register and the guard book containing applications are closed/settled
30	Guard book containing applications for nomination of SB accounts and applications for cancellation and variation of nomination	5 years after all the accounts finding place in the register and the guard book containing applications are closed/settled
31	Index to preliminary receipts (MS.15)	2 years
32	SB slip (SB.27)	18 months
33	Duplicate copies of Advice of Transfer (SB.9 or SB.9a)	2 years after obtaining from the Pairing Office a certificate that no item is outstanding as unpaired
34	Register of inward and outward advices of transfer	2 years
35	SB voucher list (SB.22)	2 years
36	Register of rectification of SB interest	3 years
37	Objection register (SB.61)	2 years after all the objections have been settled
38	Register showing the number of SB passbooks received for entry of interest	2 years
39	Duplicate copies of preliminary receipts (SB.26) received from the branch offices and kept in the account office	18 months
40	Register of deceased depositor’s claim cases including files and records	3 years after the accounts are closed except where withdrawals are allowed on an indemnity bond, in which case the papers are to be preserved for six years after the accounts are closed
41	Duplicate copies of credit/debit SB transfer journals	2 years after obtaining from Pairing Office a certificate that no item is outstanding as unpaired
42	Register of discontinued CTD accounts revived	2 years after the revival of last entry
43	Register containing photographs and other particulars of depositors	3 years after the accounts in the register have been closed or transferred
44	Register of collection cheques	2 years
45	Stock register of SB cheque books	2 years
46	Register of returned cheques	2 years

47	Register of sanctions issued to Branch Offices and ED Sub Offices in respect of withdrawals exceeding the powers of BPMs/EDSPMs	2 years
48	Guard file containing applications for conversion of CTD accounts from one type to another	1 year
49	Guard book containing letters of authority from illiterate or blind depositors for operating the accounts through agents	2 years after all the accounts in the guard book have been closed or transferred
50	Guard book containing Court orders regarding guardianship of minors	2 years after accounts in the guard book have been closed or transferred
51	Guard book containing sanctions for opening Provident Fund accounts	2 years after accounts in the guard book have been closed or transferred
52	Guard book containing powers of attorney	2 years after accounts in the guard book have been closed or transferred
53	Guard book containing applications for the issue of new SB passbooks in lieu of spoilt ones	3 years
54	List of “Will Follow” interest accounts	2 years
55	Guard book containing applications for change in the name of SB depositors	2 years after the accounts are closed
56	Guard book containing letter of authority of SB depositors on active service	2 years after the accounts are closed
57	Guard book containing Court attachment orders of SB deposits	2 years after the accounts are closed
58	Guard book containing applications of depositors for issue of SB cheque books	2 years after the accounts are closed
59	Guard book containing copies of lists of collection cheques on outstation branches	2 years following the financial year to which the guard book belongs. Where the guard book stretches beyond a financial year, it will be preserved for 2 years following the last of the years to which the guard book belongs
60	Guard book containing copies of lists of collection cheques on local branches	-do-
61	Guard book containing copies of lists of collection cheques received from outstation for collection	-do-
62	Receipt book for passbooks (SB.28)	2 years

63	List of documents	2 years
64	Long Books	2 years
65	Guard book containing applications of depositors for revival of silent accounts	5 years (Rule 81 of POSB Manual Vol I)
66	Error book maintained in connection with the deposit by automatic transfer from SB account to CTD/RD account of the depositor	5 years
67	Guard file containing applications for the grant of certificate of deposits made in CTD accounts	1 year
68	Nominal roll kept in SB/SC branch	10 years
69	Guard book containing monthly schedule of CTD/RD accounts under Pay Roll Savings Scheme in Sub Offices	Same period as prescribed for SO CTD/RD journals
(Appendix III of Post Office Savings Bank Manual I)
1.13 Savings Certificates
	Application for purchase or transfer of certificates (NC 69 or NC 71) DG Posts Lr No.30-47/84-8B III dt.25/01/90	Six years after encashment of certificate on maturity/date of discharge of certificates
1	Application for Nomination (NC.51) or cancellation or variation of nomination (NC.53) of Post Office Savings Certificates	5 years plus the prescribed period of maturity or extended maturity (if the certificates are allowed to be retained beyond maturity) from the date of discharge of the certificate
2	Register of Nominations (NC.52) of Post Office Savings Certificates	5 years plus the prescribed period of maturity or extended maturity (if the certificates are allowed to be retained beyond maturity) from the date of discharge of the certificate
3	Yearly list of unsold Post Office Savings Certificates	The list should be destroyed after obtaining from the Postal Accounts Office certificate of settlement of all the discrepant items relating to that year or after 2 years whichever is later
4	Yearly list of Unclaimed Post Office Savings Certificates	3 years
5	Preliminary receipts NC 4(a) issued for Post Office Savings Certificates	3 years

6	Preliminary receipts NC 11 issued for Post Office Savings Certificates	3 years
7	Identity slips (counter foils) of Post Office Savings Certificates	18 months after the discharge of the certificates
8	Voucher List (NC.31 (a) of Post Office Savings Certificates	18 months provided no objections are pending settlement regarding non receipt of any returns in the Postal Accounts Office
9	Daily summary of payment of Defence Deposit Certificates	18 months
10	Guard Book containing applications for Gift Coupons (NC.40)	3 years after the Gift Coupons are discharged
11	Receipts issued for amounts for purchase of Units of the Unit Trust of India	18 months
12	Special error book relating to Savings Certificates	3 years
13	Monthly statistical registers	3 years
14	Bonds of Indemnity obtained in connection with the issue of duplicate certificates under Rule 20 of the PO Savings Certificates Rules 1960 *	(i) 5 year NSCs : 23 years from the date of issue
14		(ii) 7 year NSCs : 18 years from the date of issue
* From Item 14 it is apparent that the indemnity bonds are to be preserved for a period of 6 years after the period of maturity and extended period of maturity, if any
		(iii) 12 year NSCs : 23 years from the date of issue
		(iv) 10 year NPCs : 21 years from the date of issue
		(i) 12 year NPSCs : 23 years from the date of issue
15	Journals of certificates issued and discharged	18 months
16	Monthly summaries of certificates issued and discharged	18 months
17	Stock register of certificates	10 years after a new register is opened and the Postmaster has initialled the carried forward entries
18	Invoices of Certificates	3 years
19	Applications for purchase of transfer of certificates in lieu of which duplicate certificates have been issued	For a period of 6 years plus the period of maturity or extended maturity, if any, from the date of discharge of certificates

20	Applications for purchase of transfer of certificates in lieu of which duplicate certificates have been issued	For a period of 6 years plus the prescribed period of maturity or extended maturity (if the certificates are allowed to be retained beyond maturity) from the date of discharge of certificates
21	Sub Office and Head Office journals of certificates issued through Authorised Agents (NC.47 and NC.48)	18 months *
22	Ledger for payment of commission to Authorised Agents (NC.49)	3 years* from the date of payment of commission
23	Authorised Agents Bills for commission earned (NC.50)	3 years* from the date of payment of commission
24	Schedule of commission paid to Authorised Agents	3 years
25	Partially used up Authorised Agents Receipt books	3 years
26	Nominal Roll kept in SB and Savings Certificates Branches	10 years
27	Monthly Statement of stock position of Certificates sent by the Sub Office to Head Office	3 years
* Records mentioned at Serial Number 21 to 24 should not be destroyed, in case, where the commission has not been paid
28	Unclaimed savings certificates kept in the custody of Postal Accounts Office	30 years from the date of maturity
29	Register of Sale of Gift Coupons	18 months after the Gift Coupons are discharged
30	List of Gift Coupons sold during the month	18 months
31	Claims to postal certificates of deceased holders (all relevant material including files, registers and records)	Three years after payment is made except where payment is made on indemnity bond in which case the papers together with the bond should be preserved for six years after the month in which payment is made
(Appendix VII of Post Office Savings Bank Manual Volume II read with DG Posts Letter No.30-47/84-SB dt.03/12/87 and No.30-47/84-SB dt.04/07/88 and 23/08/88)

1.14 Record Keeping for Savings Bank/Certificates
1	All long books and List of Transactions either available in hard copy or in soft copy	5 years
2	All ledger cards or account details either available in hard or soft copy, Account Opening Forms with CDD/KYC documents and SS Books	5 years after closure of the account
3	All account closure vouchers	5 years from the date of closure of accounts
4	All purchase application forms along with KYC/CDD documents	5 years after discharge of certificates
(Master Circular No.1 on Anti Money Laundering (AML) /Combating of Financing Terrorism (CFT) AML/CFT issued vide SB Order 14/2012 and amended vide SB Order No. 8/2013.)
1.15 Telephones
1	Daily lists of telephone revenue collections	2 years
(Part II of Annexure ‘A’ of Appendix 5 of P&T FHB Volume I)
2	Counter foils of receipts in form Eng 8 for collection of Telephone Revenue	1 year
3	Counter foils of receipts in form Eng 9 for collection of Telephone Revenue	2 years in respect of departmental connections without involving guarantee and for those relating to guaranteed connections will those connections are given up or the guarantee is terminated
(Part I of Annexure ‘A’ of Appendix 5 of P&T FHB Volume I)
1.16 Stock
1	Invoices of articles received from the Stock Depot	3 years
2	Carbonic copies of invoices returned to Stock Depot	3 years
(Part II of Annexure ‘A’ of Appendix 5 of P&T FHB Volume I, Rule 25 of Postal Manual Volume VI Part I and Rule 17 of Postal Manual Volume VII)
3	Postal and other publications	After supply of new editions
4	Invoices of Publications and books of blank forms	After receipt of the first invoice for the year (destroyed by the Inspecting Officer during inspection)
5	Stock book	10 years after the year in which it is replaced by a fresh stock book

6	Receipts and invoices with the exception of those under dispute	3 years
(Part I of Annexure ‘A’ of Appendix 5 of P&T FHB Volume I)
1.17 Staff
1	Gradation List	3 years after new ones have been issued
2	Correspondence relating to personal files, appointments, nominations, leave, pension and punishments	3 years after the month in which the official concerned ceased to belong to the Department.
(Rule 25(1)(a) of Postal Manual Volume VI Part I)
3	Confidential records/character sheets of officials
	a) who have died	2 years after death
	b) who have retired	5 years after retirement (preserved with pension cases)
	c) who have retired on invalid pension	25 years or 3years after death, whichever is earlier (preserved with pension cases)
	d) who have been dismissed, removed or compulsorily retired as a disciplinary measure	6 years (preserved with disciplinary proceedings)
4	Service Books (including leave accounts)	3 years after death/retirement or date of final sanction of pension, whichever is later
5	Personal files	3 years after death/retirement or date of final sanction of pension, whichever is later
(Rule 25 of Postal Manual Volume VI Part I and note there under and Appendix 5 of P&T FHB Volume I)
6	Records of disciplinary proceedings	10 years from the date of disposal of disciplinary case
7	Records of appellate proceedings	7 years from the date of disposal of appeal
(Rule 154 of Postal Manual Volume III read with DG P&T No.112/82/Vig.III dated 08/10/82)
8	Service records of ED agents	1 year from the date of termination of service
(DG P&T Lr No.5-4/72-ED Cell (1) dated 18/08/73)
1.18 Miscellaneous
1	Register of Post Box Holders (M.23)	3 years
2	Inspection reports and verification reports by executive	1 year after the next inspection provided all the items have been settled

(Part II of Annexure A of Appendix 5 of P&T FHB Volume I)
3	Director General’s Circulars and general orders except those containing instructions of a permanent nature of instructions regarding issue and discharge of Government Loans floated from time to time	3 years after following April
4	Postmaster’s Order Book	3 years
5	Monthly statistical registers (Est 88, Est 90, Est 91, Est 92 etc)	3 years
6	Monthly statistical abstract	3 years
7	Correspondence register	3 years
8	Correspondence relating to robberies, thefts, frauds, tampering with or loss of registered and parcel mail articles and prosecutions	1 year after the cases are closed
9	Records relating to issue of Identity Cards	1 – 1½ years after the expiry of the validity of the cards
10	Other records of Post Office with the exception of those mentioned specifically, extant circulars of the Head of the Circle and account records detailed in the Postal Financial Handbook (included in this book elsewhere)	1 – 1½ years
11	Nominal Roll	Permanent
12	Circulars containing instructions of a permanent nature and bearing distinguishing title “Standing Orders”	On specific instructions from competent authority
(Rule 25 of Postal Manual Volume VI Part I)
13	Book of Postmarks (MS.18)	1 – 1½ years
14	Attendance Register (S.37)	5 years
15	Enumeration Returns (MS.6)	2 years
16	OTA records	1 year from the end of the financial year to which forms relate
17	Cases of irregularities and complaints in which a pecuniary claim has been made and rejected	3 years after the month in which the cases are closed
(Rule 25(a) of Postal Manual Volume VI Part I)
18	Register of Destruction of records	Permanent
19	Register of Files/Vouchers/Registers a) Transferred to Departmental recording Wing ie old records room of the Department/Office	25 years
	b) transferred to National Archives	Permanent
20	File Index Register	10 years
(Part I of Annexure A of Appendix 5 of P&T FHB Volume I)

2. BRANCH POST OFFICE
1	Branch Office account (Pa.6)	3 years after they are used up
2	Branch Office Journal (Pa.5) along with BO slips	3 years after they are used up
3	Book of BO receipts (MS 87(a)	2 years
4	Registered lists	2 years
5	Parcel Lists	2 years
6	Mail Lists received and despatched	2 years
7	Branch Office slips	2 years
8	Invoices of publications and articles received from the Stock Depot	3 years
9	Order Book	To be destroyed on special permission of the Divisional Superintendent
10	Stock Book	To be destroyed on special permission of the Divisional Superintendent
11	Village Postman’s book of receipts (MS.87)	2 years
12	Book of Postmarks	2 years
13	Circulars of the Head of the Circles containing convictions of Departmental officials	Permanent
14	Enumeration Returns	5 years
15	Yearly village returns	5 years
Note: The records at serial 9, 10, 11 and 12 above should be destroyed by fire or otherwise, in such a manner that they may not be used again. Other record should be torn up and sold as waste paper
(Rule 21 of Book of Rules for Branch Offices)

3. FOREIGN POST
1	ACFMs order book	3 years
2	Other records of Foreign Post Offices with the exception of those mentioned in this part, extant circulars of the Head of the Circle and account records detailed in the P&T FHB	1 – 1½ years
3	Stock Book of a Foreign Post Office	10 years after the year in which it is replaced by a fresh stock book
4	List of Foreign Money Orders issued by the Foreign Post Offices	18 months
5	Telegraphic Money Order advice books (FMO.17)	18 months
6	Records relating to inward Foreign MOs in exchange offices	3 years
7	List of Journal of Irish Postal Orders paid	18 months
8	Inward foreign parcel receipts obtained from the Director of Accounts (Postal) for purposes of enquiry	18 months after completion of enquiry
9	Register of customs duty realised on postal parcels and letters	18 months
10	Inward foreign parcel bills	18 months
11	Register of letter mail articles detained for customs examination	18 months after the items under detention are finally disposed off
12	Register of refunds and write back of customs duty allowed on postal parcels and letters	18 months after the items assessed for the customs duty are finally disposed off
13	Statement showing details of inward duty prepaid parcels and the amount claimed in the UK General Account	3 years
14	Parcel receipts and assessment memos relating to inward foreign parcels and letter mail articles	18 months
15	Schedule of cash refunds of customs duty and postal fee	18 months after the items assessed for the customs duty are finally disposed off
16	Schedule of customs duty and other charges realised in cash on inward foreign parcels and letter mail articles	18 months
17	Receipts for inward foreign registered articles of the letter mail and for inward foreign parcels on which no customs duty is charged	18 months
(Rule 25 of Postal Manual Volume VI Part I)
Note : 1. The records of the following branches mentioned elsewhere in this book

are retained for the same period as mentioned against them when such records are maintained in Foreign Post Offices
a	Mail and Sorting Branch of PO
b	Registration Branch of PO
c	Treasury Branch of PO
d	Accounts Branch of PO
e	Stock Branch of PO
f	Staff Branch of PO
g	Miscellaneous Branch of PO
h	Divisional Superintendents (Postal and RMS)
Note 2	All records relating to articles received or despatched by the Foreign Post should be preserved for a period of 18 months. However, the records pertaining to customs assessment should be preserved for 18 months after the item assessed to duty or under detention are finally disposed of (Rule 11(1) of Foreign Post Manual)
Note 3	In the case of an article under dispute regarding which an enquiry is in progress, the records pertaining it should be kept until the matter has been settled even if the prescribed period is exceeded. If the enquiring Administration after being duly informed of the conclusions of the enquiry, allows six months to lapse, counting from the date of the communication without raising any objections, the case is considered as settled (Rule 11(1) of Foreign Post Manual)
Note 4	In the case of records pertaining to settlement of accounts with foreign countries, the period of 18 months should be reckoned from the date of settlement (Rule 11(1) of Foreign Post Manual)
Note 5	The preservation of records relating to UK General and Parcel Account will however be governed by Rule 400 of Foreign Post Manual ie for a period of 3 years (Rule 11(1) of Foreign Post Manual)
Note 6	Documents of the international service shall be kept for a minimum period of 18 months from the day following the date to which they refer. However, if the documents are prepared on microfilm, microfiche or similar medium they may be destroyed as soon as it is established that the reproduction is satisfactory. (Extract from Article 107 of the UPU documents of the 1989 Washington Congress Vol III Part 2)

II SAVINGS BANK CONTROL
4. SAVINGS BANK CONTROL ORGANISATION
1	List of transactions	2 years after agreement of binder balances for that period
2	SB vouchers (including SB 3 applications received with warrants of payment of closed accounts)	6 years
2A	Register of vouchers checked	6 years
3	Combined local credit and debit transfer journals	18 months after agreement of all the binder balances for the relevant period
4	Consolidated journals of SB deposits and withdrawals	2 years after agreement of all the binder balances for the relevant period
5	Undeliverable passbooks	6 years from the year of their receipt
6	Statistical register	5 years after agreement of all the binder balances of all the binders for that period and after the reconciliation of balances maintained in the Postal Accounts Office
7	Registers SB.62, SB.62a) and SB 63	3 years after agreement of all the binder balances for the relevant period
8	Register SB.61	2 years after all the objections have been settled
9	Interest statement and summary thereof	3 years after agreement of all the binder balances
10	Miscellaneous registers (register of binder discrepancy, register of verification of binder check sheet, interest short or excess passed, 20 percent checking of interest, register of unposted items etc)	3 years after the end of the year to which they relate
11	Certified lists of accounts and balances	Permanent
12	Register of corrections to opening balances	Permanent
13	List of silent accounts	Permanent
14	Agreement sheets	3 years after the agreement of all binder balances of the period concerned
15	Voucher lists	2 years
16	Periodical statements	18 months
17	Objection statements	18 months
18	Miscellaneous correspondence	18 months

19	Inspection reports	18 months after all the items have been admitted
20	Spoilt passbooks	Upto next inspection and destroyed by the AO ICO (SB)
21	Unused cheque foils	Upto next inspection and destroyed by the AO ICO (SB)
22	Register of records destroyed (ACG 91)	Permanent
Note 1 : For the destruction of the time barred records, the incharge of SBCO will seek the prior approval of the Divisional Superintendent/Gazetted Postmaster, as the case may be 2 : Vouchers, spoilt passbooks, undeliverable passbooks and unused cheque foils and cheque books should be destroyed by burning. The other records should be torn and transferred to the Postmaster for sale as waste paper 3 : The period of preservation prescribed above will apply mutatis mutandis to CTD, FD, RD, TD and CDS records also
(Rules 25, 42, 52, 62, 71 and 81 of Postal Manual of SB Control, Pairing and Internal Check Organisation red with DG Posts Lr No.30-47/84-SB dt.9/12/85 and No.1-2/88- SB dt.17/10/90)
5. PAIRING ORGANISATION
1	Voucher list (SB 22(c)	2 years
2	Receipt and despatch register	3 years
3	Debit transfer journals (SB.2a)	2 years after all the items are adjusted
4	Credit transfer journals (SB.2b)	2 years after all the items are paired
5	Advices of transfer (SB.9)	3 years
6	Index register of transfer journals	2 years
7	Register of wanting ATs	18 months after all the wanting ATs have been received
8	ATs transfer and receipt register	18 months
9	Debit wise credit sheets (SB.91)	2 years after all the items are paired
10	Consolidated statement of debit wise credit sheets (SB.92)	2 years
11	Credit summary (SB.93)	2 years
12	Register of unadjusted debits (SB.94)	3 years after all the items are adjusted
13	Register of unpaired credits (SB.95)	3 years after all the items are paired
14	Debit summary (SB.96)	2 years
15	Grand consolidated statement of debit wise credit sheets (SB.97)	2 years
16	Grand Credit Summary (SB.98)	2 years
17	Grand Debit Summary (SB.99)	2 years

18	Objection Register (SB.61)	3 years after all the items have been settled
19	Statistical Register (SB.102)	5 years
20	Files relating to periodical statements	18 months
21	Inspection Reports	18 months after all the items have been admitted
22	Miscellaneous correspondence files	18 months after the file is closed
Note 1 : The period of preservation prescribed in this item applies to all types of accounts and NSAC.
Note 2 : The time barred records will be destroyed after the approval of the AO, ICO (SB) and their particulars noted in a register of records destroyed in form ACG 91).
(Rule 134 of Postal Manual of SB Control, Pairing and Internal Check Organisation)
6. INTERNAL CHECK ORGANISATION (SAVINGS BANK)
1	Copy of lists of transactions of SB/CTD/RD/TD/FD/C+DS/PPF/NSS/MIS accounts	2 years after the agreement of binder balances for that period
2	SB/PPF annual interest statement	5 years after the agreement of binder balances for that period
3	Annual lists of balances in respect of CTD/RD/TD/FD/CDS accounts	5 years after the agreement of binder balances for that period
4	Progress reports	12 months
5	Inspection reports and work sheets	18 months
6	Miscellaneous correspondence files	18 months
7	Ruling files and register of rulings and precedents	Permanent
8	Ledgers/Lists of silent accounts	Permanent
9	Register of records destroyed	Permanent
10	Register of inspections	3 years
11	Lists of silent accounts revived received from SBCOs	3 years
(Rule 147 of Postal Manual of SB Control, Pairing and Internal Check Organsiation)

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Preservation Period of Records in Head Offices and Sub Offices

1.12 Savings Bank

II SAVINGS BANK CONTROL

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