Preservation Period of Records in POSTAL ACCOUNTS OFFICE

I Want to Share this story with My Postal family

ACCOUNTS
1. Preservation Period of Records in POSTAL ACCOUNTS OFFICE
1. General
1	Scale check register	3 years
2	Contingent and travelling allowance bills	3 years
3	Remittance check register	3 years
4	Statement of remittance	3 years
5	Register and Broadsheet of balances under advances etc	5 years
6	Progress Report	3 years
7	Objection statements	3 years
8	Register of objection statements	2 years
9	Register of reminders	1 year
10	Objection books	3 years
11	Adjustment book	3 years
12	Register of objection outstanding for more than 6 months	3 years
13	Advice of transfer	3 years
14	Acceptance of transfer	3 years
15	Statement of disburser’s accounts	2 years
16	Income tax statements	3 years
17	Peon books	2 years
18	State of work returns	1 year
19	Register of pending letters	1 year
20	Postmaster General’s General Order file	1 year
21	Director General’s Circular files	5 years
22	Director General’s General Order files (Postal)	5 years
23	Register of miscellaneous Posts & Telegraphs advances	5 years
24	Register of recoveries and refunds on account of money order discrepancies	3 years
25	Register of recoveries and refunds on account of P&T Department	1 year
26	Monthly statements showing customs duty assessed on inward parcels and letters received from the Customs Department	1 year
27	Funds statement	5 years
28	Post Office Life Insurance Statements	3 years
29	Sanctions for compassionate gratuities	3 years
30	Sanctions for House Building Advances	3 years
31	Annual acknowledgements of House Building Advances	5 years

32	Register showing the dates of posting and submission of the classified abstracts of Head Post Offices	5 years
33	Memorandum of monthly cash balances (form No.ACG 84)	1 year
34	File of temporary sanctions	1 year
35	Classified abstract	3 years
36	Files containing memos of undisbursed pay	6 years
37	Register of special recoveries	6 years
38	Statements showing :-
	(i) Realisation of telephone revenue in post offices (Form No.ACE 105)	5 years
	(ii) Miscellaneous and mispostings in the above statement	3 years
39	Register and broadsheet of deposits, fixed deposits, other deposits and deposit of fees	3 years
40	Register of lapsed deposits	6 years
41	Broadsheet of Telegraph charges and upkeep fees	Permanent
42	Index register of inward ATD	3 years
43	Defalcation register in form SY-17	3 years
44	Grant register (form SY 268)	5 years (after final action taken report)
45	Bills for reimbursement of medical charges	3 years
46	Broadsheet of recoveries under FR 127	6 years
47	Compassionate gratuities register	35 years
48	Vouchers including pay bills of post offices	6 years
49	Cash accounts and schedules	6 years
50	Register of Files/Vouchers/Registers	10 years
	a) Transferred to Departmental recording Wing ie old records room of the Department/Office	25 years
	b) Transferred to National Archives	Permanent
51	File Index Register	10 years
2. Administration, Establishment and Record
1	Register of contingent expenditure	5 years
2	Stock register of stationery and forms	3 years
3	Register of records destroyed	Permanent
4	Register of furniture	Until recopied
5	Index register of records	Permanent
6	Transit register	3 years
7	Register of blank cheque books	5 years
8	Letters of forwarding cheque books	3 years

9	Requisition for stationary and forms	3 years
10	Receipts for payment to Government	3 years
11	Counterfoils of cheques	3 years
12	Service books	5 years after death, retirement, whichever is earlier
13	Register of casual leave	2 years
14	Attendance Register	2 years
15	Index register of cases	15 years
16	Daily report book of registered articles	3 years
17	Index register of inward letters	6 years
18	Security bonds furnished by the Cashier	20 years after Cashier ceases to do Cashier’s duties
19	Register of Establishment	Permanent
20	Register of sale of waste paper	2 years
21	Recovery register of GPF advances etc in form ACG	6 years
22	Increment register in form sY-299	3 years
23	Annual income tax return	2 years
24	Bill register	4 years
25	Register of specimen signature	10 years after a new register is opened
26	Application for appointment	3 years
27	Personal files	5 years after death or retirement
28	Character Rolls	5 years after death or retirement
29	Rent returns of quarters	1 year
30	Bill for water charges and electricity	1 year
31	List of balances in GPF account on 31st March received from GPF	1 year
32	Register of control over expenditure	1 year
33	Applications for opening of GPF accounts	1 year
34	Cases for grant of advances from GPF accounts	1 year
35	Office copies of last pay certificates	6 years
36	Budget reconciliation register	5 years
37	Budget check register	5 years
38	Register of officials retiring within six months	3 years
39	Special pay bill of the Comptometer Operators	6 years
40	One copy of the Gradation Lists	Permanent
41	Pay Bills and acquittance rolls (where they re not maintained separately)	35 years

42	Special pay statements of Savings Bank, Money Orders and GPF Sections	6 years
3. General Provident Fund
1	Schedule of debits and credits to service and other funds	3 years
2	Consolidated abstract of debits and credits	3 years
3	Register of assignment of policies	Permanent
4	Register of unclaimed General Provident Fund	Permanent
5	Master Cards	2 years
6	Quarterly proof sheet	3 years
7	Annual proof sheet	3 years
8	File containing certificate from disbursing offices for distribution of annual accounts statements	2 years
9	Advices and acceptances of transfers	2 years
10	Personal ledger cards	Follow the period prescribed for GPF vouchers of final payments vide item 13 below
11	Register of closed cards
12	(i) Index register in form GPF (maintained before the introduction of machine posting)	4 years
	(ii) Register of final payments in form GPF 6 started with the introduction of machine posting	35 years
13	GPF vouchers of final payments made to persons other than subscriber
	(a) to minors	30 years
	(b) to other than minors
	(i) not in accordance with declaration of subscribers	3 years
	(ii) in accordance with declaration of subscribers	6 years
14	GPF vouchers of final payments made to persons other than those mentioned in item 13	6 years
15	GPF application form No.3	3 years
16	GPF transfer registers (inward and outward)	6 years
17	GPF declaration forms	Follow the period prescribed for final payment vide item 13 and 14 above
18	Sanction to the temporary withdrawal from General Provident Fund	3 years
19	Register recording percentage check of interest calculation	2 years

20	Quarterly lists of transfers between Account Offices	1 year
21	Life Insurance policies of the subscribers whose whereabouts are not known	30 years from the date of death/date of maturity of the policy as the case may be
4. Post Office Certificates
1	Issue register	Permanent
2	(i) Cash Certificates issue journals in respect of issues earning interest for five years	6 years
	(ii) Cash certificates issue journals in respect of issues earning interest for 10 years	11 years
	(iii) Cash certificates issue journals in respect of issues earning interest for 15 years	16 years
3	Cash certificates proof sheet	4 years
4	Transfer register	4 years
5	Cash certificate sent out register	3 years
6	Spoilt cash certificate register	3 years
7	Yearly list of unsold certificates	1 year
8	Spoilt PO certificates	To be destroyed as soon as the numbers are noted in the register maintained in the Account Office
9	Register of reconciliation with detail book figures	2 years
10	Balance sheet	10 years
11	Correspondence relating to the issue of duplicate PO certificates	To be preserved till the discharge of certificates themselves are due for destruction
12	Summaries of issues and discharges of PO certificates (4 different issues)	4 years
13	Transfer entry registers	4 years
14	Register showing the monthly figures of PO Certificates issued and discharged for the purpose of staff requirements	1 year
15	Register showing the consolidation of transferred PO certificates	4 years
16	Postmaster General’s sanctions authorizing payments to the heirs of deceased investors	10 years
17	Abstract of issues and discharges of PO certificates (form DG (PA) 337)	10 years
18	Register of PO Certificates discharged from (DG (PA) 338)	2 years

19	Annual consolidation of balances for calculation of interest liabilities of Government on account of PO certificates (form DG (PA) 339-C)	1 year
20	Compilation for the annual verification of PO Certificates balances from the Circle Balance Sheet (form DG(PA) 339-D)	2 years
21	Classification slips (form DG(PA) 339-A)	To be destroyed after the six yearly verification and the recopying of the issue registers
22	Classified Abstract of discharged PO certificates (form DG (PA) 339-B)	-do-
23	Statement showing the transactions of PO Certificates under “Issues” and “Discharges”	3 years
24	Statements showing the amounts of PO certificates issued and discharged by post offices	3 years
25	Monthly statement showing the discharge value of PO certificates in thousands of rupees for each series of issues	3 years
26	Annual statements of balances under Post Office Certificates	6 years
27	Broadsheet of proof sheet balance (form DG (PA) 339-E)	After the six yearly verification and recopying of new registers
28	Broadsheets of debits and credits to Controller General of Accounts	10 years
29	PO certificate figures as per Cash Account received from PA Sections (form No.DG(PA) 322)	1 year
30	Detail book figures from book section	2 years
31	Subsidiary registers for working out the values of discharged PO certificates as also outstanding PO certificates	10 years
32	Manuscript register of advice of payment	2 years
33	Unclaimed and undelivered cash and other certificates	To be preserved for a period of 30 years from the date of maturity but to be destroyed after expiry of the period of notice prescribed by the DG P&T in the Postal Notice
5. National Savings Certificates
1	National Savings Certificates stock and issue register	Permanent

2	(i) 5 years National Savings Certificates issue journal (previous extended for a further period of 7 years and again for 5 years)	18 years
	(ii) 7 years National Savings Certificates (allowed to be retained for a further period of 5 years) issue journal	13 years
	(iii) 12 years National Savings Certificates (allowed to be retained for a further period of 5 years) issue journal	18 years
	(iv) 12 years National Savings Certificates issue journals	13 years
3	(i) 5 years National Savings Certificates discharge journal (previous extended for a further period of 7 years and again for 5 years)	23 years
	(ii) 7 years National Savings Certificates (allowed to be retained for a further period of 5 years) discharge journal	18 years
	(iii) 12 years National Savings Certificates (allowed to be retained for a further period of 5 years) discharge journal	23 years
	(iv) 12 years National Savings Certificates discharge journals	18 years
4	(i) Discharged 5 years National Savings Certificates and declarations issued in lieu of lost National Savings Certificates (previously extended for a further period of 7 years and again for five years)	23 years
	(ii) Discharged 7 years National Savings Certificates and declarations issued in lieu of lost National Savings Certificates (allowed to be retained for a further period of 5 years)	18 years
	(iii) Discharged 12 years National Savings Certificates and declarations issued in lieu of lost National Savings Certificates (allowed to be retained for a further period of 5 years)	23 years
	(vi) Discharged 12 years National Savings Certificates and declarations issued in lieu of lost National Savings Certificates	18 years
6. Defence Savings Certificates
1	Defence Savings Certificates stock and issue registers	Permanent
2	Defence Savings Certificates issue journal	11 years
3	Defence Savings Certificates discharge journal	16 years

4	Discharged Defence Savings Certificates and Declarations issued in lieu of lost Defence Savings Certificates	16 years
Note : Other records may be preserved for the same period as are prescribed for corresponding PO certificate records
7. British Postal Orders, Indian Postal Orders and International Reply Coupons
1	Requisition from Postmasters	1 year
2	Post Office receipts and acknowledgements for British Postal Order covers	1 year
3	Office copies of invoices	Till return of receipted invoices
4	Receipted invoices	10 years
5	Monthly statement showing the number of British Postal Orders in stock at the Post Offices and the Accounts Office and also those sold and paid	3 years
6	Stock registers of International Reply Coupons	15 years
7	Statements received from Accounts Offices showing International Reply Coupons exchanged during the month	3 years
8	Monthly statement showing the number of British Penny Postage stamps of each denomination at the end of each month from Account Offices	3 years
9	Register showing the number of International Reply coupons sold	5 years
10	Intimation of supply of International Reply Coupons	1 year
11	International Reply Coupons Indian Issue received from foreign countries after having been exchanged there	3 years
12	International Reply Coupons both issued and exchanged in India	1 year
13	Register of spoilt Indian Postal Orders	3 years
14	Monthly Statement showing the number of Indian Postal Orders in stock at Post Offices and Accounts Offices and also those sold and paid	3 years
15	Register showing the adjustments of British Postal Orders and Indian Postal Orders	3 years
16	Monthly statement showing the number of Irish Postal Orders paid	3 years
17	Annual statement of Indian Postal Orders sold furnished to the Director General every year	5 years

18	Register of spoilt and unclaimed Indian Postal Orders	3 years
19	Register of over credit or short payment on Indian Postal Orders	1 year
20	Broadsheet ‘A’ showing the balance of Indian Postal Orders in central stock	3 years
21	Broadsheet ‘B’ showing the Indian Postal Orders in stock in Accounts Offices including Post Offices	3 years
22	Broadsheet ‘C’ showing Indian Postal Orders sold, remaining unpaid during the current and previous year issues	3 years
23	Files regarding reconciliation between DB and statement figures of Indian Postal Orders in stock, sold and paid in respect of all the Accounts Offices	3 years
24	Monthly statements of Indian Postal Orders stock, sold and paid received from all Accounts Offices	3 years
25	Monthly statements of DB figures in respect of Indian Postal Orders sold and paid received from Directorate	3 years
26	Register of spoilt, unclaimed and time barred Indian Postal Orders (maintained in the Central Indian Postal Orders paid group)	3 years
27	Transfer entry register maintained in the Central Indian Postal Orders paid group	3 years
28	Central check register of balances of Indian Postal Orders (form DG PT A/c 563)	3 years
29	Files regarding loss of Indian Postal Orders before and after issue and miscellaneous cases etc	3 years
8. SB Cumulative Time Deposits etc
1	CTD applications	1 year
2	Deposit journals and advice of transfers	8 years in case of 5 years account
3	Withdrawal journals	3 years
4	Master Cards	8 years in case of 5 years account, 13 years in case of 10 year accounts and 18 years in case of 15 year accounts
5	Cards of closed accounts	3 years
6	Warrants of final payment	10 years
7	Consolidated report of work by members of each group	18 years
8	Index register	Permanent

9	Special CTD journals/memos	Same period as for ordinary CTD journals
10	List of accounts for which the facility is extended/discontinued during the month and lists of accounts in which there was default due to insufficiency	Same period as for ordinary CTD journals
9. Money Order
1	List of money orders issued and paid with abstracts of daily totals	15 months
2	Lists of family allotment money orders issued and paid with abstracts of daily totals	27 months
3	Money orders paid (except foreign inward money orders)	12 months from the end of the period of currency
4	Family allotment money orders paid	24 months from the end of the period of currency
5	Foreign inward Sterling money orders	36 months from the end of the period of currency
6	Summaries	36 months from the end of the period of currency
7	Statement of unchecked items	18 months
8	Money orders paid after currency	3 months
9	Void money orders	10 years
10	Register of unpaid money orders	3 years
11	Broadsheet of unpaid money orders	3 years
12	Statistical register of inland and telegraphic money orders	3 years
13	Statement of money orders remittance	2 years
14	Statement of money orders recoveries and refunds	2 years
15	Register of void money orders reissued	5 years
16	Register of foreign inward money orders	3 years
17	Register of foreign outward money orders	3 years
18	Exchange accounts	10 years
19	Register of money orders sent out	5 years
20	Register of money orders issued and paid	1 year
21	Schedule of void orders paid	3 years
22	Reissued money orders paid	3 years
23	Register of items transferred to petty receipts	1 year
24	Money orders issued from Field Post Offices	3 years
25	Broadsheet of foreign money orders	3 years
26	Register of reconciliation of foreign money orders	3 years
27	Statement of recoveries from wrong payees	3 years
28	Register of inward orders repaid to the remitters in foreign countries	3 years

29	Register of classification of inward and outward orders	2 years
30	Annual statements	3 years
31	Register of foreign money order remittances and interest on balances of money order exchange accounts outstanding for more than six months	10 years
32	Refund and recovery statements received from PA Section intimating the amounts of Foreign money orders debited and credited in the cash account	2 years
33	Statement of amounts adjusted to foreign money orders received and sent	2 years
34	Unchecked register of Trade Charge money orders	3 years
35	Register of repaid postal orders	5 years
36	List of repaid postal orders	3 years
37	Statement showing foreign inward money orders that became void after six months	3 years
38	Reissue cases without money orders	3 years
39	Duplicate money order cases	3 years
40	Foreign money order cases	3 years
41	Register of duplicate money order cases	3 years
42	Register of void money orders cases	3 years
43	Register of foreign money order cases	3 years
44	Register of remittance cases	3 years
45	Register of ledger cases	3 years
46	Register of paid list cases	3 years
47	Register of issue list cases	3 years
48	Register of sent out cases	3 years
49	Register of objection book cases	5 years
50	Classification files of void money orders paid	2 years
51	Register of money order transfers	3 years
52	Register of missorted/misclassified money orders	3 years
53	Distribution register issue list/paid list sorting/debit checking	2 years
54	Reissue cases with unpaid reissued money orders	10 years
55	Memorandum of money orders made over to sorting section	1 year
56	Sorting broadsheet of money orders paid	1 year
57	Agreement of sorting broadsheet	1 year
58	Register of abstracted money orders for test debit check	3 years
Note : Money order vouchers taken out of the bundles in connection with

correspondence relating to cases of frauds and defalcations should be left in the proper files and should not be returned to the money order bundles nor be destroyed. Money orders called for in connection with objection statements should be filed with them when received back and should not be returned to the money order bundles. Foreign money orders repaid, or reported as finally void to the country of origin shall be recorded with the correspondence to which they relate
59	Broadsheet of money orders issued on Posts and Telegraphs Service selected for test check	1 year
60	Register of mutilated money orders	1 year
61	Register of telegraph money order requisitions abstracted	3 years
62	Register of amounts debited to Defence Department on account of commission on money orders issued from Field Post Offices or under special orders	3 years
63	Review register of unchecked items	3 years
64	Statements of amounts adjusted to “Inland Money Orders” received from book section	5 years
65	Annual statements	5 years
66	Distribution register of unchecked items	2 years
67	Monthly statements together with the register	1 year
68	Money order ledger	3 years
69	Register of check slips and memo of admission of payment	3 years
70	Register showing entries of money orders (ordinary and telegraphic) credit of which are not traceable by the Debit Checker	3 years
71	Register showing casual leave out of turn of item workers	1 year
72	Schedule of exchange account adjustments	3 years
73	Register showing forecast of figures	1 year
74	Broadsheet showing the dates selected for check of money order commission result	2 years
75	Register containing history chart of Comptometer machine	One year after machine is condemned
76	Register containing history chart of statement of irregularities in the issue of duplicate money orders	1 year
77	Broadsheet of money order remittances	3 years
78	Transit register of money order records sent to old record	1 year
79	Statistical register for figures to be furnished to DGPS	3 years
80	Broadsheet of items provisionally adjusted to “O-I” from RR statements and registers	3 years

81	Register showing balances outstanding in the objection book advances on the last date of March and September or general abstract of money order objection book	3 years
82	Combined transfer ledger and abstract	5 years
83	Register of amounts debited to Military Department on account of money order commission on FA MOs from Field Post Offices	3 years
84	Statement of detail book figures (remittance and objection book)	2 years
85	Statement showing the state of machines in the Circle Postal Accounts Offices	1 year
86	Replacement programme of Comptometer Machines	1 year
87	Slips in form DG (PA) 405	End of 2nd month following the month to which they relate
88	Daily report showing receipt and disposal of letters received in each group of Money Order Section	1 year
89	Distribution broadsheet of sorting groups	1 year
10. Government Securities
1	Register for controlling the imprest and sales and purchases	10 years
2	Register showing the daily balance of imprest	10 years
3	Imprest register for calculation of profit and loss	10 years
4	Stock day book	30 years
5	Intermediate day book	30 years
6	Intermediate day book of undeliverable notes	Permanent
7	Register of denominations	5 years
8	Transit register of securities	5 years
9	Register of securities received and disposed of	5 years
10	Despatch register of securities	5 years
11	Imprest register of investment certificates	10 years
12	Application for safe custody and delivery of securities with relevant correspondence	3 years
13	Register of applications for safe custody and delivery of securities	3 years
14	Applications for purchase for sale and return of securities with relevant correspondence	3 years
15	Register of applications for purchase, sale and return of securities	3 years

16	Register of Postmaster General’s sanctions for disposal of deceased depositors securities	5 years
17	Daily quotations received from bank	1 year
18	Register of daily transactions	3 years
19	Register of accrued interest	3 years
20	Weekly report on discharged safe custody receipts from Postmasters	3 months
21	Schedules of payment of discharged safe custody receipt with relevant correspondence	2 years
22	Safe custody receipts discharged on maturity etc of loans	30 years from the date of discharge of the safe custody receipt
23	Discharge reconciliation registers	3 years
24	Objection register of loan applications and discharges	2 years
25	Intimations of purchase and sale of securities received from the Postmasters wit the certificate of credit or debit to Savings Bank account	3 years
26	Acknowledgements of safe custody receipts and certificates issued in lieu of last safe custody receipts from Postmasters signed by investors	Permanent
27	Acknowledgements of securities returned from custody	2 years
28	Credit slip of interest warrants received from Bank	2 years
29	Register of interest distribution	3 years
30	Register of interest payment orders despatched	2 years
31	Interest payment orders received back from Postmasters with certificate of credit	2 years
32	Statement of interest sent to Postal Accounts office	2 years
33	Depositors ledger	Permanent
34	Register of adjustment of various kinds of transactions	3 years
35	Miscellaneous acknowledgement memos	1 year
36	Applications for Government of India Loans	5 years
37	Lists of loan applications received from Postmasters	2 years
38	Daily report of loan transactions	6 months
39	Indents for supply of scrip of the new loan	1 year
40	Correspondence relating to the indent and supply of scrip	3 years
41	Instructions in connection with new loans	10 years

42	Acknowledgement of scrip and interest payment orders including investors receipt	5 years
43	Acknowledgement of safe custody receipts issued to investors	2 years
44	Register of applications for Government of India Loans	1 year
45	Scrip despatch register new loan	2 years
46	Register of loan compilations (statistics)	3 years
47	Register of enfacement of Government Promissory Note	3 years
48	Register of Stock of GP Notes (Loan)	Permanent
49	Indent register of stock certificates (Government of India Loans)	2 years
50	Miscellaneous correspondence	3 years
51	Register of transfer of Savings Bank accounts to and from foreign countries	5 years
52	Statement of payment of trust interest received from Accounts Office	2 years
53	Counterfoils of requisitions for purchase and sale of Government Securities through bank	1 year
54	Register of purchase and sale of Government Securities through Bank	2 years
55	Register of written back interest on Government Securities	2 years
56	Register for watching the return of intimation of interest issued by the Post Office within the same Postal Circle	1 year
57	Transfer register of security holders accounts	1 year
58	Register showing the date of death and other particulars of a Government Security holder	3 years
59	Register of cash payment of sale proceeds written back and held over interest to the claimant of deceased depositor	6 years
60	Broadsheet of trust interest account	2 years
61	Broadsheet of post office investment account	2 years
62	Register of monthly reconciliation of purchase and sale	2 years
63	Schedule of foreign transfers received from Accounts Office	1 year
11. Account Current
1	Outward exchange account including office copies of the supporting schedules	5 years
2	Advance schedules received from other Accounts Officers	5 years
3	Railway account register	5 years

4	Account register for fixed charges relating to railway accounts	10 years
5	Railway freight bills	3 years
6	Account current vouchers other than railway freight bills	According to their classes
7	Account register for fixed charges relating to civil accounts	5 years
8	Monthly AO statements showing adjustment on account of stamps etc under the head “Sale of ordinary stamps”	5 years
12. Book Section
1	Journal	5 years
2	Ledger	5 years
3	General Principles of calculation of Profit and Loss Accounts	Permanent
4	Calculations of appointment of general and joint charges	One year after the close of the year in which the calculation is actually made
5	Office copy of the Finance and Revenue Accounts (Posts and Telegraphs Portion)	One year after the close of the year in which the accounts are compiled
6	Questions relating to accumulated profit or loss for interest rebate or surcharge and calculations thereof	Permanent
7	Calculation of cost of Savings Bank, Government security and Cash Certificate work and cost of Radio Stations debitable to the Civil Aviation Department	One year after the close of the year in which the calculation is actually made
8	Calculation of cost of combined office	Three years after the close of the year in which the calculation is actually made
9	Budget files	15 years
10	Files relating to ways and means estimates	5 years
11	Files relating to revenue estimates	5 years
Note : The period of preservation of these files is subject to the condition that all outstanding points n the file have been disposed off
12	General abstract	30 years
13	Adjustment accounts	5 years
14	Settlement of account abstract	5 years
15	Abstract of adjustments	3 years
16	Broadsheet of periodical adjustments	3 years
17	Detail book	10 years
18	Transfer ledger abstract	5 years

13. Customs Duty on Postal Parcels etc
1	Register of Customs Duty realised on postal parcels and letters	3 years
2	Register of refunds and write back of customs duty allowed on postal parcels and letters	3 years
3	Inward foreign parcel bills	3 years
4	Register of letter mail articles detained for customs examination	3 years
5	Schedules of Customs Duty and other charges realised in cash on inward foreign parcel and letter mail articles	3 years
6	Parcel receipts and assessment memos relating to inward foreign parcels and letter mail articles	3 years
7	Register showing the reconciliation of totals of parcel bills and letter mail registers with the amount claimed in customs duty bills	2 years
8	Register showing the adjustments of Customs Duty Bills	2 years
9	Customs Duty Ledger	Permanent
10	Register showing the classification according to months of assessment of credits and debits booked under the Head AR Customs Duty realised on inward foreign articles etc	5 years
11	Register showing the classification and adjustment of write back and prepaid duty statements of customs duty	3 years
12	Register for watching the adjustment of credits on account of cash refunds of customs duty authorised by the Collector of Customs to the addresses of inward foreign articles after delivery	3 years
13	Register showing unchecked debits taken from the inward parcel bills and letter mail register etc	3 years
14	Statement of credits on account of customs duty realised in all Postal Circles with the classification and agreement sheets	3 years
15	Register of parcel receipts and assessment memos sent out	3 years
16	Broadsheet showing parcel receipts and assessment memos made over by the schedule checkers to sorting group	3 years
17	Broadsheet showing parcel receipts and assessment memos made over to credit checkers	3 years

18	Register showing rectification of misclassifications of month of assessment of customs duty	3 years
19	Register showing classification of recoveries on account of customs duty showing in the schedules of Customs Duty	3 years
20	Extracts from Customs Duty Ledger	3 years
21	Statements in connection with the verification of balances under the Head ‘AR” – Customs Duty and reports based thereon	3 years
14. Pension
1	Register of payments of officials under Workmen’s Compensation Act	3 years
2	Certificates and report on claims under the Workmen’s Compensation Act	6 years
3	Register of verification cases	5 years
4	Register of pension cases	25 years
5	Register of anticipatory pension cases	5 years
6	Register for daily report of progress of verification and pension cases	1 year
7	Register of applications for certification of pensions	6 years
8	Commutation payment register (form SY 170)	6 years
9	Gratuity register (ATC 24)	6 years
10	Copies of sanctions for transfer of payment of pensions	3 years
11	Copies of sanctions to the payment of arrears of pensions due to deceased pensioners	3 years
12	Half yearly statements of non drawal of pensions furnished by Postmasters	3 years
13	Verification cases other than those which are filed with pension cases	5 years
14	Report on applications for commutation other than those filed with pension cases	3 years
15	Pension schedules	10 years
16	Gratuity payment orders	3 years
17	Pension reports	15 years
18	Pension cases of officials who have retired/died	7 years after the death of the pensioner (including family pensioner) provided that all claims to arrears of pension/family pension etc have been met by that time
The destruction of records is governed by the following rules: Note 1: The records should be preserved for the number of complete account years mentioned in Column 3 above.

Note 2: Heads of Postal Accounts Offices are competent to sanction the destruction of such other records in their offices, as may be considered useless.

Note 3: On receipt in the Old Record Branch the relevant particulars relating to the records will be entered in a register in Form No SY 257 special care being taken to fill in correctly the column relating to the year of destruction. The entries in the register should be neatly written and the items comprehensively described. “This Record Keeper shall be responsible for conducting an annual review to locate files to

be destroyed as per the preservation period prescribed/indicated on the outer cover.”

Note 4: At a certain time in each year, to be fixed by the Head of office, the weeding of records for destruction will be taken in hand. The entries in the column relating to the year of destruction will indicate which records are due for destruction in arty particular year. When selecting the records for destruction It will be necessary to consult all the earlier volumes of the register and it is to facilitate this part of the work that an ‘Index’ has been prescribed.

Note 5: No records will actually be destroyed except with the sanction of the Head of the Office. For this purpose, a list will be made out in a bound register (form SY 256-

A) of all the records weeded out for destruction and his approval thereto will be

obtained in writing. This register should be carefully preserved as being the actual authority for the destruction of the records detailed in them.

Note 6: When the destruction has been completed the clerk in-charge will under his dated initials, write against the item in the ‘Remarks’ column of the register the word ‘Destroyed’ and also give a reference to the orders of the head of the office sanctioning the destruction.

Note 7: The Head of the Postal Accounts office should send half yearly report on the state of old records after personal inspection by himself or a Senior Accounts Officer under him. This report should accompany the return on the state of work for the month of September and March each year.

(Appendix 3 to Postal Accounts Manual Volume I)

I Want to Share this story with My Postal family

Preservation Period of Records in POSTAL ACCOUNTS OFFICE

1. Preservation Period of Records in

Like this:

Comments

Leave a Reply Cancel reply