| POSTAL CIVIL WING | ||
| 1. | Expenditure sanctions | 3 years or one year after completion of audit whichever is later. |
| 2. | Cash Book | 10 Years |
| 3. | Arrear claims (including sanction for investigation, where necessary) | 3 years or one year after completion of audit whichever is later. |
| 4. | Records relating to contingent expenditure | 3 years or one year after completion of audit whichever is later. |
| 5. | Budget Estimates | 3 Years |
| 6. | Revised Estimates | 3 Years |
| 7. | Travelling allowance bills and acquittance rolls relating thereto | 3 years |
| 8. | Money order receipts and acknowledgements | 5 years |
| 9. | Pay Bill Register | 35 Years |
| 10. | Office copies of establishment pay bills and related schedules (in cases where pay bill register is not maintained) | 35 years |
| 11. | Schedules to the 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. |
| 12. | Acquittance rolls of pay and allowances (other than travelling allowance) | 3 years or one year after completion of audit whichever is later. |
| 13. | Bill register maintained in form TR 28A | 5 years |
| 14. | Bill of charges for conveyance of mails etc and payees ‘receipts for money paid (other than those filed with establishment pay bills) | 6 years |
| 15. | Sanctions of estimates | 3 years |
| 16. | Papers relating to grant of advances of pay, travelling allowances, purchase of motor cars etc. | 3 years |
| 17. | Register of security deposits or bonds | 10 Years |
| 18. | Last Pay certificates (office copies) | 3 years |
| 19. | Applications for GPF conversion, withdrawal and advance | 2 years |
| 20. | Charge reports (office copies) | 1 year |
| 21. | GPF Schedule | 1 year |
| 22. | Contingent vouchers | 3 years |
| 23. | Counterfoils of used cheque / receipt books | 5 years from the date of last cheque drawn / receipt issued from the book |
| 24. | Bills for reimbursement of medical charges | 6 years |
| 25. | Account statement | 3 years |
| 26. | Treasury / Bank vouchers | 3 years |
| 27. | Contractor’s Ledger | To be retained for all time (a ledger complete in itself may be destroyed after 10 years if accounts have been satisfactorily settled.) |
| 28. | Register of imprest | 10 years |
| 29. | Ledger head register | 10 years |
| 30. | Numerical account of stores | 5 years |
| 31. | Allotment register | 5 years |
| 32. | Muster Rolls | 5 years |
| 33. | Register of muster rolls | 5 years |
| 34. | Register of cheque books / receipt books | 5 years from the date of last entry in the register. |
| 35. | Building files and bills | 5 years from the date of submission of completion
reports. |
| 36. | Stores vouchers / invoices | 3 years |
| 37. | Money receipts (counter foils) | 3 years |
| 38. | Monthly cash and stores account | 3 years |
| 39. | Accounts of unserviceable stores | 3 years |
| 40. | Advice and acceptance of transfer debits | 3 years |
| 41. | All vouchers of contingencies, work charges and recoupment bills | 3 years |
| 42. | Contractor bills | 3 years (to be preserved irrespective of time limit when there is some dispute and case is referred to Arbitrator /Court) |
| 43. | Register of liabilities | -do- |
| 44. | Completion reports | 4 years |
| 45. | Treasury Passbooks | 3 years |
| 46. | ATDs | 3 years |
| 47. | Stores vouchers for daily receipts and issues of stores | 3 years |
| 48. | ACE 9 reports | 3 years |
| 49. | Records connected with expenditure on works not completed although beyond the period of limitation | 3years from the date of final closing of account |
| 50. | Railway credit notes (counterfoils also) | 3 years |
(Appendix 3 of P&T FHB Volume III)