| RAILWAY MAIL SERVICE | ||
| HEAD RECORD OFFICE | ||
| 1 | Cash Books | 3 years |
| 2 | Cash abstracts | 3 years |
| 3 | Copies of contingent bills and bills for double duty and outstation allowances | 3 years |
| 4 | Loss case register | Permanent |
| 5 | Statements and correspondence relating to reserved accommodation supplied to Railway Mail Service Sections half yearly and weighment of bags despatched under weighment system half yearly | 1 year |
| 6 | Stock book of bags | 3 years |
| 7 | Memo of disbursement of pay and allowances with receipts | 3 years or 1 year after issuing by audit whichever is later |
| 8 | Invoices of articles received from the Stock
Depot |
3 years |
| 9 | Carbonic copies of invoices returned to Stock Depot | 3 years |
| (Part III (a) of Annexure A of Appendix 5 of P&T FHB Volume I) | ||
| 10 | Register of sanctioned establishment of RMS office | 1 year after new one is prepared or supplied |
| 8. SUB RECORD OFFICE | ||
| 1 | Correspondence relating to robberies, thefts, etc (inland post) | 1 year after the cases are closed |
| 2 | Invoices of articles received from the Stock Depot | 3 years |
| 3 | Carbonic copies of invoices returned to Stock Depot | 3 years |
| 4 | Order Book of a mail office or a section | 3 years |
| 5 | Correspondence relating to personal files (appointments, nominations, leave, pension and punishments etc) | 3 years after the month in which the official concerned ceased to belong to the Department. In cases where the Department is likely to be involved in some loss, they should be preserved till the monetary responsibility is fixed |
| 6 | Work papers of RMS offices and sections | 18 months |
| 7 | Correspondence relating to the disposal of registered articles (both letters and parcels) | 18 months |
| 8 | Other records of a Record or Sub Record office with the exception of those mentioned in the important instructions at the beginning of this book and other account records with prescribed period of preservation | 18 months |
| 9 | Arrangement register | 18 months (in cases where Department is likely to be involved in some loss, they should be preserved till the monetary responsibility is fixed) |
| 10 | Attendance Register | -do- |
| 11 | Daily Report | -do- |
| 12 | Order Book of Mail/Record offices or sections which have been abolished | 3 years |
|
(Rule 17 of Postal Manual Volume VII) |
||