| ADMINISTRATION | ||
| 1. SUB DIVISIONAL INSPECTOR AND ASSISTANT SUPERINTENDENT OF POST OFFICES | ||
| The records in the office of the Inspector or Assistant Superintendent of Post Offices of Sub Divisions should be preserved for the period prescribed for Divisional Superintendent | ||
| (Rule 297 of P&T Manual Volume VIII) | ||
| 2. INSPECTOR, RAILWAY MAIL SERVICE | ||
| 1 | PMG’s Circulars and Circle Orders | 3 years counting from the month of April following the close of the official year in which they were issued |
| 2 | DG’s Circulars and General Orders | -do- |
| 3 | PMG’s Weekly Sorting Orders and Sorting Memos | 1 year counting from the month of April following the close of the official year in which they were issued |
| 4 | Memos relating to changes in Due Mail and Sorting Lists issued by the Superintendents RMS | -do- |
| 5 | A’ orders issued by the Superintendents RMS | -do- |
| 6 | B’ orders issued by the Superintendents RMS | -do- |
| 7 | Copies of Due Mail and Sorting Lists of Sections and Mail Offices in the Sub Division of Inspectors | 1 year after the new ones have been supplied |
| 8 | Memoranda of distribution of work of sections and mail offices | 1 year after the new ones have been supplied |
| 9 | List of officials appointed by the Inspector | 1 year after a new list is prepared |
| 10 | Copies of publications and manuals | To be destroyed on the receipt of new edition |
| 11 | Character sheets of Group D servants within the jurisdiction
of an Inspector RMS with declarations prescribed in Rule 16 of P&T Manual Volume IV |
1 year after the death, resignation, retirement or dismissal of the officials. Character sheets of officials who have absconded should not be destroyed without the special permission of the Head of the Circle |
| 12 | Lists of letter boxes in Sub Division | 1 year after the preparation of a new list |
| 13 | Note Books | 1 year counting from the month of April following the close of the official year in which they were prepared |
| 14 | Inspection Notes | -do- |
| 15 | Punishment Register | -do- |
| 16 | Personal files and other records relating to leave,
appointment, and punishment of Group D servants (Porters and Van Peons) |
3 years after the month in which the officials concerned ceased to belong to the Department except in cases of absconders whose records should not be disposed of without the special permission of the Head of the Circle |
| 17 | Carbonic correspondence book | 3 years after the year in which they were closed |
| 18 | Gradation list in respect of the officials (Gr D servants) in the Sub Division of the Inspector | 3 years after the issue of new one |
| 19 | Stock Invoices | 3 years counting from the month of April following the close of the official year in which they were issued |
| 20 | Stock Book | Should be destroyed when a new book is opened after obtaining the sanction of the Head of the Circle |
| 21 | Memorandum Book | Permanent |
| 22 | Order Book | Permanent. May be destroyed with the special permission of the Head of the Circle |
|
(Rule 330 of P&T Manual Volume VIII) |
||
|
3. DIVISIONAL SUPERINTENDENTS (POSTAL AND RMS) |
||
| 1 | DG’s Circulars and Circulars of Head of the Circles | 3 years counting from the month of April following the close of the official year in which they were issued |
| 2 | DG’s General Orders | -do- |
| 3 | 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 |
| 4 | Enquiry cases relating to discharged cash certificates (together with the certificate) | 3 years from the due dates of maturity of the certificates |
| 5 | Enquiry cases relating to savings bank withdrawals (together with warrants of payment) | 3 years after the month in which the cases are closed |
| 6 | Inward and outward registers of correspondence | 3 years after the years in which they were closed |
| 7 | Copies of sorting lists, memorandum of distribution of work and other documents supplied to offices and sections | 1 year after new ones have been supplied or prepared |
| 8 | Maps | 1 year after the new ones have been supplied or prepared |
| 9 | Registers of sanctioned establishments | 1 year after the new ones have been supplied or
prepared |
| 10 | Personal files and confidential reports | 3 years after the month in which the officials concerned ceased to belong to the Department except in cases of absconders whose records should not be disposed of without the special permission of the Head of the Circle |
| 11 | Establishment files | 15 years |
| 12 | Confidential records/character sheets | 1 year after the officials concerned have died, resigned or been dismissed. Confidential records and character sheets of officials who have retired should be preserved and destroyed 5 years after their retirement. Confidential records and character sheets of officials who have absconded should not be disposed of without the special permission of the Head of the Circle. Confidential records and character sheets of officials who retire on invalid pension should be preserved alongwith their pension cases for 25 years or for 3 years after their death, whichever is earlier |
| 13 | Gradation Lists | 3 years after new ones have been issued |
| 14 | Copies of the Manual, Codes and other sets of rules supplied to the Superintendent | Until they have become obsolete |
| 15 | Cases in which invalid or extra ordinary pensions have been sanctioned | 25 years from the date the pension is sanctioned |
| 16 | Other pension cases, other than those mentioned at item 15 above | 5 years after retirement |
| 17 | Order book | Should be kept as a permanent record and not disposed of without the special permission of the Head of the Circle |
| 18 | Invoices of articles received from the Stores Depot | 3 years after the month in which they are received |
| 19 | Building and runner’s huts | 3 years after the month in which the buildings or huts have ceased to be occupied by the Department |
| 20 | DG’s Annual Report | To be preserved for 3 years in the Divisional offices |
| 21 | Nominal Roll | 3 years. In cases where the Department is likely to be involved in some loss, it should be preserved until the case is settled and monetary responsibility fixed |
| 22 | All other records not mentioned above | 1 year after the month in which they were closed |
| (Rule 201 of P&T Manual Volume VIII) | ||
| 23 | Register showing licences issued for the use of Franking Machine (to be maintained by the licensing authority( (FM.2) | 2 years after expiry of validity date of licence |
| 24 | Application for licence to use Franking Machine (for private parties (FM.6) | -do- |
| 25 | Application for renewal of licence (for private parties) (FM.9) | -do- |
| 26 | Licence for Franking Machine (FM.7) | -do- |
| 27 | Franking Machine Window Ticket (FM.8) | -do- |
| 28 | Application for hiring of Franking Machine from the Department of Posts for the use of Ministry/Department (FM.13) | -do- |
| 29 | Register showing payment of advance rentals and postage in respect of hired Franking Machines (FM.16) | -do- |
| 30 | Certificate of fitness to the Postal Franking Machine (FM.18) | -do- |
| (DG Posts Lr No.53-2/86-PMR dt.18/02/1986) | ||
| 31 | Inward foreign parcel receipts obtained from the Director of Accounts (Postal) for purposes of enquiry | 1 – 1½ years after the completion of enquiry |
| 32 | 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) |
| (Rule 25 of Postal Manual Volume VI Part I) | ||
| 33 | Register of | |
| a | Registered Newspapers | Permanent |
| b | Policies assigned | Permanent |
| c | Loss with index | Permanent |
| d | Absconders | Permanent |
| e | Correspondence received | 3 years |
| f | Security bonds | 3 years |
| (Part I of Annexure A of Appendix 5 of P&T FHB Volume I) | ||
|
CIRCLE OFFICE |
||
| 4. Railway Mail Service Records | ||
| 1 | Sanctions issued by the DG and Head of the Circles to the revision of half yearly interest charges payable to railways | 3 years. (A list of the sanctions should however be recorded in a register which should be preserved permanently) |
| 2 | Sanctions issued from time to time for revision of annual haulage charges payable to railways | 2 years. (Full particulars of the sanctions should be recorded in the register to be preserved permanently) |
| 3 | Register of regular accommodation supplied to the Railway Mail Service Sections | 1 year (this register should be destroyed at the end of every year after a new register has been prepared |
| 4 | Register of Railway bills | 3 years |
| 5 | Correspondence regarding acceptance of railway bills and duplicate copies of the bills accepted | 3 years after acceptance of the bills |
| 6 | Cases relating to the construction of mail
vans |
Permanent |
| 7 | Cases relating to the supply of regular accommodation to the Railway Mail Service Section | 3 years |
| (Part III (b) of Annexure A of Appendix 5 of P&T FHB Volume I) | ||
| 5. Other Records | ||
| 1 | Appeal | 3 years after the month in which the cases are closed |
| 2 | Applications for Postal Life Insurance, Endowment Assurance and Monthly Allowance | 3 years after the month in which the policy is paid or becomes void except where payment is made on an indemnity bond in which case the papers together with the bond should be preserved for 6 years after the month in which payment is made. In the case of a proposal which has been rejected, on medical or other grounds, all the papers relating to the proposal should be preserved upto the year the proposer attains 50 years of
age |
| 3 | Annual Reports of | |
| a | The Director General | The reports themselves should be kept permanently, but the other papers in the file should be destroyed 3 years after the year to which they relate |
| b | The Head of the Circle | One year after the year in which they are received |
| c | Superintendent | One year after the year in which they are received |
| d | Foreign Administration | 3 years after the year in which they were received |
| 4 | Budget allotments | 3 years after the year in which they were relate |
| 5 | Building and runner’s huts | 3 years after the month in which the buildings or huts have ceased to be occupied by the Department |
| 6 | Business hours and distribution of work in post offices | 1 year after they have become obsolete |
| 7 | Confidential records and character sheets | 1 year after the month in which the officials concerned died, resigned or were dismissed. Confidential records and character sheets of officials who have retired should be preserved and along with the pension cases and destroyed 5 years after their retirement. In the case of officials who have absconded the records should not be destroyed without the special permission of the Head of the Circle. Confidential records and character sheets of officials who retire on invalid pension should be preserved along with their pension cases for 25 years or for 3 years after their death, whichever is earlier |
| 8a | Creation; revision or abolition of establishments of any class and changes in the status of post offices in foreign territories | Permanent |
| b | Other establishment cases | 20 years |
| 9 | Contracts and leases (Treasury, Stamp vending, Mails, Engineering and Buildings) | 12 years after the termination of the contract except where immovable property is taken as security |
| 10 | Fortnightly reports of Superintendents | 1 year after the month to which they relate |
| 11 | DGs Circulars and General Orders | 3 years after the close of the year in which they were issued |
| 12 | Due Mail and Sorting Lists | 1 year after they have ceased to be extant |
| 12a | Diaries of SSPOs/SPOs | 1 year after the month which they relate |
| 13a | Field Post Office | 5 years after the month in which the cases are closed |
| b | Volunteers for Field Services | 1 year after the date of return to India of the volunteer |
| 14 | Highway robbery | 3 years after the month in which the cases are finally closed |
| 15 | House breaking and theft | 3 years after the month in which the cases are finally closed, except in cases of theft by postal officials who have been dismissed, then the cases should be destroyed 5 years after the month in which they are
closed |
| 16 | Irregularities, enquiries and complaints | 1 year after the month in which the cases are closed, except when a pecuniary claim has been made and rejected, in which case the record should be preserved for three years after the month in which it is closed |
| 17 | Enquiry cases relating to discharged postal certificates (together with the certificate) | 3 years from the due dates of maturity of the certificates |
| 18 | Enquiry cases relating to savings bank withdrawals (together with warrants of payment) | 3 years after the month in which the cases were closed |
| 19 | Inspection Reports and copies of inspection and verification remarks in order book | 1 year after the year in which they are received |
| 20 | Indents/Invoices | 1 year after that to which they relate |
| 21 | Loss of, or damage to Postal articles | 3 years after the month in which the cases are finally closed, except in cases where departmental official concerned has been dismissed, then the cases should be destroyed 5 years after the month in which they are finally closed |
| 22 | Minor’s and insane depositor’s accounts | 3 years after the accounts are closed except where withdrawals are allowed on an indemnity bond, in which case the papers together with the bonds should be preserved for six years after the accounts are closed |
| 23 | Offences of all kinds by departmental officials as well as by outsiders | 3 years after the month in which the cases are finally closed, except in the case of departmental officials who have been dismissed, when the cases should be destroyed 5 years after the month in which they are finally closed |
| 24 | Personal files and confidential reports | 3 years after the month in which the officials concerned severed their connection with the Department, except in the case of absconders when the records should not be destroyed without the special permission of the Head of the Circle |
| 25 | Prosecution of departmental officials and outsiders | 3 years after the month in which the cases is finally closed, except in cases where the departmental official concerned has been dismissed, when the cases should be destroyed 5 years after the month in which it is finally closed. In the case of an absconder, the records should be kept permanently until the official has been apprehended or until the police intimate that his name has been removed from their register |
| 26 | Cases in which invalid or extra ordinary pensions have been sanctioned | 25 years from the date the pension is sanctioned |
| 27 | Pension cases, other than those mentioned in item 26 above | 5 years after retirement |
| 28 | Public and Regimental accounts | Permanent |
| 29 | Rulings on all subjects | Permanent |
| 30 | Registers of | |
| a | Policies assigned | Permanent |
| b | Losses with index | Permanent |
| c | Absconders | Permanent |
| d | Correspondence received | 3 years after the registers are used up |
| e | Security bonds | 3 years after a new register has been prepared |
| f | Other kinds | Till they have become obsolete |
| 31 | Returns regarding pension or gratuity | 1 year after they are closed |
| 32 | Returns of other kinds | 1 year after the year in which they are received |
| 33 | Service books and service rolls of officials who have not retired on pension | 5 years after the month in which the officials concerned severed their connection with the Department, except in the case of absconders when the records should not be destroyed without the special permission of the Head of the Circle |
| 34 | Claims to postal certificates of deceased holders | 3 years after payment is made except where payment is made on an 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 |
| 35 | Savings Bank accounts of deceased depositors | 3 years after the accounts are closed, except where withdrawals are allowed on an indemnity bond in which case the papers be preserved for 6 years after the month in which payment is made |
| 36 | Affidavits, certificates from income tax authorities or indemnity bond executed by the partners of the unregistered firms (holders of certificates irregularly issued) | -do- |
| 37 | Temporary and monsoon establishments | 3 years after the month in which the cases are closed |
| 38 | Time Tab | 1 year after they have ceased to be extant |
| 39 | Tour Programmes | 6 months after the completion of the tour |
| 40 | Medical Fee register | 5 years |
| 41 | Stock register of forms | 3 years |
| 42 | Outward register | 5 years |
| 43 | Inward register | 5 years |
| 44 | Registered journal | 3 years |
| 45 | Premium ledger accounts | 9 years after completion of review |
| 46 | Surrender value register | 5 years |
| 47 | Death/Maturity register | 5 years |
| 48 | Register of policies cancelled | 5 years |
| 49 | Irregularity register | 3 years |
| 50 | Refund register | 10 years |
| 51 | Certified lists of premia | 10 years |
| 52 | Schedules of premia payment etc | 10 years |
| 53 | Register of paid up policies | Permanent |
| 54 | Active policy register | 15 years |
| 55 | Premium ledger accounts relating to discharged policies (files with insurant’s personal files) | 3 years after full payment |
| 56 | Register of unadjusted items | 10 years |
| 57 | Review register (premium ledger accounts review) | Permanent |
| 58 | Files regarding miscellaneous correspondence | 3 years |
| 59 | Non credit register | 10 years |
| 60 | Refund due register | 3 years after close |
| 61 | Register for watching credits (special register) | 3 years after close |
| 62 | Discontinuance register | 5 years |
| 63 | Loan interest calculation register | 5 years |
| 64 | Loan account register | 10 years |
| 65 | Refund register for loan | 5 years |
| 66 | Loan ledger cards | 3 years after full repayment |
| 67 | UA register for loan | 10 years |
| 68 | Index register of loan applications | 3 years |
| 69 | Loan release register | 3 years |
| 70 | Loan voucher register | 3 years |
| 71 | Register for intimation of half yearly interest | 5 years |
| 72 | Paid up policies with acknowledgement of payment endorsed or the order of payment issued and the payee’s receipt taken on the back of the payment order | 30 years from the date of discharge |
| 73 | Files of policies discharged and surrendered | 3 years after full payment |
| 74 | Proposal register | 6 years after completion of all entries |
| 75 | Register of proposals rejected | 10 years |
| 76 | Register of Nomination Assignment | Permanent |
| 77 | Register of Ledger Cards transferred | 10 years |
| 78 | Alphabetical list of insurance | Till the next is prepared |
| 79 | Index cards | Till the policy is discharged |
| 80 | Safe custody register | Permanent |
| 81 | Loan register | 10 years |
| 82 | Pakistan register (proforma accounts) | Till the debit is actually accepted by Pakistan |
| 83 | Register of Pakistan Policy cases transferred to Pakistan | Permanent |
| 84 | Register of PLI policy holders | 10 years after the close of the year to which it relates |
| Note : All other records which are not mentioned above should be preserved for such periods as may be fixed by the Head of the Circle in accordance with the circumstances of each individual case | ||
|
(Rule 16 of P&T Manual Volume VIII) |
||
|
6. Welfare Fund |
||
| 1 | Grant of assistance to sick employees, dependents of deceased employees | 3 years from the end of the financial year in which the files are closed |
| 2 | Subsidy for excursion trips | 3 years from the end of the financial year in which the files are closed |
| 3 | Financial assistance to Recreation Clubs etc | 3 years from the end of the financial year in which the files are closed |
| 4 | Grant of Scholarships | 3 years after the payment of last instalment |
| 5 | Account Books | 10 years |
| 6 | Vouchers | 3 years |
| 7 | Counterfoils of cheque books and receipts | 5 years from the date of last cheque drawn in the book |
|
(DG P&T Lr No.B.12011/13/72-WL dt.22/08/73 read with Appendix 5 of P&T FHB Volume I) |
||
| 7. VIGILANCE | ||
| 1 | Records relating to CCS (CCA) Rules viz. clarifications; interpretations; general notification; schedule regarding appointing authority, disciplinary authority and appellate authority; clarifications and instructions regarding charge sheets, documentary evidence, enquiry officers, examination of witnesses and show cause notices; instructions regarding penalties, consultation with UPSC, appeals and petitions and suspension and subsistence allowance | Permanent (superceded standing rules and orders to be weeded out) |
| 2 | Records relating to CCS (Conduct) Rules viz clarifications; interpretations; general notifications | Permanent (superceded standing rules and orders to be weeded out) |
| 3 | Vigilance complaints against Gazetted and non Gazetted officers leading to disciplinary cases | 10 years or 3 years after the final disposal of appeal or final judgement in normal course, whichever is later |
| 4 | Anonymous and pseudonymous complaint on which no action is taken | To be destroyed at the end of the year |
| 5 | Other files dealing with vigilance complaints against Gazetted and non Gazetted officers where allegations are not proved | 3 years |
| 6 | Disciplinary proceedings | |
| a | Files resulting in imposition of penalties | 10 years or 3 years after the final disposal of appeal or final judgement in normal course, whichever is later |
| b | Files resulting in exoneration of accused officials | 3 years |
| c | Authenticated copy of the order imposing penalty | Copy to be kept in personal file and preserved. Suitable entry to be made in service record |
| 7 | Prosecution | |
| a | Files relating to prosecution of officers/officials | 10 years or 3 years after the final judgement in the normal course of law, whichever is later |
| b | Copy of final judgement | To be kept in personal file and preserved. Suitable entry to be made in service
record |
| 8 | Appeals and Petitions | |
| a | Files relating to appeals and petitions | 7 years |
| b | Copy of appellate order when the original order is modified | Copy to be kept in personal file and preserved. Suitable entry to be made in service record |
| 9 | Court Cases | |
| a | Files relating to court cases | 10 years after final judgement in normal course |
| b | Copy of court orders | Copy to be kept in personal file and preserved. Suitable entry to be made in service record |
| 10 | Intimations and sanctions under CCS (Conduct) Rules, viz regarding employment of dependents in private firms/foreign missions in India, for participation in politics; radio broadcast, contributions of articles, editing or managing of newspapers, publications; evidence before Committee of Enquiry; receipt of subscriptions, gifts, private trade or employment etc | 3 years |
| 11 | Files relating to | |
| a | Vigilance control measures | 5 years |
| b | Statistical returns | 5 years |
| c | Activities of Vigilance Officers | 5 years |
| 12 | Files relating to general rulings issued by Central Vigilance Commission, Ministry of Home Affairs, CBI etc | Permanent |
| 13 | Files relating to Parliament questions | |
| a | Where the question was answered/admitted | 3 years |
| b | Where the question was disallowed/lapsed/withdrawn | 1 year |
| 14 | All other vigilance records not included in items (1) to (13) above | After obtaining the orders from the Vigilance Section of Postal Directorate |
| (Chapter XIX of Handbook for Vigilance Officers of P&T Department – 1st Edition February 1982) | ||
| 8. RETURNED LETTER OFFICE | ||
| 1 | Army Lists | To be destroyed after they become obsolete |
| 2 | Registered Lists accompanying registered articles redirected to addressees | 18 months |
| 3 | Registered lists accompanying undeliverable outward foreign parcels | 18 months |
| 4 | Enumeration of articles received in an RLO (RLO.1) | 3 years (with the special permission of the Head of the Circle) |
| 5 | Enumeration of articles despatched by an RLO (RLO.2) | 3 years (with the special permission of the Head of the Circle) |
| 6 | Register of registered articles and articles containing valuable property received (RLO.3) | -do- |
| 7 | Register of articles containing valuable property in store (RLO.4) | -do- |
| 8 | Half yearly returns (RLO.5) | -do- |
| 9 | Error Book (MS.2) | -do- |
| 10 | Postmaster General’s Order Book | -do- |
| 11 | Stock Book | -do- |
| 12 | Correspondence relating to such matters as the Postmaster General may decide | -do- |
| 13 | Bond of secrecy (RLO.17) of officials | Not to be destroyed so long as the official is in service except with the special permission of the Head of the Circle. If the official has died, resigned, retired or dismissed, his bond of secrecy will be preserved for 3 years, after which it may be destroyed. If the official has absconded, his bond of secrecy should not be destroyed without the special permission of the Head of the
Circle |
| 14 | All other records except those mentioned in items 1 to 13 and 15 | 1 year |
| 15a | Unregistered packets containing printed papers without value such as trade circulars, price lists, almanacs etc | Disposed of forthwith by being sold as waste paper or destroyed |
| b | Unregistered letters (not containing valuables) and postcards | Preserved for one month excluding the month of receipt and then destroyed by being burnt |
| c | Unregistered book packets containing articles of no value preserved for one month excluding the month of receipt and then sold as waste paper or destroyed | Preserved for one month excluding the month of receipt and then destroyed by being burnt |
| d | Registered postcards | Preserved for one month excluding the month of receipt and then destroyed |
| e | Registered articles of letter mail and parcels not containing anything intrinsic or saleable value | i) Letters preserved for 3 months excluding the month of receipt and then destroyed by burning |
| ii) Packets and parcels preserved for 3 months excluding the month of receipt and then destroyed by burning unless there are instructions otherwise by the Head of the Circle | ||
| f | Articles containing anything liable to perish or deteriorate such as fruits, cheese, medicines etc | Destroyed or sold at any time at the discretion of the Manager |
| g | Articles of intrinsic value but found undesirable to sell them such as medals, fire arms etc | To be disposed of under the specific orders of the Head of the Circle |
| h | Valuables | |
| i) | Cash and currency notes | Credited under unclassified receipts in the post office after one year excluding the month of receipt |
| ii) | Postage, Court Fee and other stamps of current Indian issues | Affixed to the error book and obliterated after one year excluding the month of receipt |
| iii) | Embossed postcard/envelope and stamp booklet | Credited under unclassified receipts in the post office after one year excluding the month of
receipt |
| iv) | British Postal Orders | Sent to Director of Postal Accounts Calcutta after one year excluding the month of receipt |
| v) | Irish Postal Orders | -do- |
| vi) | Indian Postal Orders | -do- |
| vii) | Hundis, Bank Drafts and Cheques | Destroyed by being burnt after one year excluding the month of receipt and on obtaining the orders from the Head of the Circle |
| viii) | All other articles of value | Sold by public auction through the agency unconnected with the Department selected by the Head of the Circle (anything on the article should be obliterated and any letter/document accompanying destroyed) |
| Note 1: The period mentioned in items above is to be counted from the date on which the articles were finally received as dead. | ||
| Note 2: Any article which is the subject of correspondence with any of the post offices, or supervising officers or any member of public should not be auctioned or
otherwise disposed of. |
||
| Note 3: The period of preservation does not apply to inward foreign parcels. Such parcels charged with customs duty, remaining undelivered, will be dealt with by the office of exchange and handed over to the Collector of Customs concerned at once. | ||
| (Rule 408, 432, 434 and 435 of P&T Manual Volume VIII) | ||