SL.NO
|
|
PRESERVATION PERIOD
|
1
|
Cash book
|
3 years
|
2
|
Contingent bills
|
3 years
|
3
|
Schedule of receipts and payments
|
|
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 which ever is later
|
5
|
Runners appointment certificates
|
permanent
|
6
|
Remittance advice and acknowledgement
|
18 months
|
7
|
Daily list s of telephone collections
|
2 years
|
8
|
Monthly statements of fluctuating charges in form a
|
1 year
|
9
|
Counter foils of pay orders
|
3 years from the date of issue of last pay order
|
10
|
Register of refunds acg 27
|
5 years
|
11
|
Objection statements and retrenchment memoranda
|
3 years
|
12
|
Receipts for money paid (other than those filed with 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 audit office/ account office
|
1 year 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 services to be destroyed as soon as a new revision is sanctioned)
|
17
|
Register of security deposit 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, traveling 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 yeas
|
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 license fee, etc on departmental buildings
|
3 years
|
26
|
Gazette officers pay slips
|
1 years
|
27
|
Charge reports (office copy)
|
1 years
|
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 providing Fund record relating to nomination
|
1 year
|
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 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
|
43
|
Loan register
|
10 years
|
44
|
Register of files/vouchers/registers
Transferred to department al recording wing ie old records room of the department/office
Transferred to national archives
|
25 years
Permanent
|
45
|
File index register
|
10 years
|
46
|
Annual establishment returns (Book Establishment)
|
35 years
|
47
|
Expenditure sanctions not covered by paragraph 11 on 27 including sanctions relating to grants in aid
|
3 years or one year after completion of audit, which ever is later
|
48
|
Arrear claims (including sanction for investigation, where necessary)
|
3 years or one year after completion of audit, whichever is later
|
49
|
Records relating to contingent expenditure
|
3 years or one year after completion of audit, whichever is later
|
50
|
Budget estimates/revised estimates of an office
|
3 years
|
51
|
Traveling allowance bills and acquaintance rolls
|
3 years
|
52
|
Service book (Including leave account)
|
3 years after death/retirement or deate of final sanction of pension, whichever is later
|
53
|
Invalid Pension
|
Till the youngest son/daughter attains the majority or five years, whichever is later
|
54
|
Family Pension
|
Till the youngest son/daughter attains the majority or five years
|
55
|
Other Pensions
|
Till the youngest son/daughter attains the majority or five years
|
56
|
Life Certificate of unemployment obtained from pensioners who are paid their pensions by money orders
|
5 years
|
57
|
Money order receipts and acknowledgements of pensioners
|
5 years
|
58
|
Statement of monthly progressive expenditure and correspondence relating to discrepancy in figures
|
2 years
|
59
|
Pay bill register
|
35 years
|
60
|
Office copies of establishment pay bills and related schedules( in case where pay bill register is not maintained)
|
35 years
|
61
|
Schedule to establishment pay bills for the period for which pay bill register is maintained
|
3 years or one year after completion of audit, which ever is later
|
62
|
Acquaintance rolls of pay and allowances (other than travelling allowances)
|
3 years or one year after completion of audit, which ever is later
|
63
|
Bill register maintained in form TR28 A
|
5 years
|
64
|
Bill of charges for conveyance of mails, etc and payees receipts for money paid (other than those filed with establishment pay bills)
|
6 years
|
65
|
Muster rolls and register of muster rolls
|
5 years
|
66
|
Schedule of customs duty and other charges realized in cash con inward foreign parcels and letter mail articles
|
1-1.5 years
|
67
|
Schedules of cash refunds of customs duty and postal fee
|
1-1.5 years after the items assessed to the customs duty are finally disposed off
|
|
|
