Preservation of records /02/2014PTC-MYS-10, PA-ADP

Why Record management? Records constitute an important element in office system and procedure Their maintenance, preservation and retirement is one of the important functions of the office The periodic weeding out of records is important to prevent unmanageable growth of old records which occupies precious office space /02/2014PTC-MYS-10, PA-ADP

Need for preserving records Government regulations and legal requirements Department’s preservation policy To produce evidence in case of disputes /02/2014PTC-MYS-10, PA-ADP

Guidelines for preservation Following records should not be destroyed on any count a.Records connected with expenditure which is within the period of limitation fixed by law b.Records connected with the expenditure on projects, schemes or works not completed, although beyond the period of limitation c.Records connected with claims to service and personal matters of affected persons in the service d.Orders and sanctions of a permanent character, until revised Account records on which audit objection is pending should not be destroyed until final adjustment All relevant records in connection with complaints involving claims to be preserved till settlement A register of destruction of records in Form ACG91 to be maintained in each office and preserved permanently; Full details of destructions to be entered /02/2014PTC-MYS-10, PA-ADP

Guidelines for destruction Old records except those mentioned below are to be torn up and sold as waste paper If no buyer comes up they should be destroyed by fire The following records should be destroyed by fire – Confidential records – Book of Postmarks /02/2014PTC-MYS-10, PA-ADP

Guidelines for destruction(conto’d) The following PO records should not be destroyed without special permission of the Head of circle – Post Office order book(except in Bos) – Register of undeliverable passbooks in deposit in HO – Correspondences and documents on which enquiry is in progress or relating to cases not fully closed – Character sheets of officials in service and those who have absconded – Nominal Roll /02/2014PTC-MYS-10, PA-ADP

Preservation period of common records Mail and sorting DescriptionPeriod Mail lists received and despatched2 years All other records except where specific periods are prescribed 1 year Franking machine record book, ledger, licence copy 2 years after expiry of validity of licence despatch slips and daily docket2 years Register maintained by counter PA operating franking machine 3 years from the date of last entry /02/2014PTC-MYS-10, PA-ADP

Preservation period of common records Registration and Parcel DescriptionPeriod Register lists received and despatched2 years Parcel lists received and despatched2 years All other records of registration and parcel department 1 year Money orders DescriptionPeriod Lists of MOs issued and paid1½ years Postman book1½ years Register of MOs received for payment(MO3)1½ years Book of MO receipts (HO and SO)2 years Compilation of daily totals of MOs issued and paid at SOs (maintained at HO) 1½ years Indian Postal order records42 months /02/2014PTC-MYS-10, PA-ADP

Preservation period of common records SB DescriptionPeriod SOSB ledgers,LOT,Long Book, Account opening form 10 years after all a/cs are closed Specimen signature books SO10 years after all accounts closed Register of undeliverable passbooks2 years after all PBs transferred Monthly statistical registers3 years Guard Books containing depositors applications for duplicate passbooks 6 years Stock register of passbooks1 1/2 years Duplicate copies of P.R. Receipts (SB-26) received from the branch offices and kept in the account office 1 1/2 years /02/2014PTC-MYS-10, PA-ADP

Preservation period of common records SB DescriptionPeriod Register of deceased’s SB claims Cases including files and record *(except withdrawals on indemnity bond – in such cases 6 years) 3 years after all claims paid* Stock register of SB cheque books2 years Register of sanctions issued to Branch office and ED sub offices in respect of withdrawals Exceeding the powers of BPMs 2 years Guard book containing applications of depositors for issue of SB cheque books 2 years Receipt book for pass books (SB-28) 2 years List of documents /Long book/Transaction Book /Guard book containing applications of depositors for revival of silent accounts 2 years Error book maintained in connection with the deposit by automatic transfer from SB account to RD accounts of the depositor 5 years Guard file containing monthly schedules of RD accounts under pay Roll Savings Scheme In sub offices 6 years from date of last entry /02/2014PTC-MYS-10, PA-ADP

Preservation period of common records SC DescriptionPeriod Register of nominations (NC-52) of Savings Certificates 5 years Preliminary receipts NC- 4(a) issued for Savings Certificates 3 years Monthly statistical register 3 years Journals of certificates issued and discharged./Monthly Summaries of certificates issued and discharged 1 1/2 years Stock register of certificates 10 years after new register Invoices of certificates 3 years Monthly statement of stock position of certificates sent by the sub offices to Head Office. 3 years /02/2014PTC-MYS-10, PA-ADP

Preservation period under AML Act AML act requirements DescriptionPeriod Record relating of all transactions to be preserved by SBCO5 years All Purchase Applications along with KYC documents5 years after discharge. At the time of closure of account, account opening form along with KYC documents should be attached with closure voucher and transferred to SBCO /02/2014PTC-MYS-10, PA-ADP