PTC-MYS-10, PA-ADP

Preservation of records

3.2.114/02/2014

PTC-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.

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PTC-MYS-10, PA-ADP

Need for preserving records

• Government regulations and legal requirements

• Department’s preservation policy• To produce evidence in case of disputes

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PTC-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

3.2.414/02/2014

PTC-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

3.2.514/02/2014

PTC-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

3.2.614/02/2014

PTC-MYS-10, PA-ADP

Preservation period of common records

Mail and sorting

Description Period

Mail lists received and despatched 2 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 docket 2 years

Register maintained by counter PA operating franking machine

3 years from the date of last entry

3.2.714/02/2014

PTC-MYS-10, PA-ADP

Preservation period of common records

Registration and Parcel

Description Period

Register lists received and despatched 2 years

Parcel lists received and despatched 2 years

All other records of registration and parcel department

1 year

Money orders

Description Period

Lists of MOs issued and paid 1½ years

Postman book 1½ 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 records 42 months3.2.814/02/2014

PTC-MYS-10, PA-ADP

Preservation period of common records

SB

Description Period

SOSB ledgers,LOT,Long Book, Account opening form

10 years after all a/cs are closed

Specimen signature books SO 10 years after all accounts closed

Register of undeliverable passbooks 2 years after all PBs transferred

Monthly statistical registers 3 yearsGuard Books containing depositors applications for duplicate passbooks

6 years

Stock register of passbooks 1 1/2 yearsDuplicate copies of P.R. Receipts (SB-26) received from the branch offices and kept in the account office

1 1/2 years

3.2.914/02/2014

PTC-MYS-10, PA-ADP

Preservation period of common records

SB

Description PeriodRegister 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 books 2 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 yearsList 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

3.2.1014/02/2014

PTC-MYS-10, PA-ADP

Preservation period of common records

SC

Description PeriodRegister of nominations (NC-52) of SavingsCertificates

5 years

Preliminary receipts NC- 4(a) issued for SavingsCertificates

3 years

Monthly statistical register 3 yearsJournals 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 yearsMonthly statement of stock position ofcertificates sent by the sub offices to HeadOffice.

3 years

3.2.1114/02/2014

PTC-MYS-10, PA-ADP

Preservation period under AML Act

AML act requirements

Description Period

Record relating of all transactions to be preserved by SBCO 5 years

All Purchase Applications along with KYC documents 5 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

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