Manual 6
A statement of the categories of documents that are held by it for under its control
[Section 4(1) (b) (vi)]
Details of the records available may be made in a statement form,
Wing wise, unit wise, branch wise and it may be got tabulated, indexed and catalogued.
A statement of the categories of documents held
S. No. |
Main Head |
Sub Head |
Retention period |
1 |
Payment and recoveries |
|
2 years, or one year after completion of audit, whichever is later. |
|
|
|
10 years |
|
|
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3 years or one year after completion of audit, whichever is later. |
|
|
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3 years or one year after completion of audit, whichever is later. |
|
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Papers relating to : |
|
|
|
|
1 year |
|
|
|
1year after final settlement of GPF account |
|
|
|
1 year |
|
|
|
1 year |
|
|
|
1 year |
|
|
|
3 years, or one year after completion of audit, whichever is later |
2 |
Budget Estimates /Revised Estimate |
|
3 years |
3 |
Service Book of : |
|
|
|
|
|
3 years after issue of final pension/ gratuity payment order |
|
|
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3 years after they have ceased to be in service |
4 |
Leave Account of :- |
|
|
|
|
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3 years after issue of final pension/ gratuity payment order. |
|
|
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3 years after they have ceased to be in service |
5 |
Service records |
|
1 year- after settlement of benefits |
|
|
|
|
|
|
1. in the case of departments preparing and bringing out the compilation |
3 years
|
|
|
2. in the case of other departments (i.e. those supplying information for such compilation) |
1 years after issue of relevant compilation |
|
|
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3 years |
|
|
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3 years or 1 year after completion of audit, whichever is later. |
|
|
|
5 years |
6 |
Expenditure statement |
a. In respect of lower formations. |
To be weeded out at the end of financial year |
|
|
b. In respect of Department itself. |
To be weeded out after the Appropriation accounts for the year have been finalized. |
|
|
c. Register of monthly expenditure (Form GFR 9) |
To be weeded out after the Appropriation Accounts for the year have been finalized |
7 |
Surety Bonds executed in favour of a temporary or a retiring Government servant |
|
3 years after the Bond case to be enforceable |
8 |
|
|
35 years |
|
|
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35 years |
|
|
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3 years, or one year after the completion of audit, whichever is later |
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|
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3 years, or one year after the completion of audit, whichever is later. |
9 |
Muster Rolls |
|
Such period as may be prescribed in this behalf in the departmental regulations subject to a minimum of three financial years of payment excluding the financial year of payment. |
10 |
Bill Register maintained in form TR-28-A |
|
5 years |
11 |
Paid cheque returned by the Bank to he Audit /Accounts Office |
|
5 years |
12 |
Files, Papers and documents relating to contracts, agreements etc. |
|
5 years after the contract/ agreement is fulfilled or terminated. In case where audit objections have been raised, however, the relevant files and documents shall not, under any circumstances, be allowed to be destroyed till such time as the objections have been cleared to he satisfaction of the audit authorities or have been reviewed by the Public Accounts Committee. |
13 |
Sub-vouchers relating to the Secret Services Expenditure |
|
3 years after the expiry of the financial year in which the expenditure was incurred, subject to completion of administrative audit and issue of audit certificate by the nominated controlling officer. |