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SOUTH CENTRAL RAILWAY Headquarters Office

i Personnel Branch Secunderabad

NoP(R)22611l DateO 072014

SrDPOsSC HYB BZA GNT GTL amp NED

WPOsLGDS GTPL amp TPTY

Sub Preservation of records pertaining to Establishment matters _--

Copy of DGMGs letter No G1570ampM41 dated 22072014 on the above subject together with its enclosures is forwarded for information guidance and necessary action In this connection attention is drawn to this office letter of even number dated 28102011 wherein the Record Retention Schedule Part-I in respect ofmiddot records relating to Establishment Matters and Housekeeping work was circulated

which is available on the official website of SCR at the address v

scrindianrailwaysgovin - about us - departments - personnel - rulez - record retention schedule

The indication C-1 or C-3 or C-5 or C-10 and so on in Column-3 of the Record Retention Schedule should be taken to mean the category of record and the number j indicates the period of retention of the record

Action may be taken with regard to recording reviewing indexing and weeding out of records pertaining to establishment matters on priority

The necessary information as called for therein may be furnished in the prescribed proforma to APOCo-ord for further necessary action

Encl as above

All Cadre Personnel Officers in HQrs for similar action APOCo-ord for information and necessary action

DGMG for information please

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ILWAY fmcrGeneral Mal)agers Office

r~Secunderabad - 500 971

fuulj(pfDate 22U72014

ecords - Supply of Half Yearly Returns as required under P blic Records Act-1993 and Public Records Rules-1997

(b) Public Records Act-1993 - mpilation of Sixteenth Report of the Director General of Ar hives for the year 2013 on Lle implementation of request f r information

(c) Annual Inspection of Depar ental Record for 2014-2015 (d) Recording Reviewing In exing and Weeding of P~lblilt

Records and Supply of Ha f Yearly Returns thereof under Public Records Act-1993 andj Public Records Rules- 1997

(a) Under SecyOampMRlyBds LtrNo2014RecordDeclasslfication dated 10072014 I

(b) Under SecyOampMRlyBds jtrNo2014RecordPRA-93Report dated 10072014

(c) Under SecyOampMRlyBds 10072014

(d) Under SecyOampMRlyBds dated 10072014

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ecords - Supply of Half Yearly Returns as required under P blic Records Act-1993 and Public Records Rules-1997

(b) Public Records Act-1993 - mpilation of Sixteenth Report of the Director General of Ar hives for the year 2013 on Lle implementation of request f r information

(c) Annual Inspection of Depar ental Record for 2014-2015 (d) Recording Reviewing In exing and Weeding of P~lblilt

Records and Supply of Ha f Yearly Returns thereof under Public Records Act-1993 andj Public Records Rules- 1997

(a) Under SecyOampMRlyBds LtrNo2014RecordDeclasslfication dated 10072014 I

(b) Under SecyOampMRlyBds jtrNo2014RecordPRA-93Report dated 10072014

(c) Under SecyOampMRlyBds 10072014

(d) Under SecyOampMRlyBds dated 10072014

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Public Records Act-1993 ~nd Public lk~cord Rules-1997 V

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Please find enclosed a copy of National Archiv~s of India(NAI) New Delhismiddot letter I dated 26052014 regarding review and down grading 0 classified files (Top SeCret Secret

Confidential Restricted) and those fit for permanent tention to be transferred to NAI for pennanent custody and scientific preserVAAion The letter i self explanatory

Necessary action may be taken in this regard d information as desired inay be furnished to NAI For any clarificationguidance NAI mar be consulted directly I

Imiddot A copy of the action takeninformation fumish~6 to NAI may alsomiddot be endorsed to

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CoPy forw~rded to ~ )fiijW-f emmiddot==1 I Office of th~~11M I Directors llUMEE Jamalpurl IRICEN Pune and rRrSET ~ecundeiabadJIREE and

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National Arduves o~Inpoundiia Janpath New Delhi - no 001

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Agt per list (Presidents SecretariatVice Presidents SecretariatPrime Ministers Office Cabinet SecretariatAll MinistriesAll Departments of the Government of IndiaPSUs)

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I ~m directed to draw your land ~ttentionto Iclause CD of Sub Section (I) of Section 6 of the Public Records Act 1993 read With Rule 7 of Public Records Rules 19CJ7 wherein it has been stipulated that Ian classified files should be reviewed once in five years with a view to do~-grading classified files and amalgamating them in regular series Subsequentfy after their appraisal thoseshyfiles which are found fit for pe~1TIanent retention Tilbe Iansferred to National Archives of India for pennanent custody and scientipc preservation

-_ -Yon are therefore requeSt~d to Idfimy initiate adequate steps for downyenIading the I~sified~fi1~ (Top Secret Secret Confidential Reshicted) and Sl1Dmlt relevant mformatlon In respect of half yearly progress reports formiddot the period ending January - June 2014 to this Depa~ent latest by 31 July 2014 in the form enclosea It is aLSo requested that you nWy londly ask y0ur Attached Subordi~nte OfficesCommissions and Public Sec~r Underakings etc to -also send theIr sald half yearly progress reports for the penod ending January- June 2014 to tIllS Department by 31Ju1y 2014 in the enclsed presctibed fomi shy

I bull IGndly ac1mowledge the receipt of this letter I

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I Yours faith~v

~ (Jayaprabha Ravindran)

Assistant Director of Archives Government or Indla

Tel No 011~23073007 Fax No 011-2338 4127

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National Arduves o~Inpoundiia Janpath New Delhi - no 001

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Dated 7 5 MA Y 2014To

Agt per list (Presidents SecretariatVice Presidents SecretariatPrime Ministers Office Cabinet SecretariatAll MinistriesAll Departments of the Government of IndiaPSUs)

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I ~m directed to draw your land ~ttentionto Iclause CD of Sub Section (I) of Section 6 of the Public Records Act 1993 read With Rule 7 of Public Records Rules 19CJ7 wherein it has been stipulated that Ian classified files should be reviewed once in five years with a view to do~-grading classified files and amalgamating them in regular series Subsequentfy after their appraisal thoseshyfiles which are found fit for pe~1TIanent retention Tilbe Iansferred to National Archives of India for pennanent custody and scientipc preservation

-_ -Yon are therefore requeSt~d to Idfimy initiate adequate steps for downyenIading the I~sified~fi1~ (Top Secret Secret Confidential Reshicted) and Sl1Dmlt relevant mformatlon In respect of half yearly progress reports formiddot the period ending January - June 2014 to this Depa~ent latest by 31 July 2014 in the form enclosea It is aLSo requested that you nWy londly ask y0ur Attached Subordi~nte OfficesCommissions and Public Sec~r Underakings etc to -also send theIr sald half yearly progress reports for the penod ending January- June 2014 to tIllS Department by 31Ju1y 2014 in the enclsed presctibed fomi shy

I bull IGndly ac1mowledge the receipt of this letter I

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I Yours faith~v

~ (Jayaprabha Ravindran)

Assistant Director of Archives Government or Indla

Tel No 011~23073007 Fax No 011-2338 4127

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PUBLIC REC~RDS RULES 1997

Rille 7 Do~n-grnding ~f ciassified leCOI~IIS-

(1) The records creating agency shall y nn office order authorise an officer not below the nlnk of the Under Secre I ry to the Governmeflt of India to evaluate and qowngracle the classified reco~ds being maintained by it A copy of slIch office order shall be forwarded fa the Dire1tor G~neral _or head of tlie Archives as the case may be I -

(2) The officer so authorised under pUb-rule (l) shall eValuate the classified records every fifth year forthe purpose of dOVngrading

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(J) Ater down-grading if the officer d~clares any record as-of pennanent nature the same shall be deposited and prtserved with the Director General or head of the Archives as the case may bel after its appraisal

(4) The records deposited under this ruJe can be requisitioned for my official purpose and returned to the Direclo~- General or head of the Archives as the case may be in the manner provide~ under ru Ie 6 - _

~ bull (5) Every year in the last week of luneand December a half-yearly statement in

Fonn-4 shall be furnished by the officer authorised Under sub-rule (I) to the -DirectOr Genei1l1 or head of the 1chiVes as the case may be on the action taken for evaluation and downgradl g the classified records bull

Form-4- l - shybull ---_ - [See sub-rule (p) of rule 7]

(Half Yearly Stfl~ement on periodical review of classified reeords)

Total No of -No of claS8ified No of Files reviewed I

Remarlm classified records due for land downgrades during records Iyingnt reviewing Ithe period under report presen t in the orCrlnization I

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Sub- Public Records Act 1993- komp scUY~r~Gt~ Reportort) the Director General of AreJlives for the year20B OI)l the ~ ) Implementation of request for information

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Ref- NAI letter No F16-12(A)120J4 RM dt 26052014

Please find enClOsed a copy of Nanopal ArcJves of India(NAI) New DeIhisletter dated 26052014 about compilation of Sixteen~ Report of the Director G~neral of Archives formiddotthemiddot~ear20130~ ~e~Imp~ementat~on of th~ Public Record ~ct-1993 ff the year 20 13 requesting for furnishing ofinfonnation ~ch IS self explanatory

It is requested that necessary information as per proforma (Form-5) may be submitted directly to NAI New Delhi at the earliest I

I A copy of the information sent to NAI may ruso be endorsed to Board s office for 1 information II

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- Under SeclrcetaryOampMI DA AB above pC dM~ a4 Jo I Ibtilway Bo~rd

middot1 w~ w (t[ ~ lgthone No 23381183

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Directors IRIMEE Janlalpur nuCEN Pune d IRISEt SecunderabadlIREIiI I and IRCAMTECH Gwalior i

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CIRCULA~

Subject Pul1ic Rccords Act 1993 - Cotnpil~~ol1 of Sbiee~th Report of th~ Director General ofArchives for the ye~ 2013 on the Implc~entfltion of - lCqUest for information I

i bull As you are aware thqt Section 6(1)of Public Re~Olds Act 1993 to be read with Rule 8

(1) of Public Records Rules 1997 stipulntes that Recor(]s Officer(s) nominated under Rule 3 shall furnish to the Director General National Archives 6fIndia an Annual ReP9rt in Form 5 atr

prescribed in the Public Records Rules 1997 in the ihonth of Marcf1 or-the following year Similarly Rule 8(2) also provides that the Director peneral of Archives shall thereafter submit a report to the Government of India every year on the action taken by the Records Officer in [1l1rsuance of provisions ofSection 6 (1) (a) to Dgt of the said Act

Ii

Accordingly the Sixteenth RepOlt of Directo~ General of Arclrives ould now be

compiled on the implementation of Public Records 4ct 1993 for the year 2013 and for - su6mlssfon to the NlIriiSfiY of CUlture Government of Inflia -

I You are therefocerequested to1cindJy fuinish lthe de~ired information on the ac~on

taken by you dunng the penod under report as per proforma enclosed (Form-s) at the earliest tbut in no cLlse Inter tllan 31 May 2014 I b -===-== ---

Further you are also requested to issue nec~ssnry directives alongwith proforma (Form-s) in this regard to all the Altacbed Il11d Subotlt1inate Offices including Public Sector Unertakings functioninamp under yo~radministrative COrtrol to furnish the informatiOJlon the action taken by them durmg the penod under report as er proforma (Form-s) at theearlIest but in no case later than 31 May 2014middot

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I Yours faithfully

~~ (Jayaprabba Ravindfan)

Assistant Director of Arcbives Govemment of India

Tel No 011-23073007 Fa No 01H~338 4127

ITo I 1 Presidents Secretariat 2 Vice Presidents secretariat I

3 Prime Ministers Office iii

4 Cabinet Secretariat 5 All MinistrieSDepartments of the Government of India(as per list)

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No 2014lRecordIPRA-93lReport I

~~~~a~ ~~E2014 ~ ~ The General Manager All Indian Railways Production Units DGslRDSO amp DGINAIR MDIPSUs Gq~f ~YrI~

Sub- Public Records Act 1993- komp scUY~r~Gt~ Reportort) the Director General of AreJlives for the year20B OI)l the ~ ) Implementation of request for information

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Ref- NAI letter No F16-12(A)120J4 RM dt 26052014

Please find enClOsed a copy of Nanopal ArcJves of India(NAI) New DeIhisletter dated 26052014 about compilation of Sixteen~ Report of the Director G~neral of Archives formiddotthemiddot~ear20130~ ~e~Imp~ementat~on of th~ Public Record ~ct-1993 ff the year 20 13 requesting for furnishing ofinfonnation ~ch IS self explanatory

It is requested that necessary information as per proforma (Form-5) may be submitted directly to NAI New Delhi at the earliest I

I A copy of the information sent to NAI may ruso be endorsed to Board s office for 1 information II

I ~ I ~~I ()GMG- ~NSmgh

- Under SeclrcetaryOampMI DA AB above pC dM~ a4 Jo I Ibtilway Bo~rd

middot1 w~ w (t[ ~ lgthone No 23381183

I Copyforwartiedto ~~~~ J middot1 PIfOOs 1l( K)(pound

Directors IRIMEE Janlalpur nuCEN Pune d IRISEt SecunderabadlIREIiI I and IRCAMTECH Gwalior i

I bull bull 1 The Chairman Railway Recruitment Boards Alhmedabad Ajmer Allahabad

i Bangalo~ Bhopal Bhubneshw~ Mumbai~ Kolkata__Cb~yen~~~~t~-middotmiddot II Guwahatl Jammu Mal~ Chennru Muzaffaqur Patn4 ~clir~llJ~~aSad ImiddotI cdmiddot

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NoF16-12(A)2014-kM Ministry of Cnltu~e National Archives o~Indja

Janpatb New Delhi-qoool Web Site Wirvwnation~larcljlivesniciH

e-mail arehivesa)nip-in Website vwwnationalirrcQivesnicin

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CIRCULA~

Subject Pul1ic Rccords Act 1993 - Cotnpil~~ol1 of Sbiee~th Report of th~ Director General ofArchives for the ye~ 2013 on the Implc~entfltion of - lCqUest for information I

i bull As you are aware thqt Section 6(1)of Public Re~Olds Act 1993 to be read with Rule 8

(1) of Public Records Rules 1997 stipulntes that Recor(]s Officer(s) nominated under Rule 3 shall furnish to the Director General National Archives 6fIndia an Annual ReP9rt in Form 5 atr

prescribed in the Public Records Rules 1997 in the ihonth of Marcf1 or-the following year Similarly Rule 8(2) also provides that the Director peneral of Archives shall thereafter submit a report to the Government of India every year on the action taken by the Records Officer in [1l1rsuance of provisions ofSection 6 (1) (a) to Dgt of the said Act

Ii

Accordingly the Sixteenth RepOlt of Directo~ General of Arclrives ould now be

compiled on the implementation of Public Records 4ct 1993 for the year 2013 and for - su6mlssfon to the NlIriiSfiY of CUlture Government of Inflia -

I You are therefocerequested to1cindJy fuinish lthe de~ired information on the ac~on

taken by you dunng the penod under report as per proforma enclosed (Form-s) at the earliest tbut in no cLlse Inter tllan 31 May 2014 I b -===-== ---

Further you are also requested to issue nec~ssnry directives alongwith proforma (Form-s) in this regard to all the Altacbed Il11d Subotlt1inate Offices including Public Sector Unertakings functioninamp under yo~radministrative COrtrol to furnish the informatiOJlon the action taken by them durmg the penod under report as er proforma (Form-s) at theearlIest but in no case later than 31 May 2014middot

bull I I

I Yours faithfully

~~ (Jayaprabba Ravindfan)

Assistant Director of Arcbives Govemment of India

Tel No 011-23073007 Fa No 01H~338 4127

ITo I 1 Presidents Secretariat 2 Vice Presidents secretariat I

3 Prime Ministers Office iii

4 Cabinet Secretariat 5 All MinistrieSDepartments of the Government of India(as per list)

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Janpatb New Delhi-qoool Web Site Wirvwnation~larcljlivesniciH

e-mail arehivesa)nip-in Website vwwnationalirrcQivesnicin

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CIRCULA~

Subject Pul1ic Rccords Act 1993 - Cotnpil~~ol1 of Sbiee~th Report of th~ Director General ofArchives for the ye~ 2013 on the Implc~entfltion of - lCqUest for information I

i bull As you are aware thqt Section 6(1)of Public Re~Olds Act 1993 to be read with Rule 8

(1) of Public Records Rules 1997 stipulntes that Recor(]s Officer(s) nominated under Rule 3 shall furnish to the Director General National Archives 6fIndia an Annual ReP9rt in Form 5 atr

prescribed in the Public Records Rules 1997 in the ihonth of Marcf1 or-the following year Similarly Rule 8(2) also provides that the Director peneral of Archives shall thereafter submit a report to the Government of India every year on the action taken by the Records Officer in [1l1rsuance of provisions ofSection 6 (1) (a) to Dgt of the said Act

Ii

Accordingly the Sixteenth RepOlt of Directo~ General of Arclrives ould now be

compiled on the implementation of Public Records 4ct 1993 for the year 2013 and for - su6mlssfon to the NlIriiSfiY of CUlture Government of Inflia -

I You are therefocerequested to1cindJy fuinish lthe de~ired information on the ac~on

taken by you dunng the penod under report as per proforma enclosed (Form-s) at the earliest tbut in no cLlse Inter tllan 31 May 2014 I b -===-== ---

Further you are also requested to issue nec~ssnry directives alongwith proforma (Form-s) in this regard to all the Altacbed Il11d Subotlt1inate Offices including Public Sector Unertakings functioninamp under yo~radministrative COrtrol to furnish the informatiOJlon the action taken by them durmg the penod under report as er proforma (Form-s) at theearlIest but in no case later than 31 May 2014middot

bull I I

I Yours faithfully

~~ (Jayaprabba Ravindfan)

Assistant Director of Arcbives Govemment of India

Tel No 011-23073007 Fa No 01H~338 4127

ITo I 1 Presidents Secretariat 2 Vice Presidents secretariat I

3 Prime Ministers Office iii

4 Cabinet Secretariat 5 All MinistrieSDepartments of the Government of India(as per list)

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Please find enclosed a copy ofNational ArchiveS I

of India (NAI) New Delhis abOve I mentioned letter which is self explanatory Specific attt~tion is invited to para 2 of NAIs i i aforementioned letter regarding inspection ofRecord Ropm i - ~ -~- --- middot~r~~-middot - 1 NeCessary action may accordingly bltf taken unde1 in~ati~n to 6oards Offic~

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I Railway Board 5 iUl 1014 Phone No 23381183 I

-qm~~~~~ (

Copy forwarded to Office of Ihe General Mtn i

Directors IRIMEE famalpurl IRICEN Pune and IRlSET SecunderabadlIREE and IRCAMTECH Gwalior I

bull I ~

The Chairman Railway Recruitment Boards ~edabad Ajmer Allahabad

Bangalore Bhopal Bhubneshwar Mumbai ~olkata Chan~ligarh GQrakhpur ( Guwahati Jammu Malda Chennai MuzaffarpurJ Patna Ranchi Secunderabad ~~and Trivandrum i ~ DltJCVO A i

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Name of MinistryDepttOffice MO Railways Public Sector undertaking i

Form-S i

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Formfor the submission of Annual Report to Director G~neral of Archivesheat of the I

Archives(See sub-rule(l of rules 8 I

1A Records Room- Whether your organization

Has set up an organized Records Room and if so Is the space sufficient

B Nomination of Records Officer Whether Your organization has nominated an officer

As ORO and if not give reasons

C Training of ORO and staff i DRO has received training in Records

Management ii Whether the junior staff working in the bull

ORR are trained-in various aspectsoi ~

Records Management If not are you Willing to avail training facilities at NAt

O 1 Sharing of space for housing semi-current Records at NAIUnion Territory Whether your organization Is willingto share SPace at NAI New Delhi and its Recortls Centres

At Jaipur Pondicherry and Bhubaneswar and Regional office at Bhopal If yes please state the bulk of records proposed to be transferred

2 Whether your organization is willing to share space at the Archives of the Union Territory If yes please state the bulk of records propos~d To be transferred

I I

2 Periodical Recording reviewing and weeding out I of semi-current records

-4shy

NoF14-l20 lB--RM Government of India Ministry of C~lture

Nationat-ArctUves of Indiai

Janpath New Denu ~ 110 001 e-mail archiveSnicin

Website wwwnationllarchivesnicin Dated the _---________

I To i

Asper st I (Presid nt~ Secr~tariatfVicePrsidentf SecretariatPrime Ministers Office bmet Secretariat All MlillStries of tble Government of India)

i bull ~1 Subject ual Inspection ofRecords Room~ for the year 014-2015middot

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SirMadamI

I i i

In pursuance of pro~io~ of Section 3(2)0) o~ the Public Records Act 1993 and Para 136(2) of the Central SeCJletariat Manual of Office Procedure (CSMOP) (13 th l I

Ed2tho) it is required th~t the Departmental RJcords Rooms in each Ministry ~ Department Office may be iPspeet~d once in a year 14 association with this Depruhnent

so as to monitor the mate-qf preservation and man~gement of records lying thereinmiddot

Considering the importance of this aspect it is desiraqle that adequate attention may be paid to prol~r manning fthe Departtnen~ Records~ooms a1s~

i Itis therefore requested that a suitable ampt~ l~d tim~ may please be fixed for I ~pection ofyour Departmental Records Roomin cQ~ultation with this Department at

your earliest convenience You ate also requested to s~nd to this Department an annual inspection programme of the Departmental Records RQoms of all attached subordinate offic~ and public seclor undertakings under your a~iStratlve control so as to enable WJ to include their inspection in our Annual Action Plan~

I i Further prior to undertaking the inspectio~ of Records Rooms you are re~uesed to complete tIte Inspection Questionnaire (A1tgtpendix 57 of CSMOP~ a copy of wh IS enclosed for your ready reference l

dly acknowledge the receipt of this letter

Yoursfai

1 wmiddot I i (Jayaprab a Ravindran)

Assistant Directqr ofArchives Government of India

Tel No 011-23073007Fax No 011- 2338 4127

Encl Appenlt1ix 57 of bsMOP I

i i

~

I I I

t

I I

I t

I

i bull

0

Name of MinistryDepttOffice MO Railways Public Sector undertaking i

Form-S i

i

Formfor the submission of Annual Report to Director G~neral of Archivesheat of the I

Archives(See sub-rule(l of rules 8 I

1A Records Room- Whether your organization

Has set up an organized Records Room and if so Is the space sufficient

B Nomination of Records Officer Whether Your organization has nominated an officer

As ORO and if not give reasons

C Training of ORO and staff i DRO has received training in Records

Management ii Whether the junior staff working in the bull

ORR are trained-in various aspectsoi ~

Records Management If not are you Willing to avail training facilities at NAt

O 1 Sharing of space for housing semi-current Records at NAIUnion Territory Whether your organization Is willingto share SPace at NAI New Delhi and its Recortls Centres

At Jaipur Pondicherry and Bhubaneswar and Regional office at Bhopal If yes please state the bulk of records proposed to be transferred

2 Whether your organization is willing to share space at the Archives of the Union Territory If yes please state the bulk of records propos~d To be transferred

I I

2 Periodical Recording reviewing and weeding out I of semi-current records

-4shy

NoF14-l20 lB--RM Government of India Ministry of C~lture

Nationat-ArctUves of Indiai

Janpath New Denu ~ 110 001 e-mail archiveSnicin

Website wwwnationllarchivesnicin Dated the _---________

I To i

Asper st I (Presid nt~ Secr~tariatfVicePrsidentf SecretariatPrime Ministers Office bmet Secretariat All MlillStries of tble Government of India)

i bull ~1 Subject ual Inspection ofRecords Room~ for the year 014-2015middot

bull I

SirMadamI

I i i

In pursuance of pro~io~ of Section 3(2)0) o~ the Public Records Act 1993 and Para 136(2) of the Central SeCJletariat Manual of Office Procedure (CSMOP) (13 th l I

Ed2tho) it is required th~t the Departmental RJcords Rooms in each Ministry ~ Department Office may be iPspeet~d once in a year 14 association with this Depruhnent

so as to monitor the mate-qf preservation and man~gement of records lying thereinmiddot

Considering the importance of this aspect it is desiraqle that adequate attention may be paid to prol~r manning fthe Departtnen~ Records~ooms a1s~

i Itis therefore requested that a suitable ampt~ l~d tim~ may please be fixed for I ~pection ofyour Departmental Records Roomin cQ~ultation with this Department at

your earliest convenience You ate also requested to s~nd to this Department an annual inspection programme of the Departmental Records RQoms of all attached subordinate offic~ and public seclor undertakings under your a~iStratlve control so as to enable WJ to include their inspection in our Annual Action Plan~

I i Further prior to undertaking the inspectio~ of Records Rooms you are re~uesed to complete tIte Inspection Questionnaire (A1tgtpendix 57 of CSMOP~ a copy of wh IS enclosed for your ready reference l

dly acknowledge the receipt of this letter

Yoursfai

1 wmiddot I i (Jayaprab a Ravindran)

Assistant Directqr ofArchives Government of India

Tel No 011-23073007Fax No 011- 2338 4127

Encl Appenlt1ix 57 of bsMOP I

i i

NoF14-l20 lB--RM Government of India Ministry of C~lture

Nationat-ArctUves of Indiai

Janpath New Denu ~ 110 001 e-mail archiveSnicin

Website wwwnationllarchivesnicin Dated the _---________

I To i

Asper st I (Presid nt~ Secr~tariatfVicePrsidentf SecretariatPrime Ministers Office bmet Secretariat All MlillStries of tble Government of India)

i bull ~1 Subject ual Inspection ofRecords Room~ for the year 014-2015middot

bull I

SirMadamI

I i i

In pursuance of pro~io~ of Section 3(2)0) o~ the Public Records Act 1993 and Para 136(2) of the Central SeCJletariat Manual of Office Procedure (CSMOP) (13 th l I

Ed2tho) it is required th~t the Departmental RJcords Rooms in each Ministry ~ Department Office may be iPspeet~d once in a year 14 association with this Depruhnent

so as to monitor the mate-qf preservation and man~gement of records lying thereinmiddot

Considering the importance of this aspect it is desiraqle that adequate attention may be paid to prol~r manning fthe Departtnen~ Records~ooms a1s~

i Itis therefore requested that a suitable ampt~ l~d tim~ may please be fixed for I ~pection ofyour Departmental Records Roomin cQ~ultation with this Department at

your earliest convenience You ate also requested to s~nd to this Department an annual inspection programme of the Departmental Records RQoms of all attached subordinate offic~ and public seclor undertakings under your a~iStratlve control so as to enable WJ to include their inspection in our Annual Action Plan~

I i Further prior to undertaking the inspectio~ of Records Rooms you are re~uesed to complete tIte Inspection Questionnaire (A1tgtpendix 57 of CSMOP~ a copy of wh IS enclosed for your ready reference l

dly acknowledge the receipt of this letter

Yoursfai

1 wmiddot I i (Jayaprab a Ravindran)

Assistant Directqr ofArchives Government of India

Tel No 011-23073007Fax No 011- 2338 4127

Encl Appenlt1ix 57 of bsMOP I

i i

rC

f I

(LV I j

f CHAPTER XiV Ij INSPECTIOiNS ~~ t i ~ bull 0i 136 purpose and perlodlcity-tnspections are not inv~stigations They are to find factsstate ) )~e 0 J affairs and imove functioning bull to help introspection rath~r than find faultslapses for punitiye 8d()11 )0ef With the abolitlo~ of the IWSUOampM Units in various Mini~trieslDepartments the work 9f inspectioll

I ~ activity could be given to Sections like General Administratiqn or Coordination or any other UniVSectlo ~ designated for the purpose (DSIWS) The branch offiCer h~ading this UnitSection will be designatelt

i as the OampM Officer of that particular MinistryDepartment i

I (1)

f l

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bullt (2) I I ~

l (3)I r

Each SectiQnlDeskin the t1epartment will b inspected onc~ ~ year to ascertain the egteent to which the provisions of this manual and the instructions issued thereunderaremiddot ( being followed Each Department will also ins~c~ once a year all attached and suborninate bull offices under their administrative control throu~h their designated senior officers who-will give them useful tips on the spot for improv~ment Questionnaires at Appendices 55 and 56 will be used for this purpose The Record Room in the Department will be inJpected in association with a representative of the NationalArchives of India once a year ltRuestionnaire at Appendix 57 will be used for this purpose i

In addition to the information mentioned at ~ub-paras (1) and (2) the Administration E~tablishment section Will generate information in t~e (orm given at Appendix 58 Vhih Will be updated monthly ~nd it will be used ~s the Departments tool of Mattagement

Information System

t (4) The Information generated in the form at Appehdices 66 and 58 for the entire Department I ~Ibeconsolidated by the designated Section handling IWSU functions The information

I culled from the above will then be submitted tolttie Secretary ofthe Department in the form I I ~iven at Appendix 59 (Executive Summary) tvery quarter to facilitate monitoring of key Issues i bull i

(5) Department ofAdministrative Reforms and P~blic Grievances will also undertake a stLJdy in two or three Departments each year for sharing ideas andexperiences in the fwld of Establishment Administration Public Griey~nces redress Audit and OampM for mutuar

I bull

benefit i 137 Inspecting authorltJes-As far as pos~ible the inspection will be conducted by an officer of or

above the leve of Desk OfficerUnder Secretary officer ho does not handle any part of the work of the SectionDesk to be inspected I 138 Inspection programme-

(1) The designated Section handling work ofl~SU will draw up iF advance every year for the approval of the Secretary a monthly programme of inspection of SectionsDesks to be undertaken during the fallowing year indipating the names of the inspecting officers and the months in which the inspections would be carried out

(2) The programme will also include a few SectipnsDesks to be inspected by the officer if charge of the designated section handling wbrk of IWSU

I I 75 I

i

APPENDIX 57 -

loopection Questionnaire for Departmerital Recwd Room

I [Vide para 136 (2raquo) IIi MinistryDepartment ~ t Date of present Inspection +

1 Date of last tnspection uu ~i~~N~~~~middotu

- I bull I

Factual data to be furnished by SOlAsstt ~DC Incharge of Rec~rd Room

II 1_

l SO or equivalent Asstt UDCJLDC Multi skilled Multi

j grade like Archivist StaffRecord AttendenV Skilledj J Record sorter Staff

I ------------------+------~~-----I bull Sanctioned strength

i Act~~1 ~~~t ~eorcm (i) Location such as eg BasemenVGround I FloorOther floors

(Ii) Area occupied by recordsII

(iii) Area occupied by staff

(IV) TotalArea I

Is there sufficient space in the Record Room j for further accrual and storage of records

(v) NUflberofshelves I iJ

(a) Steell I

(b) Wooden I (VI) Mode of keeping the record

I (a) Are the files kept in bundles with plywoodcardboard support or in carton boxes I

j

(b) If in bundles how they are kept1 j (horizontaV vertical) d (c) Are the bundles properly labelled

b ~ indicating their contents

(vii) Are there proper ventilation and lighting arrangement

(viii) Are there security arrangement against fire hazards theft and pilferage

(ix) Is there enough space for reception and consultation of record

(x) Does the Record Room have gangways j

199

-5

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APPENDIX 57-Contd (xi) Whether naphthalene brickslballs are being bull 1

I

used Ifnot Nhat are the other arrangement for satisfactory preservation of record (e g

spray of Insecticides like DDT Pip and Flit etc)

(xii) Is vacuum cleaner being used for Record Room If not state the arrangements for proper dusting and cleaning

(xiii) Whether records are beingmiddot fumigated periodically

(xiv) What arrangement exists for mending and repair of records What materials are used for mending and repair work [Para (104 (3)] i

i(xv) General condition ofcleanliness and proper I

stacking of files etc I 1

PART II-RECORD-KEEPINGAND THEIR PE~IODICALREVIEWI APPRAISAL

Number of records Wherever possible please furnish the information for inclusive years (Le oldest and the latest year)

I

(i) Total number of record (indicating the oldest I and the latest on the date of Inspection)

i (a) Fifes i (b) Registers

(c) Other records like MapsChartsl DrawingsAudio-VISual

(ii) Total number ofrecords wh~ are more than 25 years old at the time of inspection

(a) Files

(b) Registers

(c) Other records like MapsCharts

1 DrawingsAudio-VISual I (iii) If the Record Room is also acceptingi i

f I classified records the arrangement for their

safe custody

l (iv) Security arrangement for inspection of

Secret Record Room where they exist

(v) Whether all the files due for review have been sent to respective sections

I 1

(Y) Number of e category reGards sent forI i review to respective sections during the lastI year [Para 113 (4)]

(vii) Number of record reviewed during the last year [Para 113(5)]

(viii) Number of records lying unreviewed in - I different sections

(ix) NUmber of records marked for further retention by concernedsecti6ns and sent to Departmental Record Room [Para 113 (1) amp (5)]

~ 1 I 1[ shy

1 Ii I II APPENDIX 57-C~ntdI

i (x) Percentage of files marked keepmiddot to total

files reviewed and whether it is excessive 11 I

(xi) In case further review is called for (if excessive percentage has been marked for retention) number of files checked and

I advice or measure suggested for improvement

Weedin9 out (xii Number offilesrecords marked for weeding

ou~~uring the year [Para 113 (1)1

(xiii) Whether the records marked for weeding out have been destroyed If not when it is proposed to destroy them [Para 113 (7) (b) (i) amp (ii)]

Transfer1 (xiv) Number of more than 25 years old files j appraised by the National Archives of India during the last year [Para 113 (2)]

(xv) Whether the files recommended for retention by NationalArchive of India have 1 been transferred to that organisation If not

J give reasons ~__ L I 1 Retention Schedule

II

(xvi) State if the Retention Schedule for substantive records has been complied If

inot when it is proposed to be compiled i poundpara 111 (1 led)] bull I

PART m-MAJNTE~CE I 1Files i

i Please take a sample of 20 files at random and examine

j (i) Whether the files have been properly recorded and classified into B and ecmiddot categories Has the retention period of c category files has been distinctly indicated (Para 105)

(iI) Whether they have been stitched properly

[Para 104 (3)] (iii) Number of files not found at appropriate

places)n bundles of recorded files (

(11) Are the requisition slips kept in proper places in bundles If not state reasons [Para 11S(3)]

(v) Number of files lying on the ground If so indicate number and reasons therefor

(VI) Whether files opened under functional and conventional filing system are kept separately and arranged section-wise chronologically in a serial order

3766 PPGampPI2010-41A

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18 i -

APPENDIX 2Register

Whether the following registers are being maintained properly and entries ~re up-to-date

(i) RecGrd lssue Register

(ii) Record Review Register [Para 112 (4) Appendix 30]

(iii) Accession Register

(Iv) Record Transfer Register Para 112 (2) Appendix 29]

57-Contd

PART IV-INOE~~NG (i) Has the deparbnental index been compiled

in the consolidated fOfTl) [Para 109] i (ii) Wha types of finding aid (Reference Aids

Information Retrieval) sets are available in bull i the Record Room I

PART V-INSPECTING OFFICERS REPORT

(i) Additional functions ifany being performed i

by the Departmental Record Room

(ii) General Remarks of the Inspecting Officers about the state of Record Room shy

(iii) Recapitulation of defects or shortcomings noticed and any other comments which Inspecting Officers may have to make

(IV) General Remarks if anyshy

Signature of the Inspecting Officers witl1 d~te

One copy of the inspection report may be forwarded to the Na~ional Archives =If India for their information and record [Para 138 (1)] I

L( 13~ r middotrmiddotmiddotmiddotmiddotmiddot bull i ~ arrw ~HCflI( GOVERNMENT OF INDIA

8 ri3Hlt4tl MINISTRY 011 RAILWAYS i

~~ (RAILWAY BOARD

U New Delhi dated 10072014

r II 6V~~~

I All Indian Railways ~fmiddotOmiddot

Production Units ( DGslRDSO amp DGINAIR

MDIPSUs

j

~M1SL R I

kw~JAYW Sub- Recording Reviewing Indexing =Ud feeding of Public Relaquoords and Supply of BalfYearly returns thereof under Public Records

lt Act 1993 a~d Public Records Rules 1997

Ref- NAIsletter no F16-412014-~1 dated 26052014

Please find enclosed a copy of National hqhi~~s of India(NAI) New Delhis letter dated 26052014 about the Recording RevieYiJlgJnltieyenng and Weeding of Public Records and Supply ofHclfYearly returns thereof under Public l~ecords Act 1993 and Public Records I Rules 1997

I ~ i

It is desired that necessary action withregard tO I Recording Reviewing IndeXjng and Weeding out of record may be undertaken on priority yen special drive may be launched and progress may be intimated to Board Office A reply may be furnished in the prescribed fonnat (Form-7) directly NAI New Delhi at the earliest lll caseof anymiddot clwificationlguidance

reference may be made to NAI I

I

Action taken in the matter may also be advised to iBoardS office

The General Manager

DA As above ~vLy~(VN~)

Under Seclr(etaryOampM RaJinway Board

Phone No 23381183

SecWlderabadlIREE and

i

NoF16-4j2014-R M GovernmJnt of fndia rlinistly br Culture

National Arehives of India Janpnth New peihi -110001

e-mail arclliveS(poundi)nicin Website IWVlnationolarchivesnicin

I 2 6 riA Y2014Dated________ To

As per list E-PIesidents SecretariatVice Presidents Se~retariatPrime Ministers OfficeCabinet SecretariatAn Ministries of the Government otIndia)

i bull t bull

Suigtject Recording Reviewing Indexing ahd Weedjng ofPuQlk RCCOLds and SUPl)ly ofHalfYeal-ly Ret-nll1S thei~ofnndet l)ubli~ RecrHl Actl~I~l and Public Recolpoundw Rules 1997 I

SirMadam

I am to draw your kind attention to suh-secti~n (1) of section 6 of Public Records Act 1993 and Rule 9 of Public Records Rules 1997 to be le~d with paras 103 to 109 of Central Secretariat Manual of Office Procednrf (13111 editiOll 20tO) As per rule 9 of Public Records Rules 1997 no public records shan be destroyed without being rdcorded and reviewed by the records creltltlng agency The file shoIId be recorded in accordance with the Records Retention Schedule after action considerrd thereon has been completed Proper ~ecording reviewingappraisal of records are essential exercises us they help in weeding out p~riodjcally those records which are no longer required for preservation It will result in BLhieving ~c6nomy in maintenance and preservation and efficiency in retlievin~ requked for officiqlllse I

It is therefore requested that instructions hUlY please be issued to all concerned officers

nnd~Departmental Records Officer itt YOllfC)lgonizat1on including all the Attached and Subordinate Offices Public Sector Undertakings functiolling undet- your c~9-trol to initiate regular programme in respect of recotdirl~ irld~xing reviewing and weeding of s~mi-current records and to furnish halfshyyearlYTet1lrns 01alf year ending Tanuary and -June 12014) in Fonn 7 (proforma enclosed) to this Department by 31st July 20]4 ~ -

It may further be added that in case you fiilid any difficulty in implementing aforesaid or any other provision of the Public Records Act 1993 land the Public R~ords Rules 1997 you may pl~ase conlpoundlct l1S for advicegujdanc~ I

Kindly acknowledge r~ceipt of this letter

YOUrsai~ I

(Jayuprabhu ravindran) -ABsistant Director of Archives

Government of Indin Tel No 01l-230730P7

Fax No 01lQ338 4127

EllC1 Form 7 of Pub1ic Records Rules1997 l bullbull bull - ~

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APPENDIX 57-Contd (xi) Whether naphthalene brickslballs are being bull 1

I

used Ifnot Nhat are the other arrangement for satisfactory preservation of record (e g

spray of Insecticides like DDT Pip and Flit etc)

(xii) Is vacuum cleaner being used for Record Room If not state the arrangements for proper dusting and cleaning

(xiii) Whether records are beingmiddot fumigated periodically

(xiv) What arrangement exists for mending and repair of records What materials are used for mending and repair work [Para (104 (3)] i

i(xv) General condition ofcleanliness and proper I

stacking of files etc I 1

PART II-RECORD-KEEPINGAND THEIR PE~IODICALREVIEWI APPRAISAL

Number of records Wherever possible please furnish the information for inclusive years (Le oldest and the latest year)

I

(i) Total number of record (indicating the oldest I and the latest on the date of Inspection)

i (a) Fifes i (b) Registers

(c) Other records like MapsChartsl DrawingsAudio-VISual

(ii) Total number ofrecords wh~ are more than 25 years old at the time of inspection

(a) Files

(b) Registers

(c) Other records like MapsCharts

1 DrawingsAudio-VISual I (iii) If the Record Room is also acceptingi i

f I classified records the arrangement for their

safe custody

l (iv) Security arrangement for inspection of

Secret Record Room where they exist

(v) Whether all the files due for review have been sent to respective sections

I 1

(Y) Number of e category reGards sent forI i review to respective sections during the lastI year [Para 113 (4)]

(vii) Number of record reviewed during the last year [Para 113(5)]

(viii) Number of records lying unreviewed in - I different sections

(ix) NUmber of records marked for further retention by concernedsecti6ns and sent to Departmental Record Room [Para 113 (1) amp (5)]

~ 1 I 1[ shy

1 Ii I II APPENDIX 57-C~ntdI

i (x) Percentage of files marked keepmiddot to total

files reviewed and whether it is excessive 11 I

(xi) In case further review is called for (if excessive percentage has been marked for retention) number of files checked and

I advice or measure suggested for improvement

Weedin9 out (xii Number offilesrecords marked for weeding

ou~~uring the year [Para 113 (1)1

(xiii) Whether the records marked for weeding out have been destroyed If not when it is proposed to destroy them [Para 113 (7) (b) (i) amp (ii)]

Transfer1 (xiv) Number of more than 25 years old files j appraised by the National Archives of India during the last year [Para 113 (2)]

(xv) Whether the files recommended for retention by NationalArchive of India have 1 been transferred to that organisation If not

J give reasons ~__ L I 1 Retention Schedule

II

(xvi) State if the Retention Schedule for substantive records has been complied If

inot when it is proposed to be compiled i poundpara 111 (1 led)] bull I

PART m-MAJNTE~CE I 1Files i

i Please take a sample of 20 files at random and examine

j (i) Whether the files have been properly recorded and classified into B and ecmiddot categories Has the retention period of c category files has been distinctly indicated (Para 105)

(iI) Whether they have been stitched properly

[Para 104 (3)] (iii) Number of files not found at appropriate

places)n bundles of recorded files (

(11) Are the requisition slips kept in proper places in bundles If not state reasons [Para 11S(3)]

(v) Number of files lying on the ground If so indicate number and reasons therefor

(VI) Whether files opened under functional and conventional filing system are kept separately and arranged section-wise chronologically in a serial order

3766 PPGampPI2010-41A

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18 i -

APPENDIX 2Register

Whether the following registers are being maintained properly and entries ~re up-to-date

(i) RecGrd lssue Register

(ii) Record Review Register [Para 112 (4) Appendix 30]

(iii) Accession Register

(Iv) Record Transfer Register Para 112 (2) Appendix 29]

57-Contd

PART IV-INOE~~NG (i) Has the deparbnental index been compiled

in the consolidated fOfTl) [Para 109] i (ii) Wha types of finding aid (Reference Aids

Information Retrieval) sets are available in bull i the Record Room I

PART V-INSPECTING OFFICERS REPORT

(i) Additional functions ifany being performed i

by the Departmental Record Room

(ii) General Remarks of the Inspecting Officers about the state of Record Room shy

(iii) Recapitulation of defects or shortcomings noticed and any other comments which Inspecting Officers may have to make

(IV) General Remarks if anyshy

Signature of the Inspecting Officers witl1 d~te

One copy of the inspection report may be forwarded to the Na~ional Archives =If India for their information and record [Para 138 (1)] I

L( 13~ r middotrmiddotmiddotmiddotmiddotmiddot bull i ~ arrw ~HCflI( GOVERNMENT OF INDIA

8 ri3Hlt4tl MINISTRY 011 RAILWAYS i

~~ (RAILWAY BOARD

U New Delhi dated 10072014

r II 6V~~~

I All Indian Railways ~fmiddotOmiddot

Production Units ( DGslRDSO amp DGINAIR

MDIPSUs

j

~M1SL R I

kw~JAYW Sub- Recording Reviewing Indexing =Ud feeding of Public Relaquoords and Supply of BalfYearly returns thereof under Public Records

lt Act 1993 a~d Public Records Rules 1997

Ref- NAIsletter no F16-412014-~1 dated 26052014

Please find enclosed a copy of National hqhi~~s of India(NAI) New Delhis letter dated 26052014 about the Recording RevieYiJlgJnltieyenng and Weeding of Public Records and Supply ofHclfYearly returns thereof under Public l~ecords Act 1993 and Public Records I Rules 1997

I ~ i

It is desired that necessary action withregard tO I Recording Reviewing IndeXjng and Weeding out of record may be undertaken on priority yen special drive may be launched and progress may be intimated to Board Office A reply may be furnished in the prescribed fonnat (Form-7) directly NAI New Delhi at the earliest lll caseof anymiddot clwificationlguidance

reference may be made to NAI I

I

Action taken in the matter may also be advised to iBoardS office

The General Manager

DA As above ~vLy~(VN~)

Under Seclr(etaryOampM RaJinway Board

Phone No 23381183

SecWlderabadlIREE and

i

NoF16-4j2014-R M GovernmJnt of fndia rlinistly br Culture

National Arehives of India Janpnth New peihi -110001

e-mail arclliveS(poundi)nicin Website IWVlnationolarchivesnicin

I 2 6 riA Y2014Dated________ To

As per list E-PIesidents SecretariatVice Presidents Se~retariatPrime Ministers OfficeCabinet SecretariatAn Ministries of the Government otIndia)

i bull t bull

Suigtject Recording Reviewing Indexing ahd Weedjng ofPuQlk RCCOLds and SUPl)ly ofHalfYeal-ly Ret-nll1S thei~ofnndet l)ubli~ RecrHl Actl~I~l and Public Recolpoundw Rules 1997 I

SirMadam

I am to draw your kind attention to suh-secti~n (1) of section 6 of Public Records Act 1993 and Rule 9 of Public Records Rules 1997 to be le~d with paras 103 to 109 of Central Secretariat Manual of Office Procednrf (13111 editiOll 20tO) As per rule 9 of Public Records Rules 1997 no public records shan be destroyed without being rdcorded and reviewed by the records creltltlng agency The file shoIId be recorded in accordance with the Records Retention Schedule after action considerrd thereon has been completed Proper ~ecording reviewingappraisal of records are essential exercises us they help in weeding out p~riodjcally those records which are no longer required for preservation It will result in BLhieving ~c6nomy in maintenance and preservation and efficiency in retlievin~ requked for officiqlllse I

It is therefore requested that instructions hUlY please be issued to all concerned officers

nnd~Departmental Records Officer itt YOllfC)lgonizat1on including all the Attached and Subordinate Offices Public Sector Undertakings functiolling undet- your c~9-trol to initiate regular programme in respect of recotdirl~ irld~xing reviewing and weeding of s~mi-current records and to furnish halfshyyearlYTet1lrns 01alf year ending Tanuary and -June 12014) in Fonn 7 (proforma enclosed) to this Department by 31st July 20]4 ~ -

It may further be added that in case you fiilid any difficulty in implementing aforesaid or any other provision of the Public Records Act 1993 land the Public R~ords Rules 1997 you may pl~ase conlpoundlct l1S for advicegujdanc~ I

Kindly acknowledge r~ceipt of this letter

YOUrsai~ I

(Jayuprabhu ravindran) -ABsistant Director of Archives

Government of Indin Tel No 01l-230730P7

Fax No 01lQ338 4127

EllC1 Form 7 of Pub1ic Records Rules1997 l bullbull bull - ~

~

middotmiddot1 Y Y~ middot-1- 1 bull v ___

---=------shy

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1 Ii I II APPENDIX 57-C~ntdI

i (x) Percentage of files marked keepmiddot to total

files reviewed and whether it is excessive 11 I

(xi) In case further review is called for (if excessive percentage has been marked for retention) number of files checked and

I advice or measure suggested for improvement

Weedin9 out (xii Number offilesrecords marked for weeding

ou~~uring the year [Para 113 (1)1

(xiii) Whether the records marked for weeding out have been destroyed If not when it is proposed to destroy them [Para 113 (7) (b) (i) amp (ii)]

Transfer1 (xiv) Number of more than 25 years old files j appraised by the National Archives of India during the last year [Para 113 (2)]

(xv) Whether the files recommended for retention by NationalArchive of India have 1 been transferred to that organisation If not

J give reasons ~__ L I 1 Retention Schedule

II

(xvi) State if the Retention Schedule for substantive records has been complied If

inot when it is proposed to be compiled i poundpara 111 (1 led)] bull I

PART m-MAJNTE~CE I 1Files i

i Please take a sample of 20 files at random and examine

j (i) Whether the files have been properly recorded and classified into B and ecmiddot categories Has the retention period of c category files has been distinctly indicated (Para 105)

(iI) Whether they have been stitched properly

[Para 104 (3)] (iii) Number of files not found at appropriate

places)n bundles of recorded files (

(11) Are the requisition slips kept in proper places in bundles If not state reasons [Para 11S(3)]

(v) Number of files lying on the ground If so indicate number and reasons therefor

(VI) Whether files opened under functional and conventional filing system are kept separately and arranged section-wise chronologically in a serial order

3766 PPGampPI2010-41A

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18 i -

APPENDIX 2Register

Whether the following registers are being maintained properly and entries ~re up-to-date

(i) RecGrd lssue Register

(ii) Record Review Register [Para 112 (4) Appendix 30]

(iii) Accession Register

(Iv) Record Transfer Register Para 112 (2) Appendix 29]

57-Contd

PART IV-INOE~~NG (i) Has the deparbnental index been compiled

in the consolidated fOfTl) [Para 109] i (ii) Wha types of finding aid (Reference Aids

Information Retrieval) sets are available in bull i the Record Room I

PART V-INSPECTING OFFICERS REPORT

(i) Additional functions ifany being performed i

by the Departmental Record Room

(ii) General Remarks of the Inspecting Officers about the state of Record Room shy

(iii) Recapitulation of defects or shortcomings noticed and any other comments which Inspecting Officers may have to make

(IV) General Remarks if anyshy

Signature of the Inspecting Officers witl1 d~te

One copy of the inspection report may be forwarded to the Na~ional Archives =If India for their information and record [Para 138 (1)] I

L( 13~ r middotrmiddotmiddotmiddotmiddotmiddot bull i ~ arrw ~HCflI( GOVERNMENT OF INDIA

8 ri3Hlt4tl MINISTRY 011 RAILWAYS i

~~ (RAILWAY BOARD

U New Delhi dated 10072014

r II 6V~~~

I All Indian Railways ~fmiddotOmiddot

Production Units ( DGslRDSO amp DGINAIR

MDIPSUs

j

~M1SL R I

kw~JAYW Sub- Recording Reviewing Indexing =Ud feeding of Public Relaquoords and Supply of BalfYearly returns thereof under Public Records

lt Act 1993 a~d Public Records Rules 1997

Ref- NAIsletter no F16-412014-~1 dated 26052014

Please find enclosed a copy of National hqhi~~s of India(NAI) New Delhis letter dated 26052014 about the Recording RevieYiJlgJnltieyenng and Weeding of Public Records and Supply ofHclfYearly returns thereof under Public l~ecords Act 1993 and Public Records I Rules 1997

I ~ i

It is desired that necessary action withregard tO I Recording Reviewing IndeXjng and Weeding out of record may be undertaken on priority yen special drive may be launched and progress may be intimated to Board Office A reply may be furnished in the prescribed fonnat (Form-7) directly NAI New Delhi at the earliest lll caseof anymiddot clwificationlguidance

reference may be made to NAI I

I

Action taken in the matter may also be advised to iBoardS office

The General Manager

DA As above ~vLy~(VN~)

Under Seclr(etaryOampM RaJinway Board

Phone No 23381183

SecWlderabadlIREE and

i

NoF16-4j2014-R M GovernmJnt of fndia rlinistly br Culture

National Arehives of India Janpnth New peihi -110001

e-mail arclliveS(poundi)nicin Website IWVlnationolarchivesnicin

I 2 6 riA Y2014Dated________ To

As per list E-PIesidents SecretariatVice Presidents Se~retariatPrime Ministers OfficeCabinet SecretariatAn Ministries of the Government otIndia)

i bull t bull

Suigtject Recording Reviewing Indexing ahd Weedjng ofPuQlk RCCOLds and SUPl)ly ofHalfYeal-ly Ret-nll1S thei~ofnndet l)ubli~ RecrHl Actl~I~l and Public Recolpoundw Rules 1997 I

SirMadam

I am to draw your kind attention to suh-secti~n (1) of section 6 of Public Records Act 1993 and Rule 9 of Public Records Rules 1997 to be le~d with paras 103 to 109 of Central Secretariat Manual of Office Procednrf (13111 editiOll 20tO) As per rule 9 of Public Records Rules 1997 no public records shan be destroyed without being rdcorded and reviewed by the records creltltlng agency The file shoIId be recorded in accordance with the Records Retention Schedule after action considerrd thereon has been completed Proper ~ecording reviewingappraisal of records are essential exercises us they help in weeding out p~riodjcally those records which are no longer required for preservation It will result in BLhieving ~c6nomy in maintenance and preservation and efficiency in retlievin~ requked for officiqlllse I

It is therefore requested that instructions hUlY please be issued to all concerned officers

nnd~Departmental Records Officer itt YOllfC)lgonizat1on including all the Attached and Subordinate Offices Public Sector Undertakings functiolling undet- your c~9-trol to initiate regular programme in respect of recotdirl~ irld~xing reviewing and weeding of s~mi-current records and to furnish halfshyyearlYTet1lrns 01alf year ending Tanuary and -June 12014) in Fonn 7 (proforma enclosed) to this Department by 31st July 20]4 ~ -

It may further be added that in case you fiilid any difficulty in implementing aforesaid or any other provision of the Public Records Act 1993 land the Public R~ords Rules 1997 you may pl~ase conlpoundlct l1S for advicegujdanc~ I

Kindly acknowledge r~ceipt of this letter

YOUrsai~ I

(Jayuprabhu ravindran) -ABsistant Director of Archives

Government of Indin Tel No 01l-230730P7

Fax No 01lQ338 4127

EllC1 Form 7 of Pub1ic Records Rules1997 l bullbull bull - ~

~

middotmiddot1 Y Y~ middot-1- 1 bull v ___

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18 i -

APPENDIX 2Register

Whether the following registers are being maintained properly and entries ~re up-to-date

(i) RecGrd lssue Register

(ii) Record Review Register [Para 112 (4) Appendix 30]

(iii) Accession Register

(Iv) Record Transfer Register Para 112 (2) Appendix 29]

57-Contd

PART IV-INOE~~NG (i) Has the deparbnental index been compiled

in the consolidated fOfTl) [Para 109] i (ii) Wha types of finding aid (Reference Aids

Information Retrieval) sets are available in bull i the Record Room I

PART V-INSPECTING OFFICERS REPORT

(i) Additional functions ifany being performed i

by the Departmental Record Room

(ii) General Remarks of the Inspecting Officers about the state of Record Room shy

(iii) Recapitulation of defects or shortcomings noticed and any other comments which Inspecting Officers may have to make

(IV) General Remarks if anyshy

Signature of the Inspecting Officers witl1 d~te

One copy of the inspection report may be forwarded to the Na~ional Archives =If India for their information and record [Para 138 (1)] I

L( 13~ r middotrmiddotmiddotmiddotmiddotmiddot bull i ~ arrw ~HCflI( GOVERNMENT OF INDIA

8 ri3Hlt4tl MINISTRY 011 RAILWAYS i

~~ (RAILWAY BOARD

U New Delhi dated 10072014

r II 6V~~~

I All Indian Railways ~fmiddotOmiddot

Production Units ( DGslRDSO amp DGINAIR

MDIPSUs

j

~M1SL R I

kw~JAYW Sub- Recording Reviewing Indexing =Ud feeding of Public Relaquoords and Supply of BalfYearly returns thereof under Public Records

lt Act 1993 a~d Public Records Rules 1997

Ref- NAIsletter no F16-412014-~1 dated 26052014

Please find enclosed a copy of National hqhi~~s of India(NAI) New Delhis letter dated 26052014 about the Recording RevieYiJlgJnltieyenng and Weeding of Public Records and Supply ofHclfYearly returns thereof under Public l~ecords Act 1993 and Public Records I Rules 1997

I ~ i

It is desired that necessary action withregard tO I Recording Reviewing IndeXjng and Weeding out of record may be undertaken on priority yen special drive may be launched and progress may be intimated to Board Office A reply may be furnished in the prescribed fonnat (Form-7) directly NAI New Delhi at the earliest lll caseof anymiddot clwificationlguidance

reference may be made to NAI I

I

Action taken in the matter may also be advised to iBoardS office

The General Manager

DA As above ~vLy~(VN~)

Under Seclr(etaryOampM RaJinway Board

Phone No 23381183

SecWlderabadlIREE and

i

NoF16-4j2014-R M GovernmJnt of fndia rlinistly br Culture

National Arehives of India Janpnth New peihi -110001

e-mail arclliveS(poundi)nicin Website IWVlnationolarchivesnicin

I 2 6 riA Y2014Dated________ To

As per list E-PIesidents SecretariatVice Presidents Se~retariatPrime Ministers OfficeCabinet SecretariatAn Ministries of the Government otIndia)

i bull t bull

Suigtject Recording Reviewing Indexing ahd Weedjng ofPuQlk RCCOLds and SUPl)ly ofHalfYeal-ly Ret-nll1S thei~ofnndet l)ubli~ RecrHl Actl~I~l and Public Recolpoundw Rules 1997 I

SirMadam

I am to draw your kind attention to suh-secti~n (1) of section 6 of Public Records Act 1993 and Rule 9 of Public Records Rules 1997 to be le~d with paras 103 to 109 of Central Secretariat Manual of Office Procednrf (13111 editiOll 20tO) As per rule 9 of Public Records Rules 1997 no public records shan be destroyed without being rdcorded and reviewed by the records creltltlng agency The file shoIId be recorded in accordance with the Records Retention Schedule after action considerrd thereon has been completed Proper ~ecording reviewingappraisal of records are essential exercises us they help in weeding out p~riodjcally those records which are no longer required for preservation It will result in BLhieving ~c6nomy in maintenance and preservation and efficiency in retlievin~ requked for officiqlllse I

It is therefore requested that instructions hUlY please be issued to all concerned officers

nnd~Departmental Records Officer itt YOllfC)lgonizat1on including all the Attached and Subordinate Offices Public Sector Undertakings functiolling undet- your c~9-trol to initiate regular programme in respect of recotdirl~ irld~xing reviewing and weeding of s~mi-current records and to furnish halfshyyearlYTet1lrns 01alf year ending Tanuary and -June 12014) in Fonn 7 (proforma enclosed) to this Department by 31st July 20]4 ~ -

It may further be added that in case you fiilid any difficulty in implementing aforesaid or any other provision of the Public Records Act 1993 land the Public R~ords Rules 1997 you may pl~ase conlpoundlct l1S for advicegujdanc~ I

Kindly acknowledge r~ceipt of this letter

YOUrsai~ I

(Jayuprabhu ravindran) -ABsistant Director of Archives

Government of Indin Tel No 01l-230730P7

Fax No 01lQ338 4127

EllC1 Form 7 of Pub1ic Records Rules1997 l bullbull bull - ~

~

middotmiddot1 Y Y~ middot-1- 1 bull v ___

---=------shy

~ ~-- - ~ ~-

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L( 13~ r middotrmiddotmiddotmiddotmiddotmiddot bull i ~ arrw ~HCflI( GOVERNMENT OF INDIA

8 ri3Hlt4tl MINISTRY 011 RAILWAYS i

~~ (RAILWAY BOARD

U New Delhi dated 10072014

r II 6V~~~

I All Indian Railways ~fmiddotOmiddot

Production Units ( DGslRDSO amp DGINAIR

MDIPSUs

j

~M1SL R I

kw~JAYW Sub- Recording Reviewing Indexing =Ud feeding of Public Relaquoords and Supply of BalfYearly returns thereof under Public Records

lt Act 1993 a~d Public Records Rules 1997

Ref- NAIsletter no F16-412014-~1 dated 26052014

Please find enclosed a copy of National hqhi~~s of India(NAI) New Delhis letter dated 26052014 about the Recording RevieYiJlgJnltieyenng and Weeding of Public Records and Supply ofHclfYearly returns thereof under Public l~ecords Act 1993 and Public Records I Rules 1997

I ~ i

It is desired that necessary action withregard tO I Recording Reviewing IndeXjng and Weeding out of record may be undertaken on priority yen special drive may be launched and progress may be intimated to Board Office A reply may be furnished in the prescribed fonnat (Form-7) directly NAI New Delhi at the earliest lll caseof anymiddot clwificationlguidance

reference may be made to NAI I

I

Action taken in the matter may also be advised to iBoardS office

The General Manager

DA As above ~vLy~(VN~)

Under Seclr(etaryOampM RaJinway Board

Phone No 23381183

SecWlderabadlIREE and

i

NoF16-4j2014-R M GovernmJnt of fndia rlinistly br Culture

National Arehives of India Janpnth New peihi -110001

e-mail arclliveS(poundi)nicin Website IWVlnationolarchivesnicin

I 2 6 riA Y2014Dated________ To

As per list E-PIesidents SecretariatVice Presidents Se~retariatPrime Ministers OfficeCabinet SecretariatAn Ministries of the Government otIndia)

i bull t bull

Suigtject Recording Reviewing Indexing ahd Weedjng ofPuQlk RCCOLds and SUPl)ly ofHalfYeal-ly Ret-nll1S thei~ofnndet l)ubli~ RecrHl Actl~I~l and Public Recolpoundw Rules 1997 I

SirMadam

I am to draw your kind attention to suh-secti~n (1) of section 6 of Public Records Act 1993 and Rule 9 of Public Records Rules 1997 to be le~d with paras 103 to 109 of Central Secretariat Manual of Office Procednrf (13111 editiOll 20tO) As per rule 9 of Public Records Rules 1997 no public records shan be destroyed without being rdcorded and reviewed by the records creltltlng agency The file shoIId be recorded in accordance with the Records Retention Schedule after action considerrd thereon has been completed Proper ~ecording reviewingappraisal of records are essential exercises us they help in weeding out p~riodjcally those records which are no longer required for preservation It will result in BLhieving ~c6nomy in maintenance and preservation and efficiency in retlievin~ requked for officiqlllse I

It is therefore requested that instructions hUlY please be issued to all concerned officers

nnd~Departmental Records Officer itt YOllfC)lgonizat1on including all the Attached and Subordinate Offices Public Sector Undertakings functiolling undet- your c~9-trol to initiate regular programme in respect of recotdirl~ irld~xing reviewing and weeding of s~mi-current records and to furnish halfshyyearlYTet1lrns 01alf year ending Tanuary and -June 12014) in Fonn 7 (proforma enclosed) to this Department by 31st July 20]4 ~ -

It may further be added that in case you fiilid any difficulty in implementing aforesaid or any other provision of the Public Records Act 1993 land the Public R~ords Rules 1997 you may pl~ase conlpoundlct l1S for advicegujdanc~ I

Kindly acknowledge r~ceipt of this letter

YOUrsai~ I

(Jayuprabhu ravindran) -ABsistant Director of Archives

Government of Indin Tel No 01l-230730P7

Fax No 01lQ338 4127

EllC1 Form 7 of Pub1ic Records Rules1997 l bullbull bull - ~

~

middotmiddot1 Y Y~ middot-1- 1 bull v ___

---=------shy

~ ~-- - ~ ~-

1middot

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)

i

NoF16-4j2014-R M GovernmJnt of fndia rlinistly br Culture

National Arehives of India Janpnth New peihi -110001

e-mail arclliveS(poundi)nicin Website IWVlnationolarchivesnicin

I 2 6 riA Y2014Dated________ To

As per list E-PIesidents SecretariatVice Presidents Se~retariatPrime Ministers OfficeCabinet SecretariatAn Ministries of the Government otIndia)

i bull t bull

Suigtject Recording Reviewing Indexing ahd Weedjng ofPuQlk RCCOLds and SUPl)ly ofHalfYeal-ly Ret-nll1S thei~ofnndet l)ubli~ RecrHl Actl~I~l and Public Recolpoundw Rules 1997 I

SirMadam

I am to draw your kind attention to suh-secti~n (1) of section 6 of Public Records Act 1993 and Rule 9 of Public Records Rules 1997 to be le~d with paras 103 to 109 of Central Secretariat Manual of Office Procednrf (13111 editiOll 20tO) As per rule 9 of Public Records Rules 1997 no public records shan be destroyed without being rdcorded and reviewed by the records creltltlng agency The file shoIId be recorded in accordance with the Records Retention Schedule after action considerrd thereon has been completed Proper ~ecording reviewingappraisal of records are essential exercises us they help in weeding out p~riodjcally those records which are no longer required for preservation It will result in BLhieving ~c6nomy in maintenance and preservation and efficiency in retlievin~ requked for officiqlllse I

It is therefore requested that instructions hUlY please be issued to all concerned officers

nnd~Departmental Records Officer itt YOllfC)lgonizat1on including all the Attached and Subordinate Offices Public Sector Undertakings functiolling undet- your c~9-trol to initiate regular programme in respect of recotdirl~ irld~xing reviewing and weeding of s~mi-current records and to furnish halfshyyearlYTet1lrns 01alf year ending Tanuary and -June 12014) in Fonn 7 (proforma enclosed) to this Department by 31st July 20]4 ~ -

It may further be added that in case you fiilid any difficulty in implementing aforesaid or any other provision of the Public Records Act 1993 land the Public R~ords Rules 1997 you may pl~ase conlpoundlct l1S for advicegujdanc~ I

Kindly acknowledge r~ceipt of this letter

YOUrsai~ I

(Jayuprabhu ravindran) -ABsistant Director of Archives

Government of Indin Tel No 01l-230730P7

Fax No 01lQ338 4127

EllC1 Form 7 of Pub1ic Records Rules1997 l bullbull bull - ~

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PUBLIC PltCOfDS mTLEq 1997

-I Rule 9 Destrllcion ofPubIic Records

The records officer shnll furnish a half vearlv reoon in Forrn-7 on recording inde~ing reviewing and Seeding or rec~rcts tu the Direcror General or head oflhe Archives [IS thecase may be

Fonn -7 [Scesuh-rulc (f) of njle 91

ll)l f-yearly report OureconHllgJ indexing [reviewing lInd weeding of rcconls during rhe Judf yelu ending

~

-3

-

3LNo 1Total number of RemarksTotal number ofTotal number of Tocal humber of files weededfi les indexed I fi les reviewedfiles recorded

I alit if myi 65 i 41 2 i

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Untitled DOcument I

THE PUBLIC RECOROS ACT1 1993 No69 OF 1993

(22nd D~cember 1993)~

~Actto regulate the management administration and preservation of pllblic records of th~ Cefltral Government Union Territory Administrations public sectdr undertakings statutory bodies anti corporations COmmissions and committees constituted by the Central Government or a Union Territomiddotrymiddot Administration and matters connectl7d tl1erewith or incidental thereto

1 bull

Be It enacted by Parliament in the Forty-fourth Year of the Republic of India as follows shy i

1 (l)This Act may be called the Public Records Act 1993 (2) It shall come into force on such date as the Ceiltral Government may by notifiation in the Official Gazette appoint bull

2 In this Actl unless the context otherwise requires - a Board means the Archival Advisory Board cqnstituted under sub-section ~1) of section 13 b Director General means the Director GenerC11 of Archives appOinted by the Central

Government and includes any officer authorized by that Government te perform tile dutiesmiddot ofthe Director General i

c Head of the Archives means a person holding the chcrge oft)e Arcllives of the Union Territory Administration I

d prescribed means prescribed by rules made under this Act e public records Includes - i

i any document manuscript and file ii any microfilm microfiche and facsimile cOpy of a document Iii any reproduction of image or images embodied in such microfilm (whether enlarged

or not) and I~ Iv any other material produced by a comptiJter or by any other deviceof any records

creating agency f records creating agency includes - I bull bull

i in relation to the Central Government a~lY ministry department or office of that Government

ii in relation to any statutory body orcorporatioQ wholly or substantially controlled or financed by the Central Governmentor Commission or any committeeconstituted by that Government ttieofflces6f the said lbodYI corporation commission or committee

iii inr-elafion to a Union Territory Administr~tionl any department or office of that Administration I

Iv in relation to any statutory body or corporation wholly or substantiallycontrolled or financed by Union territory Administration or commission or any committee constituted by that Government the offices of the said body corporatIon commission or committee

i g records officer means the officer nominated by the records creating ag-ency undersubshy section (1) of section 5 i bull bull

3 (1) The Central Government shall have the power to Ioordlnate regulate and supervise the operations connected with the admlnlstration l management preservation selection disposal and retirement of public records under this Act _ (2) The Central Government In relation to the public rEtcords of the records creating agendes speCified In sub-clauses (I) and (ii) of ciause (f) of section 2 and the Union territory Administration Ih relation to the public records of the records cniating agencies specified in sub-cla4ses (iii) and (Iv) of the said clause may by order authorize the Oil-ector General on the head of the Archives as the case may be subject to such conditions as may be specified in the order to carry out all or any of the foll9wlng functIon namely - i

a supervision management and control of the Archives b acceptance for deposit of public records of permanent nature after such period as

may be prescribed i I

c custody use and withdrawal of publl~ rec9rdsi d arrangement preservation and exhibitioniof public records e preparation of Inventories Indices catalolues and other reference media of public

records I

f analyzing developing promoting and cootdlnatlng the standards procedures and the techniques for improvement of the recprds management system

g ensuring the maintenance arrangement lnd security of public records in the Archives and In the offices of the records creating agency

h promoting utilization of availablemiddot space anti maintenance of equipmentsfor preserving public records

i tendering advice to records creating agencie~ or the compilation clessiftcation pnd disposal of records and application of stanpards procedures and techniques of records managementi bull

j survey and inspection oJ public recordsi i I

I I

- rU 1 ~ ) V~ (l I~tlLVff UntiUed~OCUrrerl ~ t SP e ~

k organizing training-r1rogrammes in variou~ disclplines of Archives administratiOl (l-1~((~ records management I gt gt0shy

I accepting records from any private source ~ m regulating access to public records v uc n receiving records from delunet bodies anq making arrangemet1t for securing pubii 1- (J

records In the event of national emergenqy e ( 0 receiving reports on records management and disposal practices from the re(ords i

officer i p providing authenticated copies of or emiddotxtr~cts from public records q destroying or disposal of public records r obtaining on rease or purchasing or accep~ing as gift any document of historical or

national Importance I 4 No person shall take arcause to be taken out ofIndia iany public records without the prlar

approval of the Central Government I I Provided that no such prior approval Shall be requiredf any public records are ta ken or sent outmiddot

of India foranyofficiaJ purpose i 5 (1) Every records creating agency shall nominate one Of Its officers as records officerto discharge

the functions under this Act

I

(2) Every records creating agency may set up such number of record rooms in such polaces as it deems fit and shall place each record room under the charge of a recolds officer

6 (1) The records officer shall be responsible for - i a proper arrangement maintenance and preservatIon of public records under his

charge b periodical review of all public records and eeding out public records of euphomeral

value I c appraisal of public records which are morethan twenty-nve years old in consultation

with the National Archives of India or as the case may be the Archives of the Union territory with a view to retaining public recPrds of permanent value

d destruction of public records In such mann$r and subject to su~h conditions as may be prescribed under sub-section (1) of section 8

e compilation of a schedule of retention for Rublic records in consultation with the National Archives of Indiaor as the case ~ay be ttie Archives of the Union Tenitqly

i

f periodical review for downgrading of classified public records in such manner as may t

be prescribed i

c~g adoptionofsuch standards procedures a~d te~flniques as may be recommended fromtlme to time by the National Archives ~f India for improvement of record management system and maintenance of ~ecurlty of public records

h compilation of annual indices of public recordsi I compilation of organizational history and ahnual supplement thereto j aSSisting the National Archives of India or as the case may be the Archives of the

Union territory for public records managem~nti middot1 k submission of annual report tothe Dlrectorj General or as the case (nay be heauof

the Archives In such manner asmay be prescribedi I transferring of records Of any defunct body1to the ~ational Archives of India or t~e

Archives of the Union Territory as the case may be for preservation (2) The records officer shall act under the direction of th~ Director General or as the case rriay be head of the Archives while discharging the responsibilities spedfied in sub-section (1)

7 (1) The records officer shall in the event of any unauthqrized removal destruction defacement or alteration of any public records Mnder his cha rge forthwith take appropriate action for the recovery or rebtoration of such public records (2) The records officer shall submit a report In writing to the Director General or as the case may be the head of the Archives without any delay on any Information about any unauthorized removal destruction defacement or alteration of any pllblic records under I)is charge and about the action initiated by him and shall take action as he m~y deem necessary subject to the directions If any given by the Director General or as thf$ case may be head of the Archivegt (3) The records officer may seek assistance from any governrnent officer or any other personfol

i

the purpose of recovery or restoration of public records and such officer or person shall reriderClII

~

assistance to the records officer bull 8 (1) Save as otherwise provided in any law for the time ~eing in force no public record shall be

destroyed or otherwise disposed of excepts in such mal)ner and subject to such conditions as may be prescribed I (2) No record created before the year 1892 shall be destroyed except where in the opinion oftlte Director General or as the case may be the head of the Archives it is so defaced or is in such condition that it cannot be put to any archival use

9 Whoever contravenes any of the provisions of section 4 or section 8 shall be punlshablewith 1 imprisonment for a tenn which may extend to five years orwith fine wtJich may extend to ten thousand rupees or with both

10 No public records bearing securityclasslfication shall be transferred to themiddotNational Archives of India or the Archives of the Union Territory I

)1 bull

Untitled DOcument I

THE PUBLIC RECOROS ACT1 1993 No69 OF 1993

(22nd D~cember 1993)~

~Actto regulate the management administration and preservation of pllblic records of th~ Cefltral Government Union Territory Administrations public sectdr undertakings statutory bodies anti corporations COmmissions and committees constituted by the Central Government or a Union Territomiddotrymiddot Administration and matters connectl7d tl1erewith or incidental thereto

1 bull

Be It enacted by Parliament in the Forty-fourth Year of the Republic of India as follows shy i

1 (l)This Act may be called the Public Records Act 1993 (2) It shall come into force on such date as the Ceiltral Government may by notifiation in the Official Gazette appoint bull

2 In this Actl unless the context otherwise requires - a Board means the Archival Advisory Board cqnstituted under sub-section ~1) of section 13 b Director General means the Director GenerC11 of Archives appOinted by the Central

Government and includes any officer authorized by that Government te perform tile dutiesmiddot ofthe Director General i

c Head of the Archives means a person holding the chcrge oft)e Arcllives of the Union Territory Administration I

d prescribed means prescribed by rules made under this Act e public records Includes - i

i any document manuscript and file ii any microfilm microfiche and facsimile cOpy of a document Iii any reproduction of image or images embodied in such microfilm (whether enlarged

or not) and I~ Iv any other material produced by a comptiJter or by any other deviceof any records

creating agency f records creating agency includes - I bull bull

i in relation to the Central Government a~lY ministry department or office of that Government

ii in relation to any statutory body orcorporatioQ wholly or substantially controlled or financed by the Central Governmentor Commission or any committeeconstituted by that Government ttieofflces6f the said lbodYI corporation commission or committee

iii inr-elafion to a Union Territory Administr~tionl any department or office of that Administration I

Iv in relation to any statutory body or corporation wholly or substantiallycontrolled or financed by Union territory Administration or commission or any committee constituted by that Government the offices of the said body corporatIon commission or committee

i g records officer means the officer nominated by the records creating ag-ency undersubshy section (1) of section 5 i bull bull

3 (1) The Central Government shall have the power to Ioordlnate regulate and supervise the operations connected with the admlnlstration l management preservation selection disposal and retirement of public records under this Act _ (2) The Central Government In relation to the public rEtcords of the records creating agendes speCified In sub-clauses (I) and (ii) of ciause (f) of section 2 and the Union territory Administration Ih relation to the public records of the records cniating agencies specified in sub-cla4ses (iii) and (Iv) of the said clause may by order authorize the Oil-ector General on the head of the Archives as the case may be subject to such conditions as may be specified in the order to carry out all or any of the foll9wlng functIon namely - i

a supervision management and control of the Archives b acceptance for deposit of public records of permanent nature after such period as

may be prescribed i I

c custody use and withdrawal of publl~ rec9rdsi d arrangement preservation and exhibitioniof public records e preparation of Inventories Indices catalolues and other reference media of public

records I

f analyzing developing promoting and cootdlnatlng the standards procedures and the techniques for improvement of the recprds management system

g ensuring the maintenance arrangement lnd security of public records in the Archives and In the offices of the records creating agency

h promoting utilization of availablemiddot space anti maintenance of equipmentsfor preserving public records

i tendering advice to records creating agencie~ or the compilation clessiftcation pnd disposal of records and application of stanpards procedures and techniques of records managementi bull

j survey and inspection oJ public recordsi i I

I I

- rU 1 ~ ) V~ (l I~tlLVff UntiUed~OCUrrerl ~ t SP e ~

k organizing training-r1rogrammes in variou~ disclplines of Archives administratiOl (l-1~((~ records management I gt gt0shy

I accepting records from any private source ~ m regulating access to public records v uc n receiving records from delunet bodies anq making arrangemet1t for securing pubii 1- (J

records In the event of national emergenqy e ( 0 receiving reports on records management and disposal practices from the re(ords i

officer i p providing authenticated copies of or emiddotxtr~cts from public records q destroying or disposal of public records r obtaining on rease or purchasing or accep~ing as gift any document of historical or

national Importance I 4 No person shall take arcause to be taken out ofIndia iany public records without the prlar

approval of the Central Government I I Provided that no such prior approval Shall be requiredf any public records are ta ken or sent outmiddot

of India foranyofficiaJ purpose i 5 (1) Every records creating agency shall nominate one Of Its officers as records officerto discharge

the functions under this Act

I

(2) Every records creating agency may set up such number of record rooms in such polaces as it deems fit and shall place each record room under the charge of a recolds officer

6 (1) The records officer shall be responsible for - i a proper arrangement maintenance and preservatIon of public records under his

charge b periodical review of all public records and eeding out public records of euphomeral

value I c appraisal of public records which are morethan twenty-nve years old in consultation

with the National Archives of India or as the case may be the Archives of the Union territory with a view to retaining public recPrds of permanent value

d destruction of public records In such mann$r and subject to su~h conditions as may be prescribed under sub-section (1) of section 8

e compilation of a schedule of retention for Rublic records in consultation with the National Archives of Indiaor as the case ~ay be ttie Archives of the Union Tenitqly

i

f periodical review for downgrading of classified public records in such manner as may t

be prescribed i

c~g adoptionofsuch standards procedures a~d te~flniques as may be recommended fromtlme to time by the National Archives ~f India for improvement of record management system and maintenance of ~ecurlty of public records

h compilation of annual indices of public recordsi I compilation of organizational history and ahnual supplement thereto j aSSisting the National Archives of India or as the case may be the Archives of the

Union territory for public records managem~nti middot1 k submission of annual report tothe Dlrectorj General or as the case (nay be heauof

the Archives In such manner asmay be prescribedi I transferring of records Of any defunct body1to the ~ational Archives of India or t~e

Archives of the Union Territory as the case may be for preservation (2) The records officer shall act under the direction of th~ Director General or as the case rriay be head of the Archives while discharging the responsibilities spedfied in sub-section (1)

7 (1) The records officer shall in the event of any unauthqrized removal destruction defacement or alteration of any public records Mnder his cha rge forthwith take appropriate action for the recovery or rebtoration of such public records (2) The records officer shall submit a report In writing to the Director General or as the case may be the head of the Archives without any delay on any Information about any unauthorized removal destruction defacement or alteration of any pllblic records under I)is charge and about the action initiated by him and shall take action as he m~y deem necessary subject to the directions If any given by the Director General or as thf$ case may be head of the Archivegt (3) The records officer may seek assistance from any governrnent officer or any other personfol

i

the purpose of recovery or restoration of public records and such officer or person shall reriderClII

~

assistance to the records officer bull 8 (1) Save as otherwise provided in any law for the time ~eing in force no public record shall be

destroyed or otherwise disposed of excepts in such mal)ner and subject to such conditions as may be prescribed I (2) No record created before the year 1892 shall be destroyed except where in the opinion oftlte Director General or as the case may be the head of the Archives it is so defaced or is in such condition that it cannot be put to any archival use

9 Whoever contravenes any of the provisions of section 4 or section 8 shall be punlshablewith 1 imprisonment for a tenn which may extend to five years orwith fine wtJich may extend to ten thousand rupees or with both

10 No public records bearing securityclasslfication shall be transferred to themiddotNational Archives of India or the Archives of the Union Territory I

)1 bull

- rU 1 ~ ) V~ (l I~tlLVff UntiUed~OCUrrerl ~ t SP e ~

k organizing training-r1rogrammes in variou~ disclplines of Archives administratiOl (l-1~((~ records management I gt gt0shy

I accepting records from any private source ~ m regulating access to public records v uc n receiving records from delunet bodies anq making arrangemet1t for securing pubii 1- (J

records In the event of national emergenqy e ( 0 receiving reports on records management and disposal practices from the re(ords i

officer i p providing authenticated copies of or emiddotxtr~cts from public records q destroying or disposal of public records r obtaining on rease or purchasing or accep~ing as gift any document of historical or

national Importance I 4 No person shall take arcause to be taken out ofIndia iany public records without the prlar

approval of the Central Government I I Provided that no such prior approval Shall be requiredf any public records are ta ken or sent outmiddot

of India foranyofficiaJ purpose i 5 (1) Every records creating agency shall nominate one Of Its officers as records officerto discharge

the functions under this Act

I

(2) Every records creating agency may set up such number of record rooms in such polaces as it deems fit and shall place each record room under the charge of a recolds officer

6 (1) The records officer shall be responsible for - i a proper arrangement maintenance and preservatIon of public records under his

charge b periodical review of all public records and eeding out public records of euphomeral

value I c appraisal of public records which are morethan twenty-nve years old in consultation

with the National Archives of India or as the case may be the Archives of the Union territory with a view to retaining public recPrds of permanent value

d destruction of public records In such mann$r and subject to su~h conditions as may be prescribed under sub-section (1) of section 8

e compilation of a schedule of retention for Rublic records in consultation with the National Archives of Indiaor as the case ~ay be ttie Archives of the Union Tenitqly

i

f periodical review for downgrading of classified public records in such manner as may t

be prescribed i

c~g adoptionofsuch standards procedures a~d te~flniques as may be recommended fromtlme to time by the National Archives ~f India for improvement of record management system and maintenance of ~ecurlty of public records

h compilation of annual indices of public recordsi I compilation of organizational history and ahnual supplement thereto j aSSisting the National Archives of India or as the case may be the Archives of the

Union territory for public records managem~nti middot1 k submission of annual report tothe Dlrectorj General or as the case (nay be heauof

the Archives In such manner asmay be prescribedi I transferring of records Of any defunct body1to the ~ational Archives of India or t~e

Archives of the Union Territory as the case may be for preservation (2) The records officer shall act under the direction of th~ Director General or as the case rriay be head of the Archives while discharging the responsibilities spedfied in sub-section (1)

7 (1) The records officer shall in the event of any unauthqrized removal destruction defacement or alteration of any public records Mnder his cha rge forthwith take appropriate action for the recovery or rebtoration of such public records (2) The records officer shall submit a report In writing to the Director General or as the case may be the head of the Archives without any delay on any Information about any unauthorized removal destruction defacement or alteration of any pllblic records under I)is charge and about the action initiated by him and shall take action as he m~y deem necessary subject to the directions If any given by the Director General or as thf$ case may be head of the Archivegt (3) The records officer may seek assistance from any governrnent officer or any other personfol

i

the purpose of recovery or restoration of public records and such officer or person shall reriderClII

~

assistance to the records officer bull 8 (1) Save as otherwise provided in any law for the time ~eing in force no public record shall be

destroyed or otherwise disposed of excepts in such mal)ner and subject to such conditions as may be prescribed I (2) No record created before the year 1892 shall be destroyed except where in the opinion oftlte Director General or as the case may be the head of the Archives it is so defaced or is in such condition that it cannot be put to any archival use

9 Whoever contravenes any of the provisions of section 4 or section 8 shall be punlshablewith 1 imprisonment for a tenn which may extend to five years orwith fine wtJich may extend to ten thousand rupees or with both

10 No public records bearing securityclasslfication shall be transferred to themiddotNational Archives of India or the Archives of the Union Territory I

)1 bull

I ~ UnUileG UOCUmemf ~b bull

bull I - 1 Cd) of section 14 I 2-1 bull X-e6(

k ny other matter which is required to b~ or may be pre~cibed ~ v~ eO- 18 Every rule rna er this Act shall be laid as soon as may be after It IS made Defore each ~lt)0~

House of ParHam nt wmiddot is in session for a total period of thirty days Ithch may be Y be~ ~e comprised in one ses9ion or in t re successi~e ~esslons and if befa the expiry oJth~ ~5~~ session immediately following the session 0 uccessive sessions aforescdd both Houseos c- agree in mltlklng any modificati9n in the rule or both i a ree tht the nile should not be ~~ y made the rule shall thereafter have effect only In sudh modifie or be (I no effect as the 0 case may bej so however that any such modificatio~ or annulment in Elrithout prejudice to the validity of anything previously done under that rule

bull

KLMOHANPURlA SeC) to the Govtof India

~

AlA I--_t_ _ _ I J_lt_---f ~ Oln-J-bullbullJJIJ ~_an ~ 8

i

1

2

IIIhlisl1l~f1 in the Gazett euro of Jwlia Part-n ~n-th)l Section (i) New D2lh~ Jwudry lfJ199 f

(ltlmrtment of Culture) firw Delhi the 9th Jamiary 1101

bull$R 43- In exerdse of the powers conferred by sub-section (1) elf ~ middot1993 (69 of 1993) the Ccllral Government hereby makesithe followilmiddot

Short title and (Qmlnen~(mAent ~-L These rules fll~Y 1 ImiddotlIed til Public Records ~ulest 1 ) 2 They shall c()rll~ hdl )It (HI IJlf date of their publilill

Definitions ~ In the~~~ nl~t unllC~~ IIw UJl1t~xt nt~iwhn I q a Ad meanSlllf- f~lblic Recurds Ict19n (G9 df 11- l) b appraisal ITJEanS the evaluatioll uf pUll lie IT~( iH ill 11 ~

of India orArchlve~ of the Unicn l+~l1ibJly t1c Iliw j~ (n i c cla5sfied record Irl~an5 the fiI~ IIklliii 1(11 ilidjl I

c)lIfidential ltinti r~sllicled in (1uJlrdMlfP will] 1 111 1 L

Depclrtrnenfi11 ~fuwjly Instrudioll rirlldjmiddotd I 1 1i1 d custody HE~HI~ Ill+ PI)SSfsltlon or ]11gt11 I clt I e d e fu nct lv1 ( Imiddotmiddot i l fl II H I Ii I

sUCceSSOI tIl ltHIY i (1I1CUOIIi

f Declassification nli)llf d()Wfl9ID(f lhf u11 Iii i g file means a COllfCctjn ffpilPltV~ )(Iill) loil deli Ih

consisting ofoliT~IIwlnf rIIlIJIIHmiddotI I~ 1 i i

h form means the f(1nn appended r Lmiddot II i private records mecws records IYill(l in IIw IlIlgt ioll nr

non-govemmental organiatiull j recording means the process ofdosill91 Ok 11n1 1iJOIl 1 Jdered theron

has been complettd I

k records of permanent nature n1elns Ill puhl f IIrd II I Clfter recording for aperiod specified I under sub-rule (1) of III If 1 Ijy 111 Ii il KYin a ccorcla nee with the procedure laid in its Manual of OfTico I~ I fl II I H iii the subj-ect

I retention Schedule of recordsmeansa-chedplr whilh nrlvid~middot i Iimiddot(ldbfrpttrition middot--ffilireviewmecins periodicalevaluation ofreonJ~(1 nit Or1 thfgt hi period of

retention for determining their fUlther retej1Jion or tlpi~rwii(l11U I ~ rnaybe n section U means the section of the Act I _ o standing guard file means a compilation of papers on a particular Si jett-matter consisting

of copies of policy deciSion orders instructions or any another mltt2i j jjdental thereto arranged In a chronological order i

p Words and expression used herein and not defired but defined in tilfc ct sJlali have We meanings respectively assigned to them in the Act

3 Nomination of Records Officer - The records creating agency shall by an 4i~~r$ ord~rissuedmiddotin pursuance of the provision of sub-section (1) of sectior 5 middotof the Act nominatltc )ne of its officeri~ rIOt below the rank or grade of a Section OfftcEr as the Records Officer A copy oIJcIl office order shallmiddot _ forwarded to the Director General or Headmiddotofthe ArchiVes as the case may bf -

4 Maintenance of standing guard file - TheRecords Officer shall be re$ponsibl~ for maintaining andmiddotmiddotmiddot keeping a standing guard file and proper record of the directions issued by tlF Director G~nerul or Head of the Archives as the case maybe In pursuancd of the provisions of suJ- section (2) f section 6 ilnd shall produce the same for inspection asl and when required by ihe Director General or Head of the Archives 6J the rAse may be I

5 Acceptance of public records of permanent natUre - 1 The Director General or Head of the Archives as the case may be shall clccept for deposit

and preservation public records of permanent n~ture which have oeen retained after re90rding by the records creating agency in its rekords room for the last twenty five years or more

2 Records Officer shall intimate to the Director General or Head of the Archives as the case may be each year before 31st day of January In form-l the particLllars of all public recorqsof permanent nature which are due for apprals-al d4ring the year

3 On receipt of an intimation under sub-rule(2)th~ Director General or Hedd of the Archives as the case may be through his officers shall assist the Records Officer in conducting the appraisal of public records When the appraisal is over the Records Officer shall prepare in triplicate a transfer list in Form-2 of all public recQrds and deposit the same for p~eservation with the Director General or Head of the Archivesias the case may be who shallfter his satisfaction return one copy ofthe transfer list tlt the Records Officer 0) a recipt of the public records

4 If the Records Offlcer after appraisal deems it neqessary to retain Iny fel ordor file of permanent nature beyond the period of twenty five yea rs he may do SCI middotor reasons tp lJe

i recorded in writing and under intimation to the DiI-ector Generalor Head ltIf the Archives as bull Imiddot

~ifn I

i

1

2

IIIhlisl1l~f1 in the Gazett euro of Jwlia Part-n ~n-th)l Section (i) New D2lh~ Jwudry lfJ199 f

(ltlmrtment of Culture) firw Delhi the 9th Jamiary 1101

bull$R 43- In exerdse of the powers conferred by sub-section (1) elf ~ middot1993 (69 of 1993) the Ccllral Government hereby makesithe followilmiddot

Short title and (Qmlnen~(mAent ~-L These rules fll~Y 1 ImiddotlIed til Public Records ~ulest 1 ) 2 They shall c()rll~ hdl )It (HI IJlf date of their publilill

Definitions ~ In the~~~ nl~t unllC~~ IIw UJl1t~xt nt~iwhn I q a Ad meanSlllf- f~lblic Recurds Ict19n (G9 df 11- l) b appraisal ITJEanS the evaluatioll uf pUll lie IT~( iH ill 11 ~

of India orArchlve~ of the Unicn l+~l1ibJly t1c Iliw j~ (n i c cla5sfied record Irl~an5 the fiI~ IIklliii 1(11 ilidjl I

c)lIfidential ltinti r~sllicled in (1uJlrdMlfP will] 1 111 1 L

Depclrtrnenfi11 ~fuwjly Instrudioll rirlldjmiddotd I 1 1i1 d custody HE~HI~ Ill+ PI)SSfsltlon or ]11gt11 I clt I e d e fu nct lv1 ( Imiddotmiddot i l fl II H I Ii I

sUCceSSOI tIl ltHIY i (1I1CUOIIi

f Declassification nli)llf d()Wfl9ID(f lhf u11 Iii i g file means a COllfCctjn ffpilPltV~ )(Iill) loil deli Ih

consisting ofoliT~IIwlnf rIIlIJIIHmiddotI I~ 1 i i

h form means the f(1nn appended r Lmiddot II i private records mecws records IYill(l in IIw IlIlgt ioll nr

non-govemmental organiatiull j recording means the process ofdosill91 Ok 11n1 1iJOIl 1 Jdered theron

has been complettd I

k records of permanent nature n1elns Ill puhl f IIrd II I Clfter recording for aperiod specified I under sub-rule (1) of III If 1 Ijy 111 Ii il KYin a ccorcla nee with the procedure laid in its Manual of OfTico I~ I fl II I H iii the subj-ect

I retention Schedule of recordsmeansa-chedplr whilh nrlvid~middot i Iimiddot(ldbfrpttrition middot--ffilireviewmecins periodicalevaluation ofreonJ~(1 nit Or1 thfgt hi period of

retention for determining their fUlther retej1Jion or tlpi~rwii(l11U I ~ rnaybe n section U means the section of the Act I _ o standing guard file means a compilation of papers on a particular Si jett-matter consisting

of copies of policy deciSion orders instructions or any another mltt2i j jjdental thereto arranged In a chronological order i

p Words and expression used herein and not defired but defined in tilfc ct sJlali have We meanings respectively assigned to them in the Act

3 Nomination of Records Officer - The records creating agency shall by an 4i~~r$ ord~rissuedmiddotin pursuance of the provision of sub-section (1) of sectior 5 middotof the Act nominatltc )ne of its officeri~ rIOt below the rank or grade of a Section OfftcEr as the Records Officer A copy oIJcIl office order shallmiddot _ forwarded to the Director General or Headmiddotofthe ArchiVes as the case may bf -

4 Maintenance of standing guard file - TheRecords Officer shall be re$ponsibl~ for maintaining andmiddotmiddotmiddot keeping a standing guard file and proper record of the directions issued by tlF Director G~nerul or Head of the Archives as the case maybe In pursuancd of the provisions of suJ- section (2) f section 6 ilnd shall produce the same for inspection asl and when required by ihe Director General or Head of the Archives 6J the rAse may be I

5 Acceptance of public records of permanent natUre - 1 The Director General or Head of the Archives as the case may be shall clccept for deposit

and preservation public records of permanent n~ture which have oeen retained after re90rding by the records creating agency in its rekords room for the last twenty five years or more

2 Records Officer shall intimate to the Director General or Head of the Archives as the case may be each year before 31st day of January In form-l the particLllars of all public recorqsof permanent nature which are due for apprals-al d4ring the year

3 On receipt of an intimation under sub-rule(2)th~ Director General or Hedd of the Archives as the case may be through his officers shall assist the Records Officer in conducting the appraisal of public records When the appraisal is over the Records Officer shall prepare in triplicate a transfer list in Form-2 of all public recQrds and deposit the same for p~eservation with the Director General or Head of the Archivesias the case may be who shallfter his satisfaction return one copy ofthe transfer list tlt the Records Officer 0) a recipt of the public records

4 If the Records Offlcer after appraisal deems it neqessary to retain Iny fel ordor file of permanent nature beyond the period of twenty five yea rs he may do SCI middotor reasons tp lJe

i recorded in writing and under intimation to the DiI-ector Generalor Head ltIf the Archives as bull Imiddot

~ifn I

i ~ li1 itl i 1 ~ i i ( (Ct rei I f

1i

~l~ II I I 5ubi-ule U) iii

middotl beyond the pel

~ Il ffiet lIn I C 1I

i ~F i 1 ~ gt f Ii_

II )

bull

J i

i

f

I U

i hrmiddot Iil 0 7-Uh~gt~~~~1 IkHI i

r I ~(~~ n CittH f

~ i~( iJqbih i1li lil1

liH IUmiddot 1

i11 llIU i hlh )~~i~r-rJrJjh~~1 in ItFmiddot1J~( I idl j~i ~ t

) PIn f JbHc 110 Ipl 11 III i~ niP I U j1 f i II I I

cleating a9rncy Ilni it itlppr1i 1 I 3 A Ii~l ofal f~lJch llbn FI)rc will II ell pHPl~d i fi d

r~cord creating agenCf in FOlTn~6 and pfamO jliliiJIi

4 The Records Offilr shall furnish a balf yearly n~pt I ill luIIll q 1 I

reviewing and weeding of records to the Diredhr Gll~rrll ltIi case may be II

5 Records shall be destroyed either by burning 0t 3hr~ j i 19 lj I

10 Access to private records - i 1 Records acquired from private sources by way Of ~]f I pUfch) iise sholl b rnmiddotJd2

available for bona fide research subject to the p)w]iUons laid (onor 2 Research scholars shall submit an application ill FJlin-8 to the Ci ieral or He-lei of

the Archives as the case may be for permissionlo consult recoilj~ I iliicgtctor General or Head of the Archives as the case may be may refuse such pennisioi bull l ublic inrerestarHJ for reasons to be recorded on the said application

3 Wherever microfilm rolls may be available the oHglnal records shall n)~ supplied for consultation fo research scholars Nocopy of arhy records shall be ma1 by anyone without

the prior permiSSion of the Director General or tlead of the Archives a thE~ case may be 11 Access to public records - I

1 The public records accepted for deposit and preservation under sub-PI (1) ofrule 5 shall be made available for bona fide consultation and ~search purpose subji= (0 tfle provision ~f sub-section (1) of section 12 and the following Fonditlons namely

t 2 A person who Intends to consult the public records shall apply to the IlfctorGeneral or

bullbull

Head of the Archives as the case may be in Fotm~8 The Diredor GeH I nf Head ofthe Archives as the case may be may refuse such permission in puhlh ini c Fsand for f(1BSOnS

to be recorded on the said application I bull 3 Foreign nationals intending to consult the pub-lir record rnlv I 1 only on the

production of letters of introduction fromtheir ~pons()rin(J Ii I iipomatic~~issionomiddot 4 Record maps and cartographic records relating tv thp tllnhf I v ffrdrs and ~1ilistry

of Defence in respect of Arunachal Pradesh (in~ILldino fnIn jll) Indian I

~l~lt t~~ -I Ilt~ bull + Ih fil Iht-jyJI hI 4 n7 ht-l_l 0 oj

I

untlu~ oocurrnt 1 21) border)Slkkim Bhutan Nepal Tibet China andl Myanmar ~reas comprising Pakistan and Bangladesh may be made available for consult~tion keeping in view the security and the defence of India or of any part of the Territory ~hereof Records relating to the Ministry of Extemal Affairs Home Affairs and Human ResoLirces Development in respect of Jammu and

Kashmir (including Gilgit and Chitral) may also be made availablefof consultation k~eping in view the security and defence of India or of any part of the Territory thereof Provided that the Director General or Head of the Archives as ithe case may be refuse such consultationmiddot

5 Wherever microfilm rolls may be madeavaifablethe original records shall not be supplied for consultation to research scholar

6 Reprographic and transcription facilities may be made available on submission of an application in Form-9 a nd for such services the applicant shall have to make the payment of such services (the applicant shall have to make ~he payment of such services charges) as may be fixed by the Director General or Head ofIt he Archives as the case may be from tim= to

7 ~~~~on consulting public records for the purp~~e of research ~nd publishe~ the work ~~ict1 is based upon the material taken from the said ~econjs may acknowledge the same

8 A person intending to consult the public records ~hal not shya Write and put any marks or indications onipLiblic recordsb Fold tear cut crease or othetwise damabe or mutilate public records c Remove any public records Without obtainIng the permissi~n from the Director General

or Head of the Archives as the case may ~e d Be allowed to take any eatable or drinking products or smoking while consulting public

records i e Place anything or object on any publh rec9rds with a view to make out any copy of the

said records I f Disturb or interrupt any other person whil~ consulting the PUblic records and

g Behave in a manner which in the opinion of the Director General or Head ofthe Arthlves as the case may be Is detrimentalto the maintenance and preservation of public records i

12 AJlowances to the memberS of the Archival Advisory ~oard - The members ofthe Archival Advisory Board nominated by the Central Government uinder clause (d) of sub-section 2 of section 13 shall draw travelling allowance and daily allowance fpr attending the meetings of the Ardiival Advisory Board at the rates admissible to Group A officers of the Central Govemment

I _ ~middotmiddot-middot~Form - i [See sub-rule (2) of rur5]

Particulars of-records of permanent nature due forappraisal d~ring the year I ~ ~

Tptal number of flies of A amp Total No of Total No Remarks Bcategories lying In the categories transferred to recotdsmiddot file s re ferre d of files If any records rooms of the records rooms by the Sectlbns duringGhe to under due for creating agendes period under report column 1 lnd appraisal

I

i 2

1 2 I 3 4

r---------------------~~----------------------+_--~------~~=~~--~------~ Total numbers of flies of A amp fEr

1 I

-------~~-----~--------------~-------------------~------------------------------r----------------------------- ---------------------shy

Form - 2 [See sub-rule (3) ofrule 5]

Transfer List i

Name of the records creating agency ie Ministry I Department Office Public Undertakings etc

Name and particulars of the records officer Name of the Branch Section Year

Remarks if anySubject matterofthe file IFile No S No

I I I

~

1I h I_I bull- -al-Ih+J - Iff n f hof _ ______ l n l-~II shy

71412014 Untitled DOCUrr1ent Signa tu re and s=a I of the record s office r ~ bull ~

i ------------------~----------~--------------------------------------------~----------------------~----------------bull----~~

Form - 3 (See sub-rule (1) of rule 6]

Requisition slip

Name of the records creating agency (ie Ministry Department Office) Name and partiCUlars of the records officer Pprticulars of records or File No requisitioned

Purpose for which required

Llndertaking by the records officer - I 1middot hereby declare that the records file requisitioned shall be returnedlto the Director General the head of the

Archives before the expiry of six months as required under 1ub-rule (2) of rule 6 I

bate Signature and sea I of the records officer

i bull

~=======~=======-----------------------------------------------~-----i----------------------------middot~-----------~---~---~-~---Form - 4 Ii

[See sub-rule (5) of ru~e 7] (Half Yearly Statement on periodical reView of classified records)

i

Total No of classified records No of classified No of files reviewed and down Remarllts lying at present in the records due for grapes during the period under organis~_tiol reviewing repprt

~~

1 bull Y

i I

-~-----~--------------------------------------------------~-----~middot-------t-middot-----------middot--------------- -----------------~-------~ i

Form - 5 Form for the submission Of Annual Report to Director C$eneral of Archives hea d Of the Archives

bull [See sub-rule (1) of ~Ie 8]bull I I

1 A Setting up organised Departmental Records Room ---1 Whether your orga~isation has set up an organised Records Room and if so is the space sufficient

B Nomination of Records Officers ---Whether your rg~nisation has nominated an offic~r as DeplHtmental Records Officer and If not give reasons

C Training of Records Officer and Staff I i (I) Whether Departmental Records Officer has relt1euroived training in Records Manag~ment

(II) Whether the junior staff working In the Departmental Records Room are trained in vari9ls aspects of Records Management i

(iii) If not are you willing to avail training facilities existing at National Archives ofIndia I bull

D I Sharing of space for housing semi-current records at National Archives Archives of the Uriion Territory-

i (i) I

Whether your organisation is willing to sharespace at National Archives New Deihl and its Records Centres at Jaipur Pondicherry and Bh~baneswar and Regi~nal Office at Bhopal

i I

(ii) If yes please state bulkf records proposed tb be transferred

II () Whether your organisation is willing to share ~pace at the Archives of the Union Territory I

(Ii) If yes please state bulk of records proposed tp be transferred

2 Periodical recording reviewing and weeding out of semilcurrent records

H___~_I___ -- _4__~__1- ~~ I-I-_~ ~_~_r--n -12-]

(i)

(i)

0)

UntiUed Docuflllni

Whether your organisation has taken steps for recor~ing reviewing and weeding out of ephemeral records I

i (ii) Indltate the total nurnber of records recorded reviewed and weeded out dUring the period under

repo~ I

Appraisal of Non-Current records shy

Whether your organisation has initiated action to geti non-current records appraised in consultation with National Archives

(ij) State the total bulk of records awaiting appraisal

4 Compilationl Revision of Retention Schedule of Records

Whether your organisation has compiled Record Rete~tion Schedule of substantive functions in conSUltation with National Archives and if not what action do you propose to take

I (ii) Has your organisation taken steps to revise the abov~ schedule after five year~

5 Periodical review of classified records shy

(i) Whether your organisation has de-classified te classi~ed records during tQe period under report

(ii) If not state reasons

6 Compilation of Annual Indices to Records I

(I) Whether your organisation has compiled annual indices

(II) State inclusive years with the na me of the seriEs

7 Compilatlon of OrganIsational history i Has yourorganlsation compiled organisational history reriecting various functions along with themiddot date of their creation and if so furnish a copy to National ~rchives

8 Records of Defunct Bodies -- i

(0 Whether your organisation has got records of defunct bodies give details

(ij) If yes what action have you initiated for their transferto National ArChives I bull j bull bullmiddot bullH ~ ~

---------------------------------~--~----------------------------------------~-----------------------------~----------------------------~------------- ii

Form - 6 i [ee SUb-rule (3)of rule 9]

I

Particulars of records destroyed during the year ~ i

S No File Nos Subject matter 6fthe flIes Remarks

i i

I bull ------------------------------------------------------------------------------1-----------------------------------------------------shy ---~--- --------

Form - 7 I

[See sub-rule (4) of rule 9]

Half yearly report on recording indexIng reviewing and weedillg of records during the Half year ending I bull ~ I bull

bull I

51 No

Total number of files recorded

Total numbers of flies Indexed

Tota I No of files reviewed

- Total number of files weeded out if any

Remarks

1 2 3 4 I I I

5 6

i

r---_ _ ___ ______________ _ __ __________ _______ _____ _____ ______________ ___ ____ ______ ______ _- - ---__ _ ___ _________ _ -_ __ _-----_ _--shy

Form - 8 ii [See rule (2) of rule 10 and clause (I) of slb-rule (1) of rule 11]

7412014 Untitled DoculIJent

(Application form for permission ito consult records)

10

The Direstor General of Archives Government ofIndia New Delhi-llOOOl

Sir 1 bull I

I hereby apply for enrolment as a research scholar for cons~lting records in the Research Room of the National Archives of India I agree to comply with the rules and conditions in force and promise to deposit a copy of each of my work based on the materials consulted at the National Archives of India immediately after the publication

1 Name Incruding Surname Shj Smt Km Dr

Fathers Husbands Name 2

Date of Birth3

4 Qualifications

5 Nationality Profession6

Subject of Research7

8bull tJniversity Instltutlons registered with

Period for which admission is soughtmiddot 9

10 Signature and date

(i) Local 11 Address

(ii) Penna nent

Particulars of records to be consulted

Department Periqd Remarks

1 I

I 2 i

3 i

4

Scholars are requested to attach a letter of recommendation from their University Institution Department However the foreign scholars are requested tci bring a lette of accredition from the diplomatic representatives of their country in India as wellbull iI

I bull i ----------------------------------------------------------------~-----------r--------------------------------------------------------

Form - 9 [See cia use (v) of sub-~ule (1) of rulell]

Application for ReprograpDIc Transcription Facilities

To

ri I ~_ 1 I r~a lh~ r1 Ih-l ~li n7 L~- 4 ~ en

~

1

2

Untitled Docull1fjnt

The Director General of Archives National Archives of India

Dated-New Delhi

Kindly supply me Microfilm (NFG paS) PHOTO COPIES XEROX TRANSCRIPTS of the rnaterial(s) indlcltted in the enclosed list for my research publication University-the material is [i--om the Ministry(s) Department(s) of It consits of ___________________~ items andcovers the period from _____________________ to __________ __________

I declare that the above material is for myesearch pwblication university

I undertake to pay the charges as per scheduJe of rates prevailing at the time of Gompletlon of work I understand and accept that the estimated costl when supplied is only tentative and the rates are also liable to revision without notice

3 The photocoples transcripts supplied will not be sold ~ranserred to any other person wthout prlor permission of the Director General of Archives

~

4 The material If published will be suitably acknowledge9and provisions of copyright where applicable wfll be complied with

5 I hereby deposit a sum of Rs as advance

Yours faithfully

Signature Name (in block letters)

Perrnanent Address Local Address (in block letters)

FOR OFFICE USE

Advance received vide receipt No ______~ dated _--______ for Rs

Services charges have come to Rs

Ba lance receipt vide Receipt No _________ dated _~______ Rs

Cleared for photo copying transcription subject to followhig

(1) ______________________~_________

Signature of Archivist

Date

[No r=16-294-RM] Sd- KASTUPJ GUPTA MENON Jt

Secy

717

(i)

(i)

0)

UntiUed Docuflllni

Whether your organisation has taken steps for recor~ing reviewing and weeding out of ephemeral records I

i (ii) Indltate the total nurnber of records recorded reviewed and weeded out dUring the period under

repo~ I

Appraisal of Non-Current records shy

Whether your organisation has initiated action to geti non-current records appraised in consultation with National Archives

(ij) State the total bulk of records awaiting appraisal

4 Compilationl Revision of Retention Schedule of Records

Whether your organisation has compiled Record Rete~tion Schedule of substantive functions in conSUltation with National Archives and if not what action do you propose to take

I (ii) Has your organisation taken steps to revise the abov~ schedule after five year~

5 Periodical review of classified records shy

(i) Whether your organisation has de-classified te classi~ed records during tQe period under report

(ii) If not state reasons

6 Compilation of Annual Indices to Records I

(I) Whether your organisation has compiled annual indices

(II) State inclusive years with the na me of the seriEs

7 Compilatlon of OrganIsational history i Has yourorganlsation compiled organisational history reriecting various functions along with themiddot date of their creation and if so furnish a copy to National ~rchives

8 Records of Defunct Bodies -- i

(0 Whether your organisation has got records of defunct bodies give details

(ij) If yes what action have you initiated for their transferto National ArChives I bull j bull bullmiddot bullH ~ ~

---------------------------------~--~----------------------------------------~-----------------------------~----------------------------~------------- ii

Form - 6 i [ee SUb-rule (3)of rule 9]

I

Particulars of records destroyed during the year ~ i

S No File Nos Subject matter 6fthe flIes Remarks

i i

I bull ------------------------------------------------------------------------------1-----------------------------------------------------shy ---~--- --------

Form - 7 I

[See sub-rule (4) of rule 9]

Half yearly report on recording indexIng reviewing and weedillg of records during the Half year ending I bull ~ I bull

bull I

51 No

Total number of files recorded

Total numbers of flies Indexed

Tota I No of files reviewed

- Total number of files weeded out if any

Remarks

1 2 3 4 I I I

5 6

i

r---_ _ ___ ______________ _ __ __________ _______ _____ _____ ______________ ___ ____ ______ ______ _- - ---__ _ ___ _________ _ -_ __ _-----_ _--shy

Form - 8 ii [See rule (2) of rule 10 and clause (I) of slb-rule (1) of rule 11]

7412014 Untitled DoculIJent

(Application form for permission ito consult records)

10

The Direstor General of Archives Government ofIndia New Delhi-llOOOl

Sir 1 bull I

I hereby apply for enrolment as a research scholar for cons~lting records in the Research Room of the National Archives of India I agree to comply with the rules and conditions in force and promise to deposit a copy of each of my work based on the materials consulted at the National Archives of India immediately after the publication

1 Name Incruding Surname Shj Smt Km Dr

Fathers Husbands Name 2

Date of Birth3

4 Qualifications

5 Nationality Profession6

Subject of Research7

8bull tJniversity Instltutlons registered with

Period for which admission is soughtmiddot 9

10 Signature and date

(i) Local 11 Address

(ii) Penna nent

Particulars of records to be consulted

Department Periqd Remarks

1 I

I 2 i

3 i

4

Scholars are requested to attach a letter of recommendation from their University Institution Department However the foreign scholars are requested tci bring a lette of accredition from the diplomatic representatives of their country in India as wellbull iI

I bull i ----------------------------------------------------------------~-----------r--------------------------------------------------------

Form - 9 [See cia use (v) of sub-~ule (1) of rulell]

Application for ReprograpDIc Transcription Facilities

To

ri I ~_ 1 I r~a lh~ r1 Ih-l ~li n7 L~- 4 ~ en

~

1

2

Untitled Docull1fjnt

The Director General of Archives National Archives of India

Dated-New Delhi

Kindly supply me Microfilm (NFG paS) PHOTO COPIES XEROX TRANSCRIPTS of the rnaterial(s) indlcltted in the enclosed list for my research publication University-the material is [i--om the Ministry(s) Department(s) of It consits of ___________________~ items andcovers the period from _____________________ to __________ __________

I declare that the above material is for myesearch pwblication university

I undertake to pay the charges as per scheduJe of rates prevailing at the time of Gompletlon of work I understand and accept that the estimated costl when supplied is only tentative and the rates are also liable to revision without notice

3 The photocoples transcripts supplied will not be sold ~ranserred to any other person wthout prlor permission of the Director General of Archives

~

4 The material If published will be suitably acknowledge9and provisions of copyright where applicable wfll be complied with

5 I hereby deposit a sum of Rs as advance

Yours faithfully

Signature Name (in block letters)

Perrnanent Address Local Address (in block letters)

FOR OFFICE USE

Advance received vide receipt No ______~ dated _--______ for Rs

Services charges have come to Rs

Ba lance receipt vide Receipt No _________ dated _~______ Rs

Cleared for photo copying transcription subject to followhig

(1) ______________________~_________

Signature of Archivist

Date

[No r=16-294-RM] Sd- KASTUPJ GUPTA MENON Jt

Secy

717

7412014 Untitled DoculIJent

(Application form for permission ito consult records)

10

The Direstor General of Archives Government ofIndia New Delhi-llOOOl

Sir 1 bull I

I hereby apply for enrolment as a research scholar for cons~lting records in the Research Room of the National Archives of India I agree to comply with the rules and conditions in force and promise to deposit a copy of each of my work based on the materials consulted at the National Archives of India immediately after the publication

1 Name Incruding Surname Shj Smt Km Dr

Fathers Husbands Name 2

Date of Birth3

4 Qualifications

5 Nationality Profession6

Subject of Research7

8bull tJniversity Instltutlons registered with

Period for which admission is soughtmiddot 9

10 Signature and date

(i) Local 11 Address

(ii) Penna nent

Particulars of records to be consulted

Department Periqd Remarks

1 I

I 2 i

3 i

4

Scholars are requested to attach a letter of recommendation from their University Institution Department However the foreign scholars are requested tci bring a lette of accredition from the diplomatic representatives of their country in India as wellbull iI

I bull i ----------------------------------------------------------------~-----------r--------------------------------------------------------

Form - 9 [See cia use (v) of sub-~ule (1) of rulell]

Application for ReprograpDIc Transcription Facilities

To

ri I ~_ 1 I r~a lh~ r1 Ih-l ~li n7 L~- 4 ~ en

~

1

2

Untitled Docull1fjnt

The Director General of Archives National Archives of India

Dated-New Delhi

Kindly supply me Microfilm (NFG paS) PHOTO COPIES XEROX TRANSCRIPTS of the rnaterial(s) indlcltted in the enclosed list for my research publication University-the material is [i--om the Ministry(s) Department(s) of It consits of ___________________~ items andcovers the period from _____________________ to __________ __________

I declare that the above material is for myesearch pwblication university

I undertake to pay the charges as per scheduJe of rates prevailing at the time of Gompletlon of work I understand and accept that the estimated costl when supplied is only tentative and the rates are also liable to revision without notice

3 The photocoples transcripts supplied will not be sold ~ranserred to any other person wthout prlor permission of the Director General of Archives

~

4 The material If published will be suitably acknowledge9and provisions of copyright where applicable wfll be complied with

5 I hereby deposit a sum of Rs as advance

Yours faithfully

Signature Name (in block letters)

Perrnanent Address Local Address (in block letters)

FOR OFFICE USE

Advance received vide receipt No ______~ dated _--______ for Rs

Services charges have come to Rs

Ba lance receipt vide Receipt No _________ dated _~______ Rs

Cleared for photo copying transcription subject to followhig

(1) ______________________~_________

Signature of Archivist

Date

[No r=16-294-RM] Sd- KASTUPJ GUPTA MENON Jt

Secy

717

1

2

Untitled Docull1fjnt

The Director General of Archives National Archives of India

Dated-New Delhi

Kindly supply me Microfilm (NFG paS) PHOTO COPIES XEROX TRANSCRIPTS of the rnaterial(s) indlcltted in the enclosed list for my research publication University-the material is [i--om the Ministry(s) Department(s) of It consits of ___________________~ items andcovers the period from _____________________ to __________ __________

I declare that the above material is for myesearch pwblication university

I undertake to pay the charges as per scheduJe of rates prevailing at the time of Gompletlon of work I understand and accept that the estimated costl when supplied is only tentative and the rates are also liable to revision without notice

3 The photocoples transcripts supplied will not be sold ~ranserred to any other person wthout prlor permission of the Director General of Archives

~

4 The material If published will be suitably acknowledge9and provisions of copyright where applicable wfll be complied with

5 I hereby deposit a sum of Rs as advance

Yours faithfully

Signature Name (in block letters)

Perrnanent Address Local Address (in block letters)

FOR OFFICE USE

Advance received vide receipt No ______~ dated _--______ for Rs

Services charges have come to Rs

Ba lance receipt vide Receipt No _________ dated _~______ Rs

Cleared for photo copying transcription subject to followhig

(1) ______________________~_________

Signature of Archivist

Date

[No r=16-294-RM] Sd- KASTUPJ GUPTA MENON Jt

Secy

717