Para 19.17 — CAM
Original Rule Text
19.17 PROCEDURE FOR SENDING RECORDS TO OLD RECORD ROOM
19.17.1 Files, Registers, vouchers bundles etc. shall be properly bound immediately after their closure, with the outer cover prominently indicating the proposed year of destruction of that record, under the dated signature of the PAO. They shall be kept and arranged serially in the concerned Sections for not more than 3 calendar years, and shall be transferred to the Departmental Record Room thereafter. Files/Vouchers/Registers etc that are transferred to the Departmental Record Room will be accompanied by a list of particulars as shown below (in duplicate) : Department…………………………………………Section………………………….
Sl.NO . File No. or Details of Vr. Bundle or type of register Classification & year of review Date of actual destruction Record Room Index No.
19.17.2 After verification of the entries, the Departmental Record Room will retain one copy of the List and return the other copy to the Section, indicating the Record Room Index Number after duly signing it. In the Departmental Record Room, these lists will be kept section-wise in separate file covers. The concerned section shall also preserve the duplicate copies by pasting them in a Register.
19.17.3 No recorded file etc. may be issued from the Record Room except against a signed requisition which should indicate Record Room Index Number. The requisition slip will be kept against the issued file. On return, the requisitioned file/record will be restored in its place and requisition slip returned to the section/ official concerned. In case the record/ file etc. is not received back within a period of one month of its issue, the Record Keeper shall remind the concerned section at an appropriate level, for expeditious return of the file/ record.
19.17.4 The Record Keeper shall be responsible for conducting an annual review to locate files that are required to be destroyed as per the proposed preservation period indicated on the outer cover. These files/ voucher bundles etc. will be referred to the PAO concerned for instructions regarding their destruction/ further preservation along with a list in duplicate prepared in the formindicated below:
Sl.No. File No. or details of VoucherBundle or type of register Record Room Index No. Instructions of reviewing authority(To destroy or to preserve, upto the year ……)
19.17.5 The Departmental Record Room shall observe the instructions of the PAO for destruction/preservation for weeding out of the file/voucher bundle etc., or for its further retention as indicated in this form. In case of further preservation, the new date of
destruction as indicated by the PAO shall also be conspicuously indicated on the outer cover. The duplicate copyof the latter list received back by the Departmental Record room shall be returned to the Section concerned by it. Authority: - No. 1(14)/84/TA)
What This Means
When accounting records are closed and ready for long-term storage, they must be properly bound with the proposed year of destruction clearly marked on the outer cover by the PAO. Records are kept in the originating section for up to 3 calendar years and then transferred to the Departmental Record Room with a detailed list in duplicate. The Record Room verifies the entries, assigns an index number, and returns a signed copy. Files can only be issued from the Record Room against a signed requisition, and annual reviews are conducted to identify records due for destruction.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1Closed records must be bound with the proposed destruction year prominently marked on the cover
- 2Records stay in the originating section for up to 3 calendar years before transfer to the Record Room
- 3Transfer must be accompanied by a list in duplicate with file numbers, classification, and year of review
- 4Files from the Record Room are issued only against signed requisitions with the Record Room Index Number
- 5The Record Keeper conducts an annual review to identify files due for destruction and refers them to the PAO
Practical Example
The Establishment Section of a PAO closes its 2022-23 voucher bundles in April 2023. The bundles are bound with 'Proposed Destruction: 2025' written on the cover. They remain in the Section until 2026, when they are transferred to the Departmental Record Room with a list specifying each bundle's details. Two years later, the Record Keeper's annual review flags these bundles for destruction. The PAO reviews and approves destruction, and the bundles are weeded out. If any bundle requires extended preservation, the new date is marked on its cover.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Frequently Asked Questions
How long do records stay in the originating section before going to the Record Room?▼
What happens if a file issued from the Record Room is not returned within a month?▼
Can the PAO extend the preservation period of a record beyond the original proposed date?▼
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.