Para 50 — CSMOP
Original Rule Text
50. Categorization of physical records -
Files may be recorded under any one of the categories prescribed by NAI.
What This Means
Para 50 is brief but important: it states that when files are closed and recorded, they must be categorised using the categories prescribed by the National Archives of India (NAI). This categorisation determines how long a file is retained and what ultimately happens to it — whether it is preserved permanently, kept for a fixed number of years, or eventually destroyed.
The NAI prescribes a standard set of categories such as 'Permanent', 'Thirty Years', 'Ten Years', 'Five Years', and 'One Year'. Each file must be assigned the appropriate category at the time of recording based on the nature of the subject it covers. An important policy decision file may be 'Permanent'; a routine internal note may be 'One Year'.
For Section Officers, the responsibility is to ensure files are correctly categorised at the time of recording. Incorrect categorisation — marking a significant policy file as 'One Year' — could lead to accidental destruction of important records. Over-categorisation — marking a routine file as 'Permanent' — wastes storage space and buries important files in a sea of unnecessary records.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1All recorded files must be categorised under the categories prescribed by NAI.
- 2Categorisation determines retention period and ultimate fate (preservation vs disposal).
- 3Typical categories: Permanent, Thirty Years, Ten Years, Five Years, One Year.
- 4The Section Officer is responsible for assigning the correct category at the time of recording.
- 5Incorrect categorisation can lead to premature destruction of important records or unnecessary retention of routine ones.
- 6The Record Retention Schedule (Para 52) and NAI guidelines provide detailed guidance on which category applies to which type of subject.
Practical Example
A Section in the Department of Revenue closes two files in the same week: one contains the original assessment orders for a landmark Supreme Court tax case, and the other contains routine internal communications about office supplies procurement. The Section Officer marks the court case file 'Permanent' — it contains original legal documents and policy decisions that have precedent value. The office supplies file is marked 'Three Years', after which it will be reviewed for destruction. Both files are sent to the Record Room with their category markings clearly noted. The Record Room enters these categories in its register and schedules the supplies file for review in 2029.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Frequently Asked Questions
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This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.