Para 3 — Record Mgmt
Original Rule Text
3. The Chapter 10 of CSMOP, 2022 has laid down the activities involved in Record Management, Categorization of Records, Record Retention Schedules, Review and Weeding of Records, Maintenance, Transfer of Records, Personal Office Records etc.
Relevant Provisions of Para 10.7 and Para 10.9 of the CSMOP, 2022 are as follows:
- 10.7. Record Retention Schedule:
(i) To ensure that files are neither prematurely destroyed, nor kept for periods longer than necessary, every department will:
a. in respect of records connected with accounts, observe the instructions contained in Appendix 9 to the General Financial Rules, 2017;
b. in respect of records, relating to establishment, housekeeping matters, etc. common to all departments, follow the schedule of periods of retention for records common to all departments' issued by the Department of Adminlstrative Reforms and Public Grievances (Sl.No.15 in Table 4.2)
c. in respect of records prescribed in this Manual, observe the retention periods specified in Appendix '10.10; and
d. in respect of records connected with its substantive functions departmental instructions issued for departmental retention schedule prescribing the periods should be preserved in consultation with the National Archives of lndia.
ii) The above schedules should be reviewed at least once in 5 years.
# 10.9. Review and weeding of records:
(i) A category 'C' file will be reviewed on the expiry of the specified retention period and weeded out unless there are sufficient grounds warranting its further retention. Justification for retaining a file after review will be recorded on the file with the approval of Branch Officer/Divisional Head concerned. Retention after a review will be for a period not exceeding 10 years, includlng the period already retained.
(ii) Category 'A' & 'B' files will be reviewed on attaining the 25th year of their life in consultation with the National Archives of lndia. ln these reviews the need for revising the original categorisation of category'B'files may also be considered.
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(iii) The year of review of category'C'files will be reckoned with reference to the year of their closing and that for category 'A' and category 'B' files with reference to the year of their opening.
What This Means
Chapter 10 of CSMoP 2022 provides the comprehensive framework for record management activities: categorization of records, retention schedules, review and weeding, maintenance, transfer to archives, and personal office records. Two specific paragraphs of Chapter 10 are particularly important.
Paragraph 10.7 (Record Retention Schedule) requires every department to follow four schedules: (a) accounts records follow Appendix 9 of GFR 2017; (b) common establishment records follow the DoPT-issued schedule (Table 4.2, Sl.No.15); (c) records described in CSMoP follow the retention periods in Appendix 10.10; and (d) records tied to the department's own functions must be guided by a departmental retention schedule prepared in consultation with the National Archives. These schedules must be reviewed at least once every five years.
Paragraph 10.9 (Review and Weeding) prescribes how Category 'C' files (routine, short-retention records) are to be reviewed when their retention period expires. They should be weeded out unless there are documented reasons to retain them. Retention beyond review must be approved by the Branch Officer or Divisional Head and cannot exceed 10 more years (including the period already retained). Category 'A' (permanent) and Category 'B' (long-retention) files are reviewed at their 25th year in consultation with the National Archives. The year from which review is counted differs by category: Category 'C' files are counted from the year of closing; Category 'A' and 'B' files from the year of opening.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1Four record retention schedules apply depending on file type: GFR Appendix 9 (accounts), DoPT common schedule, CSMoP Appendix 10.10, and departmental schedule.
- 2Departmental retention schedules must be prepared in consultation with National Archives of India.
- 3Retention schedules must be reviewed at least every 5 years.
- 4Category 'C' files: reviewed at expiry of retention period; can be weeded unless justified retention is documented and approved.
- 5Post-review retention for 'C' category: maximum 10 years including already elapsed retention.
- 6Category 'A' and 'B' files: reviewed at the 25th year of their life in consultation with National Archives.
- 7Review year reference: Category 'C' from year of closing; Category 'A'/'B' from year of opening.
Practical Example
A Section in the Ministry of Finance closes a routine correspondence file (Category 'C') on 31 December 2020. The retention period is 3 years, so it should be reviewed in 2023. The Record Officer reviews it in December 2023. If there is no special reason to retain it further, the file is weeded out. If a valid justification exists (for example, ongoing litigation referencing that correspondence), the Branch Officer approves further retention with a recorded justification — but only for up to a total of 10 years from the year of closing (i.e., maximum retention until December 2030).
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.