Para 4 — Record Mgmt
Original Rule Text
4. ln light of the above provisions, following extensive consultation with various Ministries/Departments the Guidelines of Record Management are further clarified as follows:
a) e-files of 'C'category like Parliament Questions, Dak Register, Messenger Book, File Movement Register, Register for watching the progress of recording, Register for keeping a watch on communications received from MPsA,/lPs, Register of Parliamentary Assurances are to be retained for a period of 3 years and thereafter closed with due approvals of competent authority.
b) e-files of 'C' category like the Record Review Register, List of files received for review, Monthly Progress Report on recording of files, Check-lists for periodical reports, lnspection reports to be closed after retention a period of one year as per the Records Retention Schedule with due approval of competent authority.
c) e-files of 'A' category to be retained as permanent record. Such records include Standing Guard Files, File Registers, Precedent Book, List of files transferred to National Archives and Record Retention Slip.
What This Means
Following consultations with various Ministries and Departments, the Cabinet Secretariat issued specific clarifications on retention periods for different types of e-files. Three practical categories are addressed.
First, certain common administrative e-files of Category 'C' — such as Parliament Questions files, Dak Registers, Messenger Books, File Movement Registers, and Registers for tracking MPs'/MLAs' communications — are to be retained for 3 years and then closed with approval of the competent authority. Second, other Category 'C' e-files — like Record Review Registers, Lists of files received for review, Monthly Progress Reports on recording, Check-lists for periodical reports, and Inspection Reports — are to be closed after only 1 year as per the Records Retention Schedule, again with competent authority approval. Third, Category 'A' e-files — including Standing Guard Files, File Registers, Precedent Books, Lists of files transferred to National Archives, and Record Retention Slips — are to be retained as permanent records and never destroyed.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1Category 'C' e-files (Parliament Questions, Dak Register, File Movement Register, MPs' communication register): retain 3 years, then close with competent authority approval.
- 2Category 'C' e-files (Record Review Register, Monthly Progress Reports, Inspection Reports): retain 1 year, then close with competent authority approval.
- 3Category 'A' e-files (Standing Guard Files, File Registers, Precedent Books, National Archives transfer lists, Record Retention Slips): retain permanently.
- 4These clarifications apply specifically to e-files and are supplementary to the general CSMoP provisions.
- 5Competent authority approval is required before any e-file is formally closed.
Practical Example
The IT Section of a Ministry maintains e-files for all Parliamentary Questions (PQs) received. Each PQ file is Category 'C' with a 3-year retention. A file opened for PQs in Session 2020 can be closed in 2023 after obtaining the approval of the Branch Officer (the competent authority in this context).
The Ministry also maintains a Standing Guard File on its main legislation — this is a Category 'A' e-file and must be preserved permanently, even if the underlying legislation has been repealed, because it contains precedents and authoritative interpretations.
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.