Para 8 — Record Mgmt
Original Rule Text
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What This Means
This paragraph reproduces the key provisions of Section 8 and Section 9 of the Public Records Act, 1993 (which deals with destruction/disposal) in Hindi, alongside their English text, for accessibility. Section 8 establishes the fundamental rule that no public record shall be destroyed except in a lawful manner and subject to prescribed conditions. The absolute protection for pre-1892 records is also reaffirmed: they cannot be destroyed unless the Director General of Archives certifies that the record is too defaced or damaged to have any archival value.
Section 9 of the Public Records Rules, 1997 outlines the step-by-step procedure for destroying public records: (a) No record may be destroyed without being formally reviewed and recorded. (b) Every January, each records-creating agency must review all files on which action is complete, in consultation with the Records Officer and the records retention schedule. (c) No record more than 25 years old can be destroyed without prior appraisal. (d) A list of all records proposed for destruction must be prepared in Form 6 and preserved permanently. (e) A half-yearly report in Form 7 on recording, indexing, reviewing, and weeding must be submitted to the Director General or Head of the Archives. (f) Destruction must physically happen by burning or shredding in the presence of the Record Officer.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1No public record may be destroyed except in the legally prescribed manner.
- 2Pre-1892 records: absolute protection — destroyable only on certification of archival unfitness by Director General of Archives.
- 3Every January: records-creating agencies must review all completed files against the retention schedule.
- 4Records older than 25 years: cannot be destroyed without formal appraisal.
- 5Form 6: list of records proposed for destruction — must be prepared and preserved permanently.
- 6Form 7: half-yearly report on recording, indexing, reviewing, and weeding — submitted to National Archives.
- 7Physical destruction method: burning or shredding in the presence of the Record Officer.
Practical Example
The Records Room of the Ministry of Commerce has a large backlog of files from the 1990s. In January 2025, the Record Officer initiates the annual review. Files from 2000 (25 years old) are flagged for formal appraisal before any destruction is permitted. For files from 2010 (15 years old) that are Category 'C' with a 10-year retention, they have exceeded their retention period and are candidates for destruction. The Record Officer prepares Form 6 listing these files, gets approval, and then organizes a formal shredding event in January 2025 in his presence. The shredding is documented. Form 7 is submitted to the National Archives for the half-year ending June 2025.
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.