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| Type | Commercial Circular |
|---|---|
| Topic | reservation |
| Currency | Currency not verified |
divisional Office correspondence record and accountant in the case of account records of a divisional office and by the head clerk of a sub divisional office
PTCUL RTI MANUAL PRESERVATION AND DESTRUCTION OF RECORDS MANUAL 17 PTCUL RTI MANUAL Preservation and destruction of records 401.(1) Appendix VI gives a list of the registers maintained in the various officers. Where a register shown is as kept in one office only, it is open to the Superintending Engineer and divisional officer to order that it shall be maintained in any of the other offices also. They may also order the maintenance of registers other than those mentioned in the appendix. (2) Divisional officer shall order in writing the destruction of records, including registers in their own and subordinate officers, on the expiry of the minimum period prescribed in Appendix V, counting form the last day of the latest official year covered by the record. They shall on no account destroy the records mentioned in rule (a) of Appendix XVI of Financial Hand Book, Volume V, Part I. As regards records for which no minimum period has been prescribed, divisional officers shall seek the order of Superintending Engineer, who shall in the case of accounts records, obtain the previous concurrence of the Accountant General before ordering their destruction. (3) The following rules shall be observed in all offices for the weeding of official records: After the disposal of a letter or paper in any file, the head clerk or accountant should mark or stamp each letter or paper, in bold conspicuous figures about one inch in height, the year in which it is to destroyed, in accordance with the classifications given to it in Appendix V showing the various cases to be destroyed or retained and the period of their existence. The intention is that the paper shall be marked or stamped on, or shortly after, receipt with the date (year) in which they are to be destroyed and that their selection for destruction en masses shall not be left to a clerk, often temporarily entertained. It is to be particularly noted that only papers specifically included in the list may be destroyed. Any paper not so included should be permanently retained and marked or stamped “Permanent Record”. No document is to be considered disposed of until it has been so marked or stamped. The weeding of all papers which have passed the date of destruction marked or stamped on them as noted above must be regularly and systematically carried out. The portion of the records so weeded out shall be submitted to the head of the office for an order to destroy. All papers received in divisional and sub divisional offices will come within one or another of the heads mentioned and the class should be determined by the head of the office. Records should be preserved if there be any doubt that premature destruction will be injurious to the interest of government. Records in which any important principal is discussed should be retained permanently though the subject may fall within the categories for which only temporary retention is prescribed in the rules. In the case of papers of the accounts branch, the advice of the Accountant General, Utter Pradesh should be taken before the final disposal of any records not included in the classification given in Appendix V. PTCUL RTI MANUAL A proper record should be kept in the file register of all paper destroyed. The entries must be signed by the head clerk in the case of correspondence record and accountant in the case of account records of a divisional office and b
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