130. Activities involved in records management. Record management concerns the

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Summary

para (1) (a) above (ii) File Number—The ‘title’ on an index slip will be followed by a reference to the file

Text of the circular

CHAPTER X
RECORDS MANAGEMENT

130. Activities involved in records management.—Record management concerns the
activities concerning recording, retention, retrieval and weeding out.

131. Stage of recording. —Files should be recorded after action on the issues considered
thereon hasbeen completed. However, files ofa purely ephemeral nature con taining papers of little
veference or research value may be destroyed after one year without being formally recorded.

132. Procedure for recording. —(1) After action on the issue (s) considered on the file has
been completed, the dealing hand /ixitiating officer, in consultation with his supervisory ofticer,
should close and record the file in the manner prescribed below :—-

(a) indicate the appropriate classification of record (vide para 133 below) and
specify the retention period and the year of destruction on the file cover;

(b) where necessary, revise the title of the file so that it describes adequately the
contents at that stage;

(c) get the file indexed unless itis to be retained for less than 10 years from the date
of closing; .

(d) extract from the file, copies of important decisions, documents, etc. as are
considered useful for future reference and add them to the standing guard file/
precedent book ;

we) remove from the file, all superfluous papers such as reminders, acknowledge-
ments, rouline slips, working-sheets, rough drafts, surplus copies, etc. and
destroy them;

(f) compleie all references and, in particular, mark previous and later references on
the subject on the file cover;

) pass on the file to the clerk;

eS

2. The clerk will :—

(a) complete columns 4 and 5 of the file register and concct the entry in column 2
-where necessary; .

(b) enter the file number in column 2 of the register for watching progress of
recording (Appendix 23 ); ः

(c) write the word ‘recorded’ prominently in red ink, across the entries in the file
movement regisler;

(d) indicate page numbers and other references (except references to alphabetical
slips) made in pencil in ink;

(e) indicate the year of review on the file cover in respect of class 'C files;

(f) prepare fresh covers, where necessary, wilhall theentries already made thereor:
and

(g) hand over the file to the daftry.
49

3. The daftry will repair the damaged papers, if any, stitch the file and, show it to the
Record clerk for making entries in the register for watching progress of recording (Appendix 23)
before keeping it in the bundle of recorded files.

133. Classification of records,—Files may be recorded under any one of the follow-
ingclasses:—

‘

(1) Class ‘A’ meaning ‘keep and microfilm'’—This classification will be adopted for:—

{a) files which qualify for permanent preservation for administrative purpo:es
"(vide part'A' of Appendix 24) and which have to be microfilmed because they:
contain :—

(i) adocumentso precious that its original must be preserved intact and access
to it in the original form must be restricted to the barest minimum; or

(ii) material likely to be required for frequent reference by different parties.

(b) file of historical importance such as those listed in part '8' of Appendix 24.
ra .
(2) CJass 'B’ meaning ‘keep but do not microfitm'—This class will cover files required for

permanent preservation for administrative purposes, such as those listed inpart ‘A’ of Appendix '24', |
_ but not containing material of the kind mentioned in (i) or (ii) of sub-para (1) (a) above

(3) Class ‘C’ meaning ‘Keep for specified period only’ —This class will include files of secondary
importance and having reference value for a limited period not exceeding ‘10’ years.

134. (1) Every file which is‘to be recorded will be stamped on the outer cover with the
words 'For/Not for Precedent Book’ and the Section Officer while approving the classification of the
file for record and also the number of years for which 8 'ए' and'C' proceeding should be retained, will
indicate whether or nota note of the file shoul

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