Destruction of Records (Relating to Registering Office in Chhattisgarh) Rules, 1983

Destruction of Records (Relating to Registering Office in Chhattisgarh) Rules, 1983
- 1. Short title.
- 2. Procedure for destruction of Records.

The Destruction of Records (Relating to Registering Office in Chhattisgarh) Rules, 1983

Published vide Notification No. B-6-19-5-SR-82-1981, dated 16-4-1984, C.G. Rajpatra, Part 4 (Ga), dated 24-5-1985 at page 239

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In exercise of powers conferred by sub-clause (i) of clause (c) of sub-section (2) of Section 3 of the Destruction of Records Act, 1917 (No. V of 1917), and in supersession of all rules previously made in this respect, the State Government hereby makes the following rules for the destruction of documents in the custody of Registering Officers in Chhattisgarh, namely :-

1. Short title. - These rules may he called, "The Destruction of Records (Relating to Registering Officer in Chhattisgarh) Rules, 1983".

2. Procedure for destruction of Records. - (1) The records shown in column (2) of the appendix appended to these rules shall be destroyed under the orders of the Registrar annually in the month of October after the expiry of period shown in column (3) of the appendix against each entry.

(2) Each sub-registrar shall have full discretion to order the destruction or retention of all or any record.

(4) The Sub-Registrar shall,-

(i) Carry out the orders of the Registrar;

(ii) Certify at the foot of the list that he has done so; and

(iii) File the list in Part II of the file book.

Note :- (1) For the Registrar's Office a similar list shall be prepared and put up by the official of the Registrar's Office.

(2) File book, Part III, shall not he destroyed unless the circulars etc., contained therein have been annulled or superseded.

(3) Before any office copies of pay bills or annual establishment returns are destroyed, the periods of temporary and officiating service, as recorded in the service books or service rolls of the Government servant, concerned, should be verified by the head of the office from the office copies of pay bills and establishment returns and the fact of such verification recorded under proper attestation in the service books or service rolls. The heads of offices should also invariably record necessary particulars in service books of service rolls with a view to enabling the Audit Office to decide later by reference merely to such particulars whether the temporary or officiating service will qualify for pension or not, for example, in the case of officiating service, the nature of the vacancy in which the Government servant officiated and in the case of temporary service whether the temporary post was subsequently made permanent, should, be stated.

Appendix

[See sub-rule (1) of Rule 2]

S. No.		Particulars of Records	Period of Retention years
(1)		(2)	(3)
1	(a)	Office copies of pay bills of Government servants in respect of whom no establishment returns are submitted and no service books & service rills are maintained.	Forty years.
	(b)	Office copies of pay bills of Government servants other than those referred to in (a) above.	Six years.
	(c)	Acquittance rolls of pay and allowances other than travelling allowances when maintained separately.	Six years
2	File book Part II		Twelve years.
3	Register of impounded documents		Six years.
4	File book Part IV (orders on inspection notes)		Twelve years.
5	Office copies of monthly and annual returns		Six years.
6	Fee book		Three years.
7	(1)	Cash account book (Sub Registrar's office)	Three years.
	(2)	Cash Book (Registrar's office)	Twenty years
8	Receipt book		Three years.
9	File Books, Parts V, VI and VII		Three years.
10	File book, Part VIII (Application for copies Inspections and searches)		Immediately after the inspectors inspection
11	Despatch register and account of service Postage Stamps		Three years
12	Register of Stationery and forms		Three years
13	Register of documents delivered by post		Three years
14	Routine correspondence		Three years
15	Indents, office copies of contingent travelling allowance, commission and copying fee bills,and list of unclaimed documents periodical returns and statements and unimportant miscellaneous papers.		Three years
16	Day Book		Three years
17	Dairy		Six years.
18	Inward Register of letters		Three years
19	Register of deposit of cash box in a treasury, sub-treasury or a police station house		Three years
20	Register of furniture		Five years
21	Register of contract and countersigned contingencies		Five years
22	Annual Establishment returns		Thirty years
23	Pension eases-
	(1)	Invalid
		(a) Superior servants	Twenty five years
		(b) Inferior servants	Five years
	(2)	Other kind of pension	Five years.
	(3)	Pensioners who are dead	Immediately the fact is known.
24	Acknowledgment of memoranda, copies of documents and record-of-right, statements despatched by Registering Officer		Two years
25	Register of temporary records		Twelve years
26	Cases of leave, appointment, transfer of-
	(a) Sub-Registrars		Twelve years.
	(b) Registration Moharrirs		Twelve years.
	(c) Registration peons		Five years after retirement.
27	Form No. 37-G under Section 26-F (1) of the Income Tax Act, 1961		One year.
28	Form No. 34-A under Section 230-A of the Income Fax Act, 1961		Four years.
29	Panchayat Duty Register together with monthly and annual statement relating thereto.		Six years.

Form

(See Rule 2)

List of hooks, etc. destroyed in the office of the............ of..........

Books or Papers
Name of	Dale of the last entry made in them	General description	For what years
(1)	(2)	(3)	(4)

By whose order destroyed	Mode of destruction	Remarks
(5)	(6)	(7)

I certify that the hooks and papers mentioned in the above list were destroyed in my presence on this...........day of........ 19....

.........................................
Signature of Registering Officer


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