Condemnation / Preservation Periods
Compendium on Preservation and Disposal of Postal Records / Full Details of Preservation Periods of Records at Post Offices – PDF Ruling PDF DOWNLOADS
II SAVINGS BANK CONTROL 4. SAVINGS BANK CONTROL ORGANISATION 1 List of transactions 2 years after agreement of binder balances for that period 2 SB vouchers (including SB 3 applications received with warrants of payment of closed accounts) 6 years 2A Register of vouchers checked 6 years 3 Combined local credit and debit transfer…
2. BRANCH POST OFFICE 1 Branch Office account (Pa.6) 3 years after they are used up 2 Branch Office Journal (Pa.5) along with BO slips 3 years after they are used up 3 Book of BO receipts (MS 87(a) 2 years 4 Registered lists 2 years 5 Parcel Lists 2 years 6 Mail Lists…
1.12 Savings Certificates Application for purchase or transfer of certificates (NC 69 or NC 71) DG Posts Lr No.30-47/84-8B III dt.25/01/90 Six years after encashment of certificate on maturity/date of discharge of certificates 1 Application for Nomination (NC.51) or cancellation or variation of nomination (NC.53) of Post Office Savings Certificates 5 years plus…
1.11 Savings Bank 1 SB Ledgers in HO To be destroyed forthwith by Postmasters after ensuring that all the accounts in the ledger have been closed, transferred or recopies and after obtaining certificate from the Postal Account Office that all the discrepant items of ledger have been settled. The folios pertaining to silent accounts…
1.6 Money Order 1 Journals (lists) of money orders issued (Head Office and Sub Office (MO.2) 18 months 2 Register of Money Orders received for payment (MO.3) 18 months 3 List of Money Orders Paid (Head Office and Sub Office (MO.4) 18 months 4 Compilation of Money Orders Paid (MO.23) 18 months 5 Books…
1.5 Registration and Parcel 1 Memos or admission of delivery obtained from the addressees in cases where inward foreign parcel receipts are not forthcoming 1 – 1½ years 2 Inward foreign parcel receipts obtained from the Director of Accounts (Postal) for purposes of enquiry 1 – 1½ years after completion of enquiry 3 Register…
1.2 Franking Machine Records 1 Register to be maintained by the counter PA operating Multi Value Franking Machine (FM.1) 3 years from the date of last entry 2 List of Licences of Franking Machines authorised to post their articles – to be maintained in the post offices (FM.3) 2 years after expiry of validity…
1.10 Accounts 1 Head Office Cash Book 3 years 2 Contingent Bills (copies) 3 years 3 Schedule of receipts and payments (copies) 3 years 4 Memo of disbursement of pay and allowances with receipts for money paid by the Postmaster 3 years or 1 year after the completion of audit whichever is later (i.e. maximum…
POST OFFICE ACCOUNT AND SUB ACCOUNT DEPARTMENT SL NO DESCRIPTION OF FORM FORM NO PERIOD OF PRESERVATION 1 H.O. Summery ACG 1 3 Years 2 H.O. Cash Book ACG 4 3 Years 3 Treasury Voucher ACG 14 3 Years 4 Treasury Receipt ACG 13 3 Years 5 Sub Office Account PA 17(A) 3…
