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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 3 to 6 years)
(DG 62-37/86 dt.25/06/87)
5
Runner’s appointment certificates
Permanent
6
Remittance advice and acknowledgement
18 months
7
Daily lists of telephone revenue collections
2 years
8
Monthly statements of fluctuating charges in form A
1 year
9
Counterfoils of pay orders
3 years from the date of issue of last pay order
10
Register of refunds (ACG 27)
5 years
(Part II of Annexure ‘A’ of Appendix 5 of P&T FHB Volume I)
11
Objection statements and retrenchment memoranda
3 years
12
Receipts for money paid (other than those filed with the acquittance rolls)
3 years
13
Register of losses, recoverable advances and retrenchments
4 years
14
Letter of authority for payment to another person or agent
35 years
15
Inspection reports from the Audit Office/Accounts Office
1 year after the next inspection provided all the items have been settled
16
Correspondence relating to sanctions and revision of establishments etc
3 years (in the case of Post Offices and Railway Mail Service Offices to be destroyed as soon as a new revision is sanctioned)
17
Register of Security Deposits or Bonds
10 years
18
Correspondence relating to losses, defalcations etc
18 months after final orders have been passed (one year in the case of Post Offices and Railway Mail Service Offices)
19
Papers relating to grant of advances of pay, travelling allowances, purchase of motor cars
etc
3 years
20
Last pay certificates
3 years
21
Renewal of sanctions to temporary establishment
3 years
22
Register of Budget grants
5 years
23
Correspondence relating to fund deduction etc
1 year
24
Receipts and invoices with the exception of those under dispute
3 years
25
Demands for Licence Fee, etc on departmental buildings
3 years
26
Gazetted Officer’s Pay Slips
1 year
27
Charge Reports (office copies)
1 year
28
Register showing the name, designation, pay etc of Gazetted Officers drawing pay from a disbursing office
5 years
29
General Provident Fund record relating to GPF Membership
1 year
30
General Provident Fund record relating to nomination
1 year subject to
(a) Original nomination being placed in Volume II of the Service Book of Group D Government servant and
(b) Nomination in original or an authenticated copy thereof being placed in Volume II of the Service Book/Personal File in case of other Government servant
31
Records relating to adjustment of missing credits in GPF accounts
1 year
32
Records relating to financing of insurance policies from GPF accounts
1 year subject to an authenticated copy of the sanction being placed on the personal file
33
Records relating to final withdrawal from GPF, eg for house building, higher technical education of children etc
1 year
34
GPF annual statements
1 year
35
Grain compensation and overtime allowance etc, Bills
6 years
36
Service Rolls
5 years after death, resignation, discharge or retirement whichever is earlier
37
Register of Sanctioned Establishment
At the end of one year after new one has been prepared
38
Register for maintaining particulars of accounts records destroyed
Permanent
39
Contingent Sub Vouchers
3 years
40
Bills for reimbursement of medical charges
6 years
41
Register of cheque/receipt books
5 years from the date of last entry in the register
42
Register of Destruction of records
Permanent
42(a)
Loan Register
10 years
43
Register of Files/Vouchers/Registers
a) Transferred to Departmental recording Wing i.e. old records room of the Department/Office
25 years
b) Transferred to National Archives
Permanent
44
File Index Register
10 years
(Part I of Annexure ‘A’ of Appendix 5 of P&T FHB Volume I and Appendix 13 of General Financial Rules)
45
Annual establishment return (Book of Establishment)
35 years
46
Expenditure sanctions not covered by paragraph 11 on page 27 including sanctions relating to grants-in-aid
3 years or one year after completion of audit, whichever is later
47
Arrear claims (including sanction for investigation, where necessary)
3 years or one year after completion of audit, whichever is later
48
Records relating to contingent expenditure
3 years or one year after completion of audit, whichever is later
49
Budget estimates/revised estimates of an office
3 years
50
Travelling allowance bills and Acquittance Rolls relating thereto
3 years
51
Service Book (including leave account)
3 years after death/retirement or date of final sanction of pension, whichever is later
52
Invalid Pension
Till the youngest son/daughter attains the majority or five years, whichever is later
53
Family Pension
Till the youngest son/daughter attains the majority or five years, whichever is later
54
Other pensions
Till the youngest son/daughter attains the majority or five years, whichever is later
55
Life Certificate and Certificate of unemployment obtained from pensioners who are paid their pensions by money orders
5 years
56
Money order receipts and acknowledgements of pensioners
5 years
57
Statement of monthly progressive expenditure and correspondence relating to discrepancy in figures
2 years
58
Pay Bill Register
35 years
59
Office copies of establishment pay bills and related schedules (in cases where pay bill register is not maintained)
35 years
60
Schedules to establishment pay bills for the period for which Pay Bill Register is maintained
3 years or one year after completion of audit, whichever is later
61
Acquittance Rolls of pay and allowances (other than travelling allowances)
3 years or one year after completion of audit, whichever is later
62
Bill Register maintained in Form TR.28-A
5 years
63
Bill of charges for conveyance of mails, etc and payees’ receipts for money paid (other than those filed with establishment pay bills)
6 years
64
Muster rolls and Register of muster rolls
5 years
Note 1 : Before any pay bills are destroyed the periods of temporary and officiating services, as recorded in the service books of the Government servant concerned should be verified by the Head of the Office from the pay bills and the fact of such verification should be recorded under proper attestation in the service books.
Note 2 : The acquittance rolls of Gramin Dak Sevaks should be preserved for 45 years for the purpose of verification of their services.
Note 3 : Receipts for money paid filed along with the acquittance rolls should be preserved for the period prescribed for the relevant acquittance rolls.
Note 4(Appendix 5 of P&T FHB Volume I)
65
Schedule of customs duty and other charges realised in cash on inward foreign parcels and letter mail articles
1 – 1½ years
66
Schedules of cash refunds of customs duty and postal fee
1 – 1½ years after the items assessed to the customs duty are finally disposed off
