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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 will be extracted and kept separately in a serial order of accounts in convenient folders duly stitched and their particulars entered in a special register
2
Ledger cards of closed and transferred accounts and used up ledger cards
6 years provided the ledger agreement work has been completed
3
Sub Office SB Journals
To be destroyed by Sub Postmasters after ensuring that the SB ledgers have been prepared in respect of all accounts standing in the books of a sub office
4
SO SB Ledgers
6 years after all the accounts have been closed, transferred or recopies
5
SO CTD journals of 5 year accounts
6 years from the date of last entry
6
SO CTD journals of 10 year accounts
12 years from the date of last entry
7
SO CTD journals of 15 year accounts
18 years from the date of last entry
8
SO journals of RD accounts of 5 years
6 years from the date of last entry
9
SO journals of FD accounts of 5 years
6 years from the date of last entry
10
SO journals of TD accounts 1 to 5 years
6 years from the date of last entry for 3 and 5 year accounts and 3 years from the date of last entry for 1 and 2 year accounts
11
Specimen signature books – HO
To be destroyed forthwith by Postmaster after ensuring that the application forms pertaining to all accounts pending in the books have been prepared
12
Specimen signature books – SO
5 years after all the accounts featuring in the books have been closed or transferred
13
Guard books containing letters pledging deposits in the PO security deposit accounts
Letter of pledge may be retained for two years after the pledge has either been released or the account has been closed
14
Register of undeliverable passbooks
2 years after all the pass books entered in the register have been transferred to SBCO
15
Special error book maintained in the SB Branch
3 years
16
Books of preliminary savings bank receipts
3 years from the date of issue of last receipt
17
Monthly statistical registers
3 years
18
List of silent accounts received from the SBCO by the sub offices
Permanent
19
Guard books containing depositor’s applications for duplicate passbooks
6 years
20
List of withdrawals of Rs.2,500/- or more at branch offices and single handed sub offices with verification reports
1 year
21
Stock register of passbooks
18 months
22
Interest payment orders received from Director of Postal Accounts Calcutta
3 years
23
Authority for operating a public account
Till the closure of the account
24
Government Security Holder’s Rolls
So long as the securities remain in custody
25
Authority recognising the guardian of a minor depositor
26
Index to Ledger Cards
6 years after all the accounts in the index have been closed or transferred
27
Ledger Cards of silent accounts and ledger folio of silent accounts extracted
Permanent
28
Guard file containing applications for local transfer of accounts
5 years after all the accounts finding place in the register and the guard book containing applications are closed/settled
30
Guard book containing applications for nomination of SB accounts and applications for cancellation and variation of nomination
5 years after all the accounts finding place in the register and the guard book containing applications are closed/settled
31
Index to preliminary receipts (MS.15)
2 years
32
SB slip (SB.27)
18 months
33
Duplicate copies of Advice of Transfer (SB.9 or SB.9a)
2 years after obtaining from the Pairing Office a certificate that no item is outstanding as unpaired
34
Register of inward and outward advices of transfer
2 years
35
SB voucher list (SB.22)
2 years
36
Register of rectification of SB interest
3 years
37
Objection register (SB.61)
2 years after all the objections have been settled
38
Register showing the number of SB passbooks received for entry of interest
2 years
39
Duplicate copies of preliminary receipts (SB.26) received from the branch offices and kept in the account office
18 months
40
Register of deceased depositor’s claim cases including files and records
3 years after the accounts are closed except where withdrawals are allowed on an indemnity bond, in which case the papers are to be preserved for six years after the accounts are closed
41
Duplicate copies of credit/debit SB transfer journals
2 years after obtaining from Pairing Office a certificate that no item is outstanding as unpaired
42
Register of discontinued CTD accounts revived
2 years after the revival of last entry
43
Register containing photographs and other particulars of depositors
3 years after the accounts in the register have been closed or transferred
Register of sanctions issued to Branch Offices and ED Sub Offices in respect of withdrawals exceeding the powers of BPMs/EDSPMs
2 years
48
Guard file containing applications for
conversion of CTD accounts from one type to another
1 year
49
Guard book containing letters of authority from illiterate or blind depositors for operating the accounts through agents
2 years after all the accounts in the guard book have been closed or transferred
50
Guard book containing Court orders regarding guardianship of minors
2 years after accounts in the guard book have been closed or transferred
51
Guard book containing sanctions for opening Provident Fund accounts
2 years after accounts in the guard book have been closed or transferred
52
Guard book containing powers of attorney
2 years after accounts in the guard book have been closed or transferred
53
Guard book containing applications for the issue of new SB passbooks in lieu of spoilt ones
3 years
54
List of “Will Follow” interest accounts
2 years
55
Guard book containing applications for change in the name of SB depositors
2 years after the accounts are closed
56
Guard book containing letter of authority of SB depositors on active service
2 years after the accounts are closed
57
Guard book containing Court attachment orders of SB deposits
2 years after the accounts are closed
58
Guard book containing applications of depositors for issue of SB cheque books
2 years after the accounts are closed
59
Guard book containing copies of lists of collection cheques on outstation branches
2 years following the financial year to which the guard book belongs. Where the guard book stretches beyond a financial year, it will be preserved for 2 years following the last of the years to which the guard book belongs
60
Guard book containing copies of lists of collection cheques on local branches
-do-
61
Guard book containing copies of lists of collection cheques received from outstation for collection
-do-
62
Receipt book for passbooks (SB.28)
2 years
63
List of documents
2 years
64
Long Books
2 years
65
Guard book containing applications of depositors for revival of silent accounts
5 years (Rule 81 of POSB Manual Vol I)
66
Error book maintained in connection with the deposit by automatic transfer from SB account to CTD/RD account of the depositor
5 years
67
Guard file containing applications for the grant of certificate of deposits made in CTD accounts
1 year
68
Nominal roll kept in SB/SC branch
10 years
69
Guard book containing monthly schedule of CTD/RD accounts under Pay Roll Savings Scheme in Sub Offices
Same period as prescribed for SO CTD/RD journals
(Appendix III of Post Office Savings Bank Manual I)
