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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 the prescribed period of maturity or extended maturity (if the certificates are allowed to be retained beyond maturity) from the date of discharge of
the certificate
2
Register of Nominations (NC.52) of Post Office Savings Certificates
5 years plus the prescribed period of maturity or extended maturity (if the certificates are allowed to be retained beyond maturity) from the date of discharge of the certificate
3
Yearly list of unsold Post Office Savings Certificates
The list should be destroyed after obtaining from the Postal Accounts Office certificate of settlement of all the discrepant items relating to that year or after 2 years
whichever is later
4
Yearly list of Unclaimed Post Office Savings Certificates
3 years
5
Preliminary receipts NC 4(a) issued for Post Office Savings Certificates
3 years
6
Preliminary receipts NC 11 issued for Post Office Savings Certificates
3 years
7
Identity slips (counter foils) of Post Office Savings Certificates
18 months after the discharge of the certificates
8
Voucher List (NC.31 (a) of Post Office Savings Certificates
18 months provided no objections are pending settlement regarding non receipt of any returns in the Postal Accounts Office
9
Daily summary of payment of Defence Deposit Certificates
18 months
10
Guard Book containing applications for Gift Coupons (NC.40)
3 years after the Gift Coupons are discharged
11
Receipts issued for amounts for purchase of Units of the Unit Trust of India
18 months
12
Special error book relating to Savings Certificates
3 years
13
Monthly statistical registers
3 years
14
Bonds of Indemnity obtained in connection with the issue of duplicate certificates under Rule 20 of the PO Savings Certificates Rules 1960 *
(i) 5 year NSCs : 23 years from the date of issue
(ii) 7 year NSCs : 18 years from the date of issue
* From Item 14 it is apparent that the indemnity bonds are to be preserved for a period of 6 years after the period of maturity and extended period of maturity, if any
(iii) 12 year NSCs : 23 years
from the date of issue
(iv) 10 year NPCs : 21 years from the date of issue
(i) 12 year NPSCs : 23 years from the date of issue
15
Journals of certificates issued and discharged
18 months
16
Monthly summaries of certificates issued and discharged
18 months
17
Stock register of certificates
10 years after a new register is opened and the Postmaster has initialled the carried forward entries
18
Invoices of Certificates
3 years
19
Applications for purchase of transfer of certificates in lieu of which duplicate certificates have been issued
For a period of 6 years plus the period of maturity or extended maturity, if any, from the date of discharge of certificates
20
Applications for purchase of transfer of certificates in lieu of which duplicate certificates have been issued
For a period of 6 years plus the prescribed period of maturity or extended maturity (if the certificates are allowed to be retained beyond maturity) from the date of discharge of certificates
21
Sub Office and Head Office journals of certificates issued through Authorised Agents (NC.47 and NC.48)
18 months *
22
Ledger for payment of commission to Authorised Agents (NC.49)
3 years* from the date of payment of commission
23
Authorised Agents Bills for commission earned (NC.50)
3 years* from the date of payment of commission
24
Schedule of commission paid to Authorised Agents
3 years
25
Partially used up Authorised Agents Receipt
books
3 years
26
Nominal Roll kept in SB and Savings Certificates Branches
10 years
27
Monthly Statement of stock position of Certificates sent by the Sub Office to Head Office
3 years
* Records mentioned at Serial Number 21 to 24 should not be destroyed, in case, where the commission has not been paid
28
Unclaimed savings certificates kept in the custody of Postal Accounts Office
30 years from the date of maturity
29
Register of Sale of Gift Coupons
18 months after the Gift Coupons are discharged
30
List of Gift Coupons sold during the month
18 months
31
Claims to postal certificates of deceased holders (all relevant material including files, registers and records)
Three years after payment is made except where payment is made on indemnity bond in which case the papers together with the bond should be preserved for six years after the month in which payment is made
(Appendix VII of Post Office Savings Bank Manual Volume II read with DG Posts Letter No.30-47/84-SB dt.03/12/87 and No.30-47/84-SB dt.04/07/88 and 23/08/88)
