Chapter 45

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45.1 6WDJH RI ,QGH[LQJ

Filcs will lc indccd ai iIc iinc of iIcir rccording. Only iIosc filcs wIicI
arc caicgoriscd as 'A' and 'D' and iIosc in iIc 'C' caicgory wIicI arc io lc rciaincd
for 10 ycars will lc indccd.

45.2 0DQQHU RI LQGH[LQJ

(i} WIilc rcaring a filc for rccord, iIc dcaling Iand will undcrlinc .

(a} TIc 'indc Icad' i.c. iIc siandard Icad or iIc nosi inoriani caicI
word in iIc siandard Icad wIicI will naiurally occur io any official
scarcIing for iIc filc and wIicI will dcicrninc iIc osiiion of iIc rclcvani
indc sli in iIc consolidaicd indc.
(l} TIc 'indc sul-Icad' i.c. iIc caicI-word or caicI-words in iIc
siandard sul-Icads and /or iIc 'conicni' of iIc iiilc wIicI will givc a
furiIcr and norc sccific cluc io iIc filc undcr scarcI.

(ii} WIcrc iIc funciional filing sysicn is followcd, filcs nccd noi lc indccd
undcr iIc lasis, rinary, sccondary and icriiary Icads for wIicI iIc
classificaiion scIcnc iisclf will rovidc iIc nasicr indc. Howcvcr, sucI filcs will
Iavc io lc indccd undcr iIc caicI-words uscd in iIc 'conicni' ari of iIc iiilc
wIicI falls ouisidc iIc siandardiscd Icadings.

(iii} Aficr indc Icads and sul-Icads in iIc iiilc Iavc lccn arovcd ly iIc
Scciion Officcr/OS/Hcad Clcrl, iIc rccord clcrl will .

(a} iyc oui, in dulicaic, as nany indc slis as iIcrc arc indc Icads and
sul-Icads undcrlincd in iIc iiilc;
(l} disiinguisI iIc indc Icads fron iIc sul-Icads ly iying iIc forncr in
caiial lciicrs;
(c} indicaic, ai iIc io of iIc indc slis, all iIc Icads and sul-Icads
ncniioncd in iIc iiilc, onc lclow iIc oiIcr, followcd ly iIc conlcic iiilc of
iIc filc and iIc filc nunlcr;
(d} alloi a air of slis io cacI indc Icad and sul-Icad ly scoring oui
cnirics rclaiing io iIc oiIcrs;
(c} arrangc iIc indc slis in iwo scis, onc in alIalciical ordcr of iIc
Icads/sul-Icads, for usc in iIc scciion, and iIc oiIcr in iIc scqucncc of
iIc filc nunlcrs for iIc usc of iIc conilcr of iIc dcarincnial indc;
(f} lcc cacI sci of acr indc slis in scaraic sring cli foldcrs for
cacI ycar;
(g} indicaic iIc daic of indcing on iIc filc covcr and iniiial ii in iIc sacc
rovidcd for iIc urosc.

(iv} Indc slis will nornally lc iycd on good qualiiy acr. In iIc casc of
inoriani filcs rcquiring frcqucni and urgcni rcfcrcncc, Iowcvcr, card
indccs could also lc rcarcd. Evcn Icrc, iIc dulicaic sci ncani for
incororaiion in iIc dcarincnial indc, will lc lci according io iIc
alIalciical ordcr of iIcir rcscciivc caicI-words, in a singlc scrics for all
iIc ycars. EacI dcarincni will issuc dcarincnial insiruciions sccifying
iIc classcs of filcs in rcscci of wIicI card indccs will lc nainiaincd;

(v} To cnsurc consisicncy and faciliiaic consolidaiion of dcarincnial indc,
filcs rclaiing io arliancniary lusincss will lc indccd noi only undcr iIc
aroriaic siandard Icads and sul-Icads lui also undcr iIc naiurc of
sucI lusincss, c.g. Parliancni Qucsiions, cui-noiions, rcsoluiions, cic.

45.3 &XVWRG\ RI LQGH[ VOLSV

(i} Indc slis will rcnain in iIc cusiody of iIc rccord clcrl.

(ii} Aficr all iIc filcs rclaiing io a ycar Iavc lccn rccordcd, iIc sci of indc slis
in rcscci of iIai ycar ncani for usc wiiIin iIc scciion (viz. iIai arrangcd
in alIalciical ordcr} will lc ncaily siiicIcd and iIc siiicIcd conilaiion
lci ai a convcnicni lacc for rcfcrcncc ly all conccrncd.

45.4 &RPSLODWLRQ RI GHSDUWPHQWDO LQGH[

(i} TIc indc slis criaining io filcs rclaiing io a ycar will lc scni io iIc
conilcr of iIc dcarincnial indc onc ycar aficr iIc closc of iIc ycar io
wIicI iIcy rclaic. If sonc filcs of iIai ycar siill rcnain currcni cvcn ai iIc
iinc of scnding iIc indc slis as cnvisagcd alovc, iIc dcaling Iand wiiI
iIc aroval of iIc Scciion Officcr/OS/Hcad Clcrl will rcarc indc slis
in rcscci of sucI filcs as arc lilcly io lc rciaincd for 10 ycars or norc fron
iIc daic of rccording. TIcsc will also lc addcd io iIc sci of slis lcing scni
io iIc conilcr of iIc dcarincnial indc.


(ii} TIc conilcr of iIc dcarincnial indc will .

(a} Edii iIc indc slis ly .

(i} allowing iIc full iiilc io acar only on iIc nain indc
slis, i.c. iIosc indccd undcr iIc indc Icads;
(ii} scoring oui iIc iiilc on iIc sulsidiary indc slis, i.c.,
iIosc indccd undcr iIc indc sul-Icads and giving a cross
rcfcrcncc io iIc rclcvani indc Icad.

(l} Arrangc iIc indc slis rcccivcd fron diffcrcni scciions, in
alIalciical ordcr in a singlc scrics for iIc dcarincni as a wIolc;

(c} Arrangc for iIc riniing or cyclosiyling of iIc consolidaicd
dcarincnial indc for cacI ycar.

45.5 3UHFHGHQW ERRN

Evcry scciion will nainiain a rcccdcni lool in iIc rcscrilcd forn
(Anncxurc-XXII) for lccing noic of inoriani rulings and dccisions Iaving a
rcccdcni valuc for rcady rcfcrcncc. Enirics in iIis rccord will lc nadc ai iIc
carlicsi ooriuniiy and, in any casc, ai iIc siagc of rccording iIc filc.

45.6 5HFRUG UHWHQWLRQ VFKHGXOH

(i} To cnsurc iIai filcs arc nciiIcr rcnaiurcly dcsiroycd nor lci for criods
longcr iIan ncccssary, cvcry dcarincni will .

(a} in rcscci of rccords connccicd wiiI accounis, olscrvc iIc
insiruciions coniaincd in Acndi 13 io iIc Ccncral Financial Fulcs;
(l} in rcscci of rccords rclaiing io csiallisIncni, crsonncl and Iousc-
lccing naiicrs connon io all dcarincnis, follow iIc 'scIcdulc of criods
of rcicniion for rccords connon io all dcarincnis' issucd ly iIc
Dcarincni of Pcrsonncl & Adninisiraiivc Fcforns;
(c} in rcscci of rccords rcscrilcd in iIis Manual, olscrvc iIc rcicniion
criods sccificd in (Anncxurc-XXIII(A) TO (F));
(d} in rcscci of rccords connccicd wiiI iis sulsianiivc funciions, issuc
a dcarincnial rcicniion scIcdulc rcscriling iIc criods for wIicI filcs
dcaling wiiI sccificd suljccis sIould lc rcscrvcd, in consuliaiion wiiI
iIc Naiional ArcIivcs of India.

(ii} TIc alovc scIcdulcs sIould lc rcvicwcd ai lcasi oncc in 5 ycars.

45.7 6WDJH RI UHFRUGLQJ

Filcs sIould lc rccordcd aficr aciion on iIc issucs considcrcd iIcrcon Ias
lccn conlcicd. Howcvcr, filcs of a urcly cIcncral naiurc coniaining acrs of
liiilc rcfcrcncc or rcscarcI valuc nay lc dcsiroycd aficr onc ycar wiiIoui lcing
fornally rccordcd.

45.8 &ODVVLILFDWLRQ RI UHFRUGV

Filcs nay lc rccordcd undcr any onc of iIc following classcs;

(i} Class 'A' ncaning 'lcc and rini or nicrofiln'

TIis classificaiion will lc adoicd for .

(a} filcs of Iisiorical inoriancc;
(l} filcs wIicI qualify for crnancni rcscrvaiion for adninisiraiivc
uroscs and wIicI Iavc io lc rinicd or nicrofilncd lccausc iIcy
coniain ;

(i} a docuncni so rccious iIai iis original nusi lc rcscrvcd
iniaci and acccss io ii in iIc original forn nusi lc rcsiricicd io iIc
larcsi nininun or
(ii} naicrial lilcly io lc rcquircd for frcqucni rcfcrcncc ly
diffcrcni ariics.

(ND . Filcs of CDI arc noi ordinarily classificd 'A'}

(ii} Class 'D' ncaning lcc lui do noi rini or nicrofiln"

TIis class will covcr filcs rcquircd for crnancni rcscrvaiion for
adninisiraiivc urosc, lui noi coniaining naicrial of iIc lind ncniioncd
in (i} or (ii} of sul-ara (i} (l} alovc.

(iii} Class 'C' ncaning lcc for sccificd criod only"

TIis class will includc filcs of sccondary inoriancc and Iaving rcfcrcncc
valuc for a liniicd criod noi ccccding 10 ycars.

45.9 3URFHGXUH IRU UHFRUGLQJ

(i} Aficr aciion on a filc Ias lccn conlcicd, iIc dcaling Iand will .

(a} siaic iIc faci of conlciion of aciion on iIc filc;
(l} suggcsi iIc aroriaic classificaiion of rccord and in iIc casc of
class 'C' filcs, also sccify iIc rcicniion criod and iIc ycar of rcvicw;
(c} wIcrc ncccssary, rcvisc iIc iiilc of iIc filc so iIai ii dcscrilcs
adcquaicly iIc conicnis ai iIai siagc;
(d} undcrlinc iIc words, undcr wIicI iIc iiilc sIould lc indccd;
(c} indicaic on iIc filc covcr wIciIcr any of iIc dccisions coniaincd in
iIc filc is or is noi io lc noicd in iIc rcccdcni lool ly scoring oui iIc
cniry noi alicallc;
(f} indicaic iIc cIangcs, if any, io lc incororaicd in iIc sianding
guard filc;
(g} rcnovc fron iIc nain filc, rouiinc acrs;
(I} in rcscci of Class 'A' filcs rooscd io lc rinicd, cdii iIc filc in
accordancc wiiI iIc insiruciions givcn in Acndi III io iIc Fulcs of
Priniing and Dinding and suggcsi iIc nunlcr of coics io lc rinicd;
(i} conlcic all rcfcrcnccs and, in ariicular, narl rcvious and laicr
rcfcrcnccs on iIc suljcci on iIc filc covcr;
(j} iniiial iIc cnirics on iIc filc covcr;
(l} sulnii iIc filc io iIc Scciion Officcr/OS/Hcad Clcrl.

(ii} Aficr saiisfying Iinsclf iIai no aciion is cnding on iIc filc, iIc Scciion
Officcr/OS/Hcad Clcrl will .

(a} arovc or nodify iIc aciion rooscd in (l} io (g} of sul-ara(i};
(l} cnsurc iIai aciion in rcscci of (I} and (i} sul-ara (i} Ias lccn
ialcn;
(c} sign on iIc noics oriion and iniiial cnirics on iIc filc covcr;
(d} if iIc filc is rooscd io lc rccordcd undcr class 'A', oliain iIc
aroval of iIc lrancI oficcr;
(c} ass on iIc filc io iIc Fccord Clcrl.

(iii} TIc Fccord Clcrl will .

(a} conlcic colunns 4 & 5 of iIc filc rcgisicr and, wIcrc ncccssary,
corrcci iIc cniry in colunn 2 iIcrcof;
(l} cnicr iIc filc nunlcr in colunn 2 of iIc rcgisicr for waicIing
rogrcss of rccording (Anncxurc-XXIV};
(c} cnicr Class 'C' filcs rooscd io lc rciaincd for noi norc iIan
3 ycars in iIc rccord rcvicw rcgisicr (Anncxurc-XXV};
(d} wriic iIc word 'rccordcd' ronincnily in rcd inl, across iIc
cnirics in iIc filc novcncni rcgisicr;
(c} inl agc nunlcrs and oiIcr rcfcrcnccs (ccci rcfcrcnccs io
alIalciical slis} nadc in cncil;
(f} indicaic iIc ycar of rcvicw on iIc filc covcr in rcscci of class
'C' filcs;
(g} rcarc frcsI covcr, wIcrc ncccssary, wiiI all iIc cnirics
alrcady nadc iIcrcon;
(I} Iand ovcr iIc filc io iIc Dafiry aficr uiiing iIc iniiials ai iIc
aroriaic lacc on iIc filc covcr.

(iv} TIc Dafiry will rcair iIc danagcd acrs, if any, siiicI iIc filc and sulnii
ii io iIc Scciion Officcr/OS/Hcad Clcrl.

(v} Aficr saiisfying Iinsclf iIai iIc filc Ias lccn rocrly rccordcd, iIc Scciion
Officcr/OS/Hcad Clcrl will sign iIc ouicr covcr and rciurn iIc filc io iIc
Fccord Clcrl.

(vi} TIc Fccord Clcrl will cnicr iIc filc nunlcr in colunn 4 of iIc rcgisicr and
nalc ii ovcr io iIc Dafiry for lcing lci in iIc lundlc of rccordcd filcs.

45.10 &XVWRG\ RI UHFRUGV

(i} Fccordcd filcs will lc lci scrially arrangcd in iIc Scciions conccrncd for
noi norc iIan 3 calcndar ycars. TIcrcaficr iIcy will lc iransfcrrcd io iIc
Dcarincnial Fccord Foon.

(ii} In iIc cvcni of iransfcr of worl fron onc Scciion io anoiIcr, iIc rclcvani
filcs also will lc iransfcrrcd, aficr lcing lisicd in dulicaic. Onc coy of
iIis lisi will lc rciaincd ly iIc Scciion ialing ovcr iIc filcs for iis rccord
and iIc oiIcr aclnowlcdgcd and rciurncd io iIc Scciion iransfcrring iIcn.

(iii} Filcs iransfcrrcd ly a Scciion io iIc Dcarincnial Fccord Foon will lc
acconanicd ly a lisi of filcs in dulicaic. TIc Dcarincnial Fccord Foon
will vcrify iIai all iIc filcs ncniioncd in iIc lisi Iavc lccn rcccivcd, rciain
onc coy of iIc lisi and rciurn iIc oiIcr, duly signcd, io iIc Scciion
conccrncd. In iIc Fccord Foon, iIcsc lisis will lc lci scciion-wisc in
scaraic filc covcrs.

(iv} TIc Dcarincnial Fccord Foon will nainiain a rccord rcvicw rcgisicr in
wIicI a fcw agcs will lc alloiicd for cacI fuiurc ycar. Class 'C' filcs
narlcd for rcvicw in a ariicular ycar will lc cnicrcd in iIc agcs
carnarlcd for iIai ycar in iIc rcgisicr.

(v} Filcs surviving iIc rcvicw undcrialcn on iIcir aiiaining iIc 25iI ycar of
iIc lifc will lc siancd ronincnily as iransfcrrcd io NAI" and rciircd io
iIc Naiional ArcIivcs. Filcs iransfcrrcd io iIc Naiional ArcIivcs will lc
acconanicd ly a lisi of filcs, in irilicaic, onc coy of wIicI will lc
rciurncd ly iIc Naiional ArcIivcs, duly signcd, io iIc Dcarincnial Fccord
Foon.

45.11 5HYLHZ DQG ZHHGLQJ RI UHFRUGV

(i} No filc oiIcr iIan cIcncral filcs will lc wccdcd oui wiiIoui firsi
rcvicwing iis conicnis.

(ii} A class 'C' filc will lc rcvicwcd on iIc ciry of iIc sccificd rcicniion
criod, and dccnding on iIc ncriis of iIc casc, will lc .

(a} wccdcd oui;
(l} rciaincd for a furiIcr criod noi ccccding 10 ycars fron iIc ycar of
iis closing, ai iIc cnd of wIicI ii will lc wccdcd oui wiiIoui any furiIcr
rcvicw; or
(c} ugradcd io class 'D' wiiI iIc aroval of iIc DrancI Officcr.

(iii} Class 'A' and Class 'D' filcs will lc rcvicwcd on aiiaining iIc 25 ycar of iIcir
lifc in consuliaiion wiiI iIc Naiional ArcIivcs of India. In iIcsc rcvicws,
iIc nccd for rcvising iIc original classificaiion of class 'D' filcs nay also lc
considcrcd.

(iv} TIc ycar of rcvicw of class 'C' filcs will lc rccloncd wiiI rcfcrcncc io iIc
ycar of iIcir closing and iIai for class 'A' and class 'D' filcs wiiI rcfcrcncc
io iIc ycar of iIcir ocning.

(v} Dcginning in January cacI ycar, iIc Fccord Clcrl will consuli iIc rccord
rcvicw rcgisicr and sulnii filcs duc for rcvicw in iIc rcccding ycar io iIc
Scciion Officcr, aficr scoring oui iIc rclcvani cnirics in iIai rcgisicr.
Sinilarly, iIc Dcarincnial Fccord Foon will scnd io iIc Scciions
conccrncd filcs duc for rcvicw in iIc rcccding ycar iogciIcr wiiI a lisi of
filcs in iIc forn ai (Anncxurc- XXVI).

(vi} Filcs rcccivcd for rcvicw will lc canincd ly, or undcr iIc dircciions of iIc
Scciion Officcr conccrncd and iIosc no longcr rcquircd will lc narlcd for
dcsiruciion. OiIcr filcs nay lc narlcd for furiIcr rcicniion.

(vii} If in iIc casc of a lcss iIan iIrcc ycars old filc, ii Ias lccn dccidcd on
rcvicw io wccd oui, iIc cniry io iIis cffcci in iIc filc rcgisicr will also lc
aiicsicd ly iIc signaiurc of Scciion Officcr/OS/Hcad Clcrl or oiIcr officcr
auiIorising iIc dcsiruciion.

(viii} TIc Dcarincnial Fccord Foon will .

(a} iransfcr class 'A' and class 'D' filcs surviving iIc rcvicw undcrialcn
ai iIc 25iI ycar of iIcir lifc io iIc Naiional ArcIivcs;
(l} in iIc casc of oiIcr filcs .

(i} dsiroy iIosc narlcd for dcsiruciion, aficr conlciing colunn
4 of iIc lisi of filcs;
(ii} rcsiorc iIc rcsi, i.c., iIosc narlcd for furiIcr rcicniion, io iIc
dcarincnial rccord siacls aficr naling iIc rcquircd cnirics in iIc
rccord rcvicw rcgisicr in iIc casc of class 'C' filcs.

(i} Fccords noi falling wiiIin iIc caicgory of filcs, c.g. ullicaiions, sarc
coics of circulars, ordcrs will also lc suljccicd io criodic rcvicws ai
suiiallc inicrvals and iIosc no longcr nccdcd, sIould lc wccdcd oui. To
faciliiaic sucI rcvicws cacI Scciion will nainiain a rcgisicr.

45.12 5HFRUGV PDLQWDLQHG E\ RIILFHUV DQG WKHLU SHUVRQDO VWDII

EacI dcarincni nay issuc dcarincnial insiruciions io rcgulaic iIc
rcvicw and wccding oui of rccords nainiaincd ly officcrs and iIcir crsonal siaff.

45.13 5HTXLVLWLRQLQJ RI UHFRUGV

(i} No rccordcd filc will lc issucd fron iIc Scciional, Dcarincnial or ArcIival
rccords ccci againsi a signcd rcquisiiion in rinicd forn O&M 65, in iIc
casc of ArcIival rccords and also in iIc forn in iIc casc of oiIcr rccords.

(ii} Fcquisiiion for filcs lclonging io oiIcr dcarincnis and in iIc cusiody of
iIc Naiional ArcIivcs will lc goi cndorscd ly iIc dcarincni conccrncd
lcforc iIcy arc scni io iIc ArcIivcs. If iIc rcquisiiioncd filcd Iacns io lc
a confidcniial onc, iIc ArcIivcs will noi suly iIc filc dircci io iIc
rcquisiiioning dcarincni lui rouic ii iIrougI iIc dcarincni io wIicI ii
lclongs.

(iii} TIc rcquisiiion will lc lci in iIc lacc of iIc filc issucd.

(iv} If iIc rcquisiiioncd filc is onc iIai Ias lccn nicrofilncd or rinicd,
nornally a nicrofilncd or rinicd coy and noi iIc original will lc issucd
io iIc rcquisiiioning dcarincni.

(v} If a rcquisiiioncd filc iniiially oliaincd for lcing ui u in onc casc is
sulscqucnily ui u on anoiIcr, a frcsI rcquisiiion sIould lc givcn io iIc
scciion dafiry or scni io iIc Dcarincni Fccord Foon or iIc Naiional
ArcIivcs, as iIc casc nay lc, for rclacing iIc original rcquisiiion wIicI
will lc rciurncd io iIc ariy conccrncd. In iIc casc of rccords oliaincd
fron iIc Naiional ArcIivcs, iIc frcsI rcquisiiion sli will lc ronincnily
narlcd cIangc sli".

(vi} On rciurn, iIc rcquisiiioncd filc will lc rcsiorcd io iis lacc and iIc
rcquisiiion rciurncd io iIc Scciion/Official conccrncd.

(vii} Filcs oliaincd ly a Scciion fron iIc Dcarincnial Fccord Foon will
nornally lc rciurncd wiiIin 3 noniIs. If iIcy arc noi rcccivcd lacl wiiIin
iIis criod, iIc Dcarincnial Fccord Foon will rcnind iIc Scciion
conccrncd. For iIis urosc, iIc Fccord Foon will nainiain a sinlc
rcgisicr for lccing a rccord of iIc filcs issucd io iIc various Scciions cacI
noniI. A sinilar rcgisicr will lc nainiaincd ly cacI Scciion as a rccord of
filcs lorrowcd fron ii ly oiIcr Scciions.

(viii} Filcs oliaincd ly a dcarincni fron iIc Naiional ArcIivcs will noi
nornally lc rciaincd for norc iIai 6 noniIs ccci wiiI iIc laicr's sccific
lnowlcdgc and conscni.