DGCA Record Retention - 2014

1
GOVERNMENT OF INDIA
DIRECTORATE GENERAL OF CIVIL AVIATION
RECORD RETENTION SCHEDULE

FOR
RECORDS RELATING TO
SUBSTANTIVE FUNCTIONS OF
DIRECTORATE GENERAL OF
CIVIL AVIATION
DIRECTORATE GENRAL OF CIVIL AVIATION
Parliament & Coordination Section
September, 2014
2

Directorate General of Civil Aviation
(Ministry of Civil Aviation),
New Delhi
Index
Sr. No. Section/Directorates Page No.
1 GENERAL INSTRUCTIONS 3-4
2 COMMON RECORDS / M A T T E R S 5-9
RELATING TO RTI APPLICATIONS,
COURT CASES, PARLIAMENT,
ESTABLISHMENT, COORDINATION,
ETC. FOR ALL SECTIONS
3 ESTABLISHMENT I, II & III SECTIONS 10-35
AND RECRUITMENT CELL
4 CASH SECTION 36-40
5 GENERAL SECTION 41-43
6 HINDI SECTION 44-46
7 FINANCE SECTION 47-49
8 INFORMATION & TECHNOLOGY 50
9 VIGILANCE SECTION 51-58
10 AERODROME STANDARDS 59
DIRECTORATE
11 AIRWORTHINESS DIRECTORATE 60-61
12 AIR TRANSPORT DIRECTORATE (AT-I) 62
13 AIR TRANSPORT DIRECTORATE (AT-II) 63
14 AIR SAFETY DIRECTORATE 64
15 CENTRAL EXAMINATION 65
ORGANIZATION (CEO)
16 FLIGHT STANDARD DIRECTORATE 66
17 FLYING AND TRAINING 67
DIRECTORATE
18 INFORMATION AND REGULATION 68
DIRECTORATE
19 LIBRARY SECTION 69
20 ANS DIRECTORATE 70-71
21 AIRCRAFT ENGINEERING 73-74
DIRECTORATE
22 LICENSING DIRECTORATE 75
3

GOVERNMENT OF INDIA
D IR E C TO R A T E GE N R A L OF CIVIL AVIATION
INTRODUCTION NOTE
(i) This Record Retention Schedule is for the records pertaining to

substantive functions of the Directorate General of Civil Aviation.
(ii) Retention periods in respect of records which fall in the category of

Records Common to all Departments should be reckoned from the
Record Schedule in respect of Records Common to All
Ministries/Departments prepared by the Department of Administrative
Reforms and Public Grievances.
(iii) The Retention Period for Category “A” and Category “B” files is 25
years from the date of opening of the files. In the case of a Category “C”
file, the retention period is to be reckoned from the date of their
recording. The classification of each file should be distinctly written
with the red ink on the top left corner of the each file cover.
(iv) While prescribing the retention period for the category “C” files in the
enclosed Retention Schedule slabs of C-1, C-3, C-5 and C-10 may be
followed, where the numerical stands for number of years of retention of a
file. All Category “C” files must be reviewed by the concerned sections
on the expiry of the specified retention period. While doing so, these
files, if so required, may be granted a further lease of life not exceeding
a period of ten years, or upgraded as “B”, depending upon the
importance of the subject matter dealt with therein.
(v) Category “A” and “B” files may be appraised by the said Records
Creating Agency in consultation with the National Archives of India
after 25 years of their life. The files selected for permanent retention after
appraisal, may be transferred to the NAI for their permanent custody
and scientific preservation as per provision of section 6(1)
(c) of the Public Record Act, 1993 and the rule 5 (2) (3) (4) of Public
Records Rules, 1997.
(vi) In the case of records other than files, the retention period will be
counted from the year in which it has ceased to be current.
(vii) If records related to two or more subjects for which different retention
periods have been prescribed, it will be retained for the highest of such
period.
(viii) In exceptional cases, a record may be retained for a period longer than
the specified in the Schedule if it has certain special features or such a
course is warranted by the peculiar needs of the section/division. The
records may be required to be kept for longer period because of court
cases, pending audit paras, etc. In no case,
However, will a record be retained for a period of shorter than
prescribed in the Schedule
4

(ix) If a record is required in connection with the disposal of another

record, the former will not be weeded out until after all the issues
raised on the later have been finally decided, even though the
retention period marked on the former may have expired in the
meantime. In fact, the retention periods initially marked on such
records should be consciously reviewed and, whether necessary, revised
suitably.
(x) All sections of the D G C A may be directed to maintain the File

Register as prescribed in Para 97 and Appendix 22 of the CS MOP.
(xi) A regular Programme of recording/reviewing/weeding of record should

be undertaken by each section of the Directorate General of Civil Aviation
and progress in this regard should be monitored.
(xii) Timely transfer of all semi-current records to be Departmental Records

room may be also be ensured, as per provisions of Para 112 of the
MOP.
(xiii) All sections are requested to ensure that the provisions contained in the
Record Retention Schedule are strictly followed.
Categorization of Records
(i) Category “A” meaning “keep and microfilm”-

(a) Files which qualify for permanent preservation for administrative
purposes and which have to be microfilmed because they contain:
(i) a document so precious that its original must be preserved intact
and access to it in the original from must be restricted to the barest
minimum to avoid its damage of loss ; or
(ii) Material likely to be required for frequent reference by different
parties simultaneously/frequently.
(iii) Files of historical importance.
(ii) Category y “B” me a ning “k e e p but do not microfilm – This category will
cover files required for permanent preservation for administration purpose.
It will, however, exclude the nature of material falling under the category
described in (i) or (ii) of sub-para (1) (a) above and therefore need not be
microfilmed.
(iii) Category “C” meaning “keep for specified period only” . This category will
include files of secondary importance having reference value for a limited
period not exceeding 10 years. In exceptional cases, if the record is required to
be retained beyond 10 years it will upgraded to B Category. For C-3, C-5 & C-
10 means Category “C” files to be kept for 3 years, 5 years and 10 years
respectively.
5

COMMON RECORDS RELATING TO RTI, COURT CASES, PARLIAMENT,
ESTABLISHMENT, COORDINATION, ETC. MATTERS A P P L I C A B L E T O ALL
SECTIONS OF THE “ DIRECTORATE GENERAL OF CIVIL AVIATION”
RIGHT TO INFORMATION (RTI)

Sl.No. Subject/records groups Proposed Retention Remarks
Period
1. RTI cases disposed without C-3
attracting any 1st Appeal
2. RTI cases attracting 1st Appeal C-3 Since they may attract
1st Appeal so require a
fair retention period.
3. RTI Cases attracting 2nd Appeal C-3 or till the compliance of
(without any remarkable decision) CIC orders, whichever is later
4. RTI Cases attracting 2nd Appeal C-5 Judgment/CIC ruling

(involving a remarkable decision) “B”
5. 1st Appeal cases files C-5 As these may attract
2nd Appeal
6. 2nd Appeal cases files C-3 or till the compliance of
CIC order
7. Files relating to the administrative C-3
aspects of RTI Act, 2005 i. e.
implementation, suggestion,
guidelines etc.
8. Files Register of RTI Applications B- Keep
i.e. records other than file.
COURT CASES
Sl.No. Subject/records groups Proposed Retention Remarks
Period
1. Court Cases Three years from the final
disposal of the case.
6

RECORDS/PAPERS RELATING TO PARLIAMENT, ESTABLISHMENT,

COORDINATION, ETC.
S.No. Description of Records
Main head Sub head Retention period Remarks
1. Parliament 1.General aspects ‘A’ or ‘B’ category,
matters depending on the content
value, in the case of
deportments issuing the
orders/ instructions etc.
and the departments
concerned; other
departments need keep
only the standing orders,
weeding out the
superseded ones, as and
when they become
obsolete.
2. Assurances and C-3 after fulfillment
undertaking
3. Committee (a) For departments Subject to a
reported upon or copy of the
predominantly report being
concerned: C-10 retained
(b) For other interested permanently.
departments: C-3 The National
Archives may
be consulted
before any file
is destroyed.
4. Cut-motions, resolutions/ (a) Admitted and Cases
Calling answered/ discussed: containing
Attention notices – Lok C-3 material of
Sabha (b) Disallowed, lapsed or great
5. Cut- motion, withdrawn: C-1 precedence/
resolutions/ Calling reference value/
Attention notices – historical
Rajya Sabha importance may
be
retained
permanently
6. Questions - Lok Sabha C-1 except assurances

7. Question – Rajya C-1 except assurances
Sabha
7

8. Legislation ‘A’ or ‘B’ category, The National
depending on the Archives may
content value, in the be consulted
case of deportments for its up-keep
issuing the orders/
instructions etc. and the
departments concerned;
other departments need
keep only the standing
orders, weeding out the
when they become
obsolete.
9. Furnishing of material for C-3
speech of President,
Prime
Minister, Minister etc.
2. 10. Parliamentary . C-1 after printing Subject to

proceedings as follow-up action
maintained by being taken by
Parliament Unit the sections
concerned on
their own files
to which
relevant extracts
may be taken.
3. 11. Register of Parliament C-3
questions
4. 12. Opening speech of C-1
Minister for
Consultative
Committee
5. 13. Special Mentions and C-3
matters under Rule
377 in Lok Sabha
6. 14. Statement of C-3 after fulfillment
Fulfillment
o
f Assurances given in
7. 15. Files relating to C-1
furnishing information
to
fulfillmen
t
8. 16. Files relating t o transfer C-1
of Question’s to
Ministries/Deptts.
9. 17. Study visits of the C-3
various Parliamentary
Committees.
10. Citizen Charter. C-3
11 Result Frame Work Documents. C-5

8

12 Examination of draft bills/ordinances/draft C-5 or Notification in Gazette, which is
Cabinet Notes/ Acts. received from various earlier.
State Govts. and various administrative
Ministries/Deptt. which do not pertain to any
particular Section/ Deptt. and require
coordination.
13 Monthly Summary for the Cabinet. C-1
14 References received from other C-1

Ministries
15 Monthly D.O. letter to Cabinet Secy./ Secy. C-1
to P.M.
16 Dissemination of Administrative Circulars/ C-1
Orders/instructions on various Matters received
from Nodal Ministries
17 Participation in National and International C-1
fairs/ Exhibitions and Seminars.
18 Distribution of Republic Day and C-1
Independence Day Passes, Calendars and
19 Implementation of the decisions of the Cabinet/ C-1
Cabinet Committee – submission of monthly
Report –Reg.
20 Submission of returns on Employment of C-1
family members of Govt. servants in foreign
missions and foreign organizations abroad
(while the officer is posted in India) to be sent
to External Affairs.
21 ACC Appointments Monthly returns about C-1
the status of vacancies and proposals in the
PSUs/autonomous bodies (online).
22 Monthly status of ACC cases with regard to C-1
(a) pending proposals, (b) compliance of
ACC decisions & directions.
23 Request for advertisement received C-1
from various sources.
24 Welfare of women- submission of Half yearly C-1
and Annual data/information.
25 Welfare of Senior Citizen. C-1
26 Weekly Senior Level Officers Meeting. C-1
27 Compilation of information C-1
on PMO/VIP/Deliverables /RFD etc. for
weekly meetings as follow-up to Senior Level
Officers meeting.
28 Annual Report reg. Representation C-3
29 Complaints from Associations for C-1

non- observance of reservation orders.
30 Representations from SCs/STs employees reg. C-1
harassments.
31 Monitoring of reservation orders for C-1
posts reserved for SCs/STs.
32 References from PMO/VIPs. Etc. C-1
33 Inspection of rosters maintained by the C-3
Deptt. and all the Organizations under its
34 Annual return for physically C-1
handicapped persons.
9

34 Annual/ Half yearly return for Ex- servicemen. C-1
posts reserved for physically
posts reserved for Ex-servicemen.
38 Recruitment of Minorities in Govt. Services- C-1
Quarterly report to be sent to Ministry of
Home Affairs (Minorities Cell)
39 Prime Minister’s New 15-Point Programme C-1
for the Welfare information relating to total
Number of employees relating to Minorities.
40 Prime Minister’s New 15-Point Programme C-3
for the Welfare of Minorities-Annual Report.
41 Special Recruitment Drive launched for filling C-3
up the backlog reserved vacancies of SCs, STs
and OBCs- Half yearly and Annual Report.
42 Nomination of the Liaison Officer for the C-1
works relating to the welfare of SCs/STs,
Physically Handicapped Persons and Ex-
Servicemen in the Directorate General of Civil
43 Forwarding of Grievances received from C-1
various sources to concerned organization/
Admn. Section for redressed.
44 Issue of suitable communication to the C-1
petitioner/DPG/DARPG etc. reg. Redressal of
the Grievance/closure of the case.
45 Circulation of the consolidated report C-1
46 Circulation of various instructions/Guidelines C-3

received from DPG/DARPG etc. regarding
Public Grievances Redress Machinery (PGRM).
47 Appointment of Public Grievance Officer in C-3
the Directorate General of Civil Aviation.
48 Matters relating to women welfare looking C-3
into reports/ of Women complaints of sexual
Cell/Complaints harassment etc.
49 Constitution of Women Cell, Nomination of C-3
Nodal Officer in the Directorate General of
Civil Aviation for looking after matters relating
50 Constitution of Complaints Committee to look C-3
into Complaints of sexual harassment of women
at work place, nomination of
Chairperson /Nodal Officer etc.
Note : (i) Files relating to Assurances are only to be retained as per RRS.
(ii) Files regarding Parliament Questions to be digitized and weeded out annually.
10

RECORD RETENTION SCHEDULE FOR RECORDS RELATING TO
SUBSTANTIVE FUNCTIONS OF DIRECTORATE GENERAL OF CIVIL AVIATION.
ESTABLISHMENT I, II & III SECTIONS AND RECRUITMENT CELL
S. No. Description of Record Retention

period Remarks
Main Head Sub-Head
(1) (2) (3) (4)
1. Creation and 1. Continuance/ abolition/ Category ‘B’ Subject to particulars of
classification of revival of posts sanctions being noted in
posts Establishments/ Sanction
Register. Refer GFR
2. Conversion of C-10 Subject to particulars of
temporary posts into sanctions being noted in
permanent ones Establishments/ Sanction
Register. Refer GFR
Appendix 13, Annex-1
3. Creation of post Category ‘B’ Subject to particulars of

of permanent sanctions being noted in
nature Establishments/ Sanction
Register. Refer GFR
4. Creation of of C-10 Subject to particulars of
temporary post in Personal sanctions being noted in
staff of Minister Establishments/ Sanction
Register.
5. Revision of scales Category ‘B’ Subject to particulars of
of pay in the case sanctions being noted in
departments Establishments/ Sanction
issuing the Register.
orders and
departments
concerned;
Category ‘C’
for other
departments
who may keep
only the
standing order,
weeding out
the superseded
ones, as and
when they
11

become obsolete
6. Upgradation of C-10 Subject to
posts particulars of sanctions being
noted in
Establishments/ Sanction
Register. Refer GFR
7. Re-designation C-10 Subject to particulars of

of posts sanctions being noted in
Register.
8. Plan/non-Plan C-5 Subject to particulars of

posts sanctions being noted in
Register.
2. Recruitment 1. Recruitment Category ‘B’ in

(general aspects) the case of
including departments
provisions of the issuing the
Constitution orders and
departments
concerned;
Category ‘C’ for
other
departments who
2. Appointment o f C-5 or after Subject to the application of
dependents verification of the candidate and an
deceased Audit whichever authenticated copy of the
employees is later. order of appointment being
kept in the personal file.
3. Appointment o f C-10 Subject to the bio-

honorary workers/ data/application of the
consultants candidate and an authenticated
copy of the order of
appointment being kept in
12

the personal file.
4. Appointment of C-10 Subject to the application of

Non- Indians the candidate and an
authenticated copy of
the order
of
appointment being kept
in the personal file.
5. Estimate (annual) C-3 (Three years

of would be
vacancies compute after
6. Employment (a) C-10 in
priorities and
maintenance of
roster
7. UPSC (b) C-5 in
(Exemption the case
from of others
Consultation)
Regulations
8. Framing of Category ‘B’ in
recruitment rules the case of
departments
issuing the orders
and departments
concerned;
Category ‘C’ for
other departments
who may keep
only the standing
9. Notification to Category ‘B’ in
and release of the case of
vacancies by departments
i. Local issuing the orders
employment and departments
exchange concerned;
ii. D.G.E. & T. Category ‘C’ for
other departments
who may keep
only the standing
10. Nomination of
candidates by C-3
local employment
exchange and
their selection
11. Recruitment Subject to the application

through of the successful
Employment candidate and an
exchange C-10 authenticated
(general
aspects)
13

12. Recruitment copy of the
through Ministry order of
of Personnel, appointment
Public being kept in
Grievances and C-10 the personal
Pensions file.
including Select
List
13. Recruitment by
Ministries
including DEOs/
Messengers C-10
14. Recruitment from

open
market, including
advertising and C-10
inviting of
applications
15. Recruitment
through UPSC
including
requisitions for
recruitment and
recommendat- C-10
ions of UPSC
i. Group A
ii. Group B
16. Recruitment Subject to the
otherwise than C-10 application of
through UPSC the candidate and
an
authenticated
copy of the
order of
appointment
being kept in
the personal
file.
3. Scheduled castes 1. Reservation in Category ‘B’ in the case of The Department

and services: departments issuing the orders of
Scheduled tribes (a) Scheduled and departments concerned; Personal &
castes/ Training and
14

Scheduled Category ‘C’ for other Commissioners
Tribes departments who may keep only for Scheduled
(b) Other the standing order, weeding out Castes and
the superseded ones, as and Scheduled Tribes
when they become obsolete. as
authorities
responsible for
overall policy
and co-
ordination in the
matter, may
keep such
records for
appropriate
longer periods
to be
prescribed by
them in their
respective record
retention
schedule.
2. Return C-1 Subject to (a)
regarding files not being
appointment and closed till after
promotion the presentation
made without of the
consultation with Commission’s
UPSC report to
parliament; and
(b) correspondence
regarding
difference of
opinion between
the UPSC
and the
administrative
department being
dealt with on
the
appropriate
recruitment file.
3. Selection C-3; or C-1 after reconstitution,

Committees for whichever is later
recruitment of
personnel: Period of limitation or C-3
whichever is greater
(a) Constitution
(b) Proceedings
4. Relaxation of C-3 Subject to a
age/educational suitable entry
qualification being made in
the appropriate
service record
15
(i.e.) service book
or service card)
and an
authenticated copy
of the order
being
placed in Vol. II of
Service
book/personal file.
Refer GFR
appendix 13,
Annex-1
5. Condonation of C-4 Subject to a suitable
break in service entry being
made in the
appropriate service
record (i.e.)
service book
or service card)
and an
authenticated copy
of the order
being placed in
Vol. II of Service
book/personal file.
Refer GFR
appendix 13,
Annex-1
6. Engagement of C-3; or C-1 after completion

casual labour of audit, whichever is later.
4. Retrenchment 1. General
Principles
2. Group A Category ‘B’ in the case of A Copy of the order
3. Group B departments issuing the orders will be placed in the
4. Group B (Non- and departments concerned; personal file.
Gazetted) Category ‘C’ for other
5. Group C departments who may keep
6. Group D only the standing order,
weeding out the superseded
ones, as and when they
become obsolete.
5. Verification/re- 1. Rules (General Category ‘B’ in the case

verification of aspects) of departments issuing
character and the orders and
antecedents departments concerned;
Category ‘C’ for other
departments who may
order, weeding out the
when they become
2. Group A C-1 for all. Subject to a suitable
3. Group B entry being made in
16

4. Group B (Non- the appropriate service
Gazetted) record and the
5. Group C verification report itself
6. Group D being kept in Vol.
II of the service
book/ personal file.
6. Medical 1. Rules (General Category ‘B’ in the case

Examination aspects) of departments issuing
the orders and
departments who may
order, weeding out the
when they become
2. Group A C-1 for all. Subject to a suitable
3. Group B entry being made in
4. Group B (Non- the appropriate service
Gazetted) record and the
5. Group C Verification report itself
6. Group D being kept in Vol. II of
the service book/
7. Personal f i l e s 1. Secretaries/ Special (a) Those eligible for On the expiry of the
(Gazetted) Secretaries/ Additional retirement/ terminal specified retention
Secretaries benefits: C-5 after period, personal
issue of final files of officials who
pension / gratuity have made significant
2. Joint Secretaries contribution in any
field of activity (e.g.
3. Director/Deputy administrative,
Secretaries scientific, economic,
4. Under social) and have
Secretaries won national/
5. Section international
Officers r ecognition, should be
6. Stenographer sent to the National
(selection grade) Archives.
7. Stenographer
(grade I)
8. Correspondence C-1
regarding
requisition, transfer,
return etc.
8. Personal files 1. Research (a) Those eligible for

On the expiry of the
(Non-Gazetted) Assistants/Technical retirement/ terminal specified
Assistants/ Statistical benefits: C-5 after issue of
retention period,
Assistants final pension / gratuity personal files of
payment order officials who
have made
2. Assistants significant contribution
3. Stenographers (b) Others: C-5 after in any field
(grade II) they have ceased to be in of activity
4. Investigators (e.g.
17

5. UDCs service administrative,
6. Stenographers scientific, economic,
(grade III) social) and
7. LDCs have won
8. Staff car national/ international
drivers recognition, should be
9. Jacamars / sent to the National
dataries Archives
10. Peons
11. Far ashes
12. Sweepers
13. Correspondence e C-1
regarding
9. Service Records 1. History of (a) For
Services departments preparing
2. Group A and bringing out the
3. Group B compilation :C-5
(b) For other department
(i.e. those supplying
material for inclusion
therein): one year
4. Change in C-3 Subject to a suitable
name of a entry being made in
government servant the appropriate service
record and the
Verification report
itself being kept in Vol.
II of the service
5. Alteration in the C-3 Subject to a suitable
date of birth entry being made in
the appropriate service
record and the
Verification report
II of the service
Refer GFR
appendix 13,
Annex-1
6. Change in C-3 Subject to a suitable

qualification of entry being made in
government servant the appropriate service
record and the
Verification report
II of the service
Refer GFR
appendix 13, Annex-1
18

7. Civil list, C-3
gradation / seniority
list:
Refer GFR
(a) In the case of One year after relevant appendix 13,
Departments preparing and compilation of issue
bringing out the
compilation. Annex-1
(b) In the case of other
departments, (i.e. those
supplying information for
such compilation)
8. Verification of age C-1 Subject of
and educational authenticated copies
qualifications of the
relevant certificates
being kept in
Vol. II of service
9. Admission of C-3 or 1 year after Subject to a suitable

previous servicenot completion of audit entry being made in
supported by whichever is later the appropriate
authenticated service service record and the
record, e.g. through Verification report
collateral evidence itself being kept in
Vol. II of the
service book/
personal file.
Refer GFR
appendix 13,
Annex-1
10. Nomination relating C-1 Subject t o t h e

to family pension nomination in
and DCR original or an
gratuity authenticated copy
there of (where
original is kept with
the audit), as the
case may be, being
placed in Vol. II
of the service book/
personal file.
Refer GFR
appendix 13,
Annex-1
11. G.P. Fund C-1 Placed in Vol. II of
nomination the service book of
Group D
government
19

servants and
(b) the
nomination in
original or an
authenticated
copy thereof
being placed in
Vol. II of the
service book/
personal file in
the case of
other government
servants.
Refer GFR
appendix 13,
Annex-`
10. Posting and 1. General aspects Category ‘B’ in the case of

transfer departments issuing the orders
and departments concerned;
departments who may keep only
the standing order, weeding out
the superseded ones, as and
when they become obsolete
2. Group A (a) If involving change of Subject to a

3. Group B office: C-3 suitable entry
4. Group B (Non- being made in
Gazetted) the appropriate
5. Group C (b) In other cases: C-1 service record
6. Group D and register of
postings, and
an authenticated
copy of the
order being
placed inthe
personal file.
Subject to a
suitable entry
being made in
the register of
postings.
11. Seniority 1. General Category ‘B’ in the case of

principles departments issuing the orders
2. CSS Rules (a) Permanent nature in the

3. CSSS Rules case of department
20

4. CSCS Rules issuing the rules, orders
etc.; other departments need
orders and instructions,
ones as and when they
become obsolete.
(b) Fixation of seniority in
individual cases : C-5
5.Representations C-5 If the

representation
results in the
original seniority
being
revised, an
authenticated
copy of the
relevant order/
decision will be
kept in Vol. II of
service book/
personal file.
12. Leave (other than 1. Rule (General Category ‘B’ in the case of
study leave and aspects) departments issuing the orders
casual leave)/ LTC and departments concerned;
2. Group A Subject to a
3. Group B suitable entries
Gazetted) C-3 in all cases the appropriate
5. Group C service record
6. Group D and leave
account.
7. Leave roster To be destroyed at the end of
the year
13. Modified 1. Group B C-10 subject to audit
Assured Carrier 2. Group B (Non verification
Progression Gazetted
(MACP): 3. Group C
Casual Leave 1. Rules Category ‘B’ in the case of

14. (including special departments issuing the orders
leave) and departments concerned;
21

2. Group A (a) Casual leave: To be

3. Group B destroyed at the end of the
4. Group B (Non- year
Gazetted)
5. Group C (b) Special casual leave: C-1
6. Group D
15. Pay/Special Pay 1. Rule (general ‘A’ or ‘B’ category, depending
aspects) on the content value, in the
case of departments issuing the
orders/ instructions etc. and the
departments concerned; other
departments need keep only the
standing orders, weeding out
when they become obsolete.
2. Group A C-3 or one year after Subject to a

3. Group B completion of audit, whichever suitable entry
4. Group B (Non- is later. being made in
Gazetted) the appropriate
6. Group D and pay bill
register and an
authenticated
copy ofthe
order, where
issued, being
placed in the
personal file.
16. Increments 1. Rules (general ‘Category ‘B’ in the case of
aspects) departments issuing the orders
2. Advance C-3 or one year after Subject to a

increments completion of audit, whichever suitable entry
is later. being made in
the appropriate
service record
and pay bill
register and an
authenticated
copy ofthe
order, where
issued, being
placed in the
22

personal file.
3. Withholding of C-10 or C-3 after the final Subject to a
increments disposal of appeal or final suitable entry
judgment under the normal being made in
course of law, whichever is the appropriate
later. service record
and pay bill
register and an
authenticated
copy ofthe
order, where
issued, being
placed in the
personal file.
4. Representation C-3 If the
and petitions representation
results in the
original order
being revised,
an authenticated
copy of the
relevant
order/decision
will be kept in
the precedent
book, personal
file and suitable
entries make in
the appropriate
service record.
5. Grant of C-5, subject to Audit

Increments verification
17. Delegation of 1. Civil Service ‘A’ or ‘B’ category, depending Permanent in
Powers Regulations on the content value, in the the case of
2. Delegation of case of deportments issuing the department
Financial orders/ instructions etc. and the issuing the
Powers Rules, departments concerned; other order and the
1958 departments need keep only the departments
3. FR & SR standing orders, weeding out concerned, other
4. GFR the superseded ones, as and departments need
5. Central when they become obsolete. keep only the
Treasury Rules standing
6. Central Public orders, weeding
Works Accounts out the
Code superseded ones
7. Declaration of as and
officers as when they
Head of become obsolete.
Department
23

8. Declaration of C-3 or till they are superseded

officers as (whichever is later) for
Controlling departments issuing the orders
officers and departments concerned;
other
the superseded ones as and
18. Honorarium 1. Rule (general ‘A’ or ‘B’ category, depending

aspects) on the content value, in the
case of deportments issuing the
2. Group A C-3 or one year after

3. Group B completion of audit, whichever
4. Group B (Non- is later.
Gazetted)
5. Group C
6. Group D
19. Pension/ Gratuity 1. Rule (general ‘A’ or ‘B’ category, depending Refer GFR
aspects) on the content value, in the appendix 13,
case of deportments issuing the Annex-1
2. Group A (a) Pre- C-3 Refer GFR

verification appendix 13,
of pension Annex-1
cases
3. Group B (b) Invalid Till one year
pension after the last
4. Group B (Non- (c) Family beneficiary of
Gazetted) pension the family
5. Group C (d) Other pension ceases
pension to be
24

entitled to
receive it or 5
years
whichever is
later.
6. Group D (e) Gratuity C-5 Refer GFR
appendix 13,
Annex-1
(f) C-15 Refer GFR
Commutati appendix13,
on pension Annex-1
20. Advance 1. Car Advance ‘A’ or ‘B’ category, depending
2. Conveyance on the content value, in the
Advance Rules case of deportments issuing the
3. Cycle Advance orders/ instructions etc. and the
Rules departments concerned; other
4. Festival departments need keep only the
Advance Rules standing orders, weeding out
5. GOPF Final the superseded ones, as and Refer GFR
when they become obsolete. appendix 13,
Withdrawal
Annex-1
rules
6. GPF Advance
Rules
7. House Building
Advance Rules
8. Motor
Cycle/Scooter
Advance Rules
9. Pay Advance
Rules
10. TA Advance
Rules
11. Travel
concession
Rules
12. Other Advance
Rules
13. Grant of Car Subject to:
Advance
14. Grant of (i) Suitable
Conveyance entries being
Allowance made in Pay
15. Grant of Cycle Bill Register;
Advance and
C-1 in all cases (ii) In case of
16. Grant of
Festival motor car/
Advance motor cycle/
17. Grant of Final scooter and
Withdrawal house building
from GPF advances:
18. Grant of GPF (a) Copies
Advance of sanction
19. Grant of House being placed
Building in personal
Advance files, and
20. Grant of Motor
25

Cycle/ Scooter (b) Mortgage
Advance deeds and
21. Grant of Pay other
Advance agreements
22. Grant of executed
TA being kept
23. Grant of LTC separately in
Advance safe custody
24. Grant of other for t h e v a l i d
Advance period.
Refer GFR
appendix 13,
Annex-1
21. Confidential/ 1. Rules (general Category ‘B’ in the case of
Assessment aspects) departments issuing the orders
report and departments concerned;
2. Recording of
confidential
reports in
respect of
Group ‘A
officers ’
3. Recording of
confidential
reports in
respect of
Group ‘B’
officers
4. Recording of C-3 in all cases
confidential
reports in
respect of
Group ‘B’
(Non-
Gazetted)
officers
5. Recording of
confidential
reports in
respect of
Group ‘C’
officers
6. Recording of
confidential
reports in
respect of
Group ‘D’
officers
7. Communication C-3
26

n of adverse
entries
8. Representation
for expunction
of adverse
entries
9. Maintenance of C-5 Five years from
ACR/ APAR the date of
retirement/ Death
subject
to c o n f i r m a n d
vigilance section
about
its need in any
vigilance cases.
22. Probation/ 1. General Category ‘B’ in the case of
confirmation principles departments issuing the orders
(probation) and departments concerned;
2. Rules Category ‘C’ for other
(Confirmation) departments who may keep only
3. Confirmation/ Subject to a
Extension of suitable entry
probation of being made in
Group ‘A’ the appropriate
4. Confirmation/ service record
Extension of and authenticated
probation of C-5 in all cases copy ofthe
Group ‘B’ staff order being
5. Confirmation/ kept in the
Extension of personal file.
probation of
Group ‘B’ (non-
gazetted) staff
6. Confirmation/
Extension of
probation of
Group ‘C’ staff
7. Confirmation/
Extension of
probation of
Group ‘D’ staff
8. Confirmation in
ex-cadre posts.
9. Representation C-5 If the
results in the
original orders
being revised,
an authenticated
copy of the
27

relevant order/
decision will be
kept in the
precedent book,
personal file and
suitable entries
make in the
appropriate
service book.
23. Promotion/ 1. General Category ‘B’ in the case of
reversion principle departments issuing the orders
2. Departmental (a) Consultation: C-3 or one

Promotion year after the DPC has been
Committee reconstituted whichever is
later.
(b) Proceedings: C-5

3. Group A Subject to a
4. Group B suitable entry
C-5 in all cases the appropriate
Gazetted)
7. Group D and
authenticated
copy of the
order being kept
in the personal
file.
8. Representation s C-3 If the
results in the
original orders
being revised,
an authenticated
copy of the
relevant order/
decision will be
kept in the
precedent book,
personal file and
suitable entries
make in the
appropriate
service book.
24. Training / 1. Diploma course (a) Cases C-1 after Department

28

scholarships/ in public involving the period organizing
fellowships in administration in expenditure of validity training
India and abroad the Indian from public bond-- programmers and
Institute of funds and /agreement responsible for
Public execution of or overall
Administration bond/ completion policy and co-
2. Executive training agreement by of audit, ordination
of the whichever thereof in the
officers in the trainees; is later. matter (e.g.
states Department of
3. Refresher course C-3; or Personal and
at the one year, Training and
National (b) Cases after Department of
Academy of involving completion Economic
Administration at direct of audit, Affairs) may
Mussoorie expenditure whichever keep such
4. Training in from public is later. records for
Accountancy funds but not appropriate
5. Training of execution of period to be
Assistants (direct bond/ C-1 prescribed by
recruits ) at the agreement; them in their
Institute of record retention
Secretariat schedules.
Training and (c) Cases not
Management involving
6. Training in direct
Hindi/English expenditure (e.
stenography g. training in
7. Training in typewriting
Hindi/ English conducted by
typewriting Instituted of C-3
8. Training of Secretariat
LDCs (direct Training and
recruits) at the Management
Institute of )
Secretariat
Training and (d) Reports
Management submitted by
9. Training of trainees etc.
Officers at the after
Administrative completion of
Staff College at training/study
Hyderabad
10. Training for
stenographers
(direct recruits)
at the Institute
of Secretariat
Training and
Management
11. Training in O&M
/ work study
29

12. Training abroad
25. Deputation and 1. Rules regarding Category ‘B’ in the case of

delegations deputation, departments issuing the orders
including and departments concerned;
deputation on
foreign service Category ‘C’ for other
in India abroad. departments who may keep only
2. Delegation in C-3 or one year after Subject to

India/abroad completion of audit and particulars being
settlement of all audit n o t e d i n the
objections, whichever is later. register
prescribed for
the purpose.
Before weeding
out files, reports
should be
removed and
kept inthe
departmental
record room for
five years. On
the expiry of
this period, the
reports should
be reviewed
and, if
necessary,
weeded out in
consultation with
the National
Archives.
3. Deputation of Subject to a
AIS officers suitable entry
4. Deputation of being made in
CSS officers the appropriate
5. Deputation of C-3 plus the period of service record
CSSS officers deputation and an
6. Deputation of authenticated
CSCS officers copy of the
7. Organized order being
services placed in the
personal file.
30

26. Honorarium/ 1. Rule (general Category ‘B’ in the case of
awards aspects) departments issuing the orders
31

2. Group A C-3 or one year after Awards subject
3. Group B completion of a u di t , whichever to:-
4. Group B (Non- is later.
Gazetted) (a) Entries
5. Group C being made
6. Group D in the
Service Book/
CR
dossier of
the concerned
employee and
(b)A register
being
maintained.
27. Pension/ 1. Rule (general Category ‘B’ in the case of Refer GFR
retirement aspects) departments issuing the orders appendix 13,
and departments concerned; Annex-1
2. Group A (a) Pre- C-3

3. Group B verification of Till the
4. Group B (Non- pension youngest
Gazetted) case son/daughter
5. Group C (b) Invalid attains
pension majority or
(c) Family 5 years
pension which is
(d) Other later.
6. Group D pension Refer GFR
appendix 13,
(e) Gratuity C-5 Annex-1
(f) Commutation C-15

of pension
28. Resignation 1. Rules and Category ‘B’ in the case of
orders (general departments issuing the orders
aspect) and departments concerned;
2. Group A A copy of the

3. Group B C-1 communication
4. Group B (Non- accepting the
Gazetted) resignation may
5. Group C be placed in the
6. Group D personal file.
32

29. Extension of 1. Rules and Category ‘B’ in the case of
service orders (general departments issuing the orders
2. Group A Subject to a copy

3. Group B of the order
4. Group B (Non- C-1 after retirement for all. being placed in
Gazetted) the personal file.
5. Group C
6. Group D
30. Re-employment 1. Rules and Category ‘B’ in the case of
2. Group A A copy of the

3. Group B C-1 for all, after the order may be
4. Group B (Non- government servant cease to be placed in the
Gazetted) in government service personal file.
5. Group C
6. Group D
31. Nomination 1. General aspects Category ‘B’ in the case of
employees departments issuing the orders
2. Census C-1
operations
3. Committees, Appropriate retention period to
working groups be prescribed by departments
etc. concerned.
4. Election work C-1
5. Invigilation (a) Departments organizing
examination and
appointing invigilators: C-
3; or one year after
completion of audit
whichever is later.
(b) Other departments:C-1
33

32. Forwarding 1. General aspects Category ‘B’ in the case of
applications departments issuing the orders
2. For C-1 after announcement of Subject to an

examinations result of the examination or authenticated
3. For posts selection for particular post. copy of
forwarding
l e t t e r being
kept in the
personal file.
33. Study leave 1. Rules and Category ‘B’ in the case of
aspects) and departments concerned;
2. Group A C-1for all after the expiry of Subject to a

3. Group B the bond/agreement executed by suitable entry
4. Group B (Non- the government servant being m a d e i n
Gazetted) the
5. Group C appropriate
6. Group D service record
and leave
account and an
authenticated
copy ofthe
order being
placed inthe
34. No objection 1. General Permanent in the case of
certificate (for aspects departments issuing the orders,
registration with instructions, etc.; other
Employment departments need keep only the
Exchange standing orders, weeding out
Organization the superseded ones, as and
2. Issue of C-1 Subject to an

NOC authenticated
copy being kept
in t h e p e r s o n a l
file.
35. Review for 1. General aspects Category ‘B’ in the case of Refer GFR
determining departments issuing the orders appendix 13,
suitability of and departments concerned; Annex-1
employees for Category ‘C’ for other
continuance in
34

service departments who may keep only
2. Group A (a) If it results in pre-mature Subject to a copy

3. Group B retirement: C-3 of the relevant
4. Group B (Non- (b) It results in continued orders/ decision
Gazetted) retention in service: C-1 being kept in the
5. Group C personal file.
6. Group D
36. No objection 1. General aspects Category ‘B’ in the case of
certificate for departments issuing the orders
issue of and departments concerned;
passport, arms Category ‘C’ for other
licenses etc. to departments who may keep only
govt. servants. the standing order, weeding out
2. Issue of C-5 or one year after

passport completion of audit whichever is
3. Issue of arms later.
licenses
37. Observance of C-3
special days
38. Reports/Periodic C-3 As per MOP
al returns (Manual of
office Procedure)
39. Court Cases C-3 * *Three years

from the final
disposal of the
case.
35

RECORDS OTHER THAN FILES
S. No. Description of record Retention period Remarks

1. Establishment/ Sanction Permanent Where, for any reason, the
Register register is re-written, the old
volume will be kept for 3
years.
2. Rosters for Scheduled Castes C-10
and Scheduled Tribes
3. Register of oath/affirmation of C-10 Subject to suitable entries
allegiance to the Constitution having been made in the
appropriate service record of
the officials concerned.
4. Service book: Refer GTF appendix 13,
Officials entitled to retirement/ A-3 after issue of Annex-1
terminal benefits final
Other employees Pension/gratuity
payment order
5. Confidential reports/ character
Rolls C-5
After retirement C-5
After death C-5
After resignation/ discharge
from service
6. Answer books of departmental C-1 from the date
examination/ tests declaration of results.
7. Leave account of: C-1 after issue of final
pension/ gratuity
Officials entitled to retirement/ payment order.
terminal benefits C-3 after they have
Other employees ceased to be in
service
8. Casual Leave Account To be destroyed at
the end of the year
9. Special casual leave Register C-1
10. Register of delegation to C-10
International Organization
11. Register of CGHS identify C-3 For any reason, a register
Cards have to be re- written, the
told register will be retained
for 3 years.
36

CASH SECTION
S.No. Main Head Retention period

1. Pay Permanent nature
2. Special pay Permanent nature
3. Allowances Permanent nature
4. Increments Permanent nature
Advance increments C-3 or one year after completion of audit,

whichever is later
Withholding of increments C-10 or C-3 after the final disposal of appeal or
final judgment under the normal course of law,
whichever is later.
5. Deputations abroad C-3, plus the period of deputation
6. Honorarium C-3 or one year after completion of audit,
whichever is later.
7. Pension/ Gratuity Permanent nature
8. Re-appropriation C-3
9. Supplementary grants C-3
10. Other Advances Rules:-

C-1 for all
Grant of Car Advances
37

Grant of Conveyance Grant
of Cycle Advance Grant of
Festival Advance
Grant of Final Withdrawal from
GPF
Grant of GPF Advance
Grant of House Building Advance
Grant of Motor Cycle/ Scooter
Advance
Grant of Pay Advance
Grant of TA Advance
Grant of LTC Advance
Grant of other Advances
11. Payment and recoveries:-
Air passage bills Cancellation C-3 or one year after completion of audit,
whichever is later.
charges
Contingent expenditure C-3 or one year after completion of audit,

whichever is later
Refer GFR appendix 13, Annex-1 C-
Electric charges– recovery 1
GPF annual statements C-1
GPF– membership C-1

Refer GFR appendix 13, Annex-1
Grants-in-aid–contributions C-3 or one year after completion of audit,

and donations whoever is later.
Hospitality fund C-3 or one year after completion of audit,

whoever is later.
House rent and other

Allowances
C-5 after the settlement of case or one year after
Last Pay Certificate audit whichever is later.
Pay claims Subject to suitable entries being made in Pay Bill
Register
Permanent impress C-3 or till the relevant orders are superseded

(whichever is later) in the case of departments
issuing the orders/instructions; other departments
need keep only the standing orders, weeding out
the superseded ones as and when they become
obsolete
Refunds C-3 or one year after completion of audit,

whichever is later
Refreshment bills C-3 or one year after completion of audit
38

Rent demand statements C-1
Service postage stamps C-3 or one year after completion of audit,

whichever is later
TA/Transfer TA claims C-3 or one year after completion of audit,

whichever is later
Water charges- recoveries C-1
Reimbursement of legal C-3 or one year after completion of audit,

Expenses whichever is later
Reimbursement of tuition Fees C-3 or one year after completion of audit,

whichever is later
Acceptance of credits/debits C-3 or one year after completion of audit,

whichever is later
Adjustment of missing C-1

credits in GPF account Refer GFR appendix 13, Annex-1
Financing of insurance C-1

policies from GPF account Subject to an authenticated copy of the
sanction being placed in the personal file.
Arrear claims (including sanction C-3 or one year after completion of audit,
for investigation, where necessary) whichever is later
Postal life Insurance
C-3
Subject to suitable entry being made in Pay Bill
Register and PLI Index Register
Write-off of losses
C-3 or one year after completion of audit,
whichever is later
Expenditure sanction
whichever is later
Surety bond executed in
favour of temporary or a retiring C-3 after the bond ceases to be enforceable.
Govt. staff.
12. Advance 1. Car Advance ‘A’ or ‘B’ category, depending
2. Conveyance on the content value, in the
Advance Rules case of deportments issuing the
3. Cycle Advance orders/ instructions etc. and
Rules the departments concerned;
4. Festival other
Advance Rules departments need keep only
39

5. GOPF Final the standing orders, weeding Refer GFR
Withdrawal out the superseded ones, as appendix 13,
rules and when they become Annex-1
6. GPF Advance obsolete.
Rules
7. House Building
Advance Rules
8. Motor
Cycle/Scooter
Advance Rules
9. Pay Advance
Rules
10. TA Advance
Rules
11. Travel
concession
Rules
12. Other Advance
Rules
13. Grant of Car Subject to:
Advance
14. Grant of (iii) Suitable
Conveyance entries being
Allowance made in Pay
15. Grant of Cycle Bill Register;
Advance and
C-1 in all cases (iv) In case of
16. Grant of
Festival motor car/
Advance motor cycle/
17. Grant of Final scooter and
Withdrawal house building
from GPF advances:
18. Grant of GPF (a) Copies
Advance of sanction
19. Grant of House being placed
Building in personal
Advance files, and
20. Grant of Motor
Cycle/ Scooter (b) Mortgage
Advance deeds and
21. Grant of Pay other
Advance agreements
22. Grant of executed
TA being kept
23. Grant of LTC separately in
Advance safe custody
24. Grant of other for t h e v a l i d
Advance period.
Refer GFR
appendix 13,
Annex-1
40

Sl.No. Description Retention period Remarks
Civil credit notes (Form S. 142) C-3 or one year after completion of audit,
1. and stock whichever is later.
register thereof
Register of monthly expenditure To be weeded out after the Appropriation
2. (Form GFR 9) Accounts for the
year have been finalised.
Register for watching progress of To be weeded out after the Appropriation
3. expenditure Accounts for the
(Form GFR 11) year has been finalised.
Register for watching progress of C-3 or one year after completion of audit,
4. expenditure whichever is later.
on local purchase of stationery.
Register for reconciliation of To be weeded out after the Appropriation
5. accounts Accounts for the
year has been finalised.
Refer GFR
appendix 13,
6. Cash Book C-10 Annex-1
Cash receipts (Form TR 5), C-3 or one year after completion of audit,
7. counterfoils and whichever is later.
stock register.
Petty vouchers not furnished to C-3 or one year after completion of audit,
8. audit whichever is later.
9. Appropriation Accounts C-3

10. Pay Bill Register C-20
Office copies of establishment pay
11. bills and C-20
related schedules (in respect of
period for
which Pay Bill Register is not
maintained.
Schedules to the establishment C-3 or one year after completion of audit,
12. pay bills for whichever is later.
the period for which Pay Bill
Register is
maintained
13. Acquaintance roll whichever is later.
C-3 after all the policies entered therein have

14. Postal life Insurance register matured for
payment.
15. Increment register C-1

16. Increment list whichever is later.
41

GENERAL SECTION
S. Main Head Sub Head Retention period
No.
1. Accommodation Shifting If involving expenditures: C-3 or
arrangements one year after completion of audit,
whichever is later.
Residential ‘A’ or ‘B’ category
accommodation Permanent
(general aspects)
Application for C- 1 or one year after completion of
allotment of audit, whichever is later.
residential
accommodation-
Types I-VII
2. Furniture Rules for purchase ‘A’ or ‘B’ category - permanent
, hire,
condemnation
(general aspects)
Condemnation/ C- 3 or one year after completion of
disposal of audit, whichever is later.
unserviceable
articles
Hiring/purchase C- 3 or one year after completion of
audit, whichever is later.
Maintenance and C- 3 or one year after completion of
repairs audit, whichever is later.
3. Stationery Local purchase C- 3 or one year after completion of
Supply of C-1 or one year after completion of
stationery audit, whichever is later.
Physical C-3 or one year after completion of

verification audit, whichever is later.
4. Other office machines including Rules for ‘A’ or ‘B’ category - permanent
Electronic/ Computer items procurement/
disposal(general
aspects)
Condemnation C-3 or one year after completion of
and disposal audit, whichever is later.
DGS & D rate ‘A’ or ‘B’ category- permanent
contracts
5. Bicycles Rules (general ‘A’ or ‘B’ category - permanent
aspects)
Condemnation and C-3 or one year after completion of
disposal audit, whichever is later.
Purchase C-3 or one year after completion of
Repairs and C-3 or one year after completion of
maintenance audit, whichever is later.
Physical C-3 or one year after completion of
verification audit, whichever is later.
6. Office equipment including Condemnation and C-3 or one year after completion of
electrical and mechanical disposal audit, whichever is later.
appliances and other Purchase C-3 or one year after completion of
miscellaneous stores audit, whichever is later.
Physical C-3 or one year after completion
42

verification of audit, whichever is later.

Electric clocks and C-3 or one year after completion of
call-bells ( audit, whichever is later.
procurement and
maintenance)
7. Liveries Rules (entitled C-3 or one year after completion of
personnel and the audit, whichever is later.
scales of items of
liveries)
Procurement of C-1or one year after completion of
material audit, whichever is later.
Stitching and C-1or one year after completion of

tailoring audit, whichever is later.
Supply of shoes C-1or one year after completion of

and chapels audit, whichever is later.
Returns, renewal, C-1 or one year after completion of

surrender and audit, whichever is later.
withdrawal
8. Black-listing of firms/ contractors Individual cases C-3 or one year after completion of
9. Contractors for supplies Registration C-3 or one year after completion of

Waiver/reduction of C-3 or one year after completion of

penalty or audit, whichever is later.
condemnation of
irregularity
10. Telephones Office telephones C-3 or one year after completion of
installation and audit, whichever is later.
shifting of
telephone bills
Residential C-3 or one year after completion of
telephones- audit, whichever is later.
installation of
telephone bills
Internet services C-3 or one year after completion of
11. Staff car Rules (general ‘A’ or ‘B’ category- permanent
aspects)
Non –official C-3 or one year after completion of
journeys audit, whichever is later.
Purchase of P.O.L/ C-3 or one year after completion of
accessories audit, whichever is later.
Servicing, repairs C-3 or one year after completion of

and replacement of audit, whichever is later.
parts and relevant
correspondence
12. Security Confidential and C-3 or one year after completion of
secret box audit, whichever is later.
Duplicate keys: C- 1 or one year after completion of
maintenance thereof audit, whichever is later.
Issue of identity C-1 or one year after completion of

cards- audit, whichever is later.
correspondence
43

thereof
Loss of identity C-1 or one year after completion of
cards audit, whichever is later.
Temporary passes C-1 or one year after completion of
arrangements audit, whichever is later.

13. Staff car log book C-3 or one year after completion of
14. Stock register C-3 or one year after completion of
15. Departmental security seals register ‘A’ or ‘B’ category -permanent
16. Register of identity cards ‘A’ or ‘B’ category -permanent
17. Telephone bill C-3 or one year after completion of

44

HINDI SECTION
S.No. Main head Sub-head Retention period Remarks
1. Progressive use General aspects and ‘A’ or ‘B’ category

of Hindi in Hindi Committees. depending on the content
government
offices. Hindi Salahkar samiti of value, in the case of
the Ministry Parliamentary department issuing the
Committee’s Inspection orders/instructions etc.
of the Ministry and the department need
orders,
weeding out the
when they become
obsolete.
(a)Hindi workshop C-3

(b)Conduct of Hindi
competition
(C) Hindi week /
Pakhwara
Periodical reports C-3
regarding use of Hindi for
official purposes.
Quarterly Progress
report
Half Progress report
Yearly Progress report
Review of quarterly
report of the attached
office/PSUs
Constitution of Hindi C-3
Committee.
(i) Office Language
Implement Committee of
the ministry
(ii) Parliamentary
Committee’s Inspection of
the attached office/PSUs
(iii) Central Official
Language Implantation
Committee under
Chairmanship of
Secretary (OL)
45

(iv) Central Hindi

Committee under
Chairmanship of PM.
Meeting and Follow up C-3
action of Hindi
Committee.
(i) Office Language
Implement Committee of
the ministry
(ii) Parliamentary
Committee’s Inspection of
the attached office/PSUs
(iii) Central Official
Language Implantation
Committee under
Chairmanship of
Secretary (OL)
(iv) Central Hindi
Committee under
Chairmanship of PM.
2. Hindi Teaching Hindi Teaching Scheme C-5

Scheme
Training programme C-1
Examination (a) Applications: C-1 Subject to the

(b) Results: C-5 for condition that
departments conducting a register
the containing
examination, C-1 for names of
other department. officials and
their results is
maintained
permanently.
Grant of advance C-3 or one year after Subject to a

increments. completion of audit, suitable entry
whichever is later. being made in
the
appropriate
service record
and an
authenticated
copy being
kept in
personal file.
46

Grant of awards (a) For departments Subject to a

making the award. C-3 suitable entry
or one year after being made in
completion of audit, the
whichever is later. appropriate
(b) For departments in service record
which the recipient is and an
employed: C-1 authenticated
copy being
kept in
personal file.
3. Translation into Books, reports, C-3 after the publication

Hindi periodicals etc. is printed/ cyclostyled.
47

FINANCE SECTION
Sl. Main head Sub-head Retention period Remarks
No.
1. Budget estimates C-3
/
revised estimates
2. Re- C-3
appropriation
3. Supplementary C-3
grants
4. Accounts and Audit objection (a)For departments Subject to a copy
audit and audit paras reported upon or of the report being
predominantly concerned: retained
C-10 permanently. The
(b)For other interested National Archives
departments- C-3 may be
consulted before
any file is
destroyed.
5. Plan schemes Approved (i)Permanent for record of
schemes major projects costing Rs.20
crores and above. Minor
projects are normally
completed in shorter time
frame.
(ii)or others: C-10
Not C-3
approved
schemes
Review of C-3 after closure of the
ongoing scheme.
schemes
6. Budget estimates C-10
for
five year plans
7. Delegation 1. Civil ‘A’ or ‘B’ category, Permanent in
of Powers Se depending on the content the case of
2. Delegation value, in the case of department issuing
deportments issuing the the order
orders/ instructions etc. and and the
the departments concerned; departments
3. FR & SR oth concerned, other
4. GFR er departments need keep departments need
5. Central only the standing orders, keep only the
Treasury weeding out the superseded standing
6. Central ones, as and when they orders, weeding out
P become obsolete. the
ublic superseded ones

48

7. Declaration as and
Head when they
Department become obsolete.
8. Declaration C-3 or till they are

superseded (whichever is
later) for departments issuing
the orders and departments
concerned;
oth
er departments need keep
ones as and when they
8 Deputation 1. Rules Category ‘B’ in the case of departments
and regardissuing the orders and departments
delegations ing concerned;
deputa
foreign service in Category ‘C’ for other
India abroad. departments who may keep only

49

2. Delegation in C-3 or one year after Subject to

India/abroad completion of audit and particulars being
settlement of all audit n o t e d i n the
objections, whichever is later. register
prescribed for
the purpose.
Before weeding
out files, reports
should be
removed and
kept inthe
departmental
record room for
five years. On
the expiry of
this period, the
reports should
be reviewed
and, if
necessary,
weeded out in
consultation with
the
National
Archives.
3. Deputation of Subject to a
AIS officers suitable entry
4. Deputation of being made in
CSS officers the appropriate
5. Deputation of C-3 plus the period of service record
CSSS officers deputation and an
6. Deputation of authenticated
CSCS officers copy of the
7. Organized order being
services placed in the
personal file.

50

INFORMATION TECHNOLOGY (IT) CELL
Sl. Main Head Sub-head Retention Remarks

No. period
1. Policy Issues Development of IT in C-10
DGCA
e-office in DGCA C-10
2. Training Training of officers in IT C -5
Conference /Seminar C-3

/ W o r k s h o p related
with IT
3. Miscellaneous Uploading of Materials/ C-5
documents on DGCA
portal
Demo of DGCA portal C-3
Updating of Website of C-3

the DGCA
51

VIGILANCE SECTION
S. Description of record Retention Period Remarks
No Main - Head Sub - Head
1. Central Civil 1. General ‘A’ or ‘B’ category,
Services notifications depending on the
(Classification, 2. Schedule content value, in the
Control & Appeal) regarding case of departments
Rules- Clarification appointing issuing the orders/
and interpretation Authority, instructions etc. and the
Disciplinary departments concerned;
Authority and other
Appellate departments need keep
Authority only the standing
3. Regarding charge orders, weeding out the
sheets, superseded ones, as
documentary and when they become
evidence, obsolete.
Enquiry Officer,
examination of
witnesses and
show-cause
notices
4. Regarding
penalties
5. Regarding
consultation
with UPSC
6. Regarding
appeals and
petitions
7. Regarding
suspension and
subsistence
allowance
2. All India Services 1. General ‘A’ or ‘B’ category,
(Discipline & 2. Regarding depending on the
Appeal) Rules, Rules 1 to 7 content value, in the
1955 – 3. Regarding case of departments
Clarification and Rules 8 to 11 issuing the orders/
interpretation 4. Regarding instructions etc. and the
Rules 12 to 18 departments concerned;
5. Regarding other
Rules 19 to 23 departments need keep
only the standing
superseded ones, as
and when they become
obsolete.
3 Complaints 1. Group A (a)Those C-3 If as a result
2. Group B leading to after the of the
3. Group C vigilance / final complaint a
. 4. Group D disciplinary disposal warning is
5. General – enquiries of issued to
52

against two or appeal the Govt.

more classes or final servant a
judgmen copy of the
t under relevant
(b)Anonymous the order will be
or normal placed in
pseudonymo course of the personal
us law. file.
complaints
on which
on action is To be
taken: destroye
d at
(c) Other the end
complaints of the
year
C-3
4. Disciplinary 1. Group A (a)Resulting C-3 Subject to an
proceedings 2. Group B in after the authenticate
3. Group C imposition final d copy of
4. Group D of disposal the order
5. Joint enquiry penalties: of appeal regarding
or final imposition of
judgmen penalty
t under or warning
the
being placed
normal
in the
course of
personal file
(b)Resulting in law.
exoneration and a
of the C-3 suitable entry
accused after the being
officials final made in the
with or disposal appropriate
without of appeal service
warning: or final record.
judgmen
t under
the
normal
course of
law.
5. Prosecutions 1. Group A (a) Resulting C-3 Subject to an

2. Group B in after the authenticate
3. Group C imposition final d copy of
4. Group D of disposal the order
5. Joint enquiry penalties: of appeal regarding
or final imposition of
judgmen penalty
t
53

nt under or warning
the being placed
normal in the
(b)Resulting in course of personal file
exoneration law. and a
of the suitable entry
accused being
officials made in the
with or appropriate
without C-3
service
warning: after the
record.
final
disposal
of appeal
or final
judgmen
t under
the
normal
course of
law.
6. Appeals 1. Group A C-3 or till the prescribed If, as a

2. Group B retention period, result of the
3. Group C whichever is earlier. appeal the
4. Group D original
order is
modified, a
copy of the
revised order
will be
placed in
the personal
file and
a
suitable entry
made in the
appropriate
service
record.
7. Petitions 1. Group A C-3 or till the prescribed If, as a

2. Group B retention period, result of the
3. Group C whichever is earlier. appeal the
4. Group D original
order is
modified, a
copy of the
revised order
will be
placed in
the personal
file and
a
suitable entry
made
54

in the
appropriate
service
record.
8. Court cases/ 1. Group A 3 years after final Subject to a
Arbitrations/ 2. Group B clearance from copy of the
Enquiry/ Audit 3. Group C Arbitration, Litigation, court order
4. Group D Enquiry or Audit as the being placed
case may be or till the in
prescribed retention the personal
period, whichever is later. file and,
where
necessary a
suitable entry
being
made in the
appropriate
service
record.
Services (Conduct) notifications depending on the
Rules, 2. Regarding content value, in the
1964- Clarification Rules 1 to 7 case of departments
and interpretation 3. Regarding issuing the orders/
of Rules 8 to 11 instructions etc. and the
4. Regarding departments concerned;
Rules 12 to 18 other
5. Regarding departments need keep
Rules 19 to 25 only the standing
superseded ones, as
obsolete.
10. All India Services 1. General ‘A’ or ‘B’ category,
(Conduct) Rules, notifications depending on the
1954 – 2. Regarding content value, in the
Clarification and Rules 1 to 7 case of departments
interpretation of 3. Regarding issuing the orders/
Rules 8 to 14 instructions etc. and the
4. Regarding departments concerned;
Rules 15 to 20 other
only the standing
superseded ones, as
obsolete.
Services notifications depending on the content
(Safeguarding of 2. Regarding value, in the case of
National Security) Rules 1 to 7 departments issuing the
Rules, 1953- 3. Regarding orders/ instructions etc.
Clarification and Rules 8 to 14 and the departments
interpretation of 4. Regarding
55

Rules 15 to 20 concerned; other

weeding out the
when they become
obsolete.
12. Employment of 1. Intimation C-3
dependents in 2. Sanction
private
firms/foreign
missions in India
13. Participation in Intimation C-3
politics
14. Radio broadcasts, Sanction C-3
contribution of
articles editing or
managing of
newspapers,
publications
15. Evidence before Sanction C-3
Committee of
Enquiry
16. Subscriptions Sanction C-3
17. Gifts Intimation
18. Private trade Sanction C-3
employment
19. Moveable/ 1. Property ‘A’ or ‘B’ category,
Immovable returns depending on the
property (general content value, in the
aspects) case of departments
issuing the orders/
other
only the standing
superseded ones, as
obsolete.
2. Returns of (a)In C-3 after Should
Group A respect the issue preferably be
3. Returns of of of final dealt
Group B employe pension/ with on a
(Gazetted) es gratuity separate file
4. Returns of entitled payment each official
Group B to order to be kept
(Non- retireme open
Gazetted) nt C-3 after throughout
5. Returns of benefits the the official
Group C (b)In employee career of
respect has ceased the
of other to government
56

employ be in servants.
ees service
6. Intimation C-3 Should
7. Sanction preferably be
dealt
with on a
separate file
each official
to b e k e p t
open
throughout
the official
career of
the
government
servants.
20. Vigilance 1. General ‘A’ or ‘B’ category,
Administration aspects depending on the
2. Acts, rules, content value, in the
manuals case of departments
3. Vigilance set- issuing the orders/
up instructions etc. and the
other
only the standing
superseded ones, as
obsolete.
4. Meetings (a) For Appropriat
department e period
organizing to be
such prescribe
meetings: d by
departmen
ts
concerned
in their
record
retention
schedule
(b) For other - C-3
department
s
C-1
5. Appointment C-3
of vigilance
officers in
Ministries/
departments
6. List of officers C-10
of doubtful
57

integrity
7. Cases of C-10
difference of
opinion with
Central
Vigilance
Commission
8. Cases of
difference of
opinion with
other
Constitutional
Bodies
9. Granting of C-3
vigilance
clearance in
respect of
different
classes of
officers and
the staff:
10. Annual Report C-5
of CVC
21. Prosecution of 1. General ‘A’ or ‘B’ category,
further studies aspects depending on the
content value, in the
case of departments
issuing the orders/
other
only the standing
superseded ones, as
obsolete.
2. Permission C-3 or one year after Subject to
completion of study, suitable entry
whichever is later. being
make in the
appropriate
service
record and
authenticate
d copy of
the order
being placed
in
the Personal
file.
22. Membership of 1. General ‘A’ or ‘B’ category,

Territorial Army, aspects depending on the
58

Auxiliary Air force content v a l u e , i n

and Naval Reserve t h e case of
departments
issuing the orders/
other
only the standing
when they become
2. Permission C-3 or one year after the
official has ceased to be
a member of such
organization, whichever
is later.
59

Aerodrome Standards Directorate

Sr. Retention
Subjects/Records/Groups Remarks
No. Period
Issue/Renewal of Aerodrome/ helipad Licenses,
1 surveillance inspection report and ATRs may be B
retained for Ten Years
Others:-
C-10
i. Issue regarding performance reports,
Settlement of Officials and their extension Important Minutes
2 of tenure after review of Ten years. may be kept in
ii. Parliament matters, RTI, Welfare, Hindi Guard File.
Returns, Public Relations, Budget matter
C-5
etc.
60

Airworthiness Directorate
SNo Subjects/Records/Groups Retention Period Remarks
A Section -AI(I)
1 Registration of Aircraft, Inspection of Aircraft for
issue/renewal and deregistration of Aircraft 5 years after de-
Helicopter Glider, M/L C/Z B registration of
a. Policy matters aircraft
C-5
b. General
2 Aerostation Licence-Correspondence C-5 5 years after de-
registration of
aircraft
3 Quarterly returns from Airworthiness operators C-3
4 Minutes consultative committee circulation (CCM) & C-3
related correspondence
5 Inspection of major defects/Incidents
a. Major Defects B
b. Incidents C-5
6 VVIP Flights and it’s Airworthiness control - policy B
7 Indian commercial pilot association (ICPA)
complaint against management by
a. Flight engineer association C-3
b. Engineer association C-3
8 Register, aircraft details B
9 a. Budget C-3
10 Administration and Financial approval related to C-3
Regional offices
11 Special approval i e ETDO, RVSM, PBN etc. C-3
B Section-AI(II)
1 Approval of firms/organization
a. Policy B
b. General C-3
2 Import/Export control
a. Policy B
b. General C-3
3 Life development of maintenance schedules, their
accessories and engines in respect of all aircrafts C-5
4 Quality control manual and approval of annual C-3
reports, fuel vendors
5 Issue of mandatory modification and maintenance list B
(Blue block)
6 Renewal of AME licence/ flight engineer (FE)/
student flight engineers (SFE) licence C-5
7 Issue of Aircraft Maintenance Engineers (AME) B
Licence/ flight engineer (FE)/ student flight engineers
(SFE) licence
8 Training programme of DGCA official C-5
correspondence
9 Register-AME details B
10 Foreign deputation C-5
C Correspondence with regional and sub-regional

61

offices
1 Issue / extension of ARC C-3
2 Approval of maintenance programme, MEL, Wt. C-5
Schedule, L&T sheet etc.
3 Skill Test application CA-9 C-3
4 Safety Oversight data such as Surveillance/ C-3
Regulatory Audits / enforcement etc.
5 General technical correspondence C-3
D DGCA safety oversight record
1 Records pertaining to surveillance and enforcement C-5
2 SOFA/SAFA C-5
3 Regulatory Audit Records C-5
62

Air Transport Directorate – (AT-I Section)

Sl Subject/Records/Groups Retention Remarks
No period
1. Files related to AOP(Scheduled) B To be digitized
after 10years
2. Files related to AOP(Non-Scheduled) B To be digitized
after 10years
3. Files related to Operating Permit-Government B
entities
4. Files related to Operation of hot air balloons C1
5. Files related to agencies approved to obtain non- B To be digitized

scheduled flight clearances. after 10years
6. Requests for Non-scheduled flight clearance. C1
7. Files related to Policy & regulatory matters B

including CAR/Air Transport Circulars/AICS /
AOC Manual etc.
8. Files pertains to Amendment of Aircraft Rules B
1937
9. Files related to Training of officers C5
10. Files related to Aircraft Acquisition/import C5

63

Air Transport Directorate – (AT- II Section)

Sr. Retention
No. Period
1 International Civil Aviation organization (ICAO) Air
Traffic Returns (ATR) Forms received from national
Carriers (Air India, Indian Airlines and Alliance ) on
C-3
International and domestic Scheduled air services-
reporting monthly/quarterly/annually Air Traffic
Statistics
2 ICAO ATR Forms received from Private Scheduled
Carriers (Jet, Sahara, Kingfisher, Air Deccan etc.) on
International and Domestic Scheduled air services- C-3
reporting monthly/quarterly/annually Air Traffic
Statistics
3 Monthly traffic returns received from Non-Schedules
Operators, Adhoc Cargo Operators, Scheduled Cargo C-4
Operators and tourist Charter Operators
4 Monthly traffic returns received from foreign airlines
C-3
under bilateral agreements
5 Airport Statistics C-3
6 Preparation and filing of ICAO Air Transport
Reporting from , Airport Statistics and Civil Aircraft
C-3
on Register with International Civil Aviation
organization (ICAO)
7 Correspondence with Central Ministries/Departments
C-5
and others Organization for supply of information
8 Supply of information on Air Transport under Right
C-5
to Information Act, 2005
64

Air Safety Directorate

SL Retention
No. Period
1. Aircraft
Rules/Circulars/Instructions/operation/advisory/Guid B
elines/CAR Section 5
2. Bird Strike Data C-10 The data is available
on the computer and
kept with location,
time place of
operation
3. Report of court/committee of Inquiry regarding A
Investigation of Aircraft Accident/Serious Incident
4. Report of Inspector of accident/Inquiry Officer A
regarding Investigation of Aircraft Accident/Serious
Incident
5. Incident file &PIB report C-5
6. Air Miss AIT Report along with case file C-5
7. Meeting/Committees
a. Airport Environment Management Committee C-1
(AEMC)
b. Airport coordination Committee (ACC) C-1
C. Regional Operation Committee(ROC) C-1
d. Security C-1
8. Ground Incidents C-3
9. Printing of Civil Aircraft Accidents Summary; Air C-1 4 copies of
Safety Circulars bulletins/Circulars
may be kept in
Library
10. Records related to approval of Flight Safety Manual C-5
11. Records related to acceptance of SMS/FSDS Manual C-5
12. Records related to approval of Chief of Flight Safety C-5
13. Regulatory Audit Record C-5
14. Breath Analyser Positive data for Pilots and Cabin C-3
Crew
Central Examination Organization (CEO)

65

Sl. Subject / Records / Groups Retention Remarks

No. Period as
per Hqrs
Note.
1 Hard Copy of Applications for Allotment B Permanent
of Computer Number
2 Hard Copy of Applications for Allotment C1 One month from the date of
of Roll Number declaration of result
3 Master Result register – Pilot B Permanent
4 Master Result register – AME B Permanent

5 Used OMR Answer sheets C1 One year from the date of
declaration of result
6 One copy of question paper C1 One year from the date of
declaration of result
7 Question papers(used/unused), C1 One month from the date of
invigilation sheet, objection slips declaration of result
8 General Correspondence regarding C-3 Three Years

examination
9 Policy and General Matters regarding Flt. B Permanent
Crew Examinations
10 Opening of New Centers for Examination B Permanent
66

Flight Standard Directorate

Retention
Sr.No. Subjects/Records/Groups Remarks
Period
1. Flight Crew Standards C-3 1 Training Syllabus to
individual pilots
2 Old Operations Manual
approval files other than
CAP8100
2. Approval of Training Institutes B No Change
3. Operational matter C-5 1. Special operations
approvals
2. Flight Dispatcher
approvals
4. Approval of Training Captains B B
Examiner/instructor/Check
Pilot
5. Miscellaneous C-5 Surveillance Data
6. Approval of Training Captains C-3 No Change
(once times) One time Approval of
Training Captions
67

Flying and Training
Retention
Sr.No. Subjects/Records/Groups Remarks
Period
1. Policy matters – B
Matters relating to Amendment in
Aircraft Rules, Civil Aviation
Requirement, Circulars
2. Approval / Renewal of approval - Flying C5 To be retained
and/or Gliding Training Organization for 5 years after
closure; or after
expiry of
approval/
renewal if no
request of
approval/
renewal is made.
Inspection reports and their follow-up of C5

Flying and/or Gliding Training
Organization
3. Approval of Manpower of FTOs C5 To be retained

(CFI/ FII/ Dy.CFI/ CGI/ Simulator for 5 years after
Instructor) last expiry of
approval/
renewal if no
request of
approval/
renewal is made.
4. Matters relating to Aero Clubs of India C5
5. Complaints regarding Flying and/or C3

Gliding Training Organisation
6. Record of Oral examination – AFIR/FIR C1
68

Information and Regulation Directorate

Sr. Retention
No. Period
1. Air Service Agreements with Foreign B
Countries
2. Indian Aviation Laws-Amendments B
3. Facilitation
a. Policy C-10
b. Others C-5
4. International Civil Aviation Organization
(I.C.A.O.)
a. Conventions/Minutes of the meeting B
of ICAO Assembly C-5
b. Brief officers and other routine
matters
5. International Conventions other than those
signed under the ICAO B
6. War Book and other emergency measures B
7. Advisory Committee on Civil Aviation C-5
Security
8. Central Committee to deal with
emergencies arising out of high jacking C-5
9. Clearance of Schedules of Foreign airlines C-3
10. Complaints against Foreign airlines C-3
11. Grant of visa to foreigners employed by
foreign airlines in India C-3
12. Permission for ground/aerial photography
and transportation of dangerous
goods/arms and ammunition by air C-3
13. Annual report on the progress of Civil C-3 After printing
Aviation in India three copies to be
kept in the
Library
14. Issuance of Crew Member Certificate C-5
15. Seminars/Lectures/Workshops etc. C-3
Aeronautical Information Service (A.I.S.)
16. Exchange of literature on B
Aeronautics/promulgation of Aeronautical
information with other countries on
reciprocal basis
17. Supply of information about airports C-5
18. Sale of Aeronautical Publications C-3 or 1 year
after the audit is
over whichever
is later
19 Reports etc. C-1
69

Library
Sr. Retention
No. Period
1 Sanction for the procurement of technical
books/publications for the Regional offices
C-3 or 1 year
after the audit is
over whichever
is later
2 Procurement of Gazettes of India C-3
3 Subscription for foreign and Indian

periodicals C-3
4 Subscription for Newspapers C-3
5 Procurement and Supply of Indian

periodicals/Newspapers to the
Representative of India on the Council of C-3 or 1 year
International Civil Aviation Organization after the audit is
(ICAO), Montreal (Canada) over, whichever
is later
6 Procurement of technical books through
book sellers in India C-3 or 1 year
after the audit is
over, whichever
is later
7 Procurement of Hindi books C-3
8 Indian Library – Loan of books and

publications C-1
70

AIR SPACE & AIR NAVIGATION SERVICE

DIRECTORATE
Sr. Retention
Subject/Records/Groups Remarks
No Period
1. Files pertaining to certification of CNS/ ATM/ ‘B’ (to be considered
GAGAN/ GBAS/ ADS-B facilities for digitization
after 10 years.)
2. Files pertaining to approval for flight trials & ‘B’ (to be considered
Promulgation of IAL Procedures for digitization
after 10 years.)
3. Files pertaining to inspection reports and ATRs C-5
pertaining to Safety oversight/ Surveillance of
ANS facilities (ATM/ CNS/ MET/ AIS/ SAR/
PANS-OPS MAPS & CHARTs) may be
retained for 5 years after closure/acceptance of
ATRs.
4. ATCO Licensing files for individual licencee. C-5

May be retained for 5 years after the individual
attains the age of 60 years.
5. Approval of ATC Training Organization and ‘B’ (to be considered

Unit Training Plan for ATCO Licencing. for digitization
after 10 years.)
6. File for approval of OJT instructors/ Proficiency C-5
Examiner/ Rating Examiners for ATCO
Licensing may be retained for 5 years after the
individual attains the age of 60 years.
7. Constitution of Rating Boards for ATCO C-5
Licensing may be retained up to 5 years after the
conduct of Raiding Boards.
8 Files pertaining to Policy & Regulatory matters ‘B’ (to be considered
including CAR/ Advisory Circulars/ AIC etc. for digitization
after 10 years.)
9 Files pertaining to Amendment of Aircraft ‘B’ (to be considered
Rules, 1937 for digitization
after 10 years.)
10 Correspondence regarding ICAO matter C-5
11 File pertaining to training of officers/staff may C-5 (Training records

be retained up to 5 years after the completion of to be maintained in
training. personnel dossiers
of the concerned
officer/staff)
12 File pertaining to Foreign Deputation may be C-5
retained up to 5 years from the date of expiry of
deputation.
71

13 The files related to Parliament matters and RTI C-5

matters will be kept / weed out as per the record
retention schedule of DoPT, Govt. of India i.e. 5
years.
14 Others:
1. The files pertaining to Secondment of C-5

Official from AAI, their Performance
Reports, Secondment of Official and
extension of tenure may be retained upto 5
years after completion of tenure/secondment.
2. Misc. Correspondence C-5

3. VIP Reference C-3
72

Aircraft Engineering Directorate
Sr. Subject/Records/Group Retention Remarks

No. Period
Aero Engineering Division
1 Matters relating to manufacturing and supply to Gliders, B
firms, institutions and Gliding Clubs
2 Matters relating to type certifications/supplemental type B
certifications related to aeronautical products like aircraft,
engines and propeller.
3 Aircraft assessment examination of various problems B
concerning aircraft work relating to various committees
constituted for assessment.
4 Scientific Investigation of accidents relating to aircraft, B
gliders, engines, propellers, approval of instructional
modifications/substitution of materials
5 Matters relating to validation of type certificates (TC) B
/supplemental type certificates (STC) related to
aeronautical products like aircraft, engines and propeller.
6 Matters relating to acceptance of type certificates (TC) B
/supplemental type certificates (STC) related to
aeronautical products like aircraft, engines and propeller.
7 Design acceptance of microlight B
8 Matters relating to approval of design organization who B
involved in Aircraft and Aircraft parts manufacturing
9 Surveillance of Design Organisations C-5
10 Matters relating to Indian Technical Standard Order B

Authorisation (ITSOA)
11 Bilateral Agreements (BASA/MoU) , Technical B
Arrangements, Implementation Procedures (IP/ IPA)
12 Matters relating to ICAO audit B
13 Matters relating to modification and repair approval of B
indigenized aircraft for which India is TC holder
14 Matters relating to modification and repair approval of C-10
Indian registered aircraft for which India is not TC holder
15 Issuance of AD B
16 Standardization of aircraft and representing the C-5
department of the various ISI Committees for the purpose.
Approval of test pilot B
17 Matters relating to creation of Rules, CARs, circulars, B
73

handbooks and their amendments.

Aviation Environment Unit
1 Matters related to development of Carbon foot Print B
2 Matters related to Result Framework Document (RFD) C-10
3 Matters related to Noise Study of airports C-10
4 Data related to emission, fuel consumption and local air C-3
quality
Air Transport Division
1 Approval of Flight Schedule C-1
2 Monthly status/return submitted by operators C-1
3 Correspondence with Ministry C-3
4 International Operations B
Aero Laboratory Division
Flight Recorder Lab
1 Record for Routine monitoring of CVR/FDR (including C-3
reports and readouts)
2 Record for Investigation (including Reports and readouts) C-5
3 Record related to various committees formed by B
Government of India
Material Testing and Failure Analysis Lab
1 Test reports for approval of Records of scientific B
laboratory investigation of failed aircraft parts during
accident/incident.
2 Testing of Upholstery material and welding samples for C-3
aviation industry.
Physical and Chemical Laboratory
1 VVIP flight fuel Sample test reports C-3
2 Accident/Incident fuel / engine oil samples etc. test C-3
reports
3 Test reports for approval of commissioning of new storage C-3
tanks, pipelines and browser etc
4 Quality control monitoring fuel samples test reports. C-3
5 Micro Water detecting capsule test reports C-3
All Divisions of Aircraft Engineering Directorate
1 Records of procurement and updation of equipment, AMC C-5
of apparatus and machinery for AED under
Capital/Grants.
2 Monthly summary for cabinet C-1
74

3 Annual report C-3

4 Matters relating to training of AED officials including C-5
foreign training
5 Matters relating to Aeronautical education in India, C-5
correspondence relating to the trainees sponsored by
various Engineering institutions for practical training at
technical centre
75

Licensing Directorate
Sr. Subject/Records/Group Retention Remarks

No. Period
1. Policy matters regarding training of pilots of Gliding B
clubs
2. Processing for approval of Honorary
Instructor/Glides/Individuals training matters
B
3. Equipments-Allotment of Gliders, Winchit, Jeep, Tractor
etc to Gliding centers/clubs. B
4. Registers
Gliders B
Aircrafts in flying B
5. Approval of winch operator C-10
6. Aircraft-allotment to flying clubs C-10
7. Equipment and Manufacture/purchase, Repairs
maintenance C-10
8. Write off and disposal of Gliders Aircraft etc. and C-3 or 1
recovery of insurable value year after
the audit
whichever
is later
9. Association/Committees, conferences meetings
C-3
10 Foreign national clearance from Intelligence authorities
clubs/Gliding centres for approval of Flying Training C-3
11 Foreign Nationals training under Colombo plan/Indian
technical corporation mission C-3
12 Issue and Renewal of License of Pilots-CPL, PPL, FRTO
Licenses (Commercial Pilot Licenser, Private Pilot
License, Flight Radio Telephone Operator License) B
13 Amendment of Rules – Aircraft Rules 1937/Licensing
Rules B
14 Delegation of Powers in respect of Licensing Rules
B
15 Medical Folders of Aircrew
B
16 Disposal of routine queries
C-1

DGCA Record Retention - 2014

Uploaded by

Document Information

Original Description:

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

DGCA Record Retention - 2014

Uploaded by

Copyright:

Available Formats

1

DIRECTORATE GENERAL OF CIVIL AVIATION

RECORD RETENTION SCHEDULE

DIRECTORATE GENRAL OF CIVIL AVIATION

Parliament & Coordination Section

(i) This Record Retention Schedule is for the records pertaining to

(ii) Retention periods in respect of records which fall in the category of

(ix) If a record is required in connection with the disposal of another

(x) All sections of the D G C A may be directed to maintain the File

(xi) A regular Programme of recording/reviewing/weeding of record should

(xii) Timely transfer of all semi-current records to be Departmental Records

(i) Category “A” meaning “keep and microfilm”-

RIGHT TO INFORMATION (RTI)

4. RTI Cases attracting 2nd Appeal C-5 Judgment/CIC ruling

RECORDS/PAPERS RELATING TO PARLIAMENT, ESTABLISHMENT,

6. Questions - Lok Sabha C-1 except assurances

2. 10. Parliamentary . C-1 after printing Subject to

11 Result Frame Work Documents. C-5

14 References received from other C-1

29 Complaints from Associations for C-1

46 Circulation of various instructions/Guidelines C-3

ESTABLISHMENT I, II & III SECTIONS AND RECRUITMENT CELL

S. No. Description of Record Retention

3. Creation of post Category ‘B’ Subject to particulars of

7. Re-designation C-10 Subject to particulars of

8. Plan/non-Plan C-5 Subject to particulars of

2. Recruitment 1. Recruitment Category ‘B’ in

3. Appointment o f C-10 Subject to the bio-

4. Appointment of C-10 Subject to the application of

5. Estimate (annual) C-3 (Three years

11. Recruitment Subject to the application

14. Recruitment from

3. Scheduled castes 1. Reservation in Category ‘B’ in the case of The Department

3. Selection C-3; or C-1 after reconstitution,

6. Engagement of C-3; or C-1 after completion

5. Verification/re- 1. Rules (General Category ‘B’ in the case

6. Medical 1. Rules (General Category ‘B’ in the case

8. Personal files 1. Research (a) Those eligible for

6. Change in C-3 Subject to a suitable

9. Admission of C-3 or 1 year after Subject to a suitable

10. Nomination relating C-1 Subject t o t h e

10. Posting and 1. General aspects Category ‘B’ in the case of

2. Group A (a) If involving change of Subject to a

11. Seniority 1. General Category ‘B’ in the case of

2. CSS Rules (a) Permanent nature in the

5.Representations C-5 If the

Casual Leave 1. Rules Category ‘B’ in the case of

2. Group A (a) Casual leave: To be

2. Group A C-3 or one year after Subject to a

2. Advance C-3 or one year after Subject to a

5. Grant of C-5, subject to Audit

8. Declaration of C-3 or till they are superseded

18. Honorarium 1. Rule (general ‘A’ or ‘B’ category, depending

2. Group A C-3 or one year after

2. Group A (a) Pre- C-3 Refer GFR

2. Departmental (a) Consultation: C-3 or one

(b) Proceedings: C-5

24. Training / 1. Diploma course (a) Cases C-1 after Department

25. Deputation and 1. Rules regarding Category ‘B’ in the case of

2. Delegation in C-3 or one year after Subject to

2. Group A (a) Pre- C-3

(f) Commutation C-15

2. Group A A copy of the