| S.No. |
Type of Quality Record |
Retention Period (years) |
Agency responsible for retaining/control of record |
Remarks |
| A. |
General |
|
|
|
| A. I |
General Office |
|
|
|
| 1. |
Receipt Register/Diary |
2 |
Concerned Deptt |
|
| 2. |
Dispatch Register/Diary |
2 |
-do- |
|
| 3. |
Acknowledgements etc. of Registered. Dak |
6 |
-do- |
|
| 4. |
Branch Inward Register |
2 |
-do- |
|
| 5. |
Peon Books/Challans |
2 |
-do- |
|
| 6. |
Attendance Register & Leave Records* |
2 |
-do- |
* On computer |
| 7.. |
Purchase Indents & Purchased Orders-department |
|
-do- |
To be destroyed at the end of the financial year in which action completed |
| 8.. |
Issue Notes & Return Notes |
8 2 |
-do- |
For Accounts For other Deptts. |
| 9.. |
General Correspondence Files, Circulars, routine periodical statements. |
3 |
-do- |
After action is completed |
| 10. |
Personal files and records about confidential rolls-departmental |
5 |
-do- |
After the employees has left the Dept.. |
| 11, |
Imprest Accounts Record-Sectional. |
1 |
-do- |
After completion of the financial year |
| 12. |
Short-hand Note Book |
|
-do- |
To be destroyed at the end of the financial year to which these relate. |
| 13. |
Files Register |
3 |
-do- |
|
| 14. |
File Movement Register |
1 |
-do- |
|
| 15. |
Policy Circulars and standing orders. |
Permanent |
-do- |
|
| 16. |
Circulation folders/Master files/Guard files |
1 |
-do- |
|
| S.No. |
Type of Quality Record |
Retention Period (Years) |
Agency responsible for retaining/control of record |
Remarks |
| 20. |
Overtime intimations/statements |
3 |
-do- |
|
| 21. |
Delegation of Powers |
Permanent |
-do- |
|
| 22. |
Memorandum to Board/Management Committee |
Permanent |
-do- |
|
| 23. |
No Demand Certification-Department |
1 |
-do- |
|
| A.2 |
General Technical Records |
|
|
|
| 1. |
Files on contracts |
6 to 8 yrs. |
Technical Deptt. |
After completion of the work |
| 2. |
Estimates |
6 |
-do- |
|
| 3. |
Accident Records Statistics |
5 |
-do- |
|
| 4. |
Work Orders/Job orders |
3 1 |
-do- |
For Accounts Deptt. For other Deptts. |
| 5. |
Private orders/Job orders |
3 |
-do- |
|
| 6. |
Shift Rota Orders/job orders |
1 |
-do- |
|
| 7. |
P.T.W. Issue Register |
1 |
-do- |
|
| 8. |
A.V.I.s |
1 |
-do- |
|
| 9. |
Safety Permits |
|
-do- |
To be destroyed at the end of the year |
| B. |
Company Secretariat |
|
|
|
| 1. |
Register of Members commencing from the date of the registration of the
Company |
Permanent |
Company Secretary |
|
| 2. |
Index of Members |
-do- |
-do- |
|
| 3. |
Register of Debenture holders |
15 years* |
-do- |
*After redemption of debentures. |
| 4. |
Index of Debenture holders |
15 years* |
-do- |
*after redemption of debentures . |
| S.No. |
Type of Quality Record |
Retention Period (Years) |
Agency responsible for retaining/control of record |
Remarks |
| 5. |
Copies of all annual returns under Section 159& 160 and copies of all
certificates and documents required to be annexed thereto under Section 160 & 161. |
8 Years* |
-do- |
*from the date of filing with the register |
| 6. |
Register of Fixed Deposits |
8 years* |
-do- |
*from the financial year in which the last entry is made in the register. |
| 7. |
Register of Charge |
Permanent |
Company Secretary |
|
| 8. |
Minutes Book of Proceedings of general Meting |
Permanent |
-do- |
|
| 9.` |
Minutes Book of Proceedings of Meetings of Board and Committees of Board |
Permanent |
-do- |
|
| 10. |
Books of Accounts under Section 209(1) |
8 year |
-do- |
|
| 11. |
Register of Particulars of Directors under Section 301 |
Permanent |
-do- |
|
| 12. |
Register of Directors under section 303 |
Permanent |
-do- |
|
| 13. |
Register of Directors share holding |
Permanent |
-do- |
|
| 14. |
Register of Loans |
Permanent |
-do- |
|
| 15. |
Memorandum and Articles of Association |
Permanent |
-do- |
|
| 16. |
Copies of Instrument Creating Charges |
Permanent |
-do- |
|
| C. |
Accounts Department |
|
|
|
| C.1 |
Common for all Sections |
|
|
|
| 1. |
Central Diary Registers |
2 |
Accounts Deptt |
|
| 2. |
Central Bills Registers |
3 |
-do- |
|
| 3. |
Central Dispatch Registers |
2 |
-do- |
|
| 4. |
Branch Bill Registers |
3 |
-do- |
|
| 5 |
Branch Bill Registers |
2 |
-do- |
|
| S.No. |
Type of Quality Record |
Retention Period (Years) |
Agency responsible for retaining/control of record |
Remarks |
| 6.` |
Peon Books |
2 |
-do- |
|
| 7. |
Attendance Registers |
3 |
-do- |
|
| 8. |
Casual Leave Register |
1 |
-do- |
|
| 9. |
Casual Leave Application Files |
1 |
-do- |
|
| 10. |
Pay Bills |
8 |
-do- |
|
| 11. |
Muster Rolls |
8 |
-do- |
|
| 12. |
Sub Ledgers |
8 |
-do- |
|
| 13. |
Sub Journals |
8 |
-do- |
|
| 14. |
Journals |
8 |
-do- |
|
| 15. |
Ledgers |
8 |
-do- |
|
| 16. |
Payment Vouchers |
8 |
-do- |
|
| 17. |
Journal Vouchers |
8 |
-do- |
|
| 18. |
Stores Receipt Vouchers |
8 |
-do- |
|
| 19. |
Purchase Orders |
8 |
-do- |
|
| 20. |
Store Issue & Return Notes |
8 |
-do- |
|
| 21. |
Salvage Return & Issue Notes |
3 |
-do- |
|
| 22. |
Stores Ledgers |
8 |
-do- |
|
| 23. |
Budget Sanction Registers |
3 |
-do- |
|
| 24. |
Earned Leave Memos |
2 |
-do- |
|
| 25. |
Copies of appointment letters |
2 |
-do- |
|
| 26. |
Increment Memos |
2 |
-do- |
|
| 27. |
Cash Books |
8 |
-do- |
|
| 28. |
Works allotment Register |
3 |
-do- |
|
| 29. |
Works Register |
3 |
-do- |
|
| 30. |
Allotment Register of Bonds |
3 |
-do- |
|
| 31. |
Audit Reports including internal audit reports |
1 |
-do- |
After the audit report has ;been settled |
| 32. |
Sanction Register |
3 |
-do- |
|
| 33. |
Log Books |
2 |
-do- |
|
| 34. |
Registers pertaining to payment of suppliers bills |
3 |
-do- |
|
| 35. |
All correspondence about sanction of funds |
3 |
-do- |
|
| 36. |
Correspondence files |
3 |
-do- |
|
| 37. |
TA Bills |
8 |
-do- |
|
| 38. |
Measurement Books |
8 |
-do- |
|
| S.No. |
Type of Quality Record |
Retention Period (Years) |
Agency responsible for retaining/control of record |
Remarks |
| C.2 |
Specific Records of Stores Accounts |
|
|
|
| 39. |
Issue summaries & Receipt Summaries |
8 |
Accounts Dept./Stores Section |
|
| 40. |
Category Registers |
3 |
-do- |
|
| 41. |
Reconciliation Registers |
1 |
-do- |
|
| 42. |
Covering Memos |
1 |
-do- |
|
| C,3 |
Specific Records of Purchase Accounts |
|
|
|
| 43. |
Supply Orders |
3 |
Accounts Dept./Purchase Section |
|
| 44. |
Register of 10% payments through PAO |
5 |
-do- |
|
| .C.4 |
Specific Records of Estate & Welfare Accounts |
|
|
|
| 45. |
Equipment Register - Equipment relating to hospital, School, Canteen,
Welfare & Estate. |
8 |
Accounts/ Estate & Welfare Section |
|
| 46. |
Rent Recovery Register (To watch rent recoverable) |
8 |
-do- |
|
| 47. |
Form A |
3 |
-do- |
|
| 48. |
Payment Register |
Permanent |
-do- |
|
| 49. |
Details register in receipt of payment of awards to land owners village
wise and khewat wise. |
Permanent |
-do- |
|
| C.4 |
Specific records of Personnel Accounts |
|
Accounts/Estb.. Sect. |
|
| 50. |
Earning Records |
8 |
-do- |
|
| 51. |
Income Tax & Calculation Sheets & Register |
3 |
-do- |
After the completion of IT accounts |
| S.No. |
Type of Quality Record |
Retention Period (Years) |
Agency responsible for retaining/control of record |
Remarks |
| 52. |
Overtime sheet |
3 |
-do- |
|
| 53, |
Attendance Certificates |
3 |
-do- |
|
| 54. |
Scale Register |
|
-do- |
Personnel record |
| 55. |
Leave & Pension Contribution file relating to deputationist |
3 |
-do- |
After the deputation has ended |
| 56. |
Salary Journal |
8 |
-do- |
|
| 57. |
Copies of appointment letters |
Permanent |
-do- |
Records only in case of employees in service and in other cases one year
after leaving the Company |
| C.5 |
Specific records of Transport Accounts |
|
|
|
| 58. |
Credit Notes |
8 |
Accounts/Transport Sect. |
|
| 59. |
Freight List |
8 |
-do- |
|
| 60. |
Freight adjustment Register |
3 |
-do- |
|
| C.6 |
Correspondence files |
|
-do- |
|
| 61. |
e.g. file correspondence with SO |
3 |
-do- |
|
| 62. |
Tender files |
3 |
-do- |
|
| 63. |
Correspondence with Railways regarding freight |
3 |
-do- |
|
| 64. |
Freight Adjustment letters from SO |
3 |
-do- |
|
| C.7 |
Bills Register |
|
-do- |
|
| 65. |
e.g. Cycle Repairs |
3 |
-do- |
|
| 66. |
Private Journies |
3 |
-do- |
|
| 67. |
Bus Pass Register |
3 |
-do- |
|
| S.No. |
Type of Quality Record |
Retention Period (Years) |
Agency responsible for retaining/control of record |
Remarks |
| C.8 |
Specific Records of Cost Accounts |
|
Cost Accounts Sect. |
|
| 68 |
Copies of Store Issue Notes |
3 |
-do- |
|
| 69. |
Copies of Cash Vouchers |
3 |
-do- |
|
| 70. |
Register of Material Issues/Consumption/Balance with the Plants. |
3 |
-do- |
|
| 71. |
Manuscript copies of cost statements |
3 |
-do- |
|
| 72. |
Fair copies of Cost statements |
3 |
-do- |
|
| 73. |
Copies of journal vouchers |
5 |
-do- |
|
| C.9 |
Specific Records of Workshop Accounts |
|
|
|
| 74. |
Copies of Stores Issue Notes & Materials |
3 |
Accounts/Workshop Accounts |
|
| 75. |
Labour Cards and Labour abstracts |
3 |
-do- |
|
| 76. |
Job Registers |
3 |
-do- |
|
| 77. |
Statement of jobs opened & closed |
2 |
-do- |
|
| 78. |
Copies of Private party Bills |
3 |
-do- |
|
| C.10 |
Specific records of Time Office |
|
Acounts/Time Office Sect. |
|
| 79. |
Time Cards |
3 |
-do- |
|
| 80. |
Casual Leave Records |
3 |
-do- |
|
| 81. |
Attendance Registers |
3 |
-do- |
|
| 82. |
Advance Intimations of Overtime |
3 |
-do- |
|
| 83. |
Register required to be maintained under the Factories Act |
* |
-do- |
As per Factories Act |
| C.11 |
Specific records of Works Accounts |
|
|
|
| 84. |
Security Voucher files |
3 |
Accounts/Works Accounts Sect. |
|
| 85. |
Cash Voucher files |
3 |
-do- |
|
| S.No. |
Type of Quality Record |
Retention Period (Years) |
Agency responsible for retaining/control of record |
Remarks |
| 86. |
Requisition files for M.B. |
1 |
-do- |
|
| 87. |
Expenditure statement |
1 |
-do- |
|
| 88. |
Circular file |
3 |
-do- |
|
| 89. |
Master Roll Issue Registers |
1 |
-do- |
|
| 90. |
Un paid Wages Register |
3 |
-do- |
|
| 91. |
Tender Notice File |
3 |
-do- |
|
| 92. |
Estimate Register |
1 |
-do- |
|
| 93. |
Register of Retrenchment |
3 |
-do- |
|
| 94. |
Sanctions |
1 |
-do- |
|
| 95. |
Written off orders |
8 |
-do- |
|
| 96. |
Works Abstract files |
3 |
-do- |
|
| 97. |
Daily Labour Report files |
3 |
-do- |
|
| 98. |
Register of working of compensation |
3 |
-do- |
|
| 99. |
Arbitration cases register |
1 |
-do- |
After the award/ payment of the amount of the arbitrator |
| 100. |
Running Accounts Bills, Final Bills of contractors, Reconciliation
registers, Material consumption reports, Misc. recovery register, contract register,
agreement |
8 |
-do- |
8 years or 3 years after settlement of final account of contractor
whichever is more |
| 101. |
Correspondence files relating to Contracts. |
3 |
-do- |
After settlement of the accounts |
| 102. |
Standard rent under F.R.45-A and 45-B. |
Permanent |
-do- |
|
| C-12 |
Specific records of Cash Accounts |
|
Accounts/Cash Accounts |
|
| 103. |
Receipt book counter foils |
8 |
-do- |
|
| 104. |
Bank-pay-in -slip |
3 |
-do- |
|
| 105. |
Counter Foils of Cheque books and Credit Note banks |
8 |
-do- |
|
| 106. |
Letter of Credit register |
3 |
-do- |
|
| 107. |
Pay Slips |
8 |
-do- |
|
| 108. |
Daily Cash balance register |
2 |
-do- |
|
| S.No. |
Type of Quality Record |
Retention Period (Years) |
Agency responsible for retaining/control of record |
Remarks |
| 109 |
Receipts register |
3 |
-do- |
|
| 110. |
Petty Cash Book |
8 |
-do- |
|
| 111. |
Muster roll Cash book (Kucha) |
8 |
-do- |
|
| 112. |
Cheques received registers |
3 |
-do- |
|
| 113. |
Statement of Accounts received |
3 |
-do- |
|
| C.13 |
Specific records of Misc. Accounts |
|
Accounts/Misc. Accounts Section |
|
| 114. |
Misc. sanctions for payment of entertainments, legal expendtr. |
8 |
-do- |
|
| 115. |
Register of payment of telephone bills |
3 |
-do- |
|
| 116. |
Authority letter for issue of advertisements |
3 |
-do- |
|
| C-14 |
Specific records of Central Accounts |
|
- |
|
| 117. |
Balance Sheet files containing the balance sheets signed by Auditors and
other correspondence in respect of Audit reports etc. |
Permanent/as per Companies Act |
Accounts/Central Accounts Section |
|
| 118. |
Schedule of the balance Sheets |
8 |
-do- |
|
| 119. |
Files regarding advices received from other Units/divisions and C.O. and
also files regarding advises sent to other Units/Divisions/ C.O. |
3 |
-do- |
|
| 120. |
Correspondence files with C.O. regarding instructions from C.O. from time
to time about preparation of Accounts. |
3 |
-do- |
|
| 121. |
Circular files |
Permanent |
-do- |
|
| 122. |
File regarding collection of statistics annual and quarterly. |
5 |
-do- |
|
| 123. |
File regarding monthly accounts return to H.O. |
3 |
-do- |
|
| S.No. |
Type of Quality Record |
Retention Period (Years) |
Agency responsible for retaining/control of record |
Remarks |
| 124. |
Depreciation Calculation registers |
8 |
-do- |
|
| 125. |
Income Tax returns |
8 |
-do- |
|
| C-15. |
Specific records of Sales Accounts |
|
|
|
| 126. |
Sale Day Book |
8 |
Accounts/Sales Accounts Section |
|
| 127. |
Files dealing with the fixation of the price of CAN AND Heavy Water |
Permanent |
-do- |
|
| 128. |
Office copy of 90% & 10% bills sent to the Ministry |
8 |
-do- |
|
| 129. |
Dispatch instruction and dispatch advices 3 |
2 |
-do- |
|
| 130. |
Daily reports of production & dispatches and weekly reports |
3 |
-do- |
|
| 131. |
Copies of notices issued to consignees for sanction of 10% payment |
2 |
-do- |
|
| 132. |
Statement of Accounts Receivable (Sales) |
2 |
-do- |
|
| 133. |
Statements of Productions & dispatches of CAN & Heavy Water. |
3 |
-do- |
|
| 134. |
Letters indicating details of cheques from pay & accounts Office,
Ministry of Food & Agriculture |
2 |
-do- |
|
| 135. |
Office copies of payment orders of Revenue Stamps used for fixing on bills
& Revenue stamp Accounts register |
3 |
-do- |
|
| S.No. |
Type of Quality Record |
Retention Period (Years) |
Agency responsible for retaining/control of record |
Remarks |
| C.15 |
Specific records of Factory Erection Accounts |
|
|
|
| 136. |
Correspondence files relating to foreign contractors. |
5 |
Accounts/Construction .Accounts |
But with the permission of Accounts Officer after
finalization of the Contract. |
| 137. |
Shipping documents |
3 |
-do- |
After the finalization of the contract |
| 138. |
Contractors registers |
3 |
-do- |
After finalization of the contracts |
| D. |
Personnel Department |
|
|
|
| 1. |
Peon Books |
2 |
-do- |
|
| 2. |
Casual leave record |
1 |
-do- |
|
| 3. |
Applications of candidates not selected for the posts |
3 |
-do- |
|
| 4. |
Applications of candidates not selected to be called for interview |
1 |
-do- |
|
| 5. |
Important papers and files on policy matters |
Permanent |
-do- |
|
| 9. |
Memorandums submitted to the Board and decisions of the Board |
-do- |
-do- |
|
| 10. |
Standing Orders |
-do- |
-do- |
|
| 11.. |
Proceedings of the Selection Committees Bonds, service agreements, etc.
Personal files of employees . Annual confidential reports of employees |
Permanent / 5 |
-do- |
Permanent during service period of the employee & to be retained for 5
years after employee leaves the service subject to settlement of claims by or against the
Company |
| S.No. |
Type of Quality Record |
Retention Period (Years) |
Agency responsible for retaining/control of record |
Remarks |
| 12. |
Deliberations and agreements with Unions, Works Committees, etc. etc. |
10 |
-do- |
|
| E |
Stores Department |
|
|
|
| 1. |
Indents, Purchase Orders and allied correspondence |
3 |
Materials Deptt / Stores |
|
| 2. |
Receipt Vouchers and allied correspondence |
3 |
-do- |
|
| 3. |
Issue Notes, Return Notes, Transfer Notes & allied correspondence. |
3 |
-do- |
|
| F. |
Purchase Department |
|
|
|
| 1. |
Files relating to Parliament questions. |
5 |
Materials Deptt/purchase |
|
| 2. |
Periodical reports & returns |
3 |
-do- |
|
| 3. |
Assistants progress register |
1 |
-do- |
After all-the cases have been closed |
| 4 |
Audit objections |
1 |
-do- |
-do- |
| 5.. |
Policy matters relating to purchase sales Tax, shipping, transit
insurance, registration and blacklists of firms etc. |
Permanent |
-do- |
|
| 6.. |
Conditions of contract |
Permanent |
-do- |
|
| 7. |
Master file of indents |
Permanent |
-do- |
|
| 8. |
Master file of Purchase Orders |
Permanent |
-do- |
|
| 9. |
Register of purchases orders |
3 |
-do- |
|
| 10. |
Files of firms refused registration |
5 |
-do- |
|
| 11. |
Newspaper |
* |
-do- |
Papers over 2 months to be handed over to Stores for auction. |
| 12. |
Journals subscribed or received free |
3 |
-do- |
In consultation with SPO |
| S.No. |
Type of Quality Record |
Retention Period (Years) |
Agency responsible for retaining/control of record |
Remarks |
| 13.. |
Files relating to cancelled indents |
1 |
-do- |
After cancellation |
| 14 |
Circulation folders - letters |
1 |
-do- |
|
| 15. |
Peon Books |
2 |
-do- |
|
| G. |
Specific records of Company Secretariat Deptt. |
|
|
|
| 1. |
Memorandum and Articles of Association and Agreement |
Permanent |
|
As per Companys Act |
| H. |
Common Procedure Records | |
| |
| 1. |
Document Transmittals |
1 | Concerned HOD |
|
|
2. | Revision Records | 1 | -do- | |
|
3. | Documents Master Lists | 1 | -do- | |
|
4. | Non Conformance Reports | 1 | M.R. | |
|
5. | Internal Audit Schedules | 1 | -do- | |
|
6. | Internal Audit Reports | 1 | -do-. | |
|
7. | Management Review Meeting Agenda Minutes | 3 | -do-- | |
|
8. | Quality Records Lists | 1 | Concerned HOD. | |