NATIONAL FERTILIZERS LIMITED

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. Assistant’s 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 Company’s 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.