Record Retention Rules For 'Preservation' - MUHS

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Tel : (0253) 2539292, Fax : (0253) 2539295
Website : http://www.muhs.ac.in, E-mail : registrar@muhsnashik.com
Dr. Adinath Suryakar
Ph.D., FACBI
Registrar
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MAHARASHTRA UNIVERSITY OF HEALTH SCIENCES, NASHIK
Record Retention Rules for ‘Preservation’ and ‘Destruction’ of Records of Academic Section (UG).
1. The records of the University may be classified broadly for the purpose of preservation; however,
Head of the Department/Section will have to use their discretion while discarding a particular file
/document for destruction.
2. The records of the Academic Section (UG) are classified as under for the purposes of
Preservation.
Group A : To be preserved Permanently.
B : To be preserved for 30 yrs.
C : To be preserved for 10 yrs.
C1 : To be preserved for 5 yrs.
D : To be preserved for 1 yr.
The classification of record may be reviewed after every ten years.
3. No record of the University shall be sold in the market. Such records can be either given for
pulping to a paper mill or it shall be burnt duly after keeping proper list of documents.
4. The respective Faculty In-charge shall arrange to transfer the old records to Record Room &
maintain record in ‘Record Transfer Register.’
5. Before destroying the records, the Head of Department/Section shall place detailed statement
thereof before the Registrar, who will examine whether the records are to be destroyed and shall
issue orders thereon accordingly.
6. If any difficulty arises regarding the preservation or destruction of old records, the decision of the
Sr.
No.
Hon’ble Vice-Chancellor shall be final.
The following chart provides a guideline for Record Retention of Academic Section (UG).
PARTICULARS OF
RECORD/DOCUMENTS
TYPE OF DOCUMENT /
FILE/ REGISTER / BINDED
/ LIST/ BUNDLE
COLOUR
RECORD
RETENTION
CLASSIFICATION
01 Proposals for Approvals Bundle, documents White C1
02
Letters of Approvals as UG Teachers/
Approval to the appointments
File
Green
B
03 Reports of Selection Committee Documents Yellow C
04
Proposals of Continuation/Extension/LIC
Reports
Bundle, documents
Green
B
05
Letters of Affiliations Continuation/
Extension
File
Yellow
C
06 Syllabus for UG Degree Bundle, Documents Red A
07
University correspondence between
Central Councils (Policy)
Document
Red A
University correspondence with Competent
Yellow
08
Authorities/ Various Central Councils
/AIU/Various Central Government Depts.
etc.
Document
C
09
University correspondence between State
Govt.
Document
Yellow C
10
Record of Agenda & Minutes of meetings
conducted by University related to
Academic Section (UG).
Document
Red
A
Academic Section (UG) Notifications/
Document Red A
11
Circulars published by University.

Sr.
No.
12
13
14
15
16
17
18
19
PARTICULARS OF
RECORD/DOCUMENTS
Correspondence/Email Correspondence
from Students, parents regarding queries
related to Recognition
Record / Proposal/Correspondence of
Internship Transfer / Students Transfer
Record / Proposal / Correspondence
regarding Internship Completion Certificate
received from the college after issuing ICC
Record / Proposal/Correspondence of
Students Transfer
Internal Correspondence with Other
Departments/Sections of University &
Internal meeting records. (except legal
matters)
Court matter documents/para-wise
comments documents
RTI Correspondence related to Academic
Section (UG)
Submission Note of Section/Academic
Council/Management Council/ Senate/ any
other Authorities, etc.
TYPE OF DOCUMENT /
FILE/ REGISTER / BINDED
/ LIST/ BUNDLE
Document
Document
Document
Document
Document
File (case-wise)
File
Document
COLOUR
White
White
White
White
White
Red
Green
White
RECORD
RETENTION
CLASSIFICATION
20 Records of fees. File White C1
21 Record of Leave Application of Officer/
Employees of Academic Section (UG)
Document
White D
22 Registers: -
i. Inward & Outward Register Red A
ii. Attendance Register White D
iii. Meeting Register White C1
iv. Movement (Employee) Register White D
v. Stock Register Red A
vi. Record Room Register Red A
vii. Transfer of Documents to Record Room Register Red A
viii. Information of Writ Petition/Court Order Register Red A
INSTRUCTIONS TO BE OBSERVED FOR RECORD RETENTION:-
01. All the proposals submitted by the college shall be arranged Academic year-wise, Faculty wise &
college-wise in cotton cloth bundle. Records shall be updated every fortnightly by the concerned
dealing Clerk.
02. After grant of final approval respective colleges shall be informed by Post/Fax for necessary
actions. University copy of Approval/Recognition shall be arranged in cotton cloth bundle
Year-wise/College wise.
03. On grant of final approval the proposals shall be transferred from Academic Section (UG) to
Record Room. All necessary entries must be recorded in ‘Record Transfer Register.’ This
process shall be completed after 03 years of acceptance of proposals.
04. All the proposals shall be arranged Academic year-wise, Faculty-wise & College-wise, in the
Record Room so as to facilitate for reference, whenever required.
05. The proposal of affiliation of Continuation/Extension is held in abeyance/Subjudise matters shall
be retained in the Academic Section (UG). The concerned Faculty In charge shall ensure that, at
no stage, such proposals are transferred to Record Room. However, on grant of final
approval/Orders from Court such proposals shall be transferred to Record Room & shall be kept
in the concerned college bundle/lot of respective academic year.
06. The period of proposals shall be reckoned as follows.
a) Affiliation Continuation/Extension – from the last date of submission.
b) Approval as UG Teacher - from the date of its submission.
D
D
D
C1
C1
A
B
D

07. Court matter files shall be properly maintained Case-wise by the concerned Faculty In-charge.
Any Court matter that is subjudise shall be kept in Academic Section (UG) & shall not be
discarded till such time the said matter is disposed off.
08. Documents classification is a continuous process and it should not break.
09. Every year after completion of financial year documents classification process should be
completed between 15 th April to 15 th May.
10. At the time of Classification unwanted / duplicate documents (blank papers, extra photo copies)
should be separated from the files and continuous numbering should be given on every page of
the file.
11. The front page / cover page of the file should contain, Subject, Document Classification
(A/B/C/C1/D) type, page numbers and file opened & closed date.
12. Classified files should be listed as per their type in following format:-
Bundle File Sr.
Subject Classification Total File opened File closed
No. No.
type pages date date
1 2 3 4 5 6 7