Postal Manual Vol. VIII - India Post

201. Disposal of records.- All the records of a Superintendent’s office will be torn up and
sold at the end of a year after the month in which they were closed, with the exception of the
following which will be disposed of in the same way at the end of the period noted against each:-
(a) Director-General’s Circulars and Three years counting from the month of
circulars of Heads of Circles
April following close of the official year in
which they were
issued
(b) Director-General’s General orders Some periods as in the case of Director
General’s Circulars
(c) Cases of irregularities, and complaints
in which a pecuniary .
claim has been made and rejected
Three years after the month in which the
cases are closed
(d)
Enquiry cases relating to discharged
cash certificate (together with the
certificates)
Three years from the due date of maturity of
the certificates
(e)
(f)
Enquiry cases relating to savings bank
withdrawals (together with .
warrants of payment)
In ward and outward registers of
correspondence.
Three years after the month in which the
cases are closed
Three years after the years in which they were
closed.
(g)
Copies of sorting lists, memoranda of
distribution of work and other
documents supplied to offices and
sections
One year after new ones have been supplied
or prepared.
(h) Maps One year after new ones have been supplied
or prepared.
(i) (i)Registers of sanctioned One year after new ones have been supplied
establishments
or prepared.
(j) Personal files and confidentials Three years after the month in which the
Reports
officials concerned ceased to belong to the
Department, except that, in the case of
absconders, the records should not be
disposed of without the special permission of
the Head of the Circle.
(k) Establishment files Fifteen years.
(l) Confidential records and
character sheets
One year after the officials concerned have
died, resigned or been dismissed, Confidential
records and character sheets of officials who
have retired should be preserved and
destroyed 5 years after their retirement.
Confidential records and character sheets of
officials who have absconded should not be
disposed of without the special permission of
the Head of the Circle. Confidential records
and character sheets of officials who retire on
invalid pension should be preserved along
with their pension cases for, 25 years or for 3
years after their death whichever is earlier
(m) Gradation lists Three years after new ones have been issued