Postal Manual Vol. VIII - India Post

8 – Amount written off.
9 – Amount ordered to be recovered :
(a) from officials
(b) from other sources.
10 – Amount actually recovered :
(a) Source of recovery.
(b) Amount.
11 – Amount remaining unadjusted.
12 – Persons involved with names and designations and a summary by number of
categories of officials (here indicate the cadre and the number involved, e.g.,
Asstts. 2. EDSPM 1, outsiders 2, mail contractor 1, stamp vendor 1, etc.).
12-A- Names of the office/s involved with status and strength (e.g. H.S.G., x
Asstts. 2. EDSPM 1, outsiders 2, mail contractor 1, stamp vendor 1, etc.).
13 – Nature of disciplinary action taken against each official implicated or action
taken against the outsiders, if any, (in the cases of dismissal, following
conviction by court, this should be specified) or action ordered by Court.
Names of officials should be followed by the letter ‘P’ for primary offenders
(culprits) and ‘S’ for subsidiary offenders.
14 – Remarks (showing date of report to audit office).
16. Disposal of records - The records in a Circle office, of the classes shown in the
following list, should be preserved for the period shown against each. All other records should be
preserved for such periods as may be fixed by the Head of the Circle in accordance with the
circumstances of each individual case :-
List of records
Class of record
Period of preservation
(1) Appeals . . . . . . Three years after the month in which the cases
are closed.
(2) Applications for Postal Life
Insurance, Endowment Assurance
and Monthly Allowances.
(3) Annual Reports of –
(a) The Director – General
(b) The Head of the Circle
(c) Superintendent
(d) Foreign Administration
Three years after the month in which the policy
is paid or becomes void except where payment is
made on an indemnity bond in which case the
papers together with the bond should be
preserved for six years after the month in which
payment is made. In the case of a proposal
which has been rejected, on medical or other
grounds, all the papers relating to the proposal
should be preserved to the year the proposer
attains 50 years of age.
The reports themselves should be kept
permanently, but the other papers in the file
should be destroyed three years after the year to
which they relate.
One year after the year in which they are
received.
Three years after the year in which they are
received.
(4) Budget allotments Three years after the year to which they relate.