Postal Manual Vol. VIII - India Post

subsequent ones. All Circulars should be removed from the guard-books after the lapse of three
years counting from the month of April following the close of the official year in which they were
issued and disposed of, as waste paper. If it is found necessary to preserve or repeat the
instructions, contained in such Circulars, the Head of the Circle will either incorporate them in the
Circle Orders or reproduce them in a new Circular before the previous Circular is due to be
destroyed.
330. Records – the list below shows the different classes records required to be maintained
by the Inspectors, R.M.S. and the periods for which they should be preserved:-
Class of Records
Period of preservation
1. P.M.G.’s Circulars and Circle
Orders
Three years counting from the month of April following
the close of the official year in which they were issued.
2. D.G.’s Circulars and General
Orders
Three years counting from the month of April following
the close of the official year in which they were issued.
3. P.M.G.’s weekly Sorting Orders
and Sorting memos.
One year counting from the month of April following the
close of the official year in which they were issued.
4. Memos, relating changes in Due
Mail and Sorting Lists issued by the
One year counting from the month of April following the
close of the official year in which they were issued.
Superintendents, R.M.S.
5.”A” orders issued by One year counting from the month of April following the
Superintendents, R.M.S.
close of the official year in which they were issued.
6. “B” orders issued by the One year counting from the month of April following the
Superintendents, R.M.S.
close of the official year in which they were issued.
7. Copies of Due Mail and Sorting One year after the new ones have been supplied.
Lists of sections and Mail offices in
the sub-division of Inspectors.
8. Memoranda of distribution of One year after the new ones have been supplied.
work of sections and mail offices.
9. List of officials appointed by the One year after a new list is prepared.
Inspector
10. Copies of publications and To be destroyed on the receipt of new edition.
Manuals
11. Character Sheets of Class IV
servants within the jurisdiction of
One year after the death, resignation, retirement or
dismissal of the officials, Character sheets of officials, who
an Inspector, R.M.S. with have absconded should not be destroyed without the
declarations prescribed in Rule 16 special permission of the Head of the Circle.
Posts and Telegraphs Manual,
Volume IV
12. List of Letter-boxes in subdivision
One year after the preparation of a new list.
13. Note Books One year counting from the month of April following the
close of the official year in which they are prepared.
14. Inspection Notes One year counting from the month of April following the
close of the official year in which they are prepared.
15. Punishment Register One year counting from the month of April following the
close of the official year in which they are prepared.
16. Personal files and other records
relating to leave, appointment and
punishment of Class IV servants
(Porters and Van Peons)
Three years after the month in which the officials
concerned ceased to belong to the Department except in
the case of absconders whose records should not be
disposed of without the special permission of the Head of
the Circle.
17. Carbonic correspondence book Three years after the year in which they were closed.