Punjab Police Rules Volume 1 - Sangrur Police

328 Punjab Police Rules, 1934 Volume 1, CHAPTER 11
large one (viz., over 100 pages) or when only a few more letters are expected to complete
it, it should be left to the discretion of the head clerk to file such papers with the previous
year’s file instead of starting a new file.
Rule 11.30
11.30. Arrangements of correspondence files. - (1) For purposes of arrangement in
the record room, correspondence files will be divided into two classes :-
(a) "Action" files, in which further correspondence is expected, including all "miscellaneous"
and "general" files.
(b) Completed "special" files, in which correspondence has been finished.
(2) One or more record cupboards should be kept for correspondence files of the current
and preceding year, and should be divided into compartments marked with a distinguishing
number for each main-head. Each compartment will be sub-divided into two.
Completed files will be tied up between boards and placed below the action files, which
will be kept loose, but in their proper order.
Action files will be kept in the upper division and completed files in the lower division
of the compartment.
(3) At the end of the second year the files of each subject-head shall be placed between
stiff boards in a separate record cupboard, divided into annual compartments. On the top
board of each packet shall be written the number of files. This portion of the record shall
be classed as old records.
Rule 11.31
11.31. Period of retention of, and destruction of records. - The process of eliminating
superfluous records shall be carried on continuously under the orders of the head
clerk. No file shall be considered for destruction till it has been three years in the "old records".
Files in the "old records" shall be kept in two classes (a) miscellaneous and
general, (b) special. No special file shall be considered for destruction till it has been ten
years in the "old records".
Subject to this guiding principle the record room staff will be continuously engaged on
the overhaul of old files. Each file liable to destruction will be first examined with the aid
of its index. Any portion of its contents which the record clerk considers should be kept,
shall be removed - the order or the head clerk being taken if necessary - before the rest of
the file is destroyed. The orders of the head clerk shall invariably be taken before a special
file is destroyed. As each file is destroyed its original entry in the file register of the year
concerned shall be cancelled in red ink, dated and initialled by the record clerk. Progress
in destruction work will be checked at all office inspections by reference to the file register.
Papers removed for retention from files which are to be destroyed shall be recorded in
a special file under the appropriate subject-head entitled "Papers retained from files destroyed."
This extra file shall, when created, be entered in red ink at the end of the file
register of the year in question.
Rule 11.32
11.32. Station delivery Register. - An annual station delivery register shall be maintained
in Universal Form No. 20 for all letters, etc., sent out by hand.
Rule 11.33
11.33. Stamp Register. - (1) A stamp register shall be maintained by the accountant
in Form 11.33 showing the receipt and issue of Government stamps to each officer during
the year.
(2) The rules prescribed by the Punjab Finance Department for the audit and better control
of service lables, - vide Inspector-General’s Memo No. 3402-A, dated 26th