Punjab Police Rules Volume 1 - Sangrur Police

Police Offices 339
diarist or station clerk, as the case may be, of the receiving office, shall sign and return
these chalans to the office of issue, where they shall be kept in yearly bundles for two
years.
(3) All correspondence for despatch from the office of the Superintendent of Police
shall be made over to the despatcher. Orders and papers requiring copying shall be dealt
with by the copyist, under the supervision of the diarist or despatcher shall make out chalans,
write up his despatch register and send off correspondence with the minimum of
delay.
(4) In every district a standing order shall be framed with the approval of the Deputy
Inspector-General of the range, to regulate the distribution of papers between the different
branches of the vernacular office, but a clerk of each branch shall be responsible for receiving
from, or handing over to, the diarist or despatcher all papers which pass through
those branches, and all such papers, even if they are to pass from one branch of the office
to another, shall be entered in the despatch register.
Example. - An order issued by the Superintendent to the prosecuting inspector shall be
taken by the assistant reader to the diarist for record and despatch.
Rule 11.70
11.70. Ordinary correspondence. - (1) General vernacular correspondence shall be
kept as follows :-
(a) Monthly district files containing copies of general parwanas issued and miscellaneous
papers not connected with particular police-stations.
(b) Annual files by police-stations of daily diaries.
(c) Annual files by police-stations of parwanas.
(d) Annual files by police-stations of miscellaneous papers.
These files shall be destroyed after two years but files of class (a) shall, before destruction,
be seen by the prosecuting inspector, who will bring to the notice of the
Superintendent of Police any order, which he considers should be preserved for permanent
record as a standing order.
(2) The record-keeper shall maintain a register in Form 11.70(2) showing the receipt
and issues of all files, in and from the record-room.
Rule 11.71
11.71. Method of record of orderly head constable’s and Accountant’s papers. -
(1) All papers relating to enrolments, promotion, transfers, leave and other matters concerning
the orderly head constable’s branch, regarding the record of which there are no
other special orders, shall be filed in separate files under each head; such files shall be
either annual, half yearly or quarterly according to the volume of the work in different districts
and, on completion, shall be kept in the orderly head constable’s branch for five
years and then destroyed. Each file shall have an index, showing the detail of its contents,
attached to it.
(2) Papers other than those shown in Appendix 11.36 shall be maintained in the accounts
branch in monthly bundles and destroyed after the period noted against each -
(a) Advice note (Rule 10.42) ..
Years
1
(b) Application for recouping permanent advance .. 3
(c) Papers regarding promotions, reductions and transfers .. 1
(d) Miscellaneous papers .. 1