केन्द्रीय विद्यालय संगठन
मुंबई संभाग
नव नियुक्त प्राचार्यों के लिए प्रवेशण कार्यक्रम
दिनांक- 10-06-2024 से 15-06-2024
Retention & Weeding out of records
Weeding out is the removal of all files/documents/ records which have become obsolete as per laid down procedure and record retention schedule.
It helps to make available valuable space and help efficient upkeep of the current records / files for the prompt retrieval of the desired records / files
To ensure that files are neither prematurely destroyed, nor kept for periods longer than necessary, Govt. of India’s 'Manual of Office Procedure' has laid down that every department will issue a departmental retention schedule prescribing the periods in respect of records connected with its substantive functions for which files dealing with specified subjects should be preserved.
Also, clause 4 (i) (a) under Chapter II of the Right to Information Act, 2005 stipulates that "every public authority shall maintain all records duly catalogued and indexed in a manner and form which facilities the right to information under this Act and ensure that all records that are appropriate to be computerized are, within a reasonable time and subject to availability of resources, computerized and connected through a network all over the country on different systems so that access to such records is facilitated".
Accordingly, complying with these guidelines and provision of the Act the Record
Retention Schedule formulated for the Kendriya Vidyalaya Sangathan has been duly approved by the Board of Governors in its 81st meeting held on 18.12.08.
1. Categorization of records has been done in accordance with Central Secretariat
Manual of Office Procedure (CSMOP) and Accounts Code of KVS.
Instructions
Categorization of Records Physical Records- File may be recorded under any one of the following category:
(i) ategory 'A’ - meaning 'keep and microfilm' - files which qualify for permanent preservation for administrative purposes and which have to be microfilmed because they contain: (i) a document so precious that its original must be preserved intact and access to it in the original form must be restricted to the barest minimum to avoid its damage or loss; or (ii) material likely to be required for frequent reference by different parties simultaneously/frequently. (b) files of historical importance.
(ii) Category `B’ - meaning `keep but do not microfilm'-This category will cover files required for permanent preservation for administrative purpose. It will, however, exclude the nature of material falling under the category described in (i) or (ii) of sub-para (1) (a) above and therefore need not be microfilmed.
(iii) Category `C’ - meaning `keep for specified period only'. This category will include files of secondary importance having reference value for a limited period not exceeding 10 years respectively.
2. Rules, orders and instructions should be retained by the Office/ Section/ Unit issuing them; other Offices/sections/ units of KVS need to keep only the standing rules etc., weeding out the superseded ones as and when they become obsolete.
3. Retention period for records (other than files) e.g. register, for which no files are to be opened and which, therefore, are not covered by the functional file index, have been shown separately. The prescribed retention period for such records will be counted from the date on which it has ceased to be current.
4. Unless otherwise stated the records described in column 2 of the schedule refer to files. Where necessary, other ancillary records pertaining to such files like mortgage deeds or bonds, nomination form, etc. would have to be retained as specifically indicated in column 4 against the relevant items.
5. The retention period specified in column 3, in the case of a file, is to be reckoned from the year in which the file is closed (i.e. action thereon has been completed) and not necessarily the year in which it is recorded.
6. If a .record relates to two or more subjects for which different retention periods have been prescribed, it will be retained for the highest of such periods.
7. If the record has certain special features or warrants to be retained for a period longer than that specified in the schedule, it could be retained for a longer time till necessary. However in no case, will a record be retained for a period shorter than that prescribed in the schedule.
8. If record is required in connection with the disposal of another record, the former will not be weeded out until all the issues raised on the latter have been finally decided, even though the retention period marked on the former may have expired in the meantime. In fact, the retention periods initially marked on such records should be consciously reviewed and, where necessary, revised suitably.
Main Head | Sub Head | Retention Period | Remarks |
Vigilance Administration | 1.General aspects 2. Acts, rules, manuals 3. Vigilance set-up � | Permanent in the case of Vigilance Section or the Section issuing the rules, orders and instructions; other sections/ units need to keep only the standing instructions rules, etc., weeding out the superseded ones as and when they become obsolete | NIL |
Vigilance
Main Head | Sub Head | Retention Period | Remarks |
Central civil Services (Classification, Control & Appeal) Rules) | *General notifications And Schedule regarding/appointing Authority, Disciplinary Authority and Appellate Authority *Regarding charge sheets, documentary evidence, Enquiry Officer, examination of witnesses and show-cause notices * Regarding penalties. Regarding consultation with - UPSC * Regarding appeals and petitions regarding suspension and subsistence allowance
| Permanent in the case of Vigilance Section or section issuing the rules, orders and instructions; other sections/ units need keep only the standing rules, etc., weeding out the superseded ones as and when they become obsolete | NIL |
Vigilance……
Main Head | Sub Head | Retention Period | Remarks |
Complaints | (a) Those leading to vigilance/disciplinary enquiries (b) Anonymous or pseudonymous complaints on which no action is taken (c) Other Complaints | (a) 3 years after the final disposal of appeal or final judgement under the normal course of law. (b) To be destroyed at the end of the year (c) 3 Years | If as a result of the complaint a warning letter is issued to the Govt Servant a copy of the relevant order to be placed in the personal file. |
Review/ Revision Petitions | NA | 3 Years | If as a result of petition the original order is modified, a copy of the revised order will be placed in the personal file and suitable entry will be made in the service records |
Vigilance……
Main Head | Sub Head | Retention Period | Remarks |
Permission required under CCS (conduct) Rules 1964 (i) Intimation (ii) Sanction | (a) Employment of dependents under private firms/foreign missions in INDIA (b) Participation in Politics (c) Radio broadcast, contribution of articles, managing or editing of newspapers, publications etc. (d) Evidence before Enquiry Committee (e) Subscriptions (f) Gifts (g) Private trade employment (h) Pursuing further studies | 3 years | Subject to a copy of the order placed in the personal file and suitable entry made in the service records |
Movable/ Immovable Property Returns
(ii) Sanction | (a) Employees entitled for retirement benefits (b) In respect of other employees |
(b) 3 Years after the employee has ceased to be in service | Should preferably be dealt on a separate file for each official to be kept open throughout the official career of the Govt. Servant |
Vigilance……
Main Head | Sub Head | Retention Period | Remarks |
Court Cases | All Court cases | 3 years after the final disposal of appeal or final judgement under the normal course of law. | Subject to a copy of the court order placed in the personal file and where ever necessary suitable entry made in the service records |
Legal Matters |
(b) Lower Courts (c) High Courts (d) Supreme Court (e) Contempt of Court | 3 years after the final disposal of appeal or final judgement under the normal course of law. | Subject to a copy of the court order placed in the personal file and where ever necessary suitable entry made in the service records |
Arbitration/ Reconciliation cases | NA | 3 years | (a) The file not closed until the award/judgement becomes final in all respects by limitation or final decision in appeal/revision (b) Cases involving important issues or containing material of high precedent /reference value kept in standing guard file. |
Appointment and payment to advocates | NA | One year after dispensing with the service of the Advocate | NA |
Legal Matters
Main Head | Sub Head | Retention Period | Remarks |
Parliamentary Question | (a) Admitted & answered/discussed (b) Disallowed, lapsed or withdrawn |
(b) 1 year | Cases containing material of great precedence/reference value must be retained permanently |
RTI Act | | 3 years or 1 year after the final disposal of appeal /review. | Important ruling in any case must be kept permanently |
Monthly review meetings | NA | 1 year after the calendar year (after action taken report is submitted) | NA |
References received from MHRD/DOPT/ NCERT/CBSE | NA | 1 year after disposal of the cases | NA |
Reply to Audit memos/ Objections | NA | 3 years | NA |
Administration
Main Head | Sub Head | Retention Period | Remarks |
Appointment of AMA’s | NA | 5 years or 1 year after examination of appointment. | NA |
Purchase/Maintenance/ Condemnation | | 3 years or 1 year after the completion of the audit whichever is later. (AG & internal Audit) | |
Recovery of rent and allied charges /retention of staff Quarters in KV/RO/ZIET |
(b) Correspondence file |
(b) 3 Years | NA |
Grievances received from MHRD/Cabinet Sec./Presidential Sec./PMO & other ministries | NA | 3 years | While weeding out unsettled grievances to be taken out |
Grievances /Redressal committee in r/o SC/ST matters including Grievances received from SC/ST Commission |
(b) Correspondence |
(b) 3 Years | While weeding out unsettled grievances to be taken out |
Contractual Appointments | All contractual Posts | 5 years | Subject to clearance by audit |
Administration……
Main Head | Sub Head | Retention Period | Remarks |
Personal files | (a) Employees entitled for retirement benefits (b) In respect of other employees (c) Correspondence regarding requisition, transfer of record from one office to other |
(b) 5 Years after the employee has ceased to be in service (c) 1 year | Subject to clearance by audit |
Service Matters | (a) Change of name of Employee (b) Alteration in DOB (c) Change in qualification of employee (d) Verification of age and educational qualifications (e) Admission of previous service not supported by authentic service record e.g. through collateral evidence (f) Medical Examination (g) Nomination related to family pension and DCR gratuity (h) GP Fund Nomination (i) Condonation in break in service |
(d) 5 years (e) 3 years or 1 year after the completion of the audit whichever is later. (AG & internal Audit) (f, g & h) 1 year (i) 3 years | (e) & (f) subject to suitable entries made in service record and authenticated copy placed in service book/personal file (g) & (h) subject to nomination in original or authenticated copy placed in service book/personal file |
Establishment……
Main Head | Sub Head | Retention Period | Remarks |
Leave Record | (a) Leave (other than study leave and casual leave) (b) Leave Roaster
(c) Casual Leave (d) Special Casual Leave |
(b) Destroyed at the end of the year (c) Destroyed at the end of the year (d) 1 year | Subject to clearance by audit |
Pay/Special Pay | | 3 years or 1 year after the completion of the audit whichever is later.(AG & internal Audit) | subject to suitable entries made in service record and pay bill register and authenticated copy of the order placed in service book/personal file |
Air travel by non entitled person | | 1 year after the completion of the audit (AG & internal Audit) | |
Establishment……
Main Head | Sub Head | Retention Period | Remarks |
Increment | (a) Withholding of increment (b) Representations and Petitions |
(b) 3 Years | (a) subject to suitable entries made in service record and authenticated copy placed in service book/personal file (b) If the representation results in the revision of the original order then authenticated copy placed in precedent book and suitable entries made in service records. |
Allowances | Claims regarding (a) CEA (b) D.A, H.R.A., & CCA (c) Deputation Allowance (d) Travelling allowance | 6 years or 1 year after the completion of the audit whichever is later. (AG & internal Audit) | NA |
Probation /confirmation | (a) Confirmation /extension of probation
| (b) 5 Years |
|
Establishment……
Main Head | Sub Head | Retention Period | Remarks |
No Objection Certificate | (a) Issue of passport (b) Issue of arms license | 5 years or 1 year after the completion of the audit whichever is later. (AG & internal Audit) | subject to suitable entries made in service record and authenticated copy placed in service book/personal file |
Transfer and posting | (a) Rules and policy (b) Transfer application (c) Priority List (d) Representations and petitions | (a) Permanent in case of only Estt. Section. KVs will keep standing orders and weed out the superseded ones as and when they become obsolete. (b) 1 year after the issue of transfer orders including modification orders (c) 2 years after the issue of transfer orders including modification. (d) 3 years | (d)subject to suitable entries made in service record and authenticated copy placed in service book/personal file |
Resignation | | 1 year | A copy of communication accepting the resignation may be placed in the personal file |
Establishment……
Main Head | Sub Head | Retention Period | Remarks |
Pension/ Retirement | (a) Rules and Orders (b) Pre verification of pension cases (c) Invalid Pension (d) Family Pension (e) Other Pension (f) Gratuity (g) Commutation of pension |
KVs will keep standing orders and weed out the superseded ones as and when they become obsolete. (b) 3 Years (c) To (e) Till youngest son or daughter attains majority or 5 years whichever is later. (f) 5 Years (g) 15 Years | NIL |
Extension of service | NIL | 1 Year after Retirement | A copy of order placed in the personal file |
Re-employment | NIL | 1 year after the employee ceases to be in KVS Service | NIL |
LPC | NIL | 6 years | NIL |
Establishment……
Main Head | Sub Head | Retention Period | Remarks |
Nomination of employees | (a) Census Operations (b) Committees/ working groups etc. (c) Election Work (d) Invigilation | (a) To (c) 1 year (d) Unit organizing the examination and appointing invigilators - 3 Years Other Units – 1 year | NIL |
Forwarding of Applications | For Examinations For Posts | 1 Year after the announcement of result of examination or selection to the particular post | Subject to an authenticated copy of forwarding letter kept in the personal file. |
Study Leave | | 1 year after the expiry of the bond / agreement executed by the Govt Servant | subject to suitable entries made in service record and authenticated copy placed in service book/personal file |
Service Book | (a) Employees entitled for retirement benefits (b) In respect of other employees | 20 years after death or retirement 20 years after after employee ceases in service | NIL |
Establishment……
Main Head | Sub Head | Retention Period | Remarks |
रिपोर्ट | तिमाही / छमाही / वार्षिक | 3 वर्ष | निरंक |
हिंदी पत्राचार | समस्त पत्राचार | 1 वर्ष | निरंक |
अनुवाद | कोड / मैन्यूअल /मानक मसौदे इत्यादि | छापने के 3 वर्ष तक | निरंक |
द्विभाषी प्रकाशन | निरंक | 1 वर्ष | निरंक |
पुस्तकालय | पुस्तकालय समिति की बैठक वार्षिक कार्यक्रम के तहत पुस्तकों की ख़रीद पुस्तकालय में पर्याप्त पुस्तकों की संस्तुति | 5 वर्ष | निरंक |
हिन्दी
Main Head | Sub Head | Retention Period | Remarks |
General purpose/Misc. Matters |
| 1 year | Important orders to be placed in standing guard file |
Awards | National Awards | 2 Years | |
Academic Programme | Vidyalaya Academic Calendar & Programme | 1 year | |
Academics
Main Head | Sub Head | Retention Period | Remarks |
Permission to write Book | NIL | 1 year | subject to copy of order kept in personal file |
Training | NIL | 1 year | subject to copy of training certificate kept in personal file |
Bharat Scouts & Guide | Vidyalaya Academic Calendar & Programme | 3 years or 1 year after the completion of the audit whichever is later. (AG & internal Audit) | NIL |
NFTW | NIL | 2 Years | NIL |
Academic Advisory Committee |
|
| NIL |
Staff sanction proposal and orders | NIL | 5 Years | NIL |
Register of strength and daily attendance Register, fee collection | NIL | 5 Years | NIL |
Academics……..
Main Head | Sub Head | Retention Period | Remarks |
Admission Matters | Admission Guidelines and Policy Matters | Permanent in case of only Academic Section or the section issuing the rules/orders/instructions. KVs will keep standing orders and weed out the superseded ones as and when they become obsolete. | Nil |
Admission/withdrawal register | NIL | Permanent | Nil |
Amendment in admission guidelines | NIL | 5 Years | Nil |
Admission under Special Dispensation of Hon’ble Education Minister- Lists, orders and recommendations | NIL | 5 Years | Nil |
Academics……..
Main Head | Sub Head | Retention Period | Remarks |
Sports | Infrastructure for Sports and Games
|
| subject to audit clearence |
|
(d) & (e) – 3 years or 1 year after the audit | NIL | |
National Sports Meet | NIL | 3 years or 1 year after the audit | NIL |
Adventure Activities in KVs | Coaching in games/sports to KV Students | 3 years or 1 year after the audit | NIL |
SGFI Meet |
| 3 years or 1 year after the audit | NIL |
Sports
Main Head | Sub Head | Retention Period | Remarks |
TA/Transfer TA Medical Claims LTC Claims | NIL | 6 Years of settlement of claim or 1 year after the audit, whichever is later | subject to copy of order kept in personal file |
Budget Estimates/Revised Estimates | NIL | 3 years | NIL |
Expenditure Statement/Register of monthly expenditure | NIL | To be weeded out after the appropriation Accounts for the year have been finalized | NIL |
Files/papers and documents relating to contracts, agreements etc. | NIL | 5 years after the agreement/contract is fulfilled or terminated (In case if the audit objections have been raised then under any circumstance no document is allowed to be destroyed till the objections have been cleared to the satisfaction of the audit authorities or have been reviewed by Public Accounts Committee. | NIL |
Finance
Main Head | Sub Head | Retention Period | Remarks |
Pay Bill of employees | (a) Pay bill register | 35 Years | subject to copy of order kept in personal file |
Muster Rolls | | Minimum 3 years excluding the financial year of payment or any period prescribed by the departmental regulations | |
Bill Register maintained in form TR-28-A | | 5 Years | |
Paid cheques returned by the bank to the Audit/Accounts Office | | 5 years | The counterfoils to be maintained for the same period i.e. 5 years except in cases where the counterfoils are required for the settlement of some enquiry. |
Advances | TA Advance LTC Advance Any other Advance | 1 year | |
Finance……
Main Head | Sub Head | Retention Period | Remarks |
AMC | | 3 Years of settlement of claim or 1 year after the audit, whichever is later | |
Hiring of Vehicles | | -do- | |
Procurement of Goods/Equipment | | -do- | |
Procurement of Services and supply | | -do- | |
Publication Matters | | -do- | |
BUDGET | Plan Schemes | Permanent | |
Budget Estimates/Revised Estimates | 3 Years | | |
Expenditure Statement | To be weeded out after the appropriation accounts for the year has been finalized | | |
Reconciliation | -do- | | |
Re-Appropriation | 3 years | | |
VVN ACCOUNT | VVN Deposit VVN Exemption of Girl Child Other VVN Exemptions | 1 year 5 Years 5 Years | |
Finance……
Main Head | Sub Head | Retention Period | Remarks |
Fee collection by nationalized bank | | 2 Years | |
Payment to contractual teachers | | 5 years | |
Honorarium Cash Handling Allowance | | 3 years after the audit in case of payments | |
Audit Objections and Audit Paras | Conduction of Internal audit/ Special Audit/Statutory Audit Submission of report by Audit team
Reply to audit memos | 3 Years or 1 year after settlement of all audit paras whichever is later | In case of serious irregularities, when departmental action has been proposed, till the completion of departmental action. |
Annual Accounts | | 3 years or till AG audit whichever is later. | |
Consolidated ledger of KVS | | 6 years | |
Finance….
Main Head | Sub Head | Retention Period | Remarks |
Preparation of Annual Accounts | | 5 Years after the completion of audit | |
Audit Fee | | 3 years | |
Cash Book | | 20 years | |
Debit Vouchers | | 10 Years | |
Credit Vouchers | | 10 Years | |
Opening of Bank Accounts | | Permanent or till the closure of the account | |
| | | |
Finance….
Main Head | Sub Head | Retention Period | Remarks |
Annual maintenance of staff quarters | Administrative approval and technical sanction | Permanent | NA |
Petty repair work | NA | Major Works – 10 years or 3 years after completion of the work or 1 year after the completion of audit whichever is later. Minor Works – 5 years or 3 years after completion of the work or 1 year after the completion of audit whichever is later. | |
Special Repair and renovation | NA | ||
Construction of computer Labs | NA |
Construction and works
The following records should, however, on no account be destroyed without prior approval of the Head of the Department concerned: —
(i) Records connected with expenditure which is within the statute of limitation.
(ii) Records connected with expenditure on works not completed, although beyond the period of limitation.
(iii) Records of experiments and observations,
(iv) Records connected with claims to service and matters of persons in service.
(v) Records required in connection with investigation of cases by Vigilance, Enquiry Committees etc.
Procedure to weed out the records
2. Destruction must be irreversible -The process of destroying records must be irreversible, so that there is no reasonable risk that the information may be recovered. The more sensitive the records, the more certain you must be of the irreversibility of the destruction process.
3. Destruction must be secure and confidential - During the process of destroying records, they should be handled according to the level of security assigned to the records during their active life.
4. Destruction must be timely - As soon as records are deemed obsolete or superseded and can be destroyed according to authorized retention schedules, their destruction should not be delayed.
5. Destruction must be as environmentally friendly - as possible Records should be destroyed in an environmentally friendly manner whenever possible. For example, pulping paper records is more secure than shredding and more environmentally acceptable than burning. But we must always prioritize security over other choices when destroying official records.
Procedure to weed out the records
6. Destruction must be Recorded- A record must be maintained of all the documents being destroyed. A committee must be constituted (not less than three officials and approved by competent authority) and the entire process of destruction must be documented and recorded.
S.N | Record Detail | Category | Prescribed Retention period | Date on which record was created | Date on which record has become obsolete | Internal Audit objection | AG Audit Objection | Any other observation |
1. | | | | | | | | |
2. | | | | | | | | |
Main Head- Vigilance/Finance/Academics/Sports……
Thank You