record retention schedule - northern …nclcil.in/rti/record retention schedule.pdftraining on...
TRANSCRIPT
i
RECORD RETENTION SCHEDULE IN RESPECT OF RECORDS HELD BY
THE HEADQUARTERS OFFICE, PROJECTS AND SERVICE UNITS
NORTHERN COALFIELDS LIMITED (A MINIRATNA COMPANY)
(A Subsidiary of Coal India Limited)
PO-SINGRAULI COLLIERY-486889, DISTRICT SINGRAULI (M.P.)
2016
iii
INDEX
Sl. No. Item Page No.
1. Definitions 1
2. Coverage 1
3. Effective Date 1
4. Purposes of Record Management 2
5. Recording of files 2
6. Categories of Records 2
7. Classification of Records 2
8. Records fit for Permanent Preservation 2
9. Safety and custody of Records 3
10. Review, Weeding and Destruction of Records 3
11. Central Record Room 4
12. Records Officer-Designations and Functions 4
13. Training on maintenance of Records 4
14. Review of Record Retention Schedule (RRS) 4
15. Statutory Provisions 4
16. Powers to make Rules 4
17.
Record Retention Schedule 5-95
I. Headquarters Office 5-86
II. Common Office Services for Headquarters Office, Projects
and Service Units 87-88
III. Common Records for Projects and Service Units 89-93
IV. CMD Secretariat 94-95
18. Records in Electronic Mode 96
19. APPENDIX-1 97
iv
ABBREVIATIONS
AGM Area General Manager
AMC Annual Maintenance Contract
AP Annual Plan
ATR Action Taken Report
BG Bank Guarantee
BHT Bed Head Ticket
BOD Board of Directors
BTS Bill Tracking System
CAG Comptroller Audit General
CCA City Compensatory Allowance
CDA Rules Conduct, Discipline and Appeal Rules
CEA Rules Children Education Allowances Rules
CMPF Coal Mines Provident Fund
CIC Central Information Commission
CIL Coal India Limited
CISF Central Industrial Security Force
CL/LL Casual Leave / Lieu Leave
CMC Contract Management Cell
CMD Chairman-cum-Managing Director
CME Continuing Medical Education
CMM Report Contract Management Manual
CMPDI Central Mine Planning and Design Institute
CMS Chief of Medical Services
CP Corporate Planning
CPGRAMS Centralized Public Grievance Redressal & Monitoring System
CPRMS Contributory Post Retirement Medicare Scheme
v
CSSD Central Sterile Services Department
CSR Corporate Social Responsibility
CVC Central Vigilance Commission
CVO Chief Vigilance Officer
DA Dearness Allowance
DE Deviation Estimate
DGMS Director General of Mines Safety
DGE&T Director General Employment & Training
DGR Director General of Resettlement
DGS&D Director General of Supply & Disposal
DMS Document Management System
DO Demi Official
DPC Departmental Promotion Committee
DOP Delegation of Powers
E&M Electrical & Mechanical
E&T Electronics & Telecommunication
EC Environment Clearance
ECG Electro Cardio Graph
EDP Electronic Data Processing
EGM Especially General Meeting
EL Earned Leave
EMD Earnest Money Deposit
EOGM Extraordinary General Meeting
FDs Functional Directors
FTE Final Time Extension
HEMM Heavy Earth Moving Machinery
HRA House Rent Allowance
HVAC Heating Ventilation and Air Conditioning
HoD Head of the Department
vi
HoE Hiring of Equipment
HQ Headquarters
ICC Internal Complaints Committee
ID Act Industrial Disputes Act, 1947
IE Industrial Engineering
IEM Independent External Monitor
IR Industrial Relations
IME Initial Medical Examination
IMS Integrated Management System
LC Letter of Credit
LMV Light Motor Vehicle
LOA Letter of Acceptance
LTC/LLTC Leave Travel Concession/ Long Leave Travel Concession
MARC Maintenance and Repair Contract
MCP Mine Closure Plan
MLC Medico-Legal Cases
MM Materials Management
MOC Ministry of Coal
MoU Memorandum of Understanding
MR/DR Monthly Rated / Daily Rated
MSME Micro, Small and Medium Enterprises
NABL National Accreditation Board for Testing and Calibration Laboratories
NOC No Objection Certificate
NCBFS Northern Coalfields Employees Benevolent Fund Scheme
NCL Northern Coalfields Limited
NCWA National Coal Wage Agreement
NE Non-Executive/ Non-Entitled
NIT Notice Inviting Tender
NTPC National Thermal Power Corporation
vii
O&M Operations and Maintenance
OB Over Burden
OBC Other Backward Class
OBR Over Burden Removal
OLIC Official Language Implementation Committee
OPD Out Patients Department
OT Over Time
PF Provident Fund
PIS Productivity Improvement Scheme
PME Periodical Medical Examination
PMS Performance Measurement Scheme
POL Petroleum and Other Lubricants
PCPNDT Pre-conception and Pre-natal Diagnostic Test
PSEs Public Sector Enterprises
PTE Provisional Time Extension
PWD Persons with Disabilities
R&R Rehabilitation & Resettlement
RE Revised Estimate
ROC Registrar of Companies
RRS Record Retention Schedule
RTI Right to Information
SC Scheduled Caste
SCOPE Standing Committee of Public Enterprises
SD Sustainable Development
SISF/MPISF State Industrial Security Force / Madhya Pradesh Industrial Security Force
SLP Service Linked Promotion
ST Scheduled Tribe
TA Travel Allowance
viii
TCR Tender Committee Recommendation
TDS Tax Deducted at Source
TOLIC Town Official Language Implementation Committee
TOR Term of Reference
USG Ultra Sonography
VED Variable Earning Deduction
VIP Very Important Person
1
1. Definitions:-
a) "classified records" means files or documents relating to records classified as ‘Top Secret’, ‘Secret’,
‘Confidential’ and ‘Restricted’ in accordance with the procedure laid down by the Ministry of Home Affairs,
Government of India, from time to time;
b) “Committee’ means the Record Destruction Committee;
c) “Company” means Northern Coalfields Limited, Singrauli;
d) “custody” means the possession of public records;
e) “executives” means all officers above the rank of E-1;
f) “File” means a collection of papers relating to the public records on a specific subject-matter consisting of
correspondence, notes and appendix thereto and assigned with a file number;
g) “form” means the form used for prescribed format;
h) “headquarters office” means the Company’s registered office at Singrauli;
i) “non-executives” means all employees below the rank of E-1;
j) "records of permanent nature" means the public records being maintained after recording for a period
specified;
k) “record retention schedule” means prescribing the period of retention for the specified record;
l) "recording" means the process of closing a file after action on all issue considered thereon has been
completed;
m) "review" means periodical evaluation of recorded files on the expiry of the period of retention for determining
their further retention or destruction as the case may be;
n) Words and expressions used herein and not defined but defined in the Public Records Rules, 1997, shall have
the meanings respectively assigned to them in the Public Records Rules, 1997.
2. Coverage:-
The extent of applicability of this Record Retention Schedule is extended to the records held by the Headquarters
Office, Projects and Service Units.
3. Effective Date:- This Record Retention Schedule shall come into force with effect from 23/11/2016 i.e. the date of its approval by the
Board of Directors.
2
4. Purpose of Record Retention Schedule (RRS):-
The RRS has been compiled for having healthy practices in relation to the maintenance, management and destruction
of records.
5. Recording of files:-
It means the process of closing a file after action on all issues considered thereon has been completed.
6. Category of Records:-
It provides for 3 categories of records:
i. Permanent: files that qualify for permanent preservation for administrative purposes;
ii. Files and records retained for specified period as mentioned against their names;
iii. Files and records maintained under statutory provisions or under the orders of any court or tribunal or the
Central Information Commission.
Any record lost in transit/burnt/misplaced/destroyed inadvertently should be reported, in writing, to the Head of the
Department, under intimation to the Records Officer and displayed on the department’s notice board.
7. Classification of Records:-
i. Classified Records
ii. Permanent Records
iii. Records maintained for a specified period
8. Records fit for Permanent Preservation:-
(a) Files which qualify for permanent preservation for administrative purposes;
(b) 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
(c) material likely to be required for frequent reference by different parties simultaneously/frequently;
(d) Files of historical importance.
3
9. Safety and custody of Records:-
All the records/ files shall be in the custody of the record holder and the supervision of the Records Officer. The
holder of the record shall be held accountable for the safety and preservation of the records/files in his/her custody.
10. Review, Weeding and Destruction of Records:-
a) In the month of November every year, each record holder shall record, after consulting the Record Retention
Schedule and the HoD, all those files on which action has been completed. This work will be accomplished in
consultation with the Records Officer.
b) Every year in the last week of December, the retention period of the records shall be reviewed by the Records Officer
and he would recommend weeding out the records as per the Record Retention Schedule. No public record shall be
destroyed without being recorded and reviewed.
c) No public record which is more than 25 years old shall be destroyed by any record holder unless it is appraised.
d) A list of such public records which are proposed to be destroyed shall be prepared by the record holder in
consultation with the HoD and retained permanently for future references.
e) Records shall be destroyed by burning or shredding in the presence of the Records Officer. A committee for
destruction of records shall be constituted as under:
i. Records Officer-President
ii. Records holding section representative not below the rank of E-3-Member
iii. A representative from the Audit Section-Member
f) The record/s recommended for destruction will be destroyed on the last working day of the calendar year and a
certificate to that effect will be prepared by the committee that the referred record has been destroyed.
g) The pro forma of the destruction certificate of record/s is given in Appendix 1.
The certificate will be countersigned by the concerned HoD and will be sent through the Functional Director concerned
to the Company Secretary for accommodating it in the Board of Directors’ agenda papers. On ratification of the item, this
will be uploaded on the website of the Company or published on the Notice Board of the company.
4
11. Central Record Room:-
A Central Record Room with sufficient space will be set up by the Company. This Central Record Room shall house
old Records which may be required for the future references.
12. Records Officer-Designation and Functions:-
An Officer not below the rank of Manager (E-5) shall be designated as Records Officer of the Company at the
Headquarters Office. Similarly, in all Projects/Service Units an Officer not below the rank of Manager (E-5) shall be so
designated. The Records Officer so nominated shall oversee management, maintenance and destruction of records. The
Records Officer, inter alia, shall liaise with the Government agencies and ensure implementation of the Record Retention
Schedule. He shall also act as the President of the Record Destruction Committee.
13. Training on maintenance of records:-
The Company will conduct Workshops/Orientation Programs on management, maintenance and destruction of
records for the officials dealing with the records maintenance at a regular interval.
14. Review of Record Retention Schedule (RRS):-
This Record Retention Schedule shall remain in force for a period of three years from the date of its being published
on the website or the Notice Board of the Company and on expiry of the specified period, a comprehensive review of the
Schedule will be undertaken by the Company.
15. Statutory provisions:-
Notwithstanding anything contained in the column of ‘Retention Period’, the retention period for any specified
document or record or part thereof shall be the period as mentioned in the relevant Act/Rules/ Regulations, etc.
16. Powers to make rules:-
The Chairman-cum-Managing Director (CMD), NCL, reserves the right to alter, change, add, delete, replace and/or
modify any provision(s) of the Record Retention Schedule and his decision in this regard shall be binding.
5
NORTHERN COALFILEDS LIMITED, SINGRAULI-486889
Record Retention Schedule
TABLE OF CONTENTS
I. Headquarters Office
Sl. No. Department/Office/Section Page No.
Part-I Records relating to Administration and Personnel Department 6-29
Part-II Finance Department 30-35
Part-III Audit 36
Part-IV Company Secretary 37-39
Part-V Corporate Social Responsibilities 40-41
Part-VI Legal Affairs 42-43
Part-VII Medical Services 44-49
Part-VIII Parliamentary Matters 50-51
Part-IX Public Relations 52-53
Part-X Raj Bhasha Kaksha 54-56
Part-XI Right to Information Act 57
Part-XII Sales and Marketing 58-60
Part-XIII Security 61-62
Part-XIV Technical 63-81
Part-XV Vigilance 82-86
Part-XVI Common Office Services for Headquarters Office, Projects and Service Units 87-88
Part-XVII Common Records for Projects and Service Units 89-93
Part-XVIII CMD Secretariat 94-95
6
I. Headquarters Office
Part-I
Records relating to Administration and Personnel Department
Sl. No. Particulars Page No.
1. A. Personnel, Manpower and Recruitment 7-9
2. B. Personnel, Administration and Establishment 10-16
3. C. Human Resource Development 17
4. D. Industrial Relations 18-21
5. E. Welfare 22-23
6. F. Common Services 24-29
7
A. Personnel, Manpower and Recruitment.
Sl.No. Particulars Page No.
1. Creation and classification of posts 8 2. Recruitment 8-9 3. Scheduled Castes, Scheduled Tribes, OBC, PWD and Ex-Servicemen 9
8
a. Personnel, Manpower and Recruitment.
Sl. No.
Description of record Retention period Remarks
Main Head Sub-head 1.
1 2 3 4 Creation and classification of posts
i. Continuance/abolition/revival of posts
10 years
ii.Conversion of temporary posts into permanent ones
10 years
iii.Creation of posts 10 years iv.Revision of scales of pay
a. Executive
b. Non-Executives 15 years 10 years
v.Upgrading of posts 10 years
vi.Re-designation of Posts 10 years Subject to particulars of change being noted in Establishment/Sanction Register
vii.CIL/NCL posts 3 years Subject to particulars of sanction being noted in Establishment/Sanction Register
2.
Recruitment
i.Recruitment (general aspects) including provisions of the Constitution
Permanent
9
ii. Appointment of dependents of deceased employees
5 years
Subject to the application of the candidate and an authenticated copy of the order of appointment being kept in the personal file
iii. Estimate (annual) of vacancies 3 years
iv. Employment Priorities and maintenance of registers and rosters
10 years in respect of Scheduled Castes/ Tribes/OBC/PWD/Ex-Service Men
v. Framing of recruitment rules Permanent vi. Notification and release of vacancies to a. Local employment exchange
b. DGE&T
5 years
3 years
vii. Nomination of candidates by local employment exchange and
their selection 3 years
viii. Recruitment through Employment Exchange (general aspects) Permanent
ix. Recruitment from open market, including advertisement and inviting of applications
3 years
3.
Scheduled Castes, Scheduled Tribes, Other Backward Classes, Persons with disabilities and Ex-Service Men
i. Reservation in services: a. Scheduled castes/ Scheduled
Tribes/Other Backward Classes b. Persons with disabilities and Ex-
Service men
Permanent
ii. Return regarding appointment and promotion made without consultation with CIL
3 years
iii. Selection Committees for recruitment of personnel: (a) Constitution (b) Proceedings
3 years
Permanent
10
B. Personnel, Administration and Establishment
Sl.No. Particulars Page No.
1. Personal files 11 2. I-cards 11 3. Service Records 11 4. Postings and Transfers 11 5. Service Rules 11 6. Leave (other than study leave and casual leave) 11 7. Casual Leave (including special leave) 11-12 8. Other Leave 12 9. Allowances 12 10. Confidential/PMS Reports 12 11. Increments 12-13 12. Probation/ Confirmation 13 13. Promotion/ Reversion 13 14. Departmental Examinations 13 15. Deputations and Delegations 13-14 16. Delegation of Powers 14 17. Honorarium/ Awards 14 18. Pension/ Retirement 14 19. Resignation 14 20. Extension of Service 14 21. Re-employment 14 22. Nomination of Employees 14 23. Forwarding of applications 14-15 24. No Objection Certificate (for Registration with Employment Exchange Organization) 15 25. No Objection Certificate for issue of passport, arms licenses, etc. to employees. 15 26. Records other than files 15-16
11
B. Personnel, Administration and Establishment
Sl. No.
Description of record Retention period Remarks
Main Head Sub-head 1 2 3 4
1. Personal files All Executives and Non-Executives
a. eligible for terminal retirement benefits: 5 years after issue of final pension/gratuity payment order b. Others : 5 years after they have ceased to be in service
2. I-cards All Executives and Non-Executives Permanent
Till the employee retires/resigns/ or removed
3. Service Records
i.Nomination relating to family pension and gratuity Permanent
ii. C.M.P.F nomination Permanent
4. Postings and Transfers
i. General aspects Permanent
ii. Executives 5 years from passing of order
iii. Non-Executives 5 years from passing of order
5. Service Rules i. CDA Rules Permanent
ii. Representations 3 years
6. Leave (other than study leave and casual leave)
i. Rules (general aspects) Permanent
ii. Executives 2 years
iii. Non-Executives 2 years
7. Casual Leave i. Rules Permanent
12
(including special leave)
ii. Executives (a) Casual leave: To be destroyed at the end of the year (b) Special casual leave: 1 year
iii. Non-Executives
8. Other Leave
i. Study Leave Till retention of personal file
ii. Child care leave Till retention of personal file
iii. Maternity Leave Till retention of personal file
iv. Special Leave for diseases Till retention of personal file
9. Allowances
i. Rules (general aspects) Permanent ii. Children‘s Education Allowance (CEA) Rules (general aspects) Permanent
iii. Claims regarding CEA 1 year after completion of Audit
iv. DA, HRA & CCA 1 year after completion of Audit
v. Deputation (duty)allowance 1 year after completion of
Audit
vi. Over-Time allowance 1 year after completion of Audit
vii. Travelling allowance 1 year after completion of Audit
viii. Washing allowance 1 year after completion of Audit
ix. Coalfield allowance 1 year after completion of Audit
x. Air travel by non-entitled personnel
1 year
10. Confidential/PMS Reports
i. Rules (general aspects) Permanent ii. Recording of PMS reports in respect of Executives
Permanent iii. Communication of adverse entries
3 years
iv. Representation for expurgation of adverse entries 3 years
11. Increment i. Rules (general aspects) Permanent
ii. Withholding of increments 3 years after the final disposal of appeal or final judgment
13
under the normal course of law whichever is later.
iii. Representations and Petitions 3 years
12. Probation/ Confirmation
i. General Principles (Probation) Permanent
ii. Rules (Confirmation) Permanent iii. Confirmation/extension of probation of Executives Till retention of personal file iv. Confirmation/extension of probation of Non-Executives Permanent
v. Representations and Petitions 3 years
13. Promotion/ Reversion
i. General Principles Permanent
ii. Departmental Promotion Committee
(a) Constitution: one year after the DPC has been constituted,
(b) Proceedings : 2 years
iii. Executives 2 years
iv. Non- Executives 2 years
v. Representations and Petitions 2 years
14. Departmental Examinations
i. Departmental Examinations 2 years
ii. Holding of Examinations 1 year department conducting such tests; one year for other
departments
iii. Results-declaration
iv. Representations and Petitions 1 year
15. Deputations and Delegations
i. Rules regarding deputation, including deputation on foreign service in India and abroad.
Permanent
ii. Delegation in India/abroad
One year after completion of Audit and settlement of
all Audit objections whichever is later
iii. Deputation of Executives 2 years plus the period of
deputation
iv. Deputation of Non-Executives 2 years plus the period of
14
deputation
16. Delegation of Powers
i. Rules (general aspects) Permanent
ii. Common Coal Cadre Rules Permanent
iii. Cadre Scheme Permanent
iv. Delegation of Financial Powers and Rules
Permanent
17. Honorarium/ Awards
i. Rules (general aspects) Permanent
ii. Executives 1 year after completion of
Audit
iii. Non- Executives 1 year after completion of
Audit
18. Pension/ Retirement
i. Rules and Orders (general aspects) Permanent
ii. Executives and Non-Executives 1 year
19. Resignation i. Rules and Orders (general aspects) Permanent
ii. Executives and Non-Executives 1 year
20. Extension of service
i. Rules and Orders (general aspects) Permanent
ii. Executives 1 year after retirement
iii. Non- Executives 1 year after retirement
21. Re-employment
i. Rules and Orders (general aspects) Permanent
ii. Executives and Non-Executives 1 year after the NCL employee ceases to be in the service
22. Nomination of Employees
i. General aspects Permanent
ii. Election duty 1 year
23. Forwarding of applications
i. General aspects Permanent
ii. For examinations 1 year after announcement of
15
iii. For posts result of the examination or
selection for particular post.
24.
No objection certificate (for Registration with Employment Exchange Organization)
i. General aspects Permanent
ii. Issue of NOC
1 year
25.
No objection certificate for issue of passport, arms licenses etc. to employees.
i. General aspects Permanent
ii. Issue of passport/Visa 1 year after completion of
Audit
iii. Issue of arms licenses 1 year after completion of
Audit
26. RECORDS OTHER THAN FILES
Sl. No.
Description of record Retention period Remarks
Main Head Sub-head 1 2 3 4
1. Register Establishment/Sanction Permanent
2. Rosters and Registers
SC,ST,OBC and PWD employees 10 years
3. Register
Oath/affirmation of allegiance to the Constitution 3 years
4. Personal files i. Officials entitled to retirement/terminal benefits 3 years after issue of final
pension/gratuity payment order
ii. Other employees
5. Performance Management System
i. After retirement 5 years ii. After death 3 years iii. After resignation/discharge from service 5 years
6. Answer Books Departmental examinations/tests 1 year from the date of declaration of the result
7. Leave Account
i. Officials entitled to retirement/terminal benefits
3 years after issue of final pension/ gratuity payment order
ii. Other employees
3 years after they have cease to be in service
16
8. Casual Leave Account
To be destroyed at the end of the year
9. Special casual leave Register 1 year
17
C. Human Resource Development
Sl. No.
Description of Record Retention period Remarks
Main Head Sub-Head
1 2 3 4
1.
Training/scholarships/ fellowships in India and abroad
i. In-house Training 2 years ii. Executive Training 2 years
iii. Refresher Courses 2 years
iv. Training of Non-Executives 2 years
v. Training in O&M/Work Study 2 years
vi. Training abroad
3 years
18
D. Industrial Relations Sl. No. Particulars Page No.
1. Files 19-20
2. Registers 21
19
D. Industrial Relations
Sl. No.
Description of Record Retention
period Remarks
Main Head Sub-Head
1 2 3 4
1.
Files
DGR sponsored security agencies, Committee
Recommendation, LOA/Work orders, Agreement file 5 years
Minutes of meeting/meeting record file /Consumers meet 2 years
IR – ATR/Report file 2 years
Year Wise DPC Assessment sheet of Non Executives file 3 years
Leave records file 2 years
LTC/LLTC orders/Record files Permanent Till employee on
Roll Grievances/Nirakaran Cell/ CPGRAMS related record file 2 years
Incentive file 2 years
Employee Service file 2 years 2 years after
separation
Arrears sheet/payment file 5 years
Correspondence with HQ/Miscellaneous file 1 year
IMS Record file 2 years
Land Oustee Records file Permanent
Separation details file Permanent
Executive Evaluation Report Record Permanent
Gratuity payment details Permanent
2 years after
separation
Vigilance Clearance Status record 2 years
CAG observation on Annual Accounts file 2 years
Court Cases file ( High court/Supreme court) Till disposal of
case in highest
court of appeal
20
Industrial disputes, conciliation proceedings, arbitration 5 year from
disposal in the
concerned
forum
Service record correction file 2 years
2 years after
separation
Strike record file 3 years
NCWA and correspondence Permanent
Disciplinary cases under certified Standing Orders
(Appeal/Review cases) 5 years
Code of Conduct (Check-off system) 3 years
Monthly report of contract labour status 2 years
Monthly record of CMD co-ordination meeting 1 year
IR report to CIL 1 year
Daily IR Report (Report of incident from projects if any) 1 year
Union Membership record 5 years
Record related to anomaly cases (more than 2 projects) 2 years
Purchase bills related to different items file 3 years
Record of disbursement of CMPF cheques 2 years
2 years after
separation
CPRMS for non executives/Medical card issue Permanent
Retirement Notice 1 year
SLP record file Permanent
Till employee on
roll
Record of regularization file 3 years
NOC for VISA of Non-executive record 2 years
NCBFS Record Permanent
2 years after
separation
IR Dept booklet 1 year
Pay anomaly cases by NE department Permanent Till separation
Disciplinary cases/ Charge Sheet issue record file 5 years
Contract management correspondence documents 2 years
21
Compensation file under Workmen’s Compensation Act,
1923 5 years
Or as per the
provisions of the
Act
NIT/work order file 2 years
Form ‘H’ settlement file under ID Act, 1947 Permanent
Human Rights Commission cases file 3 years
Sexual harassment of women employees related Papers 3 years
Lokpal/Lokayukat 2 years
Complaints and Grievances 2 years
Circulars/ Guidelines/Rules/Manuals/Policies Permanent
Office Orders
5 Years or till it
is valid
whichever is
later
Office Note file 2 years
Parliament questions-reply/ VIP References 2 years
MoU with outside agencies 2 years
Suspension file 3 years
Arbitration file 5 years
Land Displaced Persons file Permanent
PWD file 3 years
Recognition of Associations Permanent
2.
Register
Employee no. allotment Register 3 years
Form ‘B’ Register Permanent
Form ‘G’ & ‘H’ Register 3 years
Visitor's Register 1 year
22
E-WELFARE
Sl. No. Particulars Page No. 1. General staff welfare measures 23 2. Departmental Council/Office Council 23 3. Grants-in-aid 23 4. Co-operative Societies 23 5. Central Secretariat Library 23 6. Suggestions Scheme 23 7. Departmental Canteen 23 8. Benevolent Fund 23
23
E-WELFARE
Sl. No.
Description of record Retention period Remarks
Main Head Sub-head 1 2 3 4
1. General staff welfare measures
i. General aspects Permanent
ii. Officers’ Club 3 years
2. Grants-in-aid
i. General aspects Permanent ii. Grant for sports and other cultural activities
1 year after completion of Audit
iii. Submission of annual accounts 1 year after completion of
Audit
3. Cooperative Societies
i. Rules and bye-laws (general aspects) Permanent ii. Election of office bearers 1 year after the next election iii. Meetings of Co-operative Societies 1 year iv. Recovery of contribution and loans 1 year
4. Suggestions Scheme and Award Schemes
i. General aspects Permanent ii. Departmental Committee a. Constitution b. Proceedings/ Record Notes
1 year after reconstitution
1 year
iii. Apex Committee a. Constitution 1 year after reconstitution
b. Proceedings 1 year after completion of
Audit iv. Suggestions/employees‘ performance
a. those rewarded 1 year after completion of Audit
b. those not accepted 1 year
5. Departmental canteens
i. General aspects Permanent ii. Subsidy & grants and maintenance of accounts
1 year after completion of Audit
iii. Purchase of crockery/ cutleries/ plates/ furniture
1 year after completion of Audit
iv. Fixation of prices of the eatable items of the canteen
1 year after completion of Audit
6. Benevolent Fund
i. General aspects Permanent
ii. Maintenance of accounts 1 year after completion of Audit
iii. Collection of contribution sanction of loans 1 year after completion of
Audit iv. Committee meetings & related matters 1 year
24
F-COMMON OFFICE SERVICES
Sl. No. Particulars Page No. 1. Furniture 25 2. Stationery and Forms 25 3. Typewriters 25-26 4. Duplicating Machines 26 5. Calculators 26 6. Other office Machines 26 7. Motor-Cycles 26-27
8. Office equipment including electrical and mechanical appliances and other 27 miscellaneous stores
9. Liveries 27 10. Black-listing of firms/contractors 27 11. Contractors for supplies 27 12. Telephones and Internet Services 27-28 13. Staff car 28 14. Unserviceable, obsolete and surplus articles -- 28 15. Maintenance of records 28 16. Printing and Binding 28 17. Library 28-29 18. Care-taking arrangements 29
19. Security 29
20. Records other than files 29
25
F-COMMON OFFICE SERVICES
Sl.
No.
Description of Record Retention Period Remarks
Main Head Sub-Head
1 2 3 4
1. Furniture
i. Rules for purchase, hire, condemnation (general aspects) Permanent
ii. Condemnation/ disposal of unserviceable articles
1 year after completion
of Audit
iii. Hiring/purchase 1 year after completion
of Audit
iv. Maintenance and repairs 1 year after completion
of Audit
v. Physical verification 1 year after completion
of Audit
2. Stationery and forms
i. Rules for procurement (general aspects) Permanent
ii. Indent for Stationery 1 year
iii. Local purchase Audit 1 year after completion
of Audit
iv. Supply of Stationery 1 year
v. Physical verification 1 year after completion
of Audit
3. Typewriters
i. Rules for procurement/disposal (general aspects)
Permanent
ii. Condemnation and disposal 1 year after completion
of Audit
iii.DGS & D rate contracts Permanent
iv. Hiring 1 year after completion
of Audit
v. Purchase 1 year after completion
of Audit
vi. Repairs and 1 year after completion
26
Maintenance of Audit
vii. Physical verification 1 year after completion
of Audit
4. Duplicating Machines
i.Rules for procurement /disposal (general aspects) Permanent
ii.Condemnation and disposal 1 year after completion
of Audit
iii.DGS &D rate contracts Permanent
iv. Hiring 1 year after completion
of Audit
v. Purchase 1 year after completion
of Audit
vi. Repairs and Maintenance and bills thereof 1 year after completion
of Audit
vii. Physical verification 1 year after completion
of Audit
5. Calculating and Accounting Machines
i. Rules for procurement/disposal (general aspects) Permanent
ii. Condemnation and disposal 1 year after completion
of Audit
iii. DGS & D rate contracts Permanent
iv. Hiring 1 year after completion
of Audit
v. Purchase 1 year after completion
of Audit
vi. Repairs and maintenance and bills thereof 1 year after completion
of Audit
vii. Physical stock verification 1 year after completion
of Audit
6.
Other office Machines Including Electronic/
Computer items
i.Rules for procurement /disposal (general aspects) Permanent
ii.Condemnation and disposal 1 year after completion
of Audit
iii.DGS & D rate contracts Permanent
7. Motor-Cycles i. Rules (general aspects) Permanent
27
ii. Condemnation and disposal 1 year after completion of Audit
iii.Purchase 1 year after completion of Audit
iv.Repairs and maintenance 1 year after completion of Audit
v. Physical verification 1 year after completion of Audit
8.
Office equipments including electrical and mechanical appliances and other miscellaneous stores
i.Rules (general aspects) Permanent
ii.Condemnation and disposal 1 year after completion of Audit
iii.Purchase 1 year after completion of Audit
iv. Repairs and maintenance 1 year after completion of Audit
v. Physical verification 1 year after completion of Audit
vi. Electric clocks and call-bells (procurement and maintenance)
1 year after completion of Audit
9. Liveries
i.Rules (entitled personnel and the scale of items of liveries)
Permanent
ii.Procurement of material 1 year after completion of Audit
iii.Stitching and tailoring 1 year after completion of Audit
iv.Supply of shoes and chappals
1 year after completion of Audit
10. Black-listing of Firms /Contractors
i. Circulars (general aspects) Permanent
ii.Individual cases 1 year after completion of Audit
11. Contractors for
supplies
i. Approved list Permanent
ii. Registration Permanent
iii. Waiver/reduction of penalty or condonation of irregularity
1 year after completion of
Audit
12. Telephones/Cellphone/
SIMs
i. Office telephones installation and shifting of - telephone bills
1 year after completion of
Audit
ii. Residential telephones- installation of telephone bills
1 year after completion of
Audit
iii. Repairs and maintenance 1 year after completion of
28
Audit
iv. Internet Services 1 year after completion of
Audit
13. Staff Cars
i. Rules (general aspects) Permanent
ii. Non-official journeys 1 year after completion of
Audit
iii. Purchase of POL accessories 1 year after completion of
Audit
iv. Servicing, repairs and Replacement of Parts and relevant correspondence
1 year after completion of
Audit
14. Unserviceable, obsolete and surplus articles
i. Rules (general aspects) Permanent
ii. Approved list of auctioneers 1 year after disposal
iii. Engagement of auctioneers and notice of auction
1 year after completion of
Audit
15. Maintenance of
records
1. Rules for review of records (general aspects) Permanent
16. Printing and binding
i. Rules for printing and binding (general aspects) Permanent
ii. Correspondence relating to printing and binding
1 year
17. Library
i. Ordering and receipt of books (other than government publications)
1 year after completion of Audit
ii. Ordering and receipt of periodicals
1 year after completion of Audit
iii. Purchase of Government Publications
1 year after completion of Audit
iv. Lending, Transfer (requisition, reminder etc.)
(a)Lending: 1 year (b) Transfer: 1 year
v. Binding of Books 1 year
vi. Selection Committee for Books
a. Constitution of new selection committee-1 year after completion of Audit
b. Agenda meetings proceedings, etc.- 1 year
c. Purchase of books-1 year after completion of Audit
29
vii. Write off of books Permanent viii. Auction Newspapers/ Journals
1 year after completion of Audit
ix. Membership of Library association
One year after the completion of Audit
18. Care-taking arrangements
i. Allocation of work among sweepers, farashers and chowkidars
One year after the allocation order
ceases to be in force
ii. White-washing arrangements thereof 1 year after completion of Audit
19. Security
i.Rules (general aspects) Permanent
ii. Confidential and secret box 1 year after completion of
Audit
iii. Duplicate keys : maintenance thereof
1 year
iv. Issue of Identity Cards - correspondence thereof 1 year
v. Loss of Identity Cards 1 year
vi. Temporary passes Arrangements 1 year
20. Laptop issued to Executives
Register 4 years
30
Part-II
FINANCE DEPARTMENT
Sl.No. Particulars Page No. 1. Pay 31 2. Special pay 31 3. Allowances 31 4. Increments 31 5. Delegation of powers 31 6. Honorarium 31-32 7. Pension/ Gratuity 32 8. Budget estimates/ revised estimates 32 9. Expenditure statements 32 10. Reconciliation 32 11. Accounts and audit 32 12. Advances 32-33 13. Payments and recoveries 33-34 14. Administrative approval and technical sanction 34 15. Plan Schemes 34 16. Budget Estimates for five year plans 34
17. Records other than files 35
31
Part-II
FINANCE DEPARTMENT
Sl. No.
Description of Record Retention Period Remarks
Main Head Sub-Head
1 2 3 4
1. Pay
i. Rules (general aspects) Permanent
ii. Executives 10 years
iii.Non-Executives 10 years
2. Special pay
i. Rules (general aspects) Permanent
ii.Executives 1 year after completion of
Audit
iii. Non- Executives
3. Allowances
i.Rules(General Aspects) Permanent
ii.Children‘s Education Allowance
10 years
iii. City Compensatory Allowance
iv. Daily Allowance
v. Dearness Allowance
vi. Deputation Allowance
vii. House Rent Allowance
viii. Over Time Allowance
ix. Travelling Allowance
x. Washing Allowance
4. Increments i. Rules (general aspects) Permanent
ii. Withholding of increments 10 years
5. Delegation of Powers
i. Delegation of Powers
Permanent
ii. Delegation of Financial Powers
iii. Declaration of officers as Head of Department
6. Honorarium i. Rules (general aspects) Permanent
32
ii. Executives 3 years after completion of Audit.
iii. Non-Executives 3 years after completion of Audit.
7. Pension/ Gratuity
i. Rules (general aspects) Permanent
ii. Executives 3 years
iii. Non-Executives 3 years
8. Budget estimates
/revised estimates
i. Budget estimates/revised estimates (Revenue Budget) 5 years
ii. Budget estimates/revised estimates (Capital Budget) 8 years
9. Expenditure statements
i. Capital Expenditure 8 years
ii. Revenue Expenditure 8 years
10. Reconciliation
Reconciliation of accounts related to customers and banks
8 years
11. Accounts and Audit
i. Audit observations and audit paras
(a) 10 years for departments reported upon
or predominantly concerned.
ii. Internal audit 3 years
iii. Committee on Public Undertakings
(a) 10 years for departments reported upon
or predominantly concerned
(b) 3 years for other interested departments
iv. Accounts classification opening of new heads
Permanent
12. Advances
i. Car Advance Rules
Permanent
ii. Conveyance Advance Rules iii. House Building Advance
Advance Rules
Permanent
iv. Motor-Cycle/Scooter Advance Rules
33
Permanent
v.TA Advance Rules vi.Travel Concession Rules vii.Other Advances Rules viii.Grant of Car Advances ix.Grant of Conveyance Allowance x. Grant of House Building Advance xi. Grant of Motor Cycle/Scooter Advance
xii. Grant of TA Advance 1 year after clearance of
advance
xiii. Grant of LTC Advance 1 year after clearance of
advance
xiv. Grant of other Advances 1 year after clearance of
advance
13. Payments and recoveries
i. Air passage bills
8 years
ii.Cancellation charges iii. Contingent expenditure iv.Electric charges– recovery v.Grants-in-aid–contributions and donations vi. House rent and other allowances vii. Last Pay Certificate viii.Pay claims
ix. Permanent imprest
3 years or till the relevant orders are
superseded (whichever is later) in the
case of departments issuing the
orders/instructions; other departments
need keep only the standing orders, weeding out the
superseded ones as
34
and when they become obsolete
x. Refunds 8 years
xi. Refreshment bills 1 year after completion
of Audit
xii. Rent demand statements 1 year
xiii. Postage stamps one year after completion of
Audit.
xiv.TA/Transfer TA claims
8 years
xv. Water charges- recoveries
xvi. Reimbursement of legal expenses xvii. Reimbursement of tuition fees
xviii. Acceptance of credits/debits xix. Arrears claims (including sanction for investigation, where necessary)
xx. Write-off of losses Permanent
xxi. Expenditure sanction one year after completion of
Audit.
xxii. Surety Bonds 8 years
14. Administrative approval and technical sanction
i. General aspects Permanent
ii. Major works 3 years after completion of Audit.
iii. Minor works 3 years after completion of Audit.
iv. Periodical reports regarding allocation, release and utilization 8 years
15. Plan Schemes i.Approved schemes Permanent
ii.Review of ongoing Schemes and Projects 3 years after closure of the Scheme/Project.
16. Budget Estimates for five year plan 10 years
35
17. RECORDS OTHER THAN FILES
Sl.
No.
Description of Record Retention Period Remarks
Main Head Sub-Head
1 2 3 4
1. Registers
Credit notes and stock/inventory Registers 8 years
Register for reconciliation of accounts
To be weeded out after the Appropriation Accounts for the year have been finalised
Cash Books 8 years Cash receipts, counterfoils and stock Registers
1 year after completion of audit.
Pay Bill Registers 1year
Paid cheques returned by the Bank 5 years
36
Part-III
Audit
Sl.No. Main Head Sub-Head Retention Period Remark
1 2 3 4
1. Files
Statutory Audits 8 years As per Company Act, 2013
Branch Audits 8 years As per Company Act, 2013
Internal Audits 8 years As per Company Act, 2013
2. Other records Related to Audits As provided in the relevant
Act/Statute/Rules/Regulations/Schemes
As per the statutory provisions
37
Part-IV
Company Secretary Sl. No. Particulars Page No.
1. Orders 38
2. Appointments 38 3. MOC/ROC 38 4. Delegation of Powers 38 5. Transfers of Shares 38 6. Board Resolutions / Minutes 38 7. Authorized share capital 38 8. Correspondence with other PSEs 38 9. Auditor’s report 38 10. Minutes of CMD’s Co-ordination meeting 38
11. Registration of charges with ROC 39
12. Correspondence with SCOPE 39 13. Dividend/Bonus/ Debenture of NCL 39 14. ATR of FDs. 39 15. ATR of Board 39 16. Buy back of shares 39 17. Sub-Committees of BOD 39 18. Audit Committee 39 19. Nomination and Remuneration 39 20. SD and CSR committee 39 21. Study of OBR projects 39 22. Monitoring of projects 39 23. Annual Reports 39 24. Miscellaneous 39 25. CAG files 39 26. Rules (Code of internal conduct for insider trading) 39 27. Rules (Code of business conduct and ethics for Board Members) 39 28. Parliamentary Questions 39 29. Registers 39
38
Part-IV
Company Secretary Sl.
No.
Description of Record Retention
period
Remarks
Main Head Sub-Head
(1) (2) (3) (4)
1.
Orders
i. Office Orders 8 years All Office Orders
issued by the
company
Secretary
ii. Internal Office Orders 8 years
2. Appointments i. Appointment of Full-time Directors 8 years
ii. Appointment of Part-time Directors 8 years
3. MOC/ROC Correspondence with MOC/ROC 8 years
AGM i. Convening of AGM Permanent
ii. Convening of EGM Permanent
iii. Convening of EOGM Permanent
4. Delegation of Powers i. To CMD
ii. To Functional Directors
iii. To HoDs.
iv. To Area GMs
v. To HoD
8 years
5. Transfers of shares Transfer of shares Permanent
6. Board Resolutions / Minutes i. Board of Directors’ meeting-agenda papers
ii. Resolution by Circulation
iii. Board Resolutions
iv. FD’s Resolutions
Permanent
Permanent
Permanent
Permanent
7. Authorized share capital Increase in authorized share capital Permanent
8. Correspondence with other PSEs Correspondence with other Public Sector Enterprises 8 years
9. Auditor’s report i. Auditor’s report
ii. CAG Reports
8 years
10. Minutes of CMD’s Co-ordination
meeting
i. Record Notes
ii. Minutes of meeting
8 years
39
11. Registration of charges with ROC Registration of charges with ROC Permanent
12. Correspondence with SCOPE Correspondence with SCOPE 8 years
13. Dividend/Bonus/ Debenture of NCL Dividend/Bonus/ Debenture of NCL 8 years
14. ATR of FDs. ATR of FDs. 8 years
15. ATR of Board ATR of Board of Directors 8 years
16. Buy back of shares Buy back of shares by the subsidiaries of Coal India 8 years
17. Sub-Committees of BOD Meetings of sub-committees of Board of Directors 8 years
18. Audit Committee Meetings of Audit Committee 8 years
19. Nomination and Remuneration Nomination on committees and payment of
remuneration
8 years
20. SD and CSR Committee Sustainable Development and Corporate Social
Responsibility Committee
8 years
21. Study of OBR projects Study reports of All OBR projects 8 years
22. Monitoring of projects Monitoring of All projects 8 years
23. Annual Reports i. Annual Report of NCL
ii. Annual Report of other Subsidiaries
8 years
24. Miscellaneous All procedural correspondence not covered so far 8 years
25. CAG files CAG files 8 years
26. Rules Code of internal conduct for insider trading 8 years
27. Rules Code of business conduct and ethics for Board
Members
8 years
28. Parliamentary Questions Parliamentary questions (Session wise) 8 years
29. Registers Statutory Permanent
Note: The record mentioned in the Company Act, 1956, as amended from time to time, will be maintained as per the
provisions provided in the Act.
40
Part-V
Corporate Social Responsibility
Sl. No. Particulars Page No.
1. Files 41
2. LOA records
41
3. Agreements/Work Orders
41
4. Tender
41
5. APEX Committee
41
41
Part-V
Corporate Social Responsibility Sl.
No.
Description of Record Retention period Remarks
Main Head Sub-Head
1 2 3 4
1.
Files i. Office Note files
ii. Office Orders files
iii. CSR Activities
iv. Board Correspondence file
v. External Communication file
vi. Internal Communication file
vii. File on Parliamentary affairs
viii. Monthly Progress report file
ix. Vigilance Report file
x. Expenditure file
xi. Quarterly liability report file
xiii. Office Circular file
Permanent
5 years or till it is valid
whichever is later
Permanent
Permanent
2 years
2 years
5 years
5 years
5 years
Permanent
5 years
Permanent
2. LOA records
LOA records 10 years
3. Agreements/Work Orders
Agreement Permanent
4. Tender
Tenders opening records
Permanent
5. APEX Committee
Board Notes 5 years
42
Part-VI
Legal Matters Sl. No. Particulars Page No.
1. Files 43
2. Records 43
3. Cases 43
4. Opinion and Advices 43
43
Part-VI
Legal Matters Sl.
No.
Description of Record Retention period Remarks
Main Head Sub-Head
1 2 3 4
1. Files
i. Processing files for Inter-project/ Units
ii. Office Orders file
iii. Office Note file
iv. Empanelment of Lawyers’ file
v. Advocates’ Professional fees files
3 years
5 years or till it is
valid whichever is
later
3 years
Permanent
1 year after
completion of Audit
After the payment
of bill
2. Records Delegation of Powers Permanent
3. Cases
i. District Court
ii. High Court
iii. Supreme Court
1 year
1 year
1 year
After the case is
disposed-off and
no appeal is
preferred
4. Opinion and Advices Received from legal practitioners and
experts
5 years
44
Part-VII
Medical Services Sl. No. Particulars Page No.
1. OPD Records 45
2. Treatment Register 45-46
3. CSR Camps 46
4. IME/PME 46
5. Sickness & Fitness 46
6. Non- digitized records in physical form 46
7. Ward Store 47
8. CSSD 47
9. Bio-medical waste 47
10. Laundry 47
11. Centralized Oxygen Supply & Suction Unit 47
12. HVAC 47
13. Hospital Kitchen 47
14. Hospital Store 47-48
15. Quarterly / Half-Yearly / Annual Reports 48
16. Mortuary 48
17. Administrative Services 48-49
18. Liveries 49
19. Referrals 49
45
Part-VII Medical Services
Sl. No.
Description of Record Retention period Remarks
Main Head Sub-Head
1 2 3 4
1. OPD Records
i. OPD Register 3 years
ii. Requisition forms for
investigation
3 years
iii. Reports of
investigations
3 years
iv. X-ray plates/printout of
pictures/tracings
Not retained as it is given to
the patients
v. Drug Requisition Slip
for OPD dispensary
1 year after completion of
Audit
vi. Computerized
(Digitized) records
Registration
Investigation
Drug distribution
Permanent
2. Treatment Register
i. Minor OT 3 years
ii. Injection Room 3 years
iii. Vaccination Clinic 3 years
iv. Dental Unit 3 years
v. Ante natal 3 years
vi. Medical Termination of
pregnancy
3 years
vii. Family planning 3 years
viii. ICC 3 years.
ix. Suggestion box
Suggestions
3 years
1 year
46
x. OPD Medico-legal cases 10 years
or
till the disposal of ongoing
cases whichever is later
Separate register to be
maintained for medico-legal
cases relating to
(I)- registration with date &
time, police information
(II)-recording of symptoms
& sign
(III)-treatment given
3. CSR Camps
OPD Register 3years
Bills As per Company norms
4. IME/PME
IME/PME To be preserved till
retirement of the employee
concerned
5. Sickness & Fitness
i. Slips 1 year
ii. Register 3 years
6. Non- digitized records
in physical form
i. In-patient medical
records containing
treatment chart & vital
sign monitoring chart
3 years
ii. Investigation reports 3 years
iii. Reports of investigation
available in film or plate
forms
Plates & printout to be
handed over to the patient
for their reference purposes
iv. Registers relating to
patients admission,
discharge, food requisition,
drug requisition, laundry
services & house keeping
3 years
v. Requisition slip for 1year after completion of
47
above mentioned job Audit
7. Ward Store
i. Requisition slip 1year after completion of
Audit
ii. Registers 3 years
8. CSSD
i. Requisition slip 1year after completion of
Audit
ii. Registers 3 years
9. Bio-medical waste
i. Requisition slip 1year after completion of
Audit
ii. Registers 3 years
10. Laundry
i. Requisition slip 1year after completion of
Audit
ii. Registers 3 years
11. Centralized oxygen
supply & suction unit
i. Requisition slip 1year after completion of
Audit
ii. Registers 3 years
12. HVAC Register 3 years
13. Hospital Kitchen
i. Requisition slip 1year after completion of
Audit
ii. Registers 3 years
iii. Procurement related
documents
1year after completion of
Audit
14. Hospital Stores/Central
stores
i. Requisition slip 1year after completion of
Audit
ii. Registers for medicines
& consumables
3 years
iii. Documents related to
procurement of capital
equipments (supply order,
receipt, agreements, AMC
1 year after survey off /
auction of the equipment
whichever is later
48
& BG)
iv. Expired medicine
register
3 years
15.
Quarterly /
Half-Yearly / Annual
Reports
Quarterly /
Half-Yearly / Annual
Reports
3 years
16. Mortuary
Register 10 years
17. Administrative
Services
i. Circulars, Policies,
Rules, Guidelines
Permanent
ii. Duty roster printouts 1 years
iii. Duty roster register 3 years
iv. Long absenteeism
a. Reports
b. Registers
1 year
3 years
v. Special Leave
documents related to
Board recommendation
a. Executives
b. Non-Executives
c. Registers (Executives/
Non-executives)
1 year
1 year
Permanent
vi. Special disability leave
documents related to
Boards recommendation
a. Executives
b. Non-Executives
c. Registers (Executives/
Non-executives)
1 year
1 year
Permanent
vii. Partial Permanent
Deformity
Forms/Registers
Permanent
viii. Employment/Payment
49
to dependants
a. Register
b. Copies of recommended
papers of board
c. letters /correspondence
Permanent
3 years
1 year
ix. Appellate Medical
Board
a.Register
b. Copies of recommended
papers of board
c. letters /correspondence
Permanent
3 years
1 year
x. Training/CME
a. Correspondence / letter
b. Register
1 year
3 years
18. Liveries Register 3 years
19. Referrals
i. Orders 1 year
ii. Registers 3 years
50
Part-VIII
Parliamentary Matters
Sl. No. Particulars Page No. 1. Parliamentary Matters 51
51
Part-VIII
Parliamentary Matters
Sl.
No.
Description of Record Retention period
Remarks
Main Head Sub-Head
1 2 3 4
1.
Parliamentary
Matters
i. General aspects Permanent
ii. Assurances and Undertakings 1 year after fulfillment of the
assurance.
iii. Questionnaires 5 years
iv. Inspection Reports 5 years
v. Questions-LokSabha 5 years
vi. Questions-RajyaSabha 5 years
vii. Register of Parliamentary
questions 3 years
52
Part-IX
Public Relations
Sl. No. Particulars Page No. 1. Files 53 2. Registers 53 3. Official Photographs & Videos 53
53
Part-IX
Public Relations
Sl.
No.
Description of Record Retention period Remarks
Main Head Sub-Head
1 2 3 4
1 Files
i. Records for Delegation of
Powers Permanent
ii. Office Orders
5 Years or till it is
valid whichever is
later
iii. Office Note (DMS) 1 year
iv. Bill Note (BTS) 1 year after
completion of Audit
v. Press Releases 1 year
vii. Press
Communiqués/Rejoinders 1 year
viii. Budget 1 year after
completion of Audit
ix. Work Orders/Release
Orders 1 year
x. Press Conferences 1 year
xi. Approved Rates Permanent
xii. Policy Permanent
xiii. Newspaper
Empanelment 1 year after review
xiv. Court Matters Permanent
xv. Tenders 1 year after
publication
2 Registers Tenders 1 year after
publication
3 Official Photographs and
Videos
Official Photographs and
Videos 1 year
54
Part-X
Raj Bhasha Kaksha
Sl. No. Particulars Page No. 1. Progressive use of Hindi 55 2. Hindi Teaching Scheme 55-56 3. Translation into Hindi 56 4. Correspondence files 56
55
Part-X
Raj Bhasha Kaksha
Sl.
No.
Description of Record Retention period Remarks
Main Head Sub-Head
1 2 3 4
1. Progressive use of Hindi
i. General aspects and Hindi
Committees Permanent
ii.(a) Hindi workshop
(b) Hindi Fortnight, etc.
3 years
1 year
iii. Orders To be destroyed at the end of the year
iv. Periodical reports regarding
usage of Hindi for official
purposes
3 years
v. Constitution of OLIC 5 years
vi. Constitution of TOLIC 3 years
vii. Meeting and Follow up action
of Hindi Committees 3 years
2. Hindi Teaching Scheme
i. General aspects and Hindi
Committees Permanent
ii. Training programme 1 year
iii. Examinations
a) Applications: 1 year
(b) Results: 5 years
for departments
conducting the
examination, 1 Year for
other departments.
iv. Grant of advance increments
3 years or one year
after completion of
Audit whichever is
later
v. Grant of awards (a) For departments
56
making the award: 3 years or 1 year after
Completion of Audit
whichever is later
vi. Conduct of Hindi competitions 3 years
3. Translation into Hindi Books, reports, periodicals, etc. 5 years after the
publication is printed/
cyclostyled
4. Correspondence file General 1 year
57
Part-XI
Right to Information
Sl.
No.
Description of Record Retention
period Remarks
Main Head Sub-Head
1 2 3 4
1. Files
RTI Cases disposed without attracting any 1st
Appeal 3 years
RTI Cases attracting 1st Appeal 3 years
Since they may
attract 2nd
appeal, so
require a fair
retention period
RTI Cases attracting 2nd
Appeal (without any remarkable decision)
3 years or till the compliance of CIC orders whichever is
later
RTI Cases attracting 2nd
Appeal (involving a remarkable decision) 5 years
Till decision/CIC
ruling
1st Appeal cases files 3 years
2nd
Appeal cases files
3 years or till the compliance of CIC orders whichever is
later Files relating to the administrative aspects of RTI Act, 2005 i.e. implementation, suggestions, guidelines, etc. 3 years File Register of RTI Applications i.e. records other than file. Permanent
58
Part-XII
Sales and Marketing Sl. No. Particulars Page No.
1. Files 59-60
59
Part-XII
Sales and Marketing
Sl.
No.
Description of Record Retention
period Remarks
Main Head Sub-Head
1 2 3 4
1. Files
i. Correspondence with other
departments/Projects/ outside
agencies/Contractors
5 Years
ii. Circulars/ Guidelines/Rules/Manuals/Policies Permanent
iii. Office Orders
5 Years or till
it is valid
whichever is
later
iv. Approvals Permanent
v. Bill Processing 5 Years
vi. MoU with outside agencies 5 Years
vii. Minutes of meeting/meeting record file
/Consumers meet 2 Years
viii. Court cases/Legal matters files 10 Years
10 Years or 2
years after
reaching a legal
and logical
conclusion
whichever is
later
ix. Correspondence with HQ 2 Years
x. Delivery Order file(Linkage/e-auction) 8 Years
xi. Under loading/overloading file 10 Years
xii. Daily Report file 2 Years
60
xiii. Sampling/Results file 5 Years
xiv. Dispute/Refree/ Refree Result file 8 Years
xv. Refund record 8 Years
xvi. Bank guarantee 5 Years
xvii.Billing realization/Performance incentive 5 Years
xviii. Reconciliation from projects/consumers 5 Years
xix. TDS 8 Years
xx. LC 8 Years
xxi. Price Notifications 8 Years
xxii. Govt. Forest Transit Fee 8 Years
xxiii. NABL 3 Years
xxiv.Calibration and procurement of lab
equipments 3 Years
xxv.Quality awareness program 2 Years
xxvi. Customer feedback 3 Years
xxvii. Annual gradation Permanent
xxviii. Consumer complaints 5 Years
Xxix. Coal size record 5 Years
61
Part-XIII
Security Sl. No. Particulars Page No.
1. Files 62
62
Part-XIII
Security
Sl.
No.
Description of Record Retention
period Remarks
Main Head Sub-Head
1 2 3 4
1. Files
i. Inter-project papers 5 Years
ii. Guidelines/Rules Permanent
iii. Organisation chart Permanent
iv. Office Orders
5 Years or till
it is valid
whichever is
later
v. Office Notes 5 Years
vi. Theft cases
3 Years after
the case is
finally closed
vii. DGR sponsored security agencies file 8 Years
viii. Security agencies bills file 5 Years
ix. CISF’s file 5 Years
x. SISF/MPISF’s file 5 Years
63
XIV. TECHNICAL
Sl. No. Particulars Page No.
1. Corporate Planning (CP) 64-65
2. Civil 66-67
3. Contract Management Cell (CMC) 68-70
4. Environment 71
5. Excavation 72
6. Electrical and Mechanical (E&M) 73
7. Electronics and Telecommunications (E&T) 74
8. Forest 75
9. Industrial Engineering (IE) 76
10. Materials Management (MM) 77
11. Production 78
12. Resettlement and Rehabilitation (R&R) 79
13. Survey 80
14. System 81
64
XIV. TECHNICAL
1. CORPORATE PLANNING (CP)
Sl.
No.
Description of Record Retention period Remarks
Main Head Sub-Head
1 2 3 4
1.
Files
i. Correspondence with other departments/
Projects/ outside agencies/Contractors 3 Years
ii. Correspondence with CIL/Other
Subsidiary/Ministry 5 Years
iii. Circulars/Guidelines/Rules/ Manuals/
Policies Permanent
iv. Office Orders
5 Years or till it is
valid whichever is
later
v. Parliament questions-reply/ VIP Reference 3 Years
vi. Tender files 5 Years
5 Years or 2
years after
completion of
Audit,
whichever is
later
vii. Delegation of Powers (DOP) Permanent
viii. Annual Budget file 3 Years
ix. Audit Reply file 3 Years
x. Functional Directors file Permanent
xi. Board matters and approval Permanent
xii. Project reports/ schemes Permanent
65
xiii. Operational plans 3 Years
xiv. AP/Annual Action Plan 3 Years
xv. Long term plans Permanent
66
XIV. TECHNICAL
2. CIVIL
Sl.
No.
Description of Record Retention
period Remarks
Main Head Sub-Head
1 2 3 4
1.
Files
i. Circulars/ Guidelines/Rules/ Manuals/
Policies Permanent
ii. Office Orders file
5 Years or
till it is
valid
whichever
is later
iii. Office Note file 5 Years
iv. Committee Recommendation, LOA/Work
orders, Agreements file 3 Years
After
completion of
the work
v. Tender files including Estimates/ TCR/
Tender documents/DE/RE/PTE/FTE, etc.
5 Years
After
payment of
final bill
vi. Quality control test reports
1 Year
After
completion of
work
vii. Measurement books
5 Years
After
payment of
Final Bill
viii. Repair file 3 Years
ix. White wash file
3 Years
x. Plumbing work
3 Years
xi. Masonry Work 3 Years
67
xii. Renovation file 5 Years
xiii. Drainage file
5 Years
68
XIV. TECHNICAL
3. CONTRACT MANAGEMENT CELL (CMC)
Sl.
No.
Description of Record Retention period Remarks
Main Head Sub-Head
1 2 3 4
1.
Files
i. Correspondence with other
departments/Projects/ outside agencies/
Contractors
2 years after the
completion of
contract
ii. Office Orders file
5 Years or till it is
valid whichever is
later
iii. Parliament questions-reply/ VIP Reference file 5 Years
iv. Internal Audit reply file 5 Years
v. Production Record file 5 Years
vi. Minutes of meeting/meeting record
file/Consumers meet 5 Years
vii. Court cases/Legal matters file
2 years after final
order of the
designated court
viii. Stationary Record file 5 Years
ix. Vigilance Report file 5 Years
x. IMS file 3 Years
xi. Safety records file 5 Years
xii. Annual Budget file
5 Years
69
xiii. Manpower record file 3 Years
xiv. Apex committee recommendation & Board
Note file Permanent
xv. Training record file 3 Years
xvi. Tender file for OB removal through HoE
(running contracts)
2 years after
completion of
contract
xvii. Tender file for OB removal through HoE
(completed contracts) 2 Years
xviii. Tender file for Coal transportation through
HoE (running contracts)
2 years after
completion of
contract
xix. Tender file for Coal transportation through
HoE (completed contracts) 2 Years
xx. Cancellation of tenders file for OB removal/
coal transportation 2 Years
xxi. Functional Directors file Permanent
xxii.CMM Report and other co. rates for OB Permanent
xxiii. E-tendering 5 Years
70
xxiv. Agreement Register- OBR/Coal
transportation
2 years after
completion of
contract
xxv.BG/EMD/SD Register
2 years after
completion of
contract
xxvi. Contract Management Manual Permanent
71
XIV. TECHNICAL
4. ENVIRONMENT
Sl.
No.
Description of Record Retention period Remarks
Main Head Sub-Head
1 2 3 4
1.
Files
i.Monitoring reports 5 Years
ii. Environmental statements 5 Years
iii. Records related to Mine Closure Plan(MCP) Permanent
iv. Records related to NGT Permanent
v. Statutory reports 5 Years
vi. Office Orders 5 Years or till it is
valid whichever is
later
vii.Parliament questions-reply 5 Years
viii.Technical Reports/ Scientific Study Report Permanent
ix. MoU with outside agencies 5 Years
x. Acts, Rules, Manuals, etc. Permanent
2. Registers i.EC/TOR Permanent
72
XIV. TECHNICAL
5. EXCAVATION
Sl.
No.
Description of Record Retention period Remarks
Main Head Sub-Head
1 2 3 4
1.
Files
i. Office Orders 5 Years or till it is valid
whichever is later
ii. Spares/Consumables/
Equipment survey-off/ Equipment
grounding orders
5 Years
iii. HEMM performance report 5 Years
Till 5 years
after
grounding of
equipment
iv. Annual performance report of
MARC machines under warranty
period
5 Years
v. Monthly burnt Oil recovery 3 Years
vi. CAG Audit reply 3 Years
vii. Equipment transfer orders Permanent
viii. Tyre/drill bit/wire rope
performance report 3 Years
73
XIV. TECHNICAL
6. ELECTRICAL AND MECHANICAL DEPARTMENT (E&M)
Sl.
No.
Description of Record Retention period Remarks
Main Head Sub-Head
1 2 3 4
1.
Files
i. Circulars/ Guidelines/Rules
/Manuals/ Policies Permanent
Records containing
guidelines applicable on
date proposed to be kept
continued.
ii. Office Orders
5 Years or till it is
valid whichever is
later
Records containing office
orders applicable on date
proposed to be kept
continued.
iii. Parliament questions-reply 5 Years
iv. Statutory regulations Permanent
Record containing
regulations applicable on
date proposed to be kept
continued.
v.DOP/ Manuals Permanent
Records containing
provisions applicable on
date proposed to be kept
continued.
vi. Tender files 3 Years
In case of any dispute
arouse before closure of
contract the file is proposed
to be kept continued till
matter is resolved.
vii. Agreement with Electricity
Boards Permanent
74
XIV. TECHNICAL
7. ELECTRONICS AND TELECOMMUNICATION DEPARTMENT
(E&T)
Sl.
No.
Description of Record Retention period Remarks
Main Head Sub-Head
1 2 3 4
1.
Files
i. Correspondence with other
departments/Projects/ outside
agencies/Contractors
3 Years
ii. Correspondence with CIL/Other
Subsidiaries/Ministry 3 Years
iii. Circulars/
Guidelines/Rules/Manuals/Policies Permanent
iv. Office Orders 5 Years or till it is valid
whichever is later
v. Parliament questions-reply 3 Years
vi. DOP/ Manuals Permanent
vii. Tender files 3 Years Till closure
of useful life
2. Register
i. Tender 3 years after completion
of contract
Till closure
of useful life
ii.AMC of equipments
3 years after completion
of contract
Till closure
of useful life
75
XIV. TECHNICAL
8. FOREST
Sl.
No.
Description of Record Retention period Remarks
Main Head Sub-Head
1 2 3 4
1.
Files
i. Circulars/ Guidelines/Rules/
Manuals/Policies a. CIL/NCL Permanent
Records
containing
applicable on
date proposed
to be kept
continued
ii. Circulars/ Guidelines/Rules/
Manuals /Policies b. Statutory Permanent
iii. Office Orders 5 Years or till it is valid,
whichever is later
iv. Parliament questions-reply/
MOC 5 Years
v. DOP/ Manuals Permanent
vi. Bills Payment/Bill Note file 3 Years
vii. MoU with outside agencies 5 Years
viii. Diversion of forest land of
NCL mines Permanent
ix. Acts, Rules, Regulations,
Schemes, etc. Permanent
x. Plantation Record 10 Years
76
XIV. TECHNICAL
9. INDUSTRIAL ENGINEERING (IE)
Sl.
No.
Description of Record Retention period Remarks
Main Head Sub-Head
1 2 3 4
1. Files
i. Manpower budget 5 Years
ii. Joining/Transfer/Posting matters Permanent
iii. Productivity Improvement Scheme (PIS) 5 Years
iv. Special Incentive Scheme 2 Years
v. Capacity utilization 5 Years
vi. Capacity Assessment 5 Years
vii. Foundation Day Awards 2 Years
viii. May Day Awards 2 years
ix. Committee Reports 3 Years
x. Office Orders 5 Years or till it is valid
whichever is later
xi. Technical Reports/ Scientific Study Reports 3 Years
77
XIV. TECHNICAL
10. MATERIALS MANAGEMENT (MM)
Sl.
No.
Description of Record Retention period Remarks
Main Head Sub-Head
1 2 3 4
1.
Files
i. Correspondence with other departments/Projects/
outside agencies/Contractors 3 Years
ii. Correspondence with CIL/Other
Subsidiaries/Ministry
3Years
iii. Parliament questions-reply 5 Years
iv. Internal Audit reply 3 Years
v. Action Taken Report (ATR) 3 Years
vi.CAG Audit reply 5 Years
vii. Purchase Orders files 5 Years
viii. Vendor registration documents/Register 5 Years
ix. Store Receipt/Issue Voucher file 5 Years
x. Depot Agreements files 5 Years
xi. Scrap disposal files 5 Years
xii. MSME reply record 3 Years
xiii. Vendors meet record 3 Years
xiv. File on Independent External Monitors (IEM) 3 Years
xv. Circulars file Permanent
xvi. Heavy Earth Movers Machine indents 6 Years
2. Register Indent registration 3 Years
78
XIV. TECHNICAL
11. PRODUCTION
Sl.
No.
Description of Record Retention period Remarks
Main Head Sub-Head
1 2 3 4
1.
Files
i. Office Orders
5 Years or till it is
valid, whichever is
later
ii. Delegation of Powers (DOP) Permanent
iii. Organizational chart of all cadres Permanent
iv. Files for Inter-project/ Unit 3 Years
v. List of suppliers of explosives 4 Years
vi. List of explosive records 4 Years
vii. Production Records 5 Years
viii. Technical Reports/ Scientific Study Report 5 Years
ix. Explosive Performance Report 5 Years
79
XIV. TECHNICAL
12. REHABILITATION AND RESETTLEMENT (R&R)
Sl.
No.
Description of Record Retention period Remarks
Main Head Sub-Head
1 2 3 4
1. Files
ii. Land Oustee Records Permanent
iii. Plot allotment at R&R site Permanent
iv. Compensation payment for land acquisition Permanent
v. Court Cases files 10 Years
vi. Land acquisition files Permanent
vii. Correspondence related to acquisition and transfer
of land Permanent
viii. Purchase/Release of land Permanent
ix. Misc. correspondence related to acquisition/release
of land Permanent
x. Revenue/Rent 10 Years
xi. Land Rates/Demonstration 10 Years
xii. Land inventory/Digitized land record Permanent
xiii. Socio-economic survey of displaced persons 10 Years
xiv. Resettlement of house oustees Permanent
xv. Master Plan Permanent
xvi. Enterprise risk management 5 Years
xvii. Encroachment of land Permanent
xviii. Transfer/leasing of land Permanent
xix. Employment to land oustees Permanent
80
XIV. TECHNICAL
13. SURVEY
Sl.
No.
Description of Record Retention period Remarks
Main Head Sub-Head
1 2 3 4
1.
Files
i. Office Orders
5 Years or till it is
valid, whichever is
later
ii. Coal stock measurement by CIL 5 Years
iii. Coal stock measurement quarterly report 3 Years
iv. OBR Measurement departmentally Annual Report 3 Years
v.OBR Measurement departmentally Quarterly
Report 3 Years
vi.OBR Measurement outsourcing Annual Report 3 Years after
completion of contract
vii.OBR Measurement outsourcing Quarterly Report 3 Years
viii. Annual OBR measurement by CMPDI
Outsourcing Report
3 Years after
completion of contract
ix. Final OBR measurement by CMPDI Final 3 Years after
completion of contract
x. Initial, Annual and Final measurement plan of coal
roof and floor plan of CMPDI for outsourcing patches
3 Years after
completion of contract
xi. Quarterly plan of Projects 2 Years
xii. Bill Processing file 5 Years
xiii. Conversion factor of coal records 6 Years
xiv. National grid plan Permanent
xv. Monthly Coal exposure records 1 Year
xvi. Instrument purchased records Permanent
81
XIV. TECHNICAL
14. SYSTEM
Sl.
No.
Description of Record Retention period Remarks
Main Head Sub-Head
1 2 3 4
1.
Files
i. Correspondence with other departments/Projects/
outside agencies/Contractor 5 Years
ii. Office Orders 5 Years or till it is valid
whichever is later
iii. Office Note sheet file 5 Years
iv.DOP/ Manuals Permanent
v. Organizational chart of all cadres Permanent
vi. Committee Recommendation, LOA/Work orders,
Agreement Permanent
vii. Maintenance of Computers file 5 Years
viii. Procurement of Computers and consumables 10 Years
ix. EDP store file 5 Years
x. Attendance/VED sheet 1 Year
xi. Network map/Plan 10 Years
xii. Data Back-up 10 Years
82
Part-XV
VIGILANCE
Sl. No. Particulars Page No.
1. CDA Rules,1978 83 2. Employees Service Rules 83 3. Complaints 83 4. Disciplinary proceedings 83-84 5. Prosecutions 84 6. Appeals 84 7. Petitions 84
8. Court Cases/Arbitrations/Inquiry/Audit 84 9. Employment of dependents in private firms/foreign missions in India 85 10. Participation in Politics 85 11. Radio broadcast, contribution of articles, editing or managing of newspapers, publications 85 12. Evidence before committee of enquiry 85 13. Subscriptions 85 14. Gifts 85 15. Private trade or employment 85 16. Movable/immovable property 85 17. Vigilance Administration 85-86 18. Higher studies 86 19. Membership of Territorial Army, Auxiliary Air Force and Naval Reserve 86
20. Proactive Vigilance 86
21. Vigilance Day/ Week/Month 86
83
PART-XV
VIGILANCE
Sl.
No.
Description of Record Retention period Remarks
Main Head Sub-Head
1 2 3 4
1. CDA Rules, 1978
i. General notifications
Permanent
ii. Schedule regarding appointing Authority,
Disciplinary Authority and Appellate Authority
iii. Charge sheets, documentary evidence, Inquiry
Officer, Examination of witnesses and show-cause
notices
iv. Penalties
v. Consultation with CVC
vi. Appeals and Petitions
vii. Suspension and Subsistence Allowance
2. Employees Service Rules The Industrial Employment (Standing Orders) Central
Rules, 1947 Permanent
3. Complaints
i. Against Executives
5 years
ii. Against Non-Executives
iii. Anonymous
iv. Pseudonymous
4.
Disciplinary proceedings i. Against Executives (a) Resulting in imposition
of penalties: 3 years after the final disposal of appeal or final judgment under the normal course of Law or till the prescribed retention period whichever is later
(b) Resulting in exoneration
of the accused officials with
or without warning: 3 years
ii. Against Non-Executives
84
after the final disposal of
appeal or final judgment
under the normal course of
law or till the prescribed
retention period whichever is
later
5. Prosecutions
i. Executives (a) Resulting in imposition
of penalties: 3 years after the final disposal of appeal or final judgment under the normal course of Law or till the prescribed retention period whichever is later
(b) Resulting in exoneration
of the accused officials with
or without warning: 3 years
after the final disposal of
appeal or final judgment
under the normal course of
law or till the prescribed
retention period whichever
is later
ii. Non-Executives
6. Appeals i. By Executives 3 years or till the prescribed
retention period whichever
is later
ii. By Non-Executives
7. Petitions i. By Executives 3 years or till the prescribed
retention period whichever
is later
ii. By Non-Executives
8. Court Cases
/Arbitrations/Inquiry/Audit
i. By Executives 3 years after final
clearance from
Arbitration, Litigation,
Enquiry or Audit as the
case may be or till the
prescribed retention period,
whichever is later
ii. By Non-Executives
85
9.
Employment of dependents
in private firms/foreign
missions in India
i. Intimation
ii. Sanction 5 years
10. Participation in politics Intimation 5 years
11.
Radio broadcasts,
contribution of
articles editing or
managing of
newspapers, publications
Sanction 5 years
12. Evidence before
Committee of Enquiry Sanction 5 years
13. Subscriptions Sanction 5 years
14. Gifts Intimation 5 years
15. Private trade employment Sanction 5 years
16. Moveable/Immovable
property
i. Property Returns (general aspects) Permanent
ii. Returns of Executives 8 years
iii. Returns of Non-Executives 8 years
iv. Intimation 5 years
v. Sanction 5 years
17. Vigilance Administration
i. General aspects
Permanent
ii. Acts, Rules, Manuals, etc.
iii. Vigilance set-up
iv. Meetings 8 years
v. Appointment of CVO 10 years
vi. List of officers of doubtful integrity 10 years
vii. a. Cases of difference of opinion with Central
Vigilance Commission
b. Cases of difference of opinion with other
Constitutional Bodies
10 years
viii. Granting of vigilance clearance in respect of 5 years
86
different classes of officers and the staff
ix. Annual Reports of CVC 5 years
18. Higher studies
i. General aspects Permanent
ii. Permissions
5 years or 1 year after
completion of study
whichever is later
19.
Membership of Territorial
Army, Auxiliary Air force
and Naval Reserve
i. General aspects Permanent
ii. Permissions
3 years or 1 year after the
official has ceased to be a
member of such organization
whichever is later
20. Proactive Vigilance Measures 5 years
21. Vigilance Day/
Week/Month Celebrations 5 years
87
PART-XVI
COMMON OFFICE SERVICES FOR HEADQUARTERS OFFICE, PROJECTS AND
SERVICE UNITS
Sl. No. Particulars Page No.
1. RTI 88
2. Leave 88
3. Raj Bhasha Kaksha 88
4. Car Logbook 88
5. Stock Register 88
6. Registers 88
88
Part- XVI
Common Office Services for Headquarters Office, Projects and Service Units
Sl.
No.
Description of Record Retention period Remarks
Main Head Sub-Head
1 2 3 4
1. RTI Applications and replies 3 Years
2. Leave Applications for casual leave 1 Year
3. Raj Bhasha Kaksha Correspondence 3 Years
4. Car Logbook Car Logbook Register
3 Years or one year
after completion of
Audit whichever is
later
5. Stock register Stock register
3 Years or one year
after completion of
Audit and settlement of
Audit objections
whichever is later
6. Registers
i. Receipt 2 Years
ii. Dispatch 2 Years
iii. Attendance 1 Year
iv. Leave 1 year after completion
of Audit
v. Peon Book-Receipt 2 Years
vi. Peon Book-Dispatch 2 Years
vii. OT/Sunday/ Holiday deployment 2 Years
89
PART-XVII
COMMON RECORDS FOR PROJECTS AND SERVICE UNITS
Sl. No. Particulars Page No. 1. Files 90-92 2. Register 92-93 3. Electronic Documents 93
90
XVII. Common Records for Projects and Service Units
Sl.
No.
Description of record
Main Head Sub-Head Retention period Remarks
1 2 3 4
1.
Files
i. Circulars/ Guidelines/Rules/Manuals/Policies Permanent
ii. Shift Production/ Dispatch/Maintenance
Reports 3 Years
iii. Office Orders
5 Years or till it is
valid whichever is
later
iv. Production Record/Form Permanent
v. Man Power budget 3 Years
vi. Appraisal Records of Non Executives
5 Years after
assessment year
vii. Personal files of Non-executives Permanent
viii. Internal Training records of Non-executives 5 Years
ix. Welfare and sports related matters 3 Years
x. Contract labour related matters 3 Years
xi. Company housing related matters Permanent
xii. Guest house/Room allotment/Booking Note 2 Years
xiii. Joining/Transfer/Posting Record Permanent
xiv. Court cases/Legal matters 3 Years 3 year after final
disposal of cases
91
xv. Tenders 3 Years
3 years after completion
of project if there is no
dispute
xvi. Internal Enquiry related matters 5 Years
xvii. Check off System related matters 2 Years
xviii. CMPF files/CMPF Loan/CMPF Refundable Permanent
xix. Contractor / Misc. bill files (Wage
verification, etc.) 5 Years
xx. IR – ATR/ Report 3 Years
xxi. Contractor related matters 3 Years
xxii. Year Wise DPC Assessment sheet of Non
Executives 5 Years
xxiii. Leave records Permanent
xxiv. Leave Applications 1 year
xxv. Pay fixation orders/Pay revision matters Permanent
xxvi. LTC/LLTC orders/Records 5 years
xxvii. Nomination of employees for PF & Gratuity Permanent
xxviii. Declaration of dependents for LTC/LLTC
& Medical facilities Permanent
xxix. Sanction of EL encashment 1 Year
xxx. Internal Transfers of Non Executives Permanent
xxxi. Minutes of Meetings 2 Years
xxxii. Grievances/Nirakaran Cell/ CPGRAMS
related record flie 3 Years
xxxiii. CSR Proposals 3 years
92
xxxiv. Maintenance records Permanent
xxxv. Breakdown Reports Permanent
xxxvi. Equipment Monthly Performance reports 3 Years
xxxvii. Yearly Returns Permanent
xxxviii. Accident data Permanent
xxxix. Annual Action Plan 3 Years
xl. Coal despatch reports/Bills Permanent
xlii. Equipment Productivity Reports Permanent
xliii. LMV Records Permanent
xliv. LMV Maintenance Data Permanent
xlv. Annual Maintenance Plan 3 Years
xlvi. Forest clearance Permanent
xlvii. Environment clearance Permanent
xlviii. ETP/STP data 5 Years
xlix. Water test reports 5 Years
l. Land Records Permanent
li. Land Oustee Records Permanent
lii. Plot allotment at R&R site Permanent
liii. Compensation payment for land acquistion Permanent
liv. Court Cases files 3 Years 3 years after final
disposal of cases
lv. All financial documents ( Vouchers, bills,
Form-16, Salary Slip etc.) 8 Years
As per the Companies
Act-2013
lvi. Civil Designs Permanent
lvii. Monsoon Preparation Plan 10 Years
lviii. Purchase Order files 5 Years
2.
Registers
i. Leave Record Permanent
ii. Attendance 1 Year
iii. Receipt 3 Years
93
iv. Dispatch Register 3 Years
v. Note sheet Receipt 3 Years
vi. OT(Over Time)/Sunday/ Holiday deployment 2 Years
vii. Minutes of Meeting 3 Years
viii. Vendors registration documents Permanent
ix. Store Receipt 10 Years
x. Store Issue 10 Years
xi. Inventory 10 Years
3. Electronic
Documents
i. Electronic Mails 2 years Except of Permanent
Nature
ii. PDF files 8 years
iii. Texts/ Formatted files-All Word/Excl/
Powerpoint files 1 year
iv. Web Page files 5 years
94
PART-XVIII
CMD’s SECRETARIAT Sl.
No.
Description of Record Retention
period
Remarks
Main Head Sub-Head
1 2 3 4
1. Files i. Board level appointments 5 years
ii. Board matters 8 years
iii. CMPDI 5 years
iv. CVC Guidelines 8 years
v. CIL Board 6 years
vi. CIL Circulars 6 years
vii. CMD meet 8 years
viii. Complaint file 3 years
ix. Correspondence with State Govt. 5 years
x. D.G.M.S. 6 years
xi. D.O. letter to Secretary (Coal) 5 years
xii. Delegation of Powers 5 years
xiii. Environment/ Forest 5 years
xiv. FD meeting 6 years
xv. General 5 years
95
xvi. Government Guidelines Permanent
xvii. HEMM 5 years
xviii. Land and Revenue Permanent
xix. M.O.U. Permanent
xx. Material Management 5 yeras
xxi. Ministry of Coal Permanent
xxii. Miscellaneous correspondence 4 years
xxiii. Monthly Coordination meeting 5 years
xxiv. NTPC 6 years
xxv. Parliamentary Standing Committee on Coal
and Steel
Permanent
xxvi. Performance Appraisal Reports Permanent
xxvii. Performance Review meeting by Ministry 8 years
xxviii. Personnel 5 years
xxix. Production 5 years
xxx. RTI/ Rajbhasha kaksha 5 years
xxxi. Sales and Marketing 5 years
xxxii. Vigilance 5 years
xxxiii. VIP Reference 5 years
96
PART-XIX
RECORDS IN ELECTRONIC MODE
Sl.
No.
Description of Record Retention period Remarks
Main Head Sub-Head
1 2 3 4
1. Electronic
Documents
i. Electronic Mails 2 years
Except of permanent
nature
ii. PDF files 8 years
iii. Texts/ Formatted files-All Word/Excel/Powerpoint
files 5 years
iv. Web Page files 5 years
97
APPENDIX-1
(Ref. to Para No. 10 (g) of Definitions chapter)
Northern Coalfields Limited, Singrauli-486889
Record Destruction Certificate
Name of the Department/Section/Project/Service Unit: _____________________________________
“Name of the record/document/file: ____________________________________________________
Page Nos. _____________________from _________________to_____________________________
Date______________________from______________________to_____________________________
This is to certify that the above mentioned record/document/file/ was destroyed on
____/_____/20___ by shredding/other than by shredding/other means_______________ in the presence of the
Record Destruction Committee.”
Place: Records Officer: 1
Date: (Name and designation)
Time: 2
(Name and designation)
3
(Name and designation)