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Manual 6

A statement of the categories of documents that are held by it for under its control
[Section 4(1) (b) (vi)]
Details of the records available may be made in a statement form, wing wise, unit wise, branch wise and it may be got tabulated, indexed and catalogued.
 
A statement of the categories of documents held


S. No. Main Head Sub Head Retention period
1 Payment and recoveries 1. Expenditure sanctions not covered by Paragraph 1 above (including sanctions relating to grant-in-aid) 2 years, or one year after completion of audit, whichever is later.
2. Cash Books maintained by the drawing and disbursing officers under Central Government Account (Receipts and Payments) Rules 1983 10 years
3.  Contingent expenditure  3 years or one year after completion of audit, whichever is later.
4. Arrear claims (including sanction for investigation, where necessary Papers relating to :  3 years or one year after completion of audit, whichever is later.
5. GPF membership 1 year
6. GPF Nomination 1year after final settlement of GPF account
7. Adjustment of missing credits of GPF Accounts 1 year
8. Final withdrawal from GPF e.g. for house building, higher technical education of children etc. 1 year
9.      GPF annual statements 1 year
10.  T.A./ Transfer T.A. claims 3 years, or one year after completion of audit, whichever is later
2 Budget Estimates /Revised Estimate 3 years
3 Service Book of : 3 years after issue of final pension/ gratuity payment order
a. Officials entitled to retirement / terminal benefits.
b. Other employees 3 years after they have ceased to be in service
4 Leave Account of :- 3 years after issue of final pension/ gratuity payment order.
a. Officials entitled to retirement/terminal benefits
b. Other employees 3 years after they have ceased to be in service
5 Service records a. Nomination relating to family pension and DCR gratuity 1 year- after settlement of benefits
b. Civil list gradation/ seniority list :- 3 years
1.      in the case of departments preparing and bringing out the compilation 1 years after issue of relevant compilation
2. I n the case of other departments (i.e. those supplying information for such compilation) 3 years
c. Alteration in the date of birth 3 years or 1 year after completion of audit, whichever is later.
d. Admission of previous service not supported by authenticated service record, e.g. through collateral evidence. 5 years
e.  Verification of service
6 Expenditure statement a. In respect of lower formations. To be weeded out at the end of financial year
b. In respect of Department itself. To be weeded out after the Appropriation accounts for the year have been finalized.
c. Register of monthly expenditure (Form GFR 9) To be weeded out after the Appropriation Accounts for the year have been finalized
7 Surety Bonds executed in favour of a temporary or a retiring Government servant 3 years after the Bond case to be enforceable
8 a.       Pay bill register 35 years
b.      Office copies of Establishment pay bills and related schedules ( in respect of period for which pay bills register is not maintained) 35 years
c.       Schedules to be Establishment pay bills for the period for which pay bill register is maintained 3 years, or one year after the completion of audit, whichever is later
d.      Acquaintance Roll 3 years, or one year after the completion of audit, whichever is later.
9 Muster Rolls Such period as may be prescribed in this behalf in the departmental regulations subject to a minimum of three financial years of payment excluding the financial year of payment.
10 Bill Register maintained in form TR-28-A 5 years
11 Paid cheque returned by the Bank to he Audit /Accounts Office 5 years
12 Files, Papers and documents relating to contracts, agreements etc. 5 years after the contract/ agreement is fulfilled or terminated. In case where audit objections have been raised, however, the relevant  files and documents shall not, under any circumstances, be allowed to be destroyed till such time as the objections have been cleared to he satisfaction of the audit authorities or have been reviewed by the Public Accounts Committee.
13 Sub-vouchers relating to the Secret Services Expenditure 3 years after the expiry of the financial year in which the expenditure was incurred, subject to completion of administrative audit and issue of audit certificate by the nominated controlling officer.
14 Patients record Investigations Reports Morbidity Data Patients Seen

 

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