PRESERVATION OF POSTAL RECORDS
1.
|
POST OFFICE ACCOUNT AND SUB ACCOUNT DEPARTMENT
| ||
SL
NO
|
DESCRIPTION OF FORM
|
FORM NO
|
PERIOD OF
PRESERVATION
|
1
|
H.O. Summery
|
ACG 1
|
3 Years
|
2
|
H.O. Cash Book
|
ACG 4
|
3 Years
|
3
|
Treasury Voucher
|
ACG 14
|
3 Years
|
4
|
Treasury Receipt
|
ACG 13
|
3 Years
|
5
|
Sub Office Account
|
PA 17(A)
|
3 Years
|
6
|
Treasury Cash Book
|
ACG 2
|
10 Years
|
7
|
Treasury Passbook
|
ACG 8
|
10 Years
|
8
|
S.O. Summery
|
ACG 3
|
18 Months
|
9
|
B.O. Summery
|
ACG 3A
|
18 Months
|
10
|
S.O. Daily Account
|
ACG 22
|
18 Months
|
11
|
S.O. Slip
|
PA 3
|
18 Months
|
12
|
Remittance Advice & Acknowledgement
|
ACG 15
|
18 Months
|
13
|
B.O. Daily Account
|
ACG 22
|
2 Years
|
14
|
B.O. Slip
|
PA 5
|
2 Years
|
15
|
General Receipt Book
|
ACG 67
|
5 Years
|
2)POSTAL ORDER DEPARTMENT
| |||
List and Journals of IPO Sold
|
18 Months
| ||
2
|
Register of IPOs & BPOs in stock
|
18 Months
| |
3
|
List of IPOs & BPOs Paid
|
18 Months
| |
3)MONEY ORDER DEPARTMENT
| |||
1
|
Book of MO Receipts
|
MO 1
| |
2
|
Journal of MOs issued
|
MO 2
| |
3
|
Register of MOs Received for Payment
|
MO 3
| |
4
|
Journal of MOs Paid
|
MO 4(s)
| |
5
|
Compilation of MOs Paid
|
MO 20/23
| |
6
|
Compilation of daily totals of MOs issued
|
MO 22
| |
7
|
TMO Advice
|
MO 21
| |
8
|
TMOs Received and conformations
| ||
9
|
Postman’s Book
|
MS 27
| |
10
|
Files of cases containing Paid MOs Received from
Audit Office
|
Files
| |
10
|
Files of cases containing Paid MOs Received from
Audit Office
|
Paid MOs
| |
11
|
List Of MOs Presented in bulk for Booking
| ||
12
|
Records relating to Inward and out ward Foreign
MOs in Exchange Office
| ||
4) Registration and Parcel Department
| |||
SL
NO
|
DESCRIPTION OF FORM
|
FORM NO
|
PERIOD OF
PRESERVATION
|
1
|
Register and Parcel Lists Received and Dispatched
|
2 Years
| |
2
|
All other record Except above of Registration and
Parcel Department And Mail Department
|
1 Years
| |
3
|
Speed Post Department
|
6 Months
| |
5)SORTING,DELIVERY,DEPOSIT AND MISC DEPT.
| |||
1
|
Correspondence Register
|
3 Years
| |
2
|
Deposit Account
|
ACG 45
|
18 Months
|
3
|
Letter Postage Account
|
ACG 44
|
18 Months
|
4
|
Register of Post Box Holders
|
M 23
|
3 Years
|
5
|
Book of Postmarks
|
MS 19
|
18 months
|
6
|
Postmaster’s Order Book
|
Ms 1
|
3 Years
|
7
|
Monthly Statistical Register
|
3 Years
| |
8
|
Monthly Statistical Abstract
|
MS 14
|
3 Years
|
9
|
Record Relating to Identity cards
|
18 months (after
validity of cards)
| |
10
|
Nominal Roll
|
MS 12
|
10 Years
|
11
|
Attendance Register
|
MS 37
|
5 Years
|
12
|
Enumeration Returns
|
MS 6
|
2 Years
|
13
|
Post Office Order Book
|
Permanent
| |
14
|
Telegram “A” Message
|
2 months
| |
15
|
Traffic Book of Telegrams
|
3 Years
|
6) Savings Bank Department
| |||
1
|
S.B. Ledger in H.O
|
Permanent
| |
2
|
Closed, used up and transferred Ledger cards
(If ledger agreement o.k.)
|
6 Years
| |
3
|
S.O. S.B. Journals
|
Permanent
| |
4
|
S. O. S. B. Ledgers(after last account closed)
|
6 Years
| |
5
|
S.O. RD Journals
|
6 Years (after Last
entry)
| |
6
|
Guard File containing letters of Pledging deposits in security account
|
Permanent
| |
7
|
Register of undeliverable passbooks
|
Permanent
| |
8
|
Special Error Book maintained is S.B. branch
|
Permanent
| |
9
|
S.B. P.R.
|
SB 26
|
3 YEARS
|
10
|
Monthly Statistical Register
|
3 Years
| |
11
|
List of Silent accounts
|
Permanent
| |
12
|
Application for Duplicate Passbooks
|
10 Years
| |
13
|
List of withdrawals above Rs 2500/- by Single
Handed S.O.
|
1 Year
| |
14
|
Stock Register of Passbooks
|
18 Months
| |
15
|
Index of Ledger Cards
(after closed of all accounts)
|
6 Years
| |
16
|
Ledger Cards of Silent Accounts
|
Permanent
| |
17
|
Application for Local Transfer of Accounts
|
2Years
| |
18
|
Index of P.R.
|
2 Years
| |
19
|
S.B. Slips
|
18 Months
| |
20
|
Duplicate of A.T.
|
2 Years
| |
21
|
Register of A.T.
(after obtaining certificate of no pending)
|
2 Years
| |
22
|
Register of Rectification of Interest
|
3 Years
| |
23
|
S.B. Voucher List
|
SB 22
|
2 Years
|
24
|
Objection Register (after rectification of objection)
|
SB 61
|
2 Years
|
25
|
Register of No of passbooks received for interest
|
2 Years
| |
26
|
Duplicate copies of S.B.P.R received from B.O.
|
18 Months
| |
27
|
Record Relating to D. D. Cases
(Except indemnity Bond)
|
3 Years
(after closer of all cases )
| |
28
|
Record Relating to D. D. Cases
(Where indemnity Bond Received)
|
6 Years
(after closer of all cases )
| |
29
|
Duplicate copies of credit/debit transfer journals
|
2 Years
| |
30
|
Register of Collection of Cheques
|
2 Years
| |
31
|
Stock Register of S.B. Cheques
|
2 Years
| |
32
|
Register of returned Cheques
|
2 Years
| |
33
|
Register of sanction of B.O. withdrawals
|
SB 45
|
2 Years
|
34
|
Register containing Photographs and other
particulars of depositor
|
3 Years
(After all
accounts closed)
| |
35
|
Applications for issue of new passbooks in lieu of spoilt ones
|
3 Years
| |
37
|
Court attached orders of SB Deposits
|
2 Years
(After close ofa/c)
| |
38
|
Applications for issuing of SB Cheque Books
|
2 Years
(After close of a/c)
| |
39
|
Copies of Lists of Collection of Outstation
Cheques
|
2 years (
Following
financial year)
| |
40
|
Record relating to collection of Local Cheques
|
2 Years
| |
41
|
SB 28 Receipt Books
|
2 Years
| |
42
|
Document Lists
|
2 Years
| |
43
|
Long Books
|
2 Years
| |
44
|
Application for Revival of Silent accounts
|
2 Years
| |
45
|
Error Book maintained in connection with the
deposit by auto transfer from S.B. Account to RD Account
|
5 years
| |
46
|
Nominal roll of SB Branch
|
10 years
| |
47
|
LOT Lists
|
6 Years after last entry
|
7)SAVINGS CERTIFICATES
| |||
1
|
Application for cancellation or variation of
Nomination
|
NC 53
|
5 Years (after
discharger of
certificate)
|
2
|
Register of Nomination
|
NC 52
|
5 Years (after
discharger of
certificate)
|
3
|
Preliminary Receipt Book
|
NC 4
|
3 Years
|
4
|
List of Yearly Unsold Certificates
|
2 Years
| |
5
|
Provisional Receipts for Savings
Certificates
|
NC 11
|
3 Years
|
6
|
Counter Foils of Identity slips of
Certificates
|
18 Months (after
discharge of Certificate)
| |
7
|
Special error book for Certificates
|
3 years
| |
8
|
Monthly Statistical Register
|
3 Years
| |
10
|
Journals of Certificates Issued and
Discharged
|
18 Months
| |
11
|
Monthly Summaries of Certificates Issued
& Discharged
|
18 Months
| |
12
|
Stock Register of Certificates
|
Permanent
| |
13
|
Application for Purchase or transfer in lieu
of Duplicate have been issued
|
6 Years (after
discharge of
Certificate)
| |
14
|
Journals of Certificates issued
through Authorized Agents
|
18 Months
| |
15
|
Ledger for Payment of Authorized Agent’s
commission
|
3 Years
| |
16
|
Partly used up AGENT’S RECEIPT BOOK
|
5 Years
| |
8)ADMINISTRATIVE BRANCH
| |||
1
|
Correspondence Register
|
3 Years
| |
2
|
Personal Files
|
3 Years after
retirement or death
| |
9)OTHER RECORDS
| |||
1
|
Counter foils of Receipts and Daily lists of
Telephone Revenue Collection
|
Eng 9
|
2 Years
|
2
|
Pension Schedule
|
3 Years
|
