-Information to be given under Information Act-2005- under section 4(1)A for the period from date of opening the office to 31-3-2018 ANNEXURE-A ( Records to be preserved permanently ) As per IGR Circular No.RGN 130/98-99, dated: 14-3-2002 Sl no Description Method of Preservation Volume From Date To date Page No Remarks 1 2 3 4 5 6 7 8 1 File of Departmental Circulars & orders regarding Registration matters. File Book 8Volumes 1/4/1988 31-3-2018 1100 - File of departmental Circulars & orders regarding Stamp matters File Book 7Volumes 27/11/1990 31-3-2018 600 - 2 Key to Index Book Form 12 Volumes 19/08/1980 31-3-2018 1200 - 3 Register of destruction of Records Bound Book - - - - - 4 Register of Documents destroyed Bound Book - - - - Concerned to DR 5 Register of stock of furniture’s & other articles Book form 1 25/2/1981 31-3-2018 100 - 6 Book 1 Volumes Book Form 160 16/08/1980 31-3-2018 39,798 - 7 Book 2 volumes Book Form 1 1/4/1983 31-3-2018 50 - 8 Book 3 Volumes Book Form 4 26/8/1980 31-3-2018 928 - 9 Book 4 Volumes Book Form 3 14/8/1980 31-3-2018 620 - 10 Book 5 (with Index) Volumes - - - - - Concerned to D.R 11 Register of CD Preserved Book Form 1 31-10-2003 31-3-2018 100 - 12 Thumb impression Register Book Form 248 14/8/1980 31-3-2018 37410 - 13 Additional Book-1 File Book 130 19/8/1980 31-3-2018 18900 - 14 Additional Book-2 File Book - - - - No books 15 Additional Book-4 File Book 2 10/11/1980 31-3-2013 255 - 16 Index-I Book Form 22 10/11/1980 31-3-2013 5500 - 17 Index-II Book Form 77 08/07/1980 31-3-2014 19250 - 1 Volume 1 1 8/07/1980 31/03/1981 250 2 Volume 2 2 1/04/1981 31/03/1982 250 - 3 Volume 3 3 1/04/1982 31/03/1983 250 4 Volume 4 4 1/04/1983 31/03/1984 250 5 Volume 5 5 1/04/1984 31/03/1985 250 - 6 Volume 6 6 1/04/1985 31/03/1986 250 - 7 Volume 7 7 1/04/1986 31/03/1987 250 - 8 Volume 8 8 1/04/1987 31/03/1988 250 - 9 Volume 9 9 1/04/1988 31/03/1989 250 - 10 Volume10 10 1/04/1989 31/03/1990 250 - 11 Volume11 11 1/04/1990 31/03/1991 250 - 12 Volume12 12 1/04/1991 31/03/1992 250 -
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-Information to be given under Information Act-2005- under section 4(1)A for the period from date of opening the office to 31-3-2018
ANNEXURE-A ( Records to be preserved permanently )
As per IGR Circular No.RGN 130/98-99, dated: 14-3-2002
File of departmental Circulars & orders regarding Stamp matters
File Book 7Volumes 27/11/1990 31-3-2018 600 -
2 Key to Index Book Form 12 Volumes 19/08/1980 31-3-2018 1200 - 3 Register of destruction
of Records Bound Book - - - - -
4 Register of Documents destroyed
Bound Book - - - - Concerned to DR
5 Register of stock of furniture’s & other articles
Book form 1 25/2/1981 31-3-2018 100 -
6 Book 1 Volumes Book Form 160 16/08/1980 31-3-2018 39,798 - 7 Book 2 volumes Book Form 1 1/4/1983 31-3-2018 50 - 8 Book 3 Volumes Book Form 4 26/8/1980 31-3-2018 928 - 9 Book 4 Volumes Book Form 3 14/8/1980 31-3-2018 620 - 10 Book 5 (with Index)
Volumes - - - - - Concerned
to D.R 11 Register of CD
Preserved Book Form 1 31-10-2003 31-3-2018 100 -
12 Thumb impression Register
Book Form 248 14/8/1980 31-3-2018 37410 -
13 Additional Book-1 File Book 130 19/8/1980 31-3-2018 18900 - 14 Additional Book-2 File Book - - - - No books 15 Additional Book-4 File Book 2 10/11/1980 31-3-2013 255 - 16 Index-I Book Form 22 10/11/1980 31-3-2013 5500 - 17 Index-II Book Form 77 08/07/1980 31-3-2014 19250 - 1 Volume 1 1 8/07/1980 31/03/1981 250 2 Volume 2 2 1/04/1981 31/03/1982 250 - 3 Volume 3 3 1/04/1982 31/03/1983 250
38 The Karnataka Govt. Servants(medical Attendance )Rule 1963
1963 1
10-1-1977 31-3-2018 - -
39 Indian Stamp Act. Vth Edition
1974 1
25-7-1974 31-3-2018 - -
40 TheRegestionAct7th Edition
- 1
8-2-1984 31-3-2018 - -
41 Companion to the India stamp Act Vth Edtion
- 1
8-2-1984 31-3-2018 - -
42 The Karnataka Land Revenue Act 1964 Vth edition
2007 1
1-4-2009 31-3-2018 - -
43 The Karnataka Land Reforms Act 1961 IVth edition
2008
1
1-4-2009 31-3-2018 - -
44 The Hindu Marriage Act 1955
2008 1
1-4-2009 31-3-2018 - -
45 DEEDS & Document 2008 1 1-4-2009 31-3-2018 - -
II nd edition 23 Ledger of detailed
examination of Register Books
Book Form - - - -- -
24 Register of Records Book Form 1 01-04-1981 31-3-2018 100 - 25 Register of records
sent to courts & other offices
Book Form 1 01-04-2005 31-3-2018 50 -
26 Register of reproduced entries of fading foot notes
Book Form - - - - -
27 Register of sanctioned establishment of each offices
Book form - - - Concerned To DR
28 Registration of Stock of books & publications
Book Form 1 25-2-1981 31-3-2018 200 -
29 Registration of valuable records
Book Form - - - - -
30 Register of showing the particular of books partially recopied
Book Form - - - - No Such cases
31 Register of wills & unopened covers containing wills received by post
Book Form - - - - Concerned to D.R
32 Register of wills & sealed covers
Book Form - - - - Concerned to D.R
33 Vacancy Register Book Form - Concerned to D.R
34 Sealed covers (District Registrar Office)
Book Form - - - - Concerned to D.R
35 Taluka Map Folded Un mounted
1 01-04-1983 31-3-2018 - -
36 Register of Firms maintained under sec 58 of I.P. Act 1939
Book Form - - - - Concerned to D.R
37 Index of names of Firms
Book Form - - - - Concerned to D.R
38 All Register & the Indexes maintained by the Registrar under Hindu marriage Act 1955
File of Book & Book Form
4 1-04-1981 31-3-2018 1000 -
39 All Register & marriage Certificate book and Indexes maintained by the Registrar under special marriage Act 1954
Bound Form 3 1-04-1981 31-3-2018 400 -
40 File of Appeal orders & judgment & orders of court
File Book - -- - - -
41 File of Correspondence relating to creation of new offices, alteration of jurisdictions of offices etc.
File jacket Trilateral index files
- - - - -
42 File of correspondence relating to clarification issued under Registration Act, Stamp Act& Rules there under & other allied acts bearing the subject (if there are not rescinded)
File jacket Trilateral index files
- - - - NO Such Cases
43 File of correspondence relating to creation & transfer of posts
File jacket Trilateral index files
- - - - NO Such Cases
44 File of correspondence relating to order of District Registrar sanctioning recopying or damaged books & indexes
File jacket Trilateral index files
- - - - NO Such Cases
45 File of Translations File Book - - - - NO Such Cases
46 Gradation lists of all cadres
File jacket Trilateral index files
- - - - To be Maintained
DR 47 List of Records
transferred from one office to another & acknowledgements there for
File Book - - - - No Such files
48 Loose sheets containing entries in Register volume recopied.
In a cover under the seal & signature of
registering officer a slip passed on the cover to show
its contents
- - - - No such Sheets
49 Supplement to books (part 1 to V)
File books 77 1-4-1981 31-3-2018 11000 -
50 File relating to Registration of Firms & Changes of constitution there on under I.P.Act 1935
File jacket Trilateral index files
- - - - Concerned to D.R
51 Market value Notifications
File jacket Trilateral index files
31-3-2011
1 2005-06 CVC market Valuation Revision
1 1-1-2006 31-3-2011 1 -
2 2007-08 Do 1 16-10-2007 31-3-2011 4 -
3 2010-11 Do 1 2-07-2009 31-3-2011 5 - 4 2011-12 Do 1 20-6-2011 31-3-2013 10 - 5 2012-13 Do 1 01-07-2013 31-03-2014 20 - 52 Market value files before
Commencement of CVC File jacket
Trilateral index files
31-3-2013
1 1993-94 Revision market Value Rates
1 2/4/1993 31-3-2014 10 -
2 1994-95 Do 1 3-2-1995 31-3-2014 10 - 3 1998-99 Do 1 9-8-2001 31-3-2014 25 - 4 2002-03 Do 1 14-5-2003 31-3-2014 10 - 5 2004-05 Do 1 11-5-2004 31-3-2017 10 - 6 2007-08 Do 1 01-03-2008 14-05-2010 15 - 7 2010-11 Do 1 15-05-2010 20-06-2011 15 - 8 2011-12 Do 1 20-06-2011 01-07-2013 15 - 9 2013-14 Do 1 01-07-2013 02-7-2014 15 - 10 2014-15 Do 1 01-12-2014 01-12-2015 23 - 11 2015-16 Do 1 02-07-2015 01-04-2016 30 - 12 2016-17 Do 1 01-04-2016 01-07-2017 23 - 13 2017-18 Do 1 01-7-2017 01-10-2018 25 -
ANNEXURE-B ( Records to be preserved for Thirty Years )
7 Contingent Bill File Jacket Trilateral index files
- 01-04-2005 31-3-2018
1 2005-06 Vol-NO-1 01-04-2005 31-3-2006 3 -
2 2006-07 Vol-NO-2 01-04-2006 31-03-2007 2 -
3 2007-08 Vol-NO-3 01-04-2007 31-03-2008 4 -
4 2008-09 Vol-NO-4 01-04-2008 31-03-2009 5 -
5 2009-10 Vol-NO-5 01-04-2009 31-03-2010 5 -
6 2010-11 Vol-NO 6 01-04-2010 01-04-2011 5 -
7 2011-12 Vol-No 7 01-04/2011 31-03-2014 10 -
8 2014-15 Vol-No 8 01-04-2014 31-03-2018 50 -
8 Daily accounts documents Book Form 01-4-2010 31-3-2018 9 Dispatch Register Book Form 3 1-10-2001 31-3-2018 200 -
10 Detailed Budget estimates of an office & correspondence thereto
File Jacket Trilateral index
files
- - -
- -
11 Fair copy Register Book Form - - - - - 12 File of applications for
copies of misc records File Book - -
- - -
13 File of applications for general searches
File Book 6 01-04-2005 31-3-2018 800 -
14 File of applications for private attendance.
File Book Vol No-1 01-04-2005 31-3-2018 50 -
15 File of applications for Single searches.
File Book 4 01-04-2005 31-3-2018 800 -
16 File of applications under section 41 of KSA 1957
File Book - - -
- No such cases
17 File of applications for withdrawal of sealed covers
File Book - - -
- Concerned to D.R
18 File of correspondence & registers etc. connected with recruitment committee
File Jacket Trilateral index files
- -
--
- No such cases
19 File of correspondence relating to FDA.
File Jacket Trilateral index files
- - -
- No such cases
20 File of correspondence relating to civil list
File Jacket Trilateral index files
- - -
- No such cases
21 File of correspondence relating to constructions improvements of buildings etc.
File Jacket Trilateral index files
- -
-
- No such cases
22 File of correspondence relating to F.A
File Jacket Trilateral index files
2
1-04-2005 31-3-2018
30
-
23 File of correspondence relating to GPF. Final withdrawal
File Jacket Trilateral index files
- - -
- No such cases
24 File of correspondence relating to GPF partial final withdrawal
File Jacket Trilateral index files
-
-
25 File of correspondence relating to GPF temporary advance
File Jacket Trilateral index files
-
No such cases
26 File of correspondence relating to reimbursement of medical charges
File Jacket Trilateral index files
- - -
- No such cases
27 File of correspondence File Jacket - - - - No such
relating to revision of rents Trilateral index files
cases
28 File of correspondence relating to routine nature
File Jacket Trilateral index files
- - -
- No such cases
29 File of correspondence regarding sub-vouchers sent to audit office
File Jacket Trilateral index files
- -
- No such cases
30 File of correspondence relating to supply of Books, forms etc.
File Jacket Trilateral index files
- - -
- No such cases
31 File of correspondence relating to supply of furniture, books free clothing & all other office equipments.
File Jacket Trilateral index files
1
1-04-2005 31-3-2018
100
-
32 File of correspondence relating to Temporary posts
File Jacket Trilateral index files
- - -
- No such cases
33 File of correspondence relating to transfers
File Jacket Trilateral index files
- -
- No such cases
34 File of correspondence relating to transfer duty
File Jacket Trilateral index files
-
- -
-
No such cases
35 File of declarations filled under Karnataka land reforms Acts
File Jacket Trilateral index files
7
01-04-2005 31-3-2018
3500
-
36 File of correspondence with KGID
File Jacket Trilateral index files
- 01-04-2005 31-3-2018
-
No such
cases 37 File of correspondence
with PSC regarding appointments
File Jacket Trilateral index files
- - -
- No such cases
38 File of correspondence with SPD
File Jacket Trilateral index files
- - -
- No such cases
39 Form 37G(income of value less than Rs. 10,000)
File Book - - -
- No such cases
40 General receipt Register Bound form 165 01-04-2005 31-3-2014 16651 - 41 Indent for supply of
stationary articles, financial forms, dept books & sales etc.
File Jacket Trilateral index files
- -
-
- No such cases
42 Intimation of collection of transfer duty
File Jacket Trilateral index files
- - -
- -
43 Karnataka Gazette ( part I & important Act & regulations relating to department to be sorted out & retained for 30 years
Book Form
-
44 Leave accounts of non-gazetted government servants
Book Form 1
01-04-2005 31-3-2018
40
-
45 Library issue register Book Form 1 01-04-2005 31-3-2018 100 - 46 Local Delivery Book Book Form Vol No-2 23-10-1993 31-3-2018 100 - 47 Memo forwarding &
acknowledging declarations under land reforms Act.
4 EST/LPC/4/11-12 S.S.BHATT 1 27-12-2011 31-03-2014 1 - 5 EST/LPC/01/2015-16 S.R.Aramani 1 01-04-2014 31-03-2018 1 - 50 Order book of contingent
charges Book Form 1 01-04-2000 31-3-2018 100 -
51 Petitions: 1. For issue of
Summons other than those in appeal & original of such summons
2. For certificate under sec. 16 of the Stamp Act
3. Regarding other matters connected with Registration
File Book - -
- No such cases
52 Record issue Register Book Form 1 1-04-2005 31-3-2018 100 - 53 Record receipt Register Book Form 1 1-04-2005 31-3-2018 50 - 54 Register of contents of
records receptacles Book Form 1 14-08-1981
31-3-2018 100 -
55 Register of contingent expenditure
Book Form 1 01-04-2005 31-3-2018
100 -
56 Register of Documents adjudicated
Book Form - - -
- Concerned To Dr
57 Register of Impounded documents
Book Form 1 01-04-2005 31-3-2018
100 -
58 Register of examination of Records with records receptacles
Book Form - - -
- -
59 Register of increments certificated ( office copies)
Book Form 1 01-04-2005 31-3-2018 200 -
60 Register of Reference under sec 45-A of KSA Act 1957
Book Form 3 01-04-2000 31-3-2018 450 -
61 Register of Travelling allowance & process fees
Book Form 1 18-12-1980 31-3-2018 100 -
62 Register of Trunk call Book Form - - - - - 63 Register of Unclaimed
documents (C – Register) Book Form 1 1-04-1981 31-3-2018 100 -
64 Register of Undisbursed pay
Book Form - - - - -
65 Register of Unserviceable articles
- - - - - -
66 Register showing recoveries made from the salaries of members of co-op societies.
Book Form - - - - -
67 Register showing the stock of service books
Book Form - - - - -
68 Register relating to sealed bags containing Keys
Book Form - - - - -
69 Reports of private attendance
File Jacket 1 01-04-2005 31-3-2018 200 -
70 Service book of government servants who has been refer or removal or dismissed
Book Form -
-
- No such cases
71 Service book of Government Servant who has resigned ( five years from the resignation)
Book Form - -
-
- No such cases
72 Special Register Book Form - - - - - 73 Special or misused sent by
the DC to the IGR under Rule 17 of K.S.R. 1958
File Jacket Trilateral index files
- - -
- No such cases
74 Stamp Register Book Form 1 1-04-2005 31-3-2018 100 - 75 Statement of monthly
progressive expenditure & correspondence relating to discrepancy in figure
File Jacket Trilateral index files
10 1-04-2005 31-3-2018 100 Expenditure Statement
76 Statement of monthly progressive receipts & correspondence relating to discrepancy in figure
File Jacket Trilateral index files
10 01-04-2005 31-3-2014 2500 Monthly Statement`
Report
77 37 01-04-2014 31-03-2018 1600 -do- 77 Stock account of stationary Book Form 1 1-04-2005 31-3-2018 200 - 78 Sub-vouchers not sent to
audit office File Jacket Trilateral index files
- - -
- No such cases
79 Travelling allowances bill Book Form 1 1-04-2005 31-3-2018 100 - 80 Treasury schedules
received from district treasuries
Loose sheets 90 1-04-2005 31-3-2014 2500 -
81 Loose sheet 37 01-04-2014 31-03-2018 2200 - 81 File of certificates of
encumbrance ( office copy 5 years or inspection whichever is later)
income tax Act ( 5 years or departmental Inspection whichever is later)
File Jacket Trilateral index files
-
01-04-2005 31-3-2018 No such
cases
83 Affidavits filed under prevention of fragmentation & consolidation holds Act 1966
File Jacket Trilateral index files
- -
-
- No such cases
84 Pahani, Affidavits, Agriculture labourer certificate mutation Extract municipal / corporation Khata extract form No 19 & V.P form 9& 10 form 1 & all other records produced at the time of registration ( 5 years or inspection whichever is later)
45-A & 46-A of KS Act 1957 (5 years or dept. inspection whichever is later)
File Jacket Trilateral index files
- -
-
- Concerned To Dr
ANNEXURE-E (Records to be preserved for One Years)
Sl no
Description Method of
Preservation Volume From Date To date
Page No
Remarks
1 2 3 4 5 6 7 8 1 All papers received for
information for which no action is necessary.
File Jacket Trilateral index files
1
01-04-2011 31-03-2018
50
-
2 Application for casual leave
File Jacket Trilateral index files
1
1-04-2011 31-3-2017
50
-
1 01-04-2017 31-03-2018 16 - 3 Application for leave &
transfer File Jacket Trilateral index files
- - -
- No such cases
4 Attendance register Book Form 1 01-04-2010 31-3-2014 100 - 2 01-04-2014 31-03-2018 100 - 5 Certificates of transfer of
charge & reports of joining & relief
File Jacket Trilateral index files
2
31-3-2017
1 EST/01/09-10 S B Dambal 1 01-04-2010 18-07-2011 1 1 2 EST/02/09-10 H I Nadaf 1 18-07-2010 31-03-2011 1 - 3 EST/01/10-11 G I Armani 1 07-10-2011 31-03-2014 1 - 4 EST/01/2014-15 G I Armani 1 01-04-2014 31-03-2016 1 - 5 EST/01/2014-16 H I Nadaf 1 01-04-2016 31-03-2018 1 - 6 EST/01/2017-18 B M
MENASGI 1 19-08-2016
31-03-2018 1 -
6 Copies of Bills received from nasik sent to S.O.S
File Jacket Trilateral index files
- - -
- No such cases
7 Dead Stock Register Book Form 1 01-04-2010 31-3-2018 100 - 8 Dairies of Inspector of
Registration File Jacket Trilateral index files
- - -
- Concerned to D.R
9 Dairies of Clerks. File Jacket Trilateral index files
1
01-04-2010 31-3-2018
100
-
10 Fair Copy Register. Book Form - - - - - 11 File correspondence
relating to applications requesting inform etc. relating to stamp & registration matters from public
File Jacket Trilateral index files
- -
-
- No such cases
12 File correspondence relating to grant of copies inspections of records relating to registration of Firms & societies
File Jacket Trilateral index files
- -
-
- Concerned to D.R
13 File correspondence relating to monthly arrears list
File Jacket Trilateral index files
- -- -
- No such cases
14 File of correspondence File Jacket - - - - No such
relating to interpretations. Trilateral index files
cases
15 File of intermediate correspondence relating to Registration of firms change of constitution
File Jacket Trilateral index files
-
-
- Concerned to D.R
16 File of Correspondence relating to weekly Arrears list
File Jacket Trilateral index files
- - -
- No such case
17 Invoices( Counter foils with acknowledgements retained in the office of issue)
Book Form - -
-
- No such case
18 Petrol Register Book Form - - -
- Vehicle not
allotted 19 Periodical Register Book Form 1 1-2-1981 31-3-2018 100 - 20 Periodicals received from
subordinate offices Book Form - -
- - No such
case 21 Postal receipts &
Acknowledgement File Book 1 1-04-2011 31-3-2018 50 -
22 Register of allotments Book Form - - - - - 23 Register of casual leave &
examination leave Book Form 1
1-04-2011 31-3-2018
50 -
24 Register of Receipts & disposal of Copies & memoranda ( Sec 64-67)
Book Form 1 1-04-2010 31-3-2018 20 -
25 Register of showing the acknowledgement of Regd post received
Book Form - - -
- -
26 Summons & other correspondence regarding production of records
File Book - - -
- No such case
27 Tour Program File Jacket Trilateral index files
- -
-
- Not concerned
to this office
28 Work statement relating to sub registry offices
File Jacket Trilateral index files
3 1-04-2010 31-3-2018 500 -
Computerization of Registered Documents U/S 4(1)(a) From date of computerization to 31-3-2014
Sl no
CD No Book I Doc No
Date Book III Doct No
Book IV Doct No
Book I Part I Doct No
Book I Part V Doct No
from To From To From To From To From To From To 2003-04