Rules for Classification and Preservations of Municipal Records Framed by Gandhidham Municipality.

8/7/2019 Rules for Classification and Preservations of Municipal Records Framed by Gandhidham Municipality.

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. . . . ._ " - ,_ _ A M M U N I C I. ' , 1' 10 ., . .. .. UR {Kntch)~

OMlJNICIPAL RECORDS .'

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RULES FOR CLASSIFICATION AND PRESERVATION .:

.:,framed wider Section, .2it (e) of the, Gujarat Municip~~ties'~ACt of 1963 as san~oned 'by the' Govemn1~nt of:GujaraC

. , .per .Pancha y at s .and .Health.~:-Bepartment~.. . .R ~O l ~~~~ No..BMH 1 7 6 5 ~ 1 0 i f t 9 . . : . . D H ~ - ~ ,'_ ~c.dated the 29tl_lDecem ber :J965. -

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.,PubliShed. by

R. If. :Manbd,AdnziniStr t i t tJr. ..' '. , . . . . " . . ."Gandhi~ham .MUDicipality,..~~ ....


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GANDHIDHAMMU NICIPALITYRECORD RULES AND A,B, C, D, E. LIST

. [Accompaniment to Government .Resolution-Panchayats and Hea1thrI. Department No. BMH 1,765-10109-DH dated 29-12-1965.

Rules for Classification and Preservation of Municipal Records framedunder Section 271 (a) of the Gujarat Municipalities Act, 19~3~

i. These rules may be called the Gandhidham Municipal Records(Classification an.d Preservation) Ru1es 1965.

2. The Chief Officer of the Municipality should arrange to sort outthe papers of previous year every. year after the annual audit of the Munici-pality by the Examiner, Local Funds Accounts and prepare a list accordingto classification in Ru1e 5. (

3. Papers should be classified and preserved as shown below :-": Category:

AB

: Period for preservationPermanent.Establishment papers: 35 years.Other papers : 30 years.Ten years.Five years.

c.DE Two .years or after the accounts. areaudited, whichever is later.

. 4. All departments of the Municipality shall send all their 'recordsto the Record Keeper after they are closed at the end of the financial yearand their audit is over.

5. The Record Keeper shall carry out First Survey of all such papersthat may be sent to him by Departments year after year and shall sort out


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2and classify them in the following manner according to the below mentionedA B.C D E List. He shall then affix.proper lable and Code number to itand shall place it in the appropriate division of the Record Room.. i \

(a) To weed out all unnecessary papers as shown in the ABC D E. List.

(b) To .arrange papers in chronological order and to number all thepapers.

(c ) To arrange for pucca binding of all the records falling in A or Bcategory .

.(d) In case the record seems to fall in two or more categories the uppercategory should be fixed for it.

(e ) In doubtful cases the Record Keeper shall obtain Chief Officer'sorders for fixing proper category ofa particular record.

6. The records and papers not covered by .the A B CD E list shall beclassified according to the Chief Officer's orders who shall fix its preservation.period,

7. For the purpose of .destruction of records the preservation periodshall be counted from the year in which the record is closed.

-8~ Before setting 'out -the records ripe for destruction at the end ofpreservation period fixed for them, the Record Keeper shall carry out theSecond Survey of all such records and in case it is found that any of itsrecord required to be kept for a. period longer than that was fixed for it he. shall change its category and shall place -i t in the upper category with theChief Officer's sanction.

9. The Record Keeper shall obtain sanction of the Chief Officer for 'destruction of any records as.per nile 10 after obtaining certificate from the l.department - concerned that the records - under destruction were. no longerrequired for any municipal purpose and that no audit objection is pendingin relation to it on that date. . - -

10. Papers ready for destruction should be destroyed in the presenceof the Chief Officer who should certify that theywere destroyed.

11.. No municipal servant shall touch or inspect any record withoutthe previous permission of the Record Keeper. No member of the public.shall be allowed to touch or inspect any record without. the previous permission-in writing of the. Chief Officer-.

12. The municipal servant shall be allowed to See the papers for officepurp~ses only. during office.hours. . _. . -'. \

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13. If any municipal servant requires a copy of any Municipal recordfor official purpose of the Municipality, he shall have to obtain writtenpermission of the Chiyfjz0fficer.

,14. The Record Keeper-shall not send out or allow taking away of,any record from the Record Room without Chief. Officer's permission. Theperson thus taking away any record under authority shall sign in the issuecolumn of the Register' maintained for this purpose by'theRecord Office.

15. The record so taken away shall be returned within a week of thetime prescribed by the Chief Officer for its return. The person taking awaythe record shall be held personally responsible for its return.

16. The' copying clerk. shall do copying work -in the Record" Office' onworking days and during working .hours .only.

17. The Record Keeper sh2..11not give any information or show anypapers classified as "Confidential" to any Municipal Councillor withoutthe written permission either from the President or the Chief Officer and whenany information is .given or papers shown to any Municipal Councillor, theRecord Keeper shall immediately report either to the President or the Chief. Officer.

18. The President may refuse permission to show papers of confidentiaeand not of public nature to all except sitting Municipal Councillors, ThjlPresident shall decide whether a particular. paper is confidential or not ofa public nature.

19. It shall be the duty.ofthe Chief Officer to see and ensure that therules in questio~ are properly implemented from time to time.

20. Smoking is strictly prohibited in the Record Room.21. .The ABC'D E list shall be revised after 20 years period and til

the 'revised list is sanctioned the present list shall remain in force.


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A, B, C, D, E LIST, A' Ca te go r y: Pr es er va tio n period-. Permanent

Sr. No. M.A.C.Form No.

1.2 .

10.11.

12.

13.

Nature of Record

---Register of Immoveable Properties; Current -record tillrewritten then the old Register as C Record.

97 Register of Lands: Current record till rewrittenthen theold Register as C record.

106 Register of Investments: Current record till rewrittenthen the old Register as C. record.

107 Register of Loans: Current record till the loan is paidup then as C record.107A Register ofSinking Funds: Current record till the loan. is paid up .hen as C Record.

Proceedings of General Board and all other executiveCommittees and Law Committee.-- ..Government Resolutions, Orders and Circulars ..including

law, Rules, Regulations and Standing Orders andinstructions issued by Government regarding MunicipalElections;

Important administrative circulars, standing orders ofpermanent nature issued by Collector, MunicipalAuthorities, Examiner L. F. Accounts and Remem-brancer of Legal Affairs: only final orders and judgment(To weed out unnecessary papers properly whilefiling).

Papers . regarding formation and reconstitution ofMunicipality.

3749

3 .4 .

7072

5 . 96

6 .

7.8 .

9 .

- - - - - - - - - - - - . - - - - - - ~ - - - - - - - - -Registre of Building Permissions.Register of House-connections and reconnections (Water. and Drain connections )-Current record till rewritten.then the old register as C record.

Register of. Civil'. Suits.Pay scale Register: Current record till rewritten then theold Register _as C Record. .


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e

Sr. No.

18.

20.

21.22.

23.

24.

25.

26.

5--------.,... ""__~-. -, -.----.-----

JvLA.C.Form No.

Nature of Record

Papers relating to iixingor alreration of City limits 'and. octroi limits.Taxation Reports :-(only finalreports) and not all.proceedings and miscellaneous. correspondence.

Act,.Rules and Bye-laws and-Schedules of 'taxes andEstablishment: proposals and sanction papers.

Register and papers relatil1g:todelegati()nofpow~rs toMunicipal Committees and Officers: A record ifincorporated in Rules 'or Bye-laws. If not then ascurrect record till in force then as C record.

Register showing the rates of taxes, rates, cess fees orcharges for. All kinds of municipal revenues, fees forhospitals and dispensaries, 'various sorts of .licences andpermits use of Ambulance car, Dead Body Van, RangUpvan, Swimming Pool etc. -

Case papers of the above items if not covered under itemNo. 16 to treat as current papers till revised thereafteras D papers;

Administration Reportof Chief Officer: only printed copyfor permanentreservation.

Government .Gazettes,Library .Register: current 'record .": till rewritten andauthenticated thereafter the old register as Drecord.

Abstract of General Census of municipal area and NationalRegisters.Papers relating to Civil Suits by or against the Municipalityregarding Municipal proprietory interests. (To weed outunnecessary papers.while filing and such papers to placeunder D record).

Papers relating to creation of new posts or revision ofpay scale of any scheduled post (This does not includepapers regarding temporary establishment).

Municipal service regulations and standing orders: onlyfinal orders to be preserved permanently. Case papers. are current till in force then as C Record.


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6,----------------Sr. "No. M.A.C.Form No. Nature of Record,

--------27. Orders' fixing amount of security to be taken from.Municipal employees current so long as in force thenas C record.Register of rates of all kinds of allowances paid to theMunicipal .Staff such as Dearness Allowance,~House. . .Rent Allowance etc. This includes special allowanceattached to some permanent and scheduled posts andof likewise nature.Case papers of the above cases to treat as current paperstill revised or withdrawn thereafter defunct papers asD record.

, Register of opinions of the Municipal Auditor, Examinerof L.F. Accounts, and Remembrancer of . Legal Affairson cases of General nature and policy manners referredto them for advice and opinions..Awards and Judgements of Industrial Tribunals in labouror. staff disputes and agreements with staff Unions;only,.iinafjudgements O r orders to be retained perm-anently. , '

28.

2~.

30.

31.

, -32. Donation papers. of and for Immoveable properties..33. .Donation papers for establishment of Trusts.34. Register of, Donations including articles gifted to theMunicipality.35.36.

37.

Papers regarding Festival or celebration of importantevents and honours given to' Ministers and .NationalLeaders etc.: This does not include papers relating toopening ceremony or foundation' stone laying ceremoneyor annual celebrations of events of ordinary andrecurring nature.' (To weed out unnecessary papersproperly while filing).

Rules, and Regulations relating to use of Rang Upvan,.Swimming Pool, Ambulance Car, Dead Body Van,, 'Committee Bus, Public Parks and of like nature:current papers till revised and thereafter tlie. defunctpapers' as D record.

\.. . .


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. ..... "P

7

S'" N OM A Cr. O, ,_._0 __ 0_.. 'FofmNo ..,/----~.. - - ~ - - - - - - - - - - - - - . - - - - - - - - - - - - - . - ..Nature of Record ------..

38.- - - - - - - - - - - - - - ~ - - - - - - - - - - - - - - - - - - - - - - - - - ~ - - - - - - - - - - - -

39.40.

41.

4 2 .. 4 3 .

44.45.

) 4 6 .

47.48. 4 9 . .so ,

Ten copies of each issue of Sudhrai Samachar, Annual.Printed records, Administration Reports,. Annual

., Accounts and General Board Proceedings (printed):in pucca bound volumes.Two copies of Printed Budgets.Papers of cases in which the municipality shares therevenue with Government: To preserve so long as.therevenue is leviable: Then class it as C record.

Discussions and decisions as regards liability or right ofthe municipality in matters of income or expenditure in~edical sanitary, public works, education and all. matters-connected with the general administration of theMunicipality,

Municipal School' Board: Papers 'involving importantpolicy questions and constitutions. .Register of Supreme Court, High 'Court decisions andjudgments and Rulings on Municipal Administrationincluding Election cases.

Annual Accounts : only printed copy.Papers and correspondence for. raising of loans in openmarket or from Government ; current record till theloan raised is fully repaid .then as D record.,

Papers relating to purchase of new Ioans.jnterest payments,transfer of names, Inquiry about heirs and all matters. .connected with loan; current papers till the loan J issatisfied then as Diecord~"

Lapsed Deposit Register: current record till rewrittneand thereafter the old and defunct register as D record.Register of Grant-in-aid received from Government.Register of Municipal Debentureholders.: current .recordtill and cases are repaid then as D record.

-Papers relating to grant-in-aid. i n respect of originalschemes of the Municipality .. (To weedout unnecessarypapers regarding recovery of sanctioned amount fromthis record while filing. This later record to class as.D.category ).

-: III., I

.. "_


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8, - - - - - - - - - - - - - - . - - - - - - - -Nature of RecordSr. No. M.A.C.

Form No.

. . . .

52.

53.54.55.56.

57.58.

59.

60.61.

62.

63.

Plans,' estimates and papers of Town Planning, Master Plan,Drainage: Water Works, Flood Protective Works orsimilar other Capital Schemes of original nature.

Sale Deeds, 'Registers and papers regarding : sale purchase, ,and acquisition of lands and buildings,Papers and Registers of lands assigned 'for public purposes.Register of Documents.,Sanads,',City Survey inaps and maps of important historical placesand maps of''Municipal Districts.Maps,' Charts and patraks of Distribution Lines 'of waterand drainage sluice valves, Fire Hydrants etc,

Maps, Charts, Registers and Papers of sanctioner,abandoned or modified alignments: papers' should, beregarded as pending cases and as dormant till alignmentis enforced and' lgiven effects to, on all the surveynumbers.

Register and papers regarding private street lands declared, as public street lands.Papers and deeds regarding exchange of lands.Registers, papers and agreements of permissions "granted.for" Chhaja, Balcony, projections, steps, foot boardsskysigns etc., on payment of prescribed fees compoundedor otherwise or on 'Na Dava' ' ' Kabulats:Register as current record till rewritten thereafter oldJ 'and defunct papers as D record: Case papers' arecurrent record till the, permission is in, force thereafteras D record. '

Register, papers and agreements of Building permissionsin Road" a1ignments: 'A' papers till the land is vacatedand possession delivered to the Municipality thereafteras .'D' papers. Register as a record (current) tillrewritten thereafter the old and defunct as-D' record.

Register o f 'encroachments: Current record' till all thecases are finally disposed off; then as D Record.\


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.

:

\...9

- - ~ - - - - - - . - - - - - - - - - - - - - - - - - - ~ - - - - - ~ - - - - - - - - - - - - - - - - - - - ~Sr. No. M~A~C.~nnNo.

.:Nature o f R eco rd

. 70~71.

64.65.66.67.6S.69.

7 2 . :

73.

74.

75.76.77.78.

79.s o .81.

Town planning Acquisition Register.Town Planning possession R~gister.Town Planning Site Plan Register.Town Planning Register showing Road Widening Lines,Town Planning Demarcation Register.. ~-, - ',--;--- ; -.- -Birth, Death and Vaccination Registers : retention period75 years.

Register of marriage: retention period 75 years.Register of late information" of .Births and Deaths:retention period 75.years.

Papers relating to introduction of major public : healthschemes of permanent nature viz, Anti Malaria andFilaria Family Planning. Food Adulteration and o flikewise nature ..

Vaccinations: Government correspondence on vital and.policy issues.

Papers . regarding Cemetries or cremation and burialgrounds.

Papers and orders relating to lunatics and lepers-'A' paperstill the case is current and live thereafter as D record. .

. Correspondence with .Government regarding InfecntiousDiseases Hospital, on vital and policy questions.

Register of Medico Legal Cases.Papers and agreements relating to grant of water connec-tion, disposal of private sullage. or arrangement forlatrine cleaning etc. under fixed rate or special contract .and such other long term agreements : current recordtill the term of contract thereafter as D record.

Register of cases of water supply by meters: currentrecord till rewritten then the old Register as D record.

Register. of !public stand posts, cisterns, parabs. ortroughs.Register of Fires and Floods.


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10 ------_--_.. Natureof Record.- s - . No. M.A.C.

Form No,~ - " - ' - - - - ~ - - - - - - - - - -

.-83~-

, 89.

. . . .

82. Frr.~!_~~4.J!(w~;~el?~U:s,wlt~p:}h~ :d~4p-_!lgeexceeds ~llJ'eesFiveJaG,~. or. casaulties .Tenjruman lives: only.finalreports: :. (To weed outunnecessary papers while':::tilingand.tli~e;papets. formDxrecord);

~~~teF::,~9f'),:-pu.Q~c.street: light la;wp posts inc.k1!.dingornamental posts and mercury vapour; current record.-tillre\vritten thereafter' the old register as D record. j..' , -: Joint -water -supply scheme with Rander Municipality:original scheme papers, agreements and DisputesA\var~vr~;pM1er~,-(0n!:-y-.~al-oJ.:4~[s: and Awards; for_p~pnanep.t 'retention ,~f!er weeding out unnecessarycase pap~rs andcorrespondence), .' - .. '.

Type, Model or Standard Plans and Estimates: current:. - -_ ._" -? -~.,.

84.

85.

87.-

rec;o~4Ji~Lre'Vi~e.d,th:~reaftcrtheold papers asD record.Registerof Museum. Articles: current record till rewrittenthen the old and defunct register as' D record.

O~igiW!h')p~p~Is,:esJ~bli~4ing .new units ,of Hospitals,dispensaries, clinics, .special -medical units and oflikewise nature.

List of A' papers: currenttill -_reviewed or . revised orrewritten then the old and -defunct list as D record.Deleted entries to enter in-the : B C D List. '

List of B' C D papers destroyed under orders of p~operauthority.. .' - .;., - - _ . ~

88.

-:


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r .

__w _ _ ""

"B' Category : Preservation period-35 years forEs&b1ishme~fpapers ..30 years Tor other'papers. '

,_ _:;__,;;;;;",;;,;~ ~ ,_,_~ ;_,. ;.; ,.. ;;. .. . .. .. .;;,.;. .;.~ ,_._ . .; ..; .,. . ; ; ; . -. . ; . . .;_ .:::._.:-:o.,_. ':'.,;",~..".......~_-_~ -C__---:;' ,__

Sr. No. M.A~C.'FormNoi

Nature of Record.

1. ,8-2; 173 . 3 5';4~ 76

5 . 776 . 77A7. 1088 .

9 .

10.

11.12.13.

General DayBook.rClassifiedRegistersof ReCeipts/PaYments (Ledgers).

Assessment list of lands ahdbuiiailigs liable to taxation.Provident FundLedger,Broad Sheet of Provident Fund.Provident Fund Day Book.Cash Book of SinkingFunds an&:Special funds ..SecurityBonds=of Municipal Employees: They' shouldbe treated as D record after retirement of the employeeconcerned ..

Papers r~garaitig grant. or;person~l'allowance to 'a ..parti-cular employee : curreiif-papers only so long as theemployee is in service then as D record.

Service Books of Municipal Employees: current record.so long as the employee is in service then if not handedover to his heirs-D record.

Register of punishments to Municipal permanent employees.Pension Pay Orders: current orders till the pensioner .isalive thereafter as D record. .

Papers relating to opinions of the Municipal Auditor,Examiner of L. F. Accounts and. Remembrancer ofLegal Affairs on cases referred to, them for advice oropinions only if sought on general policy issues; -restas D record if related to a particular .case only; (Atthe time of destruction of this record after 30 years onlyfinal orders or judgements should be weeded out andto attach with papers under item 12 of A list).-


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12

Nature of Record

14.

15.16.

17.18.19.

20.2l.'

22.23.24.

Register of Prize distribution and Specia1 Awards, Medals,Merit certificates in Competitions or Variety shows orfor Public Service done to the Municipality.

Papers of artic1es gifted to the Municipality.School Board papers relating to creation of new postsrevision of pay scales establishment regulations and oflikewise nature having permanent effect.

Audit notes and' L. F. Examiners' 'remarks and replies. thereto (this does not inc1ude preliminary audit notes.)Field Books.Register of Mutations in the titles of lands, Buildings andwater connections.

Town Planning incremental contribution Register.Papers relating to grant of licences to Hotels, Restaurants,, dangerous trades etc., involving policy questions.Case papers of medico legal cases.Register of Epidemics.Papers regarding installation & Purchase. of new plantsand machineries costing Rs. ~O,OOOand above.

s


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, C' Category: Preservation period-Ten Years

Sr. No. M.A.C.Form No, Nature of Record

1 . 14 Registers of Bills for payment during the year (BillRegister) of Accounts Dept. only. Those of otherdepartments D record.Bill forms-payment vouchers files.Central Collection Register _of Direct taxes and OctroiDepartment. 'Pay bills and acquittance Roll of the permanent andtemporary establishment.

AbsenteeStatement.Periodical increment certificates of the establishment.Register of Major Works, plans and estimates and papersof all works when the cost exceeds Rs. 10,000 and notfalling under item No. 51 of A list.Calculation papers, Registers and other details ofcensus,Case papers of Civil Suits by or against the Municipality.Regarding money-recovery, Rent- possession suits etc.,Election petitions and appeals.Case papers of labour disputes, Industrial Tribunal casepapers and references etc.Proceedings of consultative & sub-committees and specialCommittee (excluding Law Committee).Papers relating to embazzlements of Municipal property ordefalcation & misappropriation cases.

2. 15-79 '3 . 25

. 4 . 735 . 746 . 757. 103

8.-9 .

10.11.12.13.14.15.16.

[-,.Files and reports on special subjects such as taxationinquiry Committee or Electricity Committee etc.Inspection notes, remarks & reports of the CollectorCommissioner or D. L. A. and its replies.Papers and correspondence regarding Local Bodies Con-ference; proceedings and reports of delegates.Papers relating to transfer of lands and buildings andpartition applications.


15/29

14

r. No. M.A.C.Form No.Nature of Record .

. 11.:'

18.19.

~O "21 .2 2 .23.

, ':2 4.

25.


16/29

.&tored :

" ~ . , - . - .. . . ..v...., .

CD' Ca t egory . : P r es e rva tion p e riod -F iv e Ye,(~

Sr. N o . M.A ..C..F91",n,No.

.. .. - ....... . -..._...-----_.'..,~..--.,'. -! . ~ . S i ..

1 . 2 to.fi2. 73. 94.. 105. 116. 127. 148. 169. 17A10. 20 &42

n. 2912..: 321 3 . 3414. 36, 15 3816. 39-47

51-5217 4018. 4319., 44

. 20:' 45,'21. 4622~ 5023. 5424. 55-57. .

BudgetEstimates,Statements ,of r~a,Pl)J;Opr,i~Ji


17/29

16

s- , No. M.A.C.Form No.

Nature of Record

25. 56..... Register' of Licences and Permits: current records tillwholly ,written up and till the cases are extinguished orrenewed and entered in the new volume then as .Q. record.

Accounts of tickets-issued to collection clerks.Demand Register of rents of lands and buildings and allkinds of miscellaneous revenues.

Collection Register of miscellaneous receipts.Papers and Registers of miscellaneous sales by auction or...otherwise .Garden Ledger-Register.Miscellaneous Demands-Bills.Register of Bills for Miscellaneous demands.Register of Copying fees..Register of Travellers.Register and papers of works done for private individualsby the Municipality.Register andpapers of hire of municipal properties.Pension Register.Permanent Advance Register and accounts.Journal Register of Receipts/Issues of stores.Stores-Ledgers.Work Order Register.Work Order Book.Requ~sition -Book (Indents Books).Stamp Accounts Book.

. Register. of moveable properties (Dead Stock Register).Stock Book.Particulars of coal consignments. received in a month,Kerosene Oil account.Account of Electric Lights,

26. 5927. 60~71

28. 61'29. 6230. 63. 31. 64,32. 6533. 6634 .. 6735. 68

36. 69 ~37. 7838. 8039. 8140. 8241. 82A42. 82B43. 8344. 8445. 8546. 8647. 8748. 8 849. ,&9"

-,\

Sr. l'

5 (5]

5~

5~5'

55


18/29

tilld orD

d all

n or

17

Sr. No. M:.A.C.Form No.

Nature of Record

50. 89A51. 9052. 9153. 9254. 9455. 9856. 10057. 102

58. 10459. 10560. . 109

61. 11062.63.

Meter Reading Book for consumption of electrical energy..Live Stock Register.Stock Account of Fodder.Stock Account of Receipt Books and Muster Rolls.Petrol Account.Schedule of rates.Muster Roll of daily rated labour employed:Register of Minor works' Plans' and Estimates and papersof all works when the cost exceeds Rs. 2,000 but does.not exceed Rs. 10,000.

Stock Account.Tools and Plants Register: current record till rewrittenthen the old Register as Drecord.Register of Advances/Deposits: All uncleared entriesare carried over to the next year's Register.

. Register or security deposits other than cash :' all uncleared. entries are carried over to the next year's Register.""Inward and Outward (despatch) Register.

", , 'Establishment Papers relating to. Schedules Posts:.Appointment papers, Postings, transfers,' PromotionOrders, leave papers, Efficiency bar .crossing sanctions,permission to accept outside work on remuneration orhonariaria, deputation for special trailing and grant ofdeputation allowance, Departmental enquiry papersleading to dismissed invalidings, compulsory retirement,discharge, reduction,warning and fine or otherwise.

Papers relating to grant of pension and gratuity amountand verification of service .and all other preliminarypapers for this purpose.

Papers relating to temporary or provisional establishments.Departmental Examination: Permissions granted forapprearance question papers, programmes, answer booksandresults declared;' - "


19/29

18


Nature of Record

67.

68.

69.

71.

76.

78.- 79.80.

82.

. . .

70.

72.

73.

74.75.

77.

81.

Papers relating to pay fixation and calculations resultingfrom Industrial Tribunal. Awards, agreement Withstaff unions or general revision of pay-scale.

Register and papers of advances to municipal employeesfor purchase of vehicles etc.-D papers after the whole.amount is repaid or written off.

Gradation or Seniority list of' municipal employees:current papers till revised thereafter as D record.Establishment Recovery Register and Papers: 'D' papersafter the full amount is recovered or written off andnoted in Service Book.

Papers relating to payment of Rewards or Bonus for special.work: To note in Service Book.School Board Papers other than those covered under .Aand B lists.

Papers regarding: Variety shows, competitions and prizedistribution thereat.

General Statistics.Papers relating. to opening ceremony, foundation stonelaying ceremony or annual celebrations of ordinary andrecurring nature.

Papers relating to Election of president, appointment ofvarious Committees and Municipal' delegates on publicbodies or institutions or local bodies conference.

Surplus copies of Annual Administration Reports, AnnualAccounts (Printed), and annual printed records.Resolution Register of Departmental Heads.

I

Miscellaneous Correspondence.Papers relating to Election and by-elections' of the Munici-palityand School Board.

Papers relating to Prosecutions for offences underMunicipal Act Rules and Bye-laws: andcorrespondencerelating to it.

Prosecution. Register .

8

888888


20/29

:

19

Sr. No. M.A.C.Form N o . Nature of Record

83. Administration Reports of departmental heads ami ChiefOfficer's manuscript or typed report.Papers relating to purchase of municipal museum articles.Annual accounts, manuscripts or original.Cheque Book counterfoils.Bank Pass Book.Redeemed Debentures.Papers and Correspondence relating to recovery of sanction-ed grant in aid from Government and papers weededout from 'item No. 50 of A list.

Register of cheques: issued returned, and cancelled.Bill Inward and Outward Registers of Audit and Acco-unts Departments.Register of grant-in-aid paid to private and public bodies.Fixed and Call Deposits Registers and. Papers.Interest Watching Register.Register of contents of Treasury Vault and chests.Correspondence with Examiner, I. F. Accounts regardingdisposal of Government audit notes.

Preliminary audit notes or objections.Papers subjected to Audit current papers till the auditobjection is pending thereafter to destory after fiveyears.Raja-chithi papers. for ordinary repairs to buildings.Register of dangerous buildings and sheds required to bepulled down: current record till the cases are finallydisposed off or pending cases are carried over to thenext Register .

. Papers relating to pulling down of dangerous buildingsand sheds.

Papers regarding action taken in respect of U. H. H.buildings.

Notice Nondh Register.

84.85.86.87.88.89.

90.9~.

92.93.94.95.96.97.98.

99.100.


21/29

20


Nature of Record

104.105.

106.

107.

'108.

109.

110.

'l1I.112.113.

114.115.. 116.117.

Case Papers fixing incremental contributions : currentpapers till the case is live thereafter as D record.

Register of lands and buildings given or taken on .lease :current record till rewritten then the old register as.o record. When rewritten the extinct cases should beomitted. '

Papers and agreements relating to lease of lands andbuildings current record till the lease is valid then totreat as D record.

Papers relating to encroachments: To file after the landencroached upon is vacated or disposed off Ifultimately the land is leased or sold then the recordshould be classified according to that category. .

Assessment appeals petitions, objections, protests andinquiry reports' for assessment purposes of all taxes,rates cess, fees and all other Miscellaneous demands :note in demand Register then, file as D record. .

Tax relief applications on charity, education,alorproverty ground etc.

Papers and Registers relating to lump. sum' fixation ofwater rate and special sanitary cess etc. :currentpaperstill the term is valid thereafter as D papers. Registercurrent record till rewritten then the old register asD record.

Refund of tax applications: papers and registers.Tax written off: papers and registers.Wardwise Pahani Patraks of properties, vehicles, waterconnections etc. liable to 'municipal taxes rates orCess etc.

Arrears of Tax Register and recovery papers.Registers and papers of properties and goods distrained,attached and auctioned, for non-payment of taxes.

Register and papers relating to goods attached. andauctioned for non-payment of octroi and Toll.

Octroi exemption certificates Books-counterfoils.

1

11

1

1,


22/29

asbendto

If

s ;'"

or

of

as

or

2 '1

Sr. No. Nature of RecordM.A.C.Form No.

118.119.

120.

121.

122."123.

124.

125 . .126.

127 .128.

129.

130.

131.132.133.

Measurement Books for Civil constructions or supply ofmaterials.Applications and correspondence for erection of newlight posts or shifting of existing light posts.

D. G. S. D. agreement and correspondence: current paperstill the agreement is in force thereafter as D record.(This does not include supply orders and its corres-pondence and verification of its accounts). " "

Supply orders and correspondence under the D; G. S. D.agreement and verification of accounts relating to it.

Log Books.Papers and correspondence relating to purchase of newplants machinery and instruments of spare parts when

"""the cost does not exceed .R s. 10,000.Agreement and its correspondence with" Government forpayment of railway freight current record till the agree-ment is in force thereafter as D record.

Wagon Register.Register and papers - of plants" and seeds purchased(Garden).:~"""Car Repair Register and"Accounts.Register and papers of articles given or taken on loan bythe Municipality : current papers till expiry andretumof loan articles and thereafter as B record.

~andhkam Kabulat papers, Registers, weekly statementsetc.Papers relating to repairs to rejoining of, extension of,cutting off etc. the water connection, entry to be madein the water connection register.

Papers relating to supply of repairs to insertion of orreplacement o f water meters.Register of daily supply and consumption of water.Water supply .programme on public holidays and religiousfestivals or eclipses.


23/29


22

Nature of Record

134.135.136.137.

138.

139.

140.141.142.143.144.145..146.'.147.148.

149.

150..

151.

152.

. . . . . .

Water Analysis Reports and Registers (H~W. W.).Register of allum and chlorine dosages administered towater (H. W. W.).

Register and charts of water levels in River and S. P.Plant (H. W. W.).

Water supply programmes and papers relating to it :currentpapers till the programme is in force thereafter asD record.

Rajachithi papers for privy constructions on ownershiplands.

o Fires and Floods Reports other than those covered underA & C category.

Case Papers and registers of indoor patients.Register. of surgical operations.Register and accounts of X-Ray plates.Ultra Violet Treatment Register.Lymph Account Register and Purchase Papers.D.D.T. supply correspondence and spray programmes.Register of sale of D.D.T. Emulsion .Market Stall Rent Register.Register of market stall licence holders : current . recordtill rewritten then. the old Register as D record whenfiled. .

Applications and papers relating to grant of a licence formarket stall and employment of a servant by the .licence :current papers till the term of the licence then asD record.

Outbreak of epidemics correspondence and GovernmentI. grant papers.

Register of lepers and lunations: current record till rewrittenthen the old .Register as D record.

Register or cases of plague, cholera, small-pox and otherinfectious diseases.

15

1 5


24/29

'.. .23


Nature of Record

153.

154.

155.

156.

157.

158 e ,

Register of samples taken by Food Inspectors, AnalysisReports and case papers of, prosecutions lodged.

Affidavits and applications for correction of entries-in theBirth and Death Registers and for entering names i nBirth Registers.Record and case papers of Private Drainage'and W. C.connection done by the Municipality on grant of Loan: .current papers till the loan is repaid thereafter as'D record.

Starting reports, completion reports and correspondencepertaining to 'Drainage and W. C. connection withpublic and with licenced plumbers.

Papers relating to arrangements with 'Government autho-rities and agreements for supply of information invoices,patraksetc. for the purpose of assessment and recoveryof taxes, octroi and other revenue: current till theagreement is in force then as D record.

Applications for licences under the Shops & Establishment .Act (A Form). .


25/29

Sr. No. Nature of Record

.-" 4"E~'CategnrY':'Preservation perlod=Two 'Years OR after therecord s are aud ited an d accepted, wh ic he ve r is la te r

M.A.C.Form No.1. 12 . -1 3

3. 18,&234. 195. 21-22-266. 247 . 278. 289. 3010. 3111. 33& 33A12. 4113. 4814. 5815. 9316. 9517. 10118.19.20.21.

I i 22.!I- 23.'il. . .

General Receipt Books.Chalan of cash paid into the treasury of Bank (Bankslip books).Octroi Receipt Books.Receipt for deposit in lieu of octroi.Chalans of all sorts of collection remittance.Railway Invoice Register.Transit Pass counterfoils & Ravangi Registers.Applications for refund of octroi on goods exported.Declaration forms in respect of goods imported.Octroi Naka bill- books.Counter receipts of Toll.Receipt Books of Taxes.Sanitary Inspector's Reports of private scavenging service.Counterfoils of Slaughter House Receipts.

JWorkshop Bill Book.Lorry. Accounts.Morning reports of Wards/S~ctions.Daily Despatch Boks (PeonsTapal Book)..Papers relating to resignation from municipal service.Casual Leave Reports.Applications for Employment.Muster Rolls and Time Book of permanent employees.Attendance' Register or patraks of Municipal Councillorsin. G, B, & Committee meetings.

.'J


26/29

\

25

Sr. No. Nature 'of RecordM.A.C_Form No.

24.

25.26.27.2 8 _- - - - - _ - - _ . - -_-'- .. "--.-- -- ----29.'

30.31.

3 2 _ "33.34.

35.

36.37.

38..

39.

40.41.

General Board and Committee meetings Circulars andAgendas.

Waiting List of Candidates.Charge taking Reports.

..

Councillors resignations if by-election is not made.Rough minutes books, cyclostyled copies of G. B. minutes..Municipal Councillorsquestions.and answers in General.l' Board meetings.Councillors motions and Resolutions in General Board.Executive notes and orders ~(InspectiQn notes) of .ChiefOfficer for carrying. out certain works etc. and theircompliance reports:

Diaries of municipal employees and officers,Condolence Resolutions.Complaints Register: current record till fully written up.Then file after all the complaints noted therein aredisposed off. Papers should' be filed under appropriateitem.

Applications for extracts and copies from municipalrecords.

Annual contract tender papers for job work of service orsupply of materials. etc.Tender papers purchase sale, distribution and all otherpapers relating to Sudharai Samachar, Diaries, AnnualAdministration Reports, Printed Records, AccountsBudgets Rules and Bye-laws Books etc.

.Papers relating to purchase of library books and payment. ,of.subscriptions for Government Gazettes, Periodicalsand magazines.

Printing matters for SudharaiSamachar, Diaries etc. andsurplus copies of Budgets,' Diaries, Sudharai Samachar,G. B. proceedings etc.

Record of library books issue register or issue slips.Compillation of statistics and information for preparationof Budgets Administration Reports or similar otherreports.

;. ,


27/29


28/29

64.

65.

-oj

-2 7

Sr. No. M.A.C.Form: No. Nature of Record.

62.63.

Naka Clerks vehicle Registers.Extracts from R.T.O. Register, City survey propertyRegister, and post parcel extracts and likewise. other

. Extracts for Assessment of tax purposes.Daily, Reports relating to cases of plague, cholera and small-. pox and other infectious diseases from Sanitary Inspectorsas well as Doctors. -'

Daily weekly and monthly returns of births, deaths cause- Iwise deaths and of plague, cholera or small-pox sentto Collector or' A.D.P.H. - .

Distribution of medicines-to public.'.. . ~Register' of medical practitioners and Dais: current tillrewritten thereafter as E record .

. Scavenging Service discontinued Register.Notices to Dais.Register, Papers and Accounts.relating to cattle impoundedCattle receipts hooks and. release books.

Birth and Death Notes received from police, dispensariesetc. and Registers kept at nakas for, this purpose.Register of Vaccination notices.- . .Register of Laboratory Tests of private smaples and testsreports.

Case Papers and Registers of outdoor patients .Diet Register (Hospitals). . .'Expense Book ofdrug (Hospitals and dispensaries).Receipt Books of fees (Hospitals and dispensaries).Dhobi Register (Hospitills).Lines Register (Hospitals).

66.67.68.69.70.

71.

..74.75.76. '.77,78.79.80.81.

. ,Outdoor Injection. Register, .Papers,. Accounts and Registers. relating to removal ofcarcases and dead bodies,

Papers relating. to killingof stray. dogs.Ambulance Car and Dead: Body Van call register.Papers and correspondence relating to grant of, a licenceor a permit.'current papers till the term of the licenceor permit is Valid- then file as E record.

82.83:84.


29/29

28

Sr. No. M.A.C~Form No.

Nature of Record

85. Applications and papers relating. to closure of market.stalls.'Papers and Correspondence and Registers relating toencroachments of temporary nature.

Insurance Policies Correspondence and Papers and Registers:current papers till the policy is valid and in force there-after as E record.Plansandestimates and papers.ofall works upto Rs. -2,000.';Motor Memo, Book Register.' .Meter Card' to be 'destroyed when over and a new one ISsubstituted.

Registerof "plumbers; licence. holders: current record tillrewritten then the old -one as E record,

Papers relating to workshop orders: To file after the" workis completed and necessary entries made in the registerof works done in the workshop ..

Fire Brigade: Test checking and inspection reports.Telephone Register.Register of Keys : Current register till fully written up).Reports sent to Government offices furnishing informationcalled for on which no action is to be taken by theMunicipality.

Other Papers of unimportant nature not required by.Auditors.PostParcel Notice Register and correspondence: Registerto file after all the entries made therein are disposedoff or undisposed entries carried over to the' nextRegister ..

Applications . for renewal of shops and Establishlnentslicence in D form: .__.Applioations for change in the Shops and EstablishmentsLicences in E form.Shops '& Establishment: Field Book and its file.Applications for earned leave, paymerx of wages etc. under, ..

86.87.

88.89.90.91.' "

92.

93.94.95.96.

97..98.

99."100, .

10L102.