PRESERVATION PERIOD OF POSTAL RECORDS FOR CLEARING DRIVE

PRESERVATION OF POSTAL RECORDS

1)POST OFFICE ACCOUNT AND SUB ACCOUNT DEPARTMENT
DESCRIPTION OF FORM	FORM NO	PERIOD OF PRESERVATION	SL NO
H.O. Summery	ACG 1	3 Years	1
H.O. Cash Book	ACG 4	3 Years	2
Treasury Voucher	ACG 14	3 Years	3
Treasury Receipt	ACG 13	3 Years	4
Sub Office Account	PA 17(A)	3 Years	5
Treasury Cash Book	ACG 2	10 Years	6
Treasury Passbook	ACG 8	10 Years	7
S.O. Summery	ACG 3	18 Months	8
B.O. Summery	ACG 3A	18 Months	9
S.O. Daily Account	ACG 22	18 Months	10
S.O. Slip	PA 3	18 Months	11
Remittance Advice & Acknowledgement	ACG 15	18 Months	12
B.O. Daily Account	ACG 22	2 Years	13
B.O. Slip	PA 5	2 Years	14
General Receipt Book	ACG 67	5 Years	15
2)POSTAL ORDER DEPARTMENT
List and Journals of IPO Sold		18 Months	1
Register of IPOs & BPOs in stock		18 Months	2
List of IPOs & BPOs Paid		18 Months	3
3)MONEY ORDER DEPARTMENT
Book of MO Receipts	MO 1		1
Journal of MOs issued	MO 2		2
Register of MOs Received for Payment	MO 3		3
Journal of MOs Paid	MO 4(s)		4
Compilation of MOs Paid	MO 20/23		5
Compilation of daily totals of MOs issued	MO 22		6
TMO Advice	MO 21		7
TMOs Received and conformations			8
Postman’s Book	MS 27		9
Files of cases containing Paid MOs Received from Audit Office	Files		10
Files of cases containing Paid MOs Received from Audit Office	Paid MOs		10
List Of MOs Presented in bulk for Booking			11
Records relating to Inward and out ward Foreign MOs in Exchange Office			12

4) Registration and Parcel Department
DESCRIPTION OF FORM	FORM NO	PERIOD OF PRESERVATION	SL NO
Register and Parcel Lists Received and Dispatched		2 Years	1
All other record Except above of Registration and Parcel Department And Mail Department		1 Years	2
Speed Post Department		6 Months	3
5)SORTING,DELIVERY,DEPOSIT AND MISC DEPT.
Correspondence Register		3 Years	1
Deposit Account	ACG 45	18 Months	2
Letter Postage Account	ACG 44	18 Months	3
Register of Post Box Holders	M 23	3 Years	4
Book of Postmarks	MS 19	18 months	5
Postmaster’s Order Book	Ms 1	3 Years	6
Monthly Statistical Register		3 Years	7
Monthly Statistical Abstract	MS 14	3 Years	8
Record Relating to Identity cards		18 months (after validity of cards)	9
Nominal Roll	MS 12	10 Years	10
Attendance Register	MS 37	5 Years	11
Enumeration Returns	MS 6	2 Years	12
Post Office Order Book		Permanent	13
Telegram “A” Message		2 months	14
Traffic Book of Telegrams		3 Years	15

6) Savings Bank Department
S.B. Ledger in H.O		Permanent	1
Closed, used up and transferred Ledger cards (If ledger agreement o.k.)		6 Years	2
S.O. S.B. Journals		Permanent	3
S. O. S. B. Ledgers(after last account closed)		6 Years	4
S.O. RD Journals		6 Years (after Last entry)	5
Guard File containing letters of Pledging deposits in security account		Permanent	6
Register of undeliverable passbooks		Permanent	7
Special Error Book maintained is S.B. branch		Permanent	8
S.B. P.R.	SB 26	3 YEARS	9
Monthly Statistical Register		3 Years	10
List of Silent accounts		Permanent	11
Application for Duplicate Passbooks		10 Years	12
List of withdrawals above Rs 2500/- by Single Handed S.O.		1 Year	13
Stock Register of Passbooks		18 Months	14
Index of Ledger Cards (after closed of all accounts)		6 Years	15
Ledger Cards of Silent Accounts		Permanent	16
Application for Local Transfer of Accounts		2Years	17
Index of P.R.		2 Years	18
S.B. Slips		18 Months	19
Duplicate of A.T.		2 Years	20
Register of A.T. (after obtaining certificate of no pending)		2 Years	21
Register of Rectification of Interest		3 Years	22
S.B. Voucher List	SB 22	2 Years	23
Objection Register (after rectification of objection)	SB 61	2 Years	24
Register of No of passbooks received for interest		2 Years	25
Duplicate copies of S.B.P.R received from B.O.		18 Months	26
Record Relating to D. D. Cases (Except indemnity Bond)		3 Years (after closer of  all cases )	27
Record Relating to D. D. Cases (Where indemnity Bond Received)		6 Years (after closer of all cases )	28
Duplicate copies of credit/debit transfer journals		2 Years	29
Register of Collection of Cheques		2 Years	30
Stock Register of S.B. Cheques		2 Years	31
Register of returned Cheques		2 Years	32
Register of sanction of B.O. withdrawals	SB 45	2 Years	33
Register containing Photographs and other particulars of depositor		3 Years (After all accounts closed)	34
Applications for issue of new passbooks in lieu of spoilt ones		3 Years	35
Court attached orders of SB Deposits		2 Years (After close ofa/c)	37
Applications for issuing of SB Cheque Books		2 Years (After close of  a/c)	38
Copies of Lists of Collection of Outstation Cheques		2 years ( Following financial year)	39
Record relating to collection of Local Cheques		2 Years	40
SB 28 Receipt Books		2 Years	41
Document Lists		2 Years	42
Long Books		2 Years	43
Application for Revival of Silent accounts		2 Years	44
Error Book maintained in connection with the deposit by auto transfer from S.B. Account to RD Account		5 years	45
Nominal roll of SB Branch		10 years	46
LOT Lists		6 Years after last entry	47

7)SAVINGS CERTIFICATES
Application for cancellation or variation of Nomination	NC 53	5 Years (after discharger of certificate)	1
Register of Nomination	NC 52	5 Years (after discharger of certificate)	2
Preliminary Receipt Book	NC 4	3 Years	3
List of Yearly Unsold Certificates		2 Years	4
Provisional Receipts for Savings Certificates	NC 11	3 Years	5
Counter Foils of Identity slips of Certificates		18 Months (after discharge of Certificate)	6
Special error book for Certificates		3 years	7
Monthly Statistical Register		3 Years	8
Journals of Certificates Issued and Discharged		18 Months	10
Monthly Summaries of Certificates Issued & Discharged		18 Months	11
Stock Register of Certificates		Permanent	12
Application for Purchase or transfer in lieu of Duplicate have been issued		6 Years (after discharge of Certificate)	13
Journals of Certificates issued through Authorized Agents		18 Months	14
Ledger for Payment of Authorized Agent’s commission		3 Years	15
Partly used up AGENT’S RECEIPT BOOK		5 Years	16
8)ADMINISTRATIVE BRANCH
Correspondence Register		3 Years	1
Personal Files		3 Years after retirement or death	2
9)OTHER RECORDS
Counter foils of Receipts and Daily lists of Telephone Revenue Collection	Eng 9	2 Years	1
Pension Schedule		3 Years	2

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