Tuesday, April 21, 2015

PRESERVATION OF POSTAL RECORDS

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

5 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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