Preservation Period of Records

PRESERVATION OF POSTAL RECORDS

   Note: Book of Preservation of Record @Rs.45/- is available at PTC Mysore under               Publication on page 

 

              Link : http://www.ptcinfo.org/publication.aspx

 

                    (This is only for reference. The original rule may be referred from P&T Manuals)

 

1)POST OFFICE ACCOUNT AND SUB ACCOUNT DEPARTMENT
SL NO		DESCRIPTION OF FORM		FORM NO		PERIOD OF PRESERVATION
1		H.O. Summary		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. Summary		ACG 3		18 Months
9		B.O. Summary		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
1		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) 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
4) 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
5) 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

6) 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
7) ADMINISTRATIVE BRANCH
1	Correspondence Register		3 Years
2	Personal Files		3 Years after retirement or death
8) OTHER RECORDS
1	Counter foils of Receipts and Daily lists of Telephone Revenue Collection	Eng 9	2 Years
2	Pension Schedule		3 Years