RECORD RETENTION SCHEDULE - Northern …nclcil.in/RTI/Record Retention Schedule.pdfTraining on maintenance of Records 4 14. Review of Record Retention Schedule (RRS) 4 15. Statutory

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RECORD RETENTION SCHEDULE IN RESPECT OF RECORDS HELD BY

THE HEADQUARTERS OFFICE, PROJECTS AND SERVICE UNITS

NORTHERN COALFIELDS LIMITED (A MINIRATNA COMPANY)

(A Subsidiary of Coal India Limited)

PO-SINGRAULI COLLIERY-486889, DISTRICT SINGRAULI (M.P.)

2016

iii

INDEX

Sl. No. Item Page No.

1. Definitions 1

2. Coverage 1

3. Effective Date 1

4. Purposes of Record Management 2

5. Recording of files 2

6. Categories of Records 2

7. Classification of Records 2

8. Records fit for Permanent Preservation 2

9. Safety and custody of Records 3

10. Review, Weeding and Destruction of Records 3

11. Central Record Room 4

12. Records Officer-Designations and Functions 4

13. Training on maintenance of Records 4

14. Review of Record Retention Schedule (RRS) 4

15. Statutory Provisions 4

16. Powers to make Rules 4

17.

Record Retention Schedule 5-95

I. Headquarters Office 5-86

II. Common Office Services for Headquarters Office, Projects

and Service Units 87-88

III. Common Records for Projects and Service Units 89-93

IV. CMD Secretariat 94-95

18. Records in Electronic Mode 96

19. APPENDIX-1 97

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ABBREVIATIONS

AGM Area General Manager

AMC Annual Maintenance Contract

AP Annual Plan

ATR Action Taken Report

BG Bank Guarantee

BHT Bed Head Ticket

BOD Board of Directors

BTS Bill Tracking System

CAG Comptroller Audit General

CCA City Compensatory Allowance

CDA Rules Conduct, Discipline and Appeal Rules

CEA Rules Children Education Allowances Rules

CMPF Coal Mines Provident Fund

CIC Central Information Commission

CIL Coal India Limited

CISF Central Industrial Security Force

CL/LL Casual Leave / Lieu Leave

CMC Contract Management Cell

CMD Chairman-cum-Managing Director

CME Continuing Medical Education

CMM Report Contract Management Manual

CMPDI Central Mine Planning and Design Institute

CMS Chief of Medical Services

CP Corporate Planning

CPGRAMS Centralized Public Grievance Redressal & Monitoring System

CPRMS Contributory Post Retirement Medicare Scheme

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CSSD Central Sterile Services Department

CSR Corporate Social Responsibility

CVC Central Vigilance Commission

CVO Chief Vigilance Officer

DA Dearness Allowance

DE Deviation Estimate

DGMS Director General of Mines Safety

DGE&T Director General Employment & Training

DGR Director General of Resettlement

DGS&D Director General of Supply & Disposal

DMS Document Management System

DO Demi Official

DPC Departmental Promotion Committee

DOP Delegation of Powers

E&M Electrical & Mechanical

E&T Electronics & Telecommunication

EC Environment Clearance

ECG Electro Cardio Graph

EDP Electronic Data Processing

EGM Especially General Meeting

EL Earned Leave

EMD Earnest Money Deposit

EOGM Extraordinary General Meeting

FDs Functional Directors

FTE Final Time Extension

HEMM Heavy Earth Moving Machinery

HRA House Rent Allowance

HVAC Heating Ventilation and Air Conditioning

HoD Head of the Department

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HoE Hiring of Equipment

HQ Headquarters

ICC Internal Complaints Committee

ID Act Industrial Disputes Act, 1947

IE Industrial Engineering

IEM Independent External Monitor

IR Industrial Relations

IME Initial Medical Examination

IMS Integrated Management System

LC Letter of Credit

LMV Light Motor Vehicle

LOA Letter of Acceptance

LTC/LLTC Leave Travel Concession/ Long Leave Travel Concession

MARC Maintenance and Repair Contract

MCP Mine Closure Plan

MLC Medico-Legal Cases

MM Materials Management

MOC Ministry of Coal

MoU Memorandum of Understanding

MR/DR Monthly Rated / Daily Rated

MSME Micro, Small and Medium Enterprises

NABL National Accreditation Board for Testing and Calibration Laboratories

NOC No Objection Certificate

NCBFS Northern Coalfields Employees Benevolent Fund Scheme

NCL Northern Coalfields Limited

NCWA National Coal Wage Agreement

NE Non-Executive/ Non-Entitled

NIT Notice Inviting Tender

NTPC National Thermal Power Corporation

https://en.wikipedia.org/wiki/National_Accreditation_Board_for_Testing_and_Calibration_Laboratories

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O&M Operations and Maintenance

OB Over Burden

OBC Other Backward Class

OBR Over Burden Removal

OLIC Official Language Implementation Committee

OPD Out Patients Department

OT Over Time

PF Provident Fund

PIS Productivity Improvement Scheme

PME Periodical Medical Examination

PMS Performance Measurement Scheme

POL Petroleum and Other Lubricants

PCPNDT Pre-conception and Pre-natal Diagnostic Test

PSEs Public Sector Enterprises

PTE Provisional Time Extension

PWD Persons with Disabilities

R&R Rehabilitation & Resettlement

RE Revised Estimate

ROC Registrar of Companies

RRS Record Retention Schedule

RTI Right to Information

SC Scheduled Caste

SCOPE Standing Committee of Public Enterprises

SD Sustainable Development

SISF/MPISF State Industrial Security Force / Madhya Pradesh Industrial Security Force

SLP Service Linked Promotion

ST Scheduled Tribe

TA Travel Allowance

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TCR Tender Committee Recommendation

TDS Tax Deducted at Source

TOLIC Town Official Language Implementation Committee

TOR Term of Reference

USG Ultra Sonography

VED Variable Earning Deduction

VIP Very Important Person

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1. Definitions:-

a) "classified records" means files or documents relating to records classified as ‘Top Secret’, ‘Secret’,

‘Confidential’ and ‘Restricted’ in accordance with the procedure laid down by the Ministry of Home Affairs,

Government of India, from time to time;

b) “Committee’ means the Record Destruction Committee;

c) “Company” means Northern Coalfields Limited, Singrauli;

d) “custody” means the possession of public records;

e) “executives” means all officers above the rank of E-1;

f) “File” means a collection of papers relating to the public records on a specific subject-matter consisting of

correspondence, notes and appendix thereto and assigned with a file number;

g) “form” means the form used for prescribed format;

h) “headquarters office” means the Company’s registered office at Singrauli;

i) “non-executives” means all employees below the rank of E-1;

j) "records of permanent nature" means the public records being maintained after recording for a period

specified;

k) “record retention schedule” means prescribing the period of retention for the specified record;

l) "recording" means the process of closing a file after action on all issue considered thereon has been

completed;

m) "review" means periodical evaluation of recorded files on the expiry of the period of retention for determining

their further retention or destruction as the case may be;

n) Words and expressions used herein and not defined but defined in the Public Records Rules, 1997, shall have

the meanings respectively assigned to them in the Public Records Rules, 1997.

2. Coverage:-

The extent of applicability of this Record Retention Schedule is extended to the records held by the Headquarters

Office, Projects and Service Units.

3. Effective Date:- This Record Retention Schedule shall come into force with effect from 23/11/2016 i.e. the date of its approval by the

Board of Directors.

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4. Purpose of Record Retention Schedule (RRS):-

The RRS has been compiled for having healthy practices in relation to the maintenance, management and destruction

of records.

5. Recording of files:-

It means the process of closing a file after action on all issues considered thereon has been completed.

6. Category of Records:-

It provides for 3 categories of records:

i. Permanent: files that qualify for permanent preservation for administrative purposes;

ii. Files and records retained for specified period as mentioned against their names;

iii. Files and records maintained under statutory provisions or under the orders of any court or tribunal or the

Central Information Commission.

Any record lost in transit/burnt/misplaced/destroyed inadvertently should be reported, in writing, to the Head of the

Department, under intimation to the Records Officer and displayed on the department’s notice board.

7. Classification of Records:-

i. Classified Records

ii. Permanent Records

iii. Records maintained for a specified period

8. Records fit for Permanent Preservation:-

(a) Files which qualify for permanent preservation for administrative purposes;

(b) a document so precious that its original must be preserved intact and access to it in the original form must be

restricted to the barest minimum to avoid its damage or loss; or

(c) material likely to be required for frequent reference by different parties simultaneously/frequently;

(d) Files of historical importance.

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9. Safety and custody of Records:-

All the records/ files shall be in the custody of the record holder and the supervision of the Records Officer. The

holder of the record shall be held accountable for the safety and preservation of the records/files in his/her custody.

10. Review, Weeding and Destruction of Records:-

a) In the month of November every year, each record holder shall record, after consulting the Record Retention

Schedule and the HoD, all those files on which action has been completed. This work will be accomplished in

consultation with the Records Officer.

b) Every year in the last week of December, the retention period of the records shall be reviewed by the Records Officer

and he would recommend weeding out the records as per the Record Retention Schedule. No public record shall be

destroyed without being recorded and reviewed.

c) No public record which is more than 25 years old shall be destroyed by any record holder unless it is appraised.

d) A list of such public records which are proposed to be destroyed shall be prepared by the record holder in

consultation with the HoD and retained permanently for future references.

e) Records shall be destroyed by burning or shredding in the presence of the Records Officer. A committee for

destruction of records shall be constituted as under:

i. Records Officer-President

ii. Records holding section representative not below the rank of E-3-Member

iii. A representative from the Audit Section-Member

f) The record/s recommended for destruction will be destroyed on the last working day of the calendar year and a

certificate to that effect will be prepared by the committee that the referred record has been destroyed.

g) The pro forma of the destruction certificate of record/s is given in Appendix 1.

The certificate will be countersigned by the concerned HoD and will be sent through the Functional Director concerned

to the Company Secretary for accommodating it in the Board of Directors’ agenda papers. On ratification of the item, this

will be uploaded on the website of the Company or published on the Notice Board of the company.

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11. Central Record Room:-

A Central Record Room with sufficient space will be set up by the Company. This Central Record Room shall house

old Records which may be required for the future references.

12. Records Officer-Designation and Functions:-

An Officer not below the rank of Manager (E-5) shall be designated as Records Officer of the Company at the

Headquarters Office. Similarly, in all Projects/Service Units an Officer not below the rank of Manager (E-5) shall be so

designated. The Records Officer so nominated shall oversee management, maintenance and destruction of records. The

Records Officer, inter alia, shall liaise with the Government agencies and ensure implementation of the Record Retention

Schedule. He shall also act as the President of the Record Destruction Committee.

13. Training on maintenance of records:-

The Company will conduct Workshops/Orientation Programs on management, maintenance and destruction of

records for the officials dealing with the records maintenance at a regular interval.

14. Review of Record Retention Schedule (RRS):-

This Record Retention Schedule shall remain in force for a period of three years from the date of its being published

on the website or the Notice Board of the Company and on expiry of the specified period, a comprehensive review of the

Schedule will be undertaken by the Company.

15. Statutory provisions:-

Notwithstanding anything contained in the column of ‘Retention Period’, the retention period for any specified

document or record or part thereof shall be the period as mentioned in the relevant Act/Rules/ Regulations, etc.

16. Powers to make rules:-

The Chairman-cum-Managing Director (CMD), NCL, reserves the right to alter, change, add, delete, replace and/or

modify any provision(s) of the Record Retention Schedule and his decision in this regard shall be binding.

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NORTHERN COALFILEDS LIMITED, SINGRAULI-486889

Record Retention Schedule

TABLE OF CONTENTS

I. Headquarters Office

Sl. No. Department/Office/Section Page No.

Part-I Records relating to Administration and Personnel Department 6-29

Part-II Finance Department 30-35

Part-III Audit 36

Part-IV Company Secretary 37-39

Part-V Corporate Social Responsibilities 40-41

Part-VI Legal Affairs 42-43

Part-VII Medical Services 44-49

Part-VIII Parliamentary Matters 50-51

Part-IX Public Relations 52-53

Part-X Raj Bhasha Kaksha 54-56

Part-XI Right to Information Act 57

Part-XII Sales and Marketing 58-60

Part-XIII Security 61-62

Part-XIV Technical 63-81

Part-XV Vigilance 82-86

Part-XVI Common Office Services for Headquarters Office, Projects and Service Units 87-88

Part-XVII Common Records for Projects and Service Units 89-93

Part-XVIII CMD Secretariat 94-95

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I. Headquarters Office

Part-I

Records relating to Administration and Personnel Department

Sl. No. Particulars Page No.

1. A. Personnel, Manpower and Recruitment 7-9

2. B. Personnel, Administration and Establishment 10-16

3. C. Human Resource Development 17

4. D. Industrial Relations 18-21

5. E. Welfare 22-23

6. F. Common Services 24-29

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A. Personnel, Manpower and Recruitment.

Sl.No. Particulars Page No.

1. Creation and classification of posts 8 2. Recruitment 8-9 3. Scheduled Castes, Scheduled Tribes, OBC, PWD and Ex-Servicemen 9

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a. Personnel, Manpower and Recruitment.

Sl. No.

Description of record Retention period Remarks

Main Head Sub-head 1.

1 2 3 4 Creation and classification of posts

i. Continuance/abolition/revival of posts

10 years

ii.Conversion of temporary posts into permanent ones

10 years

iii.Creation of posts 10 years iv.Revision of scales of pay

a. Executive

b. Non-Executives 15 years 10 years

v.Upgrading of posts 10 years

vi.Re-designation of Posts 10 years Subject to particulars of change being noted in Establishment/Sanction Register

vii.CIL/NCL posts 3 years Subject to particulars of sanction being noted in Establishment/Sanction Register

2.

Recruitment

i.Recruitment (general aspects) including provisions of the Constitution

Permanent

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ii. Appointment of dependents of deceased employees

5 years

Subject to the application of the candidate and an authenticated copy of the order of appointment being kept in the personal file

iii. Estimate (annual) of vacancies 3 years

iv. Employment Priorities and maintenance of registers and rosters

10 years in respect of Scheduled Castes/ Tribes/OBC/PWD/Ex-Service Men

v. Framing of recruitment rules Permanent vi. Notification and release of vacancies to a. Local employment exchange

b. DGE&T

5 years

3 years

vii. Nomination of candidates by local employment exchange and

their selection 3 years

viii. Recruitment through Employment Exchange (general aspects) Permanent

ix. Recruitment from open market, including advertisement and inviting of applications

3 years

3.

Scheduled Castes, Scheduled Tribes, Other Backward Classes, Persons with disabilities and Ex-Service Men

i. Reservation in services: a. Scheduled castes/ Scheduled

Tribes/Other Backward Classes b. Persons with disabilities and Ex-

Service men

Permanent

ii. Return regarding appointment and promotion made without consultation with CIL

3 years

iii. Selection Committees for recruitment of personnel: (a) Constitution (b) Proceedings

3 years

Permanent

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B. Personnel, Administration and Establishment

Sl.No. Particulars Page No.

1. Personal files 11 2. I-cards 11 3. Service Records 11 4. Postings and Transfers 11 5. Service Rules 11 6. Leave (other than study leave and casual leave) 11 7. Casual Leave (including special leave) 11-12 8. Other Leave 12 9. Allowances 12 10. Confidential/PMS Reports 12 11. Increments 12-13 12. Probation/ Confirmation 13 13. Promotion/ Reversion 13 14. Departmental Examinations 13 15. Deputations and Delegations 13-14 16. Delegation of Powers 14 17. Honorarium/ Awards 14 18. Pension/ Retirement 14 19. Resignation 14 20. Extension of Service 14 21. Re-employment 14 22. Nomination of Employees 14 23. Forwarding of applications 14-15 24. No Objection Certificate (for Registration with Employment Exchange Organization) 15 25. No Objection Certificate for issue of passport, arms licenses, etc. to employees. 15 26. Records other than files 15-16

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B. Personnel, Administration and Establishment

Sl. No.


Main Head Sub-head 1 2 3 4

1. Personal files All Executives and Non-Executives

a. eligible for terminal retirement benefits: 5 years after issue of final pension/gratuity payment order b. Others : 5 years after they have ceased to be in service

2. I-cards All Executives and Non-Executives Permanent

Till the employee retires/resigns/ or removed

3. Service Records

i.Nomination relating to family pension and gratuity Permanent

ii. C.M.P.F nomination Permanent

4. Postings and Transfers

i. General aspects Permanent

ii. Executives 5 years from passing of order

iii. Non-Executives 5 years from passing of order

5. Service Rules i. CDA Rules Permanent

ii. Representations 3 years

6. Leave (other than study leave and casual leave)

i. Rules (general aspects) Permanent

ii. Executives 2 years

iii. Non-Executives 2 years

7. Casual Leave i. Rules Permanent

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(including special leave)

ii. Executives (a) Casual leave: To be destroyed at the end of the year (b) Special casual leave: 1 year

iii. Non-Executives

8. Other Leave

i. Study Leave Till retention of personal file

ii. Child care leave Till retention of personal file

iii. Maternity Leave Till retention of personal file

iv. Special Leave for diseases Till retention of personal file

9. Allowances

i. Rules (general aspects) Permanent ii. Children‘s Education Allowance (CEA) Rules (general aspects) Permanent

iii. Claims regarding CEA 1 year after completion of Audit

iv. DA, HRA & CCA 1 year after completion of Audit

v. Deputation (duty)allowance 1 year after completion of

Audit

vi. Over-Time allowance 1 year after completion of Audit

vii. Travelling allowance 1 year after completion of Audit

viii. Washing allowance 1 year after completion of Audit

ix. Coalfield allowance 1 year after completion of Audit

x. Air travel by non-entitled personnel

1 year

10. Confidential/PMS Reports

i. Rules (general aspects) Permanent ii. Recording of PMS reports in respect of Executives

Permanent iii. Communication of adverse entries

3 years

iv. Representation for expurgation of adverse entries 3 years

11. Increment i. Rules (general aspects) Permanent

ii. Withholding of increments 3 years after the final disposal of appeal or final judgment

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under the normal course of law whichever is later.

iii. Representations and Petitions 3 years

12. Probation/ Confirmation

i. General Principles (Probation) Permanent

ii. Rules (Confirmation) Permanent iii. Confirmation/extension of probation of Executives Till retention of personal file iv. Confirmation/extension of probation of Non-Executives Permanent

v. Representations and Petitions 3 years

13. Promotion/ Reversion

i. General Principles Permanent

ii. Departmental Promotion Committee

(a) Constitution: one year after the DPC has been constituted,

(b) Proceedings : 2 years

iii. Executives 2 years

iv. Non- Executives 2 years

v. Representations and Petitions 2 years

14. Departmental Examinations

i. Departmental Examinations 2 years

ii. Holding of Examinations 1 year department conducting such tests; one year for other

departments

iii. Results-declaration

iv. Representations and Petitions 1 year

15. Deputations and Delegations

i. Rules regarding deputation, including deputation on foreign service in India and abroad.

Permanent

ii. Delegation in India/abroad

One year after completion of Audit and settlement of

all Audit objections whichever is later

iii. Deputation of Executives 2 years plus the period of

deputation

iv. Deputation of Non-Executives 2 years plus the period of

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deputation

16. Delegation of Powers


ii. Common Coal Cadre Rules Permanent

iii. Cadre Scheme Permanent

iv. Delegation of Financial Powers and Rules

Permanent

17. Honorarium/ Awards


ii. Executives 1 year after completion of

Audit

iii. Non- Executives 1 year after completion of

Audit

18. Pension/ Retirement

i. Rules and Orders (general aspects) Permanent

ii. Executives and Non-Executives 1 year

19. Resignation i. Rules and Orders (general aspects) Permanent

ii. Executives and Non-Executives 1 year

20. Extension of service


ii. Executives 1 year after retirement

iii. Non- Executives 1 year after retirement

21. Re-employment


ii. Executives and Non-Executives 1 year after the NCL employee ceases to be in the service

22. Nomination of Employees


ii. Election duty 1 year

23. Forwarding of applications


ii. For examinations 1 year after announcement of

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iii. For posts result of the examination or

selection for particular post.

24.

No objection certificate (for Registration with Employment Exchange Organization)


ii. Issue of NOC

1 year

25.

No objection certificate for issue of passport, arms licenses etc. to employees.


ii. Issue of passport/Visa 1 year after completion of

Audit

iii. Issue of arms licenses 1 year after completion of

Audit

26. RECORDS OTHER THAN FILES

Sl. No.



1. Register Establishment/Sanction Permanent

2. Rosters and Registers

SC,ST,OBC and PWD employees 10 years

3. Register

Oath/affirmation of allegiance to the Constitution 3 years

4. Personal files i. Officials entitled to retirement/terminal benefits 3 years after issue of final

pension/gratuity payment order

ii. Other employees

5. Performance Management System

i. After retirement 5 years ii. After death 3 years iii. After resignation/discharge from service 5 years

6. Answer Books Departmental examinations/tests 1 year from the date of declaration of the result

7. Leave Account

i. Officials entitled to retirement/terminal benefits

3 years after issue of final pension/ gratuity payment order

ii. Other employees

3 years after they have cease to be in service

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8. Casual Leave Account

To be destroyed at the end of the year

9. Special casual leave Register 1 year

17

C. Human Resource Development

Sl. No.

Description of Record Retention period Remarks

Main Head Sub-Head

1 2 3 4

1.

Training/scholarships/ fellowships in India and abroad

i. In-house Training 2 years ii. Executive Training 2 years

iii. Refresher Courses 2 years

iv. Training of Non-Executives 2 years

v. Training in O&M/Work Study 2 years

vi. Training abroad

3 years

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D. Industrial Relations Sl. No. Particulars Page No.

1. Files 19-20

2. Registers 21

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D. Industrial Relations

Sl. No.

Description of Record Retention

period Remarks

Main Head Sub-Head

1 2 3 4

1.

Files

DGR sponsored security agencies, Committee

Recommendation, LOA/Work orders, Agreement file 5 years

Minutes of meeting/meeting record file /Consumers meet 2 years

IR – ATR/Report file 2 years

Year Wise DPC Assessment sheet of Non Executives file 3 years

Leave records file 2 years

LTC/LLTC orders/Record files Permanent Till employee on

Roll Grievances/Nirakaran Cell/ CPGRAMS related record file 2 years

Incentive file 2 years

Employee Service file 2 years 2 years after

separation

Arrears sheet/payment file 5 years

Correspondence with HQ/Miscellaneous file 1 year

IMS Record file 2 years

Land Oustee Records file Permanent

Separation details file Permanent

Executive Evaluation Report Record Permanent

Gratuity payment details Permanent

2 years after

separation

Vigilance Clearance Status record 2 years

CAG observation on Annual Accounts file 2 years

Court Cases file ( High court/Supreme court) Till disposal of

case in highest

court of appeal

20

Industrial disputes, conciliation proceedings, arbitration 5 year from

disposal in the

concerned

forum

Service record correction file 2 years

2 years after

separation

Strike record file 3 years

NCWA and correspondence Permanent

Disciplinary cases under certified Standing Orders

(Appeal/Review cases) 5 years

Code of Conduct (Check-off system) 3 years

Monthly report of contract labour status 2 years

Monthly record of CMD co-ordination meeting 1 year

IR report to CIL 1 year

Daily IR Report (Report of incident from projects if any) 1 year

Union Membership record 5 years

Record related to anomaly cases (more than 2 projects) 2 years

Purchase bills related to different items file 3 years

Record of disbursement of CMPF cheques 2 years

2 years after

separation

CPRMS for non executives/Medical card issue Permanent

Retirement Notice 1 year

SLP record file Permanent

Till employee on

roll

Record of regularization file 3 years

NOC for VISA of Non-executive record 2 years

NCBFS Record Permanent

2 years after

separation

IR Dept booklet 1 year

Pay anomaly cases by NE department Permanent Till separation

Disciplinary cases/ Charge Sheet issue record file 5 years

Contract management correspondence documents 2 years

21

Compensation file under Workmen’s Compensation Act,

1923 5 years

Or as per the

provisions of the

Act

NIT/work order file 2 years

Form ‘H’ settlement file under ID Act, 1947 Permanent

Human Rights Commission cases file 3 years

Sexual harassment of women employees related Papers 3 years

Lokpal/Lokayukat 2 years

Complaints and Grievances 2 years

Circulars/ Guidelines/Rules/Manuals/Policies Permanent

Office Orders

5 Years or till it

is valid

whichever is

later

Office Note file 2 years

Parliament questions-reply/ VIP References 2 years

MoU with outside agencies 2 years

Suspension file 3 years

Arbitration file 5 years

Land Displaced Persons file Permanent

PWD file 3 years

Recognition of Associations Permanent

2.

Register

Employee no. allotment Register 3 years

Form ‘B’ Register Permanent

Form ‘G’ & ‘H’ Register 3 years

Visitor's Register 1 year

22

E-WELFARE

Sl. No. Particulars Page No. 1. General staff welfare measures 23 2. Departmental Council/Office Council 23 3. Grants-in-aid 23 4. Co-operative Societies 23 5. Central Secretariat Library 23 6. Suggestions Scheme 23 7. Departmental Canteen 23 8. Benevolent Fund 23

23

E-WELFARE

Sl. No.



1. General staff welfare measures


ii. Officers’ Club 3 years

2. Grants-in-aid

i. General aspects Permanent ii. Grant for sports and other cultural activities

1 year after completion of Audit

iii. Submission of annual accounts 1 year after completion of

Audit

3. Cooperative Societies

i. Rules and bye-laws (general aspects) Permanent ii. Election of office bearers 1 year after the next election iii. Meetings of Co-operative Societies 1 year iv. Recovery of contribution and loans 1 year

4. Suggestions Scheme and Award Schemes

i. General aspects Permanent ii. Departmental Committee a. Constitution b. Proceedings/ Record Notes

1 year after reconstitution

1 year

iii. Apex Committee a. Constitution 1 year after reconstitution

b. Proceedings 1 year after completion of

Audit iv. Suggestions/employees‘ performance

a. those rewarded 1 year after completion of Audit

b. those not accepted 1 year

5. Departmental canteens

i. General aspects Permanent ii. Subsidy & grants and maintenance of accounts


iii. Purchase of crockery/ cutleries/ plates/ furniture


iv. Fixation of prices of the eatable items of the canteen


6. Benevolent Fund


ii. Maintenance of accounts 1 year after completion of Audit

iii. Collection of contribution sanction of loans 1 year after completion of

Audit iv. Committee meetings & related matters 1 year

24

F-COMMON OFFICE SERVICES

Sl. No. Particulars Page No. 1. Furniture 25 2. Stationery and Forms 25 3. Typewriters 25-26 4. Duplicating Machines 26 5. Calculators 26 6. Other office Machines 26 7. Motor-Cycles 26-27

8. Office equipment including electrical and mechanical appliances and other 27 miscellaneous stores

9. Liveries 27 10. Black-listing of firms/contractors 27 11. Contractors for supplies 27 12. Telephones and Internet Services 27-28 13. Staff car 28 14. Unserviceable, obsolete and surplus articles -- 28 15. Maintenance of records 28 16. Printing and Binding 28 17. Library 28-29 18. Care-taking arrangements 29

19. Security 29

20. Records other than files 29

25

F-COMMON OFFICE SERVICES

Sl.

No.

Description of Record Retention Period Remarks

Main Head Sub-Head

1 2 3 4

1. Furniture

i. Rules for purchase, hire, condemnation (general aspects) Permanent

ii. Condemnation/ disposal of unserviceable articles

1 year after completion

of Audit

iii. Hiring/purchase 1 year after completion

of Audit

iv. Maintenance and repairs 1 year after completion

of Audit

v. Physical verification 1 year after completion

of Audit

2. Stationery and forms

i. Rules for procurement (general aspects) Permanent

ii. Indent for Stationery 1 year

iii. Local purchase Audit 1 year after completion

of Audit

iv. Supply of Stationery 1 year

v. Physical verification 1 year after completion

of Audit

3. Typewriters

i. Rules for procurement/disposal (general aspects)

Permanent

ii. Condemnation and disposal 1 year after completion

of Audit

iii.DGS & D rate contracts Permanent

iv. Hiring 1 year after completion

of Audit

v. Purchase 1 year after completion

of Audit

vi. Repairs and 1 year after completion

26

Maintenance of Audit

vii. Physical verification 1 year after completion

of Audit

4. Duplicating Machines

i.Rules for procurement /disposal (general aspects) Permanent

ii.Condemnation and disposal 1 year after completion

of Audit

iii.DGS &D rate contracts Permanent


of Audit


of Audit

vi. Repairs and Maintenance and bills thereof 1 year after completion

of Audit

vii. Physical verification 1 year after completion

of Audit

5. Calculating and Accounting Machines

i. Rules for procurement/disposal (general aspects) Permanent

ii. Condemnation and disposal 1 year after completion

of Audit

iii. DGS & D rate contracts Permanent


of Audit


of Audit

vi. Repairs and maintenance and bills thereof 1 year after completion

of Audit

vii. Physical stock verification 1 year after completion

of Audit

6.

Other office Machines Including Electronic/

Computer items

i.Rules for procurement /disposal (general aspects) Permanent

ii.Condemnation and disposal 1 year after completion

of Audit

iii.DGS & D rate contracts Permanent

7. Motor-Cycles i. Rules (general aspects) Permanent

27

ii. Condemnation and disposal 1 year after completion of Audit

iii.Purchase 1 year after completion of Audit

iv.Repairs and maintenance 1 year after completion of Audit

v. Physical verification 1 year after completion of Audit

8.

Office equipments including electrical and mechanical appliances and other miscellaneous stores

i.Rules (general aspects) Permanent

ii.Condemnation and disposal 1 year after completion of Audit

iii.Purchase 1 year after completion of Audit

iv. Repairs and maintenance 1 year after completion of Audit

v. Physical verification 1 year after completion of Audit

vi. Electric clocks and call-bells (procurement and maintenance)


9. Liveries

i.Rules (entitled personnel and the scale of items of liveries)

Permanent

ii.Procurement of material 1 year after completion of Audit

iii.Stitching and tailoring 1 year after completion of Audit

iv.Supply of shoes and chappals


10. Black-listing of Firms /Contractors

i. Circulars (general aspects) Permanent

ii.Individual cases 1 year after completion of Audit

11. Contractors for

supplies

i. Approved list Permanent

ii. Registration Permanent

iii. Waiver/reduction of penalty or condonation of irregularity

1 year after completion of

Audit

12. Telephones/Cellphone/

SIMs

i. Office telephones installation and shifting of - telephone bills


Audit

ii. Residential telephones- installation of telephone bills


Audit

iii. Repairs and maintenance 1 year after completion of

28

Audit

iv. Internet Services 1 year after completion of

Audit

13. Staff Cars


ii. Non-official journeys 1 year after completion of

Audit

iii. Purchase of POL accessories 1 year after completion of

Audit

iv. Servicing, repairs and Replacement of Parts and relevant correspondence


Audit

14. Unserviceable, obsolete and surplus articles


ii. Approved list of auctioneers 1 year after disposal

iii. Engagement of auctioneers and notice of auction


Audit

15. Maintenance of

records

1. Rules for review of records (general aspects) Permanent

16. Printing and binding

i. Rules for printing and binding (general aspects) Permanent

ii. Correspondence relating to printing and binding

1 year

17. Library

i. Ordering and receipt of books (other than government publications)


ii. Ordering and receipt of periodicals


iii. Purchase of Government Publications


iv. Lending, Transfer (requisition, reminder etc.)

(a)Lending: 1 year (b) Transfer: 1 year

v. Binding of Books 1 year

vi. Selection Committee for Books

a. Constitution of new selection committee-1 year after completion of Audit

b. Agenda meetings proceedings, etc.- 1 year

c. Purchase of books-1 year after completion of Audit

29

vii. Write off of books Permanent viii. Auction Newspapers/ Journals


ix. Membership of Library association

One year after the completion of Audit

18. Care-taking arrangements

i. Allocation of work among sweepers, farashers and chowkidars

One year after the allocation order

ceases to be in force

ii. White-washing arrangements thereof 1 year after completion of Audit

19. Security

i.Rules (general aspects) Permanent

ii. Confidential and secret box 1 year after completion of

Audit

iii. Duplicate keys : maintenance thereof

1 year

iv. Issue of Identity Cards - correspondence thereof 1 year

v. Loss of Identity Cards 1 year

vi. Temporary passes Arrangements 1 year

20. Laptop issued to Executives

Register 4 years

30

Part-II

FINANCE DEPARTMENT

Sl.No. Particulars Page No. 1. Pay 31 2. Special pay 31 3. Allowances 31 4. Increments 31 5. Delegation of powers 31 6. Honorarium 31-32 7. Pension/ Gratuity 32 8. Budget estimates/ revised estimates 32 9. Expenditure statements 32 10. Reconciliation 32 11. Accounts and audit 32 12. Advances 32-33 13. Payments and recoveries 33-34 14. Administrative approval and technical sanction 34 15. Plan Schemes 34 16. Budget Estimates for five year plans 34

17. Records other than files 35

31

Part-II

FINANCE DEPARTMENT

Sl. No.


Main Head Sub-Head

1 2 3 4

1. Pay



iii.Non-Executives 10 years

2. Special pay


ii.Executives 1 year after completion of

Audit

iii. Non- Executives

3. Allowances

i.Rules(General Aspects) Permanent

ii.Children‘s Education Allowance

10 years

iii. City Compensatory Allowance

iv. Daily Allowance

v. Dearness Allowance

vi. Deputation Allowance

vii. House Rent Allowance

viii. Over Time Allowance

ix. Travelling Allowance

x. Washing Allowance

4. Increments i. Rules (general aspects) Permanent

ii. Withholding of increments 10 years

5. Delegation of Powers

i. Delegation of Powers

Permanent

ii. Delegation of Financial Powers

iii. Declaration of officers as Head of Department

6. Honorarium i. Rules (general aspects) Permanent

32

ii. Executives 3 years after completion of Audit.

iii. Non-Executives 3 years after completion of Audit.

7. Pension/ Gratuity



iii. Non-Executives 3 years

8. Budget estimates

/revised estimates

i. Budget estimates/revised estimates (Revenue Budget) 5 years

ii. Budget estimates/revised estimates (Capital Budget) 8 years

9. Expenditure statements

i. Capital Expenditure 8 years

ii. Revenue Expenditure 8 years

10. Reconciliation

Reconciliation of accounts related to customers and banks

8 years

11. Accounts and Audit

i. Audit observations and audit paras

(a) 10 years for departments reported upon

or predominantly concerned.

ii. Internal audit 3 years

iii. Committee on Public Undertakings

(a) 10 years for departments reported upon

or predominantly concerned

(b) 3 years for other interested departments

iv. Accounts classification opening of new heads

Permanent

12. Advances

i. Car Advance Rules

Permanent

ii. Conveyance Advance Rules iii. House Building Advance

Advance Rules

Permanent

iv. Motor-Cycle/Scooter Advance Rules

33

Permanent

v.TA Advance Rules vi.Travel Concession Rules vii.Other Advances Rules viii.Grant of Car Advances ix.Grant of Conveyance Allowance x. Grant of House Building Advance xi. Grant of Motor Cycle/Scooter Advance

xii. Grant of TA Advance 1 year after clearance of

advance

xiii. Grant of LTC Advance 1 year after clearance of

advance

xiv. Grant of other Advances 1 year after clearance of

advance

13. Payments and recoveries

i. Air passage bills

8 years

ii.Cancellation charges iii. Contingent expenditure iv.Electric charges– recovery v.Grants-in-aid–contributions and donations vi. House rent and other allowances vii. Last Pay Certificate viii.Pay claims

ix. Permanent imprest

3 years or till the relevant orders are

superseded (whichever is later) in the

case of departments issuing the

orders/instructions; other departments

need keep only the standing orders, weeding out the

superseded ones as

34

and when they become obsolete

x. Refunds 8 years

xi. Refreshment bills 1 year after completion

of Audit

xii. Rent demand statements 1 year

xiii. Postage stamps one year after completion of

Audit.

xiv.TA/Transfer TA claims

8 years

xv. Water charges- recoveries

xvi. Reimbursement of legal expenses xvii. Reimbursement of tuition fees

xviii. Acceptance of credits/debits xix. Arrears claims (including sanction for investigation, where necessary)

xx. Write-off of losses Permanent

xxi. Expenditure sanction one year after completion of

Audit.

xxii. Surety Bonds 8 years

14. Administrative approval and technical sanction


ii. Major works 3 years after completion of Audit.

iii. Minor works 3 years after completion of Audit.

iv. Periodical reports regarding allocation, release and utilization 8 years

15. Plan Schemes i.Approved schemes Permanent

ii.Review of ongoing Schemes and Projects 3 years after closure of the Scheme/Project.

16. Budget Estimates for five year plan 10 years

35

17. RECORDS OTHER THAN FILES

Sl.

No.


Main Head Sub-Head

1 2 3 4

1. Registers

Credit notes and stock/inventory Registers 8 years

Register for reconciliation of accounts

To be weeded out after the Appropriation Accounts for the year have been finalised

Cash Books 8 years Cash receipts, counterfoils and stock Registers

1 year after completion of audit.

Pay Bill Registers 1year

Paid cheques returned by the Bank 5 years

36

Part-III

Audit

Sl.No. Main Head Sub-Head Retention Period Remark

1 2 3 4

1. Files

Statutory Audits 8 years As per Company Act, 2013

Branch Audits 8 years As per Company Act, 2013

Internal Audits 8 years As per Company Act, 2013

2. Other records Related to Audits As provided in the relevant

Act/Statute/Rules/Regulations/Schemes

As per the statutory provisions

37

Part-IV

Company Secretary Sl. No. Particulars Page No.

1. Orders 38

2. Appointments 38 3. MOC/ROC 38 4. Delegation of Powers 38 5. Transfers of Shares 38 6. Board Resolutions / Minutes 38 7. Authorized share capital 38 8. Correspondence with other PSEs 38 9. Auditor’s report 38 10. Minutes of CMD’s Co-ordination meeting 38

11. Registration of charges with ROC 39

12. Correspondence with SCOPE 39 13. Dividend/Bonus/ Debenture of NCL 39 14. ATR of FDs. 39 15. ATR of Board 39 16. Buy back of shares 39 17. Sub-Committees of BOD 39 18. Audit Committee 39 19. Nomination and Remuneration 39 20. SD and CSR committee 39 21. Study of OBR projects 39 22. Monitoring of projects 39 23. Annual Reports 39 24. Miscellaneous 39 25. CAG files 39 26. Rules (Code of internal conduct for insider trading) 39 27. Rules (Code of business conduct and ethics for Board Members) 39 28. Parliamentary Questions 39 29. Registers 39

38

Part-IV

Company Secretary Sl.

No.


period

Remarks

Main Head Sub-Head

(1) (2) (3) (4)

1.

Orders

i. Office Orders 8 years All Office Orders

issued by the

company

Secretary

ii. Internal Office Orders 8 years

2. Appointments i. Appointment of Full-time Directors 8 years

ii. Appointment of Part-time Directors 8 years

3. MOC/ROC Correspondence with MOC/ROC 8 years

AGM i. Convening of AGM Permanent

ii. Convening of EGM Permanent

iii. Convening of EOGM Permanent

4. Delegation of Powers i. To CMD

ii. To Functional Directors

iii. To HoDs.

iv. To Area GMs

v. To HoD

8 years

5. Transfers of shares Transfer of shares Permanent

6. Board Resolutions / Minutes i. Board of Directors’ meeting-agenda papers

ii. Resolution by Circulation

iii. Board Resolutions

iv. FD’s Resolutions

Permanent

Permanent

Permanent

Permanent

7. Authorized share capital Increase in authorized share capital Permanent

8. Correspondence with other PSEs Correspondence with other Public Sector Enterprises 8 years

9. Auditor’s report i. Auditor’s report

ii. CAG Reports

8 years

10. Minutes of CMD’s Co-ordination

meeting

i. Record Notes

ii. Minutes of meeting

8 years

39

11. Registration of charges with ROC Registration of charges with ROC Permanent

12. Correspondence with SCOPE Correspondence with SCOPE 8 years

13. Dividend/Bonus/ Debenture of NCL Dividend/Bonus/ Debenture of NCL 8 years

14. ATR of FDs. ATR of FDs. 8 years

15. ATR of Board ATR of Board of Directors 8 years

16. Buy back of shares Buy back of shares by the subsidiaries of Coal India 8 years

17. Sub-Committees of BOD Meetings of sub-committees of Board of Directors 8 years

18. Audit Committee Meetings of Audit Committee 8 years

19. Nomination and Remuneration Nomination on committees and payment of

remuneration

8 years

20. SD and CSR Committee Sustainable Development and Corporate Social

Responsibility Committee

8 years

21. Study of OBR projects Study reports of All OBR projects 8 years

22. Monitoring of projects Monitoring of All projects 8 years

23. Annual Reports i. Annual Report of NCL

ii. Annual Report of other Subsidiaries

8 years

24. Miscellaneous All procedural correspondence not covered so far 8 years

25. CAG files CAG files 8 years

26. Rules Code of internal conduct for insider trading 8 years

27. Rules Code of business conduct and ethics for Board

Members

8 years

28. Parliamentary Questions Parliamentary questions (Session wise) 8 years

29. Registers Statutory Permanent

Note: The record mentioned in the Company Act, 1956, as amended from time to time, will be maintained as per the

provisions provided in the Act.

40

Part-V

Corporate Social Responsibility


1. Files 41

2. LOA records

41

3. Agreements/Work Orders

41

4. Tender

41

5. APEX Committee

41

41

Part-V

Corporate Social Responsibility Sl.

No.


Main Head Sub-Head

1 2 3 4

1.

Files i. Office Note files

ii. Office Orders files

iii. CSR Activities

iv. Board Correspondence file

v. External Communication file

vi. Internal Communication file

vii. File on Parliamentary affairs

viii. Monthly Progress report file

ix. Vigilance Report file

x. Expenditure file

xi. Quarterly liability report file

xiii. Office Circular file

Permanent

5 years or till it is valid

whichever is later

Permanent

Permanent

2 years

2 years

5 years

5 years

5 years

Permanent

5 years

Permanent

2. LOA records

LOA records 10 years

3. Agreements/Work Orders

Agreement Permanent

4. Tender

Tenders opening records

Permanent

5. APEX Committee

Board Notes 5 years

42

Part-VI

Legal Matters Sl. No. Particulars Page No.

1. Files 43

2. Records 43

3. Cases 43

4. Opinion and Advices 43

43

Part-VI

Legal Matters Sl.

No.


Main Head Sub-Head

1 2 3 4

1. Files

i. Processing files for Inter-project/ Units

ii. Office Orders file

iii. Office Note file

iv. Empanelment of Lawyers’ file

v. Advocates’ Professional fees files

3 years

5 years or till it is

valid whichever is

later

3 years

Permanent

1 year after

completion of Audit

After the payment

of bill

2. Records Delegation of Powers Permanent

3. Cases

i. District Court

ii. High Court

iii. Supreme Court

1 year

1 year

1 year

After the case is

disposed-off and

no appeal is

preferred

4. Opinion and Advices Received from legal practitioners and

experts

5 years

44

Part-VII

Medical Services Sl. No. Particulars Page No.

1. OPD Records 45

2. Treatment Register 45-46

3. CSR Camps 46

4. IME/PME 46

5. Sickness & Fitness 46

6. Non- digitized records in physical form 46

7. Ward Store 47

8. CSSD 47

9. Bio-medical waste 47

10. Laundry 47

11. Centralized Oxygen Supply & Suction Unit 47

12. HVAC 47

13. Hospital Kitchen 47

14. Hospital Store 47-48

15. Quarterly / Half-Yearly / Annual Reports 48

16. Mortuary 48

17. Administrative Services 48-49

18. Liveries 49

19. Referrals 49

45

Part-VII Medical Services

Sl. No.


Main Head Sub-Head

1 2 3 4

1. OPD Records

i. OPD Register 3 years

ii. Requisition forms for

investigation

3 years

iii. Reports of

investigations

3 years

iv. X-ray plates/printout of

pictures/tracings

Not retained as it is given to

the patients

v. Drug Requisition Slip

for OPD dispensary


Audit

vi. Computerized

(Digitized) records

Registration

Investigation

Drug distribution

Permanent

2. Treatment Register

i. Minor OT 3 years

ii. Injection Room 3 years

iii. Vaccination Clinic 3 years

iv. Dental Unit 3 years

v. Ante natal 3 years

vi. Medical Termination of

pregnancy

3 years

vii. Family planning 3 years

viii. ICC 3 years.

ix. Suggestion box

Suggestions

3 years

1 year

46

x. OPD Medico-legal cases 10 years

or

till the disposal of ongoing

cases whichever is later

Separate register to be

maintained for medico-legal

cases relating to

(I)- registration with date &

time, police information

(II)-recording of symptoms

& sign

(III)-treatment given

3. CSR Camps

OPD Register 3years

Bills As per Company norms

4. IME/PME

IME/PME To be preserved till

retirement of the employee

concerned

5. Sickness & Fitness

i. Slips 1 year

ii. Register 3 years

6. Non- digitized records

in physical form

i. In-patient medical

records containing

treatment chart & vital

sign monitoring chart

3 years

ii. Investigation reports 3 years

iii. Reports of investigation

available in film or plate

forms

Plates & printout to be

handed over to the patient

for their reference purposes

iv. Registers relating to

patients admission,

discharge, food requisition,

drug requisition, laundry

services & house keeping

3 years

v. Requisition slip for 1year after completion of

47

above mentioned job Audit

7. Ward Store

i. Requisition slip 1year after completion of

Audit

ii. Registers 3 years

8. CSSD


Audit


9. Bio-medical waste


Audit


10. Laundry


Audit


11. Centralized oxygen

supply & suction unit


Audit


12. HVAC Register 3 years

13. Hospital Kitchen


Audit


iii. Procurement related

documents

1year after completion of

Audit

14. Hospital Stores/Central

stores


Audit

ii. Registers for medicines

& consumables

3 years

iii. Documents related to

procurement of capital

equipments (supply order,

receipt, agreements, AMC

1 year after survey off /

auction of the equipment

whichever is later

48

& BG)

iv. Expired medicine

register

3 years

15.

Quarterly /

Half-Yearly / Annual

Reports

Quarterly /

Half-Yearly / Annual

Reports

3 years

16. Mortuary

Register 10 years

17. Administrative

Services

i. Circulars, Policies,

Rules, Guidelines

Permanent

ii. Duty roster printouts 1 years

iii. Duty roster register 3 years

iv. Long absenteeism

a. Reports

b. Registers

1 year

3 years

v. Special Leave

documents related to

Board recommendation

a. Executives

b. Non-Executives

c. Registers (Executives/

Non-executives)

1 year

1 year

Permanent

vi. Special disability leave

documents related to

Boards recommendation

a. Executives

b. Non-Executives

c. Registers (Executives/

Non-executives)

1 year

1 year

Permanent

vii. Partial Permanent

Deformity

Forms/Registers

Permanent

viii. Employment/Payment

49

to dependants

a. Register

b. Copies of recommended

papers of board

c. letters /correspondence

Permanent

3 years

1 year

ix. Appellate Medical

Board

a.Register

b. Copies of recommended

papers of board

c. letters /correspondence

Permanent

3 years

1 year

x. Training/CME

a. Correspondence / letter

b. Register

1 year

3 years

18. Liveries Register 3 years

19. Referrals

i. Orders 1 year


50

Part-VIII

Parliamentary Matters

Sl. No. Particulars Page No. 1. Parliamentary Matters 51

51

Part-VIII

Parliamentary Matters

Sl.

No.

Description of Record Retention period

Remarks

Main Head Sub-Head

1 2 3 4

1.

Parliamentary

Matters


ii. Assurances and Undertakings 1 year after fulfillment of the

assurance.

iii. Questionnaires 5 years

iv. Inspection Reports 5 years

v. Questions-LokSabha 5 years

vi. Questions-RajyaSabha 5 years

vii. Register of Parliamentary

questions 3 years

52

Part-IX

Public Relations

Sl. No. Particulars Page No. 1. Files 53 2. Registers 53 3. Official Photographs & Videos 53

53

Part-IX

Public Relations

Sl.

No.


Main Head Sub-Head

1 2 3 4

1 Files

i. Records for Delegation of

Powers Permanent

ii. Office Orders

5 Years or till it is

valid whichever is

later

iii. Office Note (DMS) 1 year

iv. Bill Note (BTS) 1 year after

completion of Audit

v. Press Releases 1 year

vii. Press

Communiqués/Rejoinders 1 year

viii. Budget 1 year after

completion of Audit

ix. Work Orders/Release

Orders 1 year

x. Press Conferences 1 year

xi. Approved Rates Permanent

xii. Policy Permanent

xiii. Newspaper

Empanelment 1 year after review

xiv. Court Matters Permanent

xv. Tenders 1 year after

publication

2 Registers Tenders 1 year after

publication

3 Official Photographs and

Videos

Official Photographs and

Videos 1 year

54

Part-X

Raj Bhasha Kaksha

Sl. No. Particulars Page No. 1. Progressive use of Hindi 55 2. Hindi Teaching Scheme 55-56 3. Translation into Hindi 56 4. Correspondence files 56

55

Part-X

Raj Bhasha Kaksha

Sl.

No.


Main Head Sub-Head

1 2 3 4

1. Progressive use of Hindi

i. General aspects and Hindi

Committees Permanent

ii.(a) Hindi workshop

(b) Hindi Fortnight, etc.

3 years

1 year

iii. Orders To be destroyed at the end of the year

iv. Periodical reports regarding

usage of Hindi for official

purposes

3 years

v. Constitution of OLIC 5 years

vi. Constitution of TOLIC 3 years

vii. Meeting and Follow up action

of Hindi Committees 3 years

2. Hindi Teaching Scheme

i. General aspects and Hindi

Committees Permanent

ii. Training programme 1 year

iii. Examinations

a) Applications: 1 year

(b) Results: 5 years

for departments

conducting the

examination, 1 Year for

other departments.

iv. Grant of advance increments

3 years or one year

after completion of

Audit whichever is

later

v. Grant of awards (a) For departments

56

making the award: 3 years or 1 year after

Completion of Audit

whichever is later

vi. Conduct of Hindi competitions 3 years

3. Translation into Hindi Books, reports, periodicals, etc. 5 years after the

publication is printed/

cyclostyled

4. Correspondence file General 1 year

57

Part-XI

Right to Information

Sl.

No.


period Remarks

Main Head Sub-Head

1 2 3 4

1. Files

RTI Cases disposed without attracting any 1st

Appeal 3 years

RTI Cases attracting 1st Appeal 3 years

Since they may

attract 2nd

appeal, so

require a fair

retention period

RTI Cases attracting 2nd

Appeal (without any remarkable decision)

3 years or till the compliance of CIC orders whichever is

later

RTI Cases attracting 2nd

Appeal (involving a remarkable decision) 5 years

Till decision/CIC

ruling

1st Appeal cases files 3 years

2nd

Appeal cases files

3 years or till the compliance of CIC orders whichever is

later Files relating to the administrative aspects of RTI Act, 2005 i.e. implementation, suggestions, guidelines, etc. 3 years File Register of RTI Applications i.e. records other than file. Permanent

58

Part-XII

Sales and Marketing Sl. No. Particulars Page No.

1. Files 59-60

59

Part-XII

Sales and Marketing

Sl.

No.


period Remarks

Main Head Sub-Head

1 2 3 4

1. Files

i. Correspondence with other

departments/Projects/ outside

agencies/Contractors

5 Years

ii. Circulars/ Guidelines/Rules/Manuals/Policies Permanent

iii. Office Orders

5 Years or till

it is valid

whichever is

later

iv. Approvals Permanent

v. Bill Processing 5 Years

vi. MoU with outside agencies 5 Years

vii. Minutes of meeting/meeting record file

/Consumers meet 2 Years

viii. Court cases/Legal matters files 10 Years

10 Years or 2

years after

reaching a legal

and logical

conclusion

whichever is

later

ix. Correspondence with HQ 2 Years

x. Delivery Order file(Linkage/e-auction) 8 Years

xi. Under loading/overloading file 10 Years

xii. Daily Report file 2 Years

60

xiii. Sampling/Results file 5 Years

xiv. Dispute/Refree/ Refree Result file 8 Years

xv. Refund record 8 Years

xvi. Bank guarantee 5 Years

xvii.Billing realization/Performance incentive 5 Years

xviii. Reconciliation from projects/consumers 5 Years

xix. TDS 8 Years

xx. LC 8 Years

xxi. Price Notifications 8 Years

xxii. Govt. Forest Transit Fee 8 Years

xxiii. NABL 3 Years

xxiv.Calibration and procurement of lab

equipments 3 Years

xxv.Quality awareness program 2 Years

xxvi. Customer feedback 3 Years

xxvii. Annual gradation Permanent

xxviii. Consumer complaints 5 Years

Xxix. Coal size record 5 Years

61

Part-XIII

Security Sl. No. Particulars Page No.

1. Files 62

62

Part-XIII

Security

Sl.

No.


period Remarks

Main Head Sub-Head

1 2 3 4

1. Files

i. Inter-project papers 5 Years

ii. Guidelines/Rules Permanent

iii. Organisation chart Permanent

iv. Office Orders

5 Years or till

it is valid

whichever is

later

v. Office Notes 5 Years

vi. Theft cases

3 Years after

the case is

finally closed

vii. DGR sponsored security agencies file 8 Years

viii. Security agencies bills file 5 Years

ix. CISF’s file 5 Years

x. SISF/MPISF’s file 5 Years

63

XIV. TECHNICAL


1. Corporate Planning (CP) 64-65

2. Civil 66-67

3. Contract Management Cell (CMC) 68-70

4. Environment 71

5. Excavation 72

6. Electrical and Mechanical (E&M) 73

7. Electronics and Telecommunications (E&T) 74

8. Forest 75

9. Industrial Engineering (IE) 76

10. Materials Management (MM) 77

11. Production 78

12. Resettlement and Rehabilitation (R&R) 79

13. Survey 80

14. System 81

64

XIV. TECHNICAL

1. CORPORATE PLANNING (CP)

Sl.

No.


Main Head Sub-Head

1 2 3 4

1.

Files

i. Correspondence with other departments/

Projects/ outside agencies/Contractors 3 Years

ii. Correspondence with CIL/Other

Subsidiary/Ministry 5 Years

iii. Circulars/Guidelines/Rules/ Manuals/

Policies Permanent

iv. Office Orders


valid whichever is

later

v. Parliament questions-reply/ VIP Reference 3 Years

vi. Tender files 5 Years

5 Years or 2

years after

completion of

Audit,

whichever is

later

vii. Delegation of Powers (DOP) Permanent

viii. Annual Budget file 3 Years

ix. Audit Reply file 3 Years

x. Functional Directors file Permanent

xi. Board matters and approval Permanent

xii. Project reports/ schemes Permanent

65

xiii. Operational plans 3 Years

xiv. AP/Annual Action Plan 3 Years

xv. Long term plans Permanent

66

XIV. TECHNICAL

2. CIVIL

Sl.

No.


period Remarks

Main Head Sub-Head

1 2 3 4

1.

Files

i. Circulars/ Guidelines/Rules/ Manuals/

Policies Permanent


5 Years or

till it is

valid

whichever

is later

iii. Office Note file 5 Years

iv. Committee Recommendation, LOA/Work

orders, Agreements file 3 Years

After

completion of

the work

v. Tender files including Estimates/ TCR/

Tender documents/DE/RE/PTE/FTE, etc.

5 Years

After

payment of

final bill

vi. Quality control test reports

1 Year

After

completion of

work

vii. Measurement books

5 Years

After

payment of

Final Bill

viii. Repair file 3 Years

ix. White wash file

3 Years

x. Plumbing work

3 Years

xi. Masonry Work 3 Years

67

xii. Renovation file 5 Years

xiii. Drainage file

5 Years

68

XIV. TECHNICAL

3. CONTRACT MANAGEMENT CELL (CMC)

Sl.

No.


Main Head Sub-Head

1 2 3 4

1.

Files


departments/Projects/ outside agencies/

Contractors

2 years after the

completion of

contract



valid whichever is

later

iii. Parliament questions-reply/ VIP Reference file 5 Years

iv. Internal Audit reply file 5 Years

v. Production Record file 5 Years

vi. Minutes of meeting/meeting record

file/Consumers meet 5 Years

vii. Court cases/Legal matters file

2 years after final

order of the

designated court

viii. Stationary Record file 5 Years

ix. Vigilance Report file 5 Years

x. IMS file 3 Years

xi. Safety records file 5 Years

xii. Annual Budget file

5 Years

69

xiii. Manpower record file 3 Years

xiv. Apex committee recommendation & Board

Note file Permanent

xv. Training record file 3 Years

xvi. Tender file for OB removal through HoE

(running contracts)

2 years after

completion of

contract

xvii. Tender file for OB removal through HoE

(completed contracts) 2 Years

xviii. Tender file for Coal transportation through

HoE (running contracts)

2 years after

completion of

contract

xix. Tender file for Coal transportation through

HoE (completed contracts) 2 Years

xx. Cancellation of tenders file for OB removal/

coal transportation 2 Years

xxi. Functional Directors file Permanent

xxii.CMM Report and other co. rates for OB Permanent

xxiii. E-tendering 5 Years

70

xxiv. Agreement Register- OBR/Coal

transportation

2 years after

completion of

contract

xxv.BG/EMD/SD Register

2 years after

completion of

contract

xxvi. Contract Management Manual Permanent

71

XIV. TECHNICAL

4. ENVIRONMENT

Sl.

No.


Main Head Sub-Head

1 2 3 4

1.

Files

i.Monitoring reports 5 Years

ii. Environmental statements 5 Years

iii. Records related to Mine Closure Plan(MCP) Permanent

iv. Records related to NGT Permanent

v. Statutory reports 5 Years

vi. Office Orders 5 Years or till it is

valid whichever is

later

vii.Parliament questions-reply 5 Years

viii.Technical Reports/ Scientific Study Report Permanent

ix. MoU with outside agencies 5 Years

x. Acts, Rules, Manuals, etc. Permanent

2. Registers i.EC/TOR Permanent

72

XIV. TECHNICAL

5. EXCAVATION

Sl.

No.


Main Head Sub-Head

1 2 3 4

1.

Files

i. Office Orders 5 Years or till it is valid

whichever is later

ii. Spares/Consumables/

Equipment survey-off/ Equipment

grounding orders

5 Years

iii. HEMM performance report 5 Years

Till 5 years

after

grounding of

equipment

iv. Annual performance report of

MARC machines under warranty

period

5 Years

v. Monthly burnt Oil recovery 3 Years

vi. CAG Audit reply 3 Years

vii. Equipment transfer orders Permanent

viii. Tyre/drill bit/wire rope

performance report 3 Years

73

XIV. TECHNICAL

6. ELECTRICAL AND MECHANICAL DEPARTMENT (E&M)

Sl.

No.


Main Head Sub-Head

1 2 3 4

1.

Files

i. Circulars/ Guidelines/Rules

/Manuals/ Policies Permanent

Records containing

guidelines applicable on

date proposed to be kept

continued.

ii. Office Orders


valid whichever is

later

Records containing office

orders applicable on date

proposed to be kept

continued.

iii. Parliament questions-reply 5 Years

iv. Statutory regulations Permanent

Record containing

regulations applicable on


continued.

v.DOP/ Manuals Permanent

Records containing

provisions applicable on


continued.

vi. Tender files 3 Years

In case of any dispute

arouse before closure of

contract the file is proposed

to be kept continued till

matter is resolved.

vii. Agreement with Electricity

Boards Permanent

74

XIV. TECHNICAL

7. ELECTRONICS AND TELECOMMUNICATION DEPARTMENT

(E&T)

Sl.

No.


Main Head Sub-Head

1 2 3 4

1.

Files


departments/Projects/ outside

agencies/Contractors

3 Years


Subsidiaries/Ministry 3 Years

iii. Circulars/

Guidelines/Rules/Manuals/Policies Permanent

iv. Office Orders 5 Years or till it is valid

whichever is later

v. Parliament questions-reply 3 Years

vi. DOP/ Manuals Permanent

vii. Tender files 3 Years Till closure

of useful life

2. Register

i. Tender 3 years after completion

of contract

Till closure

of useful life

ii.AMC of equipments

3 years after completion

of contract

Till closure

of useful life

75

XIV. TECHNICAL

8. FOREST

Sl.

No.


Main Head Sub-Head

1 2 3 4

1.

Files

i. Circulars/ Guidelines/Rules/

Manuals/Policies a. CIL/NCL Permanent

Records

containing

applicable on

date proposed

to be kept

continued

ii. Circulars/ Guidelines/Rules/

Manuals /Policies b. Statutory Permanent

iii. Office Orders 5 Years or till it is valid,

whichever is later

iv. Parliament questions-reply/

MOC 5 Years

v. DOP/ Manuals Permanent

vi. Bills Payment/Bill Note file 3 Years

vii. MoU with outside agencies 5 Years

viii. Diversion of forest land of

NCL mines Permanent

ix. Acts, Rules, Regulations,

Schemes, etc. Permanent

x. Plantation Record 10 Years

76

XIV. TECHNICAL

9. INDUSTRIAL ENGINEERING (IE)

Sl.

No.


Main Head Sub-Head

1 2 3 4

1. Files

i. Manpower budget 5 Years

ii. Joining/Transfer/Posting matters Permanent

iii. Productivity Improvement Scheme (PIS) 5 Years

iv. Special Incentive Scheme 2 Years

v. Capacity utilization 5 Years

vi. Capacity Assessment 5 Years

vii. Foundation Day Awards 2 Years

viii. May Day Awards 2 years

ix. Committee Reports 3 Years

x. Office Orders 5 Years or till it is valid

whichever is later

xi. Technical Reports/ Scientific Study Reports 3 Years

77

XIV. TECHNICAL

10. MATERIALS MANAGEMENT (MM)

Sl.

No.


Main Head Sub-Head

1 2 3 4

1.

Files

i. Correspondence with other departments/Projects/

outside agencies/Contractors 3 Years


Subsidiaries/Ministry

3Years

iii. Parliament questions-reply 5 Years

iv. Internal Audit reply 3 Years

v. Action Taken Report (ATR) 3 Years

vi.CAG Audit reply 5 Years

vii. Purchase Orders files 5 Years

viii. Vendor registration documents/Register 5 Years

ix. Store Receipt/Issue Voucher file 5 Years

x. Depot Agreements files 5 Years

xi. Scrap disposal files 5 Years

xii. MSME reply record 3 Years

xiii. Vendors meet record 3 Years

xiv. File on Independent External Monitors (IEM) 3 Years

xv. Circulars file Permanent

xvi. Heavy Earth Movers Machine indents 6 Years

2. Register Indent registration 3 Years

78

XIV. TECHNICAL

11. PRODUCTION

Sl.

No.


Main Head Sub-Head

1 2 3 4

1.

Files

i. Office Orders


valid, whichever is

later

ii. Delegation of Powers (DOP) Permanent

iii. Organizational chart of all cadres Permanent

iv. Files for Inter-project/ Unit 3 Years

v. List of suppliers of explosives 4 Years

vi. List of explosive records 4 Years

vii. Production Records 5 Years

viii. Technical Reports/ Scientific Study Report 5 Years

ix. Explosive Performance Report 5 Years

79

XIV. TECHNICAL

12. REHABILITATION AND RESETTLEMENT (R&R)

Sl.

No.


Main Head Sub-Head

1 2 3 4

1. Files

ii. Land Oustee Records Permanent

iii. Plot allotment at R&R site Permanent

iv. Compensation payment for land acquisition Permanent

v. Court Cases files 10 Years

vi. Land acquisition files Permanent

vii. Correspondence related to acquisition and transfer

of land Permanent

viii. Purchase/Release of land Permanent

ix. Misc. correspondence related to acquisition/release

of land Permanent

x. Revenue/Rent 10 Years

xi. Land Rates/Demonstration 10 Years

xii. Land inventory/Digitized land record Permanent

xiii. Socio-economic survey of displaced persons 10 Years

xiv. Resettlement of house oustees Permanent

xv. Master Plan Permanent

xvi. Enterprise risk management 5 Years

xvii. Encroachment of land Permanent

xviii. Transfer/leasing of land Permanent

xix. Employment to land oustees Permanent

80

XIV. TECHNICAL

13. SURVEY

Sl.

No.


Main Head Sub-Head

1 2 3 4

1.

Files

i. Office Orders


valid, whichever is

later

ii. Coal stock measurement by CIL 5 Years

iii. Coal stock measurement quarterly report 3 Years

iv. OBR Measurement departmentally Annual Report 3 Years

v.OBR Measurement departmentally Quarterly

Report 3 Years

vi.OBR Measurement outsourcing Annual Report 3 Years after

completion of contract

vii.OBR Measurement outsourcing Quarterly Report 3 Years

viii. Annual OBR measurement by CMPDI

Outsourcing Report

3 Years after


ix. Final OBR measurement by CMPDI Final 3 Years after


x. Initial, Annual and Final measurement plan of coal

roof and floor plan of CMPDI for outsourcing patches

3 Years after


xi. Quarterly plan of Projects 2 Years

xii. Bill Processing file 5 Years

xiii. Conversion factor of coal records 6 Years

xiv. National grid plan Permanent

xv. Monthly Coal exposure records 1 Year

xvi. Instrument purchased records Permanent

81

XIV. TECHNICAL

14. SYSTEM

Sl.

No.


Main Head Sub-Head

1 2 3 4

1.

Files

i. Correspondence with other departments/Projects/

outside agencies/Contractor 5 Years

ii. Office Orders 5 Years or till it is valid

whichever is later

iii. Office Note sheet file 5 Years

iv.DOP/ Manuals Permanent

v. Organizational chart of all cadres Permanent

vi. Committee Recommendation, LOA/Work orders,

Agreement Permanent

vii. Maintenance of Computers file 5 Years

viii. Procurement of Computers and consumables 10 Years

ix. EDP store file 5 Years

x. Attendance/VED sheet 1 Year

xi. Network map/Plan 10 Years

xii. Data Back-up 10 Years

82

Part-XV

VIGILANCE


1. CDA Rules,1978 83 2. Employees Service Rules 83 3. Complaints 83 4. Disciplinary proceedings 83-84 5. Prosecutions 84 6. Appeals 84 7. Petitions 84

8. Court Cases/Arbitrations/Inquiry/Audit 84 9. Employment of dependents in private firms/foreign missions in India 85 10. Participation in Politics 85 11. Radio broadcast, contribution of articles, editing or managing of newspapers, publications 85 12. Evidence before committee of enquiry 85 13. Subscriptions 85 14. Gifts 85 15. Private trade or employment 85 16. Movable/immovable property 85 17. Vigilance Administration 85-86 18. Higher studies 86 19. Membership of Territorial Army, Auxiliary Air Force and Naval Reserve 86

20. Proactive Vigilance 86

21. Vigilance Day/ Week/Month 86

83

PART-XV

VIGILANCE

Sl.

No.


Main Head Sub-Head

1 2 3 4

1. CDA Rules, 1978

i. General notifications

Permanent

ii. Schedule regarding appointing Authority,

Disciplinary Authority and Appellate Authority

iii. Charge sheets, documentary evidence, Inquiry

Officer, Examination of witnesses and show-cause

notices

iv. Penalties

v. Consultation with CVC

vi. Appeals and Petitions

vii. Suspension and Subsistence Allowance

2. Employees Service Rules The Industrial Employment (Standing Orders) Central

Rules, 1947 Permanent

3. Complaints

i. Against Executives

5 years

ii. Against Non-Executives

iii. Anonymous

iv. Pseudonymous

4.

Disciplinary proceedings i. Against Executives (a) Resulting in imposition

of penalties: 3 years after the final disposal of appeal or final judgment under the normal course of Law or till the prescribed retention period whichever is later

(b) Resulting in exoneration

of the accused officials with

or without warning: 3 years

ii. Against Non-Executives

84

after the final disposal of

appeal or final judgment

under the normal course of

law or till the prescribed

retention period whichever is

later

5. Prosecutions

i. Executives (a) Resulting in imposition

of penalties: 3 years after the final disposal of appeal or final judgment under the normal course of Law or till the prescribed retention period whichever is later

(b) Resulting in exoneration

of the accused officials with

or without warning: 3 years

after the final disposal of

appeal or final judgment

under the normal course of

law or till the prescribed

retention period whichever

is later

ii. Non-Executives

6. Appeals i. By Executives 3 years or till the prescribed


is later

ii. By Non-Executives

7. Petitions i. By Executives 3 years or till the prescribed


is later


8. Court Cases

/Arbitrations/Inquiry/Audit

i. By Executives 3 years after final

clearance from

Arbitration, Litigation,

Enquiry or Audit as the

case may be or till the

prescribed retention period,

whichever is later


85

9.

Employment of dependents

in private firms/foreign

missions in India

i. Intimation

ii. Sanction 5 years

10. Participation in politics Intimation 5 years

11.

Radio broadcasts,

contribution of

articles editing or

managing of

newspapers, publications

Sanction 5 years

12. Evidence before

Committee of Enquiry Sanction 5 years

13. Subscriptions Sanction 5 years

14. Gifts Intimation 5 years

15. Private trade employment Sanction 5 years

16. Moveable/Immovable

property

i. Property Returns (general aspects) Permanent

ii. Returns of Executives 8 years

iii. Returns of Non-Executives 8 years

iv. Intimation 5 years

v. Sanction 5 years

17. Vigilance Administration

i. General aspects

Permanent

ii. Acts, Rules, Manuals, etc.

iii. Vigilance set-up

iv. Meetings 8 years

v. Appointment of CVO 10 years

vi. List of officers of doubtful integrity 10 years

vii. a. Cases of difference of opinion with Central

Vigilance Commission

b. Cases of difference of opinion with other

Constitutional Bodies

10 years

viii. Granting of vigilance clearance in respect of 5 years

86

different classes of officers and the staff

ix. Annual Reports of CVC 5 years

18. Higher studies


ii. Permissions

5 years or 1 year after

completion of study

whichever is later

19.

Membership of Territorial

Army, Auxiliary Air force

and Naval Reserve


ii. Permissions

3 years or 1 year after the

official has ceased to be a

member of such organization

whichever is later

20. Proactive Vigilance Measures 5 years

21. Vigilance Day/

Week/Month Celebrations 5 years

87

PART-XVI

COMMON OFFICE SERVICES FOR HEADQUARTERS OFFICE, PROJECTS AND

SERVICE UNITS


1. RTI 88

2. Leave 88

3. Raj Bhasha Kaksha 88

4. Car Logbook 88

5. Stock Register 88

6. Registers 88

88

Part- XVI

Common Office Services for Headquarters Office, Projects and Service Units

Sl.

No.


Main Head Sub-Head

1 2 3 4

1. RTI Applications and replies 3 Years

2. Leave Applications for casual leave 1 Year

3. Raj Bhasha Kaksha Correspondence 3 Years

4. Car Logbook Car Logbook Register

3 Years or one year

after completion of

Audit whichever is

later

5. Stock register Stock register

3 Years or one year

after completion of

Audit and settlement of

Audit objections

whichever is later

6. Registers

i. Receipt 2 Years

ii. Dispatch 2 Years

iii. Attendance 1 Year

iv. Leave 1 year after completion

of Audit

v. Peon Book-Receipt 2 Years

vi. Peon Book-Dispatch 2 Years

vii. OT/Sunday/ Holiday deployment 2 Years

89

PART-XVII

COMMON RECORDS FOR PROJECTS AND SERVICE UNITS

Sl. No. Particulars Page No. 1. Files 90-92 2. Register 92-93 3. Electronic Documents 93

90

XVII. Common Records for Projects and Service Units

Sl.

No.

Description of record

Main Head Sub-Head Retention period Remarks

1 2 3 4

1.

Files

i. Circulars/ Guidelines/Rules/Manuals/Policies Permanent

ii. Shift Production/ Dispatch/Maintenance

Reports 3 Years

iii. Office Orders


valid whichever is

later

iv. Production Record/Form Permanent

v. Man Power budget 3 Years

vi. Appraisal Records of Non Executives

5 Years after

assessment year

vii. Personal files of Non-executives Permanent

viii. Internal Training records of Non-executives 5 Years

ix. Welfare and sports related matters 3 Years

x. Contract labour related matters 3 Years

xi. Company housing related matters Permanent

xii. Guest house/Room allotment/Booking Note 2 Years

xiii. Joining/Transfer/Posting Record Permanent

xiv. Court cases/Legal matters 3 Years 3 year after final

disposal of cases

91

xv. Tenders 3 Years

3 years after completion

of project if there is no

dispute

xvi. Internal Enquiry related matters 5 Years

xvii. Check off System related matters 2 Years

xviii. CMPF files/CMPF Loan/CMPF Refundable Permanent

xix. Contractor / Misc. bill files (Wage

verification, etc.) 5 Years

xx. IR – ATR/ Report 3 Years

xxi. Contractor related matters 3 Years

xxii. Year Wise DPC Assessment sheet of Non

Executives 5 Years

xxiii. Leave records Permanent

xxiv. Leave Applications 1 year

xxv. Pay fixation orders/Pay revision matters Permanent

xxvi. LTC/LLTC orders/Records 5 years

xxvii. Nomination of employees for PF & Gratuity Permanent

xxviii. Declaration of dependents for LTC/LLTC

& Medical facilities Permanent

xxix. Sanction of EL encashment 1 Year

xxx. Internal Transfers of Non Executives Permanent

xxxi. Minutes of Meetings 2 Years

xxxii. Grievances/Nirakaran Cell/ CPGRAMS

related record flie 3 Years

xxxiii. CSR Proposals 3 years

92

xxxiv. Maintenance records Permanent

xxxv. Breakdown Reports Permanent

xxxvi. Equipment Monthly Performance reports 3 Years

xxxvii. Yearly Returns Permanent

xxxviii. Accident data Permanent

xxxix. Annual Action Plan 3 Years

xl. Coal despatch reports/Bills Permanent

xlii. Equipment Productivity Reports Permanent

xliii. LMV Records Permanent

xliv. LMV Maintenance Data Permanent

xlv. Annual Maintenance Plan 3 Years

xlvi. Forest clearance Permanent

xlvii. Environment clearance Permanent

xlviii. ETP/STP data 5 Years

xlix. Water test reports 5 Years

l. Land Records Permanent

li. Land Oustee Records Permanent

lii. Plot allotment at R&R site Permanent

liii. Compensation payment for land acquistion Permanent

liv. Court Cases files 3 Years 3 years after final

disposal of cases

lv. All financial documents ( Vouchers, bills,

Form-16, Salary Slip etc.) 8 Years

As per the Companies

Act-2013

lvi. Civil Designs Permanent

lvii. Monsoon Preparation Plan 10 Years

lviii. Purchase Order files 5 Years

2.

Registers

i. Leave Record Permanent

ii. Attendance 1 Year

iii. Receipt 3 Years

93

iv. Dispatch Register 3 Years

v. Note sheet Receipt 3 Years

vi. OT(Over Time)/Sunday/ Holiday deployment 2 Years

vii. Minutes of Meeting 3 Years

viii. Vendors registration documents Permanent

ix. Store Receipt 10 Years

x. Store Issue 10 Years

xi. Inventory 10 Years

3. Electronic

Documents

i. Electronic Mails 2 years Except of Permanent

Nature

ii. PDF files 8 years

iii. Texts/ Formatted files-All Word/Excl/

Powerpoint files 1 year

iv. Web Page files 5 years

94

PART-XVIII

CMD’s SECRETARIAT Sl.

No.


period

Remarks

Main Head Sub-Head

1 2 3 4

1. Files i. Board level appointments 5 years

ii. Board matters 8 years

iii. CMPDI 5 years

iv. CVC Guidelines 8 years

v. CIL Board 6 years

vi. CIL Circulars 6 years

vii. CMD meet 8 years

viii. Complaint file 3 years

ix. Correspondence with State Govt. 5 years

x. D.G.M.S. 6 years

xi. D.O. letter to Secretary (Coal) 5 years

xii. Delegation of Powers 5 years

xiii. Environment/ Forest 5 years

xiv. FD meeting 6 years

xv. General 5 years

95

xvi. Government Guidelines Permanent

xvii. HEMM 5 years

xviii. Land and Revenue Permanent

xix. M.O.U. Permanent

xx. Material Management 5 yeras

xxi. Ministry of Coal Permanent

xxii. Miscellaneous correspondence 4 years

xxiii. Monthly Coordination meeting 5 years

xxiv. NTPC 6 years

xxv. Parliamentary Standing Committee on Coal

and Steel

Permanent

xxvi. Performance Appraisal Reports Permanent

xxvii. Performance Review meeting by Ministry 8 years

xxviii. Personnel 5 years

xxix. Production 5 years

xxx. RTI/ Rajbhasha kaksha 5 years

xxxi. Sales and Marketing 5 years

xxxii. Vigilance 5 years

xxxiii. VIP Reference 5 years

96

PART-XIX

RECORDS IN ELECTRONIC MODE

Sl.

No.


Main Head Sub-Head

1 2 3 4

1. Electronic

Documents

i. Electronic Mails 2 years

Except of permanent

nature

ii. PDF files 8 years

iii. Texts/ Formatted files-All Word/Excel/Powerpoint

files 5 years

iv. Web Page files 5 years

97

APPENDIX-1

(Ref. to Para No. 10 (g) of Definitions chapter)

Northern Coalfields Limited, Singrauli-486889

Record Destruction Certificate

Name of the Department/Section/Project/Service Unit: _____________________________________

“Name of the record/document/file: ____________________________________________________

Page Nos. _____________________from _________________to_____________________________

Date______________________from______________________to_____________________________

This is to certify that the above mentioned record/document/file/ was destroyed on

____/_____/20___ by shredding/other than by shredding/other means_______________ in the presence of the

Record Destruction Committee.”

Place: Records Officer: 1

Date: (Name and designation)

Time: 2

(Name and designation)

3

(Name and designation)