What is the Preservation Period of Postal Records?

Postal records must be removed from post offices after a specific preservation period. What is the preservation period of postal records?

If your answer is no then this post is for you. Here you will get preservation period of postal records for RMS, post offices, branch post offices, HO, and SO.

Every post office has to follow these guidelines before weeding out the old record.

Preservation period of Postal Records

Find the below list that contains the preservation period for each and every document used in Head Post Office, Sub Post Office, Branch Post Office, RMS Office, Head Record Office, Sub Record Office, etc.

Preservation Period of Head Post Office and Sub Post Office records

01. Mail and Sorting Record

(See also Misc 1.17) (Rule 25 of Postal Manual Volume VI Part I)

• Mail Lists received and despatched- 2 years
• All records of mail department except those mentioned in item 1 above and elsewhere in
• this part- 1 year 

02. Franking Machine Records

(DG Posts Lr No.53-2/86-PMR dt.18/02/1986)

• Register to be maintained by the counter PA operating Multi Value Franking Machine (FM.1)- 3 years from the date of last entry
• List of Licences of Franking Machines authorised to post their articles - to be maintained in the post offices (FM.3)- 2 years after expiry of validity date of licence
• Franking Machine Record Book (to be maintained by the Main PO and the licensee) (FM.4)- 2 years after expiry of validity date of licence
• Franking Machine Ledger to be maintained in the Main Post Office (FM.5)- 2 years after expiry of validity date of licence
• Licence for Franking Machine (FM.7) - 2 years after expiry of validity date of licence
• Franking Machine Window Ticket (FM.8) - 2 years after expiry of validity date of licence
• Register sho wing payment of advance rentals and postage in respect of hired Franking
• Machines (FM.16)- 2 years after expiry of validity date of licence
• Franking Machine Register regarding postings (to be maintained by licensee) (FM.10)- 3 years from the date of last entry in the register
• Despatch slips (to accompany each consignment for franked postal articles tendered for despatch) (FM.11)- 2 years
• Franking Machine daily docket (FM.12) 2 years
• Register showing particulars of repairs made in the Franking Machines (to be maintained by the PMRO) (FM.17)- 2 years
• Application for renewal of licence for hired Franking Machines (FM.14)- 2 years after expiry of
• validity date of licence
• List of Licences of hired Franking Machines authorised to post their articles (to be maintained in the post offices) (FM.15)- 2 years after expiry of validity date of licence

03. Delivery Record

(Part II of Annexure 'A' of Appendix 5 of P&T FHB Volume I)

• Deposit Account- 18 months
• Letter Postage account- 18 months

04. Registration and Parcel

(Rule 25 of Postal Manual Volume VI Part I)

• Memos or admission of delivery obtained from the addressees in cases where inward foreign parcel receipts are not forthcoming-  1-1½ years
• Inward foreign parcel receipts obtained from the Director of Accounts (Postal) for purposes of enquiry- 1 - 1½ years after completion of enquiry
• Register of customs duty realised on postal parcels and letters- 1 - 1½ years
• Inward foreign parcel bills 1 - 1½ years
• Register of letter mail articles detained for customs examination- 1 - 1½ years after the items under detention are finally disposed off
• Register of refunds and write back of customs duty allowed on postal parcels and letters- 1 - 1½ years after the items assessed for the customs duty are finally disposed off
• Statement showing details of inward duty prepaid parcels and the amount claimed in the UK General Account- 3 years
• Schedule of customs duty and other charges realised in cash on inward foreign parcels and letter mail articles- 1 - 1½ years
• Parcel receipts and assessment memos relating to inward foreign parcels and letter mail articles- 1 - 1½ years
• Schedule of cash refunds of customs duty and postal fee- 1 - 1½ years after the items assessed to the customs duty are finally disposed off
• Registered lists received and despatched- 2 years
• Parcel lists received and despatched- 2 years
• Receipts for inward foreign registered articles of the letter mail and for inward foreign parcels on which no customs duty is charged- 1 - 1½ years
• All records of registration department except those mentioned in item 11 above and elsewhere in this part- 1 year
• All records of Parcel department except those mentioned in item 12 above and elsewhere in this part- 1 year
• Duplicate copies of the lists of parcel receipts returned to the Director of Accounts (Postal) and to offices of Exchange- 1 - 1½ years

(Note: In the case of an article of the foreign post under dispute regarding which an enquiry is in progress, the records pertaining to it should be kept until the matter has been settled even if the prescribed period is exceeded)

05. Speed Post

(Directorate Letter No. 32/121/99-BDD dated 26.04.2002)

• Customer Receipt Book- 6 months
• BNPL Booking Journal- 1 Month
• Speed Post Manifest- 6 months
• Speed Post Abstract- 6 months
• Speed Post Delivery Bill- 6 months
• Speed Post Mail List- 6 months
• Speed Post Money Order List- 1 Year
• Speed Post Delivery List- 6 months
• Speed Post Special Delivery List- 6 months
• Speed Post Coord. Report- 6 months
• Speed Post Intimation Slip- 6 months
• List of transactions of booking of Speed Post articles- 1 Year
• Speed Post Ledger for BNPL- Permanent
• Speed Post Bill for BNPL- 1 Year
• Register of Cheques sent for Clearance 1 Year
• Speed Post Inland Complaint File- 3 months after closure of the case
• Speed Post International Complaints- 3 months after closure of the case

06. Money Order

(Part II of Annexure A of Appendix 5 of P&T FHB Volume I)

• Journals (lists) of money orders issued (Head Office and Sub Office (MO.2)- 18 months
• Register of Money Orders received for payment (MO.3)- 18 months
• List of Money Orders Paid (Head Office and Sub Office (MO.4)- 18 months
• Compilation of Money Orders Paid (MO.23)- 18 months
• Books of money order receipts (Head Office and Sub Office) (MO.1)- 2 years
• Compilation of daily totals of money orders issued in sub offices- 18 months
• Postman's money orders paid books (MS.27)- 18 months
• Files of cases containing paid money orders received from Postal Account Office- Files for 1 year and paid orders for 2 years
• Records relating to inward/outward foreign money orders in exchange offices- 3 years
• Counterfoils of used RMO cheque books- 5 years from the date of last cheque drawn in the book
• Counterfoils of pay order- 3 years from the date of issue of last pay order

07. Indian Postal Orders

(Part II of Annexure 'A' of Appendix 5 of P&T FHB Volume I)

• List and Journals of Indian Postal Orders sold- 18 months
• List of Indian Postal Orders paid- 18 months
• Register of Indian Postal Orders in stock- 18 months

07. Treasury/Cash

(Part II of Annexure 'A' of Appendix 5 of P&T FHB Volume I), (Appendix 5 of P&T FHB Volume I), (Rule 8 of FHB Volume I), (Part I of Annexure 'A' of Appendix 5 of P&T FHB Volume I)

• 1 Treasurer's Cash Book 10 years
• 2 Treasury Passbook 10 years
• 3 Treasury Vouchers 3 years
• 4 Treasury receipts 3 years
• 5 Cash Book (TR.4) 10 years
• 6 Register of cheques received and cleared
• (ACG 28)
• 5 years from the date of last
• entry in the register
• 7 Register of cheque/receipt books 5 years from the date of last
• entry in the register
• 8 Counterfoils of used cheque book/receipt
• books
• 5 years from the date of last
• cheque drawn/receipt issued
• from the book
• 17
• 9 Money receipts (ACG 67) 5 years from the date of last
• cheque drawn/receipt issued
• from the book
• 10 Cash Book maintained by drawing and
• disbursing officers
• 10 years

08. Sub Accounts

(Part II of Annexure 'A' of Appendix 5 of P&T FHB Volume I)

•  Head Office Summary- 3 years
• 2 Sub Office daily accounts- 18 months
• 3 Branch office daily accounts- 2 years
• 4 Sub office summaries- 18 months
• 5 Branch Office summaries- 18 months
• 6 Sub Office slips- 18 months
• 7 Branch Office Slips- 2 years
• 8 Sub Office Accounts- 3 years
• 9 Branch Office Accounts- 3 years
• 10 Treasurers Cash Book- 10 years

Note : The period of preservation mentioned below is in terms of complete account

year(s)

09. Accounts

(DG 62-37/86 dt.25/06/87), (Part II of Annexure 'A' of Appendix 5 of P&T FHB Volume I)

• Head Office Cash Book- 3 years
• Contingent Bills (copies)- 3 years
• Schedule of receipts and payments (copies)- 3 years
• Memo of disbursement of pay and allowances with receipts for money paid by the Postmaster- 3 years or 1 year after the completion of audit whichever is later (i.e. maximum 3 to 6 years)
• Runner's appointment certificates Permanent
• Remittance advice and acknowledgement- 18 months
• Daily lists of telephone revenue collections- 2 years
• Monthly statements of fluctuating charges in form A- 1 year
• Counterfoils of pay orders 3- years from the date of issue of last pay order
• Register of refunds (ACG 27)- 5 years
• Objection statements and retrenchment memoranda- 3 years
• Receipts for money paid (other than those filed with the acquittance rolls)- 3 years
• Register of losses, recoverable advances and retrenchments- 4 years
• Letter of authority for payment to another person or agent- 35 years
• Inspection reports from the Audit Office/Accounts Office- 1 year after the next inspection provided all the items have been settled
• Correspondence relating to sanctions and revision of establishments etc- 3 years (in the case of Post Offices and Railway Mail Service Offices to be destroyed as soon as a new revision is sanctioned)
• Register of Security Deposits or Bonds- 10 years
• Correspondence relating to losses, defalcations etc- 18 months after final orders have been passed (one yearin the case of Post Offices and Railway Mail Service Offices)
• Papers relating to grant of advances of pay, travelling allowances, purchase of motor cars
• etc- 3 years
• Last pay certificates- 3 years
• Renewal of sanctions to temporary establishment- 3 years
• Register of Budget grants- 5 years
• Correspondence relating to fund deduction etc- 1 year
• Receipts and invoices with the exception of those under dispute- 3 years
• Demands for Licence Fee, etc on departmental buildings- 3 years
• Gazetted Officer's Pay Slips- 1 year
• Charge Reports (office copies)- 1 year
• Register showing the name, designation, pay etc of Gazetted Officers drawing pay from a disbursing office- 5 years
• General Provident Fund record relating to GPF Membership- 1 year
• General Provident Fund record relating to nomination- 1 year subject to (a) Original nomination being placed in Volume II of the Service Book of Group D Government servant and (b) Nomination in original or an authenticated copy thereof being placed in Volume II of the Service Book/Personal File in case of other Government servant
• Records relating to adjustment of missing credits in GPF accounts- 1 year
• Records relating to financing of insurance policies from GPF accounts- 1 year subject to an authenticated copy of the sanction being placed on the personal file.
• Records relating to final withdrawal from GPF, eg for house building, higher technical education of children etc- 1 year
• GPF annual statements- 1 year
• Grain compensation and overtime allowance etc, Bills- 6 years
• Service Rolls- 5 years after death, resignation, discharge or retirement whichever is earlier
• Register of Sanctioned Establishment- At the end of one year after new one has been prepared
• Register for maintaining particulars of accounts records destroyed- Permanent
• 39 Contingent Sub Vouchers 3 years
• 40 Bills for reimbursement of medical charges 6 years
• 41 Register of cheque/receipt books 5 years from the date of last
• entry in the register
• 42 Register of Destruction of records Permanent
• 42(a) Loan Register 10 years
• 43 Register of Files/Vouchers/Registers
• a) Transferred to Departmental recording
• Wing i.e. old records room of the
• Department/Office
• 25 years
• b) Transferred to National Archives Permanent
• 44 File Index Register 10 years
• (Part I of Annexure 'A' of Appendix 5 of P&T FHB Volume I and Appendix 13 of
• General Financial Rules)
• 45 Annual establishment return (Book of
• Establishment)
• 35 years
• 46 Expenditure sanctions not covered by
• paragraph 11 on page 27 including sanctions
• relating to grants-in-aid
• 3 years or one year after
• completion of audit,
• whichever is later
• 20
• 47 Arrear claims (including sanction for
• investigation, where necessary)
• 3 years or one year after
• completion of audit,
• whichever is later
• 48 Records relating to contingent expenditure 3 years or one year after
• completion of audit,
• whichever is later
• 49 Budget estimates/revised estimates of an
• office
• 3 years
• 50 Travelling allowance bills and Acquittance
• Rolls relating thereto
• 3 years
• 51 Service Book (including leave account) 3 years after
• death/retirement or date of
• final sanction of pension,
• whichever is later
• 52 Invalid Pension Till the youngest
• son/daughter attains the
• majority or five years,
• whichever is later
• 53 Family Pension Till the youngest
• son/daughter attains the
• majority or five years,
• whichever is later
• 54 Other pensions Till the youngest
• son/daughter attains the
• majority or five years,
• whichever is later
• 55 Life Certificate and Certificate of
• unemployment obtained from pensioners who
• are paid their pensions by money orders
• 5 years
• 56 Money order receipts and acknowledgements
• of pensioners
• 5 years
• 57 Statement of monthly progressive
• expenditure and correspondence relating to
• discrepancy in figures
• 2 years
• 58 Pay Bill Register 35 years
• 59 Office copies of establishment pay bills and
• related schedules (in cases where pay bill
• register is not maintained)
• 35 years
• 60 Schedules to establishment pay bills for the
• period for which Pay Bill Register is
• maintained
• 3 years or one year after
• completion of audit,
• whichever is later
• 61 Acquittance Rolls of pay and allowances
• (other than travelling allowances)
• 3 years or one year after
• completion of audit,
• whichever is later
• 62 Bill Register maintained in Form TR.28-A 5 years
• 21
• 63 Bill of charges for conveyance of mails, etc
• and payees' receipts for money paid (other
• than those filed with establishment pay bills)
• 6 years
• 64 Muster rolls and Register of muster rolls 5 years
• Note 1 : Before any pay bills are destroyed the periods of temporary and officiating
• services, as recorded in the service books of the Government servant concerned
• should be verified by the Head of the Office from the pay bills and the fact of such
• verification should be recorded under proper attestation in the service books.
• Note 2 : The acquittance rolls of Gramin Dak Sevaks should be preserved for 45
• years for the purpose of verification of their services.
• Note 3 : Receipts for money paid filed along with the acquittance rolls should be
• preserved for the period prescribed for the relevant acquittance rolls.
• Note 4(Appendix 5 of P&T FHB Volume I)
• 65 Schedule of customs duty and other charges
• realised in cash on inward foreign parcels and
• letter mail articles
• 1 - 1½ years
• 66 Schedules of cash refunds of customs duty
• and postal fee
• 1 - 1½ years after the items
• assessed to the customs
• duty are finally disposed off
• 22

Savings Bank

1 SB Ledgers in HO To be destroyed forthwith by Postmasters after ensuring that all the accounts in the

ledger have been closed, transferred or recopies and after obtaining certificate from the Postal Account Office that all the discrepant items of ledger have been settled. The folios pertaining to silent accounts will be extracted and kept separately in a serial order of accounts in convenient folders duly stitched and their particulars entered in a special register

2 Ledger cards of closed and transferred

accounts and used up ledger cards

6 years provided the ledger

agreement work has been

completed

3 Sub Office SB Journals To be destroyed by Sub

Postmasters after ensuring

that the SB ledgers have

been prepared in respect of

all accounts standing in the

books of a sub office

4 SO SB Ledgers 6 years after all the

accounts have been closed,

transferred or recopies

5 SO CTD journals of 5 year accounts 6 years from the date of last

entry

6 SO CTD journals of 10 year accounts 12 years from the date of

last entry

7 SO CTD journals of 15 year accounts 18 years from the date of

last entry

8 SO journals of RD accounts of 5 years 6 years from the date of last

entry

9 SO journals of FD accounts of 5 years 6 years from the date of last

entry

10 SO journals of TD accounts 1 to 5 years 6 years from the date of last

entry for 3 and 5 year

accounts and 3 years from

the date of last entry for 1

and 2 year accounts

23

11 Specimen signature books - HO To be destroyed forthwith by

Postmaster after ensuring

that the application forms

pertaining to all accounts

pending in the books have

been prepared

12 Specimen signature books - SO 5 years after all the

accounts featuring in the

books have been closed or

transferred

13 Guard books containing letters pledging

deposits in the PO security deposit accounts

Letter of pledge may be

retained for two years after

the pledge has either been

released or the account has

been closed

14 Register of undeliverable passbooks 2 years after all the pass

books entered in the register

have been transferred to

SBCO

15 Special error book maintained in the SB

Branch

3 years

16 Books of preliminary savings bank receipts 3 years from the date of

issue of last receipt

17 Monthly statistical registers 3 years

18 List of silent accounts received from the

SBCO by the sub offices

Permanent

19 Guard books containing depositor's

applications for duplicate passbooks

6 years

20 List of withdrawals of Rs.2,500/- or more at

branch offices and single handed sub offices

with verification reports

1 year

21 Stock register of passbooks 18 months

22 Interest payment orders received from

Director of Postal Accounts Calcutta

3 years

23 Authority for operating a public account Till the closure of the

account

24 Government Security Holder's Rolls So long as the securities

remain in custody

25 Authority recognising the guardian of a minor

depositor

26 Index to Ledger Cards 6 years after all the

accounts in the index have

been closed or transferred

27 Ledger Cards of silent accounts and ledger

folio of silent accounts extracted

Permanent

28 Guard file containing applications for local

transfer of accounts

2 years

24

29 Register of nomination of SB accounts 5 years after all the

accounts finding place in the

register and the guard book

containing applications are

closed/settled

30 Guard book containing applications for

nomination of SB accounts and applications

for cancellation and variation of nomination

5 years after all the

accounts finding place in the

register and the guard book

containing applications are

closed/settled

31 Index to preliminary receipts (MS.15) 2 years

32 SB slip (SB.27) 18 months

33 Duplicate copies of Advice of Transfer (SB.9

or SB.9a)

2 years after obtaining from

the Pairing Office a

certificate that no item is

outstanding as unpaired

34 Register of inward and outward advices of

transfer

2 years

35 SB voucher list (SB.22) 2 years

36 Register of rectification of SB interest 3 years

37 Objection register (SB.61) 2 years after all the

objections have been settled

38 Register showing the number of SB

passbooks received for entry of interest

2 years

39 Duplicate copies of preliminary receipts

(SB.26) received from the branch offices and

kept in the account office

18 months

40 Register of deceased depositor's claim cases

including files and records

3 years after the accounts

are closed except where

withdrawals are allowed on

an indemnity bond, in which

case the papers are to be

preserved for six years after

the accounts are closed

41 Duplicate copies of credit/debit SB transfer

journals

2 years after obtaining from

Pairing Office a certificate

that no item is outstanding

as unpaired

42 Register of discontinued CTD accounts

revived

2 years after the revival of

last entry

43 Register containing photographs and other

particulars of depositors

3 years after the accounts in

the register have been

closed or transferred

44 Register of collection cheques 2 years

45 Stock register of SB cheque books 2 years

46 Register of returned cheques 2 years

25

47 Register of sanctions issued to Branch

Offices and ED Sub Offices in respect of

withdrawals exceeding the powers of

BPMs/EDSPMs

2 years

48 Guard file containing applications for

conversion of CTD accounts from one type to

another

1 year

49 Guard book containing letters of authority

from illiterate or blind depositors for operating

the accounts through agents

2 years after all the

accounts in the guard book

have been closed or

transferred

50 Guard book containing Court orders

regarding guardianship of minors

2 years after accounts in the

guard book have been

closed or transferred

51 Guard book containing sanctions for opening

Provident Fund accounts

2 years after accounts in the

guard book have been

closed or transferred

52 Guard book containing powers of attorney 2 years after accounts in the

guard book have been

closed or transferred

53 Guard book containing applications for the

issue of new SB passbooks in lieu of spoilt

ones

3 years

54 List of "Will Follow" interest accounts 2 years

55 Guard book containing applications for

change in the name of SB depositors

2 years after the accounts

are closed

56 Guard book containing letter of authority of

SB depositors on active service

2 years after the accounts

are closed

57 Guard book containing Court attachment

orders of SB deposits

2 years after the accounts

are closed

58 Guard book containing applications of

depositors for issue of SB cheque books

2 years after the accounts

are closed

59 Guard book containing copies of lists of

collection cheques on outstation branches

2 years following the

financial year to which the

guard book belongs. Where

the guard book stretches

beyond a financial year, it

will be preserved for 2 years

following the last of the

years to which the guard

book belongs

60 Guard book containing copies of lists of

collection cheques on local branches

-do-

61 Guard book containing copies of lists of

collection cheques received from outstation

for collection

-do-

62 Receipt book for passbooks (SB.28) 2 years

26

63 List of documents 2 years

64 Long Books 2 years

65 Guard book containing applications of

depositors for revival of silent accounts

5 years (Rule 81 of POSB

Manual Vol I)

66 Error book maintained in connection with the

deposit by automatic transfer from SB

account to CTD/RD account of the depositor

5 years

67 Guard file containing applications for the

grant of certificate of deposits made in CTD

accounts

1 year

68 Nominal roll kept in SB/SC branch 10 years

69 Guard book containing monthly schedule of

CTD/RD accounts under Pay Roll Savings

Scheme in Sub Offices

Same period as prescribed

for SO CTD/RD journals

(Appendix III of Post Office Savings Bank Manual I)

1.13 Savings Certificates

Application for purchase or transfer of

certificates (NC 69 or NC 71) DG Posts Lr

No.30-47/84-8B III dt.25/01/90

Six years after encashment

of certificate on

maturity/date of discharge of

certificates

1 Application for Nomination (NC.51) or

cancellation or variation of nomination

(NC.53) of Post Office Savings Certificates

5 years plus the prescribed

period of maturity or

extended maturity (if the

certificates are allowed to be

retained beyond maturity)

from the date of discharge of

the certificate

2 Register of Nominations (NC.52) of Post

Office Savings Certificates

5 years plus the prescribed

period of maturity or

extended maturity (if the

certificates are allowed to be

retained beyond maturity)

from the date of discharge of

the certificate

3 Yearly list of unsold Post Office Savings

Certificates

The list should be destroyed

after obtaining from the

Postal Accounts Office

certificate of settlement of all

the discrepant items relating

to that year or after 2 years

whichever is later

4 Yearly list of Unclaimed Post Office Savings

Certificates

3 years

5 Preliminary receipts NC 4(a) issued for Post

Office Savings Certificates

3 years

27

6 Preliminary receipts NC 11 issued for Post

Office Savings Certificates

3 years

7 Identity slips (counter foils) of Post Office

Savings Certificates

18 months after the

discharge of the certificates

8 Voucher List (NC.31 (a) of Post Office

Savings Certificates

18 months provided no

objections are pending

settlement regarding non

receipt of any returns in the

Postal Accounts Office

9 Daily summary of payment of Defence

Deposit Certificates

18 months

10 Guard Book containing applications for Gift

Coupons (NC.40)

3 years after the Gift

Coupons are discharged

11 Receipts issued for amounts for purchase of

Units of the Unit Trust of India

18 months

12 Special error book relating to Savings

Certificates

3 years

13 Monthly statistical registers 3 years

14 Bonds of Indemnity obtained in connection

with the issue of duplicate certificates under

Rule 20 of the PO Savings Certificates Rules

1960 *

(i) 5 year NSCs : 23 years

from the date of issue

(ii) 7 year NSCs : 18 years

from the date of issue

* From Item 14 it is apparent that the indemnity bonds are to be preserved for a

period of 6 years after the period of maturity and extended period of maturity, if any

(iii) 12 year NSCs : 23 years

from the date of issue

(iv) 10 year NPCs : 21 years

from the date of issue

(i) 12 year NPSCs : 23 years

from the date of issue

15 Journals of certificates issued and discharged 18 months

16 Monthly summaries of certificates issued and

discharged

18 months

17 Stock register of certificates 10 years after a new register

is opened and the

Postmaster has initialled the

carried forward entries

18 Invoices of Certificates 3 years

19 Applications for purchase of transfer of

certificates in lieu of which duplicate

certificates have been issued

For a period of 6 years plus

the period of maturity or

extended maturity, if any,

from the date of discharge of

certificates

28

20 Applications for purchase of transfer of

certificates in lieu of which duplicate

certificates have been issued

For a period of 6 years plus

the prescribed period of

maturity or extended

maturity (if the certificates

are allowed to be retained

beyond maturity) from the

date of discharge of

certificates

21 Sub Office and Head Office journals of

certificates issued through Authorised Agents

(NC.47 and NC.48)

18 months *

22 Ledger for payment of commission to

Authorised Agents (NC.49)

3 years* from the date of

payment of commission

23 Authorised Agents Bills for commission

earned (NC.50)

3 years* from the date of

payment of commission

24 Schedule of commission paid to Authorised

Agents

3 years

25 Partially used up Authorised Agents Receipt

books

3 years

26 Nominal Roll kept in SB and Savings

Certificates Branches

10 years

27 Monthly Statement of stock position of

Certificates sent by the Sub Office to Head

Office

3 years

* Records mentioned at Serial Number 21 to 24 should not be destroyed, in case,

where the commission has not been paid

28 Unclaimed savings certificates kept in the

custody of Postal Accounts Office

30 years from the date of

maturity

29 Register of Sale of Gift Coupons 18 months after the Gift

Coupons are discharged

30 List of Gift Coupons sold during the month 18 months

31 Claims to postal certificates of deceased

holders (all relevant material including files,

registers and records)

Three years after payment is

made except where

payment is made on

indemnity bond in which

case the papers together

with the bond should be

preserved for six years after

the month in which payment

is made

(Appendix VII of Post Office Savings Bank Manual Volume II read with DG Posts

Letter No.30-47/84-SB dt.03/12/87 and No.30-47/84-SB dt.04/07/88 and 23/08/88)

29

1.14 Record Keeping for Savings Bank/Certificates

1 All long books and List of Transactions either

available in hard copy or in soft copy

5 years

2 All ledger cards or account details either

available in hard or soft copy, Account

Opening Forms with CDD/KYC documents

and SS Books

5 years after closure of the

account

3 All account closure vouchers 5 years from the date of

closure of accounts

4 All purchase application forms along with

KYC/CDD documents

5 years after discharge of

certificates

(Master Circular No.1 on Anti Money Laundering (AML) /Combating of Financing

Terrorism (CFT) AML/CFT issued vide SB Order 14/2012 and amended vide SB

Order No. 8/2013.)

1.15 Telephones

1 Daily lists of telephone revenue collections 2 years

(Part II of Annexure 'A' of Appendix 5 of P&T FHB Volume I)

2 Counter foils of receipts in form Eng 8 for

collection of Telephone Revenue

1 year

3 Counter foils of receipts in form Eng 9 for

collection of Telephone Revenue

2 years in respect of

departmental connections

without involving guarantee

and for those relating to

guaranteed connections will

those connections are given

up or the guarantee is

terminated

(Part I of Annexure 'A' of Appendix 5 of P&T FHB Volume I)

Stock

1 Invoices of articles received from the Stock

Depot

3 years

2 Carbonic copies of invoices returned to Stock

Depot

3 years

(Part II of Annexure 'A' of Appendix 5 of P&T FHB Volume I, Rule 25 of Postal

Manual Volume VI Part I and Rule 17 of Postal Manual Volume VII)

3 Postal and other publications After supply of new editions

4 Invoices of Publications and books of blank

forms

After receipt of the first

invoice for the year

(destroyed by the Inspecting

Officer during inspection)

5 Stock book 10 years after the year in

which it is replaced by a

fresh stock book

30

6 Receipts and invoices with the exception of

those under dispute

3 years

(Part I of Annexure 'A' of Appendix 5 of P&T FHB Volume I)

1.17 Staff

1 Gradation List 3 years after new ones have

been issued

2 Correspondence relating to personal files,

appointments, nominations, leave, pension

and punishments

3 years after the month in

which the official concerned

ceased to belong to the

Department.

(Rule 25(1)(a) of Postal Manual Volume VI Part I)

3 Confidential records/character sheets of

officials

a) who have died 2 years after death

b) who have retired 5 years after retirement

(preserved with pension

cases)

c) who have retired on invalid pension 25 years or 3years after

death, whichever is earlier

(preserved with pension

cases)

d) who have been dismissed, removed or

compulsorily retired as a disciplinary measure

6 years (preserved with

disciplinary proceedings)

4 Service Books (including leave accounts) 3 years after

death/retirement or date of

final sanction of pension,

whichever is later

5 Personal files 3 years after

death/retirement or date of

final sanction of pension,

whichever is later

(Rule 25 of Postal Manual Volume VI Part I and note there under and Appendix 5 of

P&T FHB Volume I)

6 Records of disciplinary proceedings 10 years from the date of

disposal of disciplinary case

7 Records of appellate proceedings 7 years from the date of

disposal of appeal

(Rule 154 of Postal Manual Volume III read with DG P&T No.112/82/Vig.III dated

08/10/82)

8 Service records of ED agents 1 year from the date of

termination of service

(DG P&T Lr No.5-4/72-ED Cell (1) dated 18/08/73)

Preservation Period of Branch Post Office Record

(Rule 21 of Book of Rules for Branch Offices)

• Branch Office account (Pa.6)- 3 years after they are used up
• Branch Office Journal (Pa.5)- along with BO slips- 3 years after they are used up
• Book of BO receipts (MS 87(a)- 2 years
• Registered lists- 2 years
• Parcel Lists- 2 years
• Mail Lists received and despatched-2 years
• Branch Office slips- 2 years
• Invoices of publications and articles received from the Stock Depot- 3 years
• Order Book- To be destroyed on special permission of the Divisional Superintendent
• Stock Book -To be destroyed on special permission of the Divisional Superintendent
• Village Postman's book of receipts (MS.87)- 2 years
• Book of Postmarks- 2 years
• Circulars of the Head of the Circles containing convictions of Departmental officials- Permanent
• Enumeration Returns- 5 years
• Yearly village returns- 5 years

Note: The records at serial 9, 10, 11 and 12 above should be destroyed by fire or otherwise, in such a manner that they may not be used again. Other record should be torn up and sold as waste paper.

Preservation period of records at HRO 

(Part III (a) of Annexure A of Appendix 5 of P&T FHB Volume I)

• Cash Books- 3 years
• Cash abstracts- 3 years
• Copies of contingent bills and bills for double duty and outstation allowances- 3 years
• Loss case register - Permanent
• Statements and correspondence relating to reserved accommodation supplied to Railway Mail Service Sections half yearly and weighment of bags despatched under weighment system half yearly- 1 year
• Stock book of bags- 3 years
• Memo of disbursement of pay and allowances with receipts- 3 years or 1 year after issuing by audit whichever is later
• Invoices of articles received from the Stock Depot- 3 years
• Carbonic copies of invoices returned to Stock Depot- 3 years
• Register of sanctioned establishment of RMS office- 1 year after new one is prepared or supplied

Preservation Period of Postal records at SRO

(Rule 17 of Postal Manual Volume VII)

• Correspondence relating to robberies, thefts, etc (inland post)- 1 year after the cases are closed
• Invoices of articles received from the Stock Depot- 3 years
• Carbonic copies of invoices returned to Stock Depot- 3 years
• Order Book of a mail office or a section- 3 years
• Correspondence relating to personal files (appointments, nominations, leave, pension and punishments etc)- 3 years after the month in which the official concerned ceased to belong to the Department. In cases where the Department is likely to be involved in some loss, they should be preserved till the monetary responsibility is fixed.
• Work papers of RMS offices and sections- 18 months
• Correspondence relating to the disposal of registered articles (both letters and parcels)- 18 months
• Other records of a Record or Sub Record office with the exception of those mentioned in the important instructions at the beginning of this book and other account records with prescribed period of preservation- 18 months
• Arrangement register- 18 months (in cases where Department is likely to be involved in some loss, they should be preserved till the monetary responsibility is fixed)
• Attendance Register -18 months (in cases where Department is likely to be involved in some loss, they should be preserved till the monetary responsibility is fixed)
• Daily Report -18 months (in cases where Department is likely to be involved in some loss, they should be preserved till the monetary responsibility is fixed)
• Order Book of Mail/Record offices or sections which have been abolished- 3 years

Preservation period of Vigilance Records at Divisional Office

(Chapter XIX of Handbook for Vigilance Officers of P&T Department - 1st Edition
February 1982)

• Records relating to CCS (CCA) Rules viz. clarifications; interpretations; general notification; schedule regarding appointing authority, disciplinary authority and appellate authority; clarifications and instructions regarding charge sheets, documentary evidence, enquiry officers, examination of witnesses and show cause notices; instructions regarding penalties, consultation with UPSC, appeals and petitions and suspension and subsistence allowance- Permanent (superceded standing rules and orders to be weeded out)
• Records relating to CCS (Conduct) Rules viz clarifications; interpretations; general notifications- Permanent (superceded standing rules and orders to be weeded out)
• Vigilance complaints against Gazetted and non Gazetted officers leading to disciplinary cases- 10 years or 3 years after the final disposal of appeal or final judgement in normal course, whichever is later 
• Anonymous and pseudonymous complaint on which no action is taken- To be destroyed at the end of the year
• Other files dealing with vigilance complaints against Gazetted and non Gazetted officers where allegations are not proved- 3 years
• Disciplinary proceedings
  (a) Files resulting in imposition of penalties -10 years or 3 years after the final disposal of appeal or final judgement in normal course, whichever is later
  (b) Files resulting in exoneration of accused officials- 3 years
  (c) Authenticated copy of the order imposing penalty- Copy to be kept in personal file and preserved. Suitable entry to be made in service record
• Prosecution
  (a) Files relating to prosecution of officers/officials- 10 years or 3 years after the final judgement in the normal course of law, whichever is later
  (b) Copy of final judgement- To be kept in personal file and preserved. Suitable entry to be made in service record
• Appeals and Petitions
  (a) Files relating to appeals and petitions- 7 years
  (b) Copy of appellate order when the original order is modified- Copy to be kept in personal
• file and preserved. Suitable entry to be made in service record
• Court Cases
  (a) Files relating to court cases -10 years after final judgement in normal course
  (b) Copy of court orders - Copy to be kept in personal file and preserved. Suitable entry to be made in service record
• Intimations and sanctions under CCS (Conduct) Rules, viz regarding employment of dependents in private firms/foreign missions in India, for participation in politics; radio broadcast, contributions of articles, editing or managing of newspapers, publications; evidence before Committee of Enquiry; receipt of subscriptions, gifts, private trade or employment etc- 3 years
• Files relating to
  (a) Vigilance control measures- 5 years
  (b) Statistical returns -5 years
  (c) Activities of Vigilance Officers -5 years
• Files relating to general rulings issued by Central Vigilance Commission, Ministry of Home Affairs, CBI etc- Permanent
• Files relating to Parliament questions
  (a) Where the question was answered/admitted -3 years
  (b) Where the question was disallowed/lapsed/withdrawn- 1 year
• All other vigilance records not included in items (1) to (13) above- After obtaining the orders from the Vigilance Section of Postal Directorate.

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