February 10, 2011

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PRESERVATION OF POSTAL RECORDS

Written By Admin on Feb 10, 2011 | February 10, 2011




1.      POST OFFICE ACCOUNT AND SUB ACCOUNT DEPARTMENT
SL
NO
DESCRIPTION OF FORM
FORM NO
PERIOD OF
PRESERVATION
1
H.O. Summery
ACG 1
3 Years
2
H.O. Cash Book
ACG 4
3 Years
3
Treasury Voucher
ACG 14
3 Years
4
Treasury Receipt
ACG 13
3 Years
5
Sub Office Account
PA 17(A)
3 Years
6
Treasury Cash Book
ACG 2
10 Years
7
Treasury Passbook
ACG 8
10 Years
8
S.O. Summery
ACG 3
18 Months
9
B.O. Summery
ACG 3A
18 Months
10
S.O. Daily Account
ACG 22
18 Months
11
S.O. Slip
PA 3
18 Months
12
Remittance Advice & Acknowledgement
ACG 15
18 Months
13
B.O. Daily Account
ACG 22
2 Years
14
B.O. Slip
PA 5
2 Years
15
General Receipt Book
ACG 67
5 Years
3) POSTAL ORDER DEPARTMENT
1
List and Journals of IPO Sold

18 Months
2
Register of IPOs & BPOs in stock

18 Months
3
List of IPOs & BPOs Paid

18 Months
4)MONEY ORDER DEPARTMENT
1
Book of MO Receipts
MO 1
2Years
2
Journal of MOs issued
MO 2
18 Months
3
Register of MOs Received for Payment
MO 3
18 Months
4
Journal of MOs Paid
MO 4(s)
18 Months
5
Compilation of MOs Paid
MO 20/23
18 Months
6
Compilation of daily totals of MOs issued
MO 22
18 Months
7
TMO Advice
MO 21
18 Months
8
TMOs Received and conformations

18 Months
9
Postman’s Book
MS 27
18 Months
10
Files of cases containing Paid MOs Received from
Audit Office
Files
1 year
10
Files of cases containing Paid MOs Received from
Audit Office
Paid MOs
2 Years
11
List Of MOs Presented in bulk for Booking

6 Months
12
Records relating to Inward and out ward Foreign
MOs in Exchange Office

3 Years

4) Registration and Parcel Department

SL
NO
DESCRIPTION OF FORM
FORM NO
PERIOD OF
PRESERVATION
1
Register and Parcel Lists Received and Dispatched

2 Years
2
All other record Except above of Registration and
Parcel Department And Mail Department

1 Years
3
Speed Post Department

6 Months
5) Sorting, Delivery, Deposit and Misc. Department
1
Correspondence Register

3 Years
2
Deposit Account
ACG 45
18 Months
3
Letter Postage Account
ACG 44
18 Months
4
Register of Post Box Holders
M 23
3 Years
5
Book of Postmarks
MS 19
18 months
6
Postmaster’s Order Book
Ms 1
3 Years
7
Monthly Statistical Register

3 Years
8
Monthly Statistical Abstract
MS 14
3 Years
9
Record Relating to Identity cards

18 months (after
validity of cards)
10
Nominal Roll
MS 12
10 Years
11
Attendance Register
MS 37
5 Years
12
Enumeration Returns
MS 6
2 Years
13
Post Office Order Book

Permanent
14
Telegram “A” Message

2 months
15
Traffic Book of Telegrams

3 Years

6) Savings Bank Department
1
S.B. Ledger in H.O

Permanent
2
Closed, used up and transferred Ledger cards
(If ledger agreement o.k.)

6 Years
3
S.O. S.B. Journals

Permanent
4
S. O. S. B. Ledgers(after last account closed)

6 Years
5
S.O. RD Journals

6 Years (after Last
entry)
6
Guard File containing letters of Pledging deposits in security account

Permanent
7
Register of undeliverable passbooks

Permanent
8
Special Error Book maintained is S.B. branch

Permanent
9
S.B. P.R.
SB 26
3 YEARS
10
Monthly Statistical Register

3 Years
11
List of Silent accounts

Permanent
12
Application for Duplicate Passbooks

10 Years
13
List of withdrawals above Rs 2500/- by Single
Handed S.O.

1 Year
14
Stock Register of Passbooks

18 Months
15
Index of Ledger Cards
(after closed of all accounts)

6 Years
16
Ledger Cards of Silent Accounts

Permanent
17
Application for Local Transfer of Accounts

2Years
18
Index of P.R.

2 Years
19
S.B. Slips

18 Months
20
Duplicate of A.T.

2 Years
21
Register of A.T.
(after obtaining certificate of no pending)

2 Years
22
Register of Rectification of Interest

3 Years
23
S.B. Voucher List
SB 22
2 Years
24
Objection Register (after rectification of objection)
SB 61
2 Years
25
Register of No of passbooks received for interest

2 Years
26
Duplicate copies of S.B.P.R received from B.O.

18 Months
27
Record Relating to D. D. Cases
(Except indemnity Bond)

3 Years
(after closer of  all cases )
28
Record Relating to D. D. Cases
(Where indemnity Bond Received)

6 Years
(after closer of all cases )
29
Duplicate copies of credit/debit transfer journals

2 Years
30
Register of Collection of Cheques

2 Years
31
Stock Register of S.B. Cheques

2 Years
32
Register of returned Cheques

2 Years
33
Register of sanction of B.O. withdrawals
SB 45
2 Years
34
Register containing Photographs and other
particulars of depositor

3 Years
(After all
accounts closed)
35
Applications for issue of new passbooks in lieu of spoilt ones

3 Years
37
Court attached orders of SB Deposits

2 Years
(After close ofa/c)
38
Applications for issuing of SB Cheque Books

2 Years
(After close of  a/c)
39
Copies of Lists of Collection of Outstation
Cheques

2 years (
Following
financial year)
40
Record relating to collection of Local Cheques

2 Years
41
SB 28 Receipt Books

2 Years
42
Document Lists

2 Years
43
Long Books

2 Years
44
Application for Revival of Silent accounts

2 Years
45
Error Book maintained in connection with the
deposit by auto transfer from S.B. Account to RD Account

5 years
46
Nominal roll of SB Branch

10 years
47
LOT Lists

6 Years after last entry


7) SAVINGS CERTIFICATES
1
Application for cancellation or variation of
Nomination
NC 53
5 Years (after
discharger of
certificate)
2
Register of Nomination
NC 52
5 Years (after
discharger of
certificate)
3
Preliminary Receipt Book
NC 4
3 Years
4
List of Yearly Unsold Certificates

2 Years
5
Provisional Receipts for Savings
Certificates
NC 11
3 Years
6
Counter Foils of Identity slips of
Certificates

18 Months (after
discharge of Certificate)
7
Special error book for Certificates

3 years
8
Monthly Statistical Register

3 Years
10
Journals of Certificates Issued and
Discharged

18 Months
11
Monthly Summaries of Certificates Issued
& Discharged

18 Months
12
Stock Register of Certificates

Permanent
13
Application for Purchase or transfer in lieu
of Duplicate have been issued

6 Years (after
discharge of
Certificate)
14
Journals of Certificates issued
through Authorized Agents

18 Months
15
Ledger for Payment of Authorized Agent’s
commission

3 Years
16
Partly used up AGENT’S RECEIPT BOOK

5 Years
8) ADMINISTRATIVE BRANCH
1
Correspondence Register

3 Years
2
Personal Files

3 Years after
retirement or death
9) OTHER RECORDS
1
Counter foils of Receipts and Daily lists of
Telephone Revenue Collection
Eng 9
2 Years
2
Pension Schedule

3 Years


Source : Postal Hand Book by A.A.Wakankar,  PA  PALI, DIST-RAIGAD 410205
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+ comments + 6 comments

Anu
July 02, 2011

highly useful

rekha
December 22, 2011

what is the preservation period of ECB memo, PA17 and Inspection reports. Let me know the answer with in 2 days

June 13, 2012

rohini said..
what is the preservation period of PA-17, OTA Bills and Inspection Reports

February 01, 2014

what is preservation of period of applications for appointment to the GDS cadre

May 13, 2014

what is preservation of period of speed post on web site.

October 04, 2016

Kindly inform the preservation period of Bulk lists presented by MPKBY & PRSS agents

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