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PRESERVATION OF POSTAL RECORDS

Written By Admin on February 10, 2011 | Thursday, 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 + 5 comments

Anu
July 2, 2011 at 5:07 PM

highly useful

rekha
December 22, 2011 at 10:47 AM

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

June 13, 2012 at 5:07 PM

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

February 1, 2014 at 7:49 AM

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

May 13, 2014 at 5:50 PM

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

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