REQUIRED PROCESS OF CLOSING A FILE AND PRESCRIBED PERIOD FOR THE RETENTION ,AS PER CLASS RECOMMEND THERE IN .

Recording is the process of closing of a file after action on all the issues under consideration thereon has been completed and for class 1 it is to be retained for one'year. For class 11 record must be retained for three years for class 111 record is to be retained for 8 years for class 1V record must be retained for 15 years and for class V records must be retained permanently. (a) Class 1 should include cases such as forecasts, Applications for copies of papers, petitions of a petty nature, statements , and the returns of temporary interests, ordinary accident Reports, casual leave etc (b) Class 11 should include cases such as suits by or against government, entertainment of temporary establishment, audit and Inspection Reports finally settled, retention or retirement of officers , answers to questions asked in the legislature, results of the departmental examination , leave , postings , resignation and transfer of the officers -other than those which from part of the Personal file of the officers maintained by the appointing authority.(c) Class 111 should include cases such as appeals against the disciplinary action, corrections and amendments in the manual and service rules, census Reports, sale of movable or immovable property,probate , returns, compassionate gratuity , appointment of permanent establishment and annual reports.(d) Class 1V Should include cases such as revision of the settlement of district other than the rent rate , alteration in the dates of birth of the officers , Special Reports relating to the conduct and work of the officers, petitions against the capital sentence and acquisition s of lands .(e) Class V should include all cases of importance such as construction of the government buildings,opinion of the government on proposed legislation, rules framed under laws , delegation of powers , changes in the names of districts , subdivisions, or tehsils , or villages, grant of land and assignment of the land revenue, settlement/ Consolidation of land and the boundary disputes and other files and documents of the historical importance. Care should be taken to see that files containing papers which are important or likely to become Important in future, however indirectly as sources of information on any aspect of history whether political, military, Social, economic,etc or which are , or in future prove to be, of biographical or antiquarian interest are not destroyed.However , files containing papers of the following type, which have a definite historical value, should invariably be preserved .(a) Original papers containing discussions of Important principles and the questions of policy .(b) Original papers relating to the legislation .