RECORD MANAGEMENT AND PURPOSE FOR RETENTION OF TIME SCHEDULE TO BE RETAINED BY THE BRANCH OFFICERS/DEALING HANDS.

Public information officers are frequently intimating the applicant that said information is not available in the public domain of their office even though the public information officers are responsible to follow record management practices and principles and skill needed for achieving the most effective creation, use maintenance, retention, protection, preservation and weeding/elimination of record, as such the Records constitute an important part of any office and it is, therefore essential that they are retained and properly cared for. Records that have outlived their use and utility should be destroyed, relieving pressure on costly storage space which is more urgently required for the staff and new record. The main purpose of the record management are :- (1) To speed up the location of and reference to record as a means of speeding up disposal of business. (2) To effect savings in cost of creating, locating, using, maintaining, retaining, preserving and eliminating record. (3) A scrupulous avoidance of creation of unnecessary record in all offices. It is the foremost duty of all offices and the officers to see that only that record is created in the Department as is essential. (4) To retain only the necessary active and required record (5) Audit of record creation which requires consistent vigilance on the part of officers to ensure that, Reports, Returns, Statements and Registers etc prepared and maintained in the every office under their control are the minimum required for the efficient functioning of the Department. Recording is the process of closing of a file after action on all the issues under consideration there on has been completed, When the dealing hand is satisfied that no further action is required to be taken on a file, he will put it up to the section incharge for his approval to the file being recorded under one of the following classes:-- Class1--to be retsined for one year. Class11--to be retsined for three years. Class111---to ve retsined for eight years. Class 1V --to be retained for fifteen years. ClassV--to be retained permanently.