Preservation Period of Postal Records

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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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