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REGISTERED No. D.L.—33002/98
GOVERNMENT OF INDIA
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PUBLISHED BV AUTHORITY
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[Part IV] DELHI GAZETTE NATIONAL CAPITAL TERRITORY GOVT. : JANUARY 21, 1999/MAGHA 1, 1920 7
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D EPA RTM EN T GF DELHI ARCHIVES
NOTIFICATIONS
New Delhi, the 13th January, 1999
Pausa L 1915 (Saka)
No. F. 9 (2 5 ) (97-Archives.— The following is
published for general information :—
M INISTRY O F LAW JUSTICE AND
COM PANY AFFAIRS
(Legislative Department)
New Delhi, the 22nd December, 1993
The following Act of Parliament received the
assent of the President on the 21st December, 1993,
and is hereby published for general information :—•
TH E PUBLIC RECORDS A CT,-1993
No. 69 of 1993
[22nd December, 1993.]
Aft Act to regulate the management, administration
and preservation of public records of the Central
Government, Union territory Administrations,
public sector undertakings, statutory bodies and
corporations, commissions and committees consti
tuted by the Central Government or a Union
Territory Administration and matters connected
therewith or incidental thereto.
Be it enacted by Parliament in the Forty-fourth
Year of the Republic of India as follows :—»*
1. Short title and commencement.— (1) This
Act may be called the Public Recr.rds Act, 1993.
(2) It shall come inio force on such date as the
Central Government may, by notification in the
Official Gazette, appoint.
2. Definitions.— In this Act, unless the context
otherwise requires,—•
(a) “Board” means the Archival Advisory
Board constituted under sub-section (1 )
of section 13;
(b) “Director General" means the Director
General of Archives appointed by the
Central Government and includes any
officer authorised by that Government to
perform the duties of the Director
General;
(c) “head of the Archives” means a person
holding the charge of the Archives of the
Union Territory Administration;
io DELHI GAZETTE NATIONAL CAPITAL TERRITORY GOVT. : JANUARY 21, 1998/MAGAHA 16, 1920 [Pa r t IV
(d ) “prescribed” means prescribed by rules
made under this Act;
(e) “public records” includes—
(i) any document, manuscript and file;
(ii) any microfilm, microfiche and facsimile
copy of a document;
(iii) any reproduction of image or images
embodied in such microfilm (whether
enlarged or not); and
(iv) any other material produced by a com
puter or by any other device,
of any records creating agency;
*• \ ^
(f) records creating agency includes,—
(i) in relation to the Central Government,
any ministry, department or office of
that Government;
(ii) in relation to any statutory body or
corporation wholly or substantially
controlled or financed by the Central
Government or commission or any
committee constituted by that Govern
ment, the offices of the said body,
corporation, commission or committee;
(iii) in relation to a Union Territory Admini
stration, any departm ent' or office of
that Administration;
(iv) in relation to any statutory body or
corporation wholly or substantially
controlled or financed by Union terri
tory Administration or commission or
any committee constituted by that
Administration, the offices of the said
body, corporation, commission or
committee;
(g) “records officer” means the officer nomi
nated by the records creating agency
under sub-section (1 ) of section 5.—
3. Power of the Central Government to coordi
nate, regulate and supervise operations connected
with administration, management, etc., of public
records.— (1) The Central Government shall have
the power to coordinate, regulate and supervise the
operations connected with the administration,
management, preservation, selection, disposal and
retirement of public records under this Act.
(2 ) The Central Government in relation to the
public records of the records creating agencies
specified in sub-clauses (i) and (ii) of clause (f)
of section 2 and the Union Territory Administration
in relation to the public records of the records
creating agencies specified in sub-clauses (iii) and
(iv) of the said clause, may, by order, authorise
the D irector General or the head of the Archives,
as the case may be, subject to such conditions as
may be specified in the order, to carry out all or,
any of the following functions, nam ely :—
%
(a ) supervision, management and control of
the Archives;
(b) acceptance for deposit of public records
of permanent nature after such period as
may be prescribed;
(c) custody, use and withdrawal of public
records;
(d) arrangement, preservation and exhibition
of public records;
0 •
(e) preparation of inventories, indices, cata
logues and other reference media of
public records;
(f) analysing, developing, promoting and co
ordinating the standards, procedures and
the techniques for improvement of the
records management system;
(g) ensuring the maintenance, arrangement
and security of public records in the
Archives and in the offices of the records
creating agency;
(h) promoting utilisation of available space
and maintenance of equipments for pre
serving public records;
&
(i) tendering advice to records creating
agencies on the compilation, classification
and disposal of records and application
of standards, procedures and techniques
of records management;
•
(j) survey and inspection of public records;
(k ) organising training programmes in various
disciplines of Archives administration
and records management;
(1) accepting records from any private source;
(m ) regulating access to public records;
(n) receiving records from defunct bodies and
making arrangement for securing public
records in the event of national emer
gency;
(o) receiving reports on records management
and disposal practices from the records
officer;
(p ) providing authenticated copies of, or
extracts from, public records;
(q ) destroying or disposal of public records;
(r) obtaining on lease or purchasing or
accepting as gift any document of histori
cal or national importance.
[Part IV DELHI GAZETTE 11
4. Prohibition against .taking of public records the Union territory for public records
management; -out of India.— No person shall take or cause to be
taken out of India any public iccords without the
prior approval of the Central Government :
Provided that no such prior approval shall be
required if any public records are taken or sent out
of India for any official purpose.
5. Records officer.— (1) Every records creating
agency shall nominate one of its officers as records
officer to discharge the functions under this Act.
(2 ) Every records creating agency may set up
such number of record rooms in such places as it
deems fit and shall place each record room under
the charge of a records officer.
6. Responsibilities of records officer.— (1) The
records officer shall be responsible for—
(a) proper arrangement, maintenance and
preservation of public records under his
charge;
(b) periodical rfeview of all public records
and weeding out public records of
eupliemeral value;
0
(c) appraisal of public, records which are
more than twenty-five years old in con
sultation with the National Archives of
India or, as the case may be, the Archives
of the Union territory, with a view to
retaining public records of permanent
value;
(d) destruction of public records in such
manner and subject to such conditions as
may be prescribed under sub-section (1)
of section 8;
(e) compilation of a schedule of retention for
public records in consultation with the
National Archives of India or, as the
case may be, the Archives of the Union
territory;
(f) periodical review for downgrading of
classified public records in such manner
as may be prescribed;
(g) adoption of such standards, procedures
and techniques as may be recommended
from time to time by the National Archi
ves of India for improvement of record
management system and maintenance of
security of public records;
» ; *
(h) compilation of annual indices of public
records;
(i) compilation of organisational history and
annual supplement thereto;
(j) assisting the National Archives of India
or, as the case may be, the Archives of
(k) submission of annual report to the
Director Geneial or, as the case may be,
✓ • *
head of the Archives in such manner as
may be prescribed;
(1) transferring of records of any defunct
body to the National Archives of India
or the Archives of the Union territory,
as the case may be. for preservation.
(2) The records officer shall act under the direc
tion of the Director General or, as the case may be,
head of the Archives while discharging the responsi
bilities specified in sub-secticn (1 ) .
7. Records officer to take appropriate action in
the event of unauthorised removal, destruction, etc..
of public records in his custody.—(1) The records
officer shall, in the event of any unauthorised re
moval, destruction, defacement or alteration of any
public records under his charge, forthwith take
appropriate action lo r the recovery or restoration
of such public records.
(2) The records officer shall submit a report in
writing to the Director General or, as the case may
be, the head of the Archeieves without any delay
on any information about any unauthorised removal,
destruction, defacement or alteration of any public
iccords under his charge and about the action
initiated by him and shall take action as he may
deem necessary subject lo the directions, if any
given by the Director General or, as the case may
be, head of the Archives.
*
(3) The records officer r^ay seek assistance from
any government officer or any other person for the
purpose of recovery or restoration of public records
and such officer or person shall render all assistance
to the records officer.
8. Destruction or disposal of public records.—
(1) Save as otherwise provided in any law for the
time being in force, no public record shall be des
troyed or otherwise disposed of e>cept in such
manner and subject to such conditions as may be
prescribed.
(2 ) No record created before the year 1892
shall be destroyed except where in the opinion of
the Director General or, as the case may be, the
head of the Archives, it is so defaced or is in such
condition that it cannot be put to any archival use.
9. Penalty for contraventions.— Whoever contra
venes any of the provisions of section 4 or section
8 shall be punishable with imprisonment for a term
which may extend to five years or with fine which
may extend to ten thousand rupees or with both.
10. Public records bearing security classifi
cation.— No public records bearing security classi
fication shall be transferred to the National Archives
of India or the Archives of the Union territorv.
12 DELHI GAZETTE NATIONAL CAPITAL TERRITORY GOVT. : JANUARY 21, 1999/MAGHA 1, 1920 [Pa rt IV
11. Receipt of- records from private sources.—
(1) The National Archives of India or the Archives
of the Union territory may accept any record of
historical or national importance from any private
source by way of gift, purchase or otherwise.
(2) The National Archives of India or, as the
case may be, the Archives of any Union territory
may, in such manner and subject to such conditions
as may be prescribed, make any record referred to
in sub-section (1 ) available to any bona fide
research scholar.
12. Access to public records.— (1) All un
classified public records as are more than thirty years
old and are transferred to the National Archives of
India or the Archives of the Union territory may
be, subject to such exceptions and restrictions as
}may be prescribed made available to any bona fide
research scholar.
Ex p la n at ion.— F o r
section, the period of
from the year of the
the purposes of this sub
thirty years shall be reckoned
opening of the public record.
(2 ) Any records creating agency may grant to
any person access to any public record in its custody
in such manner and subiect to such conditions as
\ f
may be prescribed.
13. Archival Advisory Board.— (1) The Central
the OfficialGovernment may, by notification in
Gazette, constitute an Archival Advisory Board for'
the purposes of this Act.
(2) The Board shall consist of the following
members, namely :—
( a ) Secretary to the Government
of India in the Ministry of
Central Government dealing
with culture.
Cl airman,
ex-officio ;
(b ) one officer not belov, th
r a n i of Joint Secretary to
the Government of India,
each from the Cabinet
Secretariat, Ministry of
Home Affairs, Ministry of
Defence, Ministry of
External Affairs, Ministry
of Finance and Ministry
of Personnel, Public
Grievances and Pension.
Members,
ex- officio ;
i c ) two representatives not below
the rank of Joint Secretary in
the Union territory Adminis-
t /
trations to be nominated
by the Central
Government.
Members ;
(d ) three persons to be nominated
by the Central G o/em inent
for a period not exceeding
three years, one behi'i an
Archivist and two being Pro
fessors in the Post-graduate
Department of History in
any recognised University.
M em bers;
(e) Director General Members
Secretary,
ex-officio;
(3 ) The members nominated i nder clause (d )
of sub-section (2) shall be paid such allowances
as may be prescribed.
14. Functions of the Boaid.— The Board shall
perform the following functions, namely :—
(a) advise the Central Government and Union
territory Adnnnistratk ns on matters
concerning the administration, manage
ment, conservation and use of public
records;
(b) lay down guidelines for training of
Archivists;
(c) give directions fo r acquisition of records
from private custody;
(d) deal with such other matters as may be
prescribed.
15. Power of the Directoi General to lay down
norms and standards for courses in archival
science.— The Director General shall have the
power to lay down norms and standards for courses
curricula, assessment and examinations relating to
the training in archival science and other ancillary
subjects.
16. Protection of action taken in good faith.—
No suit, prosecution or other legal proceedings shall
lie against any person in respect of anything which
is in good faith done or intended to be done in
pursuance of this Act or the rules made thereunder.
17. Power to make rules.— (1) The Central
Government may, by notification in the Official
Gazette, make rules to carry out the provisions of
this Act.
(2 ) In particular and without prejudice to the
generality of the foregoing power, such rules may
provide for all or any of the following matters,
nam ely :—
m
(a ) the period after which public records of
permanent nature may be accepted under
clause (b) of sub-section (2) of section 3;
» •
(b) the manner in which and the conditions
subject to which public records can be
destroyed under clause (d) of sub-section
\ 1) of section 6;
Pari IV1r -D5LHI GAZETTE NATIONAL CAPITAL TERRITORY GOVT, ; JANUARY 2 1 /1999/MAGHA 1, 1920 13
(c) the manner in which periodical review of
classified public records for downgrading
shall be undertaken under clause (f) of
sub-section (1 ) of section 6;
(d) the manner in which the records officer
will report to the Director General or
the head of the Archives under clause
(k) of sub-section (1) of section 6;
(e) the manner in which and the conditions
subject to which public records may be
destroyed or disposed of under sub-section
(1 ) of section 8;
(f) the manner in Which and the conditions
subject to which records of historical or
national importance may be made avail
able to research scholar under sub-section
(2) of section 11;
(g) exceptions and restrictions subject to
which public records may be made avail
able to a research scholar under sub
section (1) of section 12;
(h) the manner in which and the conditions
subject to which any records creating
aigency may grant to any person access
to public records in its custody under
sub-section (2 ) of section 12;
(i) the allowances payable to members of the
Board under sub section (3 ) of section
13;
» ■ •
the matters with respect to which the
Board may perform its functions under
clause (d ) of section 14;
(k) any other matter which is required to be,
or may be, prescribed.
18. Laying of rules before Parliament.— Every
rule made under this Act shall be laid, as soon as
may be after it is made, before each House of
Parliament, while it is in session, for a total period
of thirty days which may be comprised in one session
or in two or more successive sessions, and if, before
the expiry of the session immediately following the
session or the successive sessions aforesaid, both
Houses agree in making any modificationi in the
rule or both Houses agree that the rule should not
be made the rule shall thereafter have effect only
in such modified form oi be of no effect, as the
case may be; so, however, that any such modifica
tion or annulment shall be without prejudice to the
validity of anything previously done under that
K. L. MOHANPUR1A, Secy.
to the Govt, of India.
s i j t t 9'( 2 5 ) /9 7 -H r f t . —
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q>'r 5raft3R itrt qrr f r 3tT% % q ^ ^ r q^ri
sfra ^teT f e n 3 t r r fqiR '? rf^ re srfa^rfr in
?rPt’$r^ W3R> wr^^rTTr § r t m w m ^rqfa ir trPa^
C • ' v . * s .
sTferaifTer fe in ^t r r i
7 . qifffR K f'm m qq w M t v w — ( 1 ) w'x-
C
qqft qft, 3ft w rc t ^ tt^ tt % %&cz nfqq' ir ffr# qfr
qfqcr qrr h f i , s r tr -;,t ir<7 qiffq?^ ?rf%T%wt-
!T ? q tq R q-q^ 'W ’-ir qR% % P^it
q ^ ir r 1 i r t -
piferq? m ^PqSr^RR t j r qft q?t ^rRift 1
/ ' .• . * " .* ’ . : • •
( 2) ^ q f iR i r ( 1) % ? r a R w w r T f f ir f f T
^q-^rnffenjr % 5Rt3R % firn qt?
q7? q'ifftR ^rPa^gf qn qRirr 1
( 3) Tf? -srfaqrm
?rPfl%^ qft ?«n?fr '^ q - qr
?fqR % t o t irssnF r̂fir rrfrfifew srr ?tPt%
t o r % qT*r ^ r r r w ' r q p ^ fg ra - fq rq r s n w 1
% T9̂ Tcr fqRT
eft IR ? ? T %
\
Part IV] DELHI GAZETTE NATIONAL CAPITAL TERRITORY GOVT. : JANUARY 21, 1999/MAGHA J, 1920 ] 5
-
( 4) P r r
WRr t̂«r jrtsr % f%q # r r ^ trt | srrc: Pr r 6
if sqsffsR Tjf?f % w rP«rf
TOR T'T f̂r2T3TT ITT H*fRT
<5
r̂
r >
%
( 5) r̂f?PTflr ( 1 ) % srsrta snfafci srftrenfr s t t t
RRfT % W?T R ? fRTRt % wfccw R R f if , SJT^q-4
if, R friR srpff^nrf % rrtsir s rk ^ f r f tq r R r qfr
R3R Tft ^ T w f efrr crsp TORftRT PWq"Rl ?r«rTfr*rf?r,
*rffp;T^?rcr r 5 tP rp 3 7 rt t o r # ^ r 1
8. q 'l f e fT'TR 5T?gcf *KR— ( 1) pRJT 3 %
TOfa RRpfRpw srpR-ra' s rP fm t srTRffr sr % jttm
r h if, jtcrp r̂ , Rftpp Pr >? s r m - s if, ^ tP̂r Pt
JTfTf?r^?r ̂ r ^ P ^ strt? t o r «Ft 'ir^R i
( 2 ) aR ?R a; RTTf?«rf?r, *rfiffi%?ra' r v r fv w a i-
r t t o r stfsrfRPT qPr h t t t 6 $7 s t o r t ( i ) % ’a w
(*$) *t (? ) % gqsrcff % s r ^ t if s tR tw ^ F sm ft
jr t €r *r# spr r# % ?RftR fc'frs’ sr#F r̂ *n«pn
% r r t k r i r P=r r t t r h r qft spr t̂ F̂̂ nT i
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9. 5TW r ¥T Pp r r r :—• ( i ) qfri
tft srf*r%*r, srPerfsrPsR m r q ^rm P ?R P?r fsRr r t
%+ J
Rff f e n sn rw i sfcRp m % T O f r * t if, s r r p
srfa^Psr s.-ffcprw *rfa%*s 9% srm w>i
f e r r r if %% % t ^ r r r t sr*fr 'B iw t ^'r P s r <i t m ^ n i
T d f t i ^ r q^TR I *r? «pw
SfpRTRt % qTPTST ir 5Tt fsp?TT jTRR I
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m % jtt^tt *%) sffa ^ ^
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f t i
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i n s r i V ^ - p r p r 5 r a r ? r ^ s f ^ e r ^ ; * i t i i r « r r f % « r f % ,
Trsrf?K5r ̂ t̂t TOR frfefr if' ?fk
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o
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c \
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^ v ^
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# 9 •
(i) f̂t 5f>̂ %
^ t ?ir?r'T -^cfT I *r«nff«rPrr if^Tpfiti'W
m 5rP>i-#'3TRT ;n m 5PT ,3TR?5T 5Tf^-8
t I q'^TpF̂ fcr, ^TfrPntw R 5ffV-
^^RTT wWP|cT #' 5TTT ^ r w
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/
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11) *rm f̂ r̂ r̂r Tr^r^ra ^'r 5ft̂ > ?rP̂ R<a't %
I . 5RRi m t t f r̂w-T T€R
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' O
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if, # r t # ^njtTpr j t t t srFg-or. if p^fw % fe'P,
? « trt ^q- ?r srPcTcrrPTor ^ t m ^rfr 1
( 4) srPvr^ ^ m r ^ j ^ P h ^ t f̂r ?rpflrf%pa-fr
sr^pirPn^r
©2 f̂r qR'̂ r n; if t r P r r 5R:CT- 7
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R^rr^rr r ^
r 9
5fRR I
1 0 . s r f ^ ^ n f t q g ^ :— ( 1 ) ? r f w % w
5ft gR 'f % ? r r m r W 'tfv i fTPcr ir 5rf5rcT
P f R W f t , R ^ - R I f TTT 5 l f i R p « R R r f f % J T 'c T R J T ^ R f T
?R?fa'R % fRfT R R f I
( i i i )
?rtR :-ft q^fQ*\
?1WR ^'R-'flRa'
VTR), P?ffif^R, '<TCR, %R^r,
P ? T R c f , 5 T R T R R - ? : P # 5 T
?ik rsn w t s r n T̂5ff%ra"
^ST ff̂ TT T̂T̂ T JTT
T t 3 < T # 3 ' % P f R T H T « T R € r g T S T T
?fTT t§Tf SMTIR H 735?f p ?T£!TIR %
f-R Rq-RSST 5pRj) R fl'^r I I 5|TR-^5TftTC\
( p J R % 3 T R R T P r t P T c T V K P ^ f n T W I ) ,
*PAQ.
m u m T̂
sfi ?Tcicr f ^ r
?fn ^ rr^ f^ T ^
sft T̂TTcT m ^
% fe fr r4TT̂T îTSTT U K <̂TT
H 77gTfr flj, Wo^X^ % T m
X
^TTR
3
16 DELHI GAZETTE NATIONAL CAPITAL TERRITORY GOVT. : JANUAP.Y 21, 1999/MAGHA 1, 1920 [Pari IV
~ " ~ " “ " "“^ *
(Tf) q^Tf^RTR ^ i f ^ T 3TT ?rf?f%WFnT TORqr^R q-«nf?si% R ^rfa^FF *rr RfR^W Frn;
O ^
rsttr ?r 5rs5Tsr?r % ^ ptc qR # n i
( i v ) R ^t ^ Rr^Rtfq^R RqR«sr qR R
0
rtr, s r |t w^ sthtr? qrt s r s im % faR
5rf¥f5HsT qTT R^HT q f f f̂ TUT ^TW^T;RR
C \
( V ) ? 1 R - 9 R R R R R f % R R T % <1T S W I T C H
r Ir srf̂ rf̂ rRr qfr Rfwsmt ttrsst qru
?T rt Rqf̂ ft srk ^fft §rt raftt q?T
^Rrq- qRRr ?ttttt r> JT«rrft«rfcr RfrfHtRqr
RT ?Tr^% î'Trp: m £PT RRJT-RRJr Rt
f^q-^r f%$ 3tw i
(v i) ^RT sqf^er R> R̂ RSTR- % STRfRR % fRJT
R>q? RfR^sff qrr R s?m qRRr | r r
Rq?r ?rf*r#srf r r T.r I m w q t R m f R r
fqr^ft f f a qrr sRTTfwrar q R R r f , 3Rq?r
Rf^Rtfrfa 3RRT I
( 2) ^RT 5^ c T rt r> p Rfa^rai % rsrjir
qR RiRflr w an | , f ^ f R f ^ r qrrR ?i# qrw ,
R«rfa :—
(qr) ww RfeWT qr Rfc srr qrTi
fqJR RT R%cT rrtrt;
(m ) r > f ^fRR%'T qr> Rt?Rr, qn?Rr, qrrsRr,
R??R STR̂ T RT R5R*?T W R qfRTRT
ITT f%f?d qR̂ TT
?t RnSTT fRR f^RT Ir r T "i'TRo
qfT S3TRI .;
(? ) wtqr rF rr^ 't qn q^R rr^ t fa*fr
w m t o t qft r i r r t $ r r r t r t r t qfr
S3
rt r w r qR^ % fR§ r t̂rr fsRTRRrr;
v \
(t ) f^ 'ff r t r r ^ t ^ f q?r srfcr sRRT q̂T
? f e *r r t r Rfti%^ vr qrrf Rl'R *tt
tot w r t ;
( r ) 4nq? R fR 'W f qrr r s r jr ^ rrit
T%jft Rfir sq-fqR qn RT Î qSRTRT m
fcpSTT sTTRfT
(E>) ITRT f r fa R 5H^T|TT q^rn , gft
RSI P^iiH ' RT rTRiT m \H qrr tu t
#, Rtqr s r fR ^ f % 3tto ttt v )t qPrwii
% fR$ ?rrf̂ T.T
• •
12. RfRROTPTR ' " RRI^qRT Rft % ?T??RT q:T
RrTT RHR RTTiTT STO RlfRcf R f R R ^ I ^ RRT̂ qTTX
s tto 1 3 ^qsn% 2 qr ( ? ) %
arfci Rpff%«TRR rrt^ ptt wIr qfr
%% % f?IR %??W RRRTT % R R f
«|Ŝ > R R1R
% RfsTqJTfT̂ f
;
qfr tq- 5ff % RqRq ht̂ t r 'rt tra ^*tir
T̂Rcf % ^ T T f R I
a ^ q i
[ f R T R 5 q^T ^ q f q R R ( 2 )
m ............ % t i t t r sj'qrR % fRP, m 'q % Rffl%qi qft M?rfeRt
r̂iRR-g RR? RfflR^IT f^fti RT l̂ STcffa % 1 sfK ? c r^ 2 s fq ^ % qiT^m frorfatif,
% Rfq%s qr^r r r # ^ 'jrt ^ ^ rq 'f gRiRf«i- ^ Ra\-r fM%e qiH^r q?V ? r - w
a^n V ?fiR '’a' qrsff q?> R ^fe i q?V ?.r
qfr qTr ? R ^ r sirh V 3i'k 'g ’ q i ^ f
qft fR ^ ’sHT
P a r i IV) DELHI GAZETTE NATIONAL CAPITAL TERRITORY GOVT. : JANUARY 21, 1999/MAGHA 1, 1920 17
^ - • sr^q- 2
[fasnr -5 «t»T srafowr^«) ' f c . ]
- W<«1 ’H i •
aspfl m fa ndim/ftwTtifowiwy :
riW. '3WT STTfe ^T ?TW :
■u f« srfa^Pkr m ?rnr ® k ftrfwfeirt
wrsT/sn^ro
0
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« . t . tw *i .
0 * ^
• • *
'ST̂ yf Sf?f frq ̂ c| f^ fd'-'lMt, ?‘T
% r, s ik
? r f a ? r ? g g s n p t , t j t p t :
♦
♦
[ f W 6 3 T f M w ( l ) ^ 3 P.]
*rr*r qNT
?rf^$ra srfaw it r̂r ?tht oik fafwfcssr :
j?Fi ttq M srfest jit 7.r-; r̂ .
cff sukin f^r% fat* ?rafa<i
srfa^ra 5ifa^Rt 5Ri i s : t ----- ; ..................... *Tf.3>faa ^ ^ fi jj Jim /,w$*r e %
( 2) ^9T%^mxir^Tfr5i9m-/$rh$ramT!i£rFi ’tp t j t i t r t s r q^% ~-ikT fco ^nriyjzt n̂rĵ fY i
.............................................................. 3 f % S p r f t
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tirfrs ♦ *
a?T 4
[faw 7 TTfw r ( 5) srfen}
3#=FT srfvfasf % v b ?tPsi^ f m ’n
# r» «
% %$ «mr T<a 'FrfWwq % far? tpifwr
q ^ ffrT sffa ?raf f^r ̂ ymrr
k f r i srrar snrfti % s k H
T r f ^ f ^ r ift?^
7,rg?i'f ¥V gw r
fecq-foiqi
18 GAZETTE
sr^q- 5
f^5T^/SffVT^
[f^pnr 8 *pt ( i ) %f%̂ r]
f̂srr 5nT% srt it %tf r̂̂ rfê r $rfa%^r
^tPtct f%m | sfk vfc f t ?ft *m s m qiTTO
I
w. s r f a ^ ^rfg^kTT ^r ^TnrfMreR :
w t srrc% wnsfr ?t f%*ft srfiranft %t fsnrpffcr
srfa-iw ssrfsmft f yrmf^fsi?r f w | stffc
q f? ?ref rft ^ ttw srant ?
’T. 5rfvr% w irfsrerfr sfk ^ 4 ^ 'h j ^ ^ t stirsT^ •:
( i) ^nr fawwtJT ?rfa%sr ?rfijr*Pkt % f̂a%*=r
snrer ir stfwn- ht^t fc m | ?
( i i ) w r fa*rnfrir 5rfa%?? it w ^ tft spfaxs
* • • • • • « %
Jr^tj ^ fofrra qprsff
?
STPT
Spsmrrc ir f^n rr^ sTfw'T qfasrm ^r 37-
tfttr 3n;ir % v^& z f ?
*r. I . Tfcftq- ^ fa% ^ n rrc /* p r iT^ % s T fw ^ n n ^
-\it ?T«f-̂ T?T f̂-fTTt'sr W*t
ff# 5 T R t :
( i ) rnqr̂ PT *t*T5?r Trcfw w fw an rR , ?rf fg^ft
^ rk q tfe% ft s f k sm s= n ; fr-TFT
m ;m * z %^'t ct«tt wtTr r̂ f^ra akfrn ^Tm-• • • •
^nr % ?«th ir ff#5n-ft % fwq, w^ p f ?
( i i ) * r f e f t < r t f q r a r w ? ? r F ^ r 3 n % =t r
srertfor ^ fasra t t j jtt^t ^ctw
) 5WT JTfTO WTrsfli t% TT3!T m % srfa^T nrc
% *STR it f f^ 5 l< t % %tr
?
(i i ) *rfc f t ffT frw r n ^rfcr fan; r̂r̂ r 3T%
s ta ffe r vpjf-mr € t jttct sremf
2. ?r«t srfa?r«T ?ptf?raf t o « p t 5srf?5fR??r srfa
( i ) ^ tt? rri% * p t2 ? t% m w x f e p i & m , % ?rfa-
5frf%̂ ftsF?r cm % ftpr ^rfgrrf spfr ?
( i i ) ft'Tts ^r?ft 5r«rf« % jjt-
fw f̂tTH cf«rr '5Z\% %tr Tfrr ^ t W i
n^TT ^q^f^Ta
•v
Ryu 'Vi DELHI GAZETTE NATIONAL CAPITAL TERRITORY GOVT. : JANUARY 21, 1999/MAGHA 1, 1920 19
3. it f̂t
( i ) n*rr ?m% tfirsq- % n
q’Tnr^r qT-^T?r *rf?r$Frf % s fe r 3?t
^TTigrrf ??rwt t ?
(ii) sfer % faq; srfsrfer s rfa w r 3?t ^
m m sr^nr ?
4. «Pt srf?nsrrc?r wx *fer*r/ytfter«r:
( i) w r srT’f e ^ ^ % w r
*V*r
TTR3T TT5T fcSf *Pt SrfasJm
?wf*ft *N fer f e n | sfti zrfe ^fr eft srra
f̂ rcr ^rr ifrm rf ^ sr ênsr ^ | ?
( i i ) rnr ?PT5?r rrt^ t s w s w\ F : N
snrg^ft tt i :T?tsr'JT % faq; 3?r
s. ?fFflsr*’ff ept isrfesffer :
(i) ? tt 3tpt% 7t?i5?r h U m i ^r?fr %
?trr?r yf m ?r«r-w#!?TW fe rr I ?
(i i) jrf? Hft rft ^TT«r srcTTtr
6. ¥ t snfe? ^ ^ q f e p r a t *fepT :
( i) 397 3rPT% #>T5 ̂% qrfcr^ ST̂ JTf'JTSFmt 5fT
?SferR' f e n < •
(i i) sn r̂fFpfi % % m«r y rfe fe r m ??nrf
• •
7. ^5T5?TrriT ̂ ffa fW =FT tf3F?FT :
w r *nr5 r̂ r̂ tr^r ffo^rr
^ t ^ frfe r f e n t sft *ppt ^ t % ̂ *
g w f t f e frrsft tt w t 3t ^T?rcn I ?ffc
Iff? ft, eft S*fe 5rfiT TT t̂JT STRt?PIRTC
3?T '*T? I
s. f rfe s r f e r n f % r̂fir^nar :
( i ) m r JTrq-% *r<rs?r % qw fafesr f e w t %
m f , ?mv: frp^n; ?
(i i) *rf% ft,?ft?rr<T%Tr^tiT?rf^7%^nnT^t
?Tfcrfer ^ % f^fr f m sptt^nf | ?
6
[F tw 9 m ^f?nrrr ( 3) %fgrr]
m % f e Tfrr ^ t M srfc^r
?r. ^ r^ fr »rwr tKrpft % fewrfqqt
20 S D E U f f l iq A 2 E I t£ E M O T O N A L 'C A H I-U . a C Q K I J * • ® .Y .2 J S 1
7
r 1,51920 . v .[F a iu - 9 i
: * • * . * .
5Tt ®st# ^ prefer s ^ ftt fr^Vd :
(fain? 9 5pT ( 4 ) %fe<7)
#
^'t kttt̂ ^rwf ^Rrfairtr % ?m?r ?rPfl% m ’FT^trfa^T ^frfrr,
*r. ?rfsrfafa<r 'btwt
1 2
«RTf y r f ^ f r f ^ 'fiiwr eht! €r
Trf ^ f :3T ̂ f 5T w r r
3 4
# f5T W IT ,’ Jffe
W'tC f t
5
fasrfazrt
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[faw 1 0 =PT TTfr-TlT ( 2) T4I fr-tPT 1 1 % ^ f a l R ( 1) F̂T 'I'3 ^ ( 1) (5rP*f%#f ̂ T STSCPW
•̂TSTT % farr Srrt^T ^T 5 im ) ]
im ir,
R frfa tw , ?rfiT#^T>TR,
¥TTCT q-̂ TTT,
*rf f^"Tr 1
TT?T55T,
#, 'fl’Ra' % Tvc|rc srfa%sr*rR % sm nrR s r t % srfa%srr t̂t stkpt* % faq; f^wr? % ^ r *r,
% facr ?n# rr ^ a r $ i f sra^r fipmf sfrc w<f? <rr^ *p v ( % fa<r f w k srerm
% q-ŝ Trf VTTTrT % TTSjfa- *[Z *TT<T?ft TT T̂rSTTfTrT ST'T̂ ft 5Tc%? f f a nj,
Srf?T, * P T T ^ T T % 3 iT ScTT ?. I
1. ^mr, g fp - : «ft srVflRft/frrr6r/?T.
2. fcT5TT/«Tf?f ^T TTTTT :
s \
3. ^TT # cTTT̂ I :
4. ?Tfmrr :
5. TT^TrfT :
6. *r fa :c» %
7 . :vD
s. f w f M r m / w n '3Tfr T fa^ fW
• > ^ • •
9. srsfsr, fa ir% faq; srew ^ t% t ;
10. fsrrsn: ?rk mffar :
11. TrTT (i) :
(i i ) fsrm :
• 9
F a r t IV1 DELHI GAZETTE NATIONAL CAPITAL TERRITORY GOVT. : JANUARY 21, 1999/MAGHA 1, 1920 21
rn rnm m m
fsrsmr
L
2.
3.
* ^ sre W f | farO N o ^
fircsft ?Fr?rernTf^f ?t ^ srt'tstO V. o
Wt I
*S
sr̂ rfsr fjctrforiri-
s m f ^ f e x T ^ T /^ T / f w m *t ^ %'^Tfer qg i cr«rrPr,
f r t ? m %5T %■ WTCT if TT^TfW 5rfM?rfspff % ^ 5T^?T
5T¥7 9
(fen r i i % ^q-Prqrr ( 1 ) ( 5) t r a q )
sr^T^n^ ?rk srfa'faf'T gfesrmf % f<rc srrt?^
•snT?r Trcftir
v c p f\T^TT
O
(iTrT rrtR 3Tt/fr 5ft if?t)
I w*f ........................................................................ JT5
ftt % f%q *f?r«T ^ f t if sq^fticr srm ft ^ t w s t f a ^ r
jrftrf^rfef srsrur ^ 1 srrmft ^ ^ r ir / f e rn r (nwi^mt fsnrpft) ?t
sfk ?s% sRPTer...........................i r . . . ........... cppspt ^ffsr 1 1
qrpTrT q̂ FIT f% ^ *rrmft i k 1
2 . t ^rr# grr ?)% % W r f^nrr?T s f r qrt s w ^ ff f̂ r*r
1
f irrqcn sfk far st?tjt fe rr srrc; cr«r ^ r ^ t srH+faei wt’rt rrrar
?ff if m f*RT % JJTTtSPT f w WT AWT I I
3. 5TT3T qft *rf ^ rs t afcrm /srf^rfq^ff ^rr s rfa^ P T K % ^ r 5# snprr % firm f e f t
5r?q- 5?rf^r ¥ t T̂lff f%qT ^ J IT I >
4 . ?m trrmft sr̂ TfyRT 3?t ^Tcft eft OT^t ¥7 ?r 5tPĥ t f% '=pt jnrrjfr s k sr%-
% r̂r, sr̂ rt r̂ r̂r*T TFPT f W 3fTf*lT I
5. f wfiw f t i f ..........................................wo; qft trfsr smr f 1
1 6 0 D G / 9 9 — 3
-fTW W*T ^r)
*TrTT :
?«T#r WT
f
22 DELHI GAZETTE [Pa rt IV
* r
%?! srsrkr
srfcm srrfcr i
( i )
• • • ^ ( r % ' f^fT T < # 5 g - . . . . . . . . . . . . . . . . . . . . . . . t f r C l O . . . . . . . . . . . . . . . . . . . . . . . S T T T S T R T W T O f l’/
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No. F. 9 (25) 197-Archives.—The following is
published for general information :—
PUBLIC RECORDS RULES, 199?
(Department of Culture)
New Delhi, the 9th January, 1997
G.S.R. 43.— In exercise of the powers conferred
by sub-section (1 ) of section 17 of the Public
Records Act, 1993 (69 of 1993), the Central
Government hereby makes the following rules,
n am e ly :—
1. Short title and commencement.— (1 ) These
rules may be called the Public Records ru le s , 1997.
(2) They shall come into force on the date of
their publication in the Official Gazette.
• f't ' » , « 1 • > . - • » . X , • - m
2o Definitions.— In these rules, unless the context
otherwise requires,—
(a) “A ct” means the Public Records Act,
1993 (69 of 1993);
(b ) “appraisal” means the evaluation of public
records in association with the National
• .
Archives of India or Archives of the
Union Territory as the case may be;
(c ) “classified records” means the files relat
ing to the public records classified as
top-secret, secret, confidential and
restricted in accordance wih the proce
dure laid down in the M anual of Depart
m ental Secrurity Instructions circulated by
the Ministry of Home Affairs from time
to time;
(d ) “custody” means the possession of public
records;
(e) “defunct body” means a corporate or non
corporate body which has been wound
up with no successor to carry on its
functions;
(f) “Declassification” means downgrade the
security classifications after their
evaluation;
s} % • . . f
(g) “file” means a collection of papers relat
ing to the public records on a specific
subject-matter consisting of correspon
dence, notes and appendix thereto and
assigned with a file number.
(h ) “form” means the form appended to these
rules;
(i) “private records” means records lying in
the possession of a private individual or
with any non-governmental organisation;
(j) “recording” means the process of closing
a file after action on all issues considered
thereon has been completed;
(k ) “records of permanent nature” means the
public records being maintained after r e - '
cording for a period specified, under sub
rule (1 ) of rule 5 by the records creating
agency in accordance with the procedure
laid in its M anual of Office Procedure or
Instructions on the subject;
(1) “retention Schedule of records” means a
Schedule which provides the period of
retention;
Part IV] GAZETTE NATIONAL CAPITAL 23
St ( m ) “review” means periodical; evaluation of
recorded files on the expiry of the period
of retention for determining their further
retention or destruction, as the case may
be;
(n) “Section” means the section of the Act;
(o)
(P)
“Standing guard file” means a compila
tion of papers on a particular subject-
matter consisting of copies of policy
decision order, instructions or any another
matter incidental thereto arranged in a
chronological order;
Words and expressions used herein and
not defined but defined in the Act, shall
have the meanings respectively assigned
to them in the Act.
3. Nomination of records officer.— The records
creating agency shall by an office order issued in
pursuance of the provision of sub-section (1) of
section 5 of the Act nominate one of its officers,
not below the rank of grade of a Section Officer,
as the Records Officer. A copy of such office order
shall forwarded to the Director General or head
of the Archives, as the case mav be.
4. Maintenance of standing guard file.— The
records officer shall be responsible for maintaining
and keeping a standing guard file and proper record
of the directions issued by the Director General or
head of the Archives, as the case may be, in pur
suance of the provisions of sub-section (2) of
section 6 and shall produce the same for inspection
as and when, required by the Director General or
head of the Archives, as the case may be.
5. Acceptance of public records of permanent
nature,— (1) The Director General or head of the
Archives, as the case may be, shall accept for de
posit and preservation public records of permanent
nature which have been retained after recording by
the records creating agency in its records room for
the last twenty five years or more.
(2) Records officer shall intimate to the Director
General or head of the Archives, as the case may
be, each year before 31st day of January, in Form-I,
the particulars of all public records of permanent
nature which are due for appraisal during the year.
(3) On receipt of an intimation under sub-rule
(2 ) , the Director General or head of the Archives,
as the case may be, through his officers shall assist
the records officer in conducting the appraisal of
public records. When '.he appraisal is over, the
records officer shall prepare in triplicate, a transfer
list in Form-2 of all public records and deposit the
same for preservation with the Director General or
head of the Archives, as the case may be who shall
after his satisfaction, return one copy of the transfer
1 6 0 D G / 9 9 — 4 . . . . _ _ _ _ _ _
i ? . J L H U — r — r -
list! to the
records.
officer as a of the n
(4) If the records offices after appraisal deems
it necessary to retain any record or file of perma
nent nature beyond the period of twenty five years,
he may do so for reasons to be recorded in writing
and under intimation to the Director General or
head of the Archives, as the case may be.
6. Withdrawal of public records.— (1) If public
records deposited and preserved with the Director
General or head of the Archives, as the case mav
be : is required by the records creating agency for
any official puipose, then the records officer shall
send a duly signed and stamped requisition slip in
Form-3 to the Director General or head of the
Archives as the case may be.
a
(2) The public records requisitioned under sub-
rule (1) may be returned as soon as the purpose
is achieved but shall not be retained beyond the
f period of six months by the records officer or the
record creating agency..
7. Down-grading of classified records.—-(1) The
records creating agency shall by an office order
authorise an officer not below fhe rank of the Under
Secretary to the Government of India to evaluate
nd downgrade the classified records being main
tained by it. A copy of such office order shall be
forwarded to the Director General or head of the
Archives as the case may be.
02) The officer so authorised under sub-rule (1)
shall evaluate the classified records every fifth year
for the purpose of down-grading.
(3) After down-grading if the officer declares
any record as of permanent nature, the same shall
be deposited and preserved with the Director
General or head of the Archives, as the case may
be, after its appraisal.
(4) The records deposited t rider this rule can
be requisitioned for any official purpose and return
ed to the Director General or head of the Archives,
as the case may be, in the manner provided under
rule 6.
(5) Every year in the last week of June and
December, a half-yearly .statement in Form-4 shall
be furnished by the officer authorised under sub-
rule (1) to the Director General or head of the
Archives as the. case may be, on the action taken
for evaluation and downgrading the classified
records.
%
8. Submission of Annual Report.— (1) The
records officer nominated under rule 3 shall furnish
to the Director General or head of the Archives,
as the case may be, an Annual Report in Form-5
every year in the month oj March of the following
vear.
24 d e l h i G a z e t t e - n a t i o n a l c a p i t a l t e r r i t o r y g o v t . : J a n u a r y 21, 1 9 9 9 /m ag h a 1, 1920 [part jv
mm • « » % •
(2 ) The Director Gcueiai or head of the
Archives, as the case may be, shall, thereafter, sub
mit a report to the Government in the Ministry of
Human R esource 'Development every year on the
action taken by the Records Officer in pursuance
to the provisions of clauses (a) to (1 ) of sub-section
1 of section 6 of the A c t
9. Destruction of Public Records.— (1) No
public record shall be destroyed without being re
corded and reviewed in the month of January every
year, each records creating agency shall record after
consulting the records retention Schedule all those
files on which action has been completed. This work
shall be accomplished in consultation with the
records officer.
(2) No public records which is more than twenty
five years old shall be destroyed by any records
creating agency unless h is appraised.
(3 ) A list of all such public records which are
proposed to be destroyed shall be prepared by the
record creating agency in Form-6 and retained
permanently for further referenc e.
(4) The records officer shall furnish a half yearly
report in Form-7 on recording, indexing, reviewing
and weeding of records to the Director General or
head of the Archives, as the case may be.
(5 ) Records shall be destroyed either by burning
or shredding in the presence of records officer.
% ! L - * < % ■ ' %
10. Access to private records.— (1) Records
acquired from private sources by way of gift or
purchase or otherwise shall be made available for
bona fide research subject to the conditions laid
down by the donor.
(2 ) Research scholar shall submit an application
in Form-8 to the Director General or head of the
Archives, as the case may be, for permission to
consult records. The Director General or head of
the Archives, as the case may be, may refuse such
permission in public interest and for reasons to be
recoided on the said application
(3 ) Wherever microfilm rolls may be available,
the original records shall not be supplied for con
sultation to research scholars. No copy of any re
cords shall be made by any one without the prior
permission of the Director General or head of the
Archives, as the case may be.
11. Access to public records.— ( t ) The oublic
records accepted for deposit and preservation under
sub-rule (1 ) of rule 5 shall be made available for
bonafide consultation and reseatch purposes subject
to the provision of sub-section (1 ) of section 12
and the following conditions namelv :—
(i) a person who intends to co.isult the public
records shall anplv to the Director General
or head of the Archives, as the case may
be, in Form-8. The Director General or
(ii)
head of the Archives, as the cate m ay
be, may refuse such permission in public
interest and for reasons to be recorded on
the said application;
foreign national intending to consult the
public records may be permitted only on
the production of letters of introduction
from their sponsoring institution and
(hi)
diplomatic Mission;
record, maps and cartographic records
relating to the Ministry of External
Affairs and Ministry of Defence, in res-
pect of Arunachal Pradesh (including
Eastern Section ot the Sino-Indian bolder)
Sikkim, Bhutan, Nepal, Tibet, China and
Myanmar and areas comprising Pakistan
and Balgladesh may be made available
for consultation keeping in view the
security and the defence of India or of
any part of the territory thereof. Records
relating to the Ministry of External
Affairs, Home Affairs and Human
Resource Develooment in respect of
Jammu and Kashmir (including Gilgit
and Chitral) may also be nude available
for consultation keeping in view the se
curity and defence of Ird ia or of any part
of the territory thereof;
Provided hat the Director General or head of the
*
archives, as the case may be, refuse such consulta
tion;
(iv) wherever microfilm rolls may be made avail
able, the original records shall not be supplied
for consultation to research scholar;
(v) reprographic and transcription facilities may
be made available on submission of an application
in Form-9 and for such services the applicant shall
have to make the payment of such service charges
may be fixed by the Director General or head of the
Archives, as the case may be, from time to time;
(vi) a person consulting public records for the
purpose of research and publishes the work which
is based upon the material taken from the said
records may acknowledge the same.
(2) A person intending to consult the public re
cords shall not,—
(a) write and put any marks or indicati ens cn
public records;
(b) fold, tear, cut, crease, or otherwise damage
or mutilate public records;
(c) remove any public records without obtaining
the permission from the Director General or head of
the Archives, as the case may be;
K
H
V
m
Part iVj DELHI GAZETTE NATIONAL CAPITAL TERRITORY GOVT. : JANUARY 21, 1999/MAGHA 1, 1920 25
"tr
(d) be allowed to take any eatable or drinking
products or smoking while consulting public records;
the case may be, is detrimental to the maintenance
and preservation of public records.
(e) place any thing or object on any public reco
ords with a view to make out any copy of the said
records;
(f) disturb or interrupt any other person while
consulting the public records; and
(g) behave in a manner which, in the opinion of
of the Director General or head of the Archives, as
12. Allowances to the members of the Archival
Advisory Board—The members of the Archival
Advisory Board nominated by the Central Govern-
#
ment under clause (d) of sub-section 2 of Section
13 shall draw travelling allowance and daily allo
wance for attending the .meetings of the Archival
Advisory Board at the rates admissible to
‘A’ officers of the Central Government.
Group
Form—1
[See sub-rule (2) of rule 5]
Particulars of records of permanent nature due for appraisal during the year
Total number of files of
‘A’ & ‘B’ categories lying
in the records rooms of the
Total number of files
of ‘A’ & 4B’ categories
transferred to records
Total No. of files Total No. of files Remarks if any
referred to under due for appraisal
columns 1 and 2
V
records creating agencies rooms by the Sections
during the period under
report
1 2 3 4 5
Form—2
[See sub-ru!e(3) of rule 5]
Transfer List
Name of the records creating agency i.e. Ministry/
Department/Office/Public Undertakings etc. :
Name and particulars of the records officer :
Name of the Branch/Section
Year.
S. No. File No. Subject matter of the file Remarks, if any
1 2 3 4
\ c
* *
» f
* s
4
■v
- * ■ . . - . A . - — — - *’ 4 » i f d k 1 * * h i * vi *
r v " “
Signature and seal of the records officer
26 DELHI GAZETTE NATIONAL CAPITAL TERRITORY GOVT. : JANUARY 21, 1999/MAGHA 1, 1920 [Part IV
Form—3
?■
[See sub-rule (1) of rule 6]
Requisition slip
Name of the records creating agency (i.e. Ministry/
Department/Office)
Name and particulars of the records officer.
Particulars of records or File No. requisitioned.
Purpose for which required.
Undertaking by the records officer.—I . ................... ..................................................hereby declare that the records/
file requisitioned shall be returned to the Director General/the head of the Archives before the expiry of six months
as required under sub-rule (2) of rule 6.
Date Signature and seal of the records officer.
Form—4
[See sub-rule (5) of rule 7]
(Half Yearly Statement on periodical review of classified records)
Total No. of classified records lying No. of classified records No. of files reviewed and down Remarks
at present in the organisation due for reviewing grades during the period under
report
1 2 3 4
Form—5
Form for the submission of Annual Report to Director General of Archives/Head of the Archives
[See sub-rule (1) of rule 8]
I. A. Setting up organised Departmental Records Room—Whether your organisation has set up an organise
Records Room, and if so, is the space sufficient?
B. Nomination of Records Officer.—Whether your organisation has nominated an officer as Departmental
Records Officer, and if not, give reasons?
0
C. Training of Records Officer and Staff :
(i) Whether Departmental Records Officer has received training in Records Management?
(ii) Whether the junior staff working in the Departmental Records Room are trained in various aspects Of
Records Management?
(iii) If not, are you willing to avail training facilities existing at National Archives of India.
D.I. Sharing of space for housing semi-current records at National Archives/Archives of the Union
Territory :
(i) Whether your organisation is willing to share space at National Archives, New Delhi and its Records
Centres at Jaipur, Pondicherry and Bhubaneswar and Regional Office at Bhopal?
(ii) If yes, please state bulk of records proposed to be transferred.
II. (i) Whether your Organisation is willing to share space at the Archives of the Union Territory?
(ii) If yes, please state the bulk of records proposed to be transferred.
4 T
I
P art IV] DELHI GAZETTE NATIONAL CAPITAL TERRITORY GOVT. : JANUARY 21, 1999/MAGHA 1, 1920 27
2. Periodical recording, reviewing and weeding out of semi-current records:
(i) Whether your organisation has taken steps for recording, reviewing and weeding out of ephemeral
records?
(ii) Indicate the total number of records recorded, reviewed and weeded out during the period under
report.
3. Appraisal of Non-Current records :—
(i) Whether your organisation has initiated action to get non-current records appraised .in consultation
with National Archives?
(ii) State the total bulk of records awaiting appraisal.
4. Compilation/Revision of Retention Schedule of Records :
(i) Whether your organisation has compiled Record Retention Schedule.of substantive functions in consul
tation with National Archives and if not what action do you propose to take?
(ii) Has your organisation taken steps to revise the above schedule after five years?
5. Periodical review of classified records :—
(i) Whether your organisation has de-classified the classified records during the period under report?
(ii) if not, state reasons?
6. Compilation of Annual indices to Records :
(i) Whether your organisation has compiled annual indices?
(ii) State inclusive years with the name of the.series?
7. Compilation of Organisational history :
Has your organisation compiled organisational history reflecting various functions along with the date of their
creation and if so furnish a cop.ty to National Archives.
8; Records of Defunct Bodies :
p
(i) Whether your organisation has got records of defunct bodies, give details?
(ii) If yes, what action have you initiated for their transfer to National Archives ?
Form—6
[See sub-rule (3) of rule 9]
Particulars of records destroyed during the year
SI. No. File Nos. Subject of the files - Remarks
1' 2 3 4
•
Form*<-7
[See sub-rule (4) of rule 9]
Half yearly report on recording, indexing, reviewing and weeding of records during the half year ending.
SI. Total number of Total number of Total number of Total number of Remarks
No. files recorded files indexed files reviewed files weeded out,
if any •
1 2 3 4 5 6
m %
. ^ - . . .
• •
•0
*
<r«* fc. 0
28 DELHI GAZETTE NATIONAL CAPITAL TERRITORY GOVT. : JANUARY 21, 1999/MAGHA 1, 1920 [Part IV
Form—8
[See rule (2) of rule 10 and clause (i) of sub-rule (1) of rule 11]
(Application form for permission to consult records)
To
The Director General of Archives,
Government of India,
New Delhi-110001.
Sir,
I hereby apply for enrolment as a research scholar for consulting records in the Research Room of the National
Archives of India. I agree to comply with the rules and conditions in force and promise to deposit a copy of each
of my work based on the.materials consulted at the National Archives of India immediately after the publica
tion.
1. Name, including Surname : Sh./Smt./Km./Dr.------------------------------------- ---------- -------------------------------
2. Father’s/Husband’s Name : —------------------------------- ------ —— ----------------------------------------- — ---------
3. Date of Birth : ------------------------------------------------------------------------------- ------- ■----- — -----------------
4. Qualifications : ---------------------------------------------------------------------------- --------------------------------- -------
5. Nationality :-------------------------------------------- --------------------------------------------- —-----------------------------
6. Profession :----------------------------------------- --------------------------------------------------— —------ -----------------
7. Subject of Research : ---------------------
8. University/Institutions* registered with :
9. Period for which admission is sought : -
10. Signature and date : ----- -------------------
11. Address (i) Local : ——-----------------
(ii) Permanent :
Particulars of records to be consulted :
Department Period Remarks
1 2 3
1.
2.
3.
4.
"Scholars are requested to attach a letter of recommendation from their University/Institution/Department.
However, the foreign scholars are requested to bring a letter of accredition from the diplomatic representatives of
their country in India as well.
Form—9
To
Sir,
[See clause (v) of sub-rule (1) of the II]
Application for Reprographic/Transcription facilities
The Director General of Archives,
National Archives of India,
New Delhi. Dated :
Kindly supply me Microfilm (NFG/POS) PHOTO COPIES/XEROX TRANSCRIPTS of the materials)
indicated in the enclosed list for my research/publication/University. The material it from the Ministry(s) De
partments) of--------------------------------------------—--------- ---------------- it consists of---------------------- ——-----
items and covers the period from— — -------------—------ ------------------ to____________________
P art IVl DELHI GAZETTE NATIONAL CAPITAL TERRITORY GOVT. : JANUARY 21, 1999/MAGHA 1, 1920 29
1. I'declare that the above material is for my research/publication/university.
2. I undertake to pay the charges as per schedule of rates prevailing at the time of completion of work. I under
stand and accept that the estimated cost, when supplied is only tentative and the rates are also liable to revision
without notice.
3. The photocopies/transcripts supplied will not be sold/transferred to any other person without prior permission of
the Director General of Archives.
4. The material, if published will be suitably acknowledged and provisions of copyright, where applicable, will be
complied with.
5. I hereby deposit a sum of Rs.---------------------------------------------- as advance.
Yours faithfully,
Permanent Address Signature :
(In block leiters) Name (in block letters)
Local Address.
FOR OFFICE USE
Advance received vide receipt No.------------------------ ------------ dated-------------------------- for Rs.------------------------
Service charges have come to Rs.------------------------------------------------------------------------------------------------------
Balance receipt vide Receipt No.------------------------------------------- dated----------------------- Rs.----------------------------
Cleared for photo copying transcription subject to following.
( 1 ) -----------------------------------------------------------------------------------------------------------------------
Signature of Archivist
Date
[No. F. 16-2/94-RM]
Sd/- KASTURT GUPTA MENON, Jt. Secy.
By Order,
NATHU SINGH, Director of Archives
Printed by the Manager. Gent, of India Press, Ring Road, New Delhi-110064
and Published by the Controller of Publications, Delhi-110054, 1999
About this act
- Jurisdiction
- Delhi
- Enactment date
- 1999-01-13
- Sections available
- Document reader
Commencement information from the source
21/01/1999
India Code, Government of India. Text fetched 11 Oct 2026. Check the linked official text and subsequent notifications when applying a provision.