APPENDIX 4-A [SEE SUBSIDIARY RULES 23-A]

Transcription

1 APPENDIX 4-A [SEE SUBSIDIARY RULES 23-A] LIST SHOWING THE PERIODS AFTER THE EXPIRATION OF WHICH THE VARIOUS CLASS OF TREASURY RECORDS MAY BE DESTROYED Form No. of Schedules Description Period for which to be retained Remarks CLASS-I-SUBSTANTIVE ACCOUNT RECORDS XXI Cash Book both for Receipt and Payment Years 35 After the period to which they relate. XXII-38 Register of Power of Attorney Permanently XXII Register of Transfers of Government Promissory Notes 35 XXII Register of Stock certificates 35 XXII-34 Register of padlocks 3 After opening a new register File book of advises of Government Promissory Notes 35 XXII-36 Register of Promissory Notes on which interest is payable. Permanently XXII- 23,50,57,83, 84, and 85 Deposit registers and bill register 35 APPENDIX 4-A Page 1 of 11

2 Various All subsidiary registers to cash book of the Accountant other than those relating to- (1) Trust Interest Fund on charitable Endowments. (2) Advances drawn: to cover deficiencies found in remittances and for payment of compensation for land taken up under the Land Acquisition Act, and (3) Local Funds which will be retrained for 30 years. 12 XXII-6 Store registers of all kinds of stamps under double lock 12 XXII-7 Registers of sales and account of all kinds of Stamps under single lock. 10 XXII-10 Check register of stamps 10 XXII-76 Register of opium under double lock 12 XXII-77 Stamp venders registers 20 XXII-78 Register of opium under single lock 12 XXII-107, 108, 137 and 196 Plus and Minus Memorandum 12 Register of cheque books 5 Letter of authority to take the payment on behalf of the claimant. 10 Register of irregularities 3 APPENDIX 4-A Page 2 of 11

3 Register of A.C. Bills 3 Register of V.C. slips 3 Register of duplicate keys 1 Register of applications for issue of credit certificates 3 Tokens Register 5 Bank Warrant Register 5 CLASS-II-MISCELLANEOUS ACCOUNTS RECORDS XXII-3 and 4 Accountant s and Treasurers Balance Sheet 3 After the period to which they relate. Military pension Vouchers 10 XXII-29 Registers of currency notes (under double locks) 5 XXII-28, 31 and 32 Register of gold, silver and copper coins 5 XXII-171 Counterfoils of deposits repayments 5 Various Vouchers for advances under the Land Improvement and Agriculturists Loans Acts. Sub-Treasury accounts including balance sheets, extract register of deposits etc. 1 After full Recovery 5 XXII-53 Check register of bills payable 5 Counterfoils of bills issued 3 APPENDIX 4-A Page 3 of 11

4 XXII-21 Register of cash orders issued on sub-treasuries 12 XXII-36 Register of bills endorsed for payment at sub-treasuries 1 After opening new register XXII-43 Daily registers of currency notes received and issued. 5 Register of gold coins below current weight 5 XXII-138 Register of fraudulently altered and reduced gold coins. 5 Vouchers pertaining to returned diet money in civil cases and copying fee. 5 XXII-146 Clearance register of deposits. 3 Register of promissory notes received for renewal. Letters of credit 3 XXII-153 Advises of bills issued 3 XXII-269 Treasury Challans 3 XXII-138 Register of uncurrent silver coins. 3 XXII Simple advices of enforcement and conciliation of payment of interest on Govt. promissory notes from treasuries issued by the Public Debt Office. 5 Other correspondence connected with serial No XXII-172 Counterfoils of Tahsil cash orders 3 List of revenue money orders 3 APPENDIX 4-A Page 4 of 11

5 Rent rolls receive from Executive Engineers. 3 Index register of pensions 35 Register of Retrenchment orders and objection statements. 8 XXII-33 Register of valuables received Permanently Register of pension payments or advances drawn from the treasury for payment of military pensioners. 3 XXII-42 Pass Books of Public Works Department 3 Cheque register of specie and currency note remittances. 1 XXII-30 Currency chest book 6 XXII-150 Statement of coins cut and broken 1 Commission bills including vouchers paid to patels of raiyatwari village's remuneration of Kotwars. Sadar Treasury Inspection note by the Department Officer and Accountant General. Register of pay slips of Gazetted officers prescribed under S.R Pay slips of Gazetted Officers 1 Six monthly receipts of stamp advances held by the vendors. 1 Provided renewed acknowledgements have been taken. XXII-9 Abstract register of stamps in/out side stock of depots. 10 APPENDIX 4-A Page 5 of 11

6 XXII-290 Indent register of stamps. 12 Quarterly indents for stamps 3 Forecast estimates of stamps 3 Invoices of stamps received from the Nasik Press. 5 Non-employment certificates and money order receipts received from pensioners whose pension is remitted by money orders. 5 Audit Objection Memorandum issued by the Treasury Officer. 1 Monthly return of postage stamps 3 Miscellaneous file i.e. correspondence regarding paid authorities. 10 Register of Payment orders received from Accountant General including GPO. 25 Debit/Credit Bank scrolls. 10 Receipt books of NFD receipt (counter foils) 3 or 1 Year after the date of completion of audit which ever is later. Counter foil of cheque Books is issued by the treasury 5 Provided the same have been adjusted and reconciled in A.G. office any without any audit objection. CLASS-III-PERIODICAL. ACCOUNT RETURNS TO ACCOUNTANT GENERAL APPENDIX 4-A Page 6 of 11

7 Annual accounts of personal ledger 5 XXII-147 Statement of lapsed deposits. _ Permanently Statement of mortality of pensioners 5 XXII-91,113 and others Statement of Government promissory notes in custody of Treasury Officer Cash accouts, lists of payments and subsidiary schedules. 2 Office copies need not be kept XXII-150 Quarterly statement of coins cut and broken. No office copy need be kept XXII-135 Resource estimates 3 Statement of lapsed pension 1 XXII-145 Quarterly statement of currency notes 1 Requisition for specie remittance 1 Statement of unadjusted balances 1 XXII-222 Indent for treasury forms 1 XXII-141 Indents for small silver copper and currency notes 1 XXII-141 Certificate of personal Ledger balances 2 List of gold coins fraudulently dealt with forwarded to mint 1 Return of shraff market etc. coins 1 APPENDIX 4-A Page 7 of 11

8 XXII-152 Return showing counterfoil coins received and sent to mint. 1 Statement of receipts and issues of sovereigns and half sovereigns. 1 XXII-189 Invoice of uncurrent coins dispatched 1 XXII-159 Invoice of currency notes remitted. 1 XXII-129 Requisitions and indents for remittance transfer receipts. 1 XXII-154 Advices of remittance sent 1 Intimation by drawing officer of the number of cheque books in use. 1 Estimates of consumption of opium and indent for opium 1 Annual dry-age report of opium 1 Emergent indent for stamps 1 Vouchers for which consolidated vouchers have been afforded 1 Receipts for specie remittances 1 XXII-4,6 and 10 Monthly stamp statement sent to Superintendent of stamps. 3 CLASS-IV-CORRESPONDENCE WITH ACCOUNTANT GENERAL APPENDIX 4-A Page 8 of 11

9 All correspondence purpose of which has been answered. 3 XXII-180 (1) Requisition for correction of treasury accounts XXII-142 (2) Specimen signature of Treasury Officer, and 1 XXII-192 (3) Transfer of charge report All circulars, orders and general letters of Accountant General When cancelled CLASS-V-GOVERNMENT SECURITY RECORDS Application for conversion of securities and acknowledgement of receipts of securities tendered for conversion (acknowledgement portion). Register of securities tendered for renewal, consolidation or sub- Division 3 3 Register of interest warrants 10 Payment order of coupons of bearer bonds at a sub-treasury 20 Or until interest ceases to be paid from sub-treasury Register of bonds registered for payment of coupons at a treasury 20 Register of coupons paid 1 APPENDIX 4-A Page 9 of 11

10 Detailed list of bonds of which the coupons are payable at a treasury Register of promissory notes enfaced for payment of interest at a treasury Detailed lists of notes enfaced for payment of interest at a treasury Register of payment of interest 12 Payment order of interest on promissory notes at a subtreasury Register of powers of attorney, pre-bates certificates etc. Acknowledgement for securities tendered for renewal, consolidation or sub-division. Covering list of accompany securities for warded for safe custody. Register of Government securities deposited for safe custody. Application for safe custody of Government promissory notes. Acknowledgement of receipts of Government promissory notes received for safe custody at a treasury. 20 Permanent 3 Permanent Ledger account of Government promissory notes. 10 Application for withdrawal of Government promissory notes held in safe coustody. 2 APPENDIX 4-A Page 10 of 11

11 Register of receipts and disposal of notes held in safe custody. 10 Interest distribution register 3 Covering list of promissory notes returned by post. 3 CLASS-VI-SUB-TREASURY RECORDS Cash book 12 All subsidiary registers both of Syahanavis and Potdars (Tahsildars) other than those relating to (1) Trust Interest Fund on charitable Endowments (2) Advances drawn-(1) to cover deficiencies found in remittance and(2) for payment of compensation for land under Land Acquisition Act and (3) Local Funds which will be retained for 30 years. 12 Deposit registers 35 Plus and Minus memorandum 10 Register of Stamps 10 Syahanavis and Potdars daily balance sheet 3 Register of currency notes 5 Sub-treasury accounts including balance sheet 5 Advice lists 5 Register of silver and copper coins After opening a new register APPENDIX 4-A Page 11 of 11