Amended

REGD. No. D. L.-33002/99 GOVERNMENT OF INDIA Delhi Gazette SG-DL-E-27082024-256643 EXTRAORDINARY PUBLISHED BY AUTHORITY No. 36] NEW DELHI, WEDNESDAY, AUGUST 21, 2024/ SHRAVANA 31, 1946 [N. C. T. D. No. 159 PART II-I GOVERNMENT OF THE NATIONAL CAPITAL TERRITORY OF DELHI HIGH COURT OF DELHI: NEW DELHI NOTIFICATION Delhi, the 20th August, 2024 No.76/Rules/DHC–In exercise of the powers conferred by Section 7 of the Delhi High Court Act, 1966 (Act 26 of 1966) read with Section 3 of the Destruction of Records Act, 1917 and all other powers enabling it in this behalf, the High Court of Delhi, with the prior approval of the Lt. Governor of the Government of National Capital Territory of Delhi, hereby substitutes the existing Part IV of Part C of Chapter 5 of Volume V of the Delhi High Court Rules & Orders by the following new Part IV : Part IV ADMINISTRATIVE RECORDS 21. Period of preservation of administrative records:- Subject to the provisions of this Part, all administrative records shall be preserved for the period and in the manner provided for in Schedule I appended with these Rules and then destroyed. 22. Preservation of records of general/historical importance:- All records which are considered to be of general or historical importance shall be brought to the notice of the Chief Justice and the Chief Justice may pass such orders or give such directions as the Chief Justice may consider appropriate as to its preservation or otherwise. 23. Mode of calculating period of preservation:- Subject to any instructions given in Schedule I, the period for which a paper is to be preserved shall be reckoned from the 1st of January following the date which it bears, e.g., papers of 1995, which under these rules have to be retained for one year, will become liable to destruction after 31st December, 1996. 24. Exercise of destruction of records to be taken up in the month of June and December:- Subject to any instruction being issued, every year, destruction of administrative records shall be carried out in the month of June and December. 25. Authority competent to grant approval for destruction:- The Chief Justice shall designate for every administrative branch, an officer not below the rank of Deputy Registrar, who shall approve the destruction of record. 26. Identification of records to be destroyed:- Every Administrative Officer (Judicial) posted in an administrative branch shall have the record identified and entered in the registers maintained relating to the records to be destroyed, in the month of May and November, to be destroyed in the following months of June and December respectively subject to final approval by an officer, so designated under rule 25 above. When any paper is destroyed, the date of destruction alongwith letter 'D' shall be entered in the red ink against the paper destroyed, in the register. 27. Records need to be preserved for future reference:- An Administrative Officer (Judicial) before entering the details of the record shall make an assessment whether the record proposed to be destroyed is required for future reference or is likely to be required for future reference. In case, where the Administrative Officer (Judicial) is of the view that such record needs to be preserved for said reasons, he shall place such record before an officer so designated under rule 25 above, giving reasons in detail for its preservation. Said officer shall pass such orders as to the preservation of record so placed before him, as may be considered appropriate. 28. Guiding principles for the destruction of records relating to accounts:- The main principle which should guide the destruction of accounts records, should be that so long as an objection is outstanding and the accounts have not been completely checked and accepted in audit, they and the relating documents should not be destroyed even though the period of preservation prescribed in the Rules may have expired. 29. Destruction of Records retained in electronic form:- Notwithstanding any period of preservation prescribed in these Rules, any administrative record, may be destroyed after being retained in electronic form, in accordance with Section 7 of the Information Technology Act, 2000. Explanation I: According to Section 7 of the Information Technology Act, 2000, where any law provides that documents, records or information shall be retained for any specific period, then, that requirement shall be deemed to have been satisfied if such document, records or information are retained in the electronic form. Explanation II: However, the record preserved in the electronic form may also be deleted after it reaches the period of preservation in its hard form as mentioned in Schedule I appended with these rules. 30. Identification of record required to be digitized:- Every Administrative Officer (Judicial) posted in an administrative branch shall have the record identified which in his opinion needs to be retained in digital form and shall obtain the approval of an officer competent to grant permission to destroy, in this regard. 31. Supervision of conversion of record into electronic form before destruction:- The conversion of administrative records, in electronic form, shall be carried out from time to time, before their destruction, in accordance with Rule 29, as may be necessary and shall be supervised by such officer as may be appointed by the Chief Justice for the purpose, and authenticated by affixing his or her digital signatures. 32. Registers for destruction of administrative records:- Every administrative branch shall maintain a register for keeping a record of administrative records to be destroyed in the following form:- Register of Destruction of Administrative Records Name of the Branch +-----+------------+------------+-----------+------------+------------+-----------+-------------+------------+------------+ | Srl.| Descriptio | Name of | Proposed | Whether | Period of | Remarks, | Signatures of | Date of the| Name of | | No. | n of record| the officer| month/ | record | preservation| if any | the approving | destruction| the officer| | | to be | who has | year for the| preserved | as prescribed| | authority | of record | destroying | | | destroyed | checked | destruction| electronically| in the | | (Deputy | | the record | | | | the record | of record | or not | Schedule I | | Registrar/Joint| | | | | | to be | | | | | Registrar) | | | | | | destroyed | | | | | | | | +-----+------------+------------+-----------+------------+------------+-----------+-------------+------------+------------+ | (1) | (2) | (3) | (4) | (5) | (6) | (7) | (8) | (9) | (10) | +-----+------------+------------+-----------+------------+------------+-----------+-------------+------------+------------+ 33. Residuary clause:- Period of preservation of any administrative record, which is not covered under Schedule I appended with these rules, shall be decided by the Registrar of the concerned administrative branch, subject to the final approval of the Chief Justice. The Chief Justice, on the recommendations of the Administrative Head of the branches concerned, may add or delete any entry in the Schedule I appended with these rules. SCHEDULE-1 TABLE - 1 (ESTABLISHMENT) +------+----------------------------------------------------------+----------------------------------+--------------------+ | S.No.| Particulars of Record | Period of Preservation | Instructions, if | | | | | any | +======+==========================================================+==================================+====================+ | | HON'BLE JUDGES | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 1. | Papers relating to administration of oath to Hon'ble | In perpetuity | To be | | | Judges, their leave cases | | digitized | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 2. | Papers relating to nominations of vacation Judges | 10 years | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 3. | Papers relating to leave cases of Hon'ble Judges | One year from the date Hon'ble | To be | | | | Judge retires/demits office. | digitized | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 4 | Constitution of Tribunals, advisory boards under | 20 years subject to pendency | To be | | | COFEPOSA and other Statutes | of any litigation | digitized | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 5. | Circulation of vacancies amongst retiring/retired | 3 years | To be | | | Hon'ble Judges | | digitized | +------+----------------------------------------------------------+----------------------------------+--------------------+ | | Officers/Officials of this Court | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 1. | Service Rules | In perpetuity | To be | | | | | digitized | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 2. | Appointment/promotion/confirmation/seniority/creation of | In perpetuity | To be | | | posts | | digitized | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 3. | Personal files of the officers/officials including | 5 years after an officer/offi- | | | | superannuation/posting/transfer | cial ceases to be in service, | | | | | subject to pendency of litiga- | | | | | tion. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 4. | ACR Dossiers | 5 years after an officer/offi- | | | | | cial ceases to be in service, | | | | | subject to pendency of litiga- | | | | | tion. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 5. | Casual leave applications of court staff, officers | Till the end of the year in | | | | | which the application is | | | | | made. For example, casual | | | | | leave applications of the | | | | | year 2009 can be destroyed | | | | | in the month of January, 2010. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 6. | Holding of exam for recruitment/promotion | Till the next exam subject | | | | | to pendency of any litigation. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 7. | Litigation | All papers except judgment | All Record | | | | till litigation attains finali- | and Judgment | | | | ty. Judgment to be preserved | to be | | | | in perpetuity. | digitized. | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 8. | Notices under Section 80 CPC | In case it is not followed | | | | | by any litigation - 3 years. | | | | | In case it is followed by | | | | | litigation – till litigation | | | | | attains finality. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 9. | Personal files of officers | In case of : | To be | | | | Death during service - 3 years | digitized | | | | from the date of death or till all | | | | | claims arising out of service are| | | | | settled including family pension,| | | | | whichever is later. | | | | | Retirement – Till death provided | | | | | that no file shall be destroyed | | | | | before three years from the date | | | | | of retirement when death occurs | | | | | within three years of retirement.| | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 10. | Permission for further studies, NOC for passport, NOC | 5 years after retirement | To be | | | for raising loans, another misc. information required | | digitized | | | under the Conduct Rules. | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 11. | Deployment of staff | 1 year | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 12. | Receipt and dispatch register | 10 years | To be | | | | | digitized | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 13. | Movement Register | 10 years | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 14. | Dak Book/Peon Book | 2 years | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 15. | Standard Books maintained by Translator and other | 2 years | | | | Dealing Assistants | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 16. | Shorthand Note Books of PS/SPA/PA | 2 years, subject to any | | | | | instructions with regard to | | | | | destruction of shorthand note | | | | | books containing confidential | | | | | material. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 17. | Attendance Register maintained by the Branches | 2 years, subject to pendency of | | | | | any disciplinary inquiry where | | | | | attendance register is required to| | | | | be produced. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 18. | Matters relating to enquiry | Till the officer/official is in | | | | | service or in pendency of litigation.| | +------+----------------------------------------------------------+----------------------------------+--------------------+ | | Staff of Subordinate Courts | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 1. | Service Rules | In perpetuity | To be | | | | | digitized | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 2. | Appointment of Supdt./Admn.Officers in the Office of | In perpetuity | To be | | | District & Sessions Judge | | digitized | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 3. | Litigation | All papers except judgment till | Judgment to | | | | litigation attains finality or final| be digitized. | | | | decision in appeal/revision and | | | | | implementation. Judgment to be | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | | preserved in perpetuity. | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 4. | Notice U/S 80 CPC | In case it is not followed by any| | | | | litigation - 3 years. | | | | | In case it is followed by | | | | | litigation - till litigation attains| | | | | finality. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 5. | Movement Register | 10 years | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 6. | Service Appeals of Subordinate Court Employees | Till the officer/official is in | | | | | service or conclusion of litigation.| | +------+----------------------------------------------------------+----------------------------------+--------------------+ | | Others | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 1. | Matters relating to RTI Act including litigation | One year from the date of refusal| | | | | or delivery of information, | | | | | subject to pendency of any | | | | | appeal. | | | | | In case of litigation, till litigation| | | | | attains finality or directions | | | | | given, if any by the Appellate | | | | | authority/Authorities are | | | | | implemented, if any, whichever | | | | | is later. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 2. | Matters relating to appointment of Law Researchers | 5 years | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 3. | Matters relating to reply to Parliament questions | 3 years after keeping original | Original | | | | letters and replies thereto. | letters and | | | | Original letters and replies to be| replies to be | | | | kept in perpetuity. | digitized | +------+----------------------------------------------------------+----------------------------------+--------------------+ | | TABLE - II | | | | | (ACCOUNTS AND CASH BRANCH) | | | +======+==========================================================+==================================+====================+ | S.No.| Particulars of Record | Period of Preservation | Instructions, if | | | | | any | +======+==========================================================+==================================+====================+ | 1. | Cash Book | 10 years or one year after the | To be | | | | completion of audit, whichever | digitized | | | | is later. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 2. | Contingent Expenditure | 3 years or one year after the | | | | | completion of audit, whichever | | | | | is later. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 3. | Contingent Voucher | 3 years or one year after the | | | | | completion of audit, whichever | | | | | is later. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 4. | Cash/cheque receipts | 3 years or one year after the | | | | | completion of audit, whichever | | | | | is later. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 5. | Crossed cheque Register | 3 years or one year after the | | | | | completion of audit, whichever | | | | | is later. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 6. | Arrear Claims (including sanction or investigation, | 3 years or one year after the | | | | where necessary) | completion of audit, whichever | | | | | is later. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 7. | GPF Nomination | 1 year - after final settlement of| | | | | GPF Account. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 8. | Final withdrawal from GPF, e.g. for house building, | 1 year - after final settlement of| | | | higher technical education of children etc. | GPF Account. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 9. | T.A./Transfer T.A. claims | 3 years or one year after the | | | | | completion of audit, whichever | | | | | is later. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 10. | Budget Estimates /Revised Estimates | 3 years. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 11. | Service Books of : | | | | | (a) Officials entitled to retirement/terminal benefits. | In perpetuity. | To be | | | (b) Other employees | 3 years after they cease to be in| digitized | | | | service. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 12. | Surety Bonds executed in favour of temporary or a | 3 years after the bond ceases to | | | | retiring Govt. servant | be enforceable. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 13. | (a) Pay Bill Register. | In perpetuity. | To be | | | (b) Office copies of Establishment Pay Bills and | | digitized. | | | related schedules (in | | | | | respect of period for which pay bill register is not | | | | | maintained). | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 14. | Medical bills and LTC Bills. | 3 years or one year after the | | | | | completion of audit, whichever | | | | | is later. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 15. | Bill Register. | 3 years or one year after the | | | | | completion of audit, whichever | | | | | is later. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 16. | Office copies of the Pay Bills and Schedules | 3 years or one year after the | | | | | completion of audit, whichever | | | | | is later. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ TABLE – III(a) (VIGILANCE BRANCH) +------+----------------------------------------------------------+----------------------------------+--------------------+ | S.No.| Particulars of Record | Period of Preservation | Instructions, if | | | | | any | +======+==========================================================+==================================+====================+ | 1. | Unused examination record : | Till the examination process is | | | | (a) OMR Sheets | complete. | | | | (b) Application Form with registration Form and | | | | | instructions. | | | | | (c) Question Booklets of objective papers | | | | | (d) Answer Sheets for descriptive papers | | | | | (e) Question papers of descriptive papers | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 2. | Used examination record : | 1 year after the date of | | | | (a) OMR Answer Sheets | appointment from the concerned | | | | (b) Question Booklets of objective papers | examination, subject to | | | | (c) Answer Sheets for descriptive papers | pendency of litigation. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 3. | Misc. Record : | | | | | (a) Register of main result of DJS examination | (a) 5 years | (k) to (n) to be | | | (b) Statement of marks of DHJS Exam. | (b) 5 years | digitized | | | (c) Statement of marks of DJS Exam. | (c) 5 years | | | | (d) Award sheet of descriptive paper of DHJS & DJS | (d) 10 years | | | | (e) Filled in application form of unsuccessful DHJS | (e) & (f) 1 year after | | | | & DJS candidates | appointment of successful | | | | (f) Identification (Admit) cards used in the | candidates, subject to pendency | | | | Preliminary and main examination. | of litigation. | | | | (g) Register of sale of application forms | (g) Till the selection process is| | | | | over and furnishing of accounts. | | | | (h) Register of receipt of application forms | (h) Till the selection process is| | | | | over and furnishing of accounts. | | | | (i) Register of requisition and dispatch of application | (i) Till the selection process is| | | | forms by post | over and furnishing of accounts. | | | | | (j) Till the selection process is| | | | | over and furnishing of accounts. | | | | (j) Statement of stock of the application Forms | (k) 10 years after the selection | | | | | process is over. | | | | (k) Noting files pertaining to Delhi Higher Judicial | (l) 10 years after the selection | | | | Service Examination | process is over. | | | | | (m) 5 years after the completion | | | | | of probation period. | | | | Noting files pertaining to Delhi Judicial Service | (n) To be destroyed after 10 | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | | Examination | years of completion of selection | | | | | process. | | | | (m) Noting files pertaining to Delhi Judicial Service | | | | | Probationers (Deptt.) Examination | | | | | (n) Minutes of the meeting of the Examination | | | | | Committees/Full Court/AC pertaining to | | | | | DHJS/DJS Examinations | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ TABLE – III(b) LITIGATION MATTERS IN DELHI HIGH COURT AND SUPREME COURT WHERE DELHI HIGH COURT IS A PARTY +------+----------------------------------------------------------+----------------------------------+--------------------+ | S.No.| Particulars of Record | Period of Preservation | Instructions, if | | | | | any | +======+==========================================================+==================================+====================+ | 1. | Paper Book of the cases which have been decided | a) After expiry of 5 years of the| | | | | dismissal of the case during | | | | | preliminary hearing without any | | | | | observation of the court. | | | | | b) In case, some observations | | | | | are made by the court, all the | | | | | papers may be destroyed after 10 | | | | | years, after preserving digitized| | | | | copy of the following | | | | | documents: | | | | | (i) Petition | | | | | (ii) counter affidavit and | | | | | rejoinder | | | | | (iii) Final order | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 2. | Diary register of date of hearing of cases | To be destroyed after five years.| | +------+----------------------------------------------------------+----------------------------------+--------------------+ TABLE – III(c) (OTHERS) +------+----------------------------------------------------------+----------------------------------+--------------------+ | S.No.| Particulars of Record | Period of Preservation | Instructions, if | | | | | any | +======+==========================================================+==================================+====================+ | 1. | Closed matters of security pertaining to judicial | 1 year | | | | officers | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 2. | Closed matters of surprise insp. of subordinate | 2 years | | | | courts. | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 3. | Dispatch & Receipt Register | 2 years | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 4. | Attendance Register of the branch | 1 year | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 5. | Record of disciplinary proceedings/inquiries | Till the judicial officer is in | Record can be | | | conducted against judicial officers | service or the litigation or the | destroyed | | | | representation made by an officer| after retaining | | | | as attained finality whichever is| digitized copy | | | | later. | of nomination | | | | | of Inquiring | | | | | and | | | | | Presenting | | | | | Officers, | | | | | Charge Sheet, | | | | | Inquiry | | | | | Report and | | | | | Final Order of | | | | | the | | | | | Disciplinary | | | | | Authority. | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 6. | Record of disciplinary proceedings/inquiries | Till the officer/official is in | Record can be | | | conducted against officers/officials of this Court | service or the litigation or the | destroyed | | | | representation made by an | after retaining | | | | officer/official as attained finality| digitized copy | | | | whichever is later. | of nomination | | | | | of Inquiring | | | | | and | | | | | Presenting | | | | | Officers, | | | | | Charge Sheet, | | | | | Inquiry | | | | | Report and | | | | | Final Order of | | | | | the | | | | | Disciplinary | | | | | Authority. | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 7. | Misc. inquiries into vigilance matters relating to | Till the officer/official is in | | | | officer/ officials of High Court and Sub.Courts | service or the litigation or the | | | | | representation made by an | | | | | officer/official as attained finality| | | | | whichever is later. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 8. | Complaints made under Section 195 Cr.P.C./Section | After the disposal of the case, all| Record can be | | | 195 I.P.C read with Section 340 Cr.P.C. | the papers may be destroyed after| destroyed | | | | one year. | after retaining | | | | | digitized copy | | | | | of complaint | | | | | and final | | | | | order/judgments. | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 9. | Complaints received against the officers/officials of | Till the officers/official is in | | | | this Court and Subordinate Courts | service or the litigation or the | | | | | representation made by an | | | | | officer/official as attained | | | | | finality, whichever is later. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ TABLE - IV (RULES BRANCH) +------+----------------------------------------------------------+----------------------------------+--------------------+ | S.No.| Particulars of Record | Period of Preservation | Instructions, if | | | | | any | +======+==========================================================+==================================+====================+ | 1. | Correspondence with other High Courts calling for | 1 year after the rules have been | | | | relevant rules/information | notified. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 2. | Copies of rules/information received from other High | 1 year after the rules have been | | | | Courts | notified. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 3. | Files pertaining to amendment/framing of rules | In perpetuity | To be | | | | | digitized | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 4. | Copies of Gazette notifications | In perpetuity | To be | | | | | digitized | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 5. | Copies of minutes of various committees approving | In perpetuity | To be | | | such amendments | | digitized | +------+----------------------------------------------------------+----------------------------------+--------------------+ TABLE - V (GENERAL BRANCH) +------+----------------------------------------------------------+----------------------------------+--------------------+ | S.No.| Particulars of Record | Period of Preservation | Instructions, if | | | | | any | +======+==========================================================+==================================+====================+ | 1. | Minutes of the meetings of the committees | In Perpetuity | To be | | | | | digitized | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 2. | Files of High Court & Subordinate Court Building | In perpetuity | To be | | | Construction | | digitized | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 3. | Files of High Court & Subordinate Courts Buildings | 5 years, subject to pendency of | | | | maintenance | any litigation/proceedings/dues or| | | | | otherwise ordered | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 4. | Files of allotment of lawyers chambers, shops, | In perpetuity | To be | | | kiosks, canteens, bank, Post office | | digitized | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 5. | Files regarding publication department etc. and | 20 years | To be | | | recovery of dues | | digitized | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 6. | CGHS Cards | Till an officer/official is ceased to| To be | | | | be in service | digitized | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 7. | Applications of the officers/officials for permission | 2 years from the date of order | | | | to get the advised test done and for treatment from | granting such permission | | | | CGHS approved hospitals and noting, directions and | | | | | orders passed thereon except where said record is | | | | | specifically directed to be preserved | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 8. | Noting portion, reflecting the action taken on the | 2 years after digitization | To be | | | quotations, communications received | | digitized | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 9. | Purchase and liveries files | 3 years after audit | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 10. | High Court mediation & conciliation centre files | 3 years after audit | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 11. | Record of appointment of Oath Commissioners | 3 years | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 12. | Designation of senior advocates | In perpetuity | To be | | | | | digitized | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 13. | Service of notice/process received from different | 2 years | | | | courts | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 14. | Copies of complaints received against Advocates | 3 years | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 15. | Complete old files relating to purchase of items | 2 years after audit | To be | | | | | digitized | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 16. | Old files relating to demand slips of licence fee | 2 years | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 17. | Notices issued in relation to meetings of committees | 2 years | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 18. | Files relating to medical unit | 3 years | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 19. | Files relating to water/electricity/Petrol/Telephone | 3 years after audit | To be | | | bills | | digitized | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 20. | Experience Certificates to Advocates desirous to | 2 years | | | | appear in Higher Judicial Service | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ TABLE - VI (COMPUTER AND STATIONERY) +------+----------------------------------------------------------+----------------------------------+--------------------+ | S.No.| Particulars of Record | Period of Preservation | Instructions, if | | | | | any | +======+==========================================================+==================================+====================+ | 1. | Files pertaining to purchase of computers along with | 5 years after audit | To be | | | other peripherals and other electronic machines | | digitized | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 2. | Noting portion of files pertaining to purchase of | In perpetuity | To be | | | computers along with other peripherals and other | | digitized | | | electronic machines | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 3. | Record pertaining to purchase of stationery articles | 3 years after audit | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 4. | Noting portion of the files pertaining to purchase of | In perpetuity | To be | | | stationery articles | | digitized | +------+----------------------------------------------------------+----------------------------------+--------------------+ TABLE - VII (GAZETTE BRANCH) +------+----------------------------------------------------------+----------------------------------+--------------------+ | S.No.| Particulars of Record | Period of Preservation | Instructions, if | | | | | any | +======+==========================================================+==================================+====================+ | 1. | 1. Minutes of Full Court Meeting | In perpetuity | To be | | | 2. Minutes of Admn. & General Supervision | | digitized | | | Committees Meetings and Minutes of all other | | | | | Committees. | | | | | 3. ACR Dossiers | | | | | 4. Personal Files (Till 3 years of death) | | | | | 5. Appointment /promotion /posting /transfers/ | | | | | confirmations/suspension/ removal/ | | | | | superannuation/ extended superannuation | | | | | 6. Review of retirement in public interest | | | | | 7. Creation of posts. | | | | | 8. Establishment/setting up of courts. | | | | | 9. Past benefit service. | | | | | 10. Grant of super-time/selection grade. | | | | | 11. Seniority matter. | | | | | 12. Vacancy register | | | | | 13. Amendment in DHJS and DJS Service Rules | | | | | 14. Constitution of special courts/conferment of | | | | | powers under various Acts/designation of special | | | | | courts. | | | | | 15. Recording/communication/review of ACRs. | | | | | 16. Earmarking of subordinate courts for inspection | | | | | 17. Advance increments on acquiring post graduation | | | | | in law/advance increment to direct | | | | | recruits/promote officers. | | | | | 18. Deputation to other departments | | | | | 19. Unit criteria for assessment. | | | | | 20. Instructions issued to Judicial Officers. | | | | | 21. Detention of judicial officers during vacations/ | | | | | special casual leave to judicial officers. | | | | | 22. Residential accommodation for judicial officers | | | | | 23. Benefits to judicial officers on recommendation | | | | | of Shetty Commission. | | | | | 24. Bifurcation of Delhi into 9 Districts. | | | | | 25. Pecuniary jurisdiction of courts. | | | | | 26. Induction training to newly recruited officers. | | | | | 27. Property Return files. | | | | | 28. Register of remarks recorded on disposal of | | | | | judicial officers | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | | 29. Stock Register. | | | | | 30. Administrative Orders/Notifications Register. | | | | | 31. Information supplied under RTI Act. | | | | | 32. Guard file of notifications. | | | | | 33. Such other files and registers which are ordered | | | | | to be preserved permanently in view of importance. | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 2. | 1. Dak & Dispatch register | For 12 years | | | | 2. Statistical information supplied to SC/Govt. of | | | | | India | | | | | 3. Leave sanctioned to judicial officers. | | | | | 4. Register of training imparted to/courses attended | | | | | by judicial | | | | | officers/Hon'ble Judges. | | | | | 5. Permission to deliver lectures/deployment of | | | | | judicial officers as resource persons. | | | | | 6. Assignment of cases. | | | | | 7. Assessment of disposal of judicial officers [noting | | | | | and first sheet of disposal statements (summary of | | | | | disposal) sent by judicial officers] | | | | | 8. Such other files and registers which are ordered to | | | | | be preserved for 12 years. | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 3. | 1. Set of papers circulated for Full Court/Admn. | 3 years. | | | | Committee meetings. | | | | | 2. Monthly disposal statement of judicial officers. | | | | | 3. Annual training programmes for Judicial Officers | | | | | 4. Jail Inspection Reports | | | | | 5. Institution, disposal and pendency of bail | | | | | applications (only statements received from DJs) | | | | | 6. Statement of institution, disposal and pendency of | | | | | challans in court of Special MMs. | | | | | 7. Personal files of retired Special MMs. | | | | | 8. Inspection notes of DHJS . | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ TABLE - VIII (P&P AND PROTOCOL BRANCH) +------+----------------------------------------------------------+----------------------------------+--------------------+ | S.No.| Particulars of Record | Period of Preservation | Instructions, if | | | | | any | +======+==========================================================+==================================+====================+ | | Bungalows in High Court Judges' Pool | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 1. | Papers relating to Allotment / vacation by Hon'ble | One year after vacation by the | | | | Judge | Hon'ble Judge | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 2. | Electric / Water Connections | One year after vacation by the | | | | | Hon'ble Judge | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 3. | Renovation of Bungalows | One year after vacation by the | | | | | Hon'ble Judge | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 4. | Maintenance of Furnishing Fund / Office Store Items | Three years after retirement or | | | | | transfer of the Hon'ble Judge or | | | | | one year after option / | | | | | condemnation whichever is later. | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 5. | A.M.C. - awarding and payment | Three years after expiry of AMC | | | | | and payment of Bill | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 6. | Maintenance of Bungalow | Day to day Misc. works - One | | | | Civil/Electrical/Horticulture works | year after completion of job; | | | | | Major works (such as flooring, | | | | | tiles work, painting etc.) – One | | | | | year after vacation by the | | | | | Hon'ble Judge | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | | Delhi High Court Guest House | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 1. | Furniture / Furnishing items for the Guest House | One year after condemnation | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 2. | Purchase of day to day disposable items | One year after payment of bills | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 3. | Booking of Guest House | Three years from date of booking | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | | Mobiles Phones | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 1. | Purchase of Handsets | One year after condemnation | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 2. | Bills | Three years after payment of bills| | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 3. | Connections | One year after Hon'ble Judge | | | | | ceases to be the Judge of this | | | | | court or on retirement of Officer| | +------+----------------------------------------------------------+----------------------------------+--------------------+ | | Landline and Data Cards | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 1. | Landline Phone | Connections – one year after | | | | | transfer of Hon'ble Judge | | | | | Bills – Three years after payment| | | | | of bills | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 2. | Reliance Data Card | Connections - 1 year after | | | | | disconnection | | | | | RIL Bills - 3 years after payment| | | | | of the bills | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 3. | Electricity and Water Bills | Three years after payment of | | | | | Bills | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | | Minutes of Committee of Hon'ble Judges and Registers | | | +======+==========================================================+==================================+====================+ | 1. | Original Minutes of the Meeting and Registers | Records to be kept for ever | To be | | | relating to P&P Branch | | digitized | +------+----------------------------------------------------------+----------------------------------+--------------------+ | | Protocol | | | +======+==========================================================+==================================+====================+ | 1. | Maintenance Files, registers and other documents | 5 years after audit | | | | pertaining to official cars and staff cars | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 2. | Files relates to purchase and condemnation of cars | 5 years after audit | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 3. | Log books, files related to purchase of petrol | 2 years after audit | | +------+----------------------------------------------------------+----------------------------------+--------------------+ TABLE - IX (CHIEF JUSTICE SECRETARIAT) +------+----------------------------------------------------------+----------------------------------+--------------------+ | S.No.| Particulars of Record | Period of Preservation | Instructions, if | | | | | any | +======+==========================================================+==================================+====================+ | 1. | Complaints (Original) against Judicial Officers | One year from the date, officer | | | | (DJS/DHJS/Spl.MM) in service alongwith: | ceases to be in service/demits | | | | (a) Noting | office, subject to pendency of | | | | (b) Orders passed on the note | litigation. | | | | (c) Comments received from officer/officials | | | | | (d) Misc. Correspondence | | | | | (e) Enclosures of the original complaints | | | | | (f) Copy of misc. documents | | | | | (g) fact finding reports, if any | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ | 2. | General / Misc. complaints/ letters, relating to retired | Five years from the date of | | | | or serving judicial officers, including Spl. | ordered to be filed/closed, | | | | Metropolitan Magistrate, which are general in nature | subject to pendency of litigation.| | | | and no specific/direct allegation is attributed to retired| | | | | or serving judicial officer, and which are | | | | | ordered to be filed, alongwith: | | | | | (a) Noting | | | | | (b) Orders passed on the note | | | | | (c) Comments received from officer/officials, if any | | | | | (d) Misc. Correspondence | | | | | (e) Enclosures of the original complaints | | | | | (f) Copy of misc. documents | | | | | (g) fact finding reports, if any | | | +------+----------------------------------------------------------+----------------------------------+--------------------+ NOTE: THESE AMENDMENTS SHALL COME INTO FORCE FROM THE DATE OF THEIR PUBLICATION IN THE GAZETTE. By Order of The Court KANWAL JEET ARORA, Registrar General Uploaded by Dte. of Printing at Government of India Press, Ring Road, Mayapuri, New Delhi-110064 and Published by the Controller of Publications, Delhi-110054.