Section 393 in Rajasthan Land Revenue (Land Records) Rules, 1957
393. Record Room.
(a)Closed records and registers are filed by the Inspector and Patwaris each year in July and statistical returns on the dates prescribed for each of them. The Office Qanungo enters them after satisfying himself that they are in order in a register known as the register of records annually filed at the Tehsil and places them in the Bastas concerned after making necessary entries in each Bastas list. Between 1st July and 31st October, he takes out from the Bastas, generally when he places in them the records and registers received in July, all records which are either to be sent to the Sadar Qanungo or to be destroyed during the year. Records taken out of Bastas for being sent to the Sadar Qanungo are despatched on the dates fixed while those for destruction are put aside until they have been inspected by the Sub-Divisional Officer or ordered to be destroyed. The period of retention and the method of disposal of each record, register or statement is given in paras 211(b) and (c).(b)The closed registers, lists and paper of the Office Qanungo s office are also deposited in the record room and are retained and disposed of as directed in para 211(b).(c)Detailed instructions for the receipt, preservation and disposal of records, registers etc. are given in para 211(b). While inspecting the record room, the inspecting officer should see:-(i)whether the record room is commodious enough and whether rack accommodation is sufficient;(ii)whether Bastas are in good condition and are properly coloured labelled and numbered and whether they are properly arranged and can be easily traced;(iii)whether the contents of Bastas agree with the Basta list and whether all the records that should be in the Bastas are there; whether the record to be preserved permanently or for the period of Settlement or for a longer period are marked as such in red ink;(iv)whether the records are filed punctually and whether cases of undue delay in filing are reported promptly; whether the records are registered as soon as they are filed and whether they are placed in Bastas without delay;(v)whether all records required to be sent to the Sadar Qanungo are to be destroyed during the year are taken out of the Bastas in time and whether the former are despatched to the Sadar Qanungo on the dates fixed and the latter destroyed immediately after they have been inspected and ordered to be destroyed by the Sub-Divisional Officer;(vi)Whether statistical returns are properly kept circle-wise (Inspector's circles) in Bastas and whether registers and other records filed by the Inspectors are retained or destroyed according to the Rules;(vii)whether closed registers, lists and other papers of the Office Qanungo's office are duly filed and whether they are retained, destroyed or sent to the Sadar Qanungo as directed in para 211(b); mid(viii)whether records sent out of the Record Room are duly entered, before they leave the Record Room, in the register maintained for this purpose and whether records not returned for more than three months after the date of issue are taken due notice of for securing their early return.
