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State of Uttar Pradesh - Section

Section 198 in The General Rules (Civil), 1957

198. Period of retention of (papers).

- The following books shall be retained for the periods specified against them :
Number Description of books Period of retention after date of last entry
(1) (2) (3)
1. Register showing the classification and value of suitsinstituted One year.
2. Register of persons committed to jail Ditto
3. Memorandum book of dates for original suits and appeals [Seven years] [Substituted by Notification No. 317/VIII-b-65, dated 17-10-1961, published in U. P. Gazette, Part II, dated 17-3-1962.]
4. Memorandum book of execution and miscellaneous cases Ditto
[4-A [Added by Notification No. 317/VIII-b-65, dated 17-10-1961, published in U. P. Gazette, Part II, dated 17-3-1962.] Memorandum book of dates for applications in suit, executioncases, appeals, revisions and any other kind of judicial work] Ditto
5. Register of proceedings taken in execution of order receivedfrom the High Court [One year] [Substituted by Notification No. 317/VIII-b-65, dated 17-10-1961, published in U. P. Gazette, Part II, dated 17-3-1962.]
6. Despatch Register Ditto
7. Process Register Ditto
8. Process-server's diary Ditto
9. Register of sanctioned estimates for maps and plans (Form No.29) Ditto
10. Register of time-sheets Ditto
11. Register of orders issued to Amins Three years
12. Amin's diary One year
13. Amin's proceedings register Ditto
14. Register of fines, stamp duties and penalties levied Ditto
15. Peon Book of Station Dak book Ditto
16. Register of applications for copies Ditto
17. inspection register (Form No. 26) Ditto
18. List of unexpended diet money of register No. 43 (Chapter XI,Rule 294) Ditto
19. Register of cases in which salaries of public officers andrailway servants are ordered to be withheld under Order XXI,Rule 48 of the Code Three years
20. Amin's property register Three years
21. Amin's cash register Ditto
22. Register of petty receipts and repayments, and munsarim'sregister of money-orders Ditto
23. Pass Book Ditto
24. Travelling allowance bill-book Ditto
25. Day Book Ditto
26. Register of Court-fees and process fees Ditto
27. Stock book of printed forms (Chapter XX, Rule 512) Ditto
28. Register of apprentices (Chapter XXVII, Rule 631) Ditto
29. Disbursing Officer's Register of expenditure kept under Q.O.No. B-769/XIII, dated 4th March, 1924. Ditto
30. Register of casual leave Ditto
31. Outstation dak book or service postage stamps account book Ditto
32. Office copies of lists of lapsed deposits and clearanceregister (Chapter XI, Rule 327) Three years after the close of the account yearto which they relate
33. Stationary register Three years (After completion)
34. Register of contingent charges Five years
35. Acquittance roll books (Rule 355, Chapter XII) Five years (After completion)
36. Register of original suits disposed of (Form No. 67) Six years
37. Register of disposal of applications for execution of decreesand orders (Form No. 83). Ditto
38. Register of insolvent's estates in the hands of Receivers(Form No. 83) Ditto
39. Register of requisitions for record (Form No. 24) [Twelve years] [Substituted by Notification No. 446/VIII-a-34, dated 31-8-1982, w.e.f.5-2-1983.]
40. Register of appeals from decrees disposed of (Form No. 80) [Six years] [Substituted by Notification No. 446/VIII-a-34, dated 31-8-1982, w.e.f.5-2-1983.]
41. Register of Miscellaneous non-judicial cases (Form No. 7) Six years
42. Bill Books [thirty years] [Substituted by Notification No. 446/VIII-a-34, dated 31-8-1982, w.e.f.5-2-1983.]
43. Absentee statement [Six years] [Substituted by Notification No. 446/VIII-a-34, dated 31-8-1982, w.e.f.5-2-1983.]
44. General Provident Fund statement Ditto
45. Insolvency register (Form No. 82) Twelve years
46. Cash-book (Form No. 41) Ditto
47. Register of inter-State property (Form No. 40) Twelve years
48. Register of miscellaneous cases judicial (Form No. 74) Ditto
49. Register of sale of stamps by the Hazir kept under Rule 434of the Rules of 1894 Fifteen years
50. Register of circulars received (Form No. 65) 20 years
51. Register of returned documents (Form No. 71) Ditto
52. Register of applications for execution of decrees and orders(Form No. 68) 30 years
53. Register of decided cases (Form Nos. 15, 16, 17 and 18) Ditto
54. * Register of receipts of deposits (Form Nos. 35 and 36) Ditto
55. Register of repayments of deposits (Form Nos. 37 and 38) Ditto
56. Register of civil suits, Small Cause Court cases (Form No. 3) 43 years
57. Register of letters received (Form No. 62) Ditto
58. Register of letters issued (Form No. 63) Ditto
59. Register of Miscellaneous Judicial cases (Form No. 70) 50 years
60. Register of miscellaneous appeals (Form No. 81) Ditto
61. Register of Pleaders and Mukhtars enrolled Ditto
62. Register of appeals from decrees (Form No. 9) 60 years
63. Register of civil suits (Form No. 3) Permanently
64. File index (Form No. 64) Ditto
65. **Catalogue Ditto
66. **Stock registers of furniture (Paragraph 801, Chapter LXV1I,of the Manual of Government orders) Ditto
67. List of registers consigned to the record-room (Chapter VII,Rule 195). Ditto
68. File books of General and Circular letters of the High Court Ditto
Bill Books prior to 1st April, 1932 should be retained for 35 years and those from 1st April, 1932, onwards should be destroyed after [thirty years] [Substituted by Notification No. 446/VIII-a-34, dated 31-8-1982, w.e.f. 5-2-1983.] after the services have been verified in the manner laid down in the note below subsidiary Rule 137 of the Financial Handbook, Volume II.* If any item in the register remains unrefunded even at the end of 30 years the register should be preserved until all the lapsed deposit items pertaining to the register have been refunded to the parties concerned.** They should be retained permanently or until revised books duly attested by the Head of the office are prepared :Provided that no court subordinate to the District Judge shall cause any books to be destroyed under this rule, without having first obtained his permission in writing to do so :Provided further that a register must be kept in the record-room for all the files given prior to the year 1870, which have been permanently preserved, in the form given below :
No. of Cases Date of Institution Name of Parties Date of Decision Number of Papers on record
         
Before destruction of the acquittance roll books, services of inferior servants should be verified and a note to that effect made in the service book concerned.