(a)A report of the annual confidential remarks on each Government servant is kept in his permanent character roll. The parent department maintains the copy of the character roll of an officer on deputation outside the department or transferred to the Universities. Where only one copy of the character roll is maintained, the remarks of all the reporting officers are entered in original. Where several copies of the character rolls are maintained, the original remarks are preserved separately. To safeguard against loss, it is desirable to maintain more than one copy of the character roil. A reporting officer should not keep copies of annual reports recorded by him, unless it is required for verification every now and then by him and he is also the authority which keeps custody of the permanent character rolls and there is no possibility of it being lost' anywhere.(b)Character rolls should be kept up-to-date and departments of Government should ensure that, wherever pending enquiries are mentioned in character rolls the final results of the enquiries are also duly entered. Whenever any penalty under the appropriate disciplinary rules is inflicted on an officer, a record of it should be made in the character roll, and any modification made subsequently should also be entered. When parts of an annual report are expunged or modified, the words which are to be deleted should be pasted over or scored through so that they cannot be read, and a reference to the number and date of the order modifying or expunging the remarks should be given on the margin.
