In the first week of each quarter the record-keeper shall prepare and submit to the District Judge through the clerk of Court a list in the prescribed form, showing all records which on the last day of the preceding quarter had been out of the record room, whether for the purposes of appeal or otherwise, for more than four months. If there are no entries made, a report to that effect shall be submitted for the District Judge's information.Note 1. - Whenever any civil record or part of a record is found to be missing, the fact shall be reported at once to the District Judge, who shall cause necessary inquiry to be held without delay and shall impose on the official held responsible for the loss of any punishment which he may think right or necessary in the case. All losses of an entire file and all cases in which theft is suspected shall be reported to the Registrar, High Court of Madhya Pradesh, Jabalpur, as soon as the enquiry has been completed. The report should contain a full statement of the measures taken to prevent losses of a like kind from recurring and also state whether the papers have been recovered or not and what action has been taken against the official responsible or the person concerned if directed. "Missing" in this note means not forthcoming in the place where it would have been had the correct procedure been followed and not positively known to be in some proper custody.Note 2. - Clerks are forbidden to take records home.
