5. Acceptance of public records of permanent nature.
(1)The Director or Head of the Archives, as the case may be, shall accept for deposit and preservation of public records of permanent nature which have been retained after recording by the Record Creating Agency in its records room for the last twenty five years or more.(2)Records Officer shall intimate to the Director or Head of the Archives, as the case may be, each year before 31st day of January, in Form-1, the particulars of all public records of permanent nature of which appraisal have to be made during that year.(3)On receipt of an intimation under sub-rule (2), the Director or the Head of the Archives, as the case may be, through his officers, shall assist the Records Officers in conducting the appraisal of the public records. When the appraisal is over, the Records Officer shall prepare, in triplicate, a transfer-list in Form-2 of all public records and deposit the same for preservations with the Director or the Head of the Archives, as the case may be, who shall, after his satisfaction, return one copy of the transfer-list to the Records Officer as a receipt of the public records.(4)If the records officer after a appraisal deems it necessary to retain any record or file of permanent nature beyond the period of twenty five years, he may do so for reasons to be recorded in writing and under intimation to the Director or the Head of the Archives, as the case may be.
