1. Introduction - METNET : An e-Governance Intra-IMD Portal - India ...

lifecycle. Such a system may be paper based (such as index cards as used in a
library), or may be a computer system, such as an electronic records management
application.
ISO 15489:2001 states that records management includes:
(i) setting policies and standards;
(ii) assigning responsibilities and authorities;
(iii) establishing and promulgating procedures and guidelines;
(iv) providing a range of services relating to the management and use of
records;
(v) designing, implementing and administering specialized systems for
managing records; and
(vi) integrating records management into business systems and processes.
(C)
Procedure of recording when file is closed:
(i)
(ii)
(iii)
(iv)
(v)
(vi)
Files should be recorded after action on the issues considered thereon has
been completed. However, files of a purely ephemeral nature (such as
casual leave records or circulars of temporary nature) containing papers of
little reference or research value may be destroyed after one year without
being formally recorded.
Extract from the file, copies of important decisions, documents, etc. as are
considered useful for future reference and add them to the standing guard
file/precedent book
Remove from the file all superfluous papers such as reminders,
acknowledgements, routine slips, working-sheets, rough drafts, surplus
copies, etc. and destroy them
Complete all references and, in particular, mark previous and later
references on the subject on the file cover
Files or records meant for permanent preservation may be stored in
National Archives of India office being located at different places in India.
To ensure that files are neither prematurely destroyed, nor kept for periods
longer than necessary, every department will:
(a) In respect of records connected with accounts, observe the instructions given below:
The destruction of records (including correspondence) connected with accounts shall be
governed by the following Rules and such other subsidiary rules consistent therewith as
may be prescribed by Government in this behalf with the concurrence of the Comptroller
and Auditor-General. The following shall on no account be destroyed
(iv)
(v)
(i) Records connected with expenditure, which is within the period of
limitation fixed by law.
(ii) Records connected with expenditure on projects, schemes or works not
completed, although beyond the period of limitation.
(iii)Records connected with claims to service and personal matters affecting
persons in the service
Orders and sanctions of a permanent character, until revised.
Records in respect of which an audit objection is outstanding.
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