Guidelines for Retention and Destruction of Records 2025

Overview

The “Guidelines for Retention and Destruction of Records 2025” issued by the Supreme Court of India, approved by the Competent Authority, establish a structured framework for managing administrative records within the Registry. Authored under the leadership of Chief Justice B.R. Gavai and drafted by Registrar P.Y. Ladekar, these guidelines aim to enhance coherence, accountability, and efficiency in handling administrative records, distinct from judicial records governed by the Supreme Court Rules, 2013, and the Handbook on Practice and Office Procedure, 2017.

Purpose and Scope

• Objective: Address the inconsistency in managing administrative records across various branches of the Supreme Court Registry, ensuring transparency, compliance with statutory obligations, and operational efficiency.

• Scope: Covers retention, classification, and destruction of administrative records, including institutional decisions, policy implementations, correspondences, audits, and engagements with external stakeholders.

Key General Instructions

• Permanent Preservation: Original submission notes/paper books signed by the Chief Justice or Judges, policy files, office orders, and circular files are to be preserved permanently.

• Retention Periods: Begin after final action or disposal of arbitration, litigation, enquiry, or audit. Specific periods vary by category (e.g., 1-35 years or permanent).

• Destruction Protocols:

  • Requires approval from the concerned Registrar.

  • Conducted during summer vacation or partial court working days.

  • Ensures no pending court cases related to the records.

  • Scanned copies may be preserved beyond retention periods with written justification.

• Record Management:

  • Financial and budget-related documents maintained per financial year (April 1 to March 31).

  • Other records maintained per calendar year (January 1 to December 31).

• Inter-Branch Coordination: Branches must notify each other of pending court cases involving shared or confidential records.

Branch-Specific Guidelines

The guidelines detail retention and destruction periods for various administrative branches, including:

1. Admin I:

   • RTI Records: 3 years (without appeal), 5 years (with remarkable decision), file register permanent.

   • Personal Files: 5 years post-retirement/cessation of service.

   • DPC and Reorganization Files: Permanent.

   • MACP Paper Books: 10 years, subject to audit.

   • Bio-Metric Attendance and Office Orders: 1 year.

2. Admin II:

   • Service Books and Pension Files: Permanent; leave accounts 5 years post-pension/gratuity.

   • Casual Leave Records: 1 year.

   • Non-Functional Upgradation Register: 5 years.

3. Admin III:

   • Medical Reimbursement and Advances: 3 years or post-audit.

   • House Building Advance: 3 years post-recovery.

   • CGHS Records: Permanent or 6 months post-retirement.

4. Admin J:

   • Judges’ Accommodation and Appointments: Permanent.

   • Mobile/Data Bills and Events: 3-5 years or post-audit.

   • Republic/Independence Day Records: 3 years.

5. Admin General:

   • Construction and Allotment Records: Permanent.

   • Maintenance and Vendor Licenses: 1-5 years post-audit or contract expiry.

6. Admin Material:

   • Tender Documents: 5 years post-contract/warranty.

   • Consumable Stock Registers: 3 years post-audit; non-consumable permanent.

7. Admin Security Branch:

   • Parking Stickers and Proximity Cards: 2 months to 5 years; digital records permanent.

   • Judges’ ID Cards: 10 years.

8. Caretaking Branch:

   • Attendance Sheets and Bills: 1-3 years.

   • Requisitions and Work Reports: 1 year or until work completion.

9. Cash and Accounts:

   • Cash Books: 10 years.

   • Pay Bill Registers: 35 years.

   • Contingent Vouchers: 3 years post-audit.

10. Creche:

    • Policy Files: Permanent.

    • Children’s Records: 1-3 years post-withdrawal/age limit.

11. Medical:

    • Medical Reimbursement: 5 years or post-audit.

    • CGHS and Budget Files: Permanent.

12. Protocol:

    • Official International Visits and Conferences: Permanent.

    • Domestic Tours: 1-3 years post-tour/retirement.

    • Air Bill and Debit Note Registers: Permanent.

13. Reception:

    • Photo Entry Pass Applications: 3 months post-issuance.

14. Recruitment Cell:

    • Competitive Exam Records: 1-6 years post-result/panel validity.

    • Departmental Exam Records: 1-3 years.

    • Litigation Records: 3 years post-disposal.

15. Transport:

    • Fuel Bills and Log Books: 3 years post-audit.

    • Vehicle Purchase/Maintenance: Permanent or 3 years post-disposal.

16. Vigilance Cell:

    • Disciplinary Proceedings: Permanent for policy notes; 5 years post-appeal/judgment.

    • Vigilance Clearance and Property Returns: 1-3 years or until retirement.

Implementation

• Authority: Approved by the Competent Authority, superseding other provisions unless specified in Supreme Court Rules, 2013.

• Responsibility: Registrars oversee compliance; branches ensure no pending litigation before destruction.

• Acknowledgment: Contributions from Registrar P.Y. Ladekar, Secretary General Bharat Parashar, and Officer S.C. Munghate emphasized for their roles in drafting and guiding the initiative.

Significance

The guidelines promote a standardized, transparent, and efficient record management system, reducing storage burdens, enhancing retrieval speed, and ensuring compliance with national public record standards. Effective implementation is critical to realizing these benefits.