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1.
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POST OFFICE ACCOUNT AND SUB ACCOUNT DEPARTMENT
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SL
NO
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DESCRIPTION OF FORM
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FORM NO
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PERIOD OF
PRESERVATION
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1
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H.O. Summery
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ACG 1
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3 Years
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2
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H.O. Cash Book
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ACG 4
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3 Years
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3
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Treasury Voucher
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ACG 14
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3 Years
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4
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Treasury Receipt
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ACG 13
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3 Years
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5
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Sub Office Account
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PA 17(A)
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3 Years
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6
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Treasury Cash Book
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ACG 2
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10 Years
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7
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Treasury Passbook
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ACG 8
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10 Years
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8
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S.O. Summery
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ACG 3
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18 Months
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9
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B.O. Summery
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ACG 3A
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18 Months
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10
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S.O. Daily Account
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ACG 22
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18 Months
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11
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S.O. Slip
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PA 3
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18 Months
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12
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Remittance Advice &
Acknowledgement
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ACG 15
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18 Months
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13
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B.O. Daily Account
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ACG 22
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2 Years
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14
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B.O. Slip
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PA 5
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2 Years
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15
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General Receipt Book
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ACG 67
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5 Years
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2)POSTAL ORDER DEPARTMENT
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List and Journals of IPO Sold
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18 Months
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2
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Register of IPOs & BPOs in
stock
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18 Months
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3
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List of IPOs & BPOs Paid
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18 Months
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3)MONEY ORDER DEPARTMENT
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1
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Book of MO Receipts
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MO 1
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2
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Journal of MOs issued
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MO 2
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3
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Register of MOs Received for
Payment
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MO 3
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4
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Journal of MOs Paid
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MO 4(s)
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5
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Compilation of MOs Paid
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MO 20/23
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6
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Compilation of daily totals of
MOs issued
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MO 22
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7
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TMO Advice
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MO 21
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8
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TMOs Received and conformations
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9
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Postman’s Book
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MS 27
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10
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Files of cases containing Paid
MOs Received from
Audit Office
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Files
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10
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Files of cases containing Paid
MOs Received from
Audit Office
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Paid MOs
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11
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List Of MOs Presented in bulk for
Booking
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12
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Records relating to Inward and
out ward Foreign
MOs in Exchange Office
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4) Registration and Parcel Department
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SL
NO
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DESCRIPTION OF FORM
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FORM NO
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PERIOD OF
PRESERVATION
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1
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Register and Parcel Lists
Received and Dispatched
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2 Years
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2
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All other record Except above of
Registration and
Parcel Department And Mail
Department
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1 Years
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3
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Speed Post Department
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6 Months
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5)SORTING,DELIVERY,DEPOSIT AND MISC DEPT.
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1
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Correspondence Register
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3 Years
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2
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Deposit Account
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ACG 45
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18 Months
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3
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Letter Postage Account
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ACG 44
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18 Months
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4
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Register of Post Box Holders
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M 23
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3 Years
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5
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Book of Postmarks
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MS 19
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18 months
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6
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Postmaster’s Order Book
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Ms 1
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3 Years
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7
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Monthly Statistical Register
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3 Years
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8
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Monthly Statistical Abstract
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MS 14
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3 Years
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9
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Record Relating to Identity cards
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18 months (after
validity
of cards)
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10
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Nominal Roll
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MS 12
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10 Years
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11
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Attendance Register
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MS 37
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5 Years
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12
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Enumeration Returns
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MS 6
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2 Years
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13
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Post Office Order Book
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Permanent
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14
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Telegram “A” Message
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2 months
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15
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Traffic Book of Telegrams
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3 Years
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6) Savings Bank Department
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1
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S.B. Ledger in H.O
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Permanent
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2
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Closed, used up and transferred
Ledger cards
(If ledger agreement o.k.)
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6 Years
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3
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S.O. S.B. Journals
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Permanent
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4
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S. O. S. B. Ledgers(after last
account closed)
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6 Years
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5
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S.O. RD Journals
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6 Years (after Last
entry)
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6
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Guard File containing letters of
Pledging deposits in security account
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Permanent
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7
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Register of undeliverable
passbooks
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Permanent
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8
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Special Error Book maintained is
S.B. branch
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Permanent
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9
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S.B. P.R.
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SB 26
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3 YEARS
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10
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Monthly Statistical Register
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3 Years
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11
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List of Silent accounts
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Permanent
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12
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Application for Duplicate
Passbooks
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10 Years
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13
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List of withdrawals above Rs
2500/- by Single
Handed S.O.
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1 Year
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14
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Stock Register of Passbooks
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18 Months
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15
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Index of Ledger Cards
(after closed of all accounts)
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6 Years
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16
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Ledger Cards of Silent Accounts
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Permanent
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17
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Application for Local Transfer of
Accounts
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2Years
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18
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Index of P.R.
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2 Years
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19
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S.B. Slips
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18 Months
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20
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Duplicate of A.T.
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2 Years
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21
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Register of A.T.
(after obtaining certificate of
no pending)
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2 Years
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22
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Register of Rectification of
Interest
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3 Years
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23
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S.B. Voucher List
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SB 22
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2 Years
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24
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Objection Register (after
rectification of objection)
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SB 61
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2 Years
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25
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Register of No of passbooks
received for interest
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2 Years
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26
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Duplicate copies of S.B.P.R
received from B.O.
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18 Months
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27
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Record Relating to D. D. Cases
(Except indemnity Bond)
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3 Years
(after closer of all cases
)
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28
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Record Relating to D. D. Cases
(Where indemnity Bond Received)
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6 Years
(after closer of all cases )
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29
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Duplicate copies of credit/debit
transfer journals
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2 Years
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30
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Register of Collection of Cheques
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2 Years
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31
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Stock Register of S.B. Cheques
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2 Years
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32
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Register of returned Cheques
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2 Years
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33
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Register of sanction of B.O.
withdrawals
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SB 45
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2 Years
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34
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Register containing Photographs
and other
particulars of depositor
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3 Years
(After all
accounts closed)
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35
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Applications for issue of new
passbooks in lieu of spoilt ones
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3 Years
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37
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Court attached orders of SB
Deposits
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2 Years
(After close ofa/c)
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38
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Applications for issuing of SB
Cheque Books
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2 Years
(After close of a/c)
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39
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Copies of Lists of Collection of
Outstation
Cheques
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2 years (
Following
financial year)
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40
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Record relating to collection of
Local Cheques
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2 Years
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41
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SB 28 Receipt Books
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2 Years
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42
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Document Lists
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2 Years
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43
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Long Books
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2 Years
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44
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Application for Revival of Silent
accounts
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2 Years
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45
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Error Book maintained in
connection with the
deposit by auto transfer from
S.B. Account to RD Account
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5 years
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46
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Nominal roll of SB Branch
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10 years
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47
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LOT Lists
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6 Years after last entry
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7)SAVINGS CERTIFICATES
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1
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Application for cancellation or
variation of
Nomination
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NC 53
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5 Years (after
discharger of
certificate)
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2
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Register of Nomination
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NC 52
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5 Years (after
discharger of
certificate)
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3
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Preliminary Receipt Book
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NC 4
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3 Years
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4
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List of Yearly Unsold
Certificates
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2 Years
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5
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Provisional Receipts for Savings
Certificates
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NC 11
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3 Years
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6
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Counter Foils of Identity slips
of
Certificates
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18 Months (after
discharge of Certificate)
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7
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Special error book for
Certificates
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3 years
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8
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Monthly Statistical Register
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3 Years
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10
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Journals of Certificates Issued
and
Discharged
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18 Months
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11
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Monthly Summaries of Certificates
Issued
& Discharged
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18 Months
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12
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Stock Register of Certificates
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Permanent
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13
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Application for Purchase or
transfer in lieu
of Duplicate have been issued
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6 Years (after
discharge of
Certificate)
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14
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Journals of Certificates issued
through Authorized Agents
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18 Months
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15
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Ledger for Payment of Authorized
Agent’s
commission
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3 Years
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16
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Partly used up AGENT’S RECEIPT
BOOK
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5 Years
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8)ADMINISTRATIVE BRANCH
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1
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Correspondence Register
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3 Years
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2
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Personal Files
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3 Years after
retirement or death
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9)OTHER RECORDS
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1
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Counter foils of Receipts and
Daily lists of
Telephone Revenue Collection
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Eng 9
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2 Years
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2
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Pension Schedule
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3 Years
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