(1) Records acquired from private sources by way of gft or purchase or otherwise may be made available for bonafide research, subject to conditions laid down by the donor.
(2) Research Scholar shall submit an appllcation in Form-8 for permission to consult or refer the records to the Director of Archtves. The Director of Archtves may after obtaining suitable Indemnity bond or security from the applicant in regards to the safety of such record during consultation may accept or refuse such permission in public nterest. In case of refusal the reaaons for such refusal shall be recorded on the said application.
(3) Wherever mnicrofllm rolls, hard copies or in any electronic forms are available, the oiginal records shall not be supplied to Research Scholars for reference or consultation. No copy of any records shall be made without the prior permission of the Director of Archives or Head of the Office, as the case may be.
11. Access to Publlc Record,- (1yThe Publlc Records accepted for deposit and preservation under sub-rule (1)of rule 5 may be made avallable for bonaflde consultation and research purposes on an Applicatlon made to the Director of Archtves in Form-7, subject to the provision of sub-sectlon(1) of section 12 and the following conditions namely:
(a) When a person makes an application to refer or consult the Public Records, the Director of Archives may after obtaining a suitable Indemnity bond or security from the applicant regarding the safety of such record during consultation may accept or refuse the apphcation for the reasons to be recorded on the said applicatlon;
(b) Foreign national intending to refer or consult the Public Records may be permitted only on the production of letter of introduction from their sponsoring institutions and Diplomatic Mission;
(c) Any other person intending to obtain copies may do so by applying to the Director of Archives or Head of the Office, as the case may be;
(d) Reprographic and transcription faclities may be made available on submission of an application and for such services the applicant shall have to make payment of necessary charges as fxed by the Director of Archives, from time to time:
(e) A person referring or consulting Public Records for the purpose of research and publishes the work which is based upon the material taken from the sald records shall acknowledge the same.
() On no account shall ay records be taken out of the department
(2) A person intending to consult the Public Records shall not, la) deface or write and put any marks or indications on Public Records;
(b) fold, tear, cut, crease, or otherwise damage or mutlate Public Records;
(c) remove any Public Records without obtatning the permission from the Director of Archives or Head of Office, as the case may be;
(a) be allowed to take any catable or drtnking products or srmokíng while referrtng or consulting Public Records;
(e) place anything or object on any Publíc Records with a view to make out any copy of the said records;
Public Records; and (9 disturb or interrupt any other person while referring or consultng the To () behave in a manner which in the opinion of the Director of Archtves or Head of the Ofice, as the case may be, is detrimental to the mattenance and the preservation of the Publlc Records.
12. Allowances payable to the non-offcial Members,- The non-offidal members of Archtval Advisory Board nominated by the State Government under sub-sectlon (1) of section 13 of the Act, shall be eligible to draw Traveltng Allowance and Daily Allowance as per Annexure 'A' to the Karnataka Cvil Service Rules at the prevalling rates.
22 Copý to:
1) 2) 3) The Compiler, Karnataka Gazette, Kengerl, Bangalore for publcation in the next issue of the Gazetteer.
4) 5) 6) By order and in the name of The Governor of Karnataka 8) (U.B.Ulav) Deputy Secretary to Government Kannada, Culture and Information Department The Accountant General(A&E), Karnataka, Bangalore.
The Chief Secretary to Government, Vidhana Soudha.
The Director, Karnataka State Archives Department, Vikasa Soudha, Bangalore.
Al Principal Secretarles/Secretaries.
The All The Additional Chief Secretary to Governnent.
Secretary to Hon'ble Governor, Rajabhavan, Bangalore.
7) Resident Commissioner, Karnataka Bhavan, Chanakyapuri, Newdelht-110011 "Registrar General, Karnataka High Court, Bangalore.
Koutlya marg.
9 "Reglstrar, Karnataka Lokayukta, Bangalore.
10) Regstrar, Karnataka Adminístrative Tribunal, Bangalore.
23 11) *Secretary, Karnataka Public Service Commission, Bangalore.
12) Principal Secretary/Secretary, Karnataka Assembly /Councl, Vidhana Soudha, Bangalore.
13) Al Heads of Departments 14) All Reglonal Commissioners.
15) All District Collectors/Chief Executlve Oficers of Zilla panchayats.
16) Secretary to Chief Minister, Vidhana Soudha, Bangalore.
17) All Additional/ Joint/Deputy/Under Secretaries of Government.
18) All Section officers of Secretarlat.
19) The PS to Hon'ble Mtnister, Women and Chld Development, Empowerment of Disabled and Senior Citizens and Kannada and 20) PS to Princtpal Secretary to Government, Kannada, Culture and Information Department, Vikasa Soudha, Bangalore.
21) PA to Deputy Secretary to Governmnt, Kannada, Culture and Information Department, Vlkasa Soudha, Bangalore.
22) Co-ordinatioan Section/Section Guard Fle/Spare coples.
("With Covering letter) Culture, Vidhana Soudha, Bangalore Total number of fles of A category lying in the record rooms of the records Particular of records of permanent nature due for appralsal during the year creating agencies 24 (See sub-rule (2) of rule 5] Total umber of fles of A Form - 1 category transferred to rocord rooms by the Sections �uring the period under report Total number of iles referred to under columnl&2 3 Total Number of fles due for appraisal 4 Renmarks if any 5 Department of..
Classtficatilon SL.
No 1 Form-2 List- Reglster of Record Flles (To be prepared in Duplcate) Date on whích Sent to General Records Section 25 ISee Subrule (3) of rule 5] le (Collection) number Transfer List To be filMled in by Records creating Agency Date of Recording Section.
To be fMled in by General Record Section Name of the Employee restoring the record to bundle shelf with Date 4 Remarks
1. Fle Number/Order No.
2. Serial Number
3. To be put up for Dlary or Fle No.
6. Designation
4. Name in Block letter of person requisitioning
5. Signature of person requisitioning
7. Department
8. Section Form-3 (See sub-rule (1) of rule 6)
9. Counter signature 26
10.Designation * In case of Sectet Top secret papers counter signature of Deputy Secretary will be necessary.
Note:- The consent of the Department to which the fle relates should be obtained 1f the fle indented for belongs to a different Department.
Total No. of casstfed records lying at present in the organization 27 Form (See sub-rule (3) of rule 8) (Half yearly Statement on periodical review of ciassifled records) No. of classiied records due for reviewing No, of fles revlewed and down raded �uring the period under report Remarks Form for the submission of Annual Report to Director of Archives/ Head of the Archives 28 Form -5 (See Sub Rule (6) of Rule 8)
1. A. Setting up organized Departmental Records Room- Whether your organization has set up an organized Records Roorn, and if so; is the space suficient?
B. Nomtnation of Records Oficers:- whether your organization has nominated an officer as Departmental Records Offñcer and f not, give reasons?
C. Tratning of Records Officer and Staff
(1) Whether departmental Records Officer has recetved trainíng tn Records Management?
(t) whether the junior staff working tn the Departmental Records Roomn are trained in various aspects or Records Management?
(t) If not, are you willing to avail training factlities existtng at District Tralning Institute.
2. Periodical recording, reviewing and weeding out of semi-current records:
3. Appraisal of Non-Current record:
() Whether your organizatlon has taken steps for recordtng, reviewing and weeding out ephemeral records (t1) indicate the total number of records recorded, reviewed and weeded out during the perlod under report.
respective 1) Whether your organtzation has nitiated action to get non-current records appraised with Karnataka State Archtves?
(1) State the total bulk of records awaiting appraisal
4. Compllation/Revision of Retention schedule of records:
() Whether your organization has comptled Records Retention Schedule of substantive functions in consultation with Karmataka State Archtves and if not what actlon do you propose to take?
(1) Has your organization taken steps to revise the above schedule after fve years?
5. Periodical review of classified records:
(ü) If not, state reasons?
() Whether your organization has de-classifed the classiâed Records during the period under report?
29
6. Compllation of annual ndices of Records:
() Whether your organtzatton has compiled annual ndices?
() State inclusive years with the nane of the series?
7. Compllation of Organizatlonal history:
Has your organization compiled organizational history, reflecting various functions along with the date of their creation and iff so furnish a copy to Karnataka State Archtves.
8. Records of Defunct Bodies:
(1) Whether your organization has got records of defunct bodies, gtve details?
(i) If yes, What action have you initiated for their transfer to Karnataka State Archtves?
SI File No Register for Destruction - Preservation of Time Barred Records Registers No.
2 Year 30 (See sub-rle (1) and(3) of rule 9) Subject Form - 6 4 Department/ Section Concerned 5 Destroyed or kept for Destruction in year Initials of Section Officer and Date 7 S.
No Half yearly report on recording, indextng, reviewing and weeding of records during the half year ending.
1 Total number of fles recorded 2 31 Form - 7 [See sub-rule (4) of rule 9) Total number of fles indexed Total number of fles to be Reviewed 4 Total number of fles weeded out if any Remarks 6 To The Director, Karnataka State Archtves, Room.No. 126, 1« Floor, Vikasa Soudha, Sir, Bangaluru - 560 001.
DEPARTMENT OF KARNATAKA STATE ARCHIVES APPLICATION FOR PERMISSION TO CONSULT HISTORICAL RECORDS (TO BE SUBMITTED IN DUPLICATE)
1. Name in full (n Block letters)
3. Age and Date of Birth I seek permission to consult HISTORICAL RECORDS in the Karnataka State Archives thrown open for bonafide research. I promise to abide by the Rules and conditions in force from timne to time.
2. Father's/ Husband's Name [See sub-rule (2) of rule 10I
5. Profession
4. Academic Qualiflcation and (ANNUXURE 'A RULE NO.10) distinctons and publications
6. Nationality & Domicile Form No.8
8. Subject of Research 32
7. Address: correspondence & Permanent Research Institution
9. Perlod for which permission is sought
10. Purpose of research and affiliation to
11. Reference and Certificate furnished.
Signature of Research Scholar.
NOTE: Untversity Research Students should subnit their applications through thetr respective departments with the recommendations of the professors concerned.
Persons employed in Educational Institutions should submit their applications through the Heads of Institutions.
Foreigners wishing to consult the records should produce fntroduction through their Diplomatlc Representattves n India.
By order and in the name of The Governor of Karnataka (U.B.Ulavi) Deputy Secretary to Government Kannada, Culture and Information Department