(1) Al recorded fles shall: be classtfied for the purpose of preservation having regard to their importance and the period up to which they are likely tß be required for referençe in connection with administrative needs. Every fle which is likely to be required must be preserved and every unwanted files may be �estroyed both to save space and to simplify searching. While there may be strong administrattve necessity for preservation of a file or record for a short'period 'or long period that is a very different thing from preservation forever. It is equally necessary that the minimum perlod 'of preservation shall be long enough to provide for any revision or reconsideration of the orders issued on a file.
(2 Care shall be taken to see that files which are important or are likely to be fmportant in future, however, Indirectly, as sources of nformation on any aspect of hlstory. whether politücal, military, socdal, econontc, etc., or which are or may in future prove to be of blographical or antiquarian interest shall not be destroyed.
(3) The records shall be classified as A, B, C, D, the features of whlch are cxplained hereunder. The oficer competent to approve such classification is also specifed therein,
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(1) list.
(iv) 'A' class.- To be preserved indefnitely. This class shall be allotted to files in which important questions have been discussed on whtch contain orders establishing important precedents or general instructions or rulings of a pertnarnent or important nature. These fAles shall be printed wherever necessary. Classification shall be approved by an oficer not belowthe rank of a Deputy Secretary to Governmnent or Head of the Department.
B dass.- To be preserved for 30 years. Thls class shall be allotted to fles of the same category as above but which are unlikely to be requtred for reference after a few decad�s. Classificatlon shall be approved by an offcer not below the rank of Under Secretary to Government or Group "A oficer.
'C,class- To be preserved for 10 years. "his class shall be allotted to fjes of secondary inportançg; yhict ac:to be preserved for a very "imited mumber of years. An Oficer-pot below the rank of Sectton Oftcer or Group B Offcer gh¡ll apprpve this classtfîication.
D' class.- T¡bedestföyéd 'after oDe year h the end 'of the year in which the fle was- closdd. "Thia class shall consist of ̀ Ales, the contents of which are of a purely temporary nature and which need not be preserved for a long period. An Omcer -not below the rank of `ection Oficer shall approve this classifîication.
(4) The classification of records into,above categories shall be. faclitated- by meais of an authorised, (ABCD) classification of subjects dealt with n,a Department. The diferent subjects dealt with in a department shall be grouped into ABCD categories having regard to the nature and imnportance of each subject from theadministrative arnid historlcal point of view.
(5) Procedure for maktng classificatlon shall be, suggested in each case separately by the dealing hand, in accordance with authortzed ABCD classiâlcation when no further actton Irequtred to be taken on a file. The fle shall be put up to appropriate officer for his approval for belng recorded and classified under ABCD
8. Down-grading of classified records,- (1) The records creating agency shall by an office-order authorise n oficer not below the rank of the Under Secretary to the Government or Record offcer concerned to evaluate and downgrade the classified records mäintatned. A copy of such office-order sh¡ll be forwarded to the Director of Archtves or Head of the Office, as the case may be.
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(2) The oficer so authorised under sub-rle (1) shall evaluate the classifled records every ffth year for the purpose of down-grading,
(3) After down-gradtng if the officer declares any record as of permanent nature, the same shall be deposited and preserved with Director .of Archtves or Head of the Office, as the case may be after its äpprätsal.
(4) The records deposited under this ru<emay;be-requísitioned for any official purpose and returned to the Director of Arch�ves qr Head of the-Ofice, as the case may be fn the manner provided under.rule 6.
(5) Every year in the last weck of June and"be�embef, a halfyearly statement in Form-4 shall be furnished by the officer authorisednder sub'rule (1) to the Director of ArchËves or Head of the Ofce on the actio1 takenfof evaluation and down gradtng the classifled records.
(6) The Records Oficer nominated under rule'3 shall furnish to the Director of Archtves or Head of the Office an Annual Report in Form-5 every year in the month of March of the following year.