~~~1997ctT"Qfu '1-lro'f ~ ~ 'IWl tt-m 3 ~ c i) ~ ~. m<m, ~ 18, 1997 if~ COPY OF THE PUBLIC RECORDS RULES, 1997 Published in the Gazette of India, Part II-Section 3 Sub-section (i) New Delhi, Saturday, January 18, 1997. (~fcNTtl) ~~.9~,1997 m.<frr.f.f. 43 :-~ -mcrn: "ffiq; an'lfffi9 an~. 1993 ( 19,93 CfiT 69) ctr 'l:1m 17 q;1'311'l:1m ( 1) bm~~ cnr >r<WT cnm R f114f<."ln!n1 f.l<rl:! "f'fRft t 31~ :-
1. m~ ';jTil a:m mt'I.T-c 1 ) ~ f.l<:fi:t1 'Cfi1 m~ 1111 'fficfi an~ f.l<rl:! 1997 t 1
(2) ~~if~ctr~'fi1~-rnl c 2) -em:• :- ~ f.l<:fi:t1 if~ O<l1 ~~'If~ ~m ~a:m';fm =- (Cfi) "an~~~~ "ffiq; an~ an~ 1993 c 1993 cnr 69) an~ t ( '&) I I ;WfR II ~ <rmftP1fu '1-lro'f ~ ~ an~ 7.lT w'l'<F<t !$~an~~~~ man~ cnr ~an~ t; (Tf) II~ an~ll ~ ~ ~ bm ~-~ '1\ qft+.jlf<."JC1 fcf'llfTil<:r wen~~ if an"l'Cfif~ ~ ~ ~ 31fu ~. :J'(I-rTim am f.rcff'1:R! m ~~if~ "ffiq; an~~ ~1:R! ~ an~~ 1 ( 0'1) ·~~ an'~Ren II ~ "ffiq; an'liffi9 CfiT q;-.;:;n an~ t c 8) • ~~~~~ ~-Q;m RTfq<n~~ an~ f. f;ffi ~ ~ CfiT ~ ~ ~ '3'mlf~ ~ 31~ if -R Cfi1: m Tf7.lT t ; <"'~) ·~~an~Cfil31Cf~~~~rn~ ~~wen q•ffq;<uiY CfiT 3tcl~ CfiV1T an~ t; c~) ~~~~~ ~ f.:fim F01F1F{te fcltr<l ~ ~m BtCfi an~~ oo1:R! ~ CfiT ~ .m~ t ~ dMflfu m -q;r-'&fCI'm fc:a:ruT am -qftf~ ~ om~ ~~mTf<Tit; ( ";;j) II~ II ~ ~ f.l<:fi:t1 ~ m=rr.nrr~ an~ t HlJO DO & P/97-1 (I) <~) ~~~ an'liffi9 11 ~ ~ 3Tf'liffi9 an~ t' "11 ~ ~~~if t' 7.lT fcfim ih: -~ ~ ~ '!ffil t'; (~) · ·an~ll ~ fcfim ~ ~ ~~ ·~ <n: fcr..m ~~~m~~~-R~ctr~ an~t; (C) 1 1 ~ ~ ~ an'liffi9 II ~ ~ "ffiq; an'l1&& an~ t ~ an~~ an~ bm ~ fcltr<l <n: 3N-ft Cfil<:lt(Yl<T ~ 7.lT ~ ~ il an\1cfif~ ~ ~ ~ f.l<rl:! 5 ~ '311f.=r~ ( 1 ) ~ 31~ ~ 31Cffoq ~ ~ 3TI~ ~ ·~ wr ""lTC11 t;
(c) , , an~ 'fi1 >rfum\UT ~rcft II~ -Q:m ~ an~ t ~ >rfum\UT ctr 3jqfoq ~1:R! t i
(s) II g1Fcfdl<h1 II~ an~rn ~<fiT >rfutffiUT 31Cffoq em ~ <n: <r~ m am >rfum\UT <n ~ ~ ~ ~ ~'tl il 31Cfm\UT ~ 1'0<l: Clilft9Cfi ~ an~ t c ;{) II mu II ~ an~ ctr 'l:1m an~ t (1l'l) ··~Tflt~ ··~tcnm~~~~~~..m ~ CfiT ~ an~ t ~ 3RfTfu ~ fqf1'<illl'i, ~. ~ 7.lT ~ ~ 'tcnm ~ ~ ctr Ch 1(11 j}li q if ~ ~ >rfu<!t ~'; Co) '3'1~ 3m~ ~"ll~·~t' a:m-cm:~mt ~ an~-;p:jl1 it -cm:~:r t cnn 31~t m-rr · "11 <rn an~il%1 -
3. an'liffi9 an~ CfiT 1111 -Rm:- an~ ~»fC!i an~ an~ ctr 'l:1m 5 ctr '311't.lru c 1 ) tt ~m ~ ~{TIT if~ ~ ""lTfr ~ 3111-l an~~ il ~ fcfim ~ Cfi)';;il 3Tj'IWT an~ ctr ~ <n ~ ~ m CfiT m m an'lffi& an~~~if. 1114f1~f:?IC1 crtrrT I 'Q:it~ ~ctf~>rfu <r~ 14e?IR~~I<h 7.lT an~ ~F-TR,CfiT ~ ~ I
4. ~ TfTt ~ cnr ~8JUT :-an~ an~~ TfTi ~~am: <r~ 14e?IF1~'<1Cfi <nan~ )l''qR bm 'l:1m 6 em '311mu c 2) ~ ~m ~ ~if ""lTfr ~ TT'll: ~ Admin Typewritten Text ANNEXURE-C ~ ~ -m~ ~ 3fj\8JUT am~~~~ m am~~ '""l(llf"le:O'Mi <n 3lf~ >!!::fA &ru ~ ~ ~a:TT CfiT ~ ~ f.ro8JUT ~ ~ ~ ~ Cfi'mT I
5. ~~~mm~C!lT~:- C1) <r~'""l(llf1~~~Cfi<n3lf~rrn~~~ ~ ~ ~ -m~ qJ) ~ ~ am 'lfu&TUT ~ ~ ~ ~ ~ 3lf~~ 3lf'I1<RUT &ru f1m-8 ~ qrf <n~ 3-ii'~ (fqi ~ 3lf~ ~if 3lf~ ~ ~ T&T TT<n% I ( 2) 3lf~ 3lf~<r~ '""l(lif1~~1Cfi <IT 3lf~ >J!::fRqiT ~qrf 31 ~ ~~~ 1 if~~~~ "B~ m -m~ CfiT fCff:t1 rte<1i ~ ~ ~ "3tl ~ill ~ a.m fcF;<:rr ~% 1
(3) aqf1f1:111 (2) ~311:1'R~CfiTmful:R<r~, '""'""l(\,..,flf;""'1~""~1~Cfi <IT 3lf~ >!!::fA, ~ 3lf~ ~ l1TUlll ~ ~ 3lf~ CflT ~ ~ if 3lf~ 3lf~ q;T Wr<rffi ~ 1 ~ 'fT m ~ '11: -m~ -m~, "B~ m -m~ CfiT~aRRUT ~, ~-2if, (jR~if~~(f~~ <r~, 11(l lf1~!?1Cfi <n 3lf~>rl::fR~'ffi1'1fu&TUT~~ -;;r.:rr ~ -;;it aRRur ~ q;T ~ >Jfu, 3N-1T W1Tl::fR "(\) ~ ill ~ 3lf~ 3lf~ CfiT w.rnt ~~if crrcm ~ 1 ( 4) '1R ~ill~ 3lf~ 3lfqq;ffi ~~ill fi:i;-ffi 3lf~ <n ~ CflT ~ Cf!lT q;T 31Clf1:l ~ 3Wr ~ >!fd~-TTfuf mill~~~%m%~CflRUit~-;;ft~ .. ~~I <f~l '""l(( lf1~~~Cfi <n 3lf~ >!!::fA CflT ~ CR~~CR~ I
6. * :m~ <tiT f.1Cfi1m :- ( 1 ) "l:fR <r~, .,.,11 (\,..,fl r""'1 ~""!?I~Cfi <n -m~ >~!::fA ~ 1ffi1 ~ ~ Tf1l 3m: 'lfufa.:rn ~ 3lf~, 3lf~~ 3lf'I1<RUT&rufct>ffi~~ ~ ~ ~a.:rn% m -m~ mqq;ffi, <r~, '""l(llf1~:(1Cfi <n 3lf~ >r~.:rR CfiT, ~ 3 if, ~ ~ ~ ~ITP.·n".co am~ wTI ~ lWT 1fi'ff ~ I ( 2) . "3'1 ~ ( 1 ) ~ 311:1'R ""~iTt TJ<) ~ 3lf~ CflT ~&ru'flm~~~<r~~ffizr~~~ ~ 3lf~ 3lf1:TCflTU <n 3lf~ ~ 3lf'I1<RUT &ru ~ l1T"B CfiT 31Clf'1:l ~ :m~ >rmmfuf m fcF;<:rr ~ 1
7. ~ 3lf~CflT3=!Cf~-(1) :m,.~ 3lf'I1<RUT ·~ ~ &ru ~ ~ :m~ Cfll, -;;it 'lffi\i mCfil1: ~ 3101\ ~ ~ ~ CfiT <tfcRf CflT ';f m, ~ &ru '\'& Tf1l ~ 31f~ Cfi1 ~ am 3jcl'~ ~ ~ ~ w1:Tifii ~ I~~~ CfiT ~ >Jfu <f~, 11(llf1~~1Cfi <IT 3lf~ >1~'-.:rR CflT ~'fiT~ I
(2) ~ (1) ~ 311:1'R B1 m >nf~ :m~ 3lCf~ ~ ~ ~ ~ ~ ~ qrf ~ 3lf1:lffim CfiT~~I 2 ( 3) <l'R 3lfqq;ffi 3jcl'~ ~ ~ fcRft 31f~ CflT ~~CflT t!'rfiffiCR\il%m ~~ ~~~<r~, '""l(llf1~~ ~ Cfi <n :m~ >~!::fA~ 1ffi1 ~ am 'lfufa.:rn fcfi<n ~I ( 4) B1 f.p.rq ~ 311:1'R ~ ~ TJ<) 3lf~f<Rft ~ ~ ~ ~ ~ ~ ~% am w.m 6 if ~l:l(f -urn~ <l~, 11(1 lf1~!?1Cfi <n 3lf~ >!!::fA CflT ffi'21<n :;;rr ~ t I ( 5) ~ C 1 ) ~ 311:1'R W1:Tifii 3lfqq;ffi &ru ~ Cfff ~~am~~~~if, ~-¥, ~:m~ ~ ~ am 3jcl'~ CfiT qriffl CfiT ~ ~ CflT ~ 31~ fc:rcRuT <r~, '""l(llf1~'( 1 Cfi ~ :m~ >!!::fA CflT ~I s. C!lf(rcf;Wi\i~~-C 1) w.m 3 ~ 31~ 1111f.l~f.i'1t1 :m~ 3lfqq;ffi 3WTT1=ll qrf ~ l1Rf l1T"B if,~ Cfff, ~ ftcTri, ~-5 if, <r~, '""l(llf1~~1Cfi <n :m~ >ll:TR CflT ~I ( 2) ~ <r~, &:l(llf1~:( 1 Cfi <n :m~ >!!::fA :m~ CfiT 'tWT 6 q;T "d'l'tWT ( 1 ) ~ ~ ( Cf1) tl ( (i) ~ ~ ~ ~· if 3lf~ 3lfqq;ffi GRT <8 ~ ~ ~ 001:l(f ftcTTi ~ qrf ~ ~ ~ miTl:l';f ~ ~ CflT ~~I
9. ~ :m~ CflT ~ mr ~=- ( 1) cnW ~ ffi -m~, :m~ am 31ffi<.'1'1fq:,ij ~ f.RT ~ ~ mr ~ l~<fff~~l1T"Bif, ~ 3lf~~ :m~ 3lf~ >Jfu1:TRUT ~ CflT ~. if ffi ~ Wtmi. ~ ~ ~CfiTm"tR~~m~t :m~~~~ 'ifiT1t :m~ 3lfqq;ffi ~ ~ ~ 'rn mr ~ 1 ( 2) fct>ffi 3lf~ ~ 3lf'lf<RUT GRT ~ Cfff ~ 3lf~T<fi ~ <nW ~ m :m~ ~ (fqi ~ ~ mr ~ ~ (JCfi fcfi B1CfiT ~ ';f OR fu<rr TT<n "(\) I ( 3) :m~ ~ 3lf'I1<RUT &ru ~ ~ ~ ~ ~ ~ ~ "B~ ~ :m~ 'CfiT ~ ~ ~-6 if, Cl<m 'CfiT ~ 3ffi ~ ~if 00 ~~I ~ ~ ~ >Jfumfuf 'CfiT ~I c 4) :m~ :m1:lCflTU :m~ qJ) :m~ m, 31jSilAfUICfil "RR 31r4<.'1lCfi1 m am~m;fi~~~l:l if ~ 31'tf crrf&cf; ftcl1'i ~-7 if, <r~, '""l(l l f1~!?1Cfi <n 3lf~ >!!::fA CflT ~ I ( 5) :m~ CflT :m~, 31f~ 'CfiT ~if·~ <IT~~mT~I
10. ~ m~ (fqi ~ : - (1) ~ :m~ ~ ~ mill ~ ~ <IT Sf,?1 <n 3Ft~ -urn ~ ~ ~ TJ<) ·ii, ~ &ru :mtrifif~ m ~ 311:l'R ~'l11Cft ~l:TR ~ ~ ~~~~ c 2) ·~~ m-~ ~ 31Vi<R 'fi1 3T:r<IT ~ fuit m 3 it, \l;Cfi ~ '1~, '"H'llf"l~~ICfi <IT aTI~ "Sf"lR "Cfi'l~~l ·?:f~, 4tltf"1~~1Cfi<ITaTI~)fl;lR~ it am 6-l CfiR"UTi ~ -;;fl ~ m ~~ ~ ~ ~ wt~.r it ~~~G!i\~1 ( 3) ~ ~ 4i~Sfi\f4lf101 m, ~ ~ -;;mt, ~ m~"Cfi'l~~"Cfi'l31VilR~~~~~~~ 'Cfl'\i ~ ~ m~ 'fi1 'Cfl'\i m- m ?:[~ 4tltf.1~~~Cfi <rr m-~ )fl;lR 'fi1 ~ ~~foRT m ~ "Efitrrr 1 11 .• m~ (iq;~ :- (~) f.l?:ft15 ~~ c 1) ~ 3114'R ~ am llfua.;ur ~ ~ ~ • m-~ mu 12 Cfi1 "3111:ITU ( 1) ~ ~m am f"1'""1fc:.1f&d ~ ~ 3'[14R "BC\'lTCft 31~ am ~l;lR~~~~~~~ 31~m:r':- c i) cnW ~~ -;;fl"fficn m-~ ~ 31~ "Cfi'! 31Wl U9"(11. ~ ?:[9~ 4tllf"l~~~Cfi <rr m-~ )fl;lR "CfiT ~ >10tl-s it "Efitrrr 1 ?:[~, 4tllf"l~~~Cfi <rr m-~ )fl;lR "fficnffirit am6-l ~~' -;;fl ~~~ 0Rf~~*f~it~~~~G!i\~ l Cii) -Q:mfc$it~-;;fl"fficnm~~31~m"Cfi'! 31Wl U9"(1l t 3N-ft ~~am <1"11F<1Cfi fl:rn1 ~~'1;i~mtRm ~f<l1<rr"'T~I
(iii) ~m c~~T.if.:f-'lffi(f~"Cfi'!~ \WI),~' "FA,~'~' T.if.:f a"tt'R:fil:m:~ ·~ am "{P;ll ~ ~ ~~ m~, 1CM mr 10111FT.l~Cfill.lm~ 'lffi'd'<rr~~at?r~~ \WI cn1 WPdl am "<Pdl "CfiT UlR it ~ ~ 31~ ~ ~ ~~"'T~'ti~-~(~3Rflffi f7TffiTrn am ~ 't) 'fi1 ~ ~ ~~ "% ~.am: ~ "ffi:rri:R fcTcf;m ~ ~ ~~ m-~ m 'lffi'(1' <rr ~ ~!$" ~ ~ \WI 'fi1 WPdl am "<Pdl "CfiT UlR it ~ ~ 31u:r:r1" ~ ~ ~ UlR il~R 31~~~~~""11~'t: ~ ?:[~ '""ltllf"l~~~Cfi <rr m~ )fl;lR -B 311,.zr:R ~ ~ G!i\ ~ I 3 ( iv) ~ ~ 41~Sfil fq;(;q m, ~ ~ -;;m:t, Cftli ~~ "CfiT 31u:r:r1" ~ ~ ~ m-~ "Cfi'! ~ .1flT fcl1<rr ~ j • ( v) m-9 it ~ ~ ~ 'R Slf1('<ll<;1 am ~ 'fi1 ~~mt ~ G!i\T c:r "'T ~ am ~·~)f'IWif Cli1 ~"<;T?:f 'Cfil:1T . m ~ ?:[~ 'l:ftl'~ ?:fT m~ )fl;lR 1:J<T ~-~ 111: f.r<rn ~ ~,
(vi) "Q:m~";;fl~~ffi~~~~"fficnm~ "Cfi'! 31u:r:r1" q;urr ~ am ~ m~ ~ m ~ -wrm 'R 31Tmfuf fcfim Cffu q;l ~ "Cfi"{'ffi ~' ~ m~ "Efitrrr ·, c 2) -Q:m ~ -;;fl"fficn m~cil ~ 31~ m "Cfi'! amr:r U9"(1l t f"1'""1fc:1f&d cwf 1tlT "Cfitrrr, 31~ :- (Cfi) 'ffiCfi m~ 'R ful:<Frr <R'P: ~ CliW ~ ?:fT ~ "WTRT; ((9) 'ffi'fim~ "Cfi'l~,~,cm11,~~<rr 31-'1~ ~~<IT~ Cfi\-IT; (Tf) '1~, '""ltllf"l~~ICfi<ITaTI~"Sf"lR~~~ foRT~ 'ffi'fi m~ cf.'r ~; ( 'tl) 'ffiCfi m~ "Cfi'! 31u:r:r1" c~ ~ ~ <9m ~ q;l "&R <rr -G<:r ~ Cfi'rrM <rr ~ m ~ ~ ~ fcl1<rr "lRT j cs.) f<Rft~ m~cfit>!fuORR Cfi1 ~ -B~ m~ 1:1\ ~ ~ <IT ~ "{(5FIT c 'q) 'ffi'fi m~ "Cfi'! 31u:r:r1" ~ ~ ~ OR cxtfi'Rf "Cfi'! onm ~<IT~ Sle11l; am (1:9) ~ -mn it ~ Cfi\-IT ~. '1~, '""ltllf"l~~~Cfi <rr m~ )f~:jR Cfi1 "{1<! it, • m~ ~ ~a'{U! am llfua.;ur ~ ~ ~ t 1
12. m~ l;l("'lflCfil< .nt · ~ ~ cf.'r '11m '111«~ ~ bRT '1lfim 3TI~:9flll"{ ~FiT<~~~ mu 13 ~ dllmu 2 ~ m- (tl) ~ \itl('[ m~wm: l;l("'lflCfil< ~ 'fi1 ~ it \WI ffi ~ ~ ~ ~ ~ ~ ''Cfi'' ~ m~ ·'l11 ~C!jf~~<mn'llm~~~~~m~~m~ ~1 [f.:r<fq 5 "Cfi'!~ (2) ~] qtf .......................................... ~~~~~~~~~Cii'Tfctft/l~tti -------- m~ ~ m~ ~ mTi CfR1T 31Clf~ ~ ~ «t'll 1 3llt«t'll 2 ~ ~ ~ ~ ~ m'llffi?J ~~it~~ 311'1WTT bRT m~ Cfi~ 31!4'R ~ ~ cn1 ~ ~ >fCI'Tf II Cfj II am II (9" II Cfi1 q;l 3Rffuf >fCI'Tf I f Cfj II am Cfi1 ~ ~ 2 3 4 fGUJfullli, *~m 5 4 31f~ ~q; 31f~ ~~ ~rfcf'IWT~ : ~ ~ anR" em "9'111 : 31f~ 31f~ em "9'111 am fqf.il~4i : ~/ar:!:'IWT em "9'111 : qt;f : 31f~ ~ 31f~ em "9'111 : ( ~~ ~rfcf'IWT~) : 31f~ 31f~ em "9'111 am fq~l~4i : -rWt ~ 31f~ <li'T fqf~l~4i "41 ~ ~- : ~~~~arnamt': 1;RCi'Q' 3 [f.r<p:f 6 Cfi1 ~ ( 1) ~] -qfrr -qTff ..... ...... ....... ... . 31f~31f~ ~ n<:nllR am~ ........ .. ........ . 31f~ 31f~ bTU ~ "*"l : il ..... ... ... ......... .. .. .................. ~ ~ "i.1'i«n 'It fcl; -rWt TTl~ 31f~~ f.r<p:f 6 ~ ~ (2) <li't ~!ffi ~ ~ '"H?if1~~ 1Cfl/31f~ >l"lR cnl ~: -..:m1 m ffi # ~ ffic:T ~ ~t<ft ~I ~·· · ·· · ··· ·· ······ · ··· · ··· · ··· Wro-r~~~-qm& ~ ~ 31f~ <li'T ~ ~ 1;RCi'Q' 4 [f.r<p:f 7 Cfi1 ~ ( 5) ~] ~ ~ <li ~ y;'1Fc!Ml&>"1 CfiT mt ~ fcrcrorr ... ...... ... .. ... ..... 31f~31f~ ~~'fT!lRam~· · ·· ·· ····· · ··· · ··· g1ffi~)I Cfl1 ~ ~ ~ 31f~<li'T~ ft1:lTi crrffi -w.n"l ~ ~ R;o:(Jllflrt g1ffi~'tfct>i1 ('f~ 31Cf~ ~<li'T~ ( 5 ~5 an~~ >1l\IF1~~~""~an~ ~m:l em~ m1i ~ ~ ~ ~ ~ [~· 8 Cfil ~ ( 1) ~ ]
1. 'Cfl'. 'WTfirn fq'Wim an~ 'Cfl'8;l Cfi1 ~ : ~ ~ WTo-r ~ "i:flW 'WTfirn an~ 'Cfl'a;T ~ ~ ~ 3TR~mm~~~~~ ............ .. .............. .. l9: an~ an~ Cfil 11>1F1~~~1 : ~ ~ WTo-r ~ ~ an!:1cfiTU em fq'Wim .m~ an!:1cfiTU *" "{C\q -q 11>1F1~F~ 1 ct ~ ~ 3ll\ ~ '1'l\l m 'CflR1lT ~? .... ............... .. Tf. an~ an!:1cfiTU 3lR Cfl4:cml~::<; Cfil 'Sifir8JUT : < i) ~ fq'Wim an~ anq-c:filtr ~ an~ >ror.-l:l if 'Sifir8JUT ~ ~ ~ ? < ii) ~ fq'Wim an~ 'Cfl'a;T if 'Cfl'l<fuf ~ 'Cfllf ~ an~ >ror.-l:l ~ fqf'IR ~an -q miT8Jct t' ? <iii) ~ '1'l\l m ~ arr:P:rr\'ff ~ ~ an~ -q fcm1:rA >lfit8JUT ~man Cfil '311$r ~ ~ ~ t'? tr. 1. ~an~ 'U'i'lll$' ~an~ if a1~-'TfR1an~m~~~-q~ :
( j) ~ 31J1lCiiT WTo-r ~-an~. ~ fu;ffi 3lR ~. ~ 3lR ~ w.rn an~ ~(f~~Wrn~~~~-q ft\M~Rl ~~~~ ?
(ii) ~mm~3MITtrfcficl:~~~ an~ Cfi'Tl1Bll ~ II. ( i ) ~ 31J1lCiiT W!o-r 'W.l' 'U'i'll !$' ~ an~ ~ ~if Ft;~~~~l ~~~~?
(ii) ~mm~3MITtrfcficl:~~~ an~ Cfi'Tl1Bll ~
2. 31~-'TfR1 an~ Cfil 'Cfl'l'ft::rCfl an~ g1ffi1:11Cfl1 3fu: ~ : < i) ~ ~ WTo-r ~ 8JUT'ifp;an~. ~an~ g1ffil:"llCfl1 '('!'~ ~ *" ~ ~ Cfi1 ~? < ii) m1i cm:ft' 31Cff~ ~ ~ an~ g1ffi1:1'1'*'1 (f~ ~ fcfi1l: ~an~ Cfi1 ~ ~ ~~ :
3. ih-'TfR1 an~ Cfil ~
(i) ~~WTo-r~~an~-B~ ~ ltt-'TfR131t'~ ~ ~ Cfi1 ~ ~'If Cfi'T~? < i i) ~ ~ ~ 'l«itf8Jct an~ em ~ l1Bll ornnt ?
4. 3lf~ q;l-m'tmuf ~ CfiT ~;:r;ftl!;lUT :
(i) ~~~~~3lf~~~ ~1FT¢ q;l 3lf~ -m'tn\UT 3~ 'fiT ~~tam"l!"Rmmawi~~~ ~ ~ CfiT )ffiiJq Cfi{(f t ?
(il) ~ ~~~~Cf!'t~-a<m ~'fiT "Tffil!;lUT ~ ~ ~ ~ q;l t?
5. ~ 3lf~ CfiT ~ g1f&C1lCfi1 :
( i) ~ ~ Wl<R ~ ft1lti qTffi ~1:1 ~ ~ 3lf~ CfiT 3lCf-~ fcn<:rr t ? Cii) "l!"R m m CfiRUT oront
6. 3lf~ q;l ~ 3lj}li4fUICfiiaTI CfiT ~ :
( i) ~ ~ Wl<R ~ ~ 3lj}li4fUICfiiaTI ~ ~fcn<:rr%7 ( ii) ~ ~ 1lll ~ W2f ~f'""'""lf<."'\1 Cfll-
7. lii•id1k4Cfi ~ CfiT ~ : CF1T ~ Wl<R ~ itB lii•id11\4Cfi ~'fiT ~ fcn<:rr t ";;iT~~ q;l ~ ~ "ffi?-f tm'IA ¢ 1R ~ 5Tffi11 t am "l!"R m, m ~~.-m~m~Cfil~l
8. ~ f.fCfiT1:IT ~ 3lf~ :
( i) CF1T ~ Wl<R ~ 1:ffi1 ~ ~ ~ 3lf~ t,~~? < ii) "l!"R m, m ~ ~ ~ m~ 'fiT 3Mlfuf ~~~CF1f~q;'f%? 6 ~6 [~9Cfi1~(3) ~] "wf ..... ... ... ... .... ... .. ................... ~ ~ ~ ~ Tfll: 3lf~ q;l fctf'?l"2l1i r ( 7 ~'B. :m~~ 3lj}fl'"lfUICfil ~ g1Fcl('1'1f'flct ~ ~ctt~~ Cf>1 ~'B. ~~Cf>"r~ Cf>"r~~ Cf>1 ~ ~. <@:: ~ ~m 2 3 4 5 6 ~-8 [(~ 10 'Cfil~ (2) Cll!ll~ II~~ (1) 'CfiT(SfUS (1) (3TI~'Cfil 3li:ZI'R~Cf>"r ~~~~'CfiT~)] Wli'il '"ll!lf1~1?1Cfi, :m~. 'lffi(f mctiR, ~~1 ~. if, 'lffi(f~~:m~~ ~f-lR~'il3TI~'CfiT3l~~~~~~~~~'il. ~~~ ~ ~ t 1 if~ f.:r<lt1T am m1 'CfiT 'tl'R11' ~~~~'{am~~~~ 'lffi(f ~ ~ ~ -q 3li:ZI'R ·~ ~ mtrnt 11{ :mmfuf 3Nft ~ Cfifu Cf>1 ~ m, ';;f'"l'T ~ 'CfiT C!TR ~ t 1
1. ';[T11, ~ ~ = mt~~rsr. 2 0 fi:rnr~ 'CfiT '1'Jl1 :
3. ~ Cf>1 'ctTfug :
4. ~ :
5. ~:
6. ~1=1:
7. ~~'Cfil~:
8. fq!(qfqi'OliC"l<l~ ~ <f->tf<{i'flct t' :
9. 31Clf'i:l,~~~~: 1 o. ~l!R am 'ctTfug =
11. ·-qm (i) ~:
(ii) ~ : 31~ ~ ~ 'Clffi :m~ Cf>1 fqf~l~<li :
1.
2.
3. * ~~~'B~~'i:l%fcn~am fq'(qfCIWC1<l~tfci~'B~~'l15f~Cfl1: ICl~, fc$IT~~'B~ ~f-1' t fcn ~ .am~~ 'lffi(f -q <1"11f<1Cfi )lfuf.:lf~ -B ~ ~ 'l15f '1ft 'C1T<t, ~-q 8 ~9 [f.;;:rl:r 11 <6'~ (1) 'fiT~ (5) ~] Slt'gC\11<;1 am~ CfiT ~man~~~ t 'il}lf1~><1Cfl, an~. 1-lmf CfiT ~an~. ~~ ~. CfCJm~ ~ ~~~/fq~qf<Wii.9<1 ~~~~-q"3'Rf'mH!TiliDCfiT 'il~j;f))f4=;('"q (~"t1;11~ftil alt~) W 1ffir:tt~ Slfctf<?1M<1i ~~I~ m11"tit ~~~'llfll (~rn~) ~ t I~ ... .. .... ... .. '1G t am~~ ............. . ~ "" .. " .... <rcn CfiT ~"l t I
1. ~· ~ titf1'rn ~ t ~ '3Cl(f m11"tit ift ~~J>ICfiTi?RifCl~qfcWii.9<1 ~ ~ t I
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5. ~ am~ -q .................................. .... ... ~ Cf>1 \1ftr -;;;m ~ t 1 Cfil~fw~ ~ ~ ft;ro: ~1'1 ~BR -;rrq ( ~ 3l8.1'U -q) ~-crnr : ...... .. .... .. .. ...... ........ ~ ~ ~ ~ -B. .. .......................... · .. · mtn:sJ .. .... ........ ........ · &m ~ amrom 1r'lfRT · · ·· ·· ·· · ······· · ·· · ···· · · ········· · ··· · ···· ··· · · ·········· . ··············· · ··· · ····~t l .................................. ...... ...... . ~~~"B ...................... .. .. ......... ... .... .. .... . ~ ........................... ., .... .. .. ~ ~~I ~ m "RR ~ ~ f1"1f<?lf1Sll1 ~ 3l!:Wf m ~ ~ :- < 1 ) ........ .... .. ..................... .. ........ ......... ........ .. an'lf~l:2i!!3 ~ ~BR mfug-: [1:fil. "B. 16/2/94 am:.~.] fi./ ~"Tmm.~~ •' <j J (Department of Culture) New Delhi, th e 9th January, 1997 G.S.R. 43".-ln exercise of the powers ~onferred by sub-section (I) of section 17 of the Public Records Act, 1993 ( 69 of 1993), the Central Government hereby makes the following rules, namely :- I. Short title and commencement.-( I) These rules may be called the Public Records Rules, 1997.
(2) They shall come into force on the date of their publication in the Official Gazette.
2. Definitions.-ln these rules, unless the context otherwise requires,-
(a) "Act" means the Public Records Act, 1993 (69 of 1993):
(b) "appraisal" means the evaluation of public records in association with the National Archives of India or Archives of the Union Territory as the case may be;
(c) "classified records" means the files relating to the ppblic records classified as top-secret, secret, con1idential and restricted in accordance with the procedure laid down in the Manual of Depat1men tal Secrurity Instructions circulated by the Mi nis try of Home affiars from time to time;
(d) "custody" means the possession of ptiblic records :
(e) "defunct body" means a corporate or non-corpo rate body which has been wound up with no suc cessor to carry on its functions :
(f) "Declassification" means downgrade the security classifications after their evaluation;
(g) "file'' means a collection of papers relating to the public records on a specific subject-matter consist ing of correspondence, notes and appendix thereto and assigned with a file number.
(h) "form " means the form appended to fhese rules:
(i) " private records" means records lying in the pos session of a private individual or with any non-gov ernmental organisation; U) "recording" means the process of closing a file after action on all issues considered thereon has been completed;
(k) "records of permanent nature" means the public records being maintained after recording for a pe riod specified, under sub-ru le (I) of rule 5 by the records creating agency in accordance with the pro cedure laid in its Manual of Office Procedure or Instructions on the subject; (I) ·"retention Schedule of records" means a Schedule which provides the period of retention;
(m) "review" means periodical evaluation of recorded files on the expiry of the period of retentiot~ for detetmining their further retention or destruction, as the case may be; g90 DG & P/'!7-2 9
(n) "Sect ion" means the section of the Act;
(o) "Stand ing guard f il e" means a compilation of papers on a particular subject-matter consisting of copies of policy decision, orders, instructions or any an9ther matter incidental thereto arranged in a chronological order:
(p) Words and expressions used herein and not defined but defined in the Act, shall have the meanings respectively assigned to them in the Act. ·
3. Nomination of records otticer.-The records creat ing agency shall by an office order issued in pursuance of the provision of sub-section (I) of section 5 of the Act nominate one of its officers. not below the rank or grade of a Section Officer, as the ,Records Ofticer. A copy of such office order shall forwarded to the Director Gene ral or head of the Archives, as the case may be.
4. Maintenance of standing guard file.-The records officer shall be responsible for maintaining and keeping a standing guard tile and proper record of the directions issued .by the Director General or head of the Archives, as the case may be, in pursuance of the provisions of sub-section (2) of sect ion 6 and shall prod.uce the same for inspection as and w hen required by the Dir.::ctor General or head of the Archieves, as the case may be.
5. Acceptance of public records of permanent nature. (I) The Director General or head of the Archieves, as the case may be, ~hall accept for deposit and preservation public records of permanent nature which have been retained after recording by the records creating agency in its records room for the last twenty five years or more.
(2) Records officer shall intimate to the Director General or head of the Archives, as the case may be, each year before 3 I st day of January, in Fo rm- I, the particu Iars of all public records of penn anent nature which are due for ap- · praisal during the year.
(3) On receipt of an intimation under sub-rule (2), the Director General or head of the Arch ives, as the case may be, through his otlicers, shall assist the records officer in con ducting the appraisal of public -records.' When the appraisal is over, the records officer shall prepare, in triplicate, a transfer list in Form-:?. of all public records and deposit the same for preservation with the Director General or head of the Archives, as the case may be who shall after his satisfaction . return one copy of the transfer list to the records officer as a receipt of the pubic records.
(4) If the records officer after appraisal deems it necessary to retain any record or tile of permanent nature beyond the period of'twenty five years, he may do so for reasons to be recorded in writing and under intimation to the Director General or head of the Archives, as the case may be.
6 . Withdrawal of public records.-(!) If public records deposited and preserved with the Director General or head of the Archives, as the case may be , is required by the records creating agency for any offic ial purpose, then the records officer shall send a duly signed and stamped requistion slip in Fonn-3 to the Director General or head of the Archives as the case m~\Y be~
(2) The public records requisitioned under sub-rule (I) may be returned as soon as the purpose is achieved but shall not be retained beyond the period of six months by the records officer or the record creating agency.
7. Down-grading of classifi ed records.-( I) The records creating agency shall by an office order authorise an officer not below the rank of the Under Secretary to the Government of India to evaluate and downgrade the classi fied records being maintained by it. A copy of such office order shall be forwarded to the Director General or head of the Archives, as the case may be.
(2) The officer so authorised under sub-rule ( 1) shall evaluate the classified records every fifth year for ·the pur pose of down-grad ing.
(3) After down-grading if the officer declares any record as of permanen t nature, the same shall be deposited and preserved with the Di rector General or head of the Archives, as the case may be, after its appraisal.
(4) The records deposited under this rule can be requisit ioned for any offic ial purpose and returned to the Director Genral or head of the Archi ves, as the case may be. in the manner provided under rule 6.
(5) Every year in the last week of June and Decem ber. a half-yearly statement in Form-4 shall be furnished by the officer authorised under sub-rule (I) to the Director General or head of the Archives , as the case may be, on the action taken for evaluation and downgradin g t'he classified n:cords.
8. ·submission of Annual Report.--( 1) The records officer nominated under ru le 3 shall furni sh to the Director General or head of the Arch ives, as the case may be, an Annual Report in Form-5 every year in th e month of March of the fo llowing year.
(2) The Director General or head of the Archives, as ihe case .may be, shall, thereafter, submit a report to the Gov ernment in the Ministry of Human Resource Development every year on the act ion taken by the Records Officer in pursuance to the provis ions of clauses (a) to (I ) of sub-sec tion 1 of section 6 of the Act.
9 . Destruction of Pi.1b li c Records.-( I) No public record shall be d ~strayed without being recorded and re viewed. In the month of Janu11ry every year, e:::tch records creating agency shall record after consulting the records re tention Schedule all those tiles on wh ich act ion has been completed. This work shall be accomplished in consultat ion with the records officer.
(2) No publ ic records which is more than twenty tive years old shall be destroyed by any records creating agency unless it is appraised.
(3) A list of all such pub li c records which are pro posed to be destroyed shall be prepared by the reco rd creat- 10 ing agency in Form-6 and retained permanently for furture reference .
(4) The records officer shall furnish a half yearly re port in Form-7 on recording, indexing, reviewing and weed ing of records to the Diretor General or head of the Archives, as the case may be.
(5) Records shall be destroyed either by burning or shredding in the presence of records officer. I 0. Access to private records.--(!) Records acquired from private sources by way of gift or purchase or otherwise shall be made available for bona f tde research subject to the conditions laid down by the donor.
(2) Research scholar shall submit an application in Form-8 to the Director General or head ofthe Archives, as the case may be, for permission to consult records . The Director General or head of the Archives, as the case may be, may refuse such permission in p1Jblic interest and for reasons to be recorded on the said application .
(3) Wherever microfilm rolls may be available, the original records shall not be supplied for consultation to research scholars. No copy of any records shall be made by any one without the prior permission of the Director General or head of the Archives, as the case may be. !! . Access to public records.--( I) The public records accepted for deposit and preservation under sub-rule (I) of rule 5 shall be made available for bonafide consultation and research purposes subject to the provision of sub-section (I) of section 12 and the following conditions namely :-
(i) a person who intends to consult the public records shall apply to the Director General or head of the Archives, as the case may be, in Form-8. The Director General or head ofthe Archives, as the case may be , may refuse such permission in public interest and for reasons to be recorded on the said application ; (i i) foreign national intending to consult the pub lic records may be permitted only on the production of letters of introduction from their sponsoring institu tion and diplomatic Mission;
(iii) record, maps and cartographic records relating to the Ministry of External Affairs and Min istry of Defence, in respect of Arunachal Pradesh (includ ing Eastern Section of the ·Sino-Indian border) Sikkim, Bhutan, Nepal, Tibet, China and Myanmar and areas comprising Pakistan and Bangladesh may be made available for consultation keeping in view the security and the defence of India or of any part of th e territory· thereof, Records re lating to the Ministry of Externa l Affairs, Home Affairs and Human Resource Development in respect of Jammu and Kashmir (including Gilgit and Chitra l) may also be made avail able for consultation keeping in view the security and defence of India or of any part of the territory thereof; . ., \ I \ l .. I t
Provided that the Director General or head of the Archives, as the case may be, refuse such con sultation;
(iv) wherever microfilm rolls may be made available, the original records shall not be supplied for con sultation to research scholar;
(v) reprographic and transcription facilities may be made available on submission of an application in Form-9 and for such services the applicant shall have to make the payment of such service charges as may be fixed by the Director General or head of the Archives, as the case may be, from time to time;
(vi) a person consulting public records for the purpose of research and publishes the work which is based upon the material taken from the said records may ·acknowledge the same.
(2) A person intending to consult the public records shall not,-
(a) write and put any marks or indications on public records;
(b) fo ld, tear, cut, crease, or otherwise damage or muti late public records; II
(c) remove any public records without obtaining the permission from the Director General or head of the Archives, as the case may be;
(d) be allowed to take any eatable or drinking products or smoking while consulting public records;
(e) place any thing or object on any public records with a view to make out any copy of the said records;
(f) disturb or interrupt any other person while consult ing the public records; and
(g) behave in a ma1;1ner which, in the opinion of the Director General or head of the Archives, as the ca.se may be, is detrimental to the maintenance and preservation of public records .
12. Allowances to the members of the Archival Advisory Board.- The members of the Archival Advisory Board nominated by the Central Government under. clause
(d) of sub-section 2 of Section 13 shall draw travelling allowance and daily allowance for attending the meetings of the Archival Advisory B~ard at the .rates adm issible to Group 'A' officers of the Central Government. Form- I [See sub-rule (2) of rule 5] Particulars of records of permanent nature due for appraisal during the year .... .......... .. .. .......... .... .. ...... ...... ... .. .... .. .... .... .. .. . Total number of files of 'A' & 'B' categories lying in the records rooms of the records creating agencies Total numbers of fil es of' A' & ' B' categories transferred to records rooms by the Sections during the period under report 2 Total No. of files Total No. of files referred to under column I and 2 3 Form- 2 due for appraisal 4 [See sub-rule (3) of rule 5] Transfer List Name of the records creating agency i.e. Ministry/ Department/Office/Public Undertakings etc. : Name and particulars of the records officer: Name of the Branch/Section Year. S.No. FileNo. Subject matter of the fil e Remarks if any 5 Remarks, if any Signature and seal of the records ofti cer ............ .... ..... .. .. .. .... .... ... . 12 r Form-3 [See sub-rule ( 1) of rule 6] 'Requisition slip Name of the records creating agency (i.e. Ministry/ Department/Office) Name and particulars of the records officer. Particulars of records or File No. requisitioned. Purpose for which required. Undertaking by the records officer.-] ....... ............................ ..... ... ... .... ...... ........... .......... ..... .. .......... hereby declare that the records/ file requisitioned shall be returned to the Director General/the head of the Archives before the expiry of six months as required under sub-rule (2) of rule 6. Date Signature and seal of the records officer. Form-4 [See sub-rule (5) of rule 7] (Half Yearly Statement on periodical review of classified records) Total No. of classified records lying No. of classified records No. of files reviewed and down grades during the period under report Remarks at present in the organisation due for reviewing Form- S Form for the submission of Annual Report to Director General of Archives/head of the Archives [See sub-rule {I) of rule 8] I. A. Setting up organised Departmental Records Room-Whether your organisation has set up an organised Records Room , and if so; is the space sufficient? B. Nomination of Records Officers.-Whether your organisation has nominated an officer as Departmental Records Of ficer , and if not, give reasons ? C. Training of Records Officer and Staff:
(i) Whether Departmental Records Officer has received training in Records Management?
(ii) Whether the junior staff working in the Depmtmental Records Room are trained in various aspects of Records Management ?
(iii) Jf not, are you willing to avail training facilities existing at National Archives of India. D. I. Sharing of space for housing semi-current records at National Archives/ Archives of the Union Territory :-
(i) Whether your organisation is willing to share space at National Archives, New Delhi and its Records Centres at Jaipur, Pondicherry and Bhubaneswar and Regional Office at Bhopal ?
(ii) If yes, please state bulk of records proposed to be transferred. II. (i) Whether your organisation is willing to share space at the Archiv~ of the Union Territory?
(ii) If yes, please state the bulk of records proposed to be transfer~ed.
2. Periodical recording, reviewing and weeding out of semi-current records :
(i) Whether your organisation has taken steps for recording, reviewing and weeding out of ephemeral records·?
(ii) Indicate the total number of records recorded, reviwed and weeded out during the period under report.
3. Appraisal of Non-Current records:--
(i) Whether your organisation has initiated action to get non-current records appraised in consultation with National Archives?
(ii) State the total bulk of records awaiting appraisal.
4. Compilation/Revision of Retention Schedule of Records :
(i) Whether y-our organisation has compiled Record Retention Schedule of substantive functions in consultation with National Archives and if not what action do you propose to take ?
(ii) l-Ias your organisation taken steps to revise the above schedule after five years? i 13
5. Periodical review of classified records :-
(i) Whether your organisation has de-classified the classified records during the period under report?
(ii) If not, state reasons?
6. ·Compilation of Annual Indices to Records : (.i) Whether your organisation has compiled annual indices?
(ii) State inclusive years with the name of the series ?
7. Compilation of Organisational history: Has your organisation compiled organisational history,reflecting various functions along with the date of their creation and if so furnish a copy to National Archives.
8. Records of Defunct Bodies :- Sl. No.
(i) Whether your organisation has got records of defunct bodies, give details ?
(ii) If yes, what action have you initiated for their transfer to National Arcives? Form-{) [See sub-rule (3) of rule 9) Particulars of records destroyed during the year File Nos. Subject of the files Form-7 [See sub-rule (4) of rule 9) Remarks repmt on recording, indexing, reviewing and weeding of records during the~ ~nding .......... ..... ................ . Sl. Total number of No. files recorded 2 Total number of files indexed 3 Total number of files reviewed 4 Form- 8 Total number of files weeded out, if any 5 [See rule (2) of rule 10 and clause (i) of sub-rule (I) of rule 11) (App li cation form for permission to consult records) To Sir, The Director General of Archives, Government of India, New Delhi-110001. Remarks 6 I hereby apply for enrolment as a research scho lar for consulting records in the Research Room of the National Archives of Ind ia. I agree to comply with the rules and conditions in force and promise to deposit a copy of each of my work based on the materials consulted at the National Archives of India immediately after the publication. II j 14 I . Name, including Surname : Sh. Smt./Km./Dr. ------------- --------------
2. Father' s/Husband's Name :
3. Date of Birth :
4. Qual~tications: - --- ----------------- -------------- - - - -
5. Nationality : ------------ ------------------- - ---- - ---
6. Profession : - ---- - ------------- - --------- -------- ---
7. Subject of Research :------- -- - ---------- - - - - - - ----------
8. University/Institutions* registered with ,: - ---- ------------ - - - - ---- - -
9. Period for which admission is sought :--------------- ---- ------- ---
10. Signature and date -: ------ -------------- --- ------ ·--- - ----- 11 . Address (i) Local : --------- --- ---- ---- ------------
(ii) Permanet;lt Particu Iars of records to be consu I ted : Department
1.
2.
3.
4. Period Remarks *Scholars are requested to attach a letter of recommendation from their University/ lnstitution/D.epartment. However, the foreign scholars are requested to bring a letter of accredition from the diplomatic representatives of their country in India as well. To Sir, Form- 9 [See clause (v) of sub-rule (I) of rule 11] Application for Reprographic/Transcription facilities The Director General of Archives, National Archives of India, New Delhi. Dated: f Kindly supply me Microfilm (NFG/POS) PHOTO COPIES/XEROX TRANSCRIPTS of the material(s) indicated in the enclosed list for my research/publication/University. The material is from the Ministry(s) Depattment(s) of------ It consists of items and covers the period from to ------------------ \ . I declare that the above material is for my research/publication/university .
2. I undertake to pay the charges as per schedule of rates prevailing at the time of completion of work. I understand and accept that the estimated cost, when supplied is only tentative and the rates are also liable to revision without notice.
3. The photocopies/transcripts supplied will not be sold/transferred to any other person without prior permission of the Direc tor General of Archives.
4. The material, if published, will be suitably acknowledged and provisions of copyright, where applicable, will be complied with.
5. I hereby deposit a sum of Rs. as advance. Permanent Address (in block letters) Yours faithfully, Signature: Name (in block letters) Local Address. I ) ( 15 FOR OFFICE USE Advance received vide receript No. -------dated------- for Rs. Service charges have come toRs. ------------------ ------------ Balance receipt vide Receipt No. dated ---------Rs. Cleared for photo copying transcription subject to following. (!) ------- MCilPRRND-890 DG & P/97- DTP (MW)- 650. Signature of Archivist Date [No. F. 16-2/94-RM] Sd/- KASTURl GUPTA MENON, Jt. Secy. . I