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Orissa Staff Selection Commission (Preservation and Destruction of Records) Rules 1997

Government of Orissa
      General Administration Department

NOTIFICATION

The 20th September 1997

(Published in the Orissa Gazette on the 14th November 1997)

No. 25371-OSSSC – 4/96- Gen – In exercise of the powers conferred by sub-clause (1) of clause (c) of sub-section (2) of Section 3 Destruction of record act, 1917(5 of 1917), the state Government do hereby make the following rules for the disposal by destruction of various commission as are in the opinion of the state Govt. not of sufficient public value to justify their preservation namely:-

 

Short Title and commencement

1.      (1) These rules may be called the Orissa staff selection commission (Presentation and destruction and Destruction of records) rules 1997.

 

(2)  They shall come into force on the date of their publication in the Orissa Gazette.

 

Definitions

2.      (1)   In these rules, unless the context otherwise requires-

a)      “Application Form” means the application submitted by the candidate in response to the advertisement published by the commission.

b)      “Answer Paper “ means the answer scripts and question-cum-answer scripts  used by the candidates in the examination

1.       Deleted vide G.A. department notification No. 19439, dated the 28th June 1999.

 

c)      “Admiration Letter “means the letter issued under the authority of the commission permitting a candidate to appear in the recruitment examination;

d)      “Board Sheet” means the statement containing the biodata and the marks secured in the written examination of any recurrent examination conducted by the commission;

e)      “Commission “means the Orissa staff selection commission;

f)       “Committee” means a committee constituted under rule 4;

g)      “Government” means the Government of Orissa;

h)      “Index register” means the register of applications containing the Biodata, other related data and mark secured by the candidates;

i)        “Mark Folios” means the folios containing the marks of the candidates in any particular recruitment examination;

j)        ”Secretary” means the secretary-cum-controller of examinations of the commission;

k)      “Schedule” means  schedule to these rules;

l)        “Unused question –cum-answer sheet” means the unused question-question-cum answer sheets provided by the commission for any particular examination;

m)    Viva voice test” means the oral interview test conducted by the commission in any particular recruitment examination;

n)      “Year” means the calendar year;

 

(2)  Words and expressions used but not defined in these rules; unless the context otherwise requires shall have the same meaning as respectively assigned to them in the Orissa Records Manual, 1964.

Period of preservation

3.      The period of preservation of different types of papers relating to different recruitment examinations shall be as provided in the schedule.

Committee

4.      There shall be constituted a committee for recommendation of the destruction papers consisting of the following members, namely:-

                                i.            Secretary

                              ii.            Deputy Secretary; and

                            iii.            Section Officer(Examination  Section)

Destruction of Documents

5.      After due expiry of the period  of preservation in respect of the paper as mentioned in the Schedule, such papers will be destroyed in the manner as may be decided by the Commission on the recommendation of the committee.

Interpretation

6.      If any question arises relating to the interpretation of these rules, it shall be referred to the Government in General Administration Department for decision.

 

SCHEDULE
STATEMENT SHOWING DURATION OF PRESERVATION OF
VARIOUS RECORDS AND FILES

Sl. No. Dist of Records and Files Duration of Preservation Remarks
(1) (2) (3) (4)

1.

Application forms of the Candidates

Six months of publication of select list

To be destroyed either by burning or by selling to a paper mill for recycling or in any other manner decided by the Commission

2.

Answer papers of candidates not selected in the written test.

Six months of publication of select list.

Ditto

3

Answer papers of candidates called for viva voce but not selected finally.

One year of the publication of selected list

Ditto

4

Answer papers of candidates called for viva voce test.

Ditto

Ditto

5

Answer papers of candidate selected finally.

Ditto

Ditto

6

Unused question-cum-answer sheets

One month after the
sheets concerned examination is
over.

Ditto

7

Unused question papers

Ditto

Ditto

8

Index Register

Five years from the date
of publication of the
results.

Ditto

9

Mark Folios

Ditto

Ditto

10

Application forms, answer books
and other connected papers of cases locked up in litigation /vigilance enquiry.

Till the finalization of the case and appeal is over.

Ditto

11

Broad sheet

One year from the date of publication of the results.

Ditto

12

List of candidates centre wise allotted to different centers different examinations.

One year from the publication of the select list.

Ditto

13

Fee Register

Three years

Ditto

14

 Sanction of posts of officers and
staff in the office of the Commission

Thirty five years

Ditto

15

Orders and correspondence regarding payment of advance to the officers and staff of the Commission.

Two years from the date of adjustment of the advance.

Ditto

16

Files regarding pay, T. A. and contingent etcetera.

Twelve years

Ditto

17

Budget estimate of the Commission

Five years from the date
of submission of
Administration
Department

Ditto

18

Important decisions and orders of Government in general nature.

Permanent

Ditto

19    

Unclassified circulars and orders of Government in general nature.

   Permanent    Ditto
(1) (2) (3) (4)

20

Proceeding of the conferences and meetings of the Staff Selection Commission.

Three years

To be destroyed by burning or selling to a paper mill for recycling or in any other manner decided by the Commission.

21

Select list and results of competitive examinations for direct recruitment and other test.

Thirty-five years from the date of publication of such list.

Ditto

22

Secret correspondence with examiners and printers etcetera.

Three years from the date of issue.

Ditto

23

Requisitions for forms and other enquiries form.

One year from the date of receipt.

Ditto

24

Refund of fees to candidates

Six months from the date of receipt.

Ditto

25

Periodical returns and reports relating to establishment.

Three years from the date of issue.

Ditto

26

All miscellaneous files and papers relating to establishment.

Three years

Ditto

27

Disciplinary cases, memorials, appeals and representations.

Twenty five years

Ditto

28

Departmental manuals and codes amendments.

Permanent

Ditto

29

Notification issued by Government regarding appointments.

-do-

Ditto

30

Important decisions of the Commission

-do-

Ditto

31

Personal files regarding appointments and sanction of pensions of the Officers and staff of the Commission

-do-

Ditto

32

Service Book

-do-

Ditto

33

C. C. R. of the staff  Commission

Four years after recruitment of the concerned staff.

To be destroyed by the burning or selling to a paper mill for recycling or in any other manner decided by the Commission.

34

Selection of candidates for promotion

Twelve years from the date of selection

Ditto

35

Papers relating to reimbursement of legal expenses and recoveries.

Twelve years

Ditto

36

Press Notes and advertisement by the Commission.

Three years from the date of publication.

Ditto

37

Receipt, issue and file registers

Permanent

-

38

Manuscript question paper

One year from the date of publication of the results of the examination.

To be destroyed by burning or selling to a paper mill for recycling or in any other manner decided by the Commission.

39

Attendance sheet and absentee statement

One year from the date of publication of the results of the examination.

Ditto

40

Admission letter

Six months

Ditto

 

By order of the

                                                                                            Governor

H S CHAHAR 

                                                                                                                                    Special Secretary to

Government

 

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