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College Bye Laws CHAPTER-36

Rules Regarding Weeding of Records

36.1. Period of preservation of various records shall be as contained in the Annexure.
36.2. The records on the Engineering Unit may be preserved as per the practice prevalent
the P.W.D. The records may be preserved up to the time when there is no audit objection pending with them.

ANNEXURE

S.N.	Name of the paper/record	Period for which to be preserved
	1	2
1	Excess and Surronders Statement	5 Years
2	Cash receipts counterfoils	Permanent
3	Register of Receipt/Cheque books	10 Years
4	Cash Book	Permanent. However, Cash book pertaining to Govt. Period which is more than 10 years old may be destroyed provided it is no longer in use and there is no pending audit objection pertaining thereto.
5	Register of Postal Orders	5 Years
6	Schemewise classified statement of income	5 Years
7	Bank Ledger	5 Years
8	Classified abstract of Expenditure	5 Years
9	Register of Investments	15 Years
10	Register of Receipt & disposal of cheques	5 Years
11	Register of Clearance of advances	5 Years
12	Pay bill(O/C Gazetted)	6 Years
13	Pay bill of establishment O/C	6 Years
14	Daily attendance Roll of Labour	3 Years
15	Establishment check Register	Permanent
16	Absentee statement	5 Years
17	Last pay certificates	3 Years
18	Redrawal bills	Permanent
19	T.A. bill O/C (Gazetted)	3 Years
20	T.A. bill of Establishment, O/C	3 Years
21	T.A. bill of Examiner etc. O/C	3 Years
22	Aquittance roll	10 Years
23	Register of Security Deposits	Permanent
24	Contingent Register	5 Years
25	Contingent bills	5 Years
26	Register of Examination Expenditure	5 Years
27	Bill for Remuneration to paper-setters examiner sub-examiners checkers etc.	5 Years
28	Remuneration bill of Supervisory staff and other in attendance.	5 Years
29	Scholarship/Stipend bill	5 Years
30	Cash Book for Sundry deposits	10 Years
31	C.P.F. record	Permanent.
WORKSHOP
32	Order forms	5 years
33	Job order Register	5 years
34	Job cards	5 years
35	Job sheet Register	3 years
36	Dispatch Register	3 years
37	Acknowledgement	5 years
38	Return slip	5 years
39	Job relieves Register	5 years
40	Gate passes	1 years
41	Bill-cum-invoice	4 years
42	Profit and loss accounts	12 years
MOTOR VEHICLES
43	Log book	5 years
44	Tructor log book	5 years
45	Particulars of vehicles etc.	Till the vehicles remains with College
46	Particulars of change of oil	-do-
47	Particulars of replacement of tyres	-do-
48	Particulars of Recovery	-do-
49	Particulars of consumption of fuel oil and lubricants.	-do-
50	Requisitions	2 years
51	Duty Register	5 years
BOOK TRANSFERS
52	Transfer entry o/c	5 years
53	Register of Transfer entries	5 years
FEES
54	Register of Applications for appointment.	3 years
55	Lists of postal orders	2 years
56	Register of medical certificates issued	3 years
57	Register of Daily sales	5 years
58	Register of Degrees to be issued in absentia	Permanent
59	Register of Duplicate & other certificates	3 years
60	Receipt books (duplicate )	3 years
61	Daily fee collection register	12 years
62	Demand and collection register	12 years
63	Demand Ledger of variable & occasional dues	12 years
64	Register of students deposits	12 years
FUNDS, BUILDINGS, STORES
65	Funds cash book	Permanent
66	Register of buildings	Permanent
67	Indents for supply of consumable stores.	3 years
68	Stationery Register	3 years
69	Stamp Register	3 years
70	Price store ledgers	Permanent
71	Indents on the central purchase organisation O/Cs.	5 years
LIBRARY
72	Accession Register	Permanent
73	Shelf list card	Permanent
74	With drawl Register	5 years
75	Acquisition Record for Ephemeral Literature.	5 years
76	Periodicals check Record	5 years
77	Overdue and fines Register	5 years
RENTS
78	Register of Rent of Buildings & lands	Permanent
79	Statements of rents recoverable in cash or by deduction from pay bills.	12 years
ORDER RECORDS
80	Personal files of the office establishment other than leave papers.	5 years after retirement, dismissal,death, resignation etc.
81	Service book other than leave papers personal files of gazetted officers.	5 years after retirement dismissal, death, resignation etc.
82	Register of Railway Receipts	3 years
83	Register of rent statements	3 years
84	Attendance Register.	3 years
85	Casual leave Register & application file	1 years
86	Office copies of telegram	1 years
87	Dak book of peons	2 years
88	Dispatch Register	5 years
89	T.A.check Register	3 years
90	Used stencils	3 years
91	Applications of the candidates who applied for various posts but are not selected	1 years after meeting of the selection Committee.
92	Replies received from the reference in respect of the candidates not selected.	-do-
93	Receipt register	10 years
94	Answer- book of various departmental examinations and recruitment tests.	3 years
95	Files regarding sending of postal orders to the comp roller.	3 years
96	Files of application Received from the candidates for supply of application forms.	1 years
97	Advertisement files	5 year
98	Applications for departmental examinations.	1 year
99	Applications forms of the candidates not selected for admission to various programs	2 years
100	Requests for obtaining prospectus and admission forms.	1 year

36.3 PROCEDURES
The Registrar will be authorised to weed out the old record.

where the period of preservation of the record has been determined such record shall be weeded out after the expiry of the prescribed period of preservation subject to the condition that there is no audit requisition/ objection/ reference pending against it or the same is not required in any investigation/ enquiry/ proceedings pending in the court of law.
Where no period of preservation of record has been determined in that case the prior concurrence of the Principal shall be obtained before weeding out such record subject to the condition that the record proposed to be weeded out is not required in any investigation/ enquiry/ proceedings pending in the court of law or no audit objections/ reference is pending with regard to the same.

Provide further that while weeding out the record, the particular of such record shall be kept in respective offices on the prescribed performa and a copy of the same shall invariably be sent to the Registrar for information and record.
The weeded out record shall be torn into pieces and auctioned department wise in the presence of the Registrar and sale proceeds the same deposited in the College Account.

End of Chapter 36

Chapter No.	Subject	Page Nos.
1.	Bye-Laws of the Beant College of Engineering and Technology, (Gurdaspur) Society.	3
2.	Appointment Rules (General)	5
3.	Rules for Appointment of Principal and Teachers.	11
4.	Rules regarding the Appointment of Employees of the College other than the teachers.	15
5.	Joining Time Rules	18
6.	Vacation and Leave Rules.	23
7.	Contributory Provident Fund Rules.	32
8.	General Provident Fund-cum-Pension-cum-Gratuity Rules	43
9.	T.A. and D.A. Rules	59
10.	Conduct Rules.	68
11.	Medical Reimbursement Rules.	73
12.	House Allotment Rules.	75
13.	Accounts Rules.	81
14.	Purchase Rules.	89
15.	Loans and Advances.	95
16.	Students Fund Rules.	102
17.	Hostel Rules for Students	107
18.	Purchase Rules for Hostel	113
19.	Students Aid Fund Rules.	116
20.	Fee and Other Charges	118
21.	Scholarship Rules.	120
22.	Rules for Security Deposits	123
23.	Rustication & Expulsion of Students	124
24.	Motor Vehicle Rules.	125
25.	Rules Regarding Payment of Travelling Allowance to the Candidates Called for Interview for Various Post	130
26.	Rules Regarding the Forwarding of Applications for Outside the College	131
27.	Norms of Work Load for Teachers	132
28.	Rules Regarding Acceptance of Outside, Foreign Assignments by Teachers/Scientists of the College.	133
29.	Work-charged Staff Rules.	135
30.	Consultancy Rules.	137
31.	Rules Regarding the Appointment of Heads of Deptts.	140
32.	Rules Regarding Retention of Houses in the Campus by Teachers/Employees of the College who Proceed on Outside/Foreign Assignments/Fellowships/Deputation etc.	141
33.	Rules Regarding Permission to the College Teachers for Writing Text Books.	142
34.	Library Rules.	143
35.	Semester Rules and University Ordinances	146
36.	Rules Regarding Weeding of Records	151
37.	Rules Relating to Inventions and Patents by the Staff and Students.	156