The Supreme Court has issued a comprehensive set of guidelines to streamline the manner in which administrative records are retained and destroyed by its registry..The guidelines provide a structured approach to record management with the following general instructions applicable across all registry branches:1. Permanent Preservation: Original submission notes/paper books signed by the Chief Justice of India and judges, as well as policy files, office orders and circular files, must be preserved permanently;2. Retention Period: The retention period begins after the final action or disposal of arbitration, litigation, enquiry, or audit, ensuring records are retained only as long as necessary;3. Court Case Consideration: Records must not be destroyed if a court case is pending on the subject matter, with inter-branch coordination required to track such cases;4. Approval Process: Destruction and retention decisions require approval from the concerned registrar;5. Timing of Destruction: Record destruction is typically scheduled during summer vacations or partial court working days to minimize disruption;6. Digital Preservation: Scanned copies may be retained beyond the specified period with written justification and registrar approval;7. Financial and Calendar Records: Financial and budget-related documents are maintained from April 1 to March 31 annually, while other records follow the calendar year (January 1 to December 31)..The guidelines further categorize records by branch and specify retention/destruction periods, reflecting their administrative, legal, and fiscal significance. Below is a summary of key categories:1. Admin I • Personal Files: 5 years post-retirement/terminal benefits or cessation of service. • DPC (Departmental Promotion Committee) Records: Permanent preservation for paper books and reports. • MACP (Modified Assured Career Progression): 10 years, subject to audit verification. • Reorganization of Sections: Permanent preservation for policy-related submission notes.2. Admin II • Service Book (Part-I) and Pension Files: Permanent preservation. • Leave Accounts: 5 years post-final pension/gratuity payment. • Casual Leave Records: 1 year.3. Admin III • Medical Reimbursement Claims: 3 years or 1 year post-audit. • House Building Advance: 3 years after recovery, retaining original deeds. • CGHS Records: 6 months post-retirement, with permanent preservation for registers.4. Admin J • Judges’ Mobile Bills: 3-5 years, depending on type. • State Guest House Accommodation: Permanent preservation. • Conferences and Events: Permanent preservation.5. Admin General • Construction of Court Building: Permanent preservation. • Maintenance Records: 5 years. • Holiday Home Applications: 1 year.6. Admin Material • Tender Documents: 5 years post-contract/warranty. • Non-Consumable Stock Register: Permanent preservation.7. Admin Security Branch • Parking Sticker Applications: 5 years. • Proximity Card Applications: 5 years (digital records permanent).8. Caretaking Branch • BVG Attendance Sheets: 1 year. • Water Bottle Requisitions: 1 year.9. Cash and Accounts • Cash Books: 10 years. • Pay Bill Register: 35 years. • Budget Estimates: Permanent preservation.10. Creche • Policy Documents: Permanent preservation. • Children Admission Records: 3 years post-withdrawal.11. Medical • Medical Reimbursement Files: 5 years or 1 year post-audit. • CGHS Card Preparation: Permanent preservation.12. Protocol • Official International Visits: Permanent preservation. • Private Domestic Tours: 1 year post-tour.13. Reception • Photo Entry Pass Applications: 3 months.14. Recruitment Cell • Approved Submission Notes: Permanent preservation. • Candidate Applications: 6 years post-result.15. Transport • Fuel Bills: 3 years or 1 year post-audit. • Vehicle Purchase Files: 3 years post-disposal.16. Vigilance Cell • Disciplinary Proceedings: 5 years post-disposal or permanent for policy notes. • Property Returns: Until retirement/superannuation..The guidelines fill a long-standing gap in managing non-judicial records, which were previously not covered under the Supreme Court Rules, 2013 or the Handbook on Practice and Office Procedure, 2017.[Read guidelines below]
