ANNEXURE (15) [Vide Rules 3.2 (11) and 83] SS CODE
ANNEXURE (15)
[Vide Rules 3.2 (11) and 83]
A statement showing the particulars of
some important registers and records maintained in non-government secondary
schools and the minimum period of their preservation.
Serial
No. Name
of records Category
and minimum period
Up-to
which the record must be
Preserved
(1) (2)
(3)
1 general admission register A-
permanent
2 stock register for
furniture, library, A-
permanent till the registers
Laboratory equipment,
etc. are
full. New registers may be
Opened
after carrying over of
All
live entries under the
Signature
of head master.
3 circular and order files A-
permanent
4 provident fund account
register A-
permanent
5 head master’s log book A-
permanent
6 cash book B-
30 years
7 pay rolls, acquittance and
pay B-
30 years
Fixation statements and
staff
8 inspection-reports,
including audited B-
30 years
Statements
9 statistical returns B-
30 years
10
service books B-till
the teacher is working in the
School
and 2 years thereafter.
11 discharge certificates
received from B-to
be kept with the service book of Teachers employed the
teacher and preserved accordingly
12 leaving
certificate received from other C
(1)- 10 years
Schools for incoming
students
13 leaving certificate
(counterfoils) C
(1)- 10 years
Issued to outgoing
pupils
14 fee receipt books C
(1)- 10 years
15
contingent register and
bills and vouchers C (1)-
10 years
16 fee collection register C
(1)- 10 years
17
catalogue, attendance
registers of pupils C
(1)- 10 years
And staff
18
hostel room-rent
register C
(1)- 10 years
19 miscellaneous correspondence
of important C (1)- 10 years
Nature
20 applications for free
studentships and C
(1)- 10 years
Scholarships including
office copies
Of the various
concession’s bills
21 ledger showing receipt and
expenditure C (2)- 5
years
Including separate account
for term fees
22 inward and outward registers
and stamp C (2)- 5
years
Account
23 answer books of the annual
examinations D-18 months
after the result of
Of all standards (not to
be returned to pupils) the
examination is declared
24 casual leave applications
from teachers and D-18
months (new file to be opened
Other
staff for
each year)
A-
Permanent;
B- 30 years; C (1)- 10 years
C
(2)- 5 years; D-
18 months;
(Director
of educations’ letter No. S 67 (c)- C, dated 25thApril 1965,
addressed to heads of secondary schools)
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