PRESERVATION PERIODS FOR SB RECORDS

PRESERVATION PERIODS FOR SB RECORDS

The following preservation periods have been prescribed for SB records:-

	Title of records	Period of Preservation
1.	SB Ledgers in HO	To be destroyed forthwith by Postmaster after ensuring that all the accounts in the ledger have been closed, transferred or recopied and after obtaining certificate from the postal account office that all the discrepant items of ledger have been settled. The foils pertaining to silent accounts will be extracted and kept separately in a serial order of accounts in convenient folders duly stitched and their particulars entered in a special register.
2.	Ledger cards of closed and transferred and used up ledger cards.	6 years provided the ledger agreement has have been Completed.
3.	Sub Office SB journals	To be destroyed by SPM after        ensuring that SB ledgers have been prepared in respect of all accounts standing in the books of S.O.
4.	SOSB ledgers.	6 years after all the accounts have been closed, transferred of recopies.
5.	SOCTD journals 5 years accounts.	6 years from the date of Last entry.
6.	SO CTD journal 10 years accounts	12 years from the date of last entry.
7.	SO CTD journal 15 years accounts	18 years from the date Last entry.
8.	SO journal of RD accounts 5 years	6 years from the date of last entry.
9.	Specimen signature books HO	To be destroyed by Postmaster after ensuring that the application forms pertaining to all the accounts pending in the books has been prepared.
10.	Specimen signature books SO	5 years after all the accounts featuring in the books have been closed or transferred.
11.	Guard books containing letters pledging deposits in the PO Security Deposit accounts.	Pledge may be retained for 2 years after it has either been released or the accounts have been closed.
12.	Register of undeliverable passbooks.	2 years after all the passbooks Entered in the register have been transferred to the SBCO.
13.	Special error book maintained	3 years.
14.	Books of preliminary Savings        bank receipts.	3 years from the date of
15.	Monthly statistical registers	3 years.
16.	List of silent accounts received from the SBCO by   the sub offices.	Permanent.
17.	Guard Books containing depositors applications for duplicate passbooks.	6 years.
18.	List of withdrawal of Rs. 5000/- or more at branch office and single handed sub offices with verification reports.	1 year
19.	Stock register of passbooks.	18 months.
20.	Interest payment orders received from Director of Postal Accounts Calcutta.	3 years.
21.	Authority for operating a public account.	Till the closure of the account.
22.	Government Security Holder’s rolls.	So long as the security Remain in custody.
23.	Authority recognizing the guardian of a minor depositor.	Till the account is closed.
24.	Index of Ledger Cards.	6 years after all the account in the index have been closed or transferred.
25.	Ledger cards of silent accounts and ledger permanent foils of silent accounts extracted.	Permanent.
26.	Guard file containing applications for local transfer of accounts under the same head office.	2 years.
27.	Register of Nominations of SB accounts.	5 years after all the accounts Finding place in the register and the guard book containing applications are closed/settled.
28.	Guard books containing applications for nomination of SB accounts and applications	5 years after all the accounts finding place in the register
29.	Index to Preliminary Receipts (MS-15).	2 years.
30.	SB Slip (SB-27)	18 months.
31.	Duplicate  copies of Advice of Transfer (SB-9) or (SB9(a)	2 years after obtaining from  pairing office a certificate that no item is outstanding as unpaired.
32.	Register of Inward & Outward Advice of transfer.	2 years.
33.	SB Voucher List (SB-22)	2 years.
34.	Register of rectification of SB interest.	3 years.
35.	Objection Register (SB-61)	2 years after all the objection        have been settled.
36.	Register showing the number of SB Pass Books received for entry of interest.	2 years.
37.	Duplicate copies of P.R.Receipts (SB-26) received from the branch offices and kept in the account office.	18 months.
38.	Register of deceased’s SB claims Cases including files and record.	3 years after all the claims have been settled.
39.	Duplicate copies of credit/ debit SB Transfer Journals.	2 years after obtaining from pairing office a certificate that no item is outstanding or unpaired.
40.	Register of discontinued CTD accounts revived.	2 years after revival of Last entry.
41.	Register containing photographs and other particulars of depositors.	3 years after the accounts in the register have been closed or transferred.
42.	Register of collection cheques	2 years.
43.	Stock register of SB cheque books.	2 years.
44.	Register of Returned cheques	2 years.
45.	Register of sanctions issued to Branch office and ED suboffices in respect of withdrawalsExceeding the powers of BPMs/ED/SPMs.	2 years.
46.	Guard book containing letters of authority from illiterate or blind depositors for operating the accounts through agents.	2 years after all the accounts in the book have been closed or transferred.
47.	Guard book containing letters courts orders regarding guardianship of minors.	2 years after all the accounts in the book have been closed or transferred.
48.	Guard book containing sanctions for opening provident fund accounts	-DO –
49.	Guard book containing powers of attorney.	- DO-
50.	Guard book containing applications for the issue of new passbooks in lieu of spoilt ones.	3 years.
51.	List of “Will Follow” interest Accounts.	2 years.
52.	Guard book containing applications for change in the Name of SB depositors.	2 years after the accounts are closed.
53.	Guard book containing letters of authority of SB depositors on active service.	2 years after the accounts are closed.
54.	Guard book containing court attachment orders of SB deposits	2 years after the accounts have been closed.
55.	Guard book containing applications of depositors for issue of SB cheque books.	- do –
56.	Guard book containing copies of lists of collection cheques on outstation branches.	2 years following the financial year to which the guard book belongs. Where the guard book stretches beyond a financial year, it will be preserved for 2 years following the last of the years to which the Guard Book belong.
57.	Guard book containing copies of lists of collection cheques or local branches.	- do –
58.	Guard book containing copies of lists of collection cheques received from outstation for collection.	-do-
59.	Receipt book for pass books  (SB-28)	2 years.
60.	List of documents	2 years.
61.	Long book/Transaction Book	2 years.
62.	Guard book containing applications of depositors for revival of silent accounts.	2 years.
63.	Error book maintained in connection with the deposit by automatic transfer from SB account to RD accounts of the depositor.	5 years.
64.	Nominal Roll kept in SB/SC branch.	10 years
65.	Debit Transfer Journal (SB-2(a))	2 years.
66.	Credit Transfer Journal (SB-2)(b).	2 years.
67.	Application of Transfer(SB-10)(b)	2 years.
68.	Register of commission paid to agent during the year.	3 years.
69.	Register of commission in paid to agents for investments by enquiries.	-DO-
70.	Schedule of commission paid To agents.	3 years.
71.	List of commission paid to agent	2 years.
72.	Guard file containing monthly schedules of RD accounts under pay Roll Savings Scheme In sub offices.	Same period as prescribed for SO RD journals.
73.	Guard file containing verification     memo of withdrawals of Rs. 5000/- and above received from inspecting officers.	1 Year from the date of completion of verification.