09 DISPOSALS

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Para.78 Classification of Disposal: R, D, K, L, N, F

• R (=Retain) Disposals are those that are to be retained permanently 

• D (=Destroy) Disposals are those that are to be destroyed after 10 years

• K (=Keep) Disposals are those that are to be destroyed after 3 years

• L (=Lodge) Disposals are those that are to be destroyed after 1 years)

• N  Disposals are those that are to be sent out in original 

•  F Disposals are those that are to be filed 

• “X” marked on a disposal means that it is not to be registered

• This may be prefixed to an N disposal-“X-N. Disposal” (=Do not registered but returned in Original) or to 

•  An L disposal - “X- L. Disposal” (=Do not registered but lodge) also. 

• Only papers of ephemeral character which are not numbered will be given a disposal in X.N or XL 

Para.82

• All R. And D. Disposals must be indexed.

• F. Disposal will be also be indexed if they are marked “I” by competent authority. 

• When a disposal is to be indexed, on returned of the file with final orders the clerk prepared index slips.(Form. V, Appendix. I) in duplicate and notes upon them the current number and the nature and date of disposal. 

• One slip is attached to the disposal and sent to the Record Keeper (through the Fair Copy Section) and the kept by the clerk. 

• Thus each clerk has an index of disposal files which he should arrange alphabetically and to which he can refer at any time in order find out whether such files have any bearing upon his current work.

Para.83

• R and D disposals are put in to brown paper disposal jackets and stitched. 

• On the outside of the disposal jackets are boldly marked the name of the Department and Office, the number of the current preceded by the Letter R and D, the date of the disposal, the number of pages in the file(current and note file separately) and the year of destruction. Nothing else, not even the title, is to be written on the jacket.

• Number of the disposal should be marked as ‘a forward number’ on the side of the jackets of all the back number files. This Chaining is most important.

• Before sending a final disposal to the Fair copy section the Superintendent should satisfy himself that there is no further action to be taken. 

• The fair copy section then forwards the disposals to the Records Section and obtains the acknowledgement of the record-keeper in the Distribution Register.

Para.84. Premature Disposals =അകാല തീര്‍പ്പുകള്‍

The practice of closing a current merely because it has been pending a long time and opening a new current is strictly prohibited.