APPENDIX V

Copy of the Government Order No. 10589-Gen., dated the 12th May, 1982 of the General Administration Department, Odisha regarding Amendment to the Odisha Secretariat Instructions on transfer of Non-current Records to Odisha State Archives addressed to all Departments of Government.

The undersigned is directed to say that the following amendments shall be made to the Odisha Secretariat Instructions with immediate effect.

1. Rule VII-6 of Chapter of VII of the Odisha Secretariat instructions will be substituted by the following:
   Rule VII-6: Register : The registers and the returns are kept for are destroyed except the Department. At the end of 3 years the registers which will be sent to the Central Record Room along with A and B proceedings to which they relate. These registers will be preserved in the Central Record Room for a period of 35 years unless they are sent to the State Archive, after which they will be destroyed.
2. After Rule 13 (b) in Chapter VII, the following will be inserted as sub-rule (c).
   (c) Whenever any record consigned to the Archives is required for reference the Department may obtain the same by sending a requisition in the same from as used for obtaining records from the Central Record Room to the Superintendent, State Archives. As such records have historic value, the Requisitioning Department will take utmost care in handlings the record and send back as soon as the purpose of requisitioning is over.
3. The existing rule 14 of Chapter VII of Odisha Secretariat Instructions will be numbered as 14 (a) new sub-rule
   (b) Will be added as follows :
   (b) All non-current records of 30 years or over will be transferred along with relevant registers to the State Archives, Odisha, Bhubaneswar for preservation. The Officer of Central Record Room will consult the concerned Departments before transfer of the records.
4. Rule 15 of Chapter VII of the Odisha Secretariat Instructions will be substituted as follows :
   VII-15-The records of the Departments of Secretariat which are more than 3 years old and some which are over 30 years old are preserved in the Secretariat Record Room which is under the administrative control of Home Department and some records of historic/permanent value and over 30 years old are preserved in the Odisha State Archives under the administrative control of Department of T. S. and Cultural Affairs.
5. Rule 41 of Chapter VII will be substituted by the following ---
   VII 41 : Destruction of Records :
   (a) In the month of January every year, a revision of record for destruction should be started Departments by Department, under the expert supervision of the Record Keeper. (B) proceedings due for destruction will be sorted out by the Records Sup"lier and a list of the records to be destroyed should be prepared after examination by the Record Keeper. The list prepared for destruction or record should be sent to the Departments concerned with the request to depute officers to check up the list. The Departments will get the records classified for destruction by an officer not below the rank of an Assistant Secretary to Government and the list and records to be destroyed will be certified by him for destruction. The final list of records certified for destruction will be sent to the Superintendent, State Archives. The Superintendent, State Archives will examine the record and if, in his opinion any (B) class records suggested for destruction is required for preservation he will so indicate and return the list with a request to send the record for preservation in the State Archives.

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Deputy Secretary to Government