APPENDIX II

Copy of Government Resolution No. 1756/C. A., dated the 6th March 1978, declaring Superintendent of Archives as the Inspecting Authority for the Non-current records of the State Offices at all level.

No. 1756-III-C. A.-123/77-C. A.

GOVERNMENT OF ODISHA

DEPARTMENT OF TOURISM & CULTURAL AFFAIRS

(Cultural Affairs)

RESOLUTION

The 6th March 1978

Consequent on the adoption of Resolution No. V in the 41st Session of the Indian historical Records Commission, Government have been pleased to declare the Superintendent of Odisha State Archives as the inspecting Authority for the non-current records of the State offices at all levels, as also of the local bodies, viz., Municipalities and Zilla Parishads, etc., for its proper maintenance and preservation.

ORDER : Ordered that the Resolution be published in the Odisha Gazette and copies be forwarded to all Departments of Government/All Heads of Departments/All Revenue Divisional Commissioners/Member, Board of Revenue, Cuttack.

By order of the Governor

S. K. MOHAPATRA

Secretary to Government

Appendix III

Copy of Archival Policy Resolution No. 4277/C.A., dated 03.07.1978

GOVERNMENT OF ODISHA

DEPARTMENT OF TOURISM & CULTURE AFFAIRS

(Cultural Affairs)

RESOLUTION

The 3rd July 1978,

The Committee of Archival legislation, which enquired into the matter of proper maintenance and management of the records of both the Union and the State Government and for grant of reasonable access to the records for purpose of research, made the following recommendations in the report of 1960

1. Steps be taken to amend the constitution by making suitable entry in the concurrent list to enable the framing of a single central law that would take care both of the Union and the State Archives.
2. Pending the amendment proposed, separate archival laws be enacted for the Centre as well as for each of the State.

While an amendment of the Constitution is not considered feasible at present, it is possible to have a common Archival law which will be applicable to the Union and such of the States as would accord their consent under Article 252 (i) of the Constitution. The Government of India proposed to undertake, in consultation with the State Government, suitable legislation in this behalf. Since such legislation would take time, it was not considered desirable to dealy action on the substantive recommendations of the Committee on Archival legislation. Government of India have issued a policy resolution No. F. 7-6/71-CAI (2), dated the 11th December, 1972 and have requested the State Government to take similar action in respect of their Archives.

Accordingly, with a view to defining and regulating the responsibilities of the various Departments of Government/Heads of Departments and All Offices of the State Government for proper custody, care and management of records in their possession, for selection and retirement of records of permanent value to the State Archives. Odisha, laying down the responsibilities of the State Archives in respect of the public records in its custody and all those with various Departments/Heads of Departments and other offices and prescribing the limit and conditions governing public access to the records retired to the State Archives, Government of Odisha have approved the measures set out below.

1. These measures will extend to the records of

   
   

   • (a) All the Departments of Government/Heads of Departments and offices sub-ordinate to them of the State Government,
   • (b) All Committees and Commissions set up by them;
   • (c) the Odisha Public Service Commission;
   • (d) such of the attached and subordinate offices of the Departments of Government as may be determined from time to time but not to the records of Odisha High Court and the Odisha Legislative Assembly or of autonomous bodies set up by the State Government including nationalized undertakings and enterprises.

   
   

   It would, however, be open to any of the above excluded bodies to seek the assistance of the State Archives in any matter coming within the scope of this Resolution and to retire their non-current records of permanent value to it, if they so desire at any time in consultation with the State Archives of Odisha. The term records for this purpose would include documents, rolls, codices, sheets, files, dossiers, microfilms, photographs, charts, plans, diagrams, maps, sound recording, etc.

2. The Departments of Government and other public offices coming within the purview of this Resolution will be responsible for the current and semi-current records, periodical appraisal and elimination of ephemeral records and for orderly and systematic transfer of records of permanent value to the State Archives.
3. The public record rooms holding semi-current records should be placed in the charge of properly trained, suitable and responsible full time staff.
4. Suitable training/orientation programmes should be organized by the State Archives of Odisha for the Officers in-charge of the public record rooms and their assistants, to enable efficient discharge of the duties entrusted to them.
5. Officers-in-charge of the record rooms of the public offices should be responsible for the proper maintenance and management of the semi-current records entrusted to their care, for compilation and periodic revision of retention schedules of the Departments, for appraisal and weeding of records in accordance with the procedure laid down for compilation and issue of Annual Indexes to records and for compilation and issue of the organizational History of Department and Annual Supplements to it.
6. Retention schedules, indicating the period for which particular classed or categories of records should be preserved, shall be drawn up by the Officers-in-charge of the record rooms in consultation with the State Archives and should be got approved by the Department concerned. The schedules should be revised once in five years to ensure that adequate notice is being taken of the changing and expanding activities of the Department. The authority given to the Record Officers to draw up retention schedules in consultation with the State Archives of Odisha should not however override the instructions contained in the Secretariat instructions and Odisha Record Manual (1964).
7. All records and files over 30 years selected for permanent preservation should be transferred to the State Archives subject to the following limitations:
   • (a) Files bearing any security classification should not be transferred to the State Archives.
   • (b) The Governor's Secretariat, the Chief Minister's Secretariate and the Odisha Public Service Commission may prescribe a period longer than 30 years for the transfer of their non-confidential records.
   • (c) Any individual file or record series may be retained by a Department or office beyond the stipulate period for any reason subject to the State Archives being appraised of the position.
   • (d)Classified files remaining untransformed to the State Archives at the end of the stipulated period should be appraised once in five years.
   • (e) File once transformed may be withdrawn from the State Archives by the Department of offices concerned for a stipulated period appraising the State Archives of the reason for taking such action.
   • (f) The Administrative Departments would have sole authority to decide on the consigning of particular records of the attached and subordinate offices to the State Archives.
8. Records pertaining to a body becoming defunct with no successor taking over its functions, should be transformed to the State Archives soon after the body is defunct.
9. No records more than hundred years old should be destroyed.
10. The Superintendent of State Archives will be responsible for the custody, proper care and management of all records received in the State Archives of Odisha.
11. Superintendent of State Archives may receive public records of any public office or organization falling outside the scope of this Resolution or papers of historical value with private institutions and individuals, subject to the conditions mutually agreed upon.
12. The Superintendent of the State Archives is requested to co-ordinate and guide all operations connected with public records in respect of their administration, preservation and elimination with a view to ensuring that records of permanent value are not destroyed and are transformed to the State Archives at the appropriate time.,/li>
13. The Superintendent of State Archives will render such advice and assistance as may be possible to offices and institution, falling outside the scope of this Resolution in respect of technical problems bearing on records management.
14. The Superintendent of State Archives will be responsible for attending to ancillary matters, such as Archival Commission and Committees, Archival Publications, Organizing Exhibitions and for developing general archival consciousness in the State.
15. The Superintendent of the State Archives will submit a report to Government every year on the management of public records with particular reference to the actual working of the record management system.
16. All non-confidential public records over 30 years old transferred to the State Archives will be open to bonafide Research Scholars, subject to such exceptions and restrictions as may be found necessary by the Departments concerned in consultation with the Superintendent of the State Archives.

ORDER :Ordered that the resolution be published in the next issue of the Odisha Gazette and circulated to all Departments of Government/all Heads of Department/all Collectors/all Revenue Divisional Commissioners/Member, Board of Revenue for information.

By order of the Governor

S. K. MOHAPATRA

Secretary to Government

APPENDIX IV

Copy of the Correction Slip No. 61, dated the 7th September 1981 of the paragraph 177(3) of Odisha Record Manual, 1964 by the Board of Revenue, Odisha, Cuttack regarding transfer of Non-current Records to Odisha State Archives.

The existing provision under sub-para. 177 (3) shall be substituted as follows:

All non-current records and files in the Heads of Departments and Offices Subordinate to them of the State Government over 30 years selected for permanent preservation should be transferred to the State Archives subject to the following conditions :

1. Files bearing any security classification should not be transferred to the State Archives.
2. Any individual file or record may be retained by the Heads of Departments and Offices Subordinate to them beyond stipulated period for any reason subject to the State Archives being appraised of the position.
3. Classified files remaining untransformed to the State Archives at the end of the stipulated period should be appraised once in five years.
4. File once transferred may be withdrawn from the State Archives by the office concerned for a stipulated period appraising the State Archives of the reason for taking such action.
5. The Administrative Department to Government for any office would have sole authority to decide in case of doubt on consigning of a particular record or file to the archives.
6. Records pertaining to a body becoming defunct with no successor taking over its functions should be transferred to State Archives soon after the body is defunct.
7. No record more than hundred years old should be destroyed.

(Board of Revenue File No. I Spl. 10/81).

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.

[III eligible]

Deputy Secretary to Government

APPENDIX VI

Copy of the Odisha State Archives Historical Research Rules

1. Short title and commencement :
   (a) These Rules may be called "The Odisha State Archives Historical Research Rules".
   
   (b) They shall come into force at once
2. Definition : In these rules unless the context otherwise requires :
   
   (a) "Archives" means of Odisha State Archives
   (b) "Bonafide Research Scholar" includes:>
   • (i) An ordinary or corresponding member of the Indian Historical Records Commission.
   • (ii) Vice-Chancellor, Pro-Vice-Chancellor, Professor, Reader or Lecturer of a recognized University in India.
   • (iii) Post Graduate Research Worker of an Indian University or recognized Research organization who produces a certificate from the Vice-Chancellor or the appropriate Professor of his university or the Principal of a Post-Graduate College or Head of the concerned Research Organization as the case may be.
   • (iv) An Officer of the Government of Odisha who conducts research on a subject with the approval of the Head of Department, and,
   • (v) Any other person recommended by a Department of Government of Odisha.

   (c) "Director" means the Director of Cultural Affairs, Odisha:
   (d) "Government" means Government of Odisha in the Cultural Affairs Department, and
   (e) "Superintendent" means the Superintended of Odisha State Archives.

3. Admission of Research Scholars:
   (1) For studying any old historical record in the Archives prior permission of the Superintendent shall be obtained in the prescribed from as appended in Appendix-I. No historical record shall be allowed to be taken outside the Archives under any circumstances.
   (2) Subject to the conditions prescribed in these rules, the Superintendent may allow any bona fide research scholar to refer to or copy out old records in the Archives.
   (3) Persons wishing to examine the records shall apply in writing to the Superintendent in the form appended in Appendix-I to these rules indicating full particulars in respect of their office, profession or other qualification and the object of proposal to examine the records. Inaccurate or false statements are liable to debar applicants from access to records. Foreign students shall apply through the Government of India’s Diplomatic and Consular Representatives in their respective countries, testifying to their bona fides as Research Scholars.
   (4) The Superintendent reserves the right to refuse or modify the application for conducting Research.
   (5) Records more than fifty years old shall be made available for consultation subject to the discretion of the Superintendent.
   (6) Records of the last fifty years shall be treated as current records and shall not ordinarily be open for research unless specially authorized by Director.
4. Research Room:
   (1) There shall be a Research Room in the Archives where Research Scholars shall be kept open on all working days from 10.30 a.m. to 4.30 p.m. Documents supplied from the monument rooms shall however be up to 3 p.m. only.
   (2) All suggestions and complaints in regards to administration of the Research Room shall be made in writing to the Superintendent.
5. Inspection of records :
   (1) Admission for inspection of records shall be valid of six months unless renewed by the Superintendent for such additional period as may be specified.
   (2) To become eligible for extension of permission beyond the first six months, a research scholar should have engaged himself in research in Archives Office for a period of not less than fifty days during the preceding period of six months.
   (3) The conditions stipulated in sub-rule (2) shall apply if more than one extension is applied for.
   (4) An application for extension of permission submitted by a Research Scholar who has failed to put in a minimum attendance prescribed in sub-rule (2) shall be treated as a fresh application requiring compliance with the procedure prescribed in rule 3.
6. Method of issue of records :
   (1) The Research Scholar shall furnish separate slip for each paper or volume required by him for inspection. Slips indicating the particular document or volume shall be clearly written and signed by him and made over to the official of the Archives on duty. The slips shall be returned where records are handed over to the official of the Archives by the Research Scholars concerned.
   (2) So long as the borrower's slip remains in the possession of the Archives staff, the Research worker concerned shall be responsible for the document or volume indicated on the slip.
7. Care of records :
   (1) No person shall be allowed more than five single documents or two volumes at a time. Documents in fragile condition shall be reconditioned and allowed for inspection on such conditions as the Superintendent may deem necessary for their safety.
   (2) No person shall lean on volumes, cause pressure on them through elbow, pile them on one another or copy the excerpts by placing them on the originals. No sort of mark in pen, pencil or otherwise shall be made on any record. Use of inkstand shall not be allowed. For purpose of taking notes or extracts a fountain pen may be used if the volumes or documents can be placed on book rest and in all other cases notes or extracts shall be taken in pencil.
   (3) No photographic reproduction or microfilming or tracing of records or sketches, maps or pictures shall be made by any person without written permission of the Superintendent who may impose such conditions as are necessary. Permission shell not be given if it appears to the Superintendent that the process of photographic reproduction or microfilming or tracing is likely to damage the documents.
   (4) No person shall chew pan or other like substance while working in the Archives nor shall be placed any article of food on table meant to be used for keeping records, documents or other papers. Smoking shall be strictly prohibited in the Archives room.
   (5) Inspection of records shall be allowed only in the presence of a member of the staff of the Archives under the direction of the Superintendent. The Superintendent may with the sanction of the Director impose such further conditions as he deems necessary to ensure safe preservation and proper treatment of records.
8. Taking copies of extracts :
   (1) No research scholar shall call for or consult records which are not relevant to the subject of his research. If reference to the record is intended for publication purposes, the Superintendent shall make necessary arrangement for obtaining sanction of the concerned Head of Department as provided in paragraph 178 of the Odisha Records Manual, 1964, before allowing the research scholar to take out copies.
   (2) Detailed list of excerpts taken from records shall be furnished to the Superintendent from time to time.
   (3) Copies, extracts or notes taken from the records shall not be taken out of the office building before they are inspected by the Superintendent who shall have full discretion to with hold such portions of the extracts or notes taken from the records as he may consider objectionable. In cases of doubt he shall refer the matter to the Director.
   (4) Persons not wishing or unable themselves to examine the records may apply for copies of the records to be consulted to the Director who may, it there be no administrative difficulty, arrange for a search on payment of the fee as prescribed hereunder.
   
   (i) Search fees :---
   (a) Index for a year at the rate of Rs. 2 (Two)
   (b) Specified document at the rate of Res. 1 (One) each
   (ii) Transcription fees :---
   (a) Transcription covering a foolscap page in double spacing at the rate of Rs. 1.
   (b) Comparing of typescripts with original per foolscap page at the rate of Rs. 0.50.
   (c) Duplicate and triplicate copies per foolscap page at the rate of Rs. 0.30.
   (iii) Fees for the Xerox copies :---
   (a) Rs. 1.80 for the first copy from an exposure and 0.80 paise each for duplicate copies prepared on the same exposure subject to a minimum of Rs. 5.00 per order.
   (b) Photo prints from 35 mm. negative films at the rate of 3.00 per 400 square Cms. Or part thereof.
   (c) Photostat copies ---- Rs. 6.00 (Rupees six) per copy, for copies up to size 21.7 X 27.0 Cms. Up to 35.6 X 13.2 Cms. (vide Government Resolution No. 8359/SC., dated the 26th November 1980 of the Department of Tourism, Sports & Culture, Odisha).
   (d) Fees for the Microfilming Services :-----
   (i) Negative Microfilm --- Rs. 1.00 per exposure with a minimum charge per order Rs. 10.00.
   (ii) Positive Microfilm --- Rs. 1.00 per exposure with a minimum charge per order Rs. 10.00.
   
   This facilities may also be extended to private institutions and individuals in case they want to microfilm their own collections. (Vide Government Resolution No. 5622/SC., dated the 28th June 1982 of the Department of Tourism, Sports & Culture, Odisha).
9. Condition of publication of records .Any person who uses the records for purposes of historical research and publishes works based on those records shall be required to deposit one copy of this work as soon as published in the Archives free of charge.
10. Withdrawal of permission for access to records .Not withstanding anything contained in these rules, facilities granted for inspection of records may be withdrawn at any time at the discretion of the Director for committing the following acts of indiscipline, namely :--
    (a) Causing disturbances in the Research Room or in any room of the Archives;
    (b) Disregarding the authority of the Superintendent;
    (c) Damage of any sort of records, books and furniture; or
    (d) Behavior in any manner which is offensive or likely to cause offence to the Superintendent or other research scholars in the Archives.
11. Interpretation If any question arises relating to the interpretation of these rules it shall be referred to the State Government whose decision shall be final.