GAZETTE No. 2 85
B1/602–Tho detailed instructions in regard to the preservation of old records have notified under Item iNos, 885 and 2112 of Weekly Gazetta No.. 20 and 27 of 15/5/1961 and 3/7/1961.. However, in the context of the revision of the provision of limitatión Act 1923 (Act. No. 36 of 1963) and recommendations contained in Public Accounts Committeo in
their report to the Lok Sabha as also the Summary of observations and recommendations
in the Report of the ‘One Man Expert Committec of Compensation Claims’ it has been decided to reiterate these instructions for the information and guidance of the staif:
(i)
(i!)
(!ii)
The periods for which station records etc, must be preserved are shown in the attached lists. Tho period pe for presery preservation of records will count from the dato of completion of the record or document.
Records must be kept very careíully at stations; each book, when finished, must be labelled on the back, or on the cover with the name of the record or document and dates on which they were brought Into use and completed. Each record must bear serial number from the register (see Clause IV below)
On the expiry of the perlods or which records are to be preserved, station Masters wiil keep them ready for despatch and advise Oivisirinal Railway Man ar, who will make necessary arrangement to collect them at centralised place on his Division, according to the jurisdiction of stations and send them
in bulk, loaded in a wagon and seal them direct to Hajl Bandar Depot for further disposal. Tho respectivo DRM will issue suitable instructions to
the stations under their control, the mode of despatch and centrallsed place of collection, for onwardard despatch to Haji Bandar. A copy of the Instructions issued in this connection should be dockctted to CCS, BB.
) Records must be placed on shelves in almirahs on box in a dry secure place, where they will be safe from handing or removal by any unauthorised person and from vermin. They must be perlodically examined bythe Statlon Master and upon each charge of Station Master, the state of tl. records should be noted and any serious disorder or disregard of rules brought to notice.
2. Records which are the subject matter of correspondanre and on which objection
has been raised, as well as all records in connection with the freight and Errer Sheets out- standing in Balance Sheets and these required for clearance of clearance of items kept outstanding by the Accounts Office and Intimated through the Advice of Accounts should no be dest yed till the objection is settled or the Item is deleted by the Accounts Office.
3.The District Commercial Inspector when inspectlong a station, st examine tho records carefully and seo that it is properly kapt. The above Instructions witl nat supersede Instructions, if any, issued by tho Divl. Officer for the preservation of recurds for a particular period.
Requisition for passengers’ ticket counter foil
2Requisition for. supply of Season tickets iccunter foil
COM 18 B
COM 19 B H 2!
COM .T-22
3. Ticket stock book COM 20 В3
Season Ticket stock Register, COM,21B
5. Register’of Blank Card Ticket Issued.
✓6. Register of Blank Card & Paper tickets checked stactons
COM 4
3
228
2t COM 23D6
Months
✓7 Special Ticket for reserved accommodation counter COM 25B 4
fol 8. Soldiers’ ticket counter foilN COM 273
9: Railway Police. Free Pass
HC & Dtlcket (Local/Fordign) counter foll 1. Passengers: Luggage.ticket (Local/Forelgn):
12 Cloak Room ticket counter foll
V13:Excess Fare Receipts counter: foil
14. Register of collected tickets
15. Daily Trains’ Cash Book
16. Summary of tralns & Parcels Cash Book
17. Summary of trains & Parcels
COM. 28B
Months
COM 292 3
COM.30В 3
COM 3IB
COM 32B 4
COM 33В 2 2.
COM:37B 4
COM 38B 4
COM 388
18 Rcturn ofof excess fare (local/Foreign) tounter fcil COM-41F 2
19.5 Compositon of Troops extra Itrain
20. Return of. Govt. Rly. Polico Passes
21.” Requisitlon by Rly. Police Officer on duty. Passes over
F/line counter. foil.
COM 50F
Months?
COM.51F
Months
COM 52B6
Meaths
22. Parcel & Luggage Casih Book
23. Parcel Way Bills, counter foll (full, hall & quater.rates)
COM 53B 24
COM 55B.
COM 54B
4
COM 56B
24. PWB counter foil. Treasure
25. PWB counter foll (Inward & delivery)
26 PWB Free Counter foil
27. Overcharge Balance Sheet Book
28. Overcharge in Coaching Trafficsi
29, Transit Memo of Coaching returns (monthly)
counter foll.
30Register Rly. Warrants & requisition for Military
Stores.
31 Credit Voucher Book for
32, Medical Authority Book
33Forwarding Note (Ordy.)
34. Forwarding Note (Dangerous) 35 Rly Recelpt. & Inyolce
36 Register ofoveror. under-charges (Local & Fgn:)
COM 66B6
Months
COM 68B COM 314 314B
:COM 79F 4
COM BOF COM 125846
COM 85B
COM 128B
&Register Delivery of
Book) over or under-charges (Warehouse COM 68 38. Goods Cash Book
COM 97 4 39. Goods outstanding Bock 4 COM S8B 2 40. Regisrer of current O/S (Bonbay Goods Depot) COM 998 42. Wharfage & Demurrage Register
41. Register of Irregular O/S (Bombay Goods Depot). COM 10ОВ 2 COM 10:3 43. Goods Balance Sheet Book COM 1923 4 44. Goods Lozding & Unloading BOOK 45. Unloading Memo
COM 10. Goods & Gate Pass Book (Bombay Depot). 46. Transit Memo of COM 10e Goods return note sent to Audit, 1 COM 105.s 6
Moit’is Monchs 47. Description of Traffic Book 48. Ledger Accounts COM.1108 Book 2 COM-1145 4 49. “Register of excess & unclaimed consignments COM 168 50. Register of Grain & seeds sweepings 51. Registo f Goods COM 1178
Goods
admitted Audit Debits (Bomba Depot.) 3 COM 1:88 6
Months Motns 52. Register of adjustment (Combay Goods Depot) COM 198 6
Months Monthe 53. Register of Gate Pass counter & counter foil COM 120B २ 54. Register of Gate Pass register 55. Goods Cuily COM 1218 Cash Summary COM 1228 4 56. 57. Register Goods Caily of Forwarding Account bookk (Bombay Goods Depotj. COM 1233 Note COM 248E 4 4 58. Statement Refunds. of wayons Registration E. Deposits!
59. Siding Registers COM
COM 3132 5 AUDIT GENERAL
60. Cash Remittange Pote counter fol
62
61.
Advic
Transit
Nate of Sundry Revrints counter foil temoVachiers
63. Guard’s
deposited certincate for cash (counter feil) Eags In travelling saiety Crsh Box.
CÚM 14+
COM 1
CUM 1478
COM 1 6
ilonths Mortas
64. Catering Voucher nter fof COM 1508
TRAFFIC
65. Tranship Goods Despatch Bowk (lunction stations). 04 1638 3 3 67.
66.
Tranship Goods Despatch Book (Non-In. srations). Guard’s
conier cerifien foi”. fer collection of excess fare.
COM 1632 3 3
COM 1648.
Mo lis Month .69
68. Cash Receipt counter fgil. Register ot un cdaimed parock transferredse LPO RS VT.
COM 1658 시
COM 1716 5
