MANUAL  6

A Statement of the categories of documents that are held by it or under its control

[Section 4(I)(b)(vi)]

List of classification of ‘A’, ‘B’ and ‘C’ papers / documents are furnished hereunder.

                                                ‘A’

1.         Abatement of revenue

2.         Abolition or entailment of reports and returns.

3.         Abolition of estates and intermediate interests.

4.         Act, Rules, Regulations, etc.

5.         Administration of Civil-Justice.

6.         Administration of Criminal Justice

7.         Administrative approval for Development works

8.         Advances

9.         Agreements and bonds

10.       Alienation of lands

11.       Alienation of revenue

12.       all appeals and petiions relating to-

            (a) Escheats

            (b) Endowments

            (c) Resumption

            (d) Malikana

            (e) Adoption of heirs

13.       Amendment or insertion or omission of rules or instructions in any manual.

14.       Amendment or interpretation of any section of an Act, or any statutory rules of orders.

15.       Annual reports and returns (should be treated as ‘C’ class papers if they are blank).

16.       Appeals where the question is one of permanent interest.

17.       Approval of plans for inspection of boilers

18.       Appointment and dismissal of Government employees

19.       Acrhaeology

20.       Assessed Taxes

21.       Attachment of pay for insolvency

22.       Audit and Pre-audit

23.       Bills

24.       Births, deaths and marriage registrations

25.       Blocks

26.       Boundaries

27.       Boundary disputes

28.       Bonds

29.       Brahme and special marriages

30.       Case records of Development sections

31.       Calamities

32.       Camping grounds

33.       Census

34.       Certificate

35.       Cess (Old cess returns and cess valuation rolls are to be destroyed when a revaluation has been made).

36.       Change of jurisdictions

37.       Char and Diara lands

38.       Charitable Endowments and institutions and other Endowments

39.       Chaukidari

40.       Circulars

41.       Citizenship

42.       Civil suits decreed in favour of or against Government

43.       Civil Supplies

44.       Claim cases

45.       Classification in the Record Room of Official publications, reports etc.

46.       Classification of Official publications, reports, etc.

47.       Commutation of rent when important orders are passed

48.       Compensation

49.       Confidential note book of District Officers and Subdivisional Officers

50.       Consolidated price lists under the Orissa Tenancy Act.

51.       Construction of Departmental buildings

52.       Construct and contract agreements

53.       Co-operation

54.       Correction slips to Manuals

55.       Correspondence-Old and bound up in books

56        Correspondence on subjects of importance to be included as the discretion of the Head of office.

57.       Correspondence laying down principles for issue or reversal of policies

58.       Court of Wards and other private estates managed by Collector

59.       Court language

60.       Creations and abolitions of permanent posts

61.       Customs

62.       Delegation of powers

63.       Development

64.       Diara Survey

65.       Disciplinary Proceedings

66.       Disposal of surplus acquired and other lands

67.       District and Subdivisional Officer’s confidential note book

68.       District Welfare

69.       Drainage

70.       Education

71.       Elections

72.       Embankments

73.       Embazzlements

74.       Encroachment

75.       Enhancement, reduction of rent etc.

76.       Escheats

77.       Establishment matters of permanent importance including Confirmation, Pension, Provident Fund, Gratuity, Security deposits, certifications of character and antecedents. Pension cases are to be preserved for 5 years after retirement of the officers concerned.  Cases under the liberalized pension rules should be preserved for 7 years in the minimum after retirement or death before retirement and may be extended further according to the nature and importance.  Nomination papers are to be preserved for 7 years.

78.       Establishment of observatories

79.       Establishment of Welfare Institutions

80.       Estates

81.       Examination

82.       Exchange of land

83.       Excise

84.       Executive Instructions issued by the Board of Revenue and Government

85.       famine

86.       Flood

87.       Forest, Forest conservancy and working plans

88.       Funds

89.       Gift-deeds

90.       Government Estates

91.       Government Schemes

92.       Grant-in-Aid to technical institutions

93.       Grant of leave

94.       Historical Records

95.       Housing Schemes

96.       Industries

97.       Inspection notes of the Board of Revenue, Revenue Divisional Commissioners, Development Commissioner and Director of Land Records and Surveys.

98.       Irrigation

99.       Jurisdiction

100.     Land Acquisition

101.     Land improvement

102.     Land Reforms

103.     Land Revenue

104.     Land Resigstration

105.     Leases for more than 12 years

106.     Library

107.     List of papers destroyed

108.     Loans and Loan Bonds, etc.

109.     Local Bodies

110.     Local Development Work

111.     Low Income Group Housing Scheme

112.     Mahammodan Marriages and Divorce Registration

113.     Maps and Survey Records, etc.

114.     Malikana

115.     Middle Income Group Housing Scheme

116.     Mines and Minerals

            (a) Grant of Mining lease

            (b) Mining Disputes

            (c) Royalty Accounts

117.     National Water-Supply

118.     Nayabadi Settlement

119.     Notifications of importance

120.     Opium

121.     Orders of importance

122.     Partition

123.     Partnership Registration

124.     Petroleum and Poisons

125.     Preparation and Revision of Manuals

126.     Printed reports and books, including Regulation and Lands

127.     Purchase of boats, motor launches and motor vehicles

128.     Purchase of shares

129.     Publications

130.     Records and Record Room

131.     Redemptions

132.     Refunds, when some special questions arise

133.     Registration of vessels

134.     Rural communications

135.     Rural water-supply

136.     Resolutions

137.     Resumptions

138.     Revenue Administration and Assignment

139.     Revenue Agents

140.     Revisions

141.     Rules for conducting examination in accounts and other departmental examinations.

142.     Sales

143.     Salt

144.     Sanctioned plans and estimates

145.     Securities

146.     Service tenures

147.     settlement

148.     Settlement of lands

149.     Small Savings and National Savings Certificates

150.     Societies registration

151.     Soil Conservation

152.     Standardisation of forms, abolition or revision of scheduled forms

153.     Stamps, Stamp Act Cases and Stamp Duty

154.     Standarisation of Weights and Measures

155.     Statistics

156.     Survey

157.     Survey of vessles

158.     Tauzi

159.     Titles conferred by Government of India

160.     training of students and award of stipends

161.     Transfer, gift, long lease or alienation of Government lands

162.     Transfer

163.     Treasury

164.     Trust Funds

165.     Tribal and rural Welfare Schemes

166.     Waste Lands

167.     Wazib-ul-Urz

168.     Works of benefit

                                                            CLASS ‘B’

1.         Accidents in factories

2.         Accountant-General’s objections, statements and explanations thereon

3.         Accounts

4.         Acquisition, insurance and purchase of Government buildings

5.         Advances

6.         Agriculture

7.         Appeals except when the question in one of permanent importance

8.         Applications of Ministerial Officers

9.         Appointment, removal etc. of members of local bodies

10.       Appropriation of accounts

11.       Arms and ammunitions

12.       Assembly and Lok Sabha Questions and Resolutions

13.       Attachment of pay or insolvency

15.       Audit Reports

16.       Aviation

17.       Backward class and Backward people

18.       Bone digester and water pump

19.       Budget (Detailed budget estimates of an office should be preserved for 5 year in the minimum)

20.       Buildings and Public Works

21.       Celebration

22.       Census

23.       Censures, suspensions and punishments except dismissal of officers and their reinstatement.

24.       Changes in factories

25.       Charge Reports

26.       Circuit Houses, Inspection Bungalows and Rest sheds

27.       Commerce

28.       Communications (Posts, Telegraphs, Railways and National Highway

29.       Communication of pensions

30.       Compensation

31.       Complaints

32.       Conference and meetings

33.       Confidential reports of importance

34.       Departmental proceedings

35.       Diaries of District Officers, Subdivisional Officers and Tahasildars

36.       Discretionary grants

37.       Disposed of Records under the Workmen’s Compensation Act, 1923

38.       Economic measures

39.       Electricity

40.       Emigration and Imigration

41.       Entertainment Tax

42.       Establishment matters not of permanent nature

43.       Establishment of Mills and Factories

44.       Evacuee

45.       Exemptions

46.       executions of decrees

47.       Explosives

48.       Extension of service

49.       Factories

50.       Ferries

51.       Files other than C class papers

52.       Fire accidents

53.       Fisheries

54.       Forms and stationeries

55.       Furniture and stores

56.       G.P.F. transation

57.       Grant of  bonus or honorarium

58.       Grant of gratuities from Compassionate Fund

59.       Grant of permission to work at night in factories

60.       Grant, refusal or investigation of a claim

61.       Grow More Food and Intensive Cultivation

62.       Income-tax

63.       Indents including indents of chubb’s locks

64.       Inspection and inspection notes of Officers other than Members, Board of Revenue, Development         Commissioners and Revenue Divisional Commissioners.

65.       Installation of Telephone and Electric fittings

66.       Inventory of private properties of Rulers

67.       Jails

68.       Kendu Leaves Control Order

69.       Khamar

70.       Labour and compensations

71.       Licence

72.       Licencing of factories

73.       Liveries

74.       Local printing of forms

75.       Lunatics

76.       Markets

77.       Medical

78.       Meetings and Proceedings

79.       Metric system

80.       Miscellaeous Correspondence (to be included at the discretion of the Head of Office/Department).

81.       Military and War

82.       Mortality return of pensioners

83.       Motor Vehicles and Transport

84.       M.V.T. grant

85.       Museums

86.       Notifications and Orders regarding leave and transfer of officers

87.       Office Procedure

88.       Opinion on Acts and Bills

89.       Organisations and Associations

90.       Passports and Visas

91.       Petitions Miscellaneous

92.       P.L.I. of an Officer

93.       Police

94.       Political matters

95.       Pounds

96.       Propales and letters of administration issued by the High Court.

97.       Prosecutions

98.       Publicity

99.       Public Health

100.     Purchases, indents, stores, books, instruments and equipments including tents.

101.     Quarterly, half-yearly and kistwar reports, returns and reviews

102.     Re-employment of pensioners

103.     Record grant

104.     Recovery of staff fees

105.     Red Cross

106.     Relief and Rehabilitation

107.     reformatories

108.     Return of loans granted to Native States due to Government

109.     Registration of factories

110.     road transport and all correspondence of Road Transport Authority for grant of road permit.

111.     Sales and purchases

112.     Sanitation

113.     Stock-taking

114.     Strikes

115.     Supply of warm clothing, liveries, uniforms, etc. to Peons and Orderlies.

116.     Taccavi advances

117.     telephones

118.     Temporary establishments

119.     tents and equipage

120.     tour programme and Tour diaries

121.     Trade

122.     Travelling allowance and contingent Bills

123.     Training of government servants

124.     Transfer or deputation of Officers to foreign service

125.     Treasury Trove

126.     Type-writers

127.     Vakalatnama, Mukhtarnama except when the records in which they are filed are to be preserved permanently.

128.     Village Officers including Inamdars

129.     Welfare in factories

130.     Wild animals and birds

131.     Workmen’s Compensation Act

132.     working hours in factories.

                                                            CLASS ‘C’     

1.         Anonymous and pseudonymous petitions, Publications and Periodicals of transient interest.

2.         Applications from ministerial subordinates

3.         Assessment lists, counterparts of chalans, records, objection cases, Teasury Officers daily advice lists of income-tax collections and other miscellaneous papers.

4.         Blank reports and returns

5.         Casual leave applications

6.         Cattle food sheets

7.         Dak and Town Dispatch Book

8.         Diaries except those under B Class

9.         Exhibitions

10.       Fire fighting equipments

11.       Holidays

12.       Labour

13.       Lepers and Leper asylums

14.       Letters of transient interest

15.       Miscelaneous unimportant papers

16.       Monthly progressive expenditure statement and correspondence relating to discrepancies in figures.

17.       Monthly returns except those under B Class

18.       Payment of wages to workers of different factories

19.       Periodicals

20.       Processes

21.       Quarterly, half-yearly and Kistwar reports except those under B Class

22.       Reminders, memoranda and similar unimportant papers

23.       Resolutions on returns

24.       Returns from Subdivisional and Subordinate offices incorporated in the district returns.

25.       Routine correspondence

26.       Salaries bills of Gazetted Officers-office copies thereof

27.              Sports

28.       Weekly and fortnightly returns.

MANUAL  – 7

            Particulars of any arrangement the exists for consultation with or representation by the member of the public in relation to the formulation of its policy of implementation.

                                                [Section 4 (1)(b)(vii)