SC issues guidelines for retention, disposal of records

In order to deal with lacunae in management of administrative records, the Supreme Court has issued guidelines for retention and disposal of documents -- creating accountability and efficiency across all registry wings.

Over the years, the registry of the Supreme Court has witnessed a significant increase in the volume and diversity of administrative records generated across multiple branches, Chief Justice of India BR Gavai said, highlighting the importance of properly managing records for transparency and accountability and putting in place a rational framework.

The guidelines have been framed after detailed consultations among registrars and officials of the registry, including Supreme Court Registrar General Pradip Y Ladekar. The CJI appreciated their efforts towards the important initiative.

According to the new guidelines, original submission notes or paper books bearing signatures of the chief justice of India and judges of the Supreme Court to be preserved permanently. Further, policy files, office orders and circular files were to be preserved permanently.

"The retention period of the records shall start after the final action or disposal of arbitration, litigation, enquiry or audit as the case may be. All the branches concerned, before destroying files/cases/records will ensure that no court case is pending in respect of the subject matter of the files/cases/records being destroyed/ weeded out," it said.

In case records of one branch or wing were correlated with those of a different branch or records relating to the confidential branch, intimation on "the pendency of court case is to be sent to them as soon as the court case is received in the section".

Destruction and retention of records by the relevant branches should be carried out after due approval from the registrar concerned, it said.

"The exercise of destruction of record normally be carried out during summer vacation/partial court working days. In case a scanned copy of documents/records is to be preserved beyond the retention period for the reasons to be recorded in writing, a decision may be taken by the concerned Registrar at the time of destruction of the record(s)," the guidelines stated.

"Financial and budget-related documents and files should be maintained separately for each financial year with effect from April 1 to March 31. All other records, registers may be maintained separately for each calendar year, i.e., January 1 to December 31,” the CJI said in a message.