Public Service Commission

Sr.

No.

Category of record

Period for retention of record of HPPSC

The authorities to whom the item(s) relates.

1

Files containing general orders of H.P. Government

Permanent

All Branches

2

Files containing notes on discussions of important principles, Questions of policy, important orders and decisions

of the Commission.

Permanent

All Branches

3

Service Rules/Other Rules & Regulations and amendments thereto (Government/ Commission)

Permanent

Services Section.

4

Black list Register

Permanent

The concerned officer dealing with Secrecy
work/ HK&A Section.

5

Annual Report of HPPSC

Five copies to be retained in office Library

Research Cell.

6

HPPSC (Exemption from consultation) Regulation, 1973 and amendmentthereto

HPPSC (Members) Regulations, 74 and amendments thereto.

(c ) HPPSC (Staff) Regulations, 1971 and amendments thereto

The HPPSC Experts/Advisors (Payment of remuneration) Rules and amendments thereto.

MasterFile

GuardFile

Syllabus RevisionFiles.

Permanent

Permanent

Permanent Permanent

Permanent

Permanent Permanent

Services Section

--do—

--do—

--do-

All Branches

--do—

R-I,R-II,E-I,E-II &SET.

7

Procedure to be observed  by the Administrative Departments of H.P. Government indealing
with the Commission.

Permanent.

All Branches

8

Files relating to Rules and Regulations (Examinations/Service/Recruit ment/Competitive Examinations/Schemes of Examinations including
amendments and interpretations thereto)

Permanent

All Branches

9

Recognition/Equivalence of Qualifications for purposes of recruitment to services/ posts under the administrative control of the H.P.Government.

Permanent

R-I, R-II, E-I, E-II and SET

Sections.

10

One set of Question Papers (with key if any)

3 years. However, a copy

of CD may be kept.

Record Room.

11

Files relating to distribution of work among Members/ Officers/ Staff of the Commission.

Permanent

HK & A Section.

12

Procedure Book 

But SOPs for certain works have been prepared may update/ make SOP to consolidated SOPs to regulate the Commission work andkept

in Book form

At present no procedure book has been maintained in the Commission.

Permanent.

All Branches

13

(i) Agenda for meeting of the Commission/ Record ofdecisions.

(ii) Minutes of the meetings of the Commission (This includes agreed Business and Report Recording Cases).

Permanent.

Permanent

P.A. to Secretary.

--do--

14

Written Examination/Screening Tests

(a) AnswerBooks/Sheets

(b) Applications received from thecandidates

(c) Recommendations made to theGovernment

(d) Checklists

(a)  Answer Books/Sheets: Part-1. Six months   after declaration of   the   result    However, Part-II:-     OMR    Answer sheets pertaining to the State Eligibility Test Un- evaluated Answers Books(Paper-III) in respect of   the   candidates   who could not qualify in Paper I & II may be weeded out after   the      period     of         one year from the conduct of the examination and the evaluated                   Answer Book(Paper-III)     may      be retained till the grant of accreditation     for     next examination.       Question Papers may be   weeded out after the declaration of final   result   of   the   SET (except     two    sets       of question papers in each subjects with key to be retained        permanently. Award      list may be retained up to two years from the dateof

declaration of the result.

(b)  Applications          in respect         of         those candidates who could not qualify    in    the             written examination/screening test may be weeded out after six months after the declaration   of   the   final result.                However, applications pertaining to court     cases     will     be converted into files on the pattern of UPSC and will be keptpermanently.

(c)  In view  of  the  fact that a copy of the recommendation letter remains in the main file in which requisitionis

received    for     which retention will be 2years.

The concerned officers dealing with the Secrecy work and R-I, R-II, E-I, E-II, SET & HK &A

Sections.

15

Diary Registers relating to requests for forms and

reference reports.

One year

E-II Section.

16

Reports/Suggestions of examiners regarding conductof

Examinations.

One year.

The concerned          officer dealing with thesecrecy

and P.A. to Secretary.

17

Requests for blank application forms and correspondence including miscellaneous

inquiries made by the candidates.

One year.

E-II Section.

18

Advertisements and notifications for examination of other PSCs in India.

One year.

E-I Section /R.O.

19

(i) Advertisements / notifications issued by the Commission.

(ii) Annual Reports Register maintained byD.A.s.

Only three sets to be retained in guard file as per the pattern of UPSC for the period of one year.

Three years

R-I,      E-I,     SET           and

Computer Cell.

 All Branches

20

Applications for selections through interviews.

One year

R-I, R-II, E-I, E-II and SET

Sections.

21

Assembly Questions/ Parliament.

Two years

HK & A Section and R.O.

22

Files relating to recruitment by selection or written qualifying examination/screening test or competitive                                     written examinations/Screening Tests. Or competitive written examination–cum-selections.

Two years.

R-I, R-II, E.-I, E-II and

SET Sections.

23

Interview sheets of the viva-

voce tests.

Permanent.

P.A. to Secretary

24

Identity Slips/Cards

One year.

R-I, R-II, E-I, E-II and SET

Sections.

25

Press Clippings

Three months

Librarian

26

Contingent Bills.

According        to        office manual..

HK&A Section.

27

Contingent Register

According        to        office

manual..

--do--

28

Tour Programme

According        to        office

manual..

--do--

29

Appointment and correspondence with paper setters Moderators.Any

correspondence on policy matters.

Five years.

The concerned Officer dealing with secrecy work.

30

Correspondence with examiners                                regarding evaluation of scripts(Policy

Matters)

Five years.

--do--

31

Manuscripts question papers&

solution to question papers.

One year, but one set to be

retained permanently

--do--

32

i) Fictitious Code Book/Numberslips.

One year.

--do-

33

Correspondence with supervisors regarding despatch of question papersto

examination centres.

One year.

R-I, R-II, E-I, E-II and SET

Sections.

34

i)Marks List / Award List

ii)Detail MarksCards

Five years.

The concerned Officer dealing with secrecy work.

35

D.P.C. files of all categories of posts Services under theH.P.

Government.

20 years / 2 years beyond the age of retirement

Services section.

35

Cases relating todetermination of seniority

20 years

All Branches.

36

Files relating to debarment of or infliction other penalties on candidates.

Five years

R-I, R-II, E-I, E-II and SET

Sections.

37

Files relating to payment of advertisement Bills (After audit/settlement of Audit

Objections/ paras if pending).

As per Office Manual

HK&A Section.

38

Refund of fee to candidates (After Audit/settlement of Audit Objections/Paras, if pending.

Five years

HK&A Section.

39

Files relating to appointments made by the Departments as stop gap arrangementswithout

consulting the Commission.

Five years

Services Section.

40

(a) Files / record relating to courtcases 

(b) Legal cases involving fundamental issues relating to Commission examination

This provision was not existing earlier in the Commission. The provision has been proposed on the  analogy of UPSC as under: Six months from the date of final disposal of case. Also guard file of all judgements / order may be maintained by each section at least for the period of 10years.

Copy of judgments shall be kept by Research cell on yearlybasis.

All branches and R.O.

41

Files relating to UPSC/SSC examinations/settlement of Accounts etc. of particular examination

This provision may be added on the pattern of UPSC.

E-I Section.

42

a)Despatch register/Lists relating thereto.

b)Register   of   Speed post Registeredletters.

c)Lists ofDockets.

d)File relating to Bank Drafts/IPOs received from the candidates

This provision may be included on the basis of provisions of Office Manual.

E-II Section.

43.

Software record retention Schedule.

a)   FAQ

2 Yrs

b)   Overview of Exam

2 Yrs

c)   Notifications

Before the next Notification/advertisement for the post is made after that the same will be placed in archive and the same will be deletedafter two years.

d)    RegistrationData

Two years from the date of advertisement (for Examination not before the marks sheet issued to the candidates )

e)   Venue Information

Up to conduct of Test/Exam

f)   Result

For at least one year after that the same will be placed in archive and the same will be deleted after two years.

h)   InterviewProgramme

One month from the last date of interview

i)    Alpha Query:

Up to conduct of Exam

j) soft copies of rollnumber allotted to the provisionally admitted candidates.

POST EXAMINATION

i) Soft Copy of scanned OMR Sheets

ii) Representations/objections regarding AnswerKey.

iii) Printout of updatesand mismatchcases.

As per record retention schedule of secrecy for the conduct of exam test

The concerned dealing with work officer Secrecy

iv) Soft Copy of complied data of results of all examinations /screening test

HPPSC WEBSITE CONTENTS.

May be displayed for at least one year after that the same will be placed in archive and the same will be deleted afterthree years.

Computer Cell

44.

(a) Creation of posts/ Section

Permanent

HK &A Section

(b)Stock registrar of applicationform.

10 years

HK&A Section

(c) Invoices of application form received from vendor/ Post Office

05 years

HK&A Section

(d) Monthly schedule of application form received and sold.

05 years

HK&A Section

45.

(1) Files relating to Procurement of ACRs

(2) Maintenance and follow up of record of ACRs

03 years

Permanent

HK& A Section

P.A. to Secretary.