-PUBLIC SERVICE COMMISSION

Last Updated On: 3/8/2021

Record Retention

RECORD RETENTION SCHEDULE

*Sr.* *No.*	*Category of record*	*Period for retention of record of HPPSC*	*Theauthoritiesto whomtheitem(s)* *relates.*
1.	2.	3	4.
1	*Files containing general orders of H.P. Government*	*Permanent*	*All Branches*
2	*Files containing notes on discussions ofimportant 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*	*Theconcernedofficer dealingwithSecrecy* *work/ HK&A Section.*
5	*Annual Report of HPPSC*	*Five copies to be retained in office Library*	*Research Cell.*
6	*(a)HPPSC (Exemption from consultation) Regulation, 1973 and amendmentthereto* (b)HPPSC (Members) Regulations, 74 and amendmentsthereto. (c ) HPPSC (Staff) Regulations, 1971 and amendments thereto (d)TheHPPSC Experts/Advisors (Payment of remuneration) Rules and amendmentsthereto. (e)MasterFile (f)GuardFile (g)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	*FilesrelatingtoRulesand Regulations (Examinations/Service/Recruit ment/Competitive Examinations/Schemesof Examinationsincluding* *amendmentsand* *interpretations thereto)*	*Permanent*	*All Branches*
9	*Recognition/Equivalence of Qualifications for purposes of recruitment to services/ posts underthe administrative* *control of the H.P. Government.*	*Permanent*	*R-I, R-II, E-I, E-II and SET* *Sections.*

OnesetofQuestionPapers

(with key if any)

3 years. However, a copy

of CD may be kept.

Record Room.

Files relating to distribution of workamongMembers/ Officers/Staffof the

Commission.

Permanent

HK & A Section.

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

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

(ii)Minutesof the meetings ofthe Commission (This includesagreed Business andReport

Recording Cases).

Permanent.

Permanent

P.A. to Secretary.

--do--

Written Examination/Screening Tests

(a)AnswerBooks/Sheets

(b)Applicationsreceived from thecandidates

(c)Recommendations made to the Government

(d)Checklists

a)Answer Books/Sheets: Part-1.Six monthsafterdeclaration

of the result However, Part-II:-OMR Answer sheets pertaining tothe

State Eligibility Test Un- evaluatedAnswers 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 evaluatedAnswer 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 date of

declaration of the result.

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

Sections.

		b)Applicationsin respectofthose candidates who could not qualifyinthewritten examination/screening test may be weeded out after six months after the declarationofthefinal result.However, applications pertaining to courtcaseswillbe converted into files on the pattern of UPSC and will be keptpermanently. *(C)* *In view of the fact that a copy of the recommendationletter remains in the main file in which requisitionis received forwhich* *retention will be 2 years.*
15	*DiaryRegistersrelatingto requestsforformsand* *reference reports.*	*One year*	*E-II Section.*
16	*Reports/Suggestionsof examiners regarding conductof* *Examinations.*	*One year.*	*Theconcernedofficer dealing with thesecrecy* *and P.A. to Secretary.*
17	*Requests for blank application forms and correspondence includingmiscellaneous inquiriesmadebythe* *candidates.*	*One year.*	*E-II Section.*
18	*Advertisementsand* *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,SETand* *Computer Cell.* *All Branches*
20	*Applicationsforselections throughinterviews.*	*One year*	*R-I, R-II, E-I, E-II and SET* *Sections.*
21	*AssemblyQuestions/ Parliament.*	*Two years*	*HK & A Section and R.O.*
22	*Files relating to recruitment by selection or written qualifying examination/screening test or competitivewritten 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.*	*Accordingtooffice manual..*	*HK&A Section.*
27	*Contingent Register*	*Accordingtooffice* *manual..*	*--do--*
28	*Tour Programme*	*Accordingtooffice* *manual..*	*--do--*
29	*Appointmentand correspondence with paper settersModerators.Any correspondenceonpolicy* *matters.*	*Five years.*	*The concerned Officer dealing with secrecy work.*
30	*Correspondencewith examinersregarding 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)FictitiousCode Book/Numberslips.*	*One year.*	*--do-*
33	*Correspondencewith supervisors regarding despatch ofquestionpapersto* *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* *inflictionotherpenaltieson 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 provisionhasbeen proposed on the analogy of UPSC as under: Six months from the date of final disposal of case. Also guardfileof 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)*Despatchregister/Lists relatingthereto.* b)*RegisterofSpeedpost Registeredletters.* c)*Lists ofDockets.* d)*FilerelatingtoBank Drafts/IPOsreceived* *from the candidates*	*This provision may be included on the basis of provisionsofOffice Manual.*	*E-II Section.*
*43.*	*Software record retention Schedule.*
	*a)FAQ*	*2 Yrs*	*All Branches dealing withExaminations, Recruitments& ComputerCell*
	*b)Overview ofExam*	*2 Yrs*
	*c)Notifications*	*Beforethenext 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 tothe* *candidates )*
	*e)Venue Information*	*Uptoconductof 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) softcopies of rollnumber

allottedtotheprovisionally admittedcandidates.

POST EXAMINATION

i)Soft Copy of scannedOMR Sheets

ii)Representations/objections regarding AnswerKey.

iii)Printout of updatesand mismatchcases.

iv)Soft Copy of complieddata of results of all examinations/screening

test

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

The concerned officer dealing with Secrecy work

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

(b)Stockregistrarof applicationform.

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

d) Monthly schedule of application form received and sold.

Permanent

10years

05years

HK &A Section

HK&ASection

(1)Filesrelatingto Procurement ofACRs

(2)Maintenance and follow up of record ofACRs

03 years

Permanent

HK& A Section

P.A. to Secretary.

Public Service Commission

Record Retention