Source: Guidelines for Retention and Destruction of Records 

Why in News? 

The Supreme Court, under the guidance of Chief Justice BR Gavai, released comprehensive norms for retaining and destroying administrative records, addressing the previously unregulated non-judicial documents.  

What Are the General Rules? 

• Files signed by CJI or Judges, policy files, circulars, and office orders are to be preserved permanently. 
• Retention periods begin only after final disposal of related litigation/audit. 
• Files under litigation or related to any ongoing court cases cannot be destroyed. 
• Interconnected or confidential records must be cross-checked with other branches before destruction. 
• Destruction requires Registrar’s approval and should be preferably done during court vacations. 
• Scanned copies may be preserved beyond the retention period with reasons recorded. 
• Financial documents are to be classified by financial year; other records by calendar year.

What are the Branch-Wise Record Retention Guidelines? 

• Admin I Branch: 
  • Personal files: 5 years after gratuity (if eligible) or after service ends. 
  • DPC files, vigilance reports, leave & pay commission files: Permanent 
  • RTI without appeal: 3 years; with 2nd appeal: 5 years 
  • Compassionate appointment: 5 years 
  • Creation of posts, promotions: Permanent 
  • Parliamentary questions: 3 years
• Admin II Branch: 
  • Service books, pension files: Permanent 
  • Casual leave: 1 year; other leave: 3–5 years 
  • Leave encashment, non-functional upgrade: 5 years
• Admin III Branch: 
  • Medical claims, LTC, TA/DA: 3 years or 1-year post-audit 
  • HBA: 3 years after recovery + deed handover 
  • GPF: 1-year post-retirement 
  • CGHS & Child Education Allowance: Permanent 
  • Audit files: 3 years or until audit paras resolved 
• Admin J Branch (Judges): 
  • Utility bills: 3–5 years 
  • International visits & appointments: Permanent 
  • Gift & entertainment records: 5 years 
  • Judge salary & tax records: 5 years or 1-year post-audit 
  • Appointments, retirement, conferences, bench establishment: Permanent
• Admin General Branch: 
  • Construction, chamber allotment, seal files: Permanent 
  • Lawyer panel correspondence: 5 years post-finalization 
  • SC events & accommodation allotment: Permanent 
  • Maintenance/vendor contracts: 1–5 years
• Admin Material Branch: 
  • Tender/project files: 5 years post-expiry 
  • Circulars/policy notes: Permanent 
  • Consumable stock: 3 years or 1 year post-audit 
  • Non-consumable: Permanent 
  • Greeting card records: 2 years
• Security Branch: 
  • ID cards & parking: 2 months to 10 years 
  • Digital proximity card data: Permanently stored on server
• Caretaking Branch: 
  • Attendance, requisitions, reports: 1–3 years
• Cash and Accounts: 
  • Cash books: 10 years 
  • Pay bill registers: 35 years 
  • Audit files: 3 years or 1 year post-audit
• Crèche: 
  • Admissions: 1–3 years post-exit 
  • Staff recruitment: 3 years 
  • Policy files: Permanent
• Medical Branch: 
  • Judge reimbursement: 5 years or 1 year post-audit 
  • CGHS files, budget, AYUSH, hospital agreements: Permanent
• Protocol Branch: 
  • CJI/Judge tour files: 1–3 years post-retirement 
  • Foreign delegation, air/debit registers: Permanent 
• Reception Branch: 
  • Photo pass forms: 3 months post-issue 
• Recruitment Cell: 
  • Exam/answer sheets: 1–6 years depending on type 
  • Final result records: 5 years 
  • Law clerk/contract staff: 3 years after exit 
  • Litigation records: 3 years post-disposal
• Transport Branch: 
  • Fuel, maintenance, condemnation: 3 years or 1 year post-audit 
  • Log books, overtime, rosters: 1–3 years 
  • Bill/vehicle registers: Permanent (old volume retained 3 years) 
• Vigilance Cell: 
  • Penalty imposed: 5 years post-judgment or retirement 
  • Exonerated: 5 years post-appeal 
  • Policy files, signed notes: Permanent 
  • Property declarations: till retirement 
  • Annual property returns: 1 year post-retirement 
  • Complaints/FIRs: till closure 
  • Police verification: 1 year (with entry in service record)