Record Retention Schedule

of

Human Resource & Corporate Affairs Directorate

GUIDE LINES ON MAINTENANCE OF RECORDS w.r.t RECORD RETENTION
SCHEDULE

1. All Files / Registers are to be maintained on f inancial year basis.

2. In the court cases, the connected documents/files should be retained till Disposal of the
case by the highest Court of appeal.

3. Records not listed with Retention Schedule shall have a retention period to be decided as
per the requirement.

4. Where ever records are also being maintained in electronic forms, such data in
electronic forms should also be maintained for the retention period as mentioned in this
schedule.

Retention, Disposal and Destruction of Records:

All live as well as old records, including those kept in the record room/ with
external storage agency shall be reviewed/scrutinised periodically, at least once
in a financial year preferably in April of the following year by a committee
consisting of minimum two Executive/ Officer constituted by RHR
Head/Function Head . In case of disposal the recommendations of the
committee shall be recorded in Disposal Register(standard format) and the same
shall be recommended by RHR head/ Head of the function for approval of
SVP(HR). Subject to approval of SVP(HR), records due for destruction may be
disposed off in a manner as mentioned in this schedule, under the supervision of
RHR head/Function head and duly certified as under.
The records maintained in hard or soft form shall be under the purview of these
guidelines and retained or disposed accordingly.
“This is to certify that the below mentioned records were destroyed on ----/---/20--- by
shredding/other means in my presence”.

(Signature of Committee Members) (Signature of RHR Head/Function Head)

Name Name:
Designation Designation:
Date: Date:
Seal:
 A. Corporate Human Resource Department:

Sr. Function/ Record Classification Retention

No Section/Cell Period
1 2 3 4
1 Establishment
A Circulars/OMs/Guidelines
i All circulars/orders/guidelines related to organization 10 yrs in hard
structure for regular employees. form &
subsequently
in soft
form(after
digitization).
ii Subject wise Guard File containing all 10 yrs in hard
DOPT/DPE/Government OMs/guidelines related to CPSEs form &
& its Executives, Officers(NUS), Unionized, Contractual, subsequently
FTCE and Direct Contract employees in soft form.
B CP files(Personal Files)
i CP Files of Executives maintained as per the SOP for Till the
maintenance of CP files. However original record of employee is
joining and separation, with details of last pay drawn shall alive +5 years if
be retained in soft form till the employee is alive. no dispute is
pending.
Soft copy to be
retained
permanently
(after
digitization).
C Life Cycle events
i Processing File for Transfers / Resignation /Postings / Re- 1 year
designation etc of Executives {Original Office
orders/approvals related to Life Cycle events shall be
transferred to the CP/Personal file of the executive in the
soft form created as per SOP for CP file Maintenance}
D Processing File for sanction of benefits under 2 years after
Continuous Learning Scheme of the company{Original completion of
Office orders/approvals shall be transferred to the study.
CP/Personal file of the employee created as per SOP for
CP file Maintenance}
E Processing file for forwarding of applications for 2 years
outside employment{Original Office orders/approvals
shall be transferred to the CP/Personal file of the
employee created as per SOP for CP file Maintenance}
F Processing file for Deputation/Secondment Till
cases{Original Office orders/approvals shall be deputation/Sec
transferred to the CP/Personal file of the employee ondment
created as per SOP for CP file Maintenance} period+1 year
G Process file for NOC for applying Indian Passport 1 year
H Processing file for External Influence {After disposal 2 years
of reference, the documents are to be transferred to
 CP/Personal file}.
I Processing file containing briefs prepared/ updated 3 years in hard
and submitted – Parliament Session wise form &
J Parliamentary Questions/Assurances etc: Admitted & subsequently
Answered in soft
K Parliamentary Questions/Assurances etc: Others form(after
L Replies to various questionnaires/ minutes/ digitization).
observations of different Parliamentary Committees
relating to HR
M Correspondences/emails-Internal Till FY + 2 years
N Correspondences/emails-External Till FY + 2 years
2 Board Matters
A Job description for Director positions of Balmer 10 yrs in hard
Lawrie & Co. Ltd and Approved Organisation form &
structure and sanctioned strength for E8 & above. subsequently
in soft
form(after
digitization).
B Position-wise Nominations for Board Level 2 years or till
Positions tenure period
in case of
appointment
C Board Notes along with Board Resolutions related to 10 yrs in hard
HR and Administration form &
subsequently
in soft form
3 Reservation
A Annual Report on SC/ST 3 years in hard
B Compiled report to DPE/MoPnG form and
C Annual Report on PWD subsequently
D Compiled report to DPE/MoPnG in soft
form(after
digitization).

4 MoPnG Reply to MoPnG questionnaires, queries, reports 3 years and

Matters related to HR subsequently
in soft
form(after
digitization).
5 Pay Revision
Matters
A Process files for Pay Revision of Executives 10 yrs in hard
form &
subsequently
in soft
form(after
digitization).
B Process files for Pay Revision of Officers(NUS) 10 yrs in hard
form &
subsequently
in soft
 form(after
digitization).

6 Policy
A Recruitment Policy for Executives, Officers, FTCE/Direct 10 yrs in hard
Contract employees including approvals and form &
amendments. Also incl. interpretations, clarifications if subsequently
any in soft form
B Performance Management Policy for Executives including 10 yrs in hard
approvals. Also incl. interpretations, clarifications if any form &
subsequently
in soft form
C Career Progression Policy for Executives including 10 yrs in hard
approvals and amendments. Also incl. interpretations, form &
clarifications if any subsequently
in soft form
D Reward & Recognition Policy including approvals and 10 yrs in hard
amendments. Also incl. interpretations, clarifications if form &
any subsequently
in soft form
E Training Manual including approvals. 10 yrs in hard
form &
subsequently
in soft form
7 Standard
Operating
Procedures
A SOP for CP file Maintenance including approvals and 10 yrs in hard
amendments. Also incl. interpretations, clarifications if form &
any subsequently
in soft form
B SOP for New Employee On Boarding for Executives 10 yrs in hard
including approvals and amendments. Also incl. form &
interpretations, clarifications if any subsequently
in soft form
C SOP for Character and Antecedent Verification including 10 yrs in hard
approvals and amendments. Also incl. interpretations, form &
clarifications if any subsequently
in soft form

8 Performance
Appraisal
A Appraisal records for Executives including KPT setting, Till the
Mid Term Review and Year end Appraisal in respective employee is on
files and/or Online Database the rolls + 5
APAR documents for Executives at Grade E-8 as per DPE years (in case
guidelines. of any pending
dispute, the
records shall
be maintained
till final
 resolution of
dispute)
B Moderation Committee minutes for Executives & Officers 10 years
C Process file for dealing with Representation/Appeals in 5 years
Executive/Officer category against Appraisal {Documents
related to Representation/Appeal after disposal shall be
transferred to the CP/Personal file of the employee
created as per SOP for CP file Maintenance}
9 Promotion
A Departmental Promotion Committee Minutes for 20 years
Executives & Officers(NUS)
B Process file for dealing with Representation/Appeals in 3 years
Executive/Officer category against non-promotion
{Documents related to Representation/Appeal after
disposal shall be transferred to the CP/Personal file of the
employee created as per SOP for CP file Maintenance}
C Promotion orders for Executives & Officers(NUS) in Till the
respective files and/or Online Database{Original Office employee is on
orders/approvals shall be transferred to the CP/Personal the rolls + 5
file of the employee created as per SOP for CP file years
Maintenance}
D Processing file for filling up the approved position 5 years
through Internal Vacancy Notifications {Documents
related to the selected candidate shall be transferred to
the CP/Personal file of the candidate created as per SOP
for CP file Maintenance}
E Year wise Promotion Reservation Register/Rosters 10 yrs in hard
for Group A & B positions form &
subsequently
in soft form
10 Recruitment Files containing Approval of Competent Authority (MPR) 10 yrs in hard
for Recruitment to all Regular and Non Regular in form &
Executive category, FTCE positions. subsequently
in soft form
A Process(Recruitment Master) files for all regular 5 years
employment in Executive positions consisting of all
documents including advertisement if any and other
approvals as per applicable Recruitment
Rules{Documents related to the selected candidate shall
be transferred to the CP/Personal file of the candidate
created as per SOP for CP file Maintenance}
B File containing applications of unsuccessful candidates 1 year after
along with attached documents. completion of
recruitment
process for the
position
C File containing applications of empanelled candidates 1 year after
along with attached documents as part of Recruitment completion of
Master file. recruitment
process for the
position
D Documents related to Recruitment to Officer(NUS),
Group B positions through written test
i Process (Recruitment Master)File for all regular 5 years
employment in Officer(NUS) positions consisting of all
documents including approvals as per applicable
Recruitment Rules{Documents related to the selected
candidate shall be transferred to the CP/Personal file of
the candidate created as per SOP for CP file
Maintenance}
ii Written test result from Agency entrusted to conduct the 2 years in hard
test. form and
subsequently
in soft
form(after
digitization).
Iii OMR sheet to be retained by the agency. Till 6 months
from the
declaration of
result
iv After six months Recruitment section shall collect the 10 yrs in Hard
OMR sheets of selected/empanelled candidates in hard form & 15 yrs
form from the agency. in soft form
v Correspondence related to Officer(NUS) recruitment 2 years
including reply to RTI queries, Vigilance, National
Commission etc.
vi All recruitment related documents including Recruitment Till final
Master, In case of Court Cases (if any). disposal of case
+ 1 year
E Processing files for all Consultants/Advisers/Retainers Till the
engaged through CHRD Consultants/
Advisers/Retai
ners is
engaged+1
years
F Year wise Recruitment Reservation Register/Rosters 10 yrs in hard
for Group A & B positions form &
subsequently
in soft
form(after
digitization).
G Caste verification certificate and correspondence for 5 years
Executives {Documents related to the selected candidate
shall be transferred to the CP/Personal file of the
candidate created as per SOP for CP file Maintenance}
H Documents related to Verification of Character & 2 Years
Antecedents forms for Executives & letter to authorities, -
registered AD slips, replies received {Documents related
to the selected candidate shall be transferred to the
CP/Personal file of the candidate created as per SOP for
CP file Maintenance}
11 Electronic data All electronic data maintained in PMS database Till the
 employee is on
rolls of the
company +5
years
12 Learning and
Development
A Process file for subject wise Training programs 2 years after
conducted in-house containing, TNI document/ the completion
proposal from businesses/function, approval of of the training
Competent Authority, Nomination details, expense program
incurred. Result achieved.
B Training History of individual Executives and Till the
Officers employee is on
rolls of the
company
C Process file for subject wise Training programs 2 years after
conducted externally containing, TNI document/ the completion
proposal from businesses/function, approval of of the training
Competent Authority, Nomination details, expense program
incurred. Result achieved.
D Training Feedback forms 1 year
E Participants report on learning and Job Improvement 10 years
Plan(JIP) from the external training program
F Training Calendar including approvals 2 years
G Annual Training Need Analysis record 2 years
H Correspondence-Internal 2 years
I Correspondence-External 2 years
J Course material to be retained in Library in 10 years from
DVDs/LMS database and hard disk. the date of
training
13 Approved
Forms/
Formats
A MPR Permanently
B Advertisement Approval and as
C Recruitment – Scrutiny/ Shortlisting modified from
D L&D Nominations time-to-time
E L&D Participant Feedback in Soft Form
F L&D – JIP
G Recruitment – Scrutiny/ Shortlisting

14 Registers Inward and Outward Register- office of SVP(HR) 2 years

15 Statutory
Returns
A Form ER-I and ER-II under Employment 1 yr in hard
Exchanges(Compulsory Notification of Vacancies) Rules form & 5 years
1970- for Executives. in soft form.
16 Agreements
A Employee Search Firms 2 years from
expiry of
contract
B Back Ground Verification Agency 2 years from
expiry of
contract
C Document Verification Agency 2 years from
expiry of
contract

Methodology for Disposal: By Shredder

B. Regional Human Resource Department :

Sr. Function/ Record Classification Retention

No Section/Cell Period
1 Establishment
Circulars/OMs/Guidelines
A All circulars/orders/guidelines related to 10 yrs in hard
organization structure/ life cycle events for form &
regular employees. subsequently
in soft
form(after
digitization).
B All circulars/orders/guidelines /IOMs related to 10 yrs in hard
engagement of persons on non regular or form &
contractual basis including subsequently
consultant/retainers etc. in soft
form(after
digitization).
C Subject wise Guard File containing all 10 yrs in hard
DOPT/DPE/ Government OMs/guidelines, form &
Presidential Directives related to subsequently
Officers(NUS), Unionized, Contractual, FTCE in soft form
and Direct Contract employees.
D Notice of formation of Grievance redressal 10 Years
committee as applicable, approvals thereof
E Notice of formation of Sexual harassment 10 Years
Committee, approvals thereof, record of
quarterly meetings
F Local/ Regional Office Notice/ Circulars 5 Years

2 Life Cycle Activities

Processing File for Organisational Changes Till FY + 1 year
/Transfers / Resignation /Postings / Re-
designation of Officer(NUS),Unionized
employees , Direct Contract & FTCE employees
{Original Office orders/approvals related to
Life Cycle events shall be transferred to the
CP/Personal file of the employee created as
 per SOP for CP file Maintenance}
Processing file for Resignation cases in 2 years
Officer, Unionized employees , Direct Contract
& FTCE category
{After processing, the approval documents are
to be transferred to CP/Personal file}
Copy of exit interviews as per policy 5 Years
3 Leave
A All Leave records For Executives Till the
B All Leave records For Officers employee is
C All Leave records For Unionized Category on the rolls
D All Leave records For FTCE/Direct Contract +1years
E Processing file for Privilege Leave Till the
Encashment. employee is
on rolls of the
company
4 Correspondences Correspondences-Internal Till FY + 2 year
A Correspondences-External Till FY + 2 year

5 CP files (Personal Files)

A CP Files of Officer, Unionized employees , Till the
Direct Contract & FTCE employees maintained employee is
as per the SOP for maintenance of CP files alive +5 years
if no dispute
is pending.
Soft copy to
be retained
permanently.
B Personal files of Consultants, Retainers Till the
engaged in the region containing all approvals Consultant,
and other statutory documents Retainer is
engaged + 4
years

6 Medical Facility
A Process file for Medical facility/reimbursement 5 years
for Unionized category employees
B Process File for Medical reimbursement of 5 years
Executives
C Process file for Medical reimbursement under 5 years
PRMBS
D Process File for Annual Health Check-up for 2 years
Executives
E Process File for Annual Health Check-up for 2 years
Officers
F PRMBS Register with beneficiaries' details, Till the life
claimable and claimed amounts, balances cycle of the
G PRMBS Process Files beneficiaries
H PRMBS enrollment forms, copy of subscription
payments received
7 Guard File Guard file containing all DOPT/DPE/Ministry Permanently
guidelines and Presidential Directives related
to Reservation in Group C&D positions
8 Welfare
A Process file for Uniform facility for Unionized 3 years
category employees
B Process files for LTA for Executives, Officers 2 years
and unionized category employees
C Process file for Merit Scholarship 5 years
D List of employees receiving Long Service 15 years
Awards
9 Recruitment/ Engagement
A Files containing Approval of Competent 10 yrs in hard
Authority(MPR) for Recruitment to all Regular form &
and Non Regular in Officer(NUS) category, subsequently
FTCE, Contractual, Out Sourced, Direct in soft form
Contract, Consultant/Adviser/ Retainer
positions.
B Process files (Recruitment Master)for all 5 years
regular or non regular employment/
engagement in the region in Officer,
Unionized Category, FTCE, Contractual and
Direct Contract employees and non regular
positions consisting of all documents as per
applicable Recruitment Rules{Documents
related to the selected candidate shall be
transferred to the CP/Personal file of the
candidate created as per SOP for CP file
Maintenance}
C File containing applications of unsuccessful 1 year after
candidates along with attached documents. completion of
recruitment
process for
the position
D File containing applications of empanelled 1 year after
candidates along with attached documents. completion of
recruitment
process for
the position
E Processing file for Confirmation of employees As per
recruited on regular & FTC rolls including all CP/Personal
confirmation appraisal documents {After file
confirmation, the approval documents are to
be transferred to CP/Personal file}.
F Process files for all deputation/engagements 2 years
of persons of Out Sourced
Agencies/Contractors in terms of approved
Company Policy{Documents related to the
engaged candidate shall be transferred to the
Personal file of the candidate}
G Year wise Recruitment Reservation 10 yrs in hard
 Register/Rosters for Group C & D form &
positions subsequently
in soft form
H Approved bills of outsourcing agency for 2 Years
recruitment/ recruitment agency
I Caste verification certificate and 5 years
correspondence for Officers {Documents
related to the selected candidate shall be
transferred to the CP/Personal file of the
candidate created as per SOP for CP file
Maintenance}
10 On Boarding
A All process papers related to On-Boarding of 1 year
Executives as per SOP for Employee On
Boarding{After on boarding, the approval
documents are to be transferred to
CP/Personal file}
Documents related to Verification of Character 2 Years
& Antecedents forms for Officers & letter to
authorities, - registered AD slips, replies
received {Documents related to the selected
candidate shall be transferred to the
CP/Personal file of the candidate created as
per SOP for CP file Maintenance}
Induction plan, admin/ IT requisitions for new 2Years
joinee
Requisition for new ID card 1 year

11 Disciplinary Actions
A Employee wise Process files consisting of all Till the
documents (including Domestic Inquiry employee is
documents) as per CDRR(for Executives & on the rolls +
Officers ) or applicable Service/Disciplinary 5 years
Rules for Unionized Category, FTCE/Direct
Contract employees.

12 Performance Appraisal
A Process file for Appraisal of Unionized 10 years
Category employees
B Process file for Appraisal of FTCE and Direct Till their
Contract category employees engagement
with BL + 5
year
C Appraisal records(including KPT setting, Mid Till the
Term Review and Year end Appraisal where employee is
applicable) for Officers(NUS), Unionized & on the rolls
Non Regular category employees in respective +5years
files or Online Database
D Moderation Committee minutes for Unionized, 1year(After
FTCE and Direct Contract employees(where that it shall be
applicable) maintained in
 digitized
form)
E Year wise Promotion Reservation 10 yrs in hard
Register/Rosters for Group C & D positions. form &
subsequently
in soft form

13 Promotion
A Process file for Promotion of Unionized 5 years(After
Category employees that it shall be
maintained in
digitized
form)
B Promotion orders for Unionized Category As per CP file
employees to be maintained in CP files. retention
period
14 Filled Forms (Employee To be maintained in CP/Personal file
Related)

A Nomination documents under EPF & MP Act Till the death

For Executives, Officers & unionized of the
employees employee + 5
B Nomination documents under EPF & MP Act years
For FTCE & Direct Contract employees
C Nomination documents under EPF & MP Act As per SOP for
For Non Regular/Contractual persons Non regular
engagement
D Copy of Form 3(PS), 4(PS), 5(PS), 10 D, Till the death
11 & 13 R under EPF & MP Act of the
employee + 5
years
E Form D, E, F, G, H,I, J,K,L and M as applicable To be kept as
under Payment of Gratuity (Central)Rules-1972 part of
CP/Personal
file.

15 Manpower planning
Process file for Organizational structure/ 10 years
restructuring (for SBUs)
16 Log Books
All Company owned vehicle logbook 3 years
All company hired vehicle logbook 3 years after
expiry of the
hire period

17 HSE
A Daily HSE inspection check-list (HR portion) 2 years
B First-aid report 2 years
Record of PPE issued to all employees & 5 Years
contract employees
 Register of accidents 5 yrs in hard
form &
subsequently
in soft form
18 Wage & Salary Admin
A Attendance register/ soft copy punch data 5 yrs in hard
form &
subsequently
in soft form
B Time-off/ out-door duty/ tour/ attedance 5 years
regularization slip in hard/ soft form as
applicable
C Process files for Pay Fixation of Unionized 10 years
category and Non regular positions
D Processing file for sanction of Perquisites 1 year
and Benefits {After processing, the sanction
documents are to be transferred to
CP/Personal file}.
E Employee claims for withdrawal from Till the final
RPFC, Gratuity claims (copy to CP File) settlement of
the employee
19 Admin(Other Than RHR-ER)
A Copies of tenders, empanelment’s, 10 years. In
amendments, TCRs and supporting case of any
documents, purchase/ work orders, letter for dispute, the
negotiation and other correspondence with documents
parties, vendor evaluation, blacklisting shall be
retained till
resolution of
dispute.
B Company Guest house allotment records and 1 Years
approvals, register
C Security
i Visitors' entry register 3 Years
ii Material in/ out register 5 yrs in hard
form
iii Security report register 5 Years
D Company accommodation allotment 3 Years
approvals, letters
E Car hiring requisitions, payments Till the expire
of the
contract
period
F Company leased accommodation notes, 10 Years
approvals, payment records
G Administrative expenses/ approvals file 3 Years
H Approvals for bazar purchases, other approvals 3 Years
for misc. administrative expenses
I Capex proposals, budgetary offers, sanctioned 10 Years
capex items, records of completion
J Properties
i Copies of all original property related Permanently
documents for properties owned by the in hard form
Company or in Digitized
ii Original documents related to rented/ leased Form
properties incl. approvals
iii Correspondence with housing society, Till the
payment of charges, municipal charges and property is
other utility payments for Company owned/ owned/rented
rented properties by the
company+5
years

K Raj Bhasha Bibhag Process Files related to Hindi workshop, Hindi 10 Years
quarterly meeting, Parliamentary inspection,
internal inspection, Hindi Pakhwada, Hindi
library, Govt. CIrculars, Quarterly report
L CSR Correspondence with HO/ NGO Partners/ Local 5 Years
administration regarding CSR projects
20 Employee Relation Long Term Settlements
A Process file for Long Term Settlements Permanently
in hard form
or in Digitized
Form
21 Agreements with Unions Permanently
in hard form
or in Digitized
Form
22 Process files for Grievance Readdressal 2 years
Committee proceedings containing Grievances,
action taken report & report to Ministry etc if
applicable.

23 Union and Association Routine Correspondence with Unions 5 years

24 Annual Declaration Declaration of dependents for LTC & Till the
Medical facilities employee is
on the rolls
+5years
Life certificate for PRMBS Till the
employee is
alive
Annual Property return Till the
employee is
on the rolls
+5years

25 R&R Award Processing files for Reward & Recognition 2 years

Awards
26 Loans & Recovery
A Process files for HBL, Car Loan, Furniture Till pendency
Equipment Scheme and other loans & their of the loan + 2
recovery years
27 Correspondence Correspondence with Out Sourced Agency 5 Years
Correspondence with statutory/ local 5 years
authorities
28 Raj Bhasha
Bibhag(RHR-ER)
A Correspondence with Ministry/Department 1 year
of Official Language
B Qtrly. Report of OL 1 year
C Files pertains to Parliamentary Committee Till the
inspections Committee’s
next visit
D OL Policy, Act & Rules, OL Check points 5 yrs in hard
Guard File form &
subsequently
in soft form
E Correspondence files-internal & external 1 year
F Hindi Training Register Till the
employee on
rolls.
G Sanction of Awards under Hindi Incentive Till
Scheme completion of
audit + 1year
Parliamentary Committee inspection report Permanently
on Hindi and compliance in digitized
form
29 Agreements with All agreements with Service providers Till 5 years
vendors/Service after the
providers expire of the
agreement
period
30 Registers/Returns/Forms
A Contract Labour(R&A) Act All Statutory Registers, Returns and Forms 5 yrs after the
& Rules last entry
B ESI Act 1948 All Statutory Registers, Returns and Forms 5 yrs after the
last entry
C Payment of Bonus Act 1965 Form A, B, C and D under Payment of Bonus 5 yrs after the
Act 1965 to be generated and retained by RHR- last entry
ER for the company.
D The Minimum All Statutory Registers, Returns and Forms 3 yrs after the
Wages(Central) Rules 1950 last entry
E Factories Act & Rules All Statutory Registers, Returns and Forms 5 yrs after the
last entry
F The Payment of Wages Act 5 yrs after the
1936 All Statutory Registers, Returns and Forms
last entry
G Industrial Employment All Statutory Registers, Returns and Forms 5 years from
(Standing Order) Act 1946 date of last
entry
H Minimum Wages Act 1963 5 years from
All Statutory Registers, Returns and Forms date of last
entry
I Shops and 5 years from
Establishment Act 1947 All Statutory Registers, Returns and Forms date of last
entry
J Inter-State Migrant 5 years from
Workmen Act 1979 All Statutory Registers, Returns and Forms date of last
entry
K Employee Compensation 5 years from
Act 1923 All Statutory Registers, Returns and Forms date of last
entry
L Industrial Disputes Act Register Of Settlements 5 years from
date of last
entry
31 MIS
A Quarterly manpower report, actuarial 10 Years
valuation data, HR inputs to Management
report, holiday list incl. approval thereof
B Copies of Company HR policies incl. Permanently
amendments, interpretations, clarifications
32 Statutory Records
A Contract Labour (R&A) Act Registration Certificate in compliance to the Permanently
1970 provision under section 7(1) of CL(R&A) Act
1970
Certified copy of Contractor’s License under Permanently
CL(R&A) Act 1970
Copy of employment Card in Form XIV 5 Years
Copies of all statutory notices displayed as 10 Years
relevant to establishment/ operating unit incl.
Abstract of acts, Notice under Contract labour
act
B Factories Act & Rules FORM-1
Requesting Approval for Permanently
Factory Building
FORM-2
Factory Licence Renewal 5 years from
application date of last
FORM - 3A Notice of Change of Manager entry
FORM - 4 Factory Licence
FORM - 5 Fitness Certificate
All other statutory Registers, Reports, Records,
Returns, Cards, Certificates and Forms
C Maternity Benefit Rules 5 years from
1967 All Statutory Registers, Returns and Forms date of last
entry
G Employment 5 years from
Central /local Employment
Exchanges(Compulsory Requisition date of last
Exchange depending on the
Notification of Vacancies) Form entry
nature of vacancies
Rules 1970
H The Gratuity Act 1972 To be
retained as
All Statutory Registers, Returns and Forms part of
CP/Personal
file
I Contract Labour All Statutory Registers, Returns and Forms 5 years from
(Regulation & Abolition) Copies of separate e-challans/ECR, in respect date of last
 Act 1970 of contract employees employed by entry
Contractors in Balmer Lawrie.
Details of remittances to ESI/ PF with
supporting statements - for employees on
direct/ contract rolls, copies of PF/ Pension
forms
J ESI Act 1948 ESI / WCM ESI Challan 5 Years
FORM 0 - 1 Employers Registration Form Permanently
Until the
personal
All other Statutory Forms dossier of the
employee is
maintained
FORM - 5 ESI RETURN 5 years from
FORM - 6 Return of Contribution date of last
Statement of Advance entry
FORM 6 -A
payment of Contribution
Assentation Verification - of
FORM - 28
employees on leaves
Assentation Verification - of
FORM 28-A
employees on leaves
FORM - 37 Continuing Employment
Application for Dispensary
FORM - 53
Change
Inspection Book
K Employees Provident Fund Application for grant of Permanently
FORM 1
Act 1952 exemption
FORM 5-A Return of Ownership
FORM 6-A Annual Contribution Until the
(Revised) Statement personal
FORM 9 Declaration by a person dossier of the
(EPS) taking up employment. employee is
FORM - 2 maintained
PF Nomination
(Revised)
Form - 11
Declaration given by a person
(Revised)
FORM - 19 PF withdrawal 5 years from
FORM - 20 PF withdrawal for death case date of last
if not work any company for entry
FORM - 10 - C Pension Claim below 10
years
FORM - 10 - D Pension Claim
FORM - 31 Advance Form for PF
FORM - 13 A PF Transfer Form
PF Challan
L Minimum Wages Act 1963 5 years from
All Statutory Registers and Forms date of last
entry
M Shops and 5 years from
Establishment Act 1947 All Statutory Registers and Forms date of last
entry
N Inter-State Migrant 5 years from
All Statutory Registers and Forms
Workmen Act 1979 date of last
 entry
33 Standardised Forms/
Formats
34 Learning & Development Approval for training programmes, fees, 5 Years
administrative costs, nominations, training
attendance sheet
35 ISO Documents ISO 90001 Files (HR): Training Need 5 Years
identification, Competency mapping, Job
description, training records
36 Electronic data All electronic data maintained in HRMS Till the
database employee is
on rolls of the
company +5
years
37 Grievance Process file for Grievance redressal 2 years from
Committee proceedings containing the date of
Grievances, action taken report and report to filling of
Ministry and other statutory of Govt. bodies. grievance

Note: All regional HR Heads shall be responsible for registration under ‘Shram Suvidha’ or any other
portals as advised by appropriate government.
Methodology for Disposal: By Shredder

C. Health Safety And Environment Department :

Sr. Function/ Record Classification Retention

No Section/Cell Period
HSE
HSE POLICY Permanent
HSE Manual Permanent
HSE Tenders 5 Years
Records of Major Accidents[LTI/Fatality] and Investigations 10 Years
HSE Audit Reports Internal 10 Years
HSE Audit Reports External 10 Years
HSE Training records ( Internal) 5 Years
HSE Training Records ( External) 5 Years
Mock Drill Records ( Location wise) 3 Years
HSE related Correspondence to Ministry 10 Years
HSE Monthly Information system 5 Years
RTI reply to any query 10 Years
Licenses / Authorisations related to Environment , safety at Parmanently
Unit Level .[ Documents to be available in Portal]
Returns related to Health, safety , Environments at Unit level 10 Years
 D. Corporate Legal Department :

Sr. Function/ Record Classification Retention

No Section/Cell Period
1 RTI Cases disposed without attracting any 1st Appeal 3 years
2 RTI Cases attracting 1st Appeal 3 years
3 RTI Cases attracting 2nd Appeal 5 years
4 RTI Files relating to implementation, suggestion, guidelines Permanent
etc.
5 Legal Arbitration & Litigation Cases (Non-Employee) 1 year from
when the case
is finally closed
in all respects
by Order or by
limitation
6 Legal Arbitration & Litigation Cases (Employee) 3 years from
when the case
is finally closed
in all respects
by Order or by
limitation or
separation of
employee-
whichever is
later.

E. Corporate Communication Department :

Sr. Function/ Record Classification Retention

No Section/Cell Period
1 Corporate Circulars pertaining to Corporate Communications Permanently
Communication
2 Publications (Corporate brochure, Brand Manual, Permanently
Newsletter, House Journal etc.) – All publications are
available in soft form
3 Policies Permanently
4 Process Files related to Branding activities/ events Permanently
including the approvals of Competent Authority.
5 Approved Press Releases / Media Briefings Permanently
6 MOPNG queries related to Corp Comm / Advertising and 3 years
Branding
7 Reply to Government Departments/ Ministries other than 3 years
MOPNG.
Tenders 5 years