Vision & Mission
  Administration
  Faculty
  Department
  Academic
  Result Section
  Central Facilities
  Training & Placement
  R&D and Consultancy
  Student Activities
  Other Amenities
  RTI
  Mandatory Disclosure
  Audit Statements
  College Bye Law
  Webmail
  Contact Us
 
 
 
Downloads
 
Public Notice
 
Comlaints/Suggestions
  ..............................
Faculty Information
  ..............................
National Institutional Ranking Framework (NIRF) Data
  ..............................
QEEE Programme
  ..............................
NAAC Self-Study Report
  ..............................
College Ranking
  ..............................
Diploma Wing
  ..............................
Beant Sr. Sec. School
  ..............................
M.Tech.
 
TEQIP-II Activities
About TEQIP-II
  ..............................
Mentoring on TEQIP
  ..............................
TEQIP-II Cell
  ..............................
Tenders and Procurement
  ..............................
Academic Activities
  ..............................
  ..............................
Financial Management
  ..............................
Important Letters
  ..............................
BOG Minutes of Meetings
  ..............................
TEQIP Forms
 
College Bye Laws CHAPTER-36
 
Rules Regarding Weeding of Records
 
36.1. Period of preservation of various records shall be as contained in the Annexure.
36.2. The records on the Engineering Unit may be preserved as per the practice prevalent
the P.W.D. The records may be preserved up to the time when there is no audit objection pending with them.

ANNEXURE
 
S.N. Name of the paper/record Period  for which to be preserved
  1 2
1 Excess and Surronders Statement 5  Years
2 Cash receipts counterfoils Permanent
3 Register of Receipt/Cheque books 10 Years
4 Cash Book Permanent. However, Cash book pertaining  to Govt. Period which is more than 10 years old may be destroyed provided it is no longer in use and there is no pending audit objection pertaining thereto.
5 Register of Postal Orders 5 Years
6 Schemewise classified statement of income 5 Years
7 Bank Ledger 5 Years
8 Classified abstract of Expenditure 5 Years
9 Register of Investments 15 Years
10 Register of Receipt & disposal of cheques 5 Years
11 Register of Clearance of advances 5 Years
12 Pay bill(O/C Gazetted) 6 Years
13 Pay bill of establishment  O/C 6 Years
14 Daily attendance Roll of Labour 3 Years
15 Establishment check Register Permanent
16 Absentee statement 5 Years
17 Last pay certificates 3 Years
18 Redrawal bills Permanent
19 T.A. bill O/C (Gazetted) 3 Years
20 T.A. bill of Establishment, O/C 3 Years
21 T.A. bill of Examiner etc. O/C 3 Years
22 Aquittance roll 10 Years
23 Register of Security Deposits Permanent
24 Contingent Register 5 Years
25 Contingent bills 5 Years
26 Register of Examination Expenditure 5 Years
27 Bill for Remuneration  to paper-setters examiner sub-examiners checkers etc. 5 Years
28 Remuneration bill of Supervisory staff and other in attendance. 5 Years
29 Scholarship/Stipend bill 5 Years
30 Cash Book for Sundry deposits 10 Years
31 C.P.F. record Permanent.
WORKSHOP
32 Order forms 5 years
33 Job order Register 5 years
34 Job cards 5 years
35 Job sheet Register 3 years
36 Dispatch Register 3 years
37 Acknowledgement 5 years
38 Return slip 5 years
39 Job relieves Register 5 years
40 Gate passes 1 years
41 Bill-cum-invoice 4 years
42 Profit and loss accounts 12 years
MOTOR  VEHICLES
43 Log book 5 years
44 Tructor log book 5 years
45 Particulars of vehicles etc. Till the vehicles remains with College
46 Particulars of change of oil -do-
47 Particulars of replacement of tyres -do-
48 Particulars of Recovery -do-
49 Particulars of consumption of fuel oil and lubricants. -do-
50 Requisitions 2 years
51 Duty Register 5 years
BOOK TRANSFERS
52 Transfer entry o/c 5 years
53 Register of Transfer entries 5 years
FEES
54 Register of Applications for appointment. 3 years
55 Lists of postal orders 2 years
56 Register of medical certificates issued 3 years
57 Register of Daily sales 5 years
58 Register of Degrees to be issued in absentia Permanent
59 Register of Duplicate & other certificates 3 years
60 Receipt books (duplicate ) 3 years
61  Daily fee  collection register 12 years
62 Demand and collection register 12 years
63 Demand Ledger of variable & occasional dues 12 years
64 Register of students deposits 12 years
FUNDS, BUILDINGS, STORES
65 Funds cash book Permanent
66 Register of buildings Permanent
67 Indents for supply of consumable stores. 3 years
68 Stationery Register 3 years
69 Stamp Register 3 years
70 Price store ledgers Permanent
71 Indents on the central purchase organisation O/Cs. 5 years
LIBRARY
72 Accession Register Permanent
73 Shelf list card Permanent
74 With drawl Register  5 years
75 Acquisition Record for Ephemeral  Literature.  5 years
76 Periodicals check Record 5 years
77 Overdue and fines Register 5 years
RENTS
78 Register of Rent of Buildings & lands Permanent
79 Statements of rents recoverable in cash or by deduction from pay bills. 12 years
ORDER RECORDS
80 Personal files of the office establishment other than leave papers. 5 years after retirement, dismissal,death, resignation etc.
81 Service book other than leave papers personal files of gazetted officers.  5 years after retirement dismissal, death, resignation etc.
82 Register of Railway Receipts  3 years
83 Register of rent statements 3 years
84 Attendance Register. 3 years
85 Casual leave Register & application file 1 years
86 Office copies of telegram 1 years
87 Dak book of peons 2 years
88 Dispatch Register 5 years
89 T.A.check Register 3 years
90 Used stencils 3 years
91 Applications of the candidates who applied for various posts but are not selected 1 years after meeting of the selection Committee.
92 Replies received from the reference in respect of the candidates not selected. -do-
93 Receipt register 10 years
94 Answer- book of various departmental examinations and recruitment tests. 3 years
95 Files regarding sending of postal orders to the comp roller. 3 years
96

Files of application

Received from the candidates for supply of application forms.

1 years
97 Advertisement files 5 year
98 Applications for departmental examinations. 1 year
99 Applications forms of the candidates  not selected for admission to various programs 2 years
100 Requests for obtaining prospectus and admission forms. 1 year
 
36.3 PROCEDURES
The Registrar will be authorised to weed out the old record.
  1. where the period of preservation of the record has been determined such record shall be weeded out after the expiry of the prescribed period of preservation subject to the condition that there is no audit requisition/ objection/ reference pending against it or the same is not required in any investigation/ enquiry/ proceedings pending in the court of law.
  2. Where no period of preservation of record has been determined in that case the prior concurrence of the Principal shall be obtained before weeding out such record subject to the condition that the record proposed to be weeded out is not required in any investigation/ enquiry/ proceedings pending in the court of law or no audit objections/ reference is pending with regard to the same.
Provide further that while weeding out the record, the particular of such record shall be kept in respective offices on the prescribed performa and a copy of the same shall invariably be sent to the Registrar for information and record.
The weeded out record shall be torn into pieces and auctioned department wise in the presence of the Registrar and sale proceeds the same deposited in the College Account.
 
 
End of Chapter 36
 
Chapter No. Subject Page Nos.
1. Bye-Laws of the Beant College of Engineering and Technology, (Gurdaspur) Society. 3
2. Appointment Rules (General) 5
3. Rules for Appointment of Principal and Teachers. 11
4. Rules regarding the Appointment of Employees of the College other than the teachers. 15
5. Joining Time Rules 18
6. Vacation and Leave Rules. 23
7. Contributory Provident Fund Rules. 32
8. General Provident Fund-cum-Pension-cum-Gratuity Rules 43
9. T.A. and D.A. Rules 59
10. Conduct Rules. 68
11. Medical Reimbursement Rules. 73
12. House Allotment Rules. 75
13. Accounts Rules. 81
14. Purchase Rules. 89
15. Loans and Advances. 95
16. Students Fund Rules. 102
17. Hostel Rules for Students 107
18. Purchase Rules for Hostel 113
19. Students Aid Fund Rules. 116
20. Fee and Other Charges 118
21. Scholarship Rules. 120
22. Rules for Security Deposits 123
23. Rustication & Expulsion of Students 124
24. Motor Vehicle Rules. 125
25. Rules Regarding Payment of Travelling Allowance to the Candidates Called for Interview for Various Post 130
26. Rules Regarding the Forwarding of Applications for Outside the College 131
27. Norms of Work Load for Teachers 132
28. Rules Regarding Acceptance of Outside, Foreign Assignments by Teachers/Scientists of the College. 133
29. Work-charged Staff Rules. 135
30. Consultancy Rules. 137
31. Rules Regarding the Appointment of Heads of Deptts. 140
32. Rules Regarding Retention of Houses in the Campus by Teachers/Employees of the College who Proceed on Outside/Foreign Assignments/Fellowships/Deputation etc. 141
33. Rules Regarding Permission to the College Teachers for Writing Text Books. 142
34. Library Rules. 143
35. Semester Rules and University Ordinances 146
36. Rules Regarding Weeding of Records 151
37. Rules Relating to Inventions and Patents by the Staff and Students. 156