Dear folks,
being the public officials, every moment we have to deal with "Public Records in order to discharge our duty.
Hence, it is of at most important to have knowledge about the legal definition and creation of Public Records, their classification-maintenance and the definition
of the files.
For detailed information one can study the act and rules enacted by the state government, which is being mentioned at the end of this post.
1. What Constitutes the Public Records?
The public records” includes:
(i) any document, manuscript and file;
(ii) any microfilm, microfiche and facsimile copy of a document;
(iii) any reproduction of image or images embodied in such microfilm, whether enlarged or not; and
(iv) any other material produced by a computer or by any other device of any records creating agency.
2. Which are the records creating agencies?
(i) in relation to the State Government, any Ministry, Department or office of the State Government; (ii) in relation to any statutory body or corporation wholly or substantially controlled or financed by the State Government or any commission or any committee constituted by the State Government, the offices of the said body, corporation, commission or committee;
3. Classification of Public Records:
The records shall be classified as A, B, C, D, the features of which are explained hereunder. The officer competent to approve such classification is also specified therein,-
(i) ‘A’ class.- To be preserved indefinitely. This class shall be allotted to
files in which important questions have been discussed or which contain orders establishing important precedents or general instructions or rulings of a permanent or important nature. These files shall be printed wherever necessary. Classification shall be approved by an officer not below the rank of a Deputy Secretary to Government or Head of the Department.
(ii) ‘B’ class.- To be preserved for 30 years. This class shall be allotted to files of the same category as above but which are unlikely to be required for reference after a few decades. Classification shall be approved by an officer not below the rank of Under Secretary to Government or Group “A” officer .
(iii) ‘C’ class.- To be preserved for 10 years. This class shall be allotted to files of secondary importance which are to be preserved for a very limited number of years. An Officer not below the rank of Section Officer or Group ‘B’ Officer shall approve this classification.
(iv) ‘D’ class.- To be destroyed after one year in the end of the year in which the file was closed. This class shall consist of files, the contents of which are of a purely temporary nature and which need not be preserved for a long period. An Officer not below the rank of Section Officer shall approve this classification.
4. What does the File Means?
“File” means a collection of papers relating to the Public Records on a specific subject matter consisting of correspondence, notes and appendix thereto and assigned with a file number.
5. What is the meaning of the term Recording?
“Recording” means the process of closing a file after action on all issues considered thereon has been completed
Reference:
"THE KARNATAKA STATE PUBLIC RECORDS ACT, 2010" and "The Karnataka State Public Records Rules, 2013".
Brought you by RSGE [Responsible State Government Employees] WhatsApp group.
being the public officials, every moment we have to deal with "Public Records in order to discharge our duty.
Hence, it is of at most important to have knowledge about the legal definition and creation of Public Records, their classification-maintenance and the definition
of the files.
For detailed information one can study the act and rules enacted by the state government, which is being mentioned at the end of this post.
1. What Constitutes the Public Records?
The public records” includes:
(i) any document, manuscript and file;
(ii) any microfilm, microfiche and facsimile copy of a document;
(iii) any reproduction of image or images embodied in such microfilm, whether enlarged or not; and
(iv) any other material produced by a computer or by any other device of any records creating agency.
2. Which are the records creating agencies?
(i) in relation to the State Government, any Ministry, Department or office of the State Government; (ii) in relation to any statutory body or corporation wholly or substantially controlled or financed by the State Government or any commission or any committee constituted by the State Government, the offices of the said body, corporation, commission or committee;
3. Classification of Public Records:
The records shall be classified as A, B, C, D, the features of which are explained hereunder. The officer competent to approve such classification is also specified therein,-
(i) ‘A’ class.- To be preserved indefinitely. This class shall be allotted to
files in which important questions have been discussed or which contain orders establishing important precedents or general instructions or rulings of a permanent or important nature. These files shall be printed wherever necessary. Classification shall be approved by an officer not below the rank of a Deputy Secretary to Government or Head of the Department.
(ii) ‘B’ class.- To be preserved for 30 years. This class shall be allotted to files of the same category as above but which are unlikely to be required for reference after a few decades. Classification shall be approved by an officer not below the rank of Under Secretary to Government or Group “A” officer .
(iii) ‘C’ class.- To be preserved for 10 years. This class shall be allotted to files of secondary importance which are to be preserved for a very limited number of years. An Officer not below the rank of Section Officer or Group ‘B’ Officer shall approve this classification.
(iv) ‘D’ class.- To be destroyed after one year in the end of the year in which the file was closed. This class shall consist of files, the contents of which are of a purely temporary nature and which need not be preserved for a long period. An Officer not below the rank of Section Officer shall approve this classification.
4. What does the File Means?
“File” means a collection of papers relating to the Public Records on a specific subject matter consisting of correspondence, notes and appendix thereto and assigned with a file number.
5. What is the meaning of the term Recording?
“Recording” means the process of closing a file after action on all issues considered thereon has been completed
Reference:
"THE KARNATAKA STATE PUBLIC RECORDS ACT, 2010" and "The Karnataka State Public Records Rules, 2013".
Brought you by RSGE [Responsible State Government Employees] WhatsApp group.
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