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5
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6
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8
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10
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The 27th January 2015
No. 567—In exercise of the powers conferred by sub-section (1) of section 17 of the
The State Public Records Acts 2014 the State Government of Bihar hereby makes the
following Rules:-
1.
Short title, extent and commencement.- (1) These rules may be called the Bihar
Public Records Rules, 2015.
(2)
It shall extend to the whole of the State of Bihar.
(3)
It shall come into force on the date of its publication in the Official Gazette.
2.
Definitions.- In these rules, unless otherwise requires in the context: -
(a)
“Act” means the Bihar Public Records Act, 2014;
(b)
“appraisal” means the evaluation of public records in association with the
Bihar State Archives or the regional archives as the case may be;
(c)
“classified records” means the files of Chief Minister Secretariat, Chief
Secretary Office, Governor Secretariat, Home Department and Cabinet Secretariat
Department classified as top- secret, secret, confidential and restricted;
(d)
“custody” means the possession of public records;
(e)
“defunct body” means a corporate or non corporate body which has been
wound up with no successor to carry on its functions;
(f)
“Down gradation of classified records” means down gradation of the security
classification of the records after evaluation;
(g)
“file” means a collection of papers relating to the public records on a specific
subject-matter and it includes the correspondence, notes and appendix thereto and
assigned with a file number;
(h)
“form” means the form appended to these rules;
(i)
“private records” means records lying in the possession of private individual
or with any non-governmental organization;
(j)
“recording” means the process of closing a file after action on all issues
considered thereon has been completed;
(k)
“records of permanent nature” means the public records being maintained
after recording for the period specified, under sub-rule (1) of rule 5 by the records
creating agency in accordance with the procedure laid in its secretariat
instruction/record manual or instruction on the subject.
(l)
“retention Schedule of records” means a Schedule which provides the period
of retention;
(m)
“review” means periodical evaluation of recorded files on the expiry of the
period of retention for determining their further retention or destruction, as the case
may be;
(n)
“section” means the section of the Act;
(o)
“standing guard file” means a compilation of papers on the particular subject-
matter and it includes the copies of policy decision, orders, instructions or any
another matter incidental thereto arranged in a chronological order;
(p)
“words and expressions used herein and not defined but defined in the Act,
shall have the meanings respectively assigned to them in the Act;
3.
Nomination of records officer.- The records creating agency shall, by an office
order, issued in the pursuance of the provision of sub section (1) of section 5 of the
Act, nominate one of its officers, not below the rank or grade of a Section officer, as
the Records Officer. A copy of such office order shall be forwarded to the Director
or head of the Archives, as the case may be. Archivist of the District Record Room
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where the post of Archivist is created shall work as the Record Officer. Archivist
will be incharge officer of District Record Room.
4.
Maintenance of standing guard files.- The Records Officer shall be responsible for
maintaining and keeping a standing guard files and proper record according to the
directions issued by the Director or Head of the Archives, as the case may be in
pursuance of the provisions of sub-section (2) of section 6 and shall produce the
same for inspection, as and when required by the Director or Head of the Archives,
as the case may be.
5.
Acceptance of public records of permanent nature.- (1) The Director or Head of
the Archives, as the case may be, shall accept for deposit and preservation of public
records of permanent nature which have been retained after recording by the Record
Creating Agency in its records room for the last twenty five years or more.
(2)
Records Officer shall intimate to the Director or Head of the Archives, as the
case may be, each year before 31st day of January, in Form-1, the particulars of all
public records of permanent nature of which appraisal have to be made during that
year.
(3)
On receipt of an intimation under sub-rule (2), the Director or the Head of the
Archives, as the case may be, through his officers, shall assist the Records Officers
in conducting the appraisal of the public records. When the appraisal is over, the
Records Officer shall prepare, in triplicate, a transfer-list in Form-2 of all public
records and deposit the same for preservations with the Director or the Head of the
Archives, as the case may be, who shall, after his satisfaction, return one copy of the
transfer-list to the Records Officer as a receipt of the public records.
(4)
If the records officer after a appraisal deems it necessary to retain any record
or file of permanent nature beyond the period of twenty five years, he may do so for
reasons to be recorded in writing and under intimation to the Director or the Head of
the Archives, as the case may be.
6.
Withdrawal of public records.- (1) If public records deposited and preserved with
the Director or the Head of the Archives, as the case may be, is required by the
Records Creating Agency for any official purpose, the Records Officer shall send a
duly signed and stamped requisition slip in Form-3 to the Director or the Head of the
Archives, as the case may be.
(2)
The public records requisitioned under sub-rule (1) may be returned as soon
as the purpose is achieved but shall not be retained beyond the period of six months
by the Records Officer or the Records Creating Agency.
7.
Down-grading of the classified records.- (1) The Records Creating Agency shall,
by office order authorise an officer not below the rank of the Under
Secretary/Deputy Collector to the Government of Bihar to evaluate and down grade
the classified records being maintain by it. A copy of such office order shall be
forwarded to the Director or Head of the Archives, as the case may be.
(2)
The officer so authorized under sub-rule (1) shall evaluate the classified
records every fifth year for the purpose of down-grading.
(3)
After down-grading if the officer declares any record to be of permanent
nature, the same shall be deposited and preserved with the Director or the Head of
the Archives, as the case may be, after its appraisal.
(4)
The records deposited under this rule may be requisitioned for any official
purpose and returned to the Director or the Head of the Archives, as the case may be,
in the manner provided under rule 6.
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(5)
Every year in the last week of June and December, a half yearly statement in
Form-4 shall be furnished by the officer authorized under sub-rule (1) to the Director
or Head of the Archives, as the case may be of the action taken for evaluation and
down gradation classified records.
8.
Submission of Annual Report.- (1) The records officer nominated under rule 3
shall furnish to the Director or Head of the Archives, as the case may be, an Annual
Report in Form-5 every year in the month of March of the following year.
(2)
The Director or Head of the Archives, as the case may be, shall, there after,
submit a report of the action taken by the Records Officer in pursuance to the
provisions of clauses (a) to (k) of sub-section (1) of section 6 of the Act to the
Cabinet Secretariat Department of the Government every year.
9.
Destruction of Public Records.- (1) No public record shall be destroyed without
being recorded and reviewed. In the month of January every year, each Records
Creating Agency shall record after consulting the records retention Schedule, all
those files on which action has been completed. This work shall be a accomplished,
in consultation with, the records officer.
(2)
No public records, which is more than twenty five years old, shall be
destroyed by the any Record Creating Agency unless it is appraised.
(3)
A list of all such public records, which are proposed to be destroyed, shall be
prepared by the Record Creating Agency in Form-6 and retained permanently for
future reference.
(4)
The records officer shall furnish a half yearly report in respect of recording,
indexing, reviewing and weeding of records to the Director or Head of the Archives,
as the case may be in Form-7.
(5)
Records shall be destroyed either by burning or shredding in the presence of
records officer.
(6)
No records created 100 years ago shall be destroyed except where in the
opinion of the Director or the Head of the Archives as the case may be, it is so
defaced or is in such condition that it cannot be put to archival use.
10.
Access to private records.- (1) Records acquired from private sources by way of
gift or purchases or otherwise shall be made available for study, subject to the
conditions laid down by the donor.
(2)
Research scholar shall submit an application in Form-8 to the Director or
Head of the Archives, as the case may be, for permission to study the records. The
Director or Head of the Archives, as the case may be, may refused such permission
in public interest and for reasons to be recorded on the said application.
(3)
Wherever microfilm rolls or digital images may be available, the original
records shall not be supplied for study to the research scholars. No copy of any
records shall be made by anyone without the prior permission of the Director or
Head of the Archives, as the case may be.
11.
Access to public records.- (1) The public records accepted for deposit and
preservation under sub-rule (1) of rule 5 shall be made available for study and
research purposes subject to the provision of sub-section (1) of section 12 and the
following conditions, namely-
(i)
a person who intends to study the public records shall apply to the Director
or head of the Archives, as the case may be, in Form-8. The Director or Head of the
Archives, as the case may be, may refuse such permission in public interest and for
reasons to be recorded on the said application;
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(ii)
such foreign national intending to study the public records may be permitted
only on the production of the letters of introduction from their sponsoring institution
and diplomatic Mission;
(iii)
records, maps and cartographic records relating to External affairs and Nepal
may be made available for study keeping in view the security and defence of India
and its states territories;
Provided that the Director or Head of the Archives, as the case may be, refuse such
study;
(iv)
wherever microfilm rolls or digital images may be made available, the
original records shall not be supplied for study to research scholar;
(v)
scaning, digital photographs facilities may be made available on submission
of an application in Form-9 and for such services, the applicant shall have to make
the payment of such service charges as may be fixed by the Director or Head of the
Archives, as the case may be, from time to time;
(vi)
such person who study the public records for the purpose of research and
publishes the such work which is based upon the material taken from said records,
may acknowledge the same and definitely deposit a copy.
(2)
such person, who intends to study the public records, shall not-
(a)
write and put any mark or indications on public records;
(b)
fold, tear, cut, crease, or otherwise damage or mutilate public records;
(c)
remove any public records without obtaining the permission from the
Director or head of the Archives, as the case may be;
(d)
be allowed to take any eatable or drinking products or smoking at the time of
study the public records;
(e)
place anything or objects on any public records with a view to make out any
copy of the said records;
(f)
disturb or interrupt any other person at the time of study the public records;
and
(g)
behave in such manner which, in the opinion of the Director or Head of the
Archives, as the case may be, is detrimental to the maintenance and preservation of
public records.
12.
Allowances to the members of the Archival Advisory Board.– The members of
the Archival Advisory Board nominated by the Government of Bihar under clause
(d) of sub-section (2) of Section 13 shall be entitle to obtain travelling allowance and
daily allowance for attending the meetings of the Archival Advisory Board at the
rates admissible to Group 'A' officers of the Government of Bihar.
14
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28
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2015
2015
2015
Form- 1
[See sub-rule (2) of rule 5]
Particulars of records of permanent nature due for appraisal during the year ……………...
Total number of files
of 'A' & 'B' categories
lying in the records
rooms of the Records
Creating Agencies
Total numbers of
file of 'A' & 'B'
categories
transferred to
records room by
the sections during
the period under
report
Total No. of
files referred to
under column 1
and 2
Total No. of
files due for
appraisal
Remarks
if any
1
2
3
4
5
Signature and seal of the records officer
Form- 2
[See sub-rule (3) of rule 5]
Transfer List
Name of the Records Creating Agency i.e.
Department/Divisional Office/Collectorate/Public Undertaking etc.:
Name and particulars of the record officer:
Name of the Branch/Section:
Year:
S.No.
File No.
Subject matter of the files
Remarks, if any
Signature and Seal of the records officer
15
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28
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2015
2015
2015
Form- 3
[See sub-rule (1) of rule 6]
'Requisition slip'
Name of the Records Creating Agency (i.e. Department/Divisional
Office/Collectorate/Public Undertaking etc.):
Name and particulars of the Records Officer:
Particulars of records or File No. requisitioned:
Purpose for which required:
Undertaking by the records officer- I……………………………………….. hereby declare
that the records/file requisitioned shall be returned to the Director/the head of the Archives
before the expiry of six months as required as under sub-rule (2) of rule 6.
Date
Signature and Seal of the records officer
Form- 4
[See sub-rule (5) of rule 7]
(Half Yearly Statement of periodical review of classified records)
Total No. of the
classified records
lying at present in the
organizations
No. of classified
records due for
reviewing
No. of files
reviewed and down
graded during the
period under report
Remarks
Signature and seal of the records officer
16
बहार गजट (असाधारण), 28
28
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2015
2015
2015
Form- 5
Form for the submission of Annual Report to Director of Archives/head of the Archives
[See sub-rule (1) of rule 8]
1.
A.
Setting up organized Departmental Records Room- whether your
organization has set up an organized Records Room, and if so; is the space
sufficient?
B.
Nomination of Records Officer- whether your organization has nominated an
officer as Departmental Records Officer, and if not, give reason's?
C.
Training of Records Officer and Staff:-
(i)
Whether Departmental Records Officer has received training in Records
Management?
(ii)
Whether the junior staff working in the Departmental Records Room are
trained in various aspects of Records Management?
(iii)
If not, are you willing to avail training facilities existing at National Archives
of India.
D. 1. Sharing of space for housing semi- current records at Bihar State
Archives/Regional Archives:-
(i)
Whether your organization is willing to share space at Bihar State
Archives//Regional Archives?
(ii)
If yes, please state bulk of records proposed to be transferred.
2.
Periodical recording, reviewing and weeding out of semi-current records:
(i)
Whether your organization has taken steps for recording, reviewing and
weeding out of ephemeral records?
(ii)
Indicate the total number of records recorded, reviewed and weeded out
during the period under report.
3.
Appraisal of Non-Current records:-
(i)
Whether your organization has initiated action to get non-current records
appraised in consultation with Bihar State Archives?
(ii)
State the total bulk of records awaiting appraisal.
4.
Compilation/Revision of Retention schedule of Records:-
(i)
Whether your organization has compiled Records Retention Schedule of
substantive functions in consultation with Bihar State Archives and if not what
action do you proposed to take?
(ii)
Has your organization taken steps to revise the above schedule after five
years?
5.
Periodical review of classified records:-
(i)
Whether your organization has de-classified the classified records during the
period under report?
(ii)
If not, state reasons?
6.
Compilation of Annual Indices to Records:-
(i)
Whether your organization has compiled annual indices?
(ii)
State inclusive years with the name of the series?
7.
Compilation of Organizational history:-
Has your organization compiled organizational history reflecting various
functions along with the date their creation and if so furnish a copy to Bihar State
Archives.
8.
Records of Defunct Bodies:-
17
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2015
(i)
Whether your organization has got records of defunct bodies, give details?
(ii)
If yes, what action have you initiated for their transfer to Bihar State
Archives?
Form- 6
[See sub-rule (3) of rule 9]
Particulars of records destroyed during the year……………………………
Signature and seal of the records officer
Form- 7
[See sub-rule (4) of rule 9]
Quarterly report on recording, indexing, reviewing and weeding of records during the
quarter ending……………………………………..
Signature and seal of the records officer
Sl. No.
File Nos.
Subject of the files
Remarks
Sl.No.
Total numbers
of files
recorded
Total number
of files
indexed
Total number
of files
reviewed
Total number
of files
weeded out, if
any
Remark's
1
2
3
4
5
6
18
बहार गजट (असाधारण), 28
28
28
28 जनवर'
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2015
2015
2015
Form- 8
[See sub-rule (2) of rule 10 and clause (i) of sub-rule (1) of rule 11]
(Applications form for permission to consult records)
To,
The Director of Archives
Bihar State Archives
Jawaharlal Nehru Marg,
Patna-800001
Sir,
I hereby apply for enrolment as a research scholar for consulting records in the
Research Room of the Bihar State Archives. I agree to comply with the rules and conditions
in force and promise to deposit a copy of each of my work based on the materials consulted
at the Bihar State Archives immediately after the publication.
1.
Name, including Surname: Sh., Smt./Km./Dr. :
2.
Father’s/Husband’s Name :
3.
Date of Birth :
4.
Qualifications :
5.
Nationality :
6.
Profession :
7.
Subject of Research :
8.
University/Institutions registered with :
9.
Period for which admission is sought :
10.
Signature and Date :
11.
Address (i) Local :
(ii) Permanent :
(iii) Email Id:
(iv) Mobile/Telephone No. :
Particulars of records to be consulted :
Department
Period
Remark's
1
2
3
4
19
बहार गजट (असाधारण), 28
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2015
2015
2015
Scholars
are
requested
to
attach
a
letter
of
recommendation
from
their
University/Institution/Department. However, the foreign scholars are requested to bring a
letter of accredition carry a valid photos identity proof from the diplomatic representatives
of their country in India as well.
Form- 9
[See clause (v) of sub-rule (1) of rule 11 ]
Applications for Reprographic/Transcription facilities
To,
The Director of Archives
Bihar State Archives
Patna
Sir,
Kindly supply me Microfilm (NFG/POS) PHOTO COPIES/PLAIN PAPER
COPIES/SCANNED IMAGES/TRANSCRIPTS of the material(s) indicated in the enclosed
list
for
my
research/publication/University.
The
material
is
from
the
Ministry(s)/Department(s) of
It consists of items and
covers the period from to
1.
I declare that the above material is for my research/publication/University.
2.
I undertake to pay the charges as per schedule of rate prevailing at the time of
completion of work. I understand and accept that the estimated cost, when supplied is only
tentative and the rates are also liable to revision without notice.
3.
The photocopies/transcripts supplied will not be sold/transferred to any other person
without prior permission of the Director of Archives.
4.
The material, if published, will be suitably acknowledged and provisions of
copyright, were applicable, will be complied with.
5.
I hereby deposit a sum of Rs. as advance.
Yours faithfully,
Signature :
Permanent Address
Name (in block letters)
(in block letters)
Local Address :
20
बहार गजट (असाधारण), 28
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2015
2015
2015
FOR OFFICE USE
Advance received vide receipt No dated for Rs.
Service charges have come to Rs.
Balance receipt vide Receipt No. dated Rs.
Cleared for photo copying transcription subject to following :
(1)-------------------------------------
Signature and seal of the records officer
Date
By order of the Governor of Bihar,
Sd./Illegible,
Principal Secretary to Government.
————
अधी,क, सिचवालय मुिणालय,
बहार, पटना
ारा ूकािशत एवं मु1ित।
बहार गजट (असाधारण) 211-571+1000-ड'0ट'0पी0।
Website: http://egazette.bih.nic.in
