A statement of the categories of documents that are held by it for under its control
[Section 4(1)(b)(vi)]

Details of the records available may be made in a statement form, wing wise, unit-wise, branch-wise and it may be got tabulated, indexed and catalogued. (An illustrative list is given below).

Sr.No Nature of record Details of information available   Unit/ section where available   Retention period, where available   Whether accessible to public  
1. ACRs of faculty members and Group-A officers   T.T.E. Principal’s Office January 2010 No
2. Confirmation of faculty members – file     --do-- Establishment (Personal Files)   - No  
3. Selection Committee meetings for various group-A posts   Recruitment of Group A employees is done by UPSC   - - No  
4. Constitution of Selection /Expert Committees and their Minutes   Appointments on contract/ Reemployment/ Visiting   Through TTE   - No  
5. Inquiry/ complaint Disciplinary proceedings/ inquiry   Principal’s Office - No  
6. Registers 1. File movement 2. Despatch 3. Diary 4. Fax sent 5. Casual leave of the personal staff of Principal   - do -   Jan 2008 April 2008 Oct 2004 Jan 2008 Jan 2010   Yes  

Details of the records available may be made in a statement form, wing wise, unit wise, branch wise and it may be got tabulated, indexed and categorized.

A statement of the categories of documents held

Establishment Branch, COA

Note :-Establishment Branch of COA an educational Institution) deals in most of the cases with the employees of the Institute & Govt. bodies and does not deal either with students or with the common public

Sr.No Nature of Record Details of Information available Unit Section where available Retention period, where available
1 Personal files of the employees (Regular,Temp., Adhoc, Contractual, Deputationist ) and their Service books, where ever applicable   Service Record of the employees like Medical examinations, verifications of antecedents, probation clearance, Leave record, increments, GPF/CPF withdrawal/Advances, LTC etc. Extensions i/r/o Adhoc, Contractual, Deputationist including their record pertaining to LSPC, repatriations etc.., Various records of courses seminars attended reimbursements, retirements benefits etc..     Establishment Branch   As per period mentioned in Retention Schedule, available in Establishment Branch  
2. The record related to performance appraisal / ACRS of the employees   Relevant information TTE &  Services As per period mentioned in Retention Schedule, available in Establishment Branch with Head of office (B & C Group)  
3 Reservation roasters Vacancies in respect of direct recruitment /by promotion in respect of SC/ST/OBCs   - As per period mentioned in Retention Schedule, available in Establishment Branch .  
4 Records pertaining to the correspondence with Govt. agencies like various deptts. Of GNCT of Delhi, Central Govt. etc   All correspondence carried out in respect of their communication received from State Govt./ Central Govt. and rely thereof.   Principal’s Office -do-  
5 Correspondence with DU, DTTE, AICTE, UGC and various other educational related organizations / agencies   All correspondence carried out in respect of their communication received from time to time and reply thereof   -do-   -do-
6 Records related to payment of official telephone bills and reimbursement of telephone bills of entitled/ non entitled categories of the officers of the Institute   Relevant information DDO/Accounts   -do-
7 The files pertaining to the records of manpower hired through outsourcing   Information related to the tenders, details of bills and their payments and other correspondence made in this respect to the concerned contractor / labour department.   Establishment   -
8 Various Registers maintained in respect of :- Movement, Attendance , Stock Register, Increment, Telephone, Contract, Tuition fee, LTC, Scheme Wise Allocation, C.L. Booklet Register , Book Register, Diary Register (Internal/External) Despatch Register(Internal), Despatch Register(External) Franking Machine Register, Stamp Register, Stamp Register (Post Office) Relevant Information   -do- -

A statement of the categories of documents held

Sr.No Nature of Record Details of information available Unit/section where available   Retention period, where available  
1 Pay Bill Registers (PBRs) Salary details in r/o every employee   Office of D.D.O. Permanent  
2 GPF/CPF Ledgers Ledger Account in r/o provident fund of individuals   Office of D.D.O.   -
3. GPF/CPF Pass Books Details of upto date balances of GPF/CPF   Issue to individuals by office of D.D.O.   -
4 Broad Sheets Broad sheets of advances and their recoveries   Office of D.D.O.   -
5 Long term/short term Adv. Registers Advance Register in r/o long term & short term advances given to employees   Office of D.D.O.   -
6 TDS Registers Details of TDS recovered & remitted   Office of D.D.O.   From 2006-07
7 Schedule of Recoveries Details of recoveries & remittances from each pay bills   Office of D.D.O.   -
8 Pay Bills Details of salaries drawn month wise   Office of D.D.O.   From 2006-07
9 Grants-in-Aid (Schemes from AICTE)   Grants allocated and sanctioned   Office of D.D.O. -
10 Grants-in-Aid files (Externally funded R&D Projects)   Details of proposals for grants & their receipts   Office of D.D.O.   -
11 Budget Files/Statements Details of revised estimate & budget estimate submitted to govt. for approval   Office of D.D.O.   From 2006-07
12 I-Tax Assessments Calculation & finalization sheet in r.o. income tax of employees   Office of D.D.O.   From 2006       
13 TDS Register (Contractual) Details of TDS recovered in r.o. contract works   Office of D.D.O.   From 2006
14 Contingent Bill Register Bill register having details of contingent bills put up for payment   Office of D.D.O.   From 2006
15 ACB Register Details of contingent advances drawn and adjusted year wise   Office of D.D.O.   From 2006
16 Exp. Control Register Details of up to date expenditure head wise   Office of D.D.O. A/C BRANCH From 2006
17 Cash/Bank Books Depicting true picture of receipts & payments day wise Office of D.D.O.   -
18 Ledgers/R&P accounts Details of expenditure incurred under each head of account (scheme wise)   Office of D.D.O.   -
19 Cheque Issue Register for NGF   Details of cheques prepared against bills passed for payments   Office of D.D.O.   -
20 Acquaintance Roll Register Acquaintance of payments disbursed   Office of D.D.O.   From 2006
21 Monthly/Annual exp. statements   Headwise Expenditure statement in r.o. each scheme, month wise & year wise   Office of D.D.O.   From 2006
22 Receipt Books/Fee Challans Collections/receipts through official receipts & bank challans for the collections made through bank   Office of D.D.O.   From 2006
23 Book re-conciliation statements   Re-conciliation of accounts with bank   Office of D.D.O.   From 2006
24 TA/DA Files Payment of TA/DA to the employees of COA who were deputed on officials duties   Office of D.D.O.   From 2006
25 LTC/HT Register Register of LTC & home town in r.o. advances drawn and payments made   Office of D.D.O.   From 2006
26 Medical Adv. Register Register for medical advances sanctioned/paid during the year   Office of D.D.O.   From 2006
27 Medical Re-Imb. Register/ Files   Details of medical reimbursement made to the staff of COA   Office of D.D.O.   -
28 Diary/Dispatch Register Diary & dispatch of dak received in accounts section   Office of D.D.O.   -
29 File Movement Register To trace the movement of a particular file   Office of D.D.O.   -
30 Scholarship/Fellowship Register   Details of scholarships/fellowships paid during the year   Office of D.D.O.   -
31 P-Time Payment Register Details of payments i.e. honorarium & conveyance sanctioned & paid to the part time teachers     Office of D.D.O.   -
32 OTA Register Details of overtime allowances paid to the staff Office of D.D.O.   -
33 Imprest Register Details of imprest payments released   Office of D.D.O.   -
34 Pension Register & PPO Details of pension released   Office of D.D.O. -
35 Bill Files Files through which the bills are passed for payment   Office of D.D.O.   -
36 Annual Accounts Annual accounts of the institute including receipt & payment account, income & expenditure account and balance sheet   Office of D.D.O.   From 2006
37 Vouchers Paid vouchers/bills   Office of D.D.O. From 2006
38 FDR register Details of investments made under different accounts Office of D.D.O.   -
39 Various files relating to official correspondence with govt. departments, annual plans, EFC memos, appropriation, re- appropriations, allocations, fund transfers/investments, bank dealings, imprest sanctioned etc. Containing complete details of transactions held and approval of the competent authority Office of D.D.O.   -

Details of the records available may be made in a statement form, wing wise, unit wise, branch wise and it may be got tabulated, indexed and catalogued. (An illustrative list is given below):

Sr. No Nature of Record Details of information available   Unit/ Section where available Retention period, where available  
1 File Index Register File Opening Date, & Approx. cost of Item   Purchase/Store   -
2 File Movement Register Movement of files Purchase/Store   -
3 Tender Sale Register Record of Tender Sale Purchase/Store   -
4 Vendor’s Attendance Register   Attendance of Vendor   Purchase/Store   -
5 EMD Register Record of EMD’s Purchase/Store   -
6 Assets Register/ Non- Consumable Register   Record of Non- Consumable Items   Purchase/Store   -
7 Consumable Register For Physical Verification /Record of Consumable Items   Purchase/Store   -
8 Petty Purchase Register Record of Petty Items Purchase/Store   -
9 Sanction Register Details of payments   Purchase/Store   -
10 Purchase Order Register Details of purchase orders   Purchase/Store   -
11 Sports Register Details of Sports Item Purchase/Store   -

To be amended as per record of academic section      

Details of the records available may be made in a statement form, wing wise, unit wise, branch wise and it may be got tabulated, indexed and catalogued. (An illustrative list is given below) :

Sr.No Nature of Record Time frame/Norm Unit/section where available   Retention period, where available  
1 Convocation Register   From: 2010 to till date Academic Section   Permanent
3 Stock Register From: 2010 to till date Academic Section Permanent  
4 Inventory Record From: 2010 to till date Academic Section Permanent  
5 Medal Record From: 2010 to till date Academic Section Permanent  
6 Feed back Record From: 2010 to till date Academic Section Permanent  
7 Bonafide certificate Books   From: 2010 to till date Academic Section Permanent  
9 Semester Fees record From: 2010 to till date Academic Section Permanent  
10 Pass out Record From: 2010 to till date Academic Section   -
11 Examination Record From: 2010 to till date   Academic Section -
12 Provisional Degree Certificate Record   From 2003 Academic Section -  
13 Personal files of students record   From 2001 to till date Academic Section Permanent  
14 Transcripts Record From 2002 to till date Academic Section -
15 C.L. Record - Academic Section   -
16 Record of Railway concession issued to students   Since the railway concession being issued to the students   Academic Section Permanent  
17 Record of MFA. Scholarship from COLLEGE   Register maintained Academic Section   Permanent  
18 Record of BFA. Scholarship from the Institute   Register maintained Academic Section   Permanent  

A statement of the categories of documents held

S.No Nature of Record Details of information available     Unit/ Section where available   Retention Period, Where available  
1 COA Sports Meet Participation and Position record   Section of  Physical Education   -
2 Annual Athletic Meet Record   Participation and Position record   Section of  Physical Education   -
3 Delhi University Meet Participation and Position record   Section of  Physical Education   -

A statement of the categories of documents held

Sr. No Nature of Record Details of Information available Unit/Section where available Retention period where available  
1 Stock Register for Books   (a) Gen. Book Accession Register
(b) Donated Book Accession Register
(c) Book Bank Accession Register  
COA Library Book Section (a) From the year 2004
(b) From the year 2004
(c) From the year 2004  
2 Withdrawal Register for Books   Withdrawal Register COA Library Book Section From the year 2004  
3 Catalogue of books Main entry of the Books COA Library Book Section From the year 2004  
4 Stock Register for Journal/Magazine   (a) Subscribed e Journals
(b) Magazine record register for current issues
COA Library Journal Section (a) From the year 2007
(b) From the year 2008  
5 Library Membership Record   a) Permanent record register
(b) Membership form
(c) No dues diary
COA Library Service Section (a) From the year 2004
(b) from 2004
(c) from 2004  
6 Newspaper Record Current Newspaper COA Library Service Section From the year 2008  
7 Library Members Miscellaneous record     a) Duplicate Library Ticket record
(b) Penalty/fine imposition
(c) Daily books circulation statistics
COA Library Service a) &
(B) From the year 2008
(C ) from 2002 SECTION
8 Binding of Book/Journals   (a) Selection of vendor, list of documents etc.   COA Library Store From the year 2008
9 Consumable and Non-Consumable Stock Register   Stock entry registers COA Library Store From the year 2008  
10 Library Visitor’s diary, Issue-Return of Book diary   Visitor’s register (B) Issued and returned books   COA Library Store a) From 2008
(b) From 2008  
11 Library Policy Minutes of Library Advisory Committee COA Library Store From the year 2009  
12 Presence Attendance, C.L. & Com. Leave COA Journal Section From the year 2009  
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