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 |
Back to previous page |
Page Last updated date : 20-02-2020 15:11 pm
Page Last Updated Date : 28-12-2022
Copyright © 2019 - All Rights Reserved - Official Website of College of Art, Government of National Capital Territory of Delhi, India
Note: Content on this website is published and managed by College of Art, Government of National Capital Territory of Delhi
For any query regarding this website, please contact
E-mail ID: prcoa[dot]delhi[at]nic[dot]in , Contact no: 011-23070397, 011-23383612
Site Visitors : 1
