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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).

 

Sl.

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

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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 categorized.

 

A statement of the categories of documents held

Establishment Branch, COA

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

 

S.

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 that are held by it for under its control

 

[Section 4(1)(b)(vi)]

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.

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.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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):

S.

No.

 

Nature of Record

Details of information

available

 

Unit/ Section where available

Retention period, where

available

 

01.

File Index Register

File Opening Date, &

Approx. cost of Item

 

Purchase/Store

 

 

02.

File Movement Register

Movement of files

Purchase/Store

 

 

03.

Tender Sale Register

Record of Tender Sale

Purchase/Store

 

 

04.

Vendor’s Attendance

Register

 

Attendance of Vendor

 

Purchase/Store

 

 

05.

EMD Register

Record of EMD’s

Purchase/Store

 

 

06.

Assets Register/ Non-

Consumable Register

 

Record of Non-

Consumable Items

 

Purchase/Store

 

 

07.

Consumable Register

For Physical

Verification /Record of

Consumable Items

 

Purchase/Store

 

 

08.

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

 

 

 

Statement of the categories of documents that are held by it for under its control

[Section 4(1)(b)(vi)]

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) :

S.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 that are held by it for under its control

[Section 4 (1) (b) (vi)]

 

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 that are held by it for under its control

[Section 4(1)(b)(vi)]

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

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

(a) 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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Last Updated : 28 Jan,2016