Maharashtra Housing

And
Area Development Authori

Manual on
Classification on Record
1981
( i. e. A, B, C, D List )
sing

uthority

ecord

)
 Record Classification (and Destruction) Rules,
(or A.B.C.D. List)
For all the Offices under MHADA
Abbrevation used :
(To be carefully noted )
Classification Of Record Period of Retention
A
Permanent (or for
indefinite Period)
B 30 Years
B-1 20 Years
C 5 Years
C-1 10 Years
D 1 Years
D-1 3 Years

Sr.No.Brief Description Classification

1 2 3
1 Cash Books A

2 Rent Roll A

3 Electricity Rent Roll A

4 Deposit Registers A

5 B
Adjustment Register of Debit
Register/Credit Register.
6 Pay Bills and Supplementary Pay Bill B
7 B-1
The Register for noting down the
issue of Triplicate Receipt Books to
Rent Collector
8 Triplicate Receipts (Office Copies) B-1
 9 Duplicate Receipt Books used by
Cashiers in Estate Manager's Office B-1

10 Field Books B-1

11 Remittance Reports Files C
12 Remittance Reports Books C
13 Samaj Mandir Deposit files or
allotment of Samaj Mandir
D
(documentary paper files)

14 Festival Advance Register

D

15
Remittance Report office copies
D
(Reports prepared by the Rent
Collector)
16 Inward Register D-1
17 Outward Register D-1
18 Hand Delivery Books D-1
19 Work Sheet D-1
20
Service Stamp Account Registers in D-1
(A) and (B) forms
21 Office copies of transfer entry Books D-1
22 Bank Remittance slips files

23 Counterfoils of Cheque Books C

24 Cash Analysis Register C
25
Office copies Monthly Accounts C
files and vouchers files thereunder
26 Contingent Expenditure Register C
27 Electricity Bill Books

28 Muster Roll D
29 Tenements Fills
D

30 Personal files of staff members.

31 Application which were not

successful in the lottery :

(I) Where there is no earnest

money deposit, they should be
destroyed immediately after the
lottery procedure is over;

(II) In the cases where earnest

money deposit is taken, they
should be destroyed after the
deposit is refunded; and

(III) If any unsuccessful applicant

has gone in court and the matter is
pending - only such items may be
retained till the case is finalised.

32 Annual administration Report B

33 Register for :-
1. Govt. references )
2. D.O.letters ) C
3. Sikka (Seal) )
4. Await Case )
5. LA Question )
34 C
Register of receipts and despatch
of PR (PRB)
35 Special Registers C
36 B
Permanent file of standing orders
and forms
37 S.I. File C-1
38 C
Post & Telegram Despatch Book or
daily despatch list.

A
39 G.R.s in all Departments.
40
Press notes, proclamations and
notifications :-
C
(a) If published in Gazette or
incorporate in G.R.
(b) Circulars & standing orders if A
received from superior officers
including specimen of forms and
accounts.

41 Rulings and decisions of A

Government or circulars received
for guidance otherwise than by
G.R. or circulars.
42 Rulings and decisions of A
Government or Legal Deptt./Legal
Adviser delivered upon local cases.

43 Inspection memos. B
44 Installation of telephones file C-1
45 Creation of new posts, B
entertainment of temporary
establishment including foreign
service.
46 Minutes of the Board's meeting. A

47 Alleged defaultations, mis-conduct C-1

files, reduction of all classes of
officers.

48 C
Conduct of examination, time
table, list of candidates etc.
49 Answer papers C
50 C
C.Rs of the persons who are
retired/resigned/dead.
51 Orders pertaining to the C
appointment of examiners in
departmental and language
examination
52 Table of result of examination C
53 Charge Report C
54 Posting, transfers, promotions C-1
including increment certificates,
reversions etc.

55 Efficiency Bars C-1

56 Graduation Lists of all kinds. C
57 C
Papers relating to allowances
conveyance, house rent,
compensation and the like.
58 C
Reimbursement of medical charges
to Board's servants.
59 Last pay certificate. C
60 Leave of all kinds except casual. C
61 All papers about casual leave. D
A
62 Lease of plots for various purpose.
63 C-1
Unauthorised encroachment on
Board's lands
64 Correspondence regarding Roads A
" If request is granted.
" If request is
refused.
65 Correspondence regarding
Gardens. " If request is A
granted. " If B
request is refused.
66 Correspondence regarding N.A.A. B
67 D
Permission regarding religious and
social functions.
68 Grand of plots for petty trades. C

69 Hoardings C
70 Correspondence regarding A
allotment of shops at C.S.T.Road,
Kurla.
71 Correspondence regarding B
acquisition of lands.

72 A
Plans & Estimates for various
Housing Scheme.
73 Tender correspondence & File. B
74 A
Fixation of Sale Price for various
tenements.
75 Correspondence with HUDCO D
regarding Housing Scheme.

76 B
Correspondence with BMC
regarding Housing Scheme.
77 B
Correspondence with Govt. and
other Departments.
78 A
Circulars of Govt.Authority, Chief
Engineer, etc.
79 C-1
Correspondence with tenants
regarding various complaints.
80 A
Statistical information pertaining to
housing schemes.
81 C
Annaul plans for housing schemes,
requirement of funds etc.
82 C
Correspondence with other Govt.'s
Housing Board and other
Institutions regarding Housing.
83 C
Progress Reports (Monthly)
quarterly, Half Yearly & Annual.
84 A
Tribunal cases under M.O.F. Act
(the ownership flat Act)
85 A
Tribunal cases under the Bombay
Rent Act.
86 C-1
Files pertaining to Housing
Ministers Conference.
 87 C-1
Technical Circulars of N.B.O., CBRI,
ISI etc.
88 Replies to L.A.Qs., LAQs C-1
Assurances.

89 Annual Administration Report C-1

(Works)

90 Weekly worksheet of staff D-1

91 C
Registers, Govt.letter registers,
Ref.from Authority, Ministers, MPs
&MLAs, MLCs
92 C
Inward Register of Branch and
posting Register of Asstts.
93 Movement Register of Files. D-1
94 C-1
Correspondence of Misc. subjects
with various authorities.
95 Appointment of Architects for C-1
Housing Schemes & Reconstruction
Schemes.

96 C-1
Application for enrollment in the
panel of Architects.
97 G.R.s in all Departments.
98 Minutes of the Board's Meeting.
99 All papers about casual leave.
100 Muster Roll
101 pay bills files of non-Gazetted Staff B )
:- A) Where CAO is a drawing C-1 )
officer B) Where CAO is an
Audit Officer
102 Personal Files:- B
A) Gazetted and non-
Gazetted staff

B) Pay bill files of Gazetted Officers. B

103 C
General files of C.P.Fund, Refund,
final payments, Gratuity.
104 Record about Board Meetings. A

105 Audit observations C

N.B. Para VI of the Basic instructions should be noted before

destruction is ordered by Branch Officer/Section Officer.
on) Rules,

DA

Period of Retention
4
Permanent (or
for indefinite
Period)
Permanent (or
for indefinite
Period)
Permanent (or
for indefinite
Period)
Permanent (or
for indefinite
Period)
30 Years

30 Years
20 Years
20 Years
20 Years

20 Years
5 Years
5 Years
One year after
the Refund of
deposit

One year after

the recovery is
completed.

1 Years

3 Years
3 Years
3 Years
Also see item 90.
3 Years

3 Years

5 years after the

compliance of
Audit objection,
if any
-- do--
5 Years
5 Years
5 Years

5 Years or till
the dispute, if
any, is settled,
whichever is
later.
1 Year

One year after

the completion
of accounts.
These should be
retained till the
person is in
service and till
all his claims
are settled.

As per coloum 2

do

do

30 Years
5 Years
5 Years

5 Years
30 Years

10 Years
5 Years

Permanent (or
for indefinite
Period)

5 Years

Permanent (or
for indefinite
Period)

Permanent (or
for indefinite
Period)

Permanent (or
for indefinite
Period)

30 Years
10 Years
30 Years
Only one file
cont ing
minutes of the
meeting should
be preserved as
"A"and other
copies as
"D"i.e.after five
years. Also see
Item No.1

But only after

the results of
prosecution are
known.

5 Years

5 Years
5 Years

5 Years

5 Years
5 Years
10 Years

10 Years
Five years after
the new G.D.is
prepared.
5 Years

5 Years

5 Years
5 Years
1 Year
Permanent (or
for indefinite
Period)
10 Years

Permanent (or
for indefinite
Period) 30 Years

Permanent (or
for indefinite
Period) 30 Years

30 Years
One year after
refund of
deposit
Five years after
the term is over.
--do--
Permanent (or
for indefinite
Period)
30 years after
the possession
is taken by
MHADA

Permanent (or
for indefinite
Period)
Till work
accounts are
finalised,
whichever is
more.
Permanent (or
for indefinite
Period)
Fill the works
are completed
and remarks
complied and
work accounts
are finalised
whichever is
more.

--do--

--do--

Permanent (or
for indefinite
Period)
10 Years

Permanent (or
for indefinite
Period)
5 Years

5 Years

5 Years

Permanent (or
for indefinite
Period)
Permanent (or
for indefinite
Period)
10 Years
10 Years

10 Years

10 Years

3 Years
5 Years

5 Years

3 Years
10 Years

10 Years

10 Years

As per Item No.39

As per Item No.46
As per Item No.61
As per Item No.28

They may be
destroyed only
after the notes
are taken in
service book
and audit of pay
bill is over
These files may
be kept till the
person
concerned
retires and his
claims are
finalised.

--do--
5 Years

Only one file

should be
maintained for
all meetings by
Secretarial
Wing and copies
with other
branches can be
destroyed as
"C" i.e. after five
years of the
meeting.

These to be
destroyed in
consultation
with R.A.O.