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Faculty
 

  • The original qualifying certificates and supportive documents of the faculty after credential verification will be returned back to the faculty.
     
  • A photostat copy of the certificates and supportive documents will be kept with the Human Resource Department with a declaration stating all submitted documents confirm being original, in case any document found to be fake, the faculty will be liable for legal prosecution.


     

Students
 

  • The original qualifying certificates and supportive documents of the student after verification will be returned back to the student.
     
  • A photostat copy of the certificates and supportive documents will be kept with the Head of the Institution with a declaration stating all submitted documents confirm being original, in case any document found to be fake, the student and the parent will be liable for legal prosecution.


     

Instructions on Process of Records Retention and Destruction
 

To prepare the obsolete records, the following guidelines shall be adhered to:
 

  • Every year, each department should list out obsolete records up to 31st December under their custody, weed them out before 31st January of the following year.
     
  • A certificate in connection with such weeding out of records must be submitted to the Head of the institute before 15th February of every following year.
     
  • In case no destruction has been carried out by section, a certificate of “Nil Destruction” must be submitted.
     
  • The head of the institution will be responsible for the constitution of the Obsolete Records Destruction Committee under his/her chairmanship. The committee should consist of at least 03 members to examine the details of obsolete records being proposed for destruction.
     
  • The Department head should be responsible to get the list prepared records being proposed for destruction/retention.
     
  • After segregation and examination by the committee, the section/ head of the institution will ensure for destruction/retention of the records and submit a certificate to the head of the institution/register certifying that the records have been destroyed/retained as per Record Retention Policy of the Institute. A sample format of the certificate is attached in Annexure “A”.
     
  • The Head of the institute/Registrar’s Office will be authorized and responsible to keep a record of such destruction certificates. 
     
  • In each section/department, a ‘Register of Records Destruction/Retention’ should be maintained showing the date and method of destruction. A sample format of the Register is attached at Annexure “B”.
     
  • The records should be weeded out by way of shredding/burning in each section. As far as possible shredding of obsolete records should be adopted instead of burning as being eco friendly without causing any harm to the environment. Destruction by burning maybe adopted only if records are highly sensitive.
  • In case the records are needed to be preserved because of any matter pending before the court of law or any similar legal or other requirements, the specified periodicity for destruction shall not apply. The section head will be responsible for the maintenance of such records.
     
  • As far as possible, records of permanent nature should be digitized and preserved in duplicate. Keeping one copy in the custody of the Section Head, a second copy must be preserved at a different geographic located repository.
     
  • Individual segments of the Institute shall maintain the periodicity of retention of records. In case no specific schedule has been maintained by any Section, a general schedule will be applicable.



     

 

 

Record Keeping & Destruction of Records

in case of section not specifically defined


 

S.L. No.

DESCRIPTION

 

 

PERMANENT

PERIODICITY

01

Policy Files

Yes

Generally not to be destroyed/may be destroyed following due procedure after digitization of records.
02

Correspondence files

No

3 years after date of last enclosure and no action pending.
03

Registers

No

1 year after last day of statutory audit, if there is no pending audit observation
04

Receipts & Folders

No

1 year after last day of statutory audit, if there is no pending audit observation.

 

 

 

Records related to Academics section

 

S.L. No.

DESCRIPTION

PERMANENT

PERIODICITY

01

Personal files of the students

Yes

Hardcopy files: 5 years after Graduation. (Digitalized before destruction of hard copies)

02

Admission forms

Rejected applications
Selected ones

Yes

 
03

Tabulation Records / Result Sheets

Yes

 
04

Evaluated answer books (Internal)

No

Till the completion of course
05

Degree certificate register records

Yes

 
06

Convocation Registers

Yes

1 year after last day of statutory audit, if there is no pending audit observation.
07

No Dues form

No

06 months after graduation
08

Correspondence files

No

03 years after closure
09

Files related to correspondence with Central/State Govt. regarding award/renewal of Scholarships to UG/PG students

No

10 years
10

Inward/outward Registers

No

1 year from the date of closing
11

Thesis submitted by students

Yes

A hardcopy and softcopy shall be maintained in the Library.


 

 

 


Records related to Establishment & Recruitment Section

 

S.L. No.

DESCRIPTION

PERMANENT

PERIODICITY

01

Service Books

No

To be destroyed after 05 years of

Retirement/Relieved

02

Personal Files

No

05 years of

Retirement/Relieved
03

Shortlisted Applications

No

To be destroyed after six months

of the completion of process of

selection.
04

Not Shortlisted Applications

No

Within three months after

completion of process
05

Earned and other kind of Leave File

No

To be destroyed after inspection

of service book by officer

/official concerned or 01 Year

06

Establishment File

No

05 years

07

Casual Leave Register

No

01 year
08

Inward/Outward Register

No

01 year
 
Rahman Institute of Pharmaceutical
Sciences And Research
(A Unit of Rahman Hospitals Pvt. Ltd.)

Tepesia, Kamarkuchi, Sonapur, Kamrup (M)

Assam. Pin-782402

Email:ripsrassam@gmail.com

Contact: 9706192766, 7035881517



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