Document Retention Policy

1. The original qualifying certificates and supportive documents of the faculty after credential verification will be returned back to the faculty.
2. 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.

1. The original qualifying certificates and supportive documents of the student after verification will be returned back to the student.
2. 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.

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.