ADMINISTRATION DIVISION Sr. No.

1 Subject Medical & Telephone Section Telephone / Mobile / Car Booking /Various Statements / 6 years Correspondence Staff Transferred in/out / MAF General Correspondence / ECS Settlement / Correspondence with DEBC Medical on declaration basis Officers / Spectacles bills Class 3 years III/IV and Officers / Annual Health Check-up bills Class III/IV and Officers Audit/ Inspection/ CSAA Report Central Office Instruction / Correspondence with Central Office 2 Leave / Increment Section Leave Matter 1) OL/SL/EOL/Applications and Special Casual Leave 2) CL Applications Pay fixation circulars Service Sheets 3 Discipline & Vigilance Section Vigilance & Discipline Statements & Correspondence / 15 years Strike Call / Court Liabilities / PAR Correspondence Class I/ III/ 5 years IV employees / Transfer of Service Records / Late Attendance Service Files of the employees in Department Central Office Circulars 4 Inspection & Audit Section Office Circulars / Revision of Audit Guidelines Permanent Inspection Report / Compliance FED.CO / Concurrent Audit / 6 years Control Self Assessment Audit / SNAP Audit (Inspection Department) / Inspection Reports Regional Offices / Misc. Files / Surprise verification of Cheques /Position of work in Estt.Section Quarterly statement to DEBC / Audit Report Compliance / Audit Report Regional Offices 5 Housing Loan / Vehicle /Education / Conveyance Section Education Circulars / Conveyance Circulars / Housing Loan File Education Applications / Conveyance Applications Permanent 10 years 5 yrs retirement Permanent after 3 years 1 year Permanent 30 years after retirement 6 years Permanent Preservation Period

Dead Stock & Stationery Section ECS Payment / Recaning of Chairs / Payment of Xerox Charges / 3 years AMC of Photocopiers HCL Info systems / Electricity Bills Payment CGM & GM / Miscellaneous / General / Donation of PCs / Bank Guarantee / Insurance of Bank Property / Budget Provisions / Printing of General & Master Circular / Printing of GR/PP Forms / Making of Rubber Stamps and Name Plates etc. / Offset Printing & Xeroxing / Hire of Mazdoors for Shifting / Bill paid / ECS Payment / Stationery Issued / RBI Diaries, Calendars & Central Office Correspondence / Monsoon Equipments / Miscellaneous Computer Software/Hardware / Old Software-Info experts / 5 years Renovation of 10th, 11th & 5th floor / Franking Machines / Purchase of Furniture Cabin / Repairs of Furniture /Purchase of Fax Machine / Telecommunication Equipment /Goa Correspondence / Purchase of PC/Printers & Photocopiers / A/C for Gr.'F' at Residence / Physical Verification of Stationery Articles/ Computer Consumables / RBI News Letters and Priced Publications / Repairs to Banks' Property other than buildings / Destruction of Old Records/ Newspapers & Payments received thereof Quarterly Statements of supply/ Purchase Inspection/ Audit Compliance / Library Books 6 years 10 years

Depreciation of Dead Stock Articles / Central Office Instructions / Permanents CGM facilities / Annual Closing / List of Stationers & Mumbai Office Correspondences 7 Staff Section Statement Quarterly/Half Yearly/ Yearly / Class I Gr.'A', 'B', 'C' & 5 years 'D' Officers & above- Correspondence / Departmental Examinations Promotion to Grade 'A' / Miscellaneous and Class III/IV Correspondence / SC/ST/PH/Ex-Servicemen Class I / III / IV Retirement/ VRS / Retirement Review Sanction Strength / Review of Temporary Post / Circulars Correspondence relating to Grant of PP to Officers in Gr. 'A', 'B' & Class III 5 years Retirement Permanent 5 years after

Master Circulars on Retirement Review / Correspondence Permanent Relating to Review of Posts years Class I Correspondence relating to Annual Retirement Review / 5 Retirements / VRS etc. / Class III / IV relating to Annual retirement Retirement Review / Retirements / VRS etc / Compassionate package etc. after

Training Section Staff Evaluation and Assessment / M.Phill. Ph.D and BIS 5 years Nomination /Miscellaneous File /Summer Placement / Quarterly Statements etc./ Calendar of Programmes / Committee Meetings / Training in FED for Officers in Gr.A/B-Merit/Qualifying/ Training/Faculty Support at BTC/CAB/RBSC/Rajbhasha / Training / Faculty Support at Outside Institutions / Training within RBI/Faculty Support / Mentoring in RBI / Prospectus received from External Institutions / List of Officers in FED, CO/ROs /Incentive Scheme / Awards / Training /Faculty Support at ZTC / Budget/Inspection Paras /Commercial Bank Training Training Sheet Records (Sent/Received) / Foreign Training Permanent Circulars / Training Circulars / Training Circulars (Incentive Scheme/Awards)

Account Section Concurrent Audit Record Compliance and Payment of Fees to the Audit Firm / Implementation of Integrated Accounting System/ Official Entertainment Tea/Lunch Services Advices received from Mumbai Office / Transfer Responding Advices received from DEBC - Marked off in PAD 048A Register / Speed Post GPO/ Professional Courier Correspondence/ Cheque Payment Law Charge/ Cash/Cheque Payment Postage, Speed Post, Franking Machine/ Professional Courier / Transfer Responding Advices received from Central Office Departments/ Regional Offices Marked off in PAD 048A Register / Cash Payment Petty Cash/Presentation of Mementos and Miscellaneous / Honorarium paid to Officers for delivery of Lecture/ Talk, etc. / Sundry Deposits Account/Suspense Account Balancing of all other Accounts Monthly statement to DGBA/RBI General Account Responding of Entries/ RBI General Account Outstanding Entries in PAD 048A Register / Local Conveyance Bills / Correspondence regarding Local Conveyance Bills / Central Office Transactions Account Outstanding Entries / Filling of Income Tax Return in Form No.26Q / Inspection Report Compliance Inspection Department, Management Audit & Systems Inspection/ Specimen Signatures / Budget Provision Quarterly Review and Annual Budget / Miscellaneous Correspondence/ Cash Verification advices received from CO/MRO / Cheque Payment Panaji Office / Cash received by Panaji Office / Petty Cash Payment Panaji/R & D , MRO / RBI General Account Panaji Office / Receipt of Compounding Application Fees & Penalty Amounts from CEFA Cell / Office Orders/Circulars issued by Staff Section I (FED) in connection with Transfers / Retirements, etc. / Goa Holiday Home Payment and Correspondence / Newspaper Bills Payment and Correspondence Class I / Newspaper Bills Declaration (Class I) / Annual Closing of Bank's Accounts / Annual Closing of Bank's 5 years

Accounts Annual Returns to DGBA / Reimbursement of Official Entertainment Expenses to Officers / Newspaper Bill Payment and Correspondence Class III & IV / Newspaper Bill Declaration (Class III & IV) Charges Account Monthly Statement / Monthly COT Statement Permanent received from DAD, Mumbai / RBI General Account Daily statement to DGBA / Letters/References received from DGBA on RBI General Account/Sundry Deposits Accounts / Suspense Account, etc. / Important Circulars received from Central Office Department / Weekly Statement of Affairs to DGBA 10 Receipt & Dispatch Section Misc / Misc. Letters & Postal Dockets / Time Management 3 years Attendance / Disposal of Pending Letters and Misc. Matters / Courier Receipts / Courier Agreement Preservation of Records Franking Machines Papers Monthly Work Certificates / Application Tracking System Permanent 5 years 6 years

Trade Division Sr. Subject No. 1 General Correspondence with all Regional Offices (ROs) 2 Correspondence related to Government queries / Parliament questions / issues related with inter-institutional interests like data collection / submission / EOUs etc. Follow-up responses from all ROs Half yearly XOS Statements (not mandatory wef h/y June 2009) Correspondence regarding non-receipt of caution-list data etc. Caution Advices received from DBS, CO, RBI, Mumbai GR matching / GR destruction etc. Revision of Softex procedure Correspondence regarding Softex Forms. Issues like numbering, loss of forms in transit, printing etc. Correspondence regarding the issues raised by ADs / ROs, phase-wise changes in the New XOS Package, conducting of training sessions / workshops etc. Correspondence by e-mail regarding the issues raised by Ads / ROs, phased-wise changes in the New XOS Package, reminders regarding the timely upload and weekly report of the upload at the end of a half year, etc. Method of Payment Deep Sea Fishing Miscellaneous matters Preservation period 10 years Permanent PQs -10 yrs 5 years 5 years Permanent Permanent Permanent Permanent 5 years Permanent

3 4 5 6 7 8 9 10

11

5 years

12 13 14

Permanent Permanent 3 years

Sr. No. 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47

Subject Printing & Supply of GR/PP Forms Indo Bangladesh Joint Business Council (IBJBC)z Correspondence related to SEZ Carbon Credits Full fledged factoring Services Border Haat Indo Bangla Trade along the border between India & Bangladesh Board of Trade Cross LOC Trade between J&K & PoK Misc. references from GoI (MoF & MoC&I) References from PCD Project Exports Contracts awarded to Indian exporters Project & Service Export Policy Project Exports Miscellaneous Correspondence Imports Policy Imports General Correspondence Import of Gold / Silver / Rough Diamonds Insurance Policy Insurance Correspondence (GIC/LIC) EEFC A/c Policy EEFC A/c - General Correspondence Foreign Currency A/c Policy Foreign Currency A/c General Correspondence Opening Office abroad Policy Opening Office abroad General Guarantees /LCs ACU Mechanism - Policy ACU Mechanism - General Diamond Dollar A/c 5 Policy Diamond Dollar A/c General Correspondence Statements RIA cases Court Cases Parliamentary Questions External Commercial Borrowing Division

Preservation period 5 years Permanent Permanent Permanent 5 years Permanent Permanent Permanent Permanent 5 years 20 years Permanent 10 years Permanent 10 years Permanent Permanent Permanent Permanent 10 years Permanent 10 years Permanent 10 years 10 years Permanent 10 years Permanent 5 years 3 years Permanent Permanent Permanent

Sr. No. 1

Subject matter Approval of 3 & 5 million (Earlier loan Key no. was given by the Division and LRN were allotted by respective Regional Offices. Now Post services have been delegated to Authorised Dealers Proposal under 100 million scheme ECB Policy

Preservation period Permanent

2 3

Permanent Permanent

Sr. No. 4 5 6 7 8 9 10 11 12 13 14 15

Subject matter Minutes of Empowered Committee ECB under cases Approval route

Preservation period Permanent Permanent Permanent Permanent Permanent Permanent 1 year 3 Years 10 years 3 years 3 yrs 1 year

Meeting of Empowered Committee on ECB -General correspondence High Level Committee on ECB Export-Import Bank Policy regarding Short term credit ECB Statement of Guarantees for TC CEFA Correspondence Loan agreement taken on record received from ROs Prepayment of ECB ECB under auto route Approval for creation of charge (Powers are delegated to Authorised Dealers from 2008)

Cell for Effective Implementation of FEMA (CEFA) Sr. No. 1 2 3 Subject matter Documents / papers related to Compounding process of contravention cases. DOE / CBI, Court cases Policy files Overseas Investment Division Preservation period 10 years Permanent Permanent

Sr. No. 1 2 3 4 5

Subject matter Policy Files Approval Files Inspection files/Audit/MASI/RBIA/CSAA RIA Files Legal Department correspondence & copies of important Decisions

Preservation period 20 Years 20 Years 20 Years 20 Years 20 Years

Sr. No. 6 7 8 9 10 11 12 13 14 15 16 17 18 19

Subject matter Destruction of records File Registers Agenda Notes & Minutes of Spl. Committee Meetings Guard Files DOE & CBI Cases Legal Cases Parliament Questions Correspondence with Government of India / Other Organisations regarding Data /Periodical Reports General correspondence with parties General correspondence with Regional Offices Monthly work certificates Ordinary Leave / Casual Leave applications / advices CL Sheets Staff & other matters. Forex Market Division

Preservation period 20 Years 20 Years 20 Years 20 Years 20 Years 20 Years 10 Years 10 Years 3 Years 3 Years 1 Years 1 Years 1 Years 1Years

Sr. No. 1 2 3 4 5 6 7 8 9

Subject matter Policy Files Approval Files. RIA Files Inspection Files (MASSI) Forex Turnover Data Files Breach of KYC/AML/CFT Guidelines File P.Q Files All Statements - Monthly, Quarterly, half - yearly Other Misc files, correspondence etc Computer Division

Preservation period Permanent Permanent Permanent Permanent 10 Years 10 Years 10 Years 3 Years 3 Years

Sr No 1. 2. 3. 4. 5.

File Name FED Applications Migration Audit Trail of Applications BCP Document for Applications Inspection/ Audit Budgetary Provision & Review

Preservation period Permanent 8 years Permanent 10 years 10 years

6. 7. 9. 10. 11. 12. 13. 14.

Technical Evaluation Committee Meetings and Agenda Integrated Forex Management System Registration Authority Digitization of Records Information Security policy AMC for FED Applications New application Software Development Miscellaneous Correspondence

5 year Permanent 7 years Permanent Permanent Permanent Permanent 3 years

Planning and Coordination Division Sr. No. 1 Subject matter FEMA Policy issues Current Capital Accounts/SEZ / FERA Cases /High Level Committee on Capital Markets /Committee of Capital Account convertibility/ Committee of Financial Sector Reforms / FCRA, 1976 Meeting of the Standing Consultative Committee Opening of FED Offices etc. EEFC / RFC Accounts Government business Joint Parliamentary Committee Parliament Questions Immunity Scheme LERMS Group meetings & Payment of premium on Exim Scrips / REP etc licenses Material contribution to Monetary Credit Policy Trends & Progress RBI Bulletin IMF annual Report Conferences Authorised Dealers Regional Offices Video Conference with ROs Regional Directors of RBI Customer Service Citizen Charter Complaints (including fictitious offers) Public awareness FEMA exhibitions Meetings Central Board DGs Committee Memorandum to Central Board Preservation period

Permanent

2 Years Permanent 5 Years Permanent 5 Years Permanent 5 Years

5Years 3 Years 2 Years 3 Years 2 Years 2 Years 3 Years 5 Years 3 Years 3 Years 3 Years 3 Years 5 Years 5 Years 3 Years

Sr. No. 7

Subject matter Legal Cases Engagement of Advocate Statement of Pending Court cases and other routine matters Right to information Act Correspondence

Preservation period 10 Years 3 Years 3 Years

Foreign Investment Division

Sr. No. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. FID Policy issues Joint Parlimentary Committee Parliament questions Reports of Committees Court cases Administration and Inspection Reports Destruction of old records LO/BO Approvals/Rejections Files pertaining to permission for acquisition/ transfer of immovable property in India RIA cases CEFA Transfer of shares - Cases Correspondence Various Statements Subject matter Preservation period Permanent Permanent 10 years Permanent Permanent Permanent Permanent Permanent Permanent 3 years 20 Years 10 years 5 years 2 years

# Files containing correspondence, form, etc of parties whose cases are under investigation of DoC, CBI, etc, or are pending in a Court of Law should be preserved for a period of ten years from the date of final disposal of the case.