NATIONAL ARCHIVES - PRA-PRR.ppt

NAI

1. SYED FARID AHMAD
DEPUTY DIRECTOR
NATIONAL ARCHIVES OF INDIA
The Public Records Act,
1993

2. The Public Records Act, 1993
Chronology:
1993, Dec. Bill presented in the Parliament and passed subsequently.
21 Dec. Bill received Accent of the President
22 Dec. Act notified in the Gazette of India as Act 69 of 1993
1995, 1 Mar.Act comes into force.
1 Nov.Archival Advisory Board is constituted.
1997, 9 Jan.Public Records Rules are notified.

3. The Public Records Act, 1993
Structure:
Preamble
Sections (18)
Sub-Sections
Clauses

4. Main Features of the Act
NodalOrganisationfortheimplementationoftheAct:
NationalArchivesofIndia
Coverage of the Act: Central Govt. & UT Administrations
Ministries,Departments,Offices,PSUs,Statutorybodies,Corporations,
Commissions&Committees
Rules under the Act:
The Public Record Rules, 1997
The Public Records Act, 1993

5. The GAZETTE OF INDIA, Extraordinary, Part II, Section 1, No. 120
New Delhi, Wednesday, December 22, 1993/Pausa 1, 1915
Preamble
An Act to regulate the management, administration and
preservation of public records of the Central Government,
Union territory Administration, public sector undertakings,
statutory bodies and corporations, commissions and
committees constituted by the Central Government or a
Union territory Administration and matters connected
therewith or incidental thereto.
The Public Records Act, 1993

6. 1.Short title and commencement.
(1)ThisActmaybecalledthePublicRecordsAct,1993.
(2)ItshallcomeintoforceonsuchdateastheCentralGovernmentmay,
bynotificationintheOfficialGazette,appoint.(1995,1Mar.)
The Public Records Act, 1993

7. 2. Definitions.
InthisAct,unlessthecontextotherwiserequires,-
(a)"Board"meanstheArchivalAdvisoryBoardconstitutedundersub-section(1)ofsection
13;
(b)"DirectorGeneral"meanstheDirectorGeneralofArchivesappointedbytheCentral
GovernmentandincludesanyOfficerauthorisedbythatGovernmenttoperformthe
dutiesoftheDirectorGeneral;
(c)"headoftheArchives"meansapersonholdingthechargeoftheArchivesoftheUnion
territoryAdministration;
(d)"prescribed"meansprescribedbyrulesmadeunderthisAct;
(e)"publicrecords"includes-
(i)anydocument,manuscriptandfile;
(ii)anymicrofilm,microficheandfacsimilecopyofadocument;
(iii)anyreproductionofimageorimagesembodiedinsuchmicrofilm(whether
enlargedornot);and
(iv)anyothermaterialproducedbyacomputerorbyanyotherdevice,
ofanyrecordscreatingagency;
The Public Records Act, 1993

8. 2. Definitions.
(f)“recordscreatingagency”includes,-
(i)inrelationtotheCentralGovernment,anyministry,departmentorofficeofthat
Government;
(ii)inrelationtoanystatutorybodyorcorporationwhollyorsubstantiallycontrolledor
financedbytheCentralGovernmentorcommissionoranycommitteeconstitutedbythat
Government,theofficesofthesaidbody,corporation,commissionorcommittee;
(iii)inrelationtoaUnionterritoryAdministration,anydepartmentorofficeofthat
Administration;
(iv)inrelationtoanystatutorybodyorcorporationwhollyorsubstantiallycontrolledor
financedbyUnionterritoryAdministrationorcommissionoranycommitteeconstitutedby
thatAdministration,theofficesofthesaidbody,corporation,commissionorcommittee
(g)"recordsofficer"meanstheofficernominatedbytherecordscreatingagencyunder
sub-section(1)ofsection5.
The Public Records Act, 1993

9. 3. Power of the Central Government to coordinate, regulate and
supervise operations connected with the administration,
management, etc. of public records.
4. Prohibition against taking of public records out of India.
5. Records Officer
6. Responsibilities of Records Officers.
7. Records officer to take appropriate action in the event of
unauthorised removal, destruction etc. of public records in
his custody.
The Public Records Act, 1993

10. 3. Power of the Central Government to coordinate, regulate and
supervise operations connected with the administration,
management, etc. of public records.
(a)supervision,managementandcontrolofArchives;
(b)acceptancefordepositofpublicrecordsofpermanentnatureaftersuchperiod
asmaybeprescribed;
(c)custody,useandwithdrawalofpublicrecords;
(d)arrangement,preservationandexhibitionofpublicrecords;
(e)preparationofinventories,indices,cataloguesandotherreferencemediaof
publicrecords;
(f)analysing,developing,promotingandcoordinatingthestandards,procedures
andthetechniquesfortheimprovementofrecordsmanagementsystem;
(g)ensuringthemaintenance,arrangementandsecurityofpublicrecordsinthe
Archivesandintheofficesoftherecordscreatingagency;
(h)promotingutilisationofavailablespaceandmaintenanceofequipmentsfor
preservingpublicrecords;
The Public Records Act, 1993

11. 3. Power of the Central Government to coordinate, regulate
and supervise operations connected with the
administration, management, etc. of public records.
(i)tenderingadvicetorecordscreatingagenciesonthecompilation,classificationand
disposalofrecordsandapplicationofstandards,proceduresandtechniquesof
recordsmanagement;
(j)surveyandinspectionofpublicrecords;
(k)organisingtrainingprogrammesinvariousdisciplinesofArchivesadministration
andrecordsmanagement;
(l)acceptingrecordsfromanyprivatesource;
(m)regulatingaccesstopublicrecords;
(n)receivingrecordsfromdefunctbodiesandmakingarrangementforsecuringpublic
recordsintheeventofnationalemergency;
(o)receivingreportsonrecordsmanagementanddisposalpracticesfromtherecords
officer;
(p)providingauthenticatedcopiesof,orextractsfrom,publicrecords;
(q)destroyingordisposalofpublicrecords;
(r)obtainingonleaseorpurchasingoracceptingasgiftanydocumentofhistoricalor
nationalimportance.
The Public Records Act, 1993

12. 4. Prohibition against taking of public records
out of India.
NopersonshalltakeorcausetobetakenoutofIndiaanypublicrecordswithoutthe
priorapprovaloftheCentralGovernment:
Providedthatnosuchpriorapprovalshallberequiredifanypublicrecordsare
takenorsentoutofIndiaforanyofficialpurpose.
5. Records Officer
(1)Everyrecordscreatingagencyshallnominateoneofitsofficersasrecords
officertodischargethefunctionsunderthisAct.
(2)Everyrecordscreatingagencymaysetupsuchnumberofrecordroomsinsuch
placesasitdeemsfitandshallplaceeachrecordroomunderthechargeofa
recordsofficer.
The Public Records Act, 1993

13. 6. Responsibilities of Records Officers.
(1)Therecordsofficershallberesponsiblefor-
(a)properarrangement,maintenanceandpreservationofpublicrecordsunderhis
charge;
(b)periodicalreviewofallpublicrecordsandweedingoutpublicrecordsof
ephemeralvalue;
(c)appraisalofpublicrecordswhicharemorethantwentyfiveyearsoldin
consultationwiththeNationalArchivesofIndiaor,asthecasemaybe,the
ArchivesoftheUnionterritorywithaviewtoretainingpublicrecordsof
permanentvalue;
(d)destructionofpublicrecordsinsuchmannerandsubjecttosuchconditionsas
maybeprescribedundersub-section(1)ofsection8;
(e)compilationofascheduleofretentionforpublicrecordsinconsultationwiththe
NationalArchivesofIndiaor,asthecasemaybe,theArchivesoftheUnion
territory;
(f)periodicalreviewfordowngradingofclassifiedpublicrecordsinsuchmanneras
maybeprescribed;
The Public Records Act, 1993

14. 6. Responsibilities of Records Officers.
(g)adoptionofsuchstandards,proceduresandtechniquesasmayberecommended
fromtimetotimebytheNationalArchivesofIndiaforimprovementofrecord
managementsystemandmaintenanceofsecurityofpublicrecords;
(h)compilationofannualindicesofpublicrecords;
(i)compilationoforganisationalhistoryandannualsupplementthereto;
(j)assistingtheNationalArchivesofIndiaor,asthecasemaybe,theArchivesofthe
Unionterritoryforpublicrecordsmanagement;
(k)submissionofannualreporttotheDirectorGeneralor,asthecasemaybe,headof
theArchivesinsuchmannerasmaybeprescribed;
(l)transferringofrecordsofanydefunctbodytotheNationalArchivesofIndiaorthe
ArchivesoftheUnionterritory,asthecasemaybe,forpreservation.
(2)TherecordsofficershallactunderthedirectionoftheDirectorGeneralor,asthe
casemaybe,headoftheArchiveswhiledischargingtheresponsibilities
specifiedinsub-section(1).
The Public Records Act, 1993

15. 7.Recordsofficertotakeappropriateactionin
theeventofunauthorised removal,
destructionetc.ofpublicrecordsinhis
custody.
8.Destructionordisposalofpublicrecords.
9.Penaltyforcontraventions.
10.Public records bearing security
classification.
11.Receiptofrecordsfromprivatesources.
12.Accesstopublicrecords.
The Public Records Act, 1993

16. 13. Archival Advisory Board.
(1)TheCentralGovernmentmay,bynotificationintheOfficialGazette,constituteanArchival
AdvisoryBoardforthepurposesofthisAct.
(2)TheBoardshallconsistofthefollowingmembers,namely:-
(a)SecretarytotheGovernmentofIndiaintheMinistryofCentralGovernmentdealingwith
culture
Chairman ex-officio;
(b)oneofficernotbelowtherankofJointSecretarytotheGovernmentofIndia,eachfromthe
CabinetSecretariat,MinistryofHomeAffairs,MinistryofDefence,MinistryofExternal
Affairs,MinistryofFinanceandMinistryofPersonnel,PublicGrievancesandPension
Members ex-officio;
(c)tworepresentativesnotbelowtherankofJointSecretaryintheUnionterritory
AdministrationstobenominatedbytheCentralGovernment
Members
(d)threepersonstobenominatedbytheCentralGovernmentforaperiodnotexceedingthree
years,onebeinganArchivistandtwobeingProfessorsinthePost-graduateDepartmentof
HistoryinanyrecognisedUniversity.
Members
(e)DirectorGeneral
Member-Secretary ex-officio
(3)Themembersnominatedunderclause(d)ofsub-section(2)shallbepaidsuchallowancesas
maybeprescribed.
The Public Records Act, 1993

17. 14.FunctionsoftheBoard.
15.PoweroftheDirectorGeneraltolaydown
normsandstandardsforcoursesin
archivalscience.
16.Protectionofactiontakeningoodfaith.
17.Powertomakerules.
18.LayingofrulesbeforeParliament.
The Public Records Act, 1993

18. The Gazette of India, Part II –Section 3, Sub-section (i)
New Delhi, Saturday, January 18, 1997
G.S.R. 43:-In exercise of the powers conferred by sub-section (1 ) of section 17 of the
Public Records Act, 1993 (69 of 1993), the Central Government hereby makes
the following rules, namely : -
1. Short title and commencement:-
(1)These rules may be called the Public Records Rules, 1997.
(2)They shall come into force on the date of their publication in the Official
Gazette.
The Public Records Rules, 1997

19. 2. Definitions:-
Intheserules,unlessthecontextotherwiserequires,-
(a)"Act"meansthePublicRecordsAct,1993(69of1993);
(b)"appraisal"meanstheevaluationofpublicrecordsinassociationwiththeNational
ArchivesofIndiaorArchivesoftheUnionTerritoryasthecasemaybe;
(c)"classifiedrecords"meansthefilesrelatingtothepublicrecordsclassifiedastop-
secret,secret,confidentialandrestrictedinaccordancewiththeprocedurelaiddown
intheManualofDepartmentalSecurityInstructionscirculatedbytheMinistryof
HomeAffairsfromtimetotime;
(d)"custody"meansthepossessionofpublicrecords;
(e)"defunctbody"meansacorporateornon-corporatebodywhichhasbeenwound
upwithnosuccessortocarryonitsfunctions;
(f)"Declassification"meansdowngradethesecurityclassificationsaftertheir
evaluation;
(g)"file"meansacollectionofpapersrelatingtothepublicrecordsonaspecificsubject-
matterconsistingofcorrespondence,notesandappendixtheretoandassignedwitha
filenumber;
(h)"form"meanstheformappendedtotheserules;
The Public Records Rules, 1997

20. (i)"privaterecords"meansrecordslyinginthepossessionofaprivateindividualor
withanynon-governmentalorganisation;
(j)"recording"meanstheprocessofclosingafileafteractiononallissuesconsidered
thereonhasbeencompleted;
(k)"recordsofpermanentnature"meansthepublicrecordsbeingmaintainedafter
recordingforaperiodspecified,undersub-rule(1)ofrule5bytherecordscreating
agencyinaccordancewiththeprocedurelaidinitsManualofOfficeProcedureor
Instructionsonthesubject;
(l)"retentionScheduleofrecords"meansaSchedulewhichprovidestheperiodof
retention;
(m)"review"meansperiodicalevaluationofrecordedfilesontheexpiryoftheperiodof
retentionfordeterminingtheirfurtherretentionordestruction,asthecasemaybe;
(n)"Section"meansthesectionoftheAct;
(o)"Standingguardfile"meansacompilationofpapersonaparticularsubject-
matterconsistingofcopiesofpolicydecision,orders,instructionsoranyanother
matterincidentaltheretoarrangedinachronologicalorder;
(p)WordsandexpressionsusedhereinandnotdefinedbutdefinedintheAct,shall
havethemeaningsrespectivelyassignedtothemintheAct.
The Public Records Rules, 1997

21. 3. Nomination of records officer:-
4. Maintenance of standing guard file:-
The Public Records Rules, 1997

22. 5. Acceptance of public records of permanent
nature:-
(1)TheDirectorGeneralorheadoftheArchives,asthecasemaybe,shallacceptfordeposit
andpreservationpublicrecordsofpermanentnaturewhichhavebeenretainedafter
recordingbytherecordscreatingagencyinitsrecordsroomforthelasttwentyfiveyears
ormore.
(2)RecordsofficershallintimatetotheDirectorGeneralorheadoftheArchives,asthecase
maybe,eachyearbefore31stdayofJanuary,inForm-1,theparticularsofallpublic
recordsofpermanentnaturewhicharedueforappraisalduringtheyear.
(3)Onreceiptofanintimationundersub-rule(2),theDirectorGeneralorheadofthe
Archives,asthecasemaybe,throughhisofficers,shallassisttherecordsofficerin
conductingtheappraisalofpublicrecords.Whentheappraisalisover,therecordsofficer
shallprepare,intriplicate,atransferlistinForm-2ofallpublicrecordsanddepositthe
sameforpreservationwiththeDirectorGeneralorheadoftheArchives,asthecasemay
bewhoshallafterhissatisfactionreturnonecopyofthetransferlisttotherecordsofficer
asareceiptofthepublicrecords.
(4)(4) Iftherecordsofficerafterappraisaldeemsitnecessarytoretainanyrecord
orfileofpermanentnaturebeyondtheperiodoftwentyfiveyears,hemaydosofor
reasonstoberecordedinwritingandunderintimationtotheDirectorGeneralorheadof
theArchives,asthecasemaybe.
The Public Records Rules, 1997

23. 6. Withdrawal of public records:-
The Public Records Rules, 1997

24. 7. Down-grading of classified records:-
(1)Therecordscreatingagencyshallbyanofficeorderauthoriseanofficernot
belowtherankoftheUnderSecretarytotheGovernmentofIndiatoevaluate
anddowngradetheclassifiedrecordsbeingmaintainedbyit.Acopyofsuch
officeordershallbeforwardedtotheDirectorGeneralorheadoftheArchives,
asthecasemaybe.
(2)Theofficersoauthorisedundersub-rule(1)shallevaluatetheclassifiedrecords
everyfifthyearforthepurposeofdowngrading.
(3)Afterdown-gradingiftheofficerdeclaresanyrecordasofpermanentnature,
thesameshallbedeposited,andpreservedwiththeDirectorGeneralorheadof
theArchives,asthecasemaybe,afteritsappraisal.
(4)Therecordsdepositedunderthisrulecanberequisitionedforanyofficial
purposeandreturnedtotheDirectorGeneralorheadoftheArchives,asthe
casemaybe,inthemannerprovidedunderrule6.
(5)EveryyearinthelastweekofJuneandDecember,a.half-yearlystatementin
Form-4shallbefurnishedbytheofficerauthorisedundersub-rule(1)tothe
DirectorGeneralorheadoftheArchives,asthecasemaybe,ontheaction
takenforevaluationanddowngradingtheclassifiedrecords.
The Public Records Rules, 1997

25. 8. Submission of AnnualReport:-
(1)Therecordsofficernominatedunderrule3shallfurnishtotheDirector
GeneralorheadoftheArchives,asthecasemaybe,anAnnualReportin
Form-5everyyearinthemonthofMarchofthefollowingyear.
(2)TheDirectorGeneralorheadoftheArchives,asthecasemaybe,shall,
thereafter,submitareporttotheGovernmentintheMinistryofHuman
ResourceDevelopmenteveryyearontheactiontakenbytheRecordsOfficer
inpursuancetotheprovisionsofclauses(a)to(l)ofsub-section1ofsection6
oftheAct.
The Public Records Rules, 1997

26. 9. Destruction of Public Records:-
(1)Nopublicrecordshallbedestroyedwithoutbeingrecordedandreviewed.In
themonthofJanuaryeveryyear,eachrecordscreatingagencyshallrecord
afterconsultingtherecordsretentionScheduleallthosefilesonwhichaction
hasbeencompleted.Thisworkshallbeaccomplishedinconsultationwiththe
recordsofficer.
(2)Nopublicrecordswhichismorethantwenty-fiveyearsoldshallbedestroyed
byanyrecordscreatingagencyunlessitisappraised.
(3)Alistofallsuchpublicrecordswhichareproposedtobedestroyedshallbe
preparedbytherecordcreatingagencyinForm-6andretainedpermanently
forfuturereference.
(4)TherecordsofficershallfurnishahalfyearlyreportinForm-7onrecording,
indexing,reviewingandweedingofrecordstotheDirectorGeneralorheadof
theArchives,asthecasemaybe.
(5)Recordsshallbedestroyedeitherbyburningorshreddinginthepresenceof
recordsofficer.
The Public Records Rules, 1997

27. 10. Access to private records:-
(1)Recordsacquiredfromprivatesourcesbywayofgiftorpurchaseorotherwise
shallbemadeavailableforbonafideresearchsubjecttotheconditionslaid
downbythedonor.
(2)ResearchscholarshallsubmitanapplicationinForm-8totheDirectorGeneral
orheadoftheArchives,asthecasemaybe,forpermissiontoconsultrecords.
TheDirectorGeneralorheadoftheArchives,asthecasemaybe,mayrefuse
suchpermissioninpublicinterestandforreasonstoberecordedonthesaid
application.
(3)Wherevermicrofilmrollsmaybeavailable,theoriginalrecordsshallnotbe
suppliedforconsultationtoresearchscholars.Nocopyofanyrecordsshallbe
madebyanyonewithoutthepriorpermissionoftheDirectorGeneralorhead
oftheArchives,asthecasemaybe.
The Public Records Rules, 1997

28. 11. Access to public records:-
(1)Thepublicrecordsacceptedfordepositandpreservationundersub-rule(1)of
rule5shallbemadeavailableforbonafideconsultationandresearchpurposes
subjecttotheprovisionofsub-section1ofsection12andthefollowing
conditionsnamely:-
(i)apersonwhointendstoconsultthepublicrecordsshallapplytotheDirector
GeneralorheadoftheArchives,asthecasemaybe,inForm-8.TheDirector
GeneralorheadoftheArchives,asthecasemaybe,mayrefusesuchpermission
inpublicinterestandforreasonstoberecordedonthesaidapplication;
(ii)foreignnationalintendingtoconsultthepublicrecordsmaybepermittedonly
ontheproductionoflettersofintroductionfromtheirsponsoringinstitution
anddiplomaticMission;
The Public Records Rules, 1997

29. 11. Access to public records:-
(iii)record,mapsandcartographicrecordsrelatingtotheMinistryofExternalAffairs
andMinistryofDefence,inrespectofArunachalPradesh(includingEasternSection
oftheSino-Indianborder)Sikkim,Bhutan,Nepal,Tibet,ChinaandMyanmarand
areascomprisingPakistanandBangladeshmaybemadeavailableforconsultation
keepinginviewthesecurityandthedefenceofIndiaorofanypartoftheterritory
thereof.RecordsrelatingtotheMinistryofExternalAffairs,HomeAffairsand
HumanResourceDevelopmentinrespectofJammuandKashmir(includingGilgit
andChitral)mayalsobemadeavailableforconsultationkeepinginviewthesecurity
anddefenceofIndiaorofanypartoftheterritorythereof;
ProvidedthattheDirectorGeneralorheadoftheArchives,asthecasemaybe,refusesuch
consultation;
(iv)wherevermicrofilmrollsmaybemadeavailable,theoriginalrecordsshallnotbe
suppliedforconsultationtoresearchscholar;
The Public Records Rules, 1997

30. 11. Access to public records:-
(v)reprographicandtranscriptionfacilitiesmaybemadeavailableonsubmissionofan
applicationinForm-9andforsuchservicestheapplicantshallhavetomakethepayment
ofsuchservicechargesasmaybefixedbytheDirectorGeneralorheadoftheArchives,as
thecasemaybe,fromtimetotime;
(vi)apersonconsultingpublicrecordsforthepurposeofresearchandpublishesthework
whichisbaseduponthematerialtakenfromthesaidrecordsmayacknowledgethesame.
The Public Records Rules, 1997

31. 11. Access to public records:-
(2)Apersonintendingtoconsultthepublicrecordsshallnot,-
(a)writeandputanymarksorindicationsonpublicrecords;
(b)fold,tear,cut,crease,orotherwisedamageormutilatepublicrecords;
(c)removeanypublicrecordswithoutobtainingthepermissionfromtheDirector
GeneralorheadoftheArchives,asthecasemaybe;
(d)beallowedtotakeanyeatableordrinkingproductsorsmokingwhileconsulting
publicrecords;
(e)placeanythingorobjectonanypublicrecordswithaviewtomakeoutanycopyof
thesaidrecords;
(f)disturborinterruptanyotherpersonwhileconsultingthepublicrecords;and
(g)behaveinamannerwhich,intheopinionoftheDirectorGeneralorheadofthe
Archives,asthecasemaybe,isdetrimentaltothemaintenanceandpreservationof
publicrecords.
The Public Records Rules, 1997

32. 12. Allowances to the members of the Archival
Advisory Board:-
ThemembersoftheArchivalAdvisoryBoardnominatedbytheCentralGovernment
underclause(d)ofsub-section2ofSection13shalldrawtravellingallowance
anddailyallowanceforattendingthemeetingsoftheArchivalAdvisoryBoard
attheratesadmissibletoGroup'A'officersoftheCentralGovernment.
The Public Records Rules, 1997

33.  Form-1[See sub-rule (2) of rule 5] Particulars of records of permanent nature due for
appraisal during the year .........
 Form-2 [See sub-rule (3) of rule 5] Transfer List
 Form-3[See sub-rule (1) of rule 6] Requisition slip
 Form-4[See sub-rule (5) of rule 7] (Half Yearly Statement on periodical review of
classified records)
 Form-5Form for the submission of Annual Report to Director General of Archives/head
of the Archives [See sub-rule (1) of rule 8]
 Form-6[See sub-rule (3) of rule 9] Particulars of records destroyed during the year…...
 Form-7[See sub-rule (4) of rule 9] Half yearly report on recording, indexing, reviewing
and weeding of records during the half-year ending……
 Form-8[See sub-rule (2) of rule 10 and clause (i) of sub-rule (1) of rule 11] (Application
form for permission to consult records)
 Form-9 [See clause (v) of sub-rule (1) of rule 11] Application for Reprographic/
Transcription facilities
The Public Records Rules, 1997

34. Thank You