Record Management – Recording, Reviewing and Weeding out of files: Railway Board Office Order No. 62 of 2025 dated 15.09.2025
भारत सरकार / Government of India
रेल मंत्रालय / Ministry of Railways
(रेलवे बोर्ड / Railway Board)
Office Order No. 62 of 2025
Sub: Record Management – Recording, Reviewing and Weeding out of files.
Ref.: i) EDPG’s note dated 20.08.2025.
ii) DAR&PG’s OM No. Q-110011/01/2025-O&M (e-9571) dated 01.08.2025
Attention is invited to abovementioned reference w.r.t. Special Campaign 5.0 launched by DAR&PG wherein the issue of recording, reviewing and weeding out of records has been identified as important.
2. Accordingly, all Branches/Cells are directed to undertake special drive towards recording, reviewing and weeding out of records as per extant guidelines already indicated in Board’s MOP 2022 (para 150-167 of chapter 16). The retention schedule for records common to all Ministries/departments issued by DAR&PG is available at https://darpg.gov.in/sites/default/files/RRS_WC.pdf (under DAR&PG’s website). Steps may also be taken to simplify the rules/process to ease the office working.
3. Both physical files and e-files where action has been completed are to be processed for recording. For any assistance in respect of recording of e-files, e-office helpdesk/RBCC unit may be consulted.
4. Record Branch would also be sending the proceedings which are due for review to concerned Branches/Cell. The same may be accepted, be reviewed in true spirit and not be retained with remark for further retention unless it is genuinely required for future reference. It may be noted that in respect of Category ‘C’, the maximum retention period including retention post review is 10 yrs. In case, a ‘C’ category proceeding is to be retained, further, then it be upgraded to category ‘B’ or ‘A’, as the case may be. Such justification for retaining the proceeding after review need to be personally approved by concerned ED/JS duly indicating in brief, the reasons for further retention for each and every proceedings separately.
5. DGs/AMs/PEDs/EDs are requested to issue suitable directives in this regard to their subordinate officials and monitor the progress of recording/reviewing of files pertains to units under their control.
Cooperation of all is solicited for making the campaign 5.0 successful.
(T. Srinivas)
No. 2025/O&M/4/2
Dated: 15.09.2025
Joint Secretary/Railway Board
Tele No, 011-47845551
Email: t.srinivas1[at]gov.in
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