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Delhi · state statute
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REGISTERED No. D.L.—33002/98
GOVERNMENT OF INDIA
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DEPARTMENT GF DELHI ARCHIVES
NOTIFICATIONS
New Delhi, the 13th January, 1999
Pausa L 1915 (Saka)
No. F. 9(25) (97-Archives.— The following is
published for general information :—
MINISTRY OF LAW JUSTICE AND
COMPANY AFFAIRS
(Legislative Department)
New Delhi, the 22nd December, 1993
The following Act of Parliament received the
assent of the President on the 21st December, 1993,
and is hereby published for general information :—•
THE PUBLIC RECORDS ACT,-1993
No. 69 of 1993
[22nd December, 1993.]
Aft Act to regulate the management, administration
and preservation of public records of the Central
Government, Union territory Administrations,
public sector undertakings, statutory bodies and
corporations, commissions and committees consti
tuted by the Central Government or a Union
Territory Administration and matters connected
therewith or incidental thereto.
Be it enacted by Parliament in the Forty-fourth
Year of the Republic of India as follows :—»*
1. Short title and commencement.— (1) This
Act may be called the Public Recr.rds Act, 1993.
(2) It shall come inio force on such date as the
Central Government may, by notification in the
Official Gazette, appoint.
2. Definitions.— In this Act, unless the context
otherwise requires,—•
(a) “Board” means the Archival Advisory
Board constituted under sub-section (1)
of section 13;
(b) “Director General" means the Director
General of Archives appointed by the
Central Government and includes any
officer authorised by that Government to
perform the duties of the Director
General;
(c) “head of the Archives” means a person
holding the charge of the Archives of the
Union Territory Administration;
io DELHI GAZETTE NATIONAL CAPITAL TERRITORY GOVT. : JANUARY 21, 1998/MAGAHA 16, 1920 [Part IV
(d) “prescribed” means prescribed by rules
made under this Act;
(e) “public records” includes—
(i) any document, manuscript and file;
(ii) any microfilm, microfiche and facsimile
copy of a document;
(iii) any reproduction of image or images
embodied in such microfilm (whether
enlarged or not); and
(iv) any other material produced by a com
puter or by any other device,
of any records creating agency;
*• \ ^
(f) records creating agency includes,—
(i) in relation to the Central Government,
any ministry, department or office of
that Government;
(ii) in relation to any statutory body or
corporation wholly or substantially
controlled or financed by the Central
Government or commission or any
committee constituted by that Govern
ment, the offices of the said body,
corporation, commission or committee;
(iii) in relation to a Union Territory Admini
stration, any department' or office of
that Administration;
(iv) in relation to any statutory body or
corporation wholly or substantially
controlled or financed by Union terri
tory Administration or commission or
any committee constituted by that
Administration, the offices of the said
body, corporation, commission or
committee;
(g) “records officer” means the officer nomi
nated by the records creating agency
under sub-section (1) of section 5.—
3. Power of the Central Government to coordi
nate, regulate and supervise operations connected
with administration, management, etc., of public
records.— (1) The Central Government shall have
the power to coordinate, regulate and supervise the
operations connected with the administration,
management, preservation, selection, disposal and
retirement of public records under this Act.
(2 ) The Central Government in relation to the
public records of the records creating agencies
specified in sub-clauses (i) and (ii) of clause (f)
of section 2 and the Union Territory Administration
in relation to the public records of the records
creating agencies specified in sub-clauses (iii) and
(iv) of the said clause, may, by order, authorise
the Director General or the head of the Archives,
as the case may be, subject to such conditions as
may be specified in the order, to carry out all or,
any of the following functions, namely:—
%
(a) supervision, management and control of
the Archives;
(b) acceptance for deposit of public records
of permanent nature after such period as
may be prescribed;
(c) custody, use and withdrawal of public
records;
(d) arrangement, preservation and exhibition
of public records;
0 •
(e) preparation of inventories, indices, cata
logues and other reference media of
public records;
(f) analysing, developing, promoting and co
ordinating the standards, procedures and
the techniques for improvement of the
records management system;
(g) ensuring the maintenance, arrangement
and security of public records in the
Archives and in the offices of the records
creating agency;
(h) promoting utilisation of available space
and maintenance of equipments for pre
serving public records;
&
(i) tendering advice to records creating
agencies on the compilation, classification
and disposal of records and application
of standards, procedures and techniques
of records management;
•
(j) survey and inspection of public records;
(k) organising training programmes in various
disciplines of Archives administration
and records management;
(1) accepting records from any private source;
(m) regulating access to public records;
(n) receiving records from defunct bodies and
making arrangement for securing public
records in the event of national emer
gency;
(o) receiving reports on records management
and disposal practices from the records
officer;
(p) providing authenticated copies of, or
extracts from, public records;
(q) destroying or disposal of public records;
(r) obtaining on lease or purchasing or
accepting as gift any document of histori
cal or national importance.
[Part IV DELHI GAZETTE 1 1
4. Prohibition against .taking of public records the Union territory for public records
management; -out of India.— No person shall take or cause to be
taken out of India any public iccords without the
prior approval of the Central Government :
Provided that no such prior approval shall be
required if any public records are taken or sent out
of India for any official purpose.
5. Records officer.— (1) Every records creating
agency shall nominate one of its officers as records
officer to discharge the functions under this Act.
(2) Every records creating agency may set up
such number of record rooms in such places as it
deems fit and shall place each record room under
the charge of a records officer.
6. Responsibilities of records officer.— (1) The
records officer shall be responsible for—
(a) proper arrangement, maintenance and
preservation of public records under his
charge;
(b) periodical rfeview of all public records
and weeding out public records of
eupliemeral value;
0
(c) appraisal of public, records which are
more than twenty-five years old in con
sultation with the National Archives of
India or, as the case may be, the Archives
of the Union territory, with a view to
retaining public records of permanent
value;
(d) destruction of public records in such
manner and subject to such conditions as
may be prescribed under sub-section (1)
of section 8;
(e) compilation of a schedule of retention for
public records in consultation with the
National Archives of India or, as the
case may be, the Archives of the Union
territory;
(f) periodical review for downgrading of
classified public records in such manner
as may be prescribed;
(g) adoption of such standards, procedures
and techniques as may be recommended
from time to time by the National Archi
ves of India for improvement of record
management system and maintenance of
security of public records;
» ; *
(h) compilation of annual indices of public
records;
(i) compilation of organisational history and
annual supplement thereto;
(j) assisting the National Archives of India
or, as the case may be, the Archives of
(k) submission of annual report to the
Director Geneial or, as the case may be,
✓ • *
head of the Archives in such manner as
may be prescribed;
(1) transferring of records of any defunct
body to the National Archives of India
or the Archives of the Union territory,
as the case may be. for preservation.
(2) The records officer shall act under the direc
tion of the Director General or, as the case may be,
head of the Archives while discharging the responsi
bilities specified in sub-secticn (1).
7. Records officer to take appropriate action in
the event of unauthorised removal, destruction, etc..
of public records in his custody.—(1) The records
officer shall, in the event of any unauthorised re
moval, destruction, defacement or alteration of any
public records under his charge, forthwith take
appropriate action lor the recovery or restoration
of such public records.
(2) The records officer shall submit a report in
writing to the Director General or, as the case may
be, the head of the Archeieves without any delay
on any information about any unauthorised removal,
destruction, defacement or alteration of any public
iccords under his charge and about the action
initiated by him and shall take action as he may
deem necessary subject lo the directions, if any
given by the Director General or, as the case may
be, head of the Archives.
*
(3) The records officer r^ay seek assistance from
any government officer or any other person for the
purpose of recovery or restoration of public records
and such officer or person shall render all assistance
to the records officer.
8. Destruction or disposal of public records.—
(1) Save as otherwise provided in any law for the
time being in force, no public record shall be des
troyed or otherwise disposed of e>cept in such
manner and subject to such conditions as may be
prescribed.
(2) No record created before the year 1892
shall be destroyed except where in the opinion of
the Director General or, as the case may be, the
head of the Archives, it is so defaced or is in such
condition that it cannot be put to any archival use.
9. Penalty for contraventions.— Whoever contra
venes any of the provisions of section 4 or section
8 shall be punishable with imprisonment for a term
which may extend to five years or with fine which
may extend to ten thousand rupees or with both.
10. Public records bearing security classifi
cation.— No public records bearing security classi
fication shall be transferred to the National Archives
of India or the Archives of the Union territorv.
12 DELHI GAZETTE NATIONAL CAPITAL TERRITORY GOVT. : JANUARY 21, 1999/MAGHA 1, 1920 [Part IV
11. Receipt of- records from private sources.—
(1) The National Archives of India or the Archives
of the Union territory may accept any record of
historical or national importance from any private
source by way of gift, purchase or otherwise.
(2) The National Archives of India or, as the
case may be, the Archives of any Union territory
may, in such manner and subject to such conditions
as may be prescribed, make any record referred to
in sub-section (1) available to any bona fide
research scholar.
12. Access to public records.— (1) All un
classified public records as are more than thirty years
old and are transferred to the National Archives of
India or the Archives of the Union territory may
be, subject to such exceptions and restrictions as
}may be prescribed made available to any bona fide
research scholar.
Ex p la n at ion.— F o r
section, the period of
from the year of the
the purposes of this sub
thirty years shall be reckoned
opening of the public record.
(2) Any records creating agency may grant to
any person access to any public record in its custody
in such manner and subiect to such conditions as
\ f
may be prescribed.
13. Archival Advisory Board.— (1) The Central
the OfficialGovernment may, by notification in
Gazette, constitute an Archival Advisory Board for'
the purposes of this Act.
(2) The Board shall consist of the following
members, namely :—
(a ) Secretary to the Government
of India in the Ministry of
Central Government dealing
with culture.
Cl airman,
ex-officio ;
(b) one officer not belov, th
ran i of Joint Secretary to
the Government of India,
each from the Cabinet
Secretariat, Ministry of
Home Affairs, Ministry of
Defence, Ministry of
External Affairs, Ministry
of Finance and Ministry
of Personnel, Public
Grievances and Pension.
Members,
ex- officio ;
ic ) two representatives not below
the rank of Joint Secretary in
the Union territory Adminis-
t /
trations to be nominated
by the Central
Government.
Members ;
(d) three persons to be nominated
by the Central Go/eminent
for a period not exceeding
three years, one behi'i an
Archivist and two being Pro
fessors in the Post-graduate
Department of History in
any recognised University.
M embers;
(e) Director General Members
Secretary,
ex-officio;
(3) The members nominated i nder clause (d)
of sub-section (2) shall be paid such allowances
as may be prescribed.
14. Functions of the Boaid.— The Board shall
perform the following functions, namely :—
(a) advise the Central Government and Union
territory Adnnnistratk ns on matters
concerning the administration, manage
ment, conservation and use of public
records;
(b) lay down guidelines for training of
Archivists;
(c) give directions for acquisition of records
from private custody;
(d) deal with such other matters as may be
prescribed.
15. Power of the Directoi General to lay down
norms and standards for courses in archival
science.— The Director General shall have the
power to lay down norms and standards for courses
curricula, assessment and examinations relating to
the training in archival science and other ancillary
subjects.
16. Protection of action taken in good faith.—
No suit, prosecution or other legal proceedings shall
lie against any person in respect of anything which
is in good faith done or intended to be done in
pursuance of this Act or the rules made thereunder.
17. Power to make rules.— (1) The Central
Government may, by notification in the Official
Gazette, make rules to carry out the provisions of
this Act.
(2) In particular and without prejudice to the
generality of the foregoing power, such rules may
provide for all or any of the following matters,
nam ely:—
m
(a) the period after which public records of
permanent nature may be accepted under
clause (b) of sub-section (2) of section 3;
» •
(b) the manner in which and the conditions
subject to which public records can be
destroyed under clause (d) of sub-section
\ 1) of section 6;
Pari IV1r -D5LHI GAZETTE NATIONAL CAPITAL TERRITORY GOVT, ; JANUARY 2 1 /1999/MAGHA 1, 1920 13
(c) the manner in which periodical review of
classified public records for downgrading
shall be undertaken under clause (f) of
sub-section (1) of section 6;
(d) the manner in which the records officer
will report to the Director General or
the head of the Archives under clause
(k) of sub-section (1) of section 6;
(e) the manner in which and the conditions
subject to which public records may be
destroyed or disposed of under sub-section
(1) of section 8;
(f) the manner in Which and the conditions
subject to which records of historical or
national importance may be made avail
able to research scholar under sub-section
(2) of section 11;
(g) exceptions and restrictions subject to
which public records may be made avail
able to a research scholar under sub
section (1) of section 12;
(h) the manner in which and the conditions
subject to which any records creating
aigency may grant to any person access
to public records in its custody under
sub-section (2) of section 12;
(i) the allowances payable to members of the
Board under sub section (3) of section
13;
» ■ •
the matters with respect to which the
Board may perform its functions under
clause (d) of section 14;
(k) any other matter which is required to be,
or may be, prescribed.
18. Laying of rules before Parliament.— Every
rule made under this Act shall be laid, as soon as
may be after it is made, before each House of
Parliament, while it is in session, for a total period
of thirty days which may be comprised in one session
or in two or more successive sessions, and if, before
the expiry of the session immediately following the
session or the successive sessions aforesaid, both
Houses agree in making any modificationi in the
rule or both Houses agree that the rule should not
be made the rule shall thereafter have effect only
in such modified form oi be of no effect, as the
case may be; so, however, that any such modifica
tion or annulment shall be without prejudice to the
validity of anything previously done under that
K. L. MOHANPUR1A, Secy.
to the Govt, of India.
s ijtt 9'( 2 5)/97-H rft . —
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14 DELHI GAZETTE NATIONAL CAPITAL TERRITORY GOVT. : JANUARY 21, 1999/MAGHA 1, 1920 [Pari IV
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Part IV] DELHI GAZETTE NATIONAL CAPITAL TERRITORY GOVT. : JANUARY 21, 1999/MAGHA J, 1920 ] 5
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16 DELHI GAZETTE NATIONAL CAPITAL TERRITORY GOVT. : JANUAP.Y 21, 1999/MAGHA 1, 1920 [P ari IV
~ " ~ " “ " " “^ *
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Pari IV) DELHI GAZETTE NATIONAL CAPITAL TERRITORY GOVT. : JANUARY 21, 1999/MAGHA 1, 1920 17
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m ; m * z %^'t ct«tt wtTr^r f^ra akfrn ^Excerpt shown. Open the full act in Lexace.