Supreme Court: The Supreme Court of India issued elaborate Guidelines for Retention and Destruction of Records, 2025 (the Guidelines) with the objective to promote coherence, accountability, and efficiency in managing administrative records, including institutional decisions, policy implementations, inter-departmental correspondences, audits, and engagements with external stakeholders.
Introducing the Guidelines, CJI B.R Gavai stated that over the years, the Registry of the Supreme Court has witnessed a significant increase in the volume and diversity of administrative records generated across its multiple branches. The CJI elucidated that the Guidelines aim to establish a rational framework for retention, classification, and destruction across all Registry wings, promoting consistency and clarity while eliminating ambiguities. The Guidelines were prepared after a detailed discussion among Registrars and officials of the Registry.
“The Guidelines ensure compliance with audit and statutory obligations by defining appropriate retention periods based on fiscal, legal, and administrative relevance. They are aligned with national public record management standards”.
It was clarified that unless otherwise provided in Supreme Court Rules, 2013, the period of retention and destruction of office records of the Supreme Court shall be governed by these Guidelines.
General Instructions under Guidelines for Retention and Destruction of Records, 2025:
- Original Submission Notes/Paper books containing signatures of the Chief Justice of India and Judges of the Supreme Court; and Policy Files, Office orders and Circular Files to be Preserved Permanently.
- The retention period of the records Shall Start after the final action or disposal of Arbitration, Litigation, Enquiry or Audit as the case may be.
- All the Branches concerned will ensure that no court case is pending in respect of the subject matter of the files/cases/records being destroyed/ weeded out before destroying files/cases/records.
- If the records of one Branch/Wing are co-related with the records of another Branch/Wing or confidential Records pertaining to the Confidential Branch, an intimation regarding the pendency of court case is to be sent to them as soon as the court case is received in the Section.
- Destruction and retention of records by the concerned Branches shall be carried out after due approval from the concerned Registrar.
- The exercise of Destruction of record normally be carried out during summer vacation/partial court working days.
- In Case a Scanned copy of documents/records is to be Preserved beyond the retention period for the reasons to be recorded in writing decision may be taken by the Registrar concerned at the time of destruction of the record(s).
- Financial and Budget-related documents and files should be maintained separately for each financial year with effect from 1st April to 31st March.
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All other records, registers may be maintained separately for each calendar year i.e. 1st January to 31st December.
The Guidelines enumerate key areas providing the following categories:
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Files and Registers
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Retention/ Destruction Period
The Guidelines provide comprehensive guidance on record retention and destruction for the following key areas:
- Common Category Files and Registers Maintained in The Registry
- Admin I
- Admin II
- Admin III
- Admin J
- Admin General
- Admin Material
- Admin Security Branch
- Caretaking Branch
- Cash and Accounts
- Creche
- Medical
- Protocol
- Reception
- Recruitment Cell
- Transport
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Vigilance Cell
Read More Here: Guidelines for Retention and Destruction of Records – 2025
