The Supreme Court of India has formally released comprehensive “Guidelines for Retention and Destruction of Records – 2025” to streamline the management of administrative documents within its Registry. These guidelines aim to introduce uniformity, efficiency, and accountability in handling non-judicial records, aligning with national public record standards and addressing longstanding inconsistencies across departments.
Background and Purpose
While judicial records are governed by established provisions under Order LVI of the Supreme Court Rules, 2013 and further elaborated in the 2017 Handbook on Practice and Office Procedure, the Supreme Court Registry had no uniform policy for managing administrative records. The absence of such a framework often resulted in irregularities in archival and disposal procedures.
Chief Justice of India, Dr. D.Y. Chandrachud’s successor, Chief Justice B.R. Gavai, under whose authority these guidelines were issued, noted in his message that the Registry’s growing administrative workload required a codified record management system to ensure transparency and operational efficiency.
Key Highlights of the Guidelines
The guidelines, approved under file number F.No.4/2025/SCR, set out retention and destruction periods for various categories of records maintained by the Registry. Some of the major principles and changes include:
- Permanent Preservation of critical records such as original submission notes signed by judges, policy files, circulars, and records related to judicial appointments and pensions.
- Time-Bound Retention for routine documents: For instance, attendance records and casual leave registers are to be kept for only one year, while Parliamentary Question files are to be retained for three years.
- Audit Considerations: Records related to financial transactions, reimbursements, and audits are to be destroyed only after completion and settlement of related audits.
- Digital Scanning Provisions: In exceptional cases, scanned records may be preserved beyond the defined period with Registrar approval.
Department-Wise Provisions
- Admin I–III: Personal files of employees, DPC reports, MACP documents, and probation confirmations are preserved from 3 to 10 years, depending on the nature of the records and relevance to retirement benefits.
- Admin J: All records related to Hon’ble Judges — such as mobile bills, LTC, security arrangements, allotment of bungalows, international visits, and retirement — are mostly marked for permanent preservation or retention up to five years post-retirement.
- Vigilance Cell: Disciplinary records and annual property returns are retained until superannuation or for specified durations after case closure or retirement.
- Medical and Protocol Branches: Files on medical reimbursements, CGHS, hospital tie-ups, judges’ tours, and international visits are subject to retention ranging from one year to permanent, based on relevance and audit requirements.
- Recruitment Cell: Applications, admit cards, answer sheets, and results are retained for 1 to 6 years after exam completion, while law clerk files and complaints are preserved for up to 3 years post-tenure or case closure.
Implementation Strategy
The destruction exercise is advised to be scheduled during summer vacations or partial court working days. Each destruction action will require explicit approval from the Registrar concerned, with inter-branch coordination mandated when records have cross-sectional relevance. In cases of legal or audit pendency, destruction is deferred.
Drafting and Acknowledgement
The guidelines were drafted primarily by Mr. Pradip Y. Ladekar, Registrar (SCR), and were supported by the leadership of Mr. Bharat Parashar, Secretary General, and Mr. S.C. Munghate, Officer on Special Duty. The Chief Justice emphasized that the true value of these guidelines would be realized through effective and consistent implementation.
