Bihar Public Records Rules, 2015

{
    "id": 15450,
    "slug": "bihar-public-records-rules-2015",
    "title": "Bihar Public Records Rules, 2015",
    "short_title": "Bihar Public Records Rules, 2015",
    "act_number": "Published vide Notification No. 567, dated 27.1.20",
    "act_year": 2015,
    "act_type": "STATE",
    "location": "Bihar",
    "law_status": "unknown",
    "enactment_date": null,
    "description": "Bihar Public Records Rules, 2015",
    "preamble": "",
    "section_label": "Section",
    "sections": [
        {
            "number": "1",
            "title": "1. Short title, extent and commencement.",
            "chapter": null,
            "content": "",
            "footnote": "",
            "is_definition": false,
            "sort_order": 0
        },
        {
            "number": "2",
            "title": "2. Definitions.",
            "chapter": null,
            "content": "(a) \"Act\" means the Bihar Public Records Act, 2014;\n(b) \"appraisal\" means the evaluation of public records in association with the Bihar State Archives or the regional archives as the case may be;\n(c) \"classified records\" means the files of Chief Minister Secretariat, Chief Secretary Office, Governor Secretariat, Home Department and Cabinet Secretariat Department classified as top- secret, secret, confidential and restricted;\n(d) \"custody\" means the possession of public records;\n(e) \"defunct body\" means a corporate or non corporate body which has been wound up with no successor to carry on its functions;\n(f) \"Down gradation of classified records\" means down gradation of the security classification of the records after evaluation;\n(g) \"file\" means a collection of papers relating to the public records on a specific subject-matter and it includes the correspondence, notes and appendix thereto and assigned with a file number;\n(h) \"form\" means the form appended to these rules;\n(i) \"private records\" means records lying in the possession of private individual or with any non-governmental organization;\n(j) \"recording\" means the process of closing a file after action on all issues considered thereon has been completed;\n(k) \"records of permanent nature\" means the public records being maintained after recording for the period specified, under sub-rule (1) of rule 5 by the records creating agency in accordance with the procedure laid in its secretariat instruction/record manual or instruction on the subject.\n(l) \"retention Schedule of records\" means a Schedule which provides the period of retention;\n(m) \"review\" means periodical evaluation of recorded files on the expiry of the period of retention for determining their further retention or destruction, as the case may be;\n(n) \"section\" means the section of the Act;\n(o) \"standing guard file\" means a compilation of papers on the particular subject-matter and it includes the copies of policy decision, orders, instructions or any another matter incidental thereto arranged in a chronological order;\n(p) \"words and expressions used herein and not defined but defined in the Act, shall have the meanings respectively assigned to them in the Act;",
            "footnote": "",
            "is_definition": true,
            "sort_order": 1
        },
        {
            "number": "3",
            "title": "3. Nomination of records officer.",
            "chapter": null,
            "content": "",
            "footnote": "",
            "is_definition": false,
            "sort_order": 2
        },
        {
            "number": "4",
            "title": "4. Maintenance of standing guard files.",
            "chapter": null,
            "content": "",
            "footnote": "",
            "is_definition": false,
            "sort_order": 3
        },
        {
            "number": "5",
            "title": "5. Acceptance of public records of permanent nature.",
            "chapter": null,
            "content": "",
            "footnote": "",
            "is_definition": false,
            "sort_order": 4
        },
        {
            "number": "6",
            "title": "6. Withdrawal of public records.",
            "chapter": null,
            "content": "",
            "footnote": "",
            "is_definition": false,
            "sort_order": 5
        },
        {
            "number": "7",
            "title": "7. Downgrading of the classified records.",
            "chapter": null,
            "content": "",
            "footnote": "",
            "is_definition": false,
            "sort_order": 6
        },
        {
            "number": "8",
            "title": "8. Submission of Annual Report.",
            "chapter": null,
            "content": "",
            "footnote": "",
            "is_definition": false,
            "sort_order": 7
        },
        {
            "number": "9",
            "title": "9. Destruction of Public Records.",
            "chapter": null,
            "content": "",
            "footnote": "",
            "is_definition": false,
            "sort_order": 8
        },
        {
            "number": "10",
            "title": "10. Access to private records.",
            "chapter": null,
            "content": "",
            "footnote": "",
            "is_definition": false,
            "sort_order": 9
        },
        {
            "number": "11",
            "title": "11. Access to public records.",
            "chapter": null,
            "content": "(i) a person who intends to study the public records shall apply to the Director or head of the Archives, as the case may be, in Form-8. The Director or Head of the Archives, as the case may be, may refuse such permission in public interest and for reasons to be recorded on the said application;\n(ii) such foreign national intending to study the public records may be permitted only on the production of the letters of introduction from their sponsoring institution and diplomatic Mission;\n(iii) records, maps and cartographic records relating to External affairs and Nepal may be made available for study keeping in view the security and defence of India and its states territories; Provided that the Director or Head of the Archives, as the case may be, refuse such study;\n(iv) wherever microfilm rolls or digital images may be made available, the original records shall not be supplied for study to research scholar;\n(v) scanning, digital photographs facilities may be made available on submission of an application in Form-9 and for such services, the applicant shall have to make the payment of such service charges as may be fixed by the Director or Head of the Archives, as the case may be, from time to time;\n(vi) such person who study the public records for the purpose of research and publishes the such work which is based upon the material taken from said records, may acknowledge the same and definitely deposit a copy.\n(a) write and put any mark or indications on public records;\n(b) fold, tear, cut, crease, or otherwise damage or mutilate public records;\n(c) remove any public records without obtaining the permission from the Director or head of the Archives, as the case may be;\n(d) be allowed to take any eatable or drinking products or smoking at the time of study the public records;\n(e) place anything or objects on any public records with a view to make out any copy of the said records;\n(f) disturb or interrupt any other person at the time of study the public records; and\n(g) behave in such manner which, in the opinion of the Director or Head of the Archives, as the case may be, is detrimental to the maintenance and preservation of public records.",
            "footnote": "",
            "is_definition": false,
            "sort_order": 10
        },
        {
            "number": "12",
            "title": "12. Allowances to the members of the Archival Advisory Board.",
            "chapter": null,
            "content": "Form-1\nForm-1\n[ See sub-rule (2) of rule 5]\nTotal number of files of 'A' & 'B'\n\t\t\t\tcategories lying in the records rooms of the Records Creating\n\t\t\t\tAgencies\nTotal number of files of 'A' & 'B'\n\t\t\t\tcategories lying in the records rooms of the Records Creating\n\t\t\t\tAgencies\nTotal numbers of file of 'A' & 'B'\n\t\t\t\tcategories transferred to records room by the sections during the\n\t\t\t\tperiod under report\nTotal numbers of file of 'A' & 'B'\n\t\t\t\tcategories transferred to records room by the sections during the\n\t\t\t\tperiod under report\nTotal No. of files referred to under column 1\n\t\t\t\tand 2\nTotal No. of files referred to under column 1\n\t\t\t\tand 2\nTotal No. of files due for appraisal\nTotal No. of files due for appraisal\nRemarks if any\nRemarks if any\n1\n1\n2\n2\n3\n3\n4\n4\n5\n5\nSignature and seal of the records officer\nForm-2\nForm-2\n[ See sub-rule (3) of rule 5]\nTransfer List\nS.No.\nS.No.\nFile No.\nFile No.\nSubject matter of the files\nSubject matter of the files\nRemarks, if any\nRemarks, if any\nSignature and Seal of the records officer\nForm-3\nForm-3\n[ See sub-rule (1) of rule 6]\n'Requisition slip'\nSignature and Seal of the records officer\nForm-4\nForm-4\n[ See sub-rule (5) of rule 7]\n(Half Yearly Statement of periodical review of classified records)\nTotal No. of the classified records lying at\n\t\t\t\tpresent in the organizations\nTotal No. of the classified records lying at\n\t\t\t\tpresent in the organizations\nNo. of classified records due for reviewing\nNo. of classified records due for reviewing\nNo. of files reviewed and down graded during\n\t\t\t\tthe period under report\nNo. of files reviewed and down graded during\n\t\t\t\tthe period under report\nRemarks\nRemarks\nSignature and seal of the records officer\nForm-5\nForm-5\nForm for the submission of Annual Report to Director of Archives/head of the Archives\n[ See sub-rule (1) of rule 8]\nB. Nomination of Records Officer- whether your organization has nominated an officer as Departmental Records Officer, and if not, give reason's?\nC. Training of Records Officer and Staff:-\n(i) Whether Departmental Records Officer has received training in Records Management?\n(ii) Whether the junior staff working in the Departmental Records Room are trained in various aspects of Records Management?\n(iii) If not, are you willing to avail training facilities existing at National Archives of India.\nD. 1. Sharing of space for housing semi- current records at Bihar State Archives/Regional Archives:-\n(i) Whether your organization is willing to share space at Bihar State Archives//Regional Archives?\n(ii) If yes, please state bulk of records proposed to be transferred.\n(i) Whether your organization has taken steps for recording, reviewing and weeding out of ephemeral records?\n(ii) Indicate the total number of records recorded, reviewed and weeded out during the period under report.\n(i) Whether your organization has initiated action to get non-current records appraised in consultation with Bihar State Archives?\n(ii) State the total bulk of records awaiting appraisal.\n(ii) Has your organization taken steps to revise the above schedule after five years?\n(ii) If not, state reasons?\n(ii) State inclusive years with the name of the series?\n(ii) If yes, what action have you initiated for their transfer to Bihar State Archives?\nForm-6\nForm-6\n[ See sub-rule (3) of rule 9]\nSl. No.\nSl. No.\nFile Nos.\nFile Nos.\nSubject of the files\nSubject of the files\nRemarks\nRemarks\nSignature and seal of the records officer\nForm-7\nForm-7\n[ See sub-rule (4) of rule 9]\nSl.No.\nSl.No.\nTotal numbers of files recorded\nTotal numbers of files recorded\nTotal number of files indexed\nTotal number of files indexed\nTotal number of files reviewed\nTotal number of files reviewed\nTotal number of files weeded out, if any\nTotal number of files weeded out, if any\nRemark's\nRemark's\n1\n1\n2\n2\n3\n3\n4\n4\n5\n5\n6\n6\nSignature and seal of the records officer\nForm-8\nForm-8\n[ See sub-rule (2) of rule 10 and clause (i) of sub-rule (1) of rule 11]\n(Applications form for permission to consult records)",
            "footnote": "",
            "is_definition": false,
            "sort_order": 11
        },
        {
            "number": "1",
            "title": "1. Name, including Surname: Sh., Smt./Km./Dr. :",
            "chapter": null,
            "content": "",
            "footnote": "",
            "is_definition": false,
            "sort_order": 12
        },
        {
            "number": "2",
            "title": "2. Father's/Husband's Name :",
            "chapter": null,
            "content": "",
            "footnote": "",
            "is_definition": false,
            "sort_order": 13
        },
        {
            "number": "3",
            "title": "3. Date of Birth :",
            "chapter": null,
            "content": "",
            "footnote": "",
            "is_definition": false,
            "sort_order": 14
        },
        {
            "number": "4",
            "title": "4. Qualifications :",
            "chapter": null,
            "content": "",
            "footnote": "",
            "is_definition": false,
            "sort_order": 15
        },
        {
            "number": "5",
            "title": "5. Nationality :",
            "chapter": null,
            "content": "",
            "footnote": "",
            "is_definition": false,
            "sort_order": 16
        },
        {
            "number": "6",
            "title": "6. Profession :",
            "chapter": null,
            "content": "",
            "footnote": "",
            "is_definition": false,
            "sort_order": 17
        },
        {
            "number": "7",
            "title": "7. Subject of Research :",
            "chapter": null,
            "content": "",
            "footnote": "",
            "is_definition": false,
            "sort_order": 18
        },
        {
            "number": "8",
            "title": "8. University/Institutions registered with :",
            "chapter": null,
            "content": "",
            "footnote": "",
            "is_definition": false,
            "sort_order": 19
        },
        {
            "number": "9",
            "title": "9. Period for which admission is sought :",
            "chapter": null,
            "content": "",
            "footnote": "",
            "is_definition": false,
            "sort_order": 20
        },
        {
            "number": "10",
            "title": "10. Signature and Date :",
            "chapter": null,
            "content": "",
            "footnote": "",
            "is_definition": false,
            "sort_order": 21
        },
        {
            "number": "11",
            "title": "11. Address (i) Local :",
            "chapter": null,
            "content": "(ii) Permanent :\n(iii) Email Id:\n(iv) Mobile/Telephone No. :\nParticulars of records to be consulted :\nDepartment\nDepartment\nPeriod\nPeriod\nRemark's\nRemark's\n1\n2\n3\n4\nForm-9\nForm-9\n[See clause (v) of sub-rule (1) of rule 11 ]\nApplications for Reprographic/Transcription facilities",
            "footnote": "",
            "is_definition": false,
            "sort_order": 22
        },
        {
            "number": "1",
            "title": "1. I declare that the above material is for my research/publication/University.",
            "chapter": null,
            "content": "",
            "footnote": "",
            "is_definition": false,
            "sort_order": 23
        },
        {
            "number": "2",
            "title": "2. I undertake to pay the charges as per schedule of rate prevailing at the time of completion of work. I understand and accept that the estimated cost, when supplied is only tentative and the rates are also liable to revision without notice.",
            "chapter": null,
            "content": "",
            "footnote": "",
            "is_definition": false,
            "sort_order": 24
        },
        {
            "number": "3",
            "title": "3. The photocopies/transcripts supplied will not be sold/transferred to any other person without prior permission of the Director of Archives.",
            "chapter": null,
            "content": "",
            "footnote": "",
            "is_definition": false,
            "sort_order": 25
        },
        {
            "number": "4",
            "title": "4. The material, if published, will be suitably acknowledged and provisions of copyright, were applicable, will be complied with.",
            "chapter": null,
            "content": "",
            "footnote": "",
            "is_definition": false,
            "sort_order": 26
        },
        {
            "number": "5",
            "title": "5. I hereby deposit a sum of Rs. as advance.",
            "chapter": null,
            "content": "Yours faithfully, Signature :\nName (in block letters) Local Address\nFor Office Use\nFor Office Use\n(1)-------------------------------------",
            "footnote": "",
            "is_definition": false,
            "sort_order": 27
        }
    ],
    "metadata": {
        "Act ID": "bh568",
        "Act Number": "Published vide Notification No. 567, dated 27.1.2015",
        "Enactment Date": "",
        "Act Year": "2015",
        "Short Title": "Bihar Public Records Rules, 2015",
        "Type": "STATE",
        "Location": "Bihar"
    },
    "updated_at": "2026-09-29 21:55:19"
}