In a significant update for government personnel, new guidelines have been issued regarding the preservation of Annual Confidential Reports (ACRs) for retired officials. Previously, these crucial documents were retained for only five years post-retirement. However, recognizing challenges in cases involving promotions under review by the Union Public Service Commission (UPSC) or pending court appeals, the system has been revised. Now, ACRs of retired government servants will be held in safe custody until the window for filing an appeal has closed, a final judicial decision is reached, or the promotion case with UPSC is concluded. This change, stemming from a recommendation by the UPSC, ensures that all necessary records are available for thorough consideration of personnel matters, even after an officer has retired. All government ministries and departments are urged to implement these revised procedures to ensure compliance and proper record management.
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NO. 21011/6/2001-Estt(A)
Government of India
Ministry of Personnel Public Grievances and Pensions Department of Personnel and Training
New Delhi, the14th May, 2001
OFFICE – MEMORANDUM
Subject:- Retention / custody of C.R. dossiers of Retired Govt. Servants whose cases are pending in courts and with UPSC.
The undersigned is directed to refer to the MHA’s O.M. No. 51/14/60-ESTS (A) dated 21.10.61 and this Department’s OM No. 51/5/72-Estt(A) dated 20.5.1972 which provide that Annual Confidential Reports of retired Government servants may be retained for a period of five years after the date of retirement.
2. Since, a lot of problems were being faced in the absence of the Annual Confidential Reports, when the proposals by the Ministries/Departments were sent to the Union Public Service Commission for consideration of their promotion after the retirement of the officers whose cases are pending in courts. Therefore, the existing system of retention of ACR dossiers of Government servants has been revised by this Department as per recommendation of Union Public Service Commission.
3. Accordingly, it has been decided that the Annual Confidential Reports of the officers who have retired will be preserved/ kept in safe custody till the time for filing of an appeal, has lapsed or till a final decision in the appeal, filed by an officer in the court, has been taken or the promotion case of the officer is pending with UPSC.4. All the Ministries/Departments are requested to bring this into the notice of all concerned for information and necessary action.
5. This issues with the approval of Joint Secretary (E), Department of Personnel and Training.
(SAHADEO RAM)
DEPUTY SECRETARY TO THE GOVT. OF INDIA
Tel. 3017338
To,
All Ministries/Departments of Govt. of India with usual number of spare copies.
No.21011/6/2001-Estt.(A)
Dated the 14th May, 2001
Copy with usual number of spare copies for information to :-
- The Comptroller \& Auditor General of India.
- The Central Vigilance Commission.
- The Union Public Service Commission.
- Lok Sabha/ Rajya Sabha Sectt.
- The Commissioner of Linguistic Minorities, Allahabad.
- All attached and subordinate officers of MHA \& DOP\&T.
- All administrative Sections in DOP\&T