In a significant administrative reform, the Supreme Court of India has officially notified the “Guidelines for Retention and Destruction of Records, 2025.” These guidelines aim to bring uniformity, clarity, and accountability to the handling of non-judicial administrative records across the Registry.

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“The Registry has witnessed a substantial rise in the volume and complexity of administrative records. These guidelines will ensure coherence, efficiency, and transparency,” stated Chief Justice of India B.R. Gavai.

While judicial records are already governed by the Supreme Court Rules, 2013 (Order LVI) and Chapter XXI of the 2017 Handbook, the new guidelines bridge the gap for administrative documentation. The Supreme Court emphasized the need for consistent practices for handling institutional decisions, audits, internal communication, and more.

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• Original notes signed by the Chief Justice or Judges, policy files, and circulars will be preserved permanently.
• Retention begins after the final disposal of any related litigation, audit, or enquiry.
• Files with pending court matters cannot be destroyed.
• Registrar’s approval is mandatory before destruction, ideally during court vacations.
• Scanned copies can be retained post-retention period if justified in writing.
• Financial documents must follow the fiscal year format, others by calendar year.

“Destruction of records will be permitted only after ensuring that no pending court case relates to them,” the guidelines clarify.

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• Admin I:
  • RTI applications: 3 to 5 years
  • Personal files: 5 years post-retirement
  • DPC and promotion-related records: Permanent
  • Parliamentary questions: 3 years
• Admin II:
  • Service books and pension files: Permanent
  • Leave records: 1–5 years
  • Non-functional upgradation: 5 years
• Admin III:
  • Medical reimbursements, TA/DA, LTC: 3 years or 1 year after audit
  • House Building Advance: 3 years post-recovery
  • GPF: 1 year after retirement
  • Child Education Allowance: Permanent registers
• Admin J (Judges’ Records):
  • Salary, IT, utilities: 5 years or post-audit
  • International visits and conferences: Permanent
  • Oath ceremonies, furniture, IT assets at residences: 5 years post-retirement
• Admin General:
  • Construction records, chamber allotments, SC events: Permanent
  • Vendor contracts and facility maintenance: 1–5 years
• Protocol & Medical:
  • Foreign and domestic tours: 1–3 years or permanent
  • CGHS and hospital agreements: Permanent

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• Reception & Recruitment:
  • Entry pass applications: 3 months
  • Exam applications and records: 1–6 years
  • Litigation files: 3 years after case disposal
• Transport Branch:
  • Vehicle bills, logbooks, fuel records: 3 years or post-audit
  • Vehicle registers: Permanent
• Vigilance Cell:
  • Disciplinary files: 5 years post-resolution
  • Property declarations: Till retirement
  • FIRs and complaints: Till case closure

This policy, approved by the Competent Authority and drafted under the leadership of Registrar Pradip Y. Ladekar, reflects a comprehensive restructuring of archival policies across all 18 registry branches.

“The real success of these guidelines lies in their faithful and consistent implementation,” remarked Chief Justice Gavai.