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¨sÁUÀ – 4J 29 2025 09 1946) . 56
Part – IVA BENGALURU, WEDNESDAY, 29, JANUARY, 2025 MAGHA, 09, SHAKAVARSHA, 1946)
No.
56
GOVERNMENT OF KARNATAKA
No: KCI 30 RPS 2022 Krnataka Government Secretariat,
Vikasa Soudha,
Bangalore, Dated: 22.01.2025
NOTIFICATION
In exercise of the powers conferred by sub-section (1) of section 17 of the
Karnataka State Public Records Act, 2010 (Karnataka Act 09 of 2011), the
Government of Karnataka hereby makes the following rules to amend the
Karnataka State Public Records Rules, 2013, namely
RULES
1. Title and commencement:
(1) These rules are called as the Karnataka State Public Records (Amendment)
Rules, 2025.
(2) They shall come into force from the date of their publication in the official
Gazette.
2. Amendment of heading:
In the Karnataka State Public Records Rules, 2013 (herein after referred to
as the said rules) after heading "Rules" the following shall be inserted, namely:-
"Chapter-I
General"
3. Insertion of new chapter-II:
In the said rules after rule 12. the following shall be inserted, namely:
(1)2
"Chapter-II
Relating to Karnataka Lokayukta
13. Classification of records:
Each category of the records generated from all the sections of the Karnataka
Lokayukta shall be classified as A, B, C, D and E class records by the Registrar for
the purpose of preservation having regard to their importance and the period up to
which they are likely to be required for reference in future. All the records shall be
paginated separately, indexed into separate parts and shall be consigned to record
room of the Lokayukta within three months of its disposal.
14. Documents not tendered in evidence:
(1) Documents which have been produced by the parties, but have not been
tendered in evidence during the investigation or enquiry shall be kept apart from
the record of the proceedings and shall be returned to the parties.
(2) No application shall be necessary for the return of the documents produced by
the parties, which have not been tendered in evidence during the investigation or
enquiry. It is sufficient if an acknowledgement is taken from the parties.
(3) The unclaimed documents shall be destroyed as per the time frame stipulated
in the classification of records.
(4) The original documents or records produced by any officer of the Government
concerning to the Government/Department shall be invariably returned to the
office from which they were produced after the completion of enquiry or
investigation.
15. Documents ripened for destruction taken for consideration in another
complaint:
Where any document has ripened for destruction or destruction is ordered
by these rules, if before it has been destroyed, is made evidence in any other
complaint, enquiry or proceedings, the provision regarding its destruction shall be
applicable to the file in which those documents were produced.
16. Periodical review:
The Registrar shall conduct periodical review at least once in five years for
down grading the classified records and to weed out records of ephemeral value.
The existing disposed records shall be destroyed in accordance with the time
duration stipulated in the classification of records..
17. Records regarding litigation:
The records in relation to which proceedings are pending before the
Karnataka State Administrative Tribunal, High Court or the Supreme Court ofR.N.I. No. KARBIL/2001/47147 POSTAL REGN. No. RNP/KA/BGS/2202/2017-19
Licensed t o post without prepayment WPP No. 297
3
India or the cases in which the litigation has not attained finality, shall not be
destroyed till the completion of the litigation.
18. Destruction of records.
No record shall be destroyed without being recorded and reviewed.
19. Publication of notice of destruction of records:
The list of the records (with case number) listed for destruction shall be
published on the notice board and website of the Karnataka Lokayukta specifying
the dates on which they will be destroyed.
20. Digitalization of records:
If the Registrar finds that digitalization of records is required, either to save
or to simplify searching, the records may be preserved by digitalizing the physical
records. The Registrar may, at his discretion, order the destruction of digitized
physical records before the expiry of the stipulated period in case of lack of space
to preserve the physical records.
Explanation: For the purpose of this chapter,
(a) "Act" means the Karnataka State Public Records Act, 2010 (Karnataka Act 09 of
2011)
(b) A-Class records" means the records to be preserved permanently.
(c) "B-Class records" means those records to be preserved for a period of thirty
years:
(d) "C-Class records means those records to be preserved for a period of ten years,
(e) 'D-Class records means those records to be preserved for a period of five years;
(1) "E-Class records" means those records to be preserved for a period of one year.
(g) "Lokayukta means the person appointed as the Lokayukta under section 3 of
the Karnataka Lokayukta Act. 1984 (Karnataka Act 4 of 1985); and
(h) "Registrar" means the Registrar appointed to the institution of the Karnataka
Lokayukta;
By order and in the name of
The Governor of Karnataka
(N. Sharadamba)
Additional Secretary to Government,
Kannada, Culture and Information
Department
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