Section 4 in The Public Records Act, 1993

Title: Prohibition against taking of public records out of India

Description: No person shall take or cause to be taken out of India any public records without the prior approval of the Central Government: Provided that no such prior approval shall be required if any public records are taken or sent out of India for any official purpose

Title: Records officer

Description: (1) Every records creating agency shall nominate one of its officers as records officer to discharge the functions under this Act. (2) Every records creating agency may set up such number of record rooms in such places as it deems fit and shall place each record room under the charge of a records officer.

Title: Responsibilities of records officer

Description: (1) The records officer shall be responsible for— (a) proper arrangement, maintenance and preservation of public records under his charge; (b) periodical review of all public records and weeding out public records of euphemeral value; (c) appraisal of public records which are more than twenty-five years old in consultation with the National Archives of India or, as the case may be, the Archives of the Union territory with a view to retaining public records of permanent value; (d) destruction of public records in such manner and subject to such conditions as may be prescribed under sub-section (1) of section 8; (e) compilation of a schedule of retention for public records in consultation with the National Archives of India or, as the case may be, the Archives of the Union territory; (f) periodical review for downgrading of classified public records in such manner as may be prescribed; (g) adoption of such standards, procedures and techniques as may be recommended from time to time by the National Archives of India for improvement of record management system and maintenance of security of public records; (h) compilation of annual indices of public records; (i) compilation of organisational history and annual supplement thereto; (j) assisting the National Archives of India or, as the case may be, the Archives of the Union territory for public records management; (k) submission of annual report to the Director General or, as the case may be, head of the Archives in such manner as may be prescribed; (l) transferring of records of any defunct body to the National Archives of India or the Archives of the Union territory, as the case may be, for preservation. (2) The records officer shall act under the direction of the Director General or, as the case may be, head of the Archives while discharging the responsibilities specified in sub-section (1)

Title: Records officer to take appropriate action in the event of unauthorised removal, destruction, etc., of public records in his custody.

Description: (1) The records officer shall, in the event of any unauthorised removal destruction, defacement or alteration of any public records under his charge, forthwith take appropriate action for the recovery or restoration of such public records. (2) The records officer shall submit a report in writing to the Director General or, as the case may be, the head of the Archives without any delay on any information about any unauthorised removal, destruction, defacement or alteration of any public records under his charge and about the action initiated by him and shall take action as he may deem necessary subject to the directions, if any, given by the Director General or, as the case may be, head of the Archives. (3) The records officer may seek assistance from any government officer or any other person for the purpose of recovery or restoration of public records and such officer or person shall render all assistance to the records officer.

Title: Destruction or disposal of public records

Description: (1) Save as otherwise provided in any law for the time being in force, no public record shall be destroyed or otherwise disposed of except in such manner and subject to such conditions as may be prescribed. (2) No record created before the year 1892 shall be destroyed except where in the opinion of the Director General or, as the case may be, the head of the Archives, it is so defaced or is in such condition that it cannot be put to any archival use.

The Public Records Act, 1993