Section 6 in The Public Records Act, 1993

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.

Title: Penalty for contraventions

Description: Whoever contravenes any of the provisions of section 4 or section 8 shall be punishable with imprisonment for a term which may extend to five years or with fine which may extend to ten thousand rupees or with both.

Title: Public records bearing security classification

Description: No public records bearing security classification shall be transferred to the National Archives of India or the Archives of the Union territory.

The Public Records Act, 1993