Record Retention Last Updated : Thu, 05 Mar 2026
| Sr.No. | Category of record | Period for retention of record of HPPSC | The authorities to whom the item(s) relate | |
|---|---|---|---|---|
| 1. | 2. | 3. | 4. | |
| 1. | Files containing general orders of H.P. Government | Permanent | All Branches | |
| 2. | Files containing notes on discussions ofimportant principles, Questions of policy, important orders and decisions of the Commission. | Permanent | All Branches | |
| 3. | Service Rules/Other Rules & Regulations and amendments thereto(Government/ Commission) | Permanent | Services Section. | |
| 4. | Black list Register | Permanent | The concerned officer dealing with Secrecy work / HK&A Section. | |
| 5. | Annual Report of HPPSC | Five copies to be retained in office Library | Research Cell. | |
| 6. | (a) | HPPSC (Exemption from consultation) Regulation, 1973 and amendment thereto | Permanent | Services Section |
| (b) | HPPSC (Members) Regulations, 74 and amendments thereto | Permanent | --do-- | |
| (c) | HPPSC (Staff) Regulations, 1971 and amendments thereto | Permanent | --do-- | |
| (d) | The HPPSC Experts/Advisors (Payment of remuneration) Rules and amendments thereto | Permanent | --do-- | |
| (e) | Master File | Permanent | All Branches | |
| (f) | Guard File | Permanent | --do-- | |
| (g) | Syllabus Revision Files. | Permanent | R-I, R-II, E-I, E-II & SET. | |
| 7. | Procedure to be observed by the Administrative Departments of H.P. Government in dealing with the Commission. | Permanent | All Branches | |
| 8. | Files relating to Rules and Regulations (Examinations/ Service/ Recruitment/ Competitive Examinations/ Schemes of Examinations including amendments and interpretations thereto) | Permanent | All Branches | |
| 9. | Recognition/Equivalence of Qualifications for purposes of recruitment to services/ posts underthe administrative control of the H.P. Government. | Permanent | R-I, R-II, E-I, E-II and SET Sections | |
| 10. | One set of Question Papers (with key if any) | 3 years. However, a copy of CD may be kept. | Record Room. | |
| 11. | Files relating to distribution of workamongMembers/ Officers/Staffof the Commission. | Permanent | HK & A Section. | |
| 12. | (a) | Procedure Book | At present no procedure book has been maintained in the Commission. | All Branches |
| (b) | But SOPs for certain works have been prepared may update/ make SOP to consolidated SOPs to regulate the Commission work and kept in Book form | Permanent | All Branches | |
| 13. | (a) | Agenda for meeting of the Commission/ Record of decisions. | Permanent | P.A. to Secretary. |
| (b) | Minutes of the meetings of the Commission (This includes agreed Business and Report Recording Cases). | Permanent | --do-- | |
| 14. | Written Examination/Screening Tests (a) AnswerBooks/Sheets (b) Applications received from the candidates (c) Recommendations made to the Government (d) Checklists |
(a)Answer Books/Sheets: Part-I: Six months after declaration of the result However, Part-II: OMR Answer sheets pertaining to the State Eligibility Test Un-evaluated Answers Books(Paper-III) in respect of the candidates who could not qualify in Paper I & II may be weeded out after the period of one year from the conduct of the examination and the evaluated Answer Book(Paper-III) may be retained till the grant of accreditation for next examination. Question Papers may be weeded out after the declaration of final result of the SET (except two sets of question papers in each subjects with key to be retained permanently. Award list may be retained up to two years from the date of declaration of the result. | The concerned officers dealing with the Secrecy work and R-I, R-II, E-I, E-II, SET & HK &A Sections | |