1.6 Categories of documents held by the authority under its control [Section 4(1)(b) (vi)] (i) Categories of documents A. Establishment section The Establishment Section of the Institute maintains the following records relating to Scientific, Technical, Administrative and Skilled Support Staff: • Personal files of all employees.
• Service Books/Service Records of all regular employees.
• Computerized employee database.
• Annual Performance Assessment Reports (APAR) dossiers.
• Recruitment and appointment files.
• Seniority lists of Scientific, Technical, Administrative and Skilled Support Staff.
• Reservation Rosters as per Government of India guidelines.
• Probation, confirmation and promotion files.
• Files relating to Career Advancement Scheme (CAS), Modified Assured Career Progression (MACP) and other service matters.
• Leave records, service verification and retirement benefit records.
• Pay fixation, annual increment and revision of pay files.
• Pension, gratuity, leave encashment and retirement benefit records.
• Vigilance, disciplinary and court case files, wherever applicable.
• Compassionate appointment files.
• RTI application files and appeals.
• Files relating to deputation, foreign visits, training and capacity building.
• Files relating to sanctioned posts, manpower planning and project staff.
• Office Orders, Office Memoranda, Circulars and Notifications.
• Delegation of Powers and allocation of duties among officers and staff.
• Audit observations and compliance files.
• Correspondence with ICAR Headquarters, Government Departments and other organizations.
• Miscellaneous administrative files.
• Reference books, service rules, manuals and Government instructions.
• Dak Receipt Register, Dispatch Register, Personal File Index Register, RTI Register and other statutory registers. B. Finance & Accounts
The Finance & Accounts Section maintains the following financial records in accordance with the ICAR Audit Manual, General Financial Rules (GFR), 2017, and other Government of India instructions: • Cash Book.
• Bank Book.
• Cheque Books and Cheque Issue Register.
• Receipt Books.
• Bill Registers.
• Objection Book.
• General Ledger.
• Classified Abstract.
• Monthly and Annual Accounts.
• Budget Estimates (BE) and Revised Estimates (RE).
• Grant-in-Aid and Utilization Certificate files.
• Pension and retirement benefit records.
• Advances Register (HBA, LTC, Computer Advance, Festival Advance, etc., as applicable).
• General Provident Fund (GPF) / National Pension System (NPS) records.
• Income Tax, GST, TDS and other statutory records.
• Stock Verification Reports.
• Fixed Asset Register.
• Purchase files.
• Tender files and Comparative Statements.
• GeM procurement records.
• Audit Reports and Audit Compliance files.
• Broadsheets and other accounting records prescribed by ICAR. C. Research and Academic Records
The Institute maintains records relating to research and technology development, including: • Research project files.
• Institute Research Committee (IRC) proceedings.
• Research Advisory Committee (RAC) proceedings.
• Planning, Monitoring & Evaluation (PME) files.
• Germplasm and breeding records.
• Experimental field books and laboratory notebooks.
• Research data and technical reports.
• Annual Research Reports.
• Publications, books, technical bulletins and extension literature.
• Intellectual Property Rights (IPR), patents and technology transfer records.
• Memoranda of Understanding (MoUs) and collaborative research agreements.
• Consultancy and externally funded project records.
• Training programme records and participant database. D. Farm and Technical Records
The Experimental Farm and Technical Sections maintain:
• Oil palm nursery records.
• Germplasm conservation records.
• Plantation and field experiment registers.
• Irrigation and fertigation records.
• Farm machinery and equipment registers.
• Vehicle log books.
• Laboratory equipment registers.
• Calibration and maintenance records.
• Seedling production and distribution records.
• Input and output registers.
• Stock registers for chemicals, glassware and consumables. E. Purchase, Stores and Estate Records
The Stores and Estate Sections maintain:
• Purchase proposals.
• Tender documents.
• GeM procurement records.
• Stock Registers.
• Dead Stock Registers.
• Consumable Registers.
• Asset Registers.
• Furniture and Equipment Registers.
• Physical Verification Reports.
• Building maintenance records.
• Civil and electrical maintenance records.
• Guest House records.
• Security and housekeeping records. F. Library and Information Resources
The Library maintains:
• Accession Register.
• Books and Journals Register.
• E-resource database.
• Thesis and dissertation records.
• Institutional publications.
• Digital repository.
• Membership records.
• CeRA usage records. G. General Records
The Institute also maintains: • Annual Reports.
• Annual Action Plans.
• Performance Reports.
• Parliamentary Question files.
• Citizen Charter.
• RTI disclosures.
• Committee proceedings.
• Visitors' Register.
• Inspection reports.
• Records prescribed under ICAR Rules, Government of India Rules and other statutory provisions (ii) Custodian of documents/categories Documents are under the control of the respective Incharges/Officers of the sections. | 
