S.No.

Nature of Record

Details of information available

Unit / Section where available

Retention period  where available

First Information Report (FIR) maintained as per PPR-22.47 (Register No.I)

Details of crime reported / detected (cognizable offence)and police investigation

All Police Stations

FIR is kept permanently in the Record Room of concerned police station as per PPR

Daily Diary maintained as per PPR 22.48 (Register No.II)

All the details in r/o criminals arrested and entry of arrival/departure of all enrolled police officers on duty with nature of their duties, duty performed and places visited etc.

All Police Stations, Police Posts & Police Lines

Daily diaries are retained for two years after the date of the last entry.

All Standing Orders as per PPR 22.53 (Register No.III)

Certain instructions/ directions/guidelines on various subjects issued internally to all police personnel/officials by PHQ

All offices/police stations

Retained permanently in all offices/police stations.

Information about absconders and deserters maintained as per PPR-22,54 (Register No.IV)

Details of all proclaimed offenders and deserters from the army.

All police stations

Permanent

Correspondence register maintained as per PPR 22.55 (Register No.V)

Details of letters/ reports/orders received/

dispatch at police stations and record of summons, warrants, search warrants and orders of proclamation, attachment and injunction

All police stations/offices

Retained at police stations/ police post/offices for two years.

Kalandra and Inquest register maintained as per PPR 22.56 (Register No. VI)

All carbon copies of Kalandras and Inquest report of the Police Station are kept in this register

All police stations

Permanent record.

Crime Record Register maintained as per PPR-22.59 and PPR-22.60 (Register No.IX)

Details of notes on  community, persons of doubtful character having convicted or suspicious and cognizable cases . The topography of the area population etc. are also kept in this register. Through this surveillance on criminals is maintained.. 

All police stations

Permanent.  It is confidential and unpublished official record.

Surveillance register maintained as per PPR 22.61 (Register No. X,X-A & X-B)

History sheets of persons habitually addicted to crime made by the ranks not below Inspector after receipt of  orders of Supdt. of Police

All Police Stations

Retained upto 2 years after the date of last entry.  It is confidential and nothing contained in them may be communicated to any person nor may inspection be allowed or copies given save as provided in police rules. The rights of district and ilaqa magistrates to examine such records are governed by rules 1.15 and 1.21.

Index to history sheets and personal files in serial order and alphabetical form maintained as per PPR-22.62 (Register No.XI)

Indexing of history sheet and other record is done in this register.

All police stations

Permanent

Registers of Information Sheets maintained as per PPR-22.63 (Registers No. XII and XII-A

Information sheets issued by I/C P.S. as a means of ascertaining the antecedents of persons who have been arrested under section 55 Criminal Procedure Code or of suspicious character or committed an offence.

All Police stations

Retained upto 7 years after the dispatch or receipt of the last sheet.

Minute book for G.Os maintained as per PPR-22.64 (Register No. XIII)

Details of any matters regarding crime,criminals and maintenance of record and P.S. building requiring the attention of the officer incharge of the P.S. which have not been entered in the inspection report and  the matters permanently affecting the conditions of the police station e.g. changes in police station or jail boundaries, imposition and removal of additional Police Posts and constructions of new buildings etc.

All police stations

The register is a confidential and priviledged record with the exception of Gazetted Police officers, no one except the Distt. Magistrate and a Sub-Divisional officer specifically authorized under rule 1.20 may enter remarks in it or examine it.

File book of inspection reports maintained as per PPR-22.65 (Register No.XIV)

Record of inspection (Quarterly /Six Monthly) reports conducted by G.Os are kept in this register.

All police stations

Permanent

Register containing list of village watchmen in the PS jurisdiction, list of police officers, Government properties and land maintained as per PPR-22.67 (Register No. XVI)

Detail of village watchmen, police officers, Govt. properties and land etc in the jurisdiction of P.S,

All police station

Permanent record

Register for Arms Act licenses, licenses under Excise laws, licenses under Explosives act, licenses under petroleum act, licenses under poisons act and sarais under Sarais Act maintained as per PPR-22.68 (Register No. XVII)

Record of Arms Act licenses, licenses under Excise laws, licenses under Explosives act, licenses are kept in this register

All police stations

Permanent record.

Arms & Ammunition Receipt book maintained as per PPR-22.69 (Register No. XVIII)

Detail of all arms ammunition or military stores deposited in, or seized and brought to, the Police Stations

All police stations

Retained upto 5 years after the date of last entry.

Case Property Register No.XIX maintained as per PPR-22.70.

Detail of entry of all articles placed in the storeroom except articles already included in register No. XVI are made.

All Police Stations

Retained upto 3 years after the date of last entry.

Accounts register maintained as per PPR-22.71 (Register No. 20)

Detail of entry of all receipts, expenditure, disbursement of pay, TA and permanent

All DCsP offices, Police Lines, and Police Stations

Permanent record

Road Certificate maintained as per PPR-22.72 (Register No. XXI)

Issuing/transfer of cash and other store articles through road certificate

All DCsP office/Police Station and Police Lines

Retained upto 3 years after the date of last certificate issued.

Printed Cash Receipt maintained as per PPR-22.73 (Register No.XXII)

All sums of money received in a office/police station whether in cash or otherwise on any account whatever, a receipt from this book is issued to remitting party

All DCsP offices/Police Stations

10 Years

Copies of all Police gazette, Criminal intelligence gazette and all orders maintained as per PPR-22.74 (Register No. XXIII)

The police gazette, criminal intelligence gazette and all orders contained in the gazette, affecting the officers of the police station as a whole or any individual officer.

All DCsP Offices/Police Stations

5 Years

Copies of all Police rules maintained as per PPR-22.76 (Register No. XXIV)

Copies of all police rules are kept uptodate for the perusal of G.Os

All DCsP Offices/Police Stations

Permanent

Transfer/handover charge register maintained as per PPR-22.76 (Register No.XXV)

On permanent transfer officer incharge have to record a confidential charge note mentioning the character and capacity of members of the staff of the police station and residents of the jurisdiction who are useful to the police as informers for the assistance of his successor

All Police Stations/Offices

Permanent

Missing Person Register

Details of missing person,description and action taken is kept in this register

All Police Stations

 Maintained as per Circular No. 42/2003

MLC Register

Details of all MLC cases are kept in this register

All Police Stations

 Maintained as per Circular No. 42/2003

PCR Call / DD entry register

Details of all PCR calls

All Police Stations

 Maintained as per Circular No. 42/2003

Crime register of SHO and Ios

Brief of investigation conducted

All Police Stations

 Maintained as per Circular No. 42/2003

Arrested persons register

Detail of all arrested persons

All Police Stations

 Maintained as per Circular No. 42/2003

Bail Register

Detail of bail granted to accused.

All Police Stations

 Maintained as per Circular No. 42/2003

Surety register

Detail of sureties

All Police Stations

 Maintained as per Circular No. 42/2003

Cause list register

Detail of cases pending trial

All Police Stations

 Maintained as per Circular No. 42/2003

Dismissed police personnel register

Detail of dismissed police personnel

All Police Stations

 Maintained as per Circular No. 42/2003

Complaint register

Detail of complaint received.

All Police Stations

 Maintained as per Circular No. 42/2003

Pairvi of heinous cases

Detail of heinous cases

All Police Stations

 Maintained as per Circular No. 42/2003

Ruffian register part-1

Details of ruffian of the area

All Police Stations

 Maintained as per Circular No. 42/2003

Ruffian register part-2

Detail of ruffians of the other area

All Police Stations

 Maintained as per Circular No. 42/2003

Ruffian register part-3

Bogus surety

All Police Stations

 Maintained as per Circular No. 42/2003

Ruffian register part-4

Budding criminals.

All Police Stations

 Maintained as per Circular No. 42/2003

Servant verification register

Detail of servants verification

All Police Stations

 Maintained as per Circular No. 42/2003

Demolition register

Detail of demolition

All Police Stations

 Maintained as per Circular No. 42/2003

Public meeting register

Detail of public meeting

All Police Stations

 Maintained as per Circular No. 42/2003

Tenant verification register

Detail of tenant verification

All Police Stations

 Maintained as per Circular No. 42/2003

Kalandra register

Detail of kalandra

All Police Stations

 Maintained as per Circular No. 42/2003

Case file / challan movement register

Movement of case file

All Police Stations

 Maintained as per Circular No. 42/2003

Defect register

Details of defects

All Police Stations

 Maintained as per Circular No. 42/2003

Registers of Sanctioned Strength

Details indicating the posts sanctioned in Delhi Police from time to time.

Record Branch in PHQ &  Distts/Units DCsP offices.

Permanent

Correspondence files pertaining to proposals for creation of posts for various Districts/Units of Delhi Police.

Copies of proposals and sanction orders, if the proposal is sanctioned by the Govt.

Record Branch in PHQ &  Distts/Units DCsP offices

Three years for ordinary files and permanent for special head files.

Appointments

Appointments in various ranks

Recruitment Cell/PHQ and 2^nd Bn.DAP

Permanent

Promotion & Confirmation

Promotion & Confirmation in various ranks

Estt.Br./Conf.

Branch, ‘P’ Branch of PHQ and Distts/Units

Permanent

Registers of compassionate appointment.

Details and position of cases of compassionate appointment of the dependents of Police Personnel who expired during service and become invalid on medical grounds.

Record Branch in PHQ &  Distts/Units DCsP offices

Permanent

Correspondence files relating to compassionate appointment and framing/amendment of Recruitment Rules

Copies of proposals for framing/amendment of recruitment rules and their gazette notification, if the same are notified.  Correspondence /document pertaining to compassionate appointment.

Record Branch in PHQ &  Distts/Units DCsP offices

Three years for ordinary files and permanent for special head files.

Leave

Detail of E.L./C.L. / etc.

Estt. Branch & Personnel Branch in Distts/Units

3 years in respect of E.L. subject to suitable entries made in service record/leave account and C.L. record is destroyed at the end of the year.

Registers of retirees and Ex-gratia payment.

Details indicating the particulars of retirees and particulars to whom Ex-gratia payment has been made.

Record Branch in PHQ &  Distts/Units DCsP offices

Permanent

Correspondence files relating to finalizing the pension cases of retirees and Ex-gratia payment.

Proposals/Sanction orders of pension cases (PPO) and Ex-Gratia payment.

Record Branch in PHQ &  Distts/Units DCsP offices

Three years for ordinary files and permanent for special head files.

Posting Registers, Seniority Registers.

Details indicating the particulars of posting and seniority.

Record Branch in PHQ &  Distts/Units DCsP offices

Permanent

Correspondence Files of transfer/posting and seniority.. Grant of NOC for obtaining passport, Grant of Leave to the Gazetted Officers, Officers (Upper Subordinates) taken on deputation in Delhi Police from other departments.

Details indicating the copies/orders/sanction of transfer/posting. NOC for obtaining passport,  Leave to the Gazetted Officers, deputation etc.

Record Branch in PHQ &  Distts/Units DCsP offices

Three years for ordinary files and permanent for special head files

Registers of financial assistance/loan from the welfare funds.

Details indicating the particulars of financial assistance/Loan granted to the dependents/Police Personnel from Delhi Police Welfare Society, Amenities Fund and Vipati Sahayata Kosh.

Record Branch in PHQ &  Distts/Units DCsP offices

Permanent

Correspondence files relating to grant of financial assistance/loan.

Copies of sanction of financial assistance/loan and other related documents.

Record Branch in PHQ &  Distts/Units DCsP offices

Three years for ordinary files and permanent for special head files

Miscellaneous correspondence files

Miscellaneous papers.

Record Branch in PHQ &  Distts/Units DCsP offices

Three years for ordinary files and permanent for special head files

Stamps Account Register

Details of stamps used in sending the postal da

Record Branch in PHQ &  Distts/Units DCsP offices

Five years

Service Books/Character Rolls

History of services of all ranks

All Distts/Units

Permanent

Fauzi Missals

Personal Information in respect of Upper/Lower Subordinates

SIP Branch of All Distts/Units

5 Years after retirement/expired .

Cash Book, Pay Bill Registers & all relevant bills

Transaction of cash, disbursement of salary etc.

Accounts Branch of All Distts/Units

Permanent

Contingency Registers

Details of bill under head MB, O.E, OC, Minor work, M&S, PSS and Discriminatory Grant Fund

Accounts Branch of all Distts/Units

Permanent

Medical & Income Tax calculation register

Details of reimbursement of medical claim/income tax calculation of police personnel

Accounts Branch of all Distts/ Units

Permanent

Recovery of advance

Details of advance taken for HBA, MCA, GPF & Festival

Accounts Branch of all Distts/ Units

Permanent

Audit / Inspections

Reports of Audit conducted  of all stocks/budget incurred and other financial matters

All Distts/Units

Till the audit para is finalized/settled.

Court cases, petition, Crl. Writ Suit, Appeal & SLP

Court cases, petition, Crl. Writ Suit, Appeal & SLP

Legal Cell /Punishment Cell of all Distts/Units

Permanent

Stock registers

Entry of General Store/Stationary Store articles purchased or received

General Store and Stationary Store of All Distts/Units

Permanent

69. 17.

Personal Files

Personal files of the rank of ASI and above

All Distts/Units

3 Years in respect of G.Os and 1 year in r/o Non-G.Os after they have ceased to be in service

A.C.Rs

Confidential/assessment repots in respect of police personnel

Confidential Branch/PHQ in respect of Upper Subordinates and Ch.Roll Br. Of Distt./Units in r/o of Lower Subordinates.

Permanent

Departmental Enquiries and Punishment

Departmental Enquiries and Punishment awarded to police personnel

Punishment Branch of All Distts/Units and Ch.Roll Branch of PHQ

10 Years or 3 years after the final disposal of appeal or final judgment under the normal course of law whichever is later.

Honorarium/awards

Honorarium /awards granted to police personnel

Accounts /Ch.Roll Branch of all Distts/Units

3 years or 1 year afgter completion of audit, whichever is later

Parliament /Vidhan Sabha Questions

Parliament/Vidhan Sabha Questions pertaining to Delhi Police

Parliament Cell/Record Branch /PHQ

Admitted & answered discussed questions are retained for 3 years and other i.e. disallowed lapsed or withdrawn for 1 year.  However cases great precedent reference value are retained permanently,

Vigilance Enquiry conducted on the complaints received from various agencies

Detail of Vigilance Enquiries, DE/PE/DI cases and out-come thereto

Vigilance Branch

As per PPR 11.31

PCR Calls

Distress calls received in Police Control Room

Record Branch/PCR

Two years

Arms License Folders

Details of Licensee and weapon (s)

Record Room/Lic. Branch

Permanent Record

Files regarding issue/grant/renewal/inspection of Hotels/ Guest Houses/Cinema Halls/Auditoriums/Arms Ammunition Dealers

Details regarding issue/grant/renewal/inspection of Hotels/ Guest Houses/Cinema Halls/Auditoriums/Arms Ammunition Dealers

Record Room/Lic Branch

Permanent record

Traffic Circle Register

Name & address of hospitals, banks, schools & civic agencies and other vital installation

Traffic Circles office

5 years

Court Challan register

Entry of challan sent to court

Traffic Circles office

5 years

Compounding Challan register

Entry of fine

Traffic Circles office

5 years

Accident Register

Entry of the accident occurred in the area

Traffic Circle office

5 years

Permit suspension register

Entry of vehicles whose permit suspended

Traffic Circle Office

5 Years

Crane Register

Entry of crane deployed in the area

Traffic Circle Office

5 years

NOC Register

NOC issued to public for carrying out procession etc.

Traffic Circle Office

5 years

Taxi Stand Register

Entry of taxi stands in the area

Traffic Circle Office

5 years

S.No.

Nature of Record

Details of information available

Unit/section where available

Retention period where available

1.

Personnel Information System

Information ie. Personal Information, Transfer/postings, punishments etc. of all police officers and men of Delhi Police is available on computer.  

Information Technology Centre/PHQ

NA

2.

Complaint Monitoring and Tracking System

The status of complaints against Delhi Police personnel/public is available on IntraDP.

In all IntraDP Cell of Units/Distts. And in offices of Sr. Police Officers.

NA

3.

Quarter Allotment System

Information and status of Govt. Quarters is available on computer

Quarter Allotment Cell/PHQ

NA

4.

Court Cases Monitoring System

Information of all courts cases pending in the Supreme Court of India, High Court etc. is available on computer

In all IntraDP Cell of Units/Distts. And in offices of Sr. Police Officers.

NA

5.

Automated Postings and Transfers

APT is faster way of rotating personnel from one unit to another unit after taking into account all required parameters defined in the standing order of Delhi Police.

Information Technology Centre/PHQ

NA

6.

Clothing Stock Analysis

CSA maintains the records of all the items category wise i.e. clothing and general items.

Old Police Lines, Rajpur Road, Delhi.

NA

7.

Motor Transport Stock Status

It maintains the stock status of spare parts of all types of vehicles used in Delhi Police.

M.T. Section, Old Police Lines, Rajpur Road, Delhi.

NA

8.

Dpmail (Delhi Police Mailing System)

Dpmail is a quick and secure method of sending mails and attachments between  units of Delhi Police.

In all IntraDP Cell of Units/Distts. And in offices of Sr. Police Officers.

NA

9.

Loan sanctions

This contains details of all loan applications for sanction received at PHQ, the applicants can know the status of their case from their respective district/units.

In all IntraDP Cell of Units/Distts. And in offices of Sr. Police Officers.

NA

10.

Medical bills

This contains details of all medical bills applications for sanction received at PHQ, the applicants can know the status of their case from their respective district/units.

In all IntraDP Cell of Units/Distts. And in offices of Sr. Police Officers.

NA

11.

Telephone Directory

This sections contains the hierarchal table of telephone numbers and addresses of the GOI, Delhi Admn. Delhi Police Officers etc.

In all IntraDP Cell of Units/Distts. And in offices of Sr. Police Officers.

NA

12.

Office Procedure

Provides the complete office procedure look in digital form to the user on his desk

In all IntraDP Cell of Units/Distts. And in offices of Sr. Police Officers.

NA

13.

Press Clippings

Press Clippings relates to the news which is published in the daily news paper and are about the Delhi Police and crime

In all IntraDP Cell of Units/Distts. And in offices of Sr. Police Officers.

NA

14.

GOI Website

Displays the Web-sites addresses of GOI, like President of India, PM of India et.

In all IntraDP Cell of Units/Distts. And in offices of Sr. Police Officers.

NA

15.

Forms

Provides the blank forms regarding advances, Leave, Medical Pension Insurance and Change of Home Town etc. for official use to the police officials on a desk, when required

In all IntraDP Cell of Units/Distts. And in offices of Sr. Police Officers.

NA

16.

Delhi Police Samachar

Delhi Police Samachar is the soft version of Delhi Police Samachar.

In all IntraDP Cell of Units/Distts. And in offices of Sr. Police Officers.

NA

17

Standing Orders

Displays all the Standing Orders issued by all distt/units or officer concerned.

In all IntraDP Cell of Units/Distts. And in offices of Sr. Police Officers.

NA

18.

Circulars

Displays all the circulars issued by all distt./units or officer concerned.

In all IntraDP Cell of Units/Distts. And in offices of Sr. Police Officers.

NA

19.

Training Schedule

Training schedule displays the training programs which are to be conducted/undergoing during the current year.

In all IntraDP Cell of Units/Distts. And in offices of Sr. Police Officers.

NA

20.

Medal

Displays the list of Police Officials who received the medals in the current year as well as in previous year

In all IntraDP Cell of Units/Distts. And in offices of Sr. Police Officers.

NA

21.

Asadharan Karya Puruskar

Displays the list of police officials who received  the Asadharan Karya Puraskar in the current year as well as in previous years.

In all IntraDP Cell of Units/Distts. And in offices of Sr. Police Officers.

NA

22.

Out of Turn Promotion

Displays the list of police officials who got  the out of turn promotion in the current year as well as in previous years.

In all IntraDP Cell of Units/Distts. And in offices of Sr. Police Officers.

NA

23.

Articles

Important articles published in the news paper or written by the employees of Delhi Police will be available.

In all IntraDP Cell of Units/Distts. And in offices of Sr. Police Officers.

NA

24.

Public Utility Numbers

Provides the telephone numbers for public utilities like railways, Delhi Metro, Transports and Airlines inquiry and hospitals, causalities and ambulance services.

In all IntraDP Cell of Units/Distts. And in offices of Sr. Police Officers.

NA