Supreme Court Issues Comprehensive 2025 Guidelines on Retention and Destruction of Administrative Records

In a significant move aimed at streamlining internal record management, the Supreme Court of India has approved detailed 2025 guidelines governing the retention and destruction of its administrative (non-judicial) records. The new policy lays down fixed timelines for preservation and disposal of various categories of files maintained by the Registry, while ensuring that historically and administratively important records are retained permanently.

Scope of the Guidelines

The guidelines apply strictly to non-judicial records such as institutional decisions, office orders, staff files, and financial documentation. Judicial records, however, will continue to be governed by Order LVI of the Supreme Court Rules, 2013 and the 2017 Handbook on Office Procedure.

Categories Marked for Permanent Preservation

A comprehensive list of documents has been earmarked for permanent retention, underscoring their institutional value. These include:

Notes signed by the Chief Justice of India and other Judges

Policy files, circulars, and official office orders

Service books and pension-related documents

Records pertaining to the construction of the Supreme Court building

Documents concerning the appointment and retirement of Judges

Minutes of Full Court meetings

Official seal of the Supreme Court

Details of international visits by Judges

CGHS card records for Judges

Fixed Retention Timelines

The guidelines specify retention periods for various types of routine and semi-permanent administrative documents:

RTI Applications (no appeal): 3 years

RTI with significant 2nd appeals: 5 years

Parliamentary Questions: 3 years

Attendance and Diary Registers: 1 year

Judges' Mobile and Landline Bills: 3 years

LTC, TA/DA Claims: 3–5 years after audit

Judges’ Salary, Tax, and House Rent Files: 5 years post audit

Official Gift Registers: 5 years post audit

Judge-Specific Files

Certain Judge-specific documents will also be retained permanently, including:

Chambers allotment records

Security arrangements at official residences

Documentation of Constitution Day events, legal forums

Records of CJI and Chief Justices’ conferences

Protocol and hospitality guidelines

Other categories—such as furniture, electronics, leave and GPF files, medical reimbursements, and IT returns—will be retained for five years after a Judge’s retirement.

Administrative and Material Records

For departments handling material and infrastructure, the guidelines outline:

Construction and Renovation Files: Permanent

Lawyers' Chamber Allotments: Permanent

Routine Panel Documentation: 5 years

Auditorium, Cafeteria Contracts: 3–5 years

Vendor Permissions and Invoices: 1 year post audit

Tender, Procurement, and Contract Files: 5 years post expiry (subject to audit clearance)

Circulars and Policy Submissions: Permanent

Streamlining Transparency and Governance

The move is seen as part of a broader effort to bring consistency, transparency, and efficiency in the administrative functioning of the apex court. The classification and structured retention schedule is expected to ease archival management, facilitate quick retrieval of records, and uphold accountability.