(vi) STATEMENT OF THE CATEGORIES OF DOCUMENTS THAT ARE HELD BY CBSE OR UNDER ITS CONTROL:
	
The documents held by CBSE include relevant files on subjects dealt with in the CBSE and service documents of its officials. The documents are retained as per the retention schedule.

The Branch wise records held by them are indicated below:

1)	Administration: (a) Personal files (b) Service Records of all Employees (c)  Printing & Publications – Purchase of paper for various certificates, answer sheets etc.

2)	Vigilance: All complaints and departmental proceedings, cases.

3)	Scholarship: Scholarship application details and award details.

4)	Legal: All the documents filed in the Court of Law where CBSE is a party, legal notices served upon CBSE, Delhi.

5)	Maintenance Branch: All relevant files relating to incurring of expenditure for maintenance and purchase etc.

6)	Public Relations Unit:

>   Media Communications and Publicity
>	Press Notes
>	Tenders
>	Public  notices  with   regard  to  Application  forms  for  Class X/XII Examinations, P.MT., AIEEE Examinations, Recruitment Notices
>	Events and Functions

>  Publications

>	Annual Report and other publications of CBSE
>	CBSE Profile
>	Telephone Directory of CBSE officers
>	Annual CBSE Teacher Awards
	
>	Publicity and Expenditure accounts

>	Public Grievances Redressal Cell
>	Cases and Reports

>	Monitoring of Malpractices
>	Cases and disposal

>	Right to Information Act 2005
> 	Cases
>	Monitoring
>	Related orders and Memorandums 
>	Updations and uploading on CBSE website 
>	Monthly reports to CIC 
>	Quarterly to CIC
>	Annual Report to CIC
>	Maintenance of CIC Hearings records

>	CBSE Helpline Project
>	CBSE Students Global Aptitude Test Project
>	Records of regular administration of the unit
	
7)	AIPMT UNIT:

1.	The AIPMT Examination is being conducted as per the directives of the Hon'ble Supreme Court for which the rules are provided by the Ministry of Health and Family Welfare through DGHS and MCI.   The role of CBSE is limited to the conduct of examination and preparation of merit list thereafter.

2.	The Unit is having certain documents under its possession for a limited period of time according to the weeding out rules. The documents under the possession of AIPMT Unit are as follows:

S.No.		Document					Period of Retention
1.	Filled in application forms			Upto 14th August every year
2.	Answer Sheets of Pre and Final examination	Upto 14th August every year
3.	Correspondence on the preparation of the	Upto two years 
examination in the form of files	
4.	Various reports					Upto two years
5.	Record from the Centres of Examination	Upto 14th  August every year
6.	Various records of Candidates			14th August every year to 
three years

      8)	Examinations:

Statement of the categories of documents related to Senior School Certificate(Class XII) and Secondary School(Class X) Examinations preserved in the Headquarters/Regional Offices concerned:

Item	Period of retention in the office	Information that could be made available	
Registration forms for Class IX	to be weeded alongwith the answer books of Class X examination concerned i.e. after two months of the declaration of result of Class X examination	Statistics related to the number of candidates registered for the particular examination can only be made available.  Particulars of students cannot be made available under Sections 8(1)(d), (e),(g) & (j) of RTI Act, 2005	
List of candidates(Regular candidates)	10 years	Statistics related to the number of candidates appeared for a particular examination can only be made available.  Particulars of students cannot be made available under Sections 8(1)(d), (e),(g) & (j) of RTI Act, 2005	
Forms for private/improvement candidates	10 years	Information relating to the appearance of a particular candidate can only be made available.  Particulars of students cannot be made available under Sections 8(1)(d), (e),(g) & (j) of RTI Act, 2005	

Cases of unfairmeans	1 year provided no court case/dispute is pending	Information relating to the category of unfairmeans resorted to by a particular candidate and the decision taken therefor can be made available.  Particulars of candidate/school etc. and Members of the Unfair means Committtee cannot be made available under Sections 8(1) (d), (e) & (g) of RTI Act, 2005	
Attendance sheets of Examiners	1 year	Information related to whether a particular examiner had been appointed/had attended the evaluation centre can only be made available after the declaration of the result of the Compartment examination of the year concerned. Particulars of Examiners cannot be made available under Sections 8(1) (e) & (g) of RTI Act, 2005	
Forms for use of Head Examiners	3 months (from the date of declaration of results)	Blank specimen forms can only be made available.  Filled in forms shall reveal the particulars of the person(s) who have filled in the forms hence cannot be made available under Sections 8(1) (e) & (g) of RTI Act, 2005 
	
Tabulation Registers and Result Gazette	35 years
(provided no court case pending)	Only Verification of marks on the request given by the organization/agency giving employment/admission for higher education shall be done.  Particulars of candidates cannot be made available to others under Sections 8(1) (e),(g) & (j) of RTI Act, 2005	
Answer books of candidates	2 months after declaration of result(provided no court case pending)	Photocopy of the answer sheets cannot be provided due to the following rules of the Board and decisions of the Central Information Commission: 
a)	   revaluation, disclosure, inspection or supply of copies of  answer book is  not permitted under Rule 61(iv) of the Examination Bye-laws of the Board.

b)	  The disclosure, inspection or supply of copies of answer books is exempted under the RTI Act – 2005.  A full bench of Central Information Commission vide its judgement and order 	dated 23rd April, 2007 in Appeal Nos. CIC/WB/A/2006/00469 & 00394 and AppealNos.CIC/OK/A/2006/00266/0058/00066/00315 has held that a citizen cannot seek disclosure of the evaluated answer sheet under the RTI Act, 2005 from UPSC, Staff Selection Commission, Universities, CBSE etc.	

Orders relating to correction in candidate’s/mother’
father’s name, surname	35 years	Application for correction in name/surname shall be considered only within ten years from the date of declaration of result supported with the documents as given in Rule 69.1(ii) Examination  Byelaws	
Orders relating to correction in date of birth	35 years	Application for correction in date of birth will be considered only within two years of the date of declaration of result of Class X/XII, as the case may be, as given in Rule 69.2(iv) of the Examination Byelaws	
Court cases 	2 years after the date of decision	Judgement	

9)     AIEEE UNIT: All files relating to eligibility, appearance, declaration or  
        results etc. and examination related materials.

10)	   JNVST :  All files relating to eligibility, appearance, declaration or results   
         etc. and examination related materials.

11)

ACADEMICS

Files relating to all aspects of curriculum concerning the Board.

      12)       I.T. Department: Data relating to Examination etc.

The documents available in the electronic form are made available in the website for public access and can be downloaded free of cost.

Other documents related to various activities of the CBSE can be had from the concerned PIOs who is custodian of such information.

      13)       Affiliation Unit: Affiliation files of the schools with documents such as application made by the school "Offline or Online", Inspection Report, sanction letter etc.

List of the PIOs is available on the website.