[Section-4 (1) (b) (vi)]
| Sl. No. | Nature of Record | Details of Information Available | Unit/ Section Where Available | Retention Period where Available |
| 1 | 2 | 3 | 4 | 5 |
| 1 | All Government order relating to service matter | a. Service particulars of the staff of Hqrs. Estt. b. Staff strength c. Regular regarding roaster point. d. Section of leave, Annual increment E.B sanction of medical advance. e. Pay bill, GPF advance bill, House building advance leave sanction bill, sanction of advance from welfare fund. f. Stationary articles, dead stock articles vehicles etc. g. Regular showing the name of the name of applicants under R.A. scheme. h. Regular showing the Assembly action. |
O.E. Section(Hqrs. Estt.) | 15 yrs. Record Room. |
| 2 | All Government order relating to appointment | -do- | -do- | |
| 3 | Personal file of the staff | -do- | -do- | |
| 4 | All kinds of bills payment & disbursement | -do- | -do- | |
| 5 | Store and stock articles, vehicles etc. | -do- | -do- | |
| 6 | Death report of the prisoners. | Inquest report, P.M. Report, Magisterial inquiry report, Medical examination report of the deceased prisoner. | Judicial | |
| 7 | Escape report of the prisoners. | Report of the Jail Superintendent, Superintendent of Police & others. | -do- | |
| 8 | Case matter files of N.H.R.C, New Delhi. OH.R.C, Bhubaneswar, High Court of Odisha, Supreme Court of India. | Parawise comments, enquiry reports etc. | -do- | |
| 9 | Premature release file of the convicts | Release order of Law Deptt, Report & Recommendation of the Jail Superintendent, Collector & S.P. | -do- | |
| 10 | Furlough files | Recommendation of the Collector & S.P., Report of the Superintendent and descriptive roll of the prisoner. | -do- | |
| 11 | Parole files | Sanction orders of the Collector & D.M. | -do- | |
| 12 | Training | The name and details of the trainees who have undergone in-services training in OJTS, Berhampur and in other institutions, so far it relates to Jail and Correctional Hqr. Staff. a. Basic training course for warders (9 months) b. Basic training course for Jail & Correctional Officers (6 months) c. Refreshing course for Jail & Correctional staff & Guarding staff. (20 days) Syllabus of training courses |
Training section | |
| 13 | Training | a. Training for Jail & Correctional Officers undergone at RICA Vellor, NICFS New Delhi, NISD New Delhi, MDRFA, and Bhubaneswar. b. Seminar on Human rights & conference conducted by Prisons Directorate. |
All India Prisons duty meet. | |
| 14 | R.O.R | 21 Nos. of new sub jails | Building (M) section of Prisons Directorate | Two years |
| 15 | Approved Plan and Estimate | New jail Building, staff quarter, Additional wards sanitation & P. H. Projects. | Building (M) section of Prisons Directorate | Two years |
| 16 | Copies of Administrative approval | New jail Building, staff quarter, Additional wards sanitation & P. H. Projects. | Building (M) section of Prisons Directorate | Two years |
| 17 | Pension | Pension cases of jail employees, correctional staff and staff of the Head quarters. | Pension section | Permanent |
| 18 | D.D.O. wise information in respect of each sub-head. | Prisons Directorate Bhubaneswar. | 1998-1999(Prisons Directorate) Bhubaneswar. | Registers showing the allocation of funds in respect of 88 DDO’s under the administrative control of Addl. D.G. of Police-cum-I.G. Prisons, Odisha , Bhubaneswar, |
| 19 | D.D.O. wise information in respect of each sub-head. | Prisons Directorate Bhubaneswar. | 1998-1999(Prisons Directorate) Bhubaneswar. | Registers showing the grant received in the Annual and supplementary Budget etc. |
| 20 | D.D.O. wise information in respect of each sub-head. | Prisons Directorate Bhubaneswar. | 1998-1999(Prisons Directorate) Bhubaneswar. | Register showing the details of expenditure incurred against allocation of funds by the D.D.O’s concerned. |
| 21 | Establishment matter in respect of the following categories of posts along with sanctioned strength. | a. Service particulars b. Pay particulars c. Creation order of the posts. d. Govt. instructions/ circulars relating to recruitment/ Promotion/ service condition |
F.E (A) Section | Record room |
| 22 | Sr. Superintendent | |||
| 23 | Director,Academy | |||
| 24 | Suptd. Dist. Jail | |||
| 25 | Asst. Surgeon | |||
| 26 | Psychiatrist | |||
| 27 | Asst Director in Sociology (01) | |||
| 28 | Deputy Director in Psychology(01) | |||
| 29 | Instructor in the rank of Section Officer (I) (01) | |||
| 30 | Jailor | |||
| 31 | Matron (01) | |||
| 32 | Administrative Officer -cum- A.O (01) | |||
| 33 | Instructor in the rank of Section Officer (II) (01) | |||
| 34 | Assistant Jailor (77) | |||
| 35 | Asst. Matron (02) | |||
| 36 | Sub Assistant Jailor (98) | |||
| 37 | Junior Accountant (04) | |||
| 38 | Jr. Stenographer (04) | |||
| 39 | Sr. clerk-cum-Accountant (01) | |||
| 40 | Pharmacist (67) | |||
| 41 | Tailoring instructor (01) | |||
| 42 | Craft Instructor (01) | |||
| 43 | Asst. Binding foreman (02) | |||
| 44 | Factory oversear (01) | |||
| 45 | Asst. Section holder (01) | |||
| 46 | Teacher (23) | |||
| 47 | Chief head warder (16) | |||
| 48 | Smithy Instructor (02) | |||
| 49 | Carpentry Instructor (02) | |||
| 50 | Binder grade- 1 (06) | |||
| 51 | Tailor master (04) | |||
| 52 | Wearing Instructor (04) | |||
| 53 | Salesman -cum-Accountant (01) | |||
| 54 | P.T. Instructor (01) | |||
| 55 | Havildar Instructor (01) | |||
| 56 | Instructor in the rank of Havildar of Police (01) | |||
| 57 | Jr. clerk-cum-Jr. grade Typist (16) | |||
| 58 | Compositor (01) | |||
| 59 | Weaving & Dying Mistry (12) | |||
| 60 | Ghani Driver (07) | |||
| 61 | Driver (07) | |||
| 62 | Carpenter (01) | |||
| 63 | Tin & Blacksmith (01) | |||
| 64 | Book Binding Instructor (01) | |||
| 65 | Task Taker (03) | |||
| 66 | Cook (01) | |||
| 67 | Male Nursing Orderly (05) | |||
| 68 | Sweeper (131) | |||
| 69 | Water Carrier (03) | |||
| 70 | Kitchen attendant (01) | |||
| 71 | Ward Attendant (01) | |||
| 72 | Sales Attendant (01) | |||
| 73 | Peon (18) | |||
| 74 | Choukidar-cum-peon (01) | |||
| 75 | Cleaner (01) | |||
| 76 | Total Sanctioned strength (638) | |||
| 77 | Correctional Establishment Service particulars/ documents of the staff of correctional wing. | a. No. of correctional Institutions. b. No. of officers and staff working under correctional wings. c. Monthly Progress report and performance report on achievement of probation services in respect of all D.P.O.S/ S.D.P.O.S/ A.C.O d. Monthly Progress report and achievements on welfare services in respect of all prison welfare services e. No. of N.G.O’s working in jails on prisons reforms. 6. Books/ Journals and Magazines etc. |
Social defense Section | |
| 78 | Scheme Works Progress report on achievements of after care services/ Probation services/ Prison Welfare services central Home for men Baripada/Probation Hostel, Angul | |||
| 79 | Prison Reforms Reports for Welfare activities and reformation Programmes conducted in Jails with help of N.G.O’s | |||
| 80 | Office Library | |||
| 81 | Prisons statistics | a. No. of jails b. Scheduled capacity of jails c. Daily prisons population d. Annual Administration report e. Annual prisons statistics. |
Statistics section. | |
| 82 | Xerox copy of Approved plan and estimate of different projects. | As mentioned in column 2 | Building section | From 20 years in Building section of O/O the I.G. Prisons. |
| 83 | Xerox copy of R.O.R of jail land | -do- | -do- | |
| 84 | Departmental audit reports on the accounts of different jails and sub-jails and correctional institutions. | a. Tour program of the Auditors b. Tour particulars diaries of the Auditors c. Departmental Audit Reports on the accounts of all jails/Sub-jails and correctional institutions for different years. d. Inspection Reports of A.G. Odisha on the accounts of all jails/Sub-jails & correctional institutions for different years. e. Assessment of outstanding audit dues files against the retired persons of jails department. |
Audit Section | Record Room. |
| 85 | Inspection reports and A.G., Odisha on the accounts of different jails and Sub-jails, correctional institutions and Head quarters establishment. | |||
| 86 | Departmental audit reports on the accounts of different jails and sub-jails and correctional institutions. | a. Tour program of the Auditors b. Tour particulars diaries of the Auditors c. Departmental Audit Reports on the accounts of all jails/Sub-jails and correctional institutions for different years. d. Inspection Reports of A.G. Odisha on the accounts of all jails/Sub-jails & correctional institutions for different years. e. Assessment of outstanding audit dues files against the retired persons of jails department. |
Audit Section | Record Room. |
| 87 | Inspection reports and A.G., Odisha on the accounts of different jails and Sub-jails, correctional institutions and Head quarters establishment. | |||
| 88 | Supply and receipt of jails made articles. | a. O.J.R. No. 21 b. O.J.R. No. 14 c. O.J.R. No. 13 |
Purchase Section | One year. |
| 89 | Condemnation and write off of the irrevocable value of all dead stock articles above the ceiling of Rs.5000/- fixed for subordinate authority. | Different orders and correspondence with regards to condemnation of dead stock articles in case the virtue of proposal exceeds Rs.5000/- | -do- | Permanent |
| 90 | Jail Industries. | a. Details of industries available in different jail of Odisha. b. Details of items produced in the manufacturing units of jails. |
-do- | -do- |
| 91 | Purchase of medicines for Jails & Sub-jails | Date of supply of the medicines to prisons is available | Purchase section | Permanent |
| 92 | Purchase of dead stock articles Almiraha & chair etc. | Cost of the articles | -do- | -do- |
| 93 | Purchase of vehicle of Directorate Dist. Jail & Spl. jail. | Date of purchase of the vehicle & amount of the vehicle. | -do- | -do- |
| 94 | Purchase of game materials and medical instruments of jails & sub-jails. | Details list of game materials. | -do- | -do- |
| 95 | Monthly progress report of medicines. | Medicine supply & the | -do- | -do- |
| 96 | Purchase of hospital equipments | List of hospital supply is available | -do- | -do- |
| 97 | Purchase of book and stationary articles. | -do- | -do- | |
| 98 | Purchase of raw materials for jails industries | Grey yarn, dyes & chemicals, shoddy wool, mustard seed, G.P. Sheet etc. | Purchase section | Permanent |
| 99 | Purchase receipt | Monthly return on revenue receipts. | -do- | -do- |
| 100 | Store & stock account of jail | Year wise detailed accounts on store & stock. | -do- | -do- |
| 101 | Profit & loss of jail industries | Year wise profit/ loss amount of different jails, | -do- | -do- |
| 102 | Arms & ammunition available at jail | Details of arms & ammunition at different jails. | -do- | -do- |
| 103 | Purchase of food grocery and | Copy of tender | -do- | -do- |
| 104 | Arrear dues of contractor | Year mm of arrear dues from contractor. | Ten years. | |
| 105 | Detailed of contingent bill | Information in respect of details of contingent expenditure received from all the jails of the state. After proper scrutiny the same are sent to A.G (A&E) Odisha for adjustment against the A.C. Bills drawn by the jails. | D.C. Bill Section | 10 Years |