The document provides guidance on maintaining proper school records. It discusses the importance of accurate record keeping for smooth school administration and management. The head teacher is responsible for maintaining various types of registers, including attendance registers for students and teachers, log books, property records, finance records, library records, and more. Proper record keeping helps with correspondence, problem solving, audits, and providing facilities for staff, students, and parents. Records must be kept accurately and securely for required periods of time before destruction, as outlined in education codes and department guidelines.

1. Record keeping
(Maintenance of school / office record)
Ch. Ghulam Hasan Shakir
Former: Director (Admin)
Directorate of Public Instruction (EE) Punjab, Lahore
Cell: 0333-4400780 Res: 042-37592521

2. Maintenance of School Record
• Learning Outcomes.
By the end of this session, participants will be able to prepare proper
and accurate school record even provide necessary guidance and
practical knowledge to the head teachers.
Key Concept Materials
• Duties of head teachers * Punjab Education Code
• Importance of record * Punjab Delegation of Financial Powers
• What record keeping is? Rules 2016
• Registers * Samples of different Registers
* Guidelines for cutting of trees in
Activity schools.
* Filling up of registers * Instructions for preservation and
• Learning Assessment / destruction of old and useless record.
Choose Correct Answers.
Duration: 90 Minutes

3. • Responsibility of Head Teacher.
• Head teacher is responsible to maintain School record. The
following paragraph have been taken from Punjab Education Code
(Article-10).
• The head of an institution shall be responsible for its proper
administration and management of institution, and boarding house/
hostel attached to it. He shall also maintain discipline among the
staff and students, organize and supervise the instruction, regularly
participate in teaching work, arrange for the games and other
curricular activities, ensure that all registers are regularly and
accurately maintained, keep a proper account of all moneys
entrusted to him, and see that all the same are utilized in
accordance with the prescribed rules, and generally promote the
physical, intellectual, religious, social and moral welfare of the
students under his charge.

4. For proper functioning of the system and to streamline
all matters in the school, proper record maintenance is
required. The school record is the back bone of the school
history. It contains all sorts of information about school and
the activities performed in it.

5. Importance of Record
Accurate and proper record is dire need of school
management to run the affairs properly and at proper
time. Head teacher will be able to:-
– Smooth performance.
– Better Correspondence.
– Solution of Problems / difficulties of establishment.
– Removing of grievances.
– Past history / references.
– Time saving / quick service.
– Rapid and Transparent Audit.
– Facilities for staff, students, parents and public.
– Computerized record.

6. Record keeping has been defined in encyclopedia:-
Record keeping is receiving, classifying, arranging and
preserving the incoming and outgoing information
about the on going matters, assets, liabilities and the
personnel of an institution / office systematically
placed in order to reproduce it promptly for any future
reference. It also includes the record about the
students.

8. Understanding and filling up registers:
Head Teachers and Teachers are required to know about the registers
and how to maintain them. Head teacher is assisted by teachers and
clerical staff. Record is usually maintained by teachers under active
supervision and proper guidance of head teachers.
• Order Book.
For necessary orders, instructions, important information etc.
Log Book. (For schools only)
For reporting comments/ remarks/ opinion by the inspection officers
of the department.
Log Book for Official Vehicle.
Use for Govt. Vehicles- Car, Jeep, Tractor, Bus,
motorcycle etc, showing purpose of use and utilization of petrol/diesel/CNG- meter
reading.

9. • Visitor’s Book:
For writing of opinion, comments, remarks by officers
other than inspection officers of School Education
Department, political personalities, other dignitaries,
officers from other departments
• Movement Register:
For writing of movement of Head Teachers and Staff
Members if they leave the school during duty hours.
• Teachers Attendance Register:
The attendance shall be recorded regularly and
punctually. Arrival and Departure – time with signatures/
initial but not in capital words.
• Casual Leave Account Register:
Record of casual leaves taken by staff members.

10. • Conduct and Punishment Register:
(Article 43)
Remarks need only be entered in this register
when a student is commended for special merit /
special report / reward etc. or
punished for misbehavior / breach of discipline
(Article 13 &14 Punjab Education Code.

11. • Property Register / Permanent Stock
Register/Assets Register
For permanent stock, i.e. furniture, admirals ceiling fans etc.
annual physical verification (DPI(SE) Punjab No. 49171/G-1 dated
20-04-1994) Ist week of July of every year, auction of breakage
material with the approval of competent authority.
Documentation regarding land of school from Revenue
department
• “No articles may be struck off the property register of an
elementary school and no book removed from the register of
library books unless previously condemned as unfit far further use
by the District Education Officer. Other institutions will be
governed by the Delegation of Power Rules(Financial) in force.
Condemned articles shall be sold by public auction and the
proceeds credited to the relevant fund /Govt. Treasury.
(Article 8 Punjab Education Code.)
The Punjab District Authorities(Delegation of Financial Powers) Rules,
2017

12. • Stock Registers (Consumable Articles)
Chalk, Duster, Finale, Vim, Soap, Towel,
Material for cleanliness ,
Stationary,
Science Laboratory------Chemicals, Glasses
Sports Material
Other Consumable Articles
Teachers / Employees Personal Files.
Containing complete service record i.e Appointment
order, joining report, posting / transfer order, Medical
fitness certificate, domicile, CNIC, degrees &
certificate__ SSC to Ph.D etc. Record of PERs/ACRs
should be maintained.

13. Service Book
Permanent record----base of pension----remain in custody of immediate
officer / DDO
Entries of academic & professional qualification
Full particulars with fingers prints
Date of Birth----in words & figures----according to SSC or CNIC or
school leaving certificate----year & month known----16th of the month----
only year known----1st July of the year.
Place of posting----joining----pay scale/ pay per month----annual
increment--- -verification of service----posting/transfer—entries of leave
etc.
For detail
CSR Vol. I Rules 12.1 to 12.8
Hand book of DDO 9.4, 9.44, 9.46, 9.48, 5.28
Financial Rules 116 & 117

14. Correspondence Registers:
a) Receipt Register/ Diary Register
b) Dispatch Register both registers should be maintained accurately
and properly day to day– checking by the officers.
c) Peon Book – Delivery of Dak.
Supervisory Diary of Head Teacher:
Inspection of classes / checking of teacher’s diaries / checking of various
affairs / personal notes etc.
Daily Attendance Register ( Roz namchah)
Enrolment of students- present, absent etc.
Scholarship Register:
Scholarships on the basis of 5th , 8th and 10th class
examination, complete particulars.

15. • Register related to Finance:
• Cash Book
cheques / amounts received from Govt. treasury.
1stpage income / Receipts
2ndpage Payments.
Acquaintance Roll:
Receipt of amount by staff members – fixing of revenue stamps-
signature or thumb impression.
• NSB (Contingent Grants) Register:
Letter No, and date, amounts sanctioned, expenditure along with relevant
file of documents / receipts.
• Contingent Stock Register:
Stationery and other consumable articles
• Pay Rolls / Pay Bills:
Computerized / Manual Bills
F.T.F Register and School Council proceeding / Meeting Register and Related
Record / Pasting file.

16. Students Record
• Admission and Withdrawal Register.
Name of the students, Father’s name and date of birth should be entered
accurately and properly
Admission forms pasting files.
School Leaving Certificate.
• Students Attendance Register.
– Daily attendance both times, no column of attendance register
should be left blank, entries of funds etc.
• Examination Register--- result of students --- progress report

17. • Teacher’s Record
• Teacher’s Diary
Lesson plan, particular of students, personally notes etc.
Library Register/ Digital Library:
Record of books available in library, Maps, Drawing, Photographs ,
Microfilms, Sound recordings, Electronic devices, Cds, Educational films
etc.
• Library issue Register:
Books issued to the students and teachers

18. • General Registers.
• Tree Register--- auction of trees ---- in consonance of Forest Department
through School Council--- Amount be deposited in Provincial Consolidated
Fund.
• (Guide lines for cutting of trees in schools---
• Letter no. SO(SE-1) 8-4/2006 dated 8-2-2007)
• Bazam-i-Adab & other Societies / Clubs
Boy Scouting, Girls Guiding, Dramatic Society, Environment Club,
Parents Teachers Association etc.
• Time Table
Teacher’s time table
Class time table
Leave arrangement– temporary time table
• Record of Universal Primary Education(UPE)_____ Record of
School going age Children, Record of Kids.
• Universal Secondary Education (USE)
• Record of Distribution of Free Books.

19. • No. of Schools / List of Schools / Status of Schools
• Status of Building / Missing Facilities
• Sectioned Post of Teaching / Non-Teaching Staff
• Vacancy Position
• Seniority List of all Categories – PSTs, ESTs, SSTs, Officers (BS-17 to BS-20)
• Seniority List of Ministerial Staff
• Enrollment of Students- School wise, Class wise, Age wise – Monthly progress / Monthly
Comparison – Enrollment at least last 5 years
• Results of 5th , 8th , 9th , 10th , 11th and 12th Class – Subject wise, teacher wise, overall
• Teachers / Officers Training
• Court Cases
• Audit Paras
• Enquiries
• Boy Scouting / Girl Guiding and other activities
• Chief Minister Road Map
• New Recruitment of Educators and Non- Teaching Staff
• In service Promotion
• Miscellaneous assignments

20. • Directory of School / Inventory of School:
History of school, situation of school, UC/PP/NA numbers, list of
Headmasters/ Headmistress, list of teachers, Detail of Co-curricular
activities, results of SSC / Middle standard / Primary Standard,
Enrolment of Students, feeding schools, detail of school land etc.
Different records which are maintained in offices and schools
are needed to be kept for specific periods of time before
destruction. Time lines for maintaining different records are
given below after which these records need to be weeded out.
D.P.I.’s C.M. No. 18083- R, Dated, 03-10-1934
Revised Handbook of Circulars and General Orders of
Lahore and Rawalpindi Region.
1965

21. Activity