Section 4(1)(b)(vi): A Statement of the Categories of Documents that are Held by it or Under its Control

Government Doon Medical College, Dehradun maintains various categories of documents in order to ensure smooth functioning of its academic, hospital, research, and administrative activities. These documents are preserved in respective departments/offices under the supervision of designated officers.

A. Administrative Documents

• Establishment records of the institution

• Service books and personal files of faculty and staff

• Appointment, promotion and transfer orders

• Leave and attendance registers

• Office correspondence files and Government Orders

B. Academic Documents

• Student admission records

• Attendance registers, internal assessment and exam results

• Academic curriculum, syllabi and teaching schedules

• University notifications, ordinances and circulars

• Meeting minutes of Academic Council, Curriculum Committee, etc.

C. Hospital & Clinical Documents

• Patient registration records

• OPD and IPD registers

• Case files and treatment records

• Medico-legal case records and post-mortem reports

• Laboratory and diagnostic reports

• Standard Treatment Guidelines and hospital manuals

D. Financial Documents

• Budget proposals and sanction orders

• Expenditure statements, vouchers and bills

• Treasury challans and receipts

• Audit reports and utilization certificates

• Stock registers and purchase files

E. Committee & Governance Records

• Minutes of Governing Body meetings

• Minutes of Purchase, Tender, Recruitment, Ethics and Disciplinary Committees

• Reports submitted to Directorate of Medical Education & Training (DMET)

• Correspondence with University and NMC

F. Research & Publications

• Research proposals and approvals (Institutional Ethics Committee)

• Project reports and grants documentation

• Library records and catalogues

• Publications, journals and dissertations of students/faculty

G. Miscellaneous Records

• Hostel records of students (allotment, discipline, mess accounts)

• Estate and infrastructure maintenance records

• Vehicle log books and duty registers

• Security and housekeeping registers

The Government Doon Medical College, Dehradun, is committed to protecting the privacy, confidentiality, and security of its records. Access to documentary and digital records relating to patients, doctors, officers, and staff is regulated under provisions of the RTI Act, 2005 (Sections 8 & 11), Information Technology Act, 2000, Indian Evidence Act, NMC Regulations, Uttarakhand Government Service Rules, and other applicable laws.

Such records are held in fiduciary capacity and are not open to third parties except as per legal requirements or court orders. Any misuse or unauthorised disclosure attracts disciplinary and penal action.