(iv). If a Passbook is not claimed within a period of three months from the date of its original receipt at the H.O. it should be forwarded to the SBCO for safe custody. The acquaintance of the SBCO for such Passbook will be obtained in the remarks column of the relevant entry in the register. 

(v). Before the Passbook is sent to the SBCO, the balance shown therein should be verified with that shown in the Finacle CBS application using relevant menu and the remarks “Balance Rs............ verified and Passbook transferred to control organization for safe custody on...............................”

(vi). If an application for a Passbook which has been transferred to the SBCO is received in the H.O., the Passbook should be called for from the SBCO by sending a requisition duly signed by the Postmaster. On receipt of the Passbook from the SBCO, a suitable note should be made in the register against the particular entry. A note in the Register should be made as follows” Recalled and delivered to the depositor on........./dispatched to SO on...............”

(vii). Such an application received in a SO should be forwarded to the HO indicating the date on which the Passbook was returned to the HO as undelivered.

The Passbooks received from the head office or any other source for delivery to the depositors will be entered in a manuscript register to be maintained for this purpose in the form given below in order to keep their proper account. The date of receipt will be noted on the top in the register. The serial number in the register will run in an annual series starting from No. 1 in April each year. The Passbooks should be delivered to the depositors as soon as possible on their surrendering the receipt (SB-28) granted to them duly signed and date of delivery noted in the register. The details of Passbooks sent to branch offices will be entered in the register in the prescribed columns. The date on which the Passbook is finally returned as undelivered to the Head Office will be noted in the register under initial of the SPM in the prescribed column. A summary of the Passbooks in hand showing the closing balance on a day when there is change in the balance will be prepared in the remarks column of the register by the sub postmaster under his/her dated signature. The receipt should be pasted to the office copy of the receipt in the receipt book (SB-28).

Any passbook remaining undelivered at SO/BO, at the end of the period (not exceeding one month) fixed by the Head of the Circles for keeping them in the SO/BO will be sent back to the HO. It should be sent entered in the list of documents in accordance with relevant Rule. Such passbooks should be kept in the Postmaster's personal custody after entering the particulars thereof in the register of undeliverable passbooks in deposit in the HO. Whenever such a passbook is called for by the SPM/BPM for delivery to the depositor, it should be sent to the SO/BO, in accordance with the procedure laid down in relevant rule.

(i) The passbooks received from the any other source for delivery to the depositors will be entered in a manuscript register to be maintained for this purpose in the form given below in order to keep their proper account. The date of receipt will be noted on the top in the register. The serial number in the register will run in an annual series starting from No. 1 in April each year. The passbooks should be delivered to the depositors as soon as possible on their surrendering the receipt (SB-28) granted to them duly signed and date of delivery noted in the register. The details of passbooks sent to BO will be entered in the register in the prescribed columns. The particulars of call issued to depositor in form SB-33 and the date on which the passbook is finally returned as undelivered to HO will be noted in the register under initial of the SPM in the prescribed column. A summary of the Passbooks in hand showing the closing balance on a day when there is change in the balance will be prepared in the remark column of the register by the SPM under his/her dated signature:

(ii) The closing balance should be verified with the passbooks in hand. The register and the passbooks entered in it should remain in the personal custody of the PM/SPM. 

(iii) If a passbook remains undelivered at the end of one month, it should be sent back to the HO entered in the list of documents. When the depositor calls for the passbook which has been sent back to the HO after being retained for the prescribed period, the SPM should call for the passbook from the HO. It should, when received, be delivered in accordance with the procedure laid down in Sub Rule (1). Undelivered passbooks received from BOs in account with the SO should be similarly forwarded to the HO after entering them in the register.

(iv) If the passbook has to be sent to the depositor by post, it should be forwarded to him by service registered post and the word “Passbook of account No. ................balance Rs................”should be written on the receipt. This receipt or the depositor's acknowledgement, as the case may be, should be pasted to the office copy of the receipt book (SB-28).

The Pass Books remaining undelivered for more than three months in a Head Office will be transferred by the Head Office for safe custody once a month along with the register of undeliverable pass books. The Supervisor SBCO will put his/her dated signature in the remarks column of the register against the entry of the pass books sent for deposit and return the register to the Postmaster. He/She will verify the balance in the pass books with that of Finacle and write "Verified" under his/her dated signature against the last balance in the pass books. Cases in which balances disagree should be scrutinized carefully and the discrepancy got reconciled. The pass books will then be entered in the manuscript register in the following form after noting the date of receipt on the top. The serial No. in the register will be in an annual series starting from No. 1 in April.

The serial No. of this register will be noted in the remarks column of the register of undeliverable pass books maintained by the S.B. Branch. The pass books will be arranged in the order of their entries in the register maintained by the SBCO and kept in an almirah in the personal custody of the Supervisor, SBCO.

On receipt of the requisition from the head office for the return of the pass book the same will be handed over under receipt to be obtained in the register against the relevant entry. All the requisitions received from the Postmaster will be given an annual serial number and kept in a guard file to be opened separately for each year. The guard files will be kept in the personal custody of the Supervisor and preserved for ten years. While returning the pass book the serial number of requisition will be noted in the remarks column against the entry of pass book in the register.

An annual verification of stock of all the undeliverable pass books in deposit will be carried out as prescribed in Rule 19 (iii) of the Manual of SB Control Procedure. 

The undeliverable pass books will be preserved for one year from the year of the receipt and then destroyed under the personal supervision of the Accounts Officer. The date of destruction of the pass books will be noted in the remarks column of the register under the dated signature of the Accounts Officer. The Accounts Officer will furnish a certificate  in the register of passbooks undelivered.