The establishment ought to have a clearly laid down Record Retention Policy. The records have to be categorised into permanent and temporary records. The permanent records, as the name implies have to be stored for ever, like the offer of appointment its acknowledgement, the appointment order, termination order, last drawn salary details, terminal benefits paid, career progression etc., and all others are temporary, they may be kept for a max. period to be specified. 3 years is suggested.
The records which have expired can be destroyed after preparing a list of the files. Such an elaborate record keeping would help in dealing with such matters authoritatively. This would be particularly helpful to those in government sector, who have to bear the RTI queries.