Wednesday 25 January 2012

The time period for Preservation of Records & Documents


 
1) Registers of investments in securities not held in the name of the Company -  Permanent

2) Register of buy-back of securities  - 8 years from the date of completion of buyback

3) Register of charges     -                       Permanent

4) Register and index of members   -     Permanent

5) Register and index of debenture holders - 15 years from the date of redemption of debentures .

6) Foreign Register of members or debenture holder - To be maintained until discontinued.

7) Register of renewed and duplicate certificates – Permanent

8) Register of contracts in which directors are interested  - Permanent

9) Register of directors, managing director, manager and secretary – Permanent.

10) Register of directors’ share holding  - Permanent

11) Register of inter corporate loans and investments -  Permanent

12) Register of deposits -                                         8 years from the date of last entry

13) Register of allotment -                                       8 years from the date of each allotment

14) Register of payment of dividend -                     8 years from the date of payment

15) Register of Director’s attendance -                   8 years

16) Register of postal ballot      - Until the resolution has been implemented or for a period of 10 years whichever is later.
                                                                              
                                                                               
17) Register of proxies -         8 years from the date of meeting.

18) Register of inspection -     8 years

19) Register of investment (other than securities not   held in the name   of the company) - –   Permanent

20 ) Register of documents executed under common seal -  Permanent

21) Register of records and documents destroyed – Permanent.

22 )Register of investor’s complaints -  8 years from the date of last entry.


23) Register of transfer of shares -       Permanent.

24 )Register of transmission of shares – Permanent.

25)  Register of transfer of debentures – Permanent.

26 ) Register of transmission of debentures – Permanent.

27)  Register of employee stock options   - 15 years from the date of exercise of options .

28 ) Register of sweat equity shares    -  8 years from the financial year in which the latest entry is made .

29)  Register in respect of SEBI (substantial acquisition of shares and takeovers) Regulations, 1997 - Permanent

30 ) Register of SEBI (Prohibition of insider trading) Regulations, 1992    - 5 years
31)  Books of Accounts      - 8 accounting years immediately proceeding the current accounting year
32 Annual Return      - Last 8 annual returns


33 Miscellaneous

Below mentioned records should be preserved in  good order for as long as they remain current, or for a minimum of 8 years and may be Auditors destroyed hereafter under the authority of the Registrar of Companies Board .


A. Agreement under section 136
B. Disclosures received by the company under SEBI (Substantial Acquisition of Shares and Takeovers) Regulations 1997
C. General Meeting Records
D. Record of Directors particulars
E. Notice of disclosure of interest by the Directors, officers and substantial shareholders under Model Code of Conduct,
F. Various agreements
G. Certificate received from Secretarial Auditors destroyed hereafter under the authority of the
H. Documents to be filed with Registrar of Companies Board
I. Copy of Memorandum & Articles of Association
J. Certificate issued by Registrar of Companies
K. Any court order/CLB order
L. Annual Reports
M. Replies to show cause notices, if any etc.
N. Record of employee Stock Purchase Scheme (ESPS)
O. Record of issued and cancelled share/debenture certificates

Fifteen years period of preservation has been prescribed in
respect of the following:

(a) Register of debenture-holders after the redemption and
(b) Index of debenture-holders after

NOTE

The Registrar of Companies may prescribe the period for preservation of records beyond the above period and in such circumstances the companies should preserve the same as per the direction of the Registrar of Companies .












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