Documents preservation of which is permanent in nature
Sl. No |
Name of the document |
Place of preservation |
Person responsible for custody |
Provision |
Period |
1 |
Copies of all documents and information as originally filed under section 33 (incorporation) of the Companies Act, 1956 |
Registered office |
Company Secretary or any other person authorized by the Board for the purpose |
Sec 7(4) of the Companies Act, 2013, |
Permanent, till dissolution of the company |
2 |
Register of Renewed and Duplicate Share Certificates in Form SH-2 (In case of a private limited company only) |
Registered office of the company or at such other place where the Register of Members is kept |
Company Secretary or any other person authorized by the Board for the purpose. |
Rule 6 (3) of Companies (Share Capital and Debenture) Rules, 2014 |
Permanent |
3 |
Share certificate forms and related books and documents – Disputed cases (applicable for all companies where there might be disputed cases with respect to issue of share certificate certificates) |
Registered office |
Company Secretary or such other person as the Board may authorize |
Rule 7 (3) of the Companies (Share Capital and Debenture) Rules, 2014 |
Permanent |
4 |
Register of Charges in Form CHG-7 Registered office Company Secretary or any other person authorised by the Board for the purpose. Rule 10(4) of the Companies (Registration of Charge) Rules, 2014 Permanent |
Registered office |
Company Secretary or any other person authorised by the Board for the purpose. |
Rule 10(4) of the Companies (Registration of Charge) Rules, 2014 |
Permanent |
5 |
Register of Members, as maintained by a depository under section 11 of the Depositories Act, 1996. (Maintenance of register at depository level is applicable for only public ltd cos and equity listed entities) |
Maintained by a depository |
Maintained by a depository |
Rule 15(1) of the Companies (Management and Administration) Rules, 2014 read with section 88 of the Companies Act |
Permanent |
6 |
Minutes books of general meetings |
Registered Office |
Company Secretary or any director duly authorized by the Board for the purpose |
Rule 25(1)(e) of the Companies (Management and Administration) Rules, 2014 |
Permanent |
7 |
Minutes books of the Board and committee meetings (these would generally include statutory committee meetings) |
Registered office or such place as Board may decide |
Company Secretary or any director duly authorized by the Board for the purpose |
Rule 25(1)(f) of the Companies (Management and Administration) Rules, 2014 |
Permanent |
8 |
Register in form MBP-2 u/s 186 of the Companies Act, 2013 (loan/ guarantee/ security or making an acquisition of securities) |
Registered Office |
Company Secretary or any other person authorised by the Board for the purpose |
Rule 14(3) of the Companies (Meetings of Board and its Powers) Rules, 2014 |
Permanent |
9 |
Register in form MBP-3 u/s 187 of the Companies Act, 2013 (investment held in the name of any other person) |
Registered Office |
Company Secretary or any other person authorised by the Board for the purpose |
Rule 14(3) of the Companies (Meetings of Board and its Powers) Rules, 2014 |
Permanent |
10 |
Register in Form MBP-4 u/s 189 of the Companies Act, 2013 (Register of contracts or arrangements in which directors are interested as per section 184 & 188 of the Act) |
Registered Office |
Company Secretary or any other person authorised by the Board for the purpose |
Rule 16(3) of the Companies (Meetings of Board and its Powers) Rules, 2014 |
Permanent |
![Maintenance of Documents as per Company law Maintenance of Documents as per Company law](/img/preview/custom/20210227060400_format.jpg)
Documents with a preservation period of not less than eight years after completion of the relevant transactions
Sl.no |
Name of the document |
Place of preservation |
Person responsible for custody |
Provision |
Period |
1 |
Instrument creating charge or modification thereon |
Registered office |
Company Secretary any other person authorised by the Board for the purpose |
Rule 10(4) of the Companies (Registration of Charge) Rules, 2014 |
8 years from the date of satisfaction of charge by the company |
2 |
Copies of all annual returns prepared under section 92 and copies of all certificates and documents required to be annexed thereto |
Registered office |
Company Secretary |
Rule 15 (3) of the Companies (Management and Administration) Rules, 2014 |
8 years from the date of filing with the Registrar of Companies. |
3 |
All notices in Form MBP-1 for disclosure of concern/ interest received u/s 184 of the Companies Act, 2013 and Rule 9(1) the Companies (Meetings of Board and its Powers) Rules, 2014 |
Registered office |
Company Secretary any other person authorised by the Board for the purpose |
Rule 9(3) of the Companies (Meetings of Board and its Powers) Rules, 2014 |
8 years from the end of the financial year to which it relates |
4 |
The attendance register of Board & Committee Meetings |
Registered office |
Company Secretary or Where there is no Company Secretary, any other person authorised by the Board for this purpose |
4.1.6 & 4.1.7 of Secretarial standards -1 |
8 financial years from the date of last entry made therein and may be destroyed thereafter with the approval of the Board. |
5 |
Office copies of Board Meeting Notices, Agenda, Notes on Agenda and other related papers of the company |
Registered office |
Company Secretary or Where there is no Company Secretary, any other person authorised by the Board for this purpose |
8.2 of Secretarial Standards-1 |
As long as they remain current or for 8 financial years whichever is later and may be destroyed thereafter with the approval of the Board |
6 |
Office copies of general meeting Notices, scrutinizers report and other related papers of the company |
Registered office |
Company Secretary Where there is no Company Secretary, any other person authorised by the Board for this purpose |
18.2 (Secretarial Standards-2) |
As long as they remain current or for 8 financial years whichever is later |
7 |
Any other register /documents required by any law, for the time being in force |
Registered office |
Company Secretary |
8 financial years |
|
8 |
Books of account |
Registered office |
CFO |
8 financial years |
|
9 |
Any other register /documents required by any law, for the time being in force |
In the Company |
Company Secretary or any other person authorised by the Board for the purpose |
Rule 22 (11) of the Companies (Management and Administration) Rules, 2014 |
8 financial years |
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