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Statutory Records

Registers and documents to be maintained by the Company normally at its registered office

Sr. No. Name of Register/ document Reference Section/ Rules Inspection & Copies By Whom
1. Register of Investments Section 49 Any member or debenture holder without fees during business hours
2. Register of Deposits Rule 7 of the Companies (Acceptance of Deposits) Rules, 1975 The Register is not open for inspection
3. Register of Securities Bought Back Section 77A(9) and Rule 11 of Private Limited Company and Unlisted Public Limited company (Buy Back of Securities) Rules, 1999 The Register is not open for inspection
4. Register of Charges Section 143 Any creditor or member without fees during the business hours and by any person on payment of Rs. 10/- per inspection
5. Maintenance of copies of Instruments Creating Charge Section 136 Any creditor or member without fees during the business hours and by any person on payment of Rs. 10/- per inspection
6. Register of Members Section 150 When not closed, by any member or debenture holder without fees during the business hours and by any person on payment of Rs. 10/- per inspection
7. Index of Members Section 151 When not closed, by any member or debenture holder without fees during the business hours and by any person on payment of Rs. 10/- per inspection
8. Register and Index of Debenture Holders Section 152 When not closed, by any member or debenture holder without fees during the business hours and by any person on payment of Rs. 10/- per inspection
9. Foreign Registers of Members or Debenture Holders Section 157 When not closed, by any member or debenture holder without fees during the business hours and by any person on payment of Rs. 10/- per inspection
10. Maintenance of copies of all Annual Returns Section 163 When not closed, by any member or debenture holder without fees during the business hours and by any person on payment of Rs. 10/- per inspection
11. Register and Index of beneficial owner to be maintained by depository (in lieu of register and index of members and debenture holders) Section 152A and Section 11 of the Depositories Act, 1996 Authorize any person to make an enquiry or inspection in relation to the affairs of the issuer, beneficial owner, depository or participant Every director, manager, partner, secretary, office or employee of the depository or issuer or the participant or beneficial owner shall on demand produce before the person.
12. Minutes Book of Board Meetings Section 193 Any Director. However if the Articles provide so, the members may be allowed to inspect the minutes of the Board meetings
13. Minutes Book of General Meetings Section 193 Any member without fees during the business hours.
14. Minutes Book of Class Meeting/ Creditors Meeting   Any member, creditor or class of shareholder without fees during the business hours.
15. Books of Accounts and Cost Records Section 209 By registrar, officer of the government or SEBI without fees and notice. By Director personally or through an agent.
16. Books of Accounts of subsidiary company   Holding company by passing a resolution can inspect the books of accounts during business hours.
17. Register of Contracts in which Directors are Interested Section 301 (1) Any member without fees during the business hours.
18. Register of Disclosure of Interest by Director Section 301 (3) Any member without fees during the business hours.
19. Register of Directors, Managing Director, Manager and Secretary Section 303 Any member without fees and by any person on payment of Rs. 1/- per inspection during the business hours.
20. Register of Directors’ Shareholdings Section 307 By any member or debenture holder 14 days before and 3 days after the date of AGM and by registrar/ central govt. authorized person at any time during the business hours.
21. Register of Investments or Loans made, Guarantee Given or Security Provided to other body corporate Section 372A (w.e.f. 31.10.1998) By any member without fees during the business hours.
22. Register of Renewed and Duplicate Certificates Rule 7 of the Companies (Issue of Share Certificate) Rules, 1960 The Register is not open for inspection
23. Register of Destruction of Records/ Documents Rule 4 of The Companies (Preservation and Disposal of Records) Rules, 1966. The Register is not open for inspection
24. Other Registers:
  • Register of Inspections made.
  • Register of Directors' Attendance
  • Register of Shareholders' Attendance
  • Register of Proxies
  • Register of Transfers
  • Register of Fixed Assets
  • Register of Documents Sealed
  • Register of Application and Allotment
  • Register of Dividend
  • Register of Postal Ballot
  • Register of Sweat Equity Shares
 

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Documents and records to be preserved by the Company as per The Companies (Preservation and Disposal of Records) Rules, 1966.
Sr. No. Name of the Register/ Document Period of preservation
1. Register and Index of Members Permanent
2. Register and Index of Debenture holders 15 years after redemption of Debentures
3. Copies of all Annual Returns and certificates attached and other annexure 8 years from the date of filing with the Registrar.
4. Books of Accounts 8 years
5. Cancelled Share certificates Permanent
6. Copies of documents, forms and register of charges Permanent
7. Any other to be documents and registers required kept by the Company Permanent
8. Register of Fixed Deposits 8 Years
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