Duration of Preservation of Records in Society


Records to be retained for Five Years:

  1. Bill Collection Register
  2. Bill Receivable Register
  3. Stock Register
  4. Records of Bank Authorization for operation of accounts

Records to be retained for Ten Years:

  1. General Ledger
  2. Personal Ledger
  3. Pay-in-slip counterfoils
  4. Staff Salary Books
  5. Register of Audit Objections and Rectification Reports
  6. Bill Books
  7. Payment Vouchers
  8. Correspondence with Members
  9. Bank Pass Books
  10. Cheque Book counterfoils
  11. Receipt books counterfoils

Records to be retained permanently:

  1. Indemnity bonds for lost Share certificates
  2. Membership applications
  3. Share certificate books and Counterfoils
  4. Register of Transfer of Shares
  5. MCS Act, Rules, Registered Bye-laws, Amendment to Bye-laws
  6. Registration Certificate, Registration documents
  7. Correspondence with Registrar/ Joint Registrar and other authorities of Civic body
  8. Correspondence with State Government, Civic, Police, and other authorities
  9. Register of members in Form “I”
  10. List members in Form “J”
  11. Share Register
  12. Minutes books of General Body
  13. Minutes Books of Managing Committee
  14. Important circulars and Standing Instructions issued by the Society
  15. Documents of Title deeds, Conveyance deeds, Mortgage deeds, and Loan contracts
  16. Copies of individual agreements of members
  17. File of Contracts and agreements
  18. Plans and estimates
  19. Allotment letters for Flats, Shops, etc
  20. Allotment letters for Parking spaces
  21. Staff Records
  22. Leave and Licence Agreements and Lease Agreements
  23. Possession Letters of Individual Flats owners
  24. Sinking Fund Deposit records
  25. Annual Statements of Accounts in Form N
  26. Audit Reports of Statutory and Internal Audit
  27. Cash Book
  28. Dead Stock Register
  29. Library Register
  30. Investment Register
  31. Property Register
  32. Nomination Register
  33. Share Capital Records
  34. Long term deposit records unless used with GBM approvals
  35. Records of deposits retained with Electricity, Water, Telephone, Municipal and other Authorities
  36. Structural Audit and Audit Registers