Duration of preservation of records in Co-Operative Housing Society | Period of Preservation of Accounts/Records | Duration of Preservation of Records
Records to be retained for Five Years:
- Bill Collection Register
- Bill Receivable Register
- Stock Register
- Records of Bank Authorization for operation of accounts
Records to be retained for Ten Years:
- General Ledger
- Personal Ledger
- Pay-in-slip counterfoils
- Staff Salary Books
- Register of Audit Objections and Rectification Reports
- Bill Books Payment Vouchers
- Correspondence with Members
- Bank Pass Books
- Cheque Book counterfoils
- Receipts books counterfoils
Records to be retained permanently:
- Indemnity bonds for lost Share certificates
- Membership applications
- Share certificate books and Counterfoils
- Register of Transfer of Shares
- MCS Act, Rules, Registered Bye-laws, Amendment to Bye-laws
- Registration Certificate, Registration documents
- Correspondence with Registrar/ Joint Registrar and other authorities of
- Correspondence with State Government, Civic body
- Register of members in Form
- List members in Form J
- Share Register
- Minutes books of General Body
- Minutes Books of Managing Committee
- Important circulars and Standing Instructions issued by the Society
- Documents of Title deeds. Conveyance deed, Mortgage deed and Loan contracts
- Copies of Individual agreements of members
- File of Contracts and agreements
- Plans and estimates
- Allotment letters for Flats, Shops, etc
- Allotment letters of Parking spaces
- Staff Records
- Leave and Licence Agreements and Lease Agreements
- Possession letters of individual Flat owners
- Sinking Fund Deposit records
- Annual Statements of Accounts in Form N
- Audit Reports of Statutory and internal Audit
- Cash Book
- Dead Stock Register
- Library Register
- Investment Register
- Property Register
- Nomination Register
- Share capital Records
- Long Term deposit records unless used with GBM approvals
- Records of deposits retained with Electricity, Water. Telephone, Municipal and other Authorities
- Structural Audit and Fire Audit Registers
Period of Preservation of Accounts and Record PDF
