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Wednesday 20 July 2022

Period of Preservation of Accounts and Record in Housing Society

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