Preservation of Documents As Per Secretarial Standard 1

As we all know, preservation of documents in an organization is a matter of concern. So, here are the few documents which are mandatorily required to be preserved by the Company as per the Secretarial Standard-I.

Let’s have a read on the same.

1.Proof of sending Notice and its delivery:

It shall be maintained by the company for the period as decided by the Board, which shall not be less than 3(three) years from the date of the Meeting.  

2.Proof of sending Agenda along with the Notes on Agenda and their delivery:

It shall be maintained by the company for such period as decided by the Board, which shall not be less than 3(three) years from the date of the Meeting.  

3.The Attendance Register:

It shall be preserved for a period of at least 8(eight) financial years from the date of last entry made therein.

Attendance Register can be destroyed after the required period with the approval of the Board.  

4.Proof of sending and delivery of the draft Resolution along with the necessary papers:

It shall be maintained by the company for such period as decided by the Board, which shall not be less than 3(three) years from the date of the Meeting.  

5.Proof of sending the Draft Minutes for seeking comments from the Directors and its delivery:

It shall be maintained by the company for such period as decided by the Board, which shall not be less than 3(three) years from the date of the Meeting.  

6.Proof of sending the Signed Minutes and its delivery:

It shall be maintained by the company for such period as decided by the Board, which shall not be less than 3(three) years from the date of the Meeting.  

7.Office copies of Notices, Agenda, Notes on Agenda and other related Documents:

It shall be preserved in good order in physical or in electronic form for as long as they remain current or for eight financial years, whichever is later and can be destroyed after the said period with the approval of the Board.  

8.Attendance Register:

If an attendance register is maintained by the Company in loose-leaf form.

It shall be bound periodically by the Company, at least once in every three years.  

Disclaimer: This article is written merely for informational purpose, and it should not be taken as a piece of legal advice.