Maintenance of Files

The Society may maintain separate files for the following subjects:—

(i) Applications for Membership.

(ii) Applications for Provisional / Associate Membership.

(iii) Letters of resignation of Membership including Associate Membership.

(iv) Applications for transfer of shares and/or interest in the capital/property of the Society.

(v) Cases of expulsion of Members.

(vi) Nominations made by Members including revocations thereof.

(vii) Separate file for correspondence with each Member.

(viii) Correspondence with the Co-operative Registrar.

(ix) Correspondence relating to Property Taxes including Non-Agricultural Taxes.

(x) Correspondence relating to common electric supply.

(xi) Correspondence relating to conveyance of the property.

(xii) All types of Agreements along with connected papers.

(xiii) Approved plans of construction and correspondence thereon.

(xiv) Applications for allotment of parking spaces.

(xv) Vouchers along with bills arranged in order of entries in Cash Book / Journal.

(xvi) Counterfoils of challans deposit slip for bank credits arranged date-wise.

(xvii) Counterfoils of cheques issued.

(xviii) Counterfoils of share certificates.

(xix) Applications for duplicate share certificates.

(xx) Application for registration of the Society, copy of Bye-laws and amendments thereto.

(xxi) Certificate of Registration of the Society.

(xxii) Counterfoils / copies of receipts issued by the Society.

(xxiii) Counterfoils / copies of bills issued for Society charges.

(xxiv) Correspondence regarding loans received and property mortgaged.

(xxv) Notices and Agenda of Committee and General Body Meetings.

(xxvi) Periodical Statements of Accounts.

(xxvii) Committee's Annual Reports on working of the Society.

(xxviii) Audit Memos received from Statutory Auditors with rectification reports.

(xxix) Audit Reports received from Internal Auditors with rectification reports.

(xxx) Papers pertaining to elections of the Committee.

(xxxi) Complaints received from Members and correspondence thereof.

Note: The Society shall also maintain files relating to other subjects not expressly mentioned above.