Maintenance, Preservation and Custody of Books, Registers and Records

(i) The Society shall maintain and preserve all books of account, statutory registers, records, documents, files and electronic records required under the Act, the Rules, Government directions and these Bye-laws.

(ii) The Society may maintain such books, registers, records and documents in physical form, electronic form or in both forms, wherever permitted under law, and shall ensure their proper custody, preservation, confidentiality and protection against loss, damage or unauthorised alteration.

(iii) The following records shall ordinarily be preserved permanently:—

(a) Certificate of Registration of the Society, registered Bye-laws and amendments thereto;

(b) Register of Members, Share Register, Share Certificate records and all records relating to admission, transfer, cessation, nomination and membership;

(c) Minutes Books of General Body Meetings and Committee Meetings together with the resolutions passed therein;

(d) Conveyance Deed, Deemed Conveyance Order, Lease Deed, title documents, approved building plans, Commencement Certificate, Occupancy Certificate, Completion Certificate and other permanent records relating to the Society's property;

(e) Structural Audit Reports, redevelopment or self-redevelopment records and documents affecting the title or structure of the Society;

(f) Annual Financial Statements, Statutory Audit Reports and final orders, judgments, awards or recovery certificates affecting the rights, property or liabilities of the Society;

(g) Such other records as may be required to be permanently preserved under the Act, the Rules, Government directions or any other applicable law.

(iv) The following records shall ordinarily be preserved for ten years:—

(a) Cash Book, General Ledger, Journal, Bank Books, Bank Statements and other accounting records;

(b) Vouchers, receipts, bills, invoices and supporting financial documents;

(c) Audit Rectification Reports and audit compliance records;

(d) Investment records, loan records and deposit records;

(e) Contracts, agreements, tenders, quotations, work orders and completion reports;

(f) Insurance policies and insurance claim records;

(g) Taxation records and statutory financial filings;

(h) Fire safety, lift safety and electrical inspection records.

(v) The following records shall ordinarily be preserved for five years:—

(a) Leave and Licence intimations, tenant, licensee, caretaker and occupant records;

(b) Parking records, EV charging records and other operational registers;

(c) Complaints, applications, routine correspondence and administrative files;

(d) Annual Maintenance Contract records and routine maintenance records;

(e) Employee records after cessation of service;

(f) Water quality reports, housekeeping, security and other routine operational records.

(vi) The following records shall ordinarily be preserved for one year:—

(a) Attendance sheets of meetings after confirmation of the minutes;

(b) Draft notices, draft agenda papers and temporary working papers;

(c) Temporary inward and outward dispatch records and other routine administrative papers having no continuing legal, financial or administrative value.

(vii) No record shall be destroyed before the expiry of the prescribed period or where its preservation is directed by the Registrar, any competent authority or a Court.