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State of Tamilnadu - Section

Section 21 in Tamil Nadu Co-operative Societies Rules, 1988

21. Period of retention of accounts, books and records maintained by a society.

(1)The accounts, books and records maintained by a society specified in column (2) of the Table below shall be retained permanently or till the completion of the period specified in column (3) thereof, from the dale of issue of the last audit certificate to which they relate or from the date of completion of action on all the items in the accounts, books and records, whichever is later:-
S.No. Accounts, Books and Records Period
(1) (2) (3)
1 Minutes Book Permanent
2. Notice and agenda notes for meetings 5 years
3. Membership application register 10 years
4. Admission book Permanent
5. Nomination register Permanent
6. Associate membership book Permanent
7. Share certificate book Permanent
8. Share withdrawal or transfer register Permanent
9. Register showing the list of members Permanent
10. Rough cash book or chitta or cash scroll 15 years
11. Receipt book or bill book or challan 10 years
12. Voucher file and acquittance roll 10 years
13. Main Day Book and Subsidiary Day Books Permanent
14. Ledger of deposits and other borrowings Permanent
15. Diary of due dates to watch repayments ofdeposits or borrowings 1 year
16. Application for loans or making deposits, etc. 10 years
17. Loan application register 10 years  
18. Loan ledgers Permanent
19. Investment register or ledger Permanent
20. Diary of due dates of loans taken by members orinvestment made 1 year
21. Suspense recoverable (due to) and suspensepayable (due by) ledgers or registers Permanent
22. General ledger and other subsidiary ledgers Permanent
23. Register of monthly statement of receipts anddisbursements or monthly trial balatrees 10 years
24. Register of ledger balances reconciled withgeneral ledger balances 5 years
25. Register of cheque books 5 years
26. Register of loan bonds Permanent
27. Register of declaration made under section 41 12 years
28. Loan verification register 10 years
29. Liability register of members (showing directand indirect liability of members) Permanent
30. Property statement of members Permanent
31. Register of lands cultivated by members 10 years
32. Credit limit statement 10 years
33. Register of Reserve Fund and other funds Permanent
34. Register of fluid resources 5 years
35. Register of grants (subsidies) received fromGovernment or other bodies Permanent
36. Register of overdue loans 3 years
37. Register of foreclosed loans 3 years
38. Register of application for arbitration andexecution 10 years
39. Register of immovable properties of defaultingmembers purchased in auction by the society Permanent
40. Register of immovable properties owned bysociety Permanent
41. Register of vehicles owned by the society Permanent
42. Furniture register Permanent
43. Log book 10 years
44. Dividend register 10 years
45. Register of bonus to members 10 years.
46. Price fixation (costing) register 5 years
47. Goods (Stock) ledgers or registers 10 years
48. Register of goods (stock) on which pledge loansissued 10 years
49. Purchase, issue and stock register 10 years
50. Sales bill books 7 years
51. Sales chitta 7 years
52. Salesman indent books or registers 5 years
53. Register of issue to salesman 10 years
54. Salesman liability register 10 years
55. Stock book of empties 10 years
56. Stock register of goods received for sale onagency basis or on consignment basis 10 years
57. Accounts and registers for consignment stock orfor agency stock 10 years
58. General current or correspondence register 5 years
59. Correspondence files - L. Dis 1 year
  K. Dis 3 years
  D.Dis 10 years
  R.Dis Permanent
60. Periodical current register and periodicalreports 3 years
61. Staff attendance register 3 years
62. Casual leave register 1 year
63. Casual leave applications 1 year
64. Other leave applications 3 years
65. Service register Permanent
66. Stock register of books and forms 10 years
67. Register of library books Permanent
68. Register for issue of library books 10 years
69. Money order (inwards) register 5 years
70. Registered tapal (inwards) register 3 years
71. Tapal register 3 years
72. Despatch register 3 years
73. Postage or stamp account book 3 years
74. Notice for confirmation of balances 3 years
75. Confirmations received but not attached to finalaudit memorandum 3 years
76. Final Audit Memorandum and Audit Certificate Permanent
77. Defects rectification register in respect ofaudit and inspection 10 years
78. Visitors remarks book Permanent
79. Register of affiliated societies Permanent
80. Register of office-hearers of affiliatedsocieties 3 years
81. Register of delegates of affiliated societies 5 years
82. Tour programme and diary of field officers orstaff 5 years
83. Rotation register regarding inspection or visitto co-operative societies 5 years
84. Inspection reports of affiliated societies 5 years
85. General information register of affiliatedsocieties Permanent
86. Register showing the particulars of variousaccounts, books and records maintained by society in everyco-operative year Permanent
(2)Accounts, books and records other than those specified in sub-rule (1) maintained by a society shall be retained by the society for such period as the Registrar may specify, from time to time, by general or special order:Provided that where there is no period fixed either in this rule or by the Registrar, the accounts, books and records maintained by the society shall be retained for such period not less than three years from the date of issue of the last audit certificate to which they relate as may be decided by the board.
(3)It shall be the duty of the Chief Executive or the President where there is no chief executive, to arrange for the safe custody of the accounts, books and records of the society.
(4)Every society shall prepare periodically and at least once in a year a list of accounts, books and records that may be destroyed and such accounts, books and records shall be actually destroyed only after obtaining specific orders from the chief executive or from the president, where there is no chief executive which shall not be granted unless the Chief Executive or the President, as the case may be, satisfies himself that the retention of such accounts, books and records is no longer necessary.
(5)Notwithstanding the period of retention specified in sub-rules (1) and (2) above, the Chief Executive or the President, where there is no Chief Executive, may, while scrutinising the list of records to be destroyed, order that a particular account, book or record be retained for a longer period or permanently.
(6)Notwithstanding anything contained in the foregoing sub-rules, where the Registrar requires retention of any account book or record in connection with any action taken or proposed to be taken under the Act and the rules or for any other purpose specified by him in writing, the chief executive or the president, where there is no chief executive, shall order the retention of such account, book and record to be retained for such period as may be specified by the Registrar.