Guidelines on Accounts and Other Records C

v     Preservation Of Records

Co-operative housing Societies are required to maintain various types of records under the provision of Rule 65 of the Maharashtra Co-operative Societies’ Rules, 1961 and according to the suggestions of auditors. Except for a few Co-operative Housing Societies involving large membership, others have no separate office premises.  Normally, honorary secretaries of these Societies have to keep records in their premises. As the Societies advance in age, records go on piling up and preservation of records becomes a problem. The Commissioner for Co-operation and Registrar of Co-op. Societies, Pune have given the list or records to be kept by Housing Societies.

Sr. No.                              Description                                         Period for which

                                                                                                        To be retained

    1                                           2                                                                3

Books required to be maintained under Rule 32, 33, 65, of the Maharashtra Co-operative Society Rules

   1.            Cash Book                                                                       Permanent

   2.            A Register of members in form “I”                                     Permanent

   3.            A Register of Shares and Ledger                                       Permanent

   4.            List of members in form “J”                                               Permanent

   5.            Minutes Books-General Body Meeting                             Permanent

   6.            Minutes Books-M.C. Meeting                                          Permanent

   7.            General Ledger and Personal Ledger                                Permanent

   8.            Property Register                                                              Permanent

   9.            Register of Audit Objections and their rectification             Ten Years

                  In “O” Form Other Books Maintained By Societies     

  10.           Pass Book and Accounts with Bank and Cheque              Ten Years

                  Books Counterfoils

  11.           Pay-in-slip Counterfoils                                                      Five Years

  12.           Receipts Books Counterfoils                                             Five Years

  13.           Staff Salary Books                                                            Five Years

  14.           Investment Register                                                           Ten Years

  15.           Separate File for each Member                                         Ten Years

  16.           Dead Stock Register                                                         Permanent

  17.           Audit Notes by Government Auditor by C.A.                   Permanent

                  Internal Auditor

  18.           Inspection Notes by R.C.S.                                             Ten Years

  19.           Members application and share application                       Permanent

  20.           Files containing copies of Act, Rules, Bye-laws                 Permanent

                  Registration Certificate

  21.           Circulars, standing instructions issued by the Society         Permanent

  22.           Bill Books                                                                       Ten Years

  23.           Declaration forms and Nomination forms file                     Permanent

  24.           Share Certificate books with counterfoils                          Permanent

  25.           Share Transfer applications and                                        Permanent

                  Share Transfer Register

  26.           Correspondence file with R.C.S., B.M.C.                        Permanent

                  (Taxes),(Water charges),Finance Society

  27.           Voucher Payments                                                           Ten Years

  28.           Document of Title deeds, Conveyance Deed and              Permanent

                  Deed of Mortgage, file of Application for loan

  29.           Contracts and Agreements file                                         Permanent

  30.           Insurance Policies                                                            Permanent

  31.           Plans and Estimates                                                         Permanent

  32.           File containing A/C (N.Form)                                          Permanent

                  Receipt, Payments, Chairman’s report

  33.           File Relating to Allotment of Flats/Plots/Shops                 Permanent

  34.           Staff Records                                                                  Permanent

  35.           Tenancy Agreements/Agreement of lease                         Permanent

  36.           Form of Transfer                                                             Permanent

  37.           Particulars regarding possession of residential                  Permanent

                  Buildings by members in form “E”