Schedule II - [See rule 5] - Disposal of Records (In the Offices of the Registrar of Companies) Rules, 2003

Schedule II [See rule 5] No. Name of Document Period of preservation (1) (2) (3) 1. Declaration of compliance with requirements of the Act by an Advocate, Attorney, Pleader, Secretary or Chartered Accountant in whole-time practice, or Director, Manager or Secretary named as such in the articles [section 33(2)] 5 years 2. Return of deposit filed under section 58A under rule 10 of the Companies (Acceptance of Deposits) Rules, 1975 5 years 3. Copy of advertisement or statement in lieu of advertisement under section 58A (under rule 4/4A, ibid) 5 years 4. Return of allotment of shares [section 75(1)( a )] 5 years 5. Contract of allotment of shares fully or partly paid up otherwise than in cash and verified copies of such contract [section 75(1)( b )] 5 years 6. Prescribed particulars in contracts not reduced to writing [section 75(2)] 5 years 7. Registered documents relating to companies struck off under section 560(5) together with correspondence [rule 4(3)] 5 years 8. A copy of declaration of solvency in Form 4A and a copy of return in Form 4C in case of buy-back of securities 5 years 9. Statement disclosing amount or rate per cent of the commission of subscribing for shares where they are not offered to the public for subscription [section 76] 5 years 10. Particulars of mortgages [section 125] 5 years after satisfaction of charges. 11. Particulars of charge on a property acquired subject to charge [section 127] 5 years after satisfaction of charges. 12. Registration of one issue of series of debentures [section 128] One year after redemption of debentures or satisfaction of charge, or one year after the date of credit of amount of matured debentures with interest accrued thereon to Investor Education and Protection Fund established under section 205C of the Act, whichever is later. 13. Registration of debentures in more than one series [proviso to section 128] One year after redemption of debentures or satisfaction of charge, or one year after the date of credit of amount of matured debentures with interest accrued thereon to Investor Education and Protection Fund established under section 205C of the Act, whichever is earlier. 14. Particulars of commission on debentures 5 years 15. Particulars of modification of charge [section 135] 5 years after satisfaction of charges 16. Memorandum of satisfaction of charge [section 138] 5 years after satisfaction 17. Declaration before commencing business by a company issuing a prospectus [section 149(1)] One year after issue of certificate by the Registrar. 18. Declaration before commencing business by a company, issuing a statement in lieu of prospectus [section 149(2)] One year after issue of certificate by the Registrar. 19. Return under section 187C 8 years 20. Registration of resolution and agreements [section 192] 5 years 21. Annual return of members of a company having share capital [section 159] 5 years 22. Annual return of members not having share capital [section 160] 3 years 23. Annual balance sheet and profit and loss account [section 220] 8 years or the filing of next balance sheet and profit and loss account whichever is later. 24. Notice of auditor [section 224(1)] 3 years 25. Consent of candidates for directorship to be filed with the Registrar [section 264(2)] 5 years 26. List of persons consenting to be director [section 266(4)] 5 years 27. Consent form of directors [section 266(1)( a )] and affidavit regarding the shares registered in the name of a director [section 266(1)( b )( iv )] 5 years 28. Undertaking of directors to take qualification shares [section 266(1)( b )( iii )] and declaration of qualifica-tion shares held by a director [section 271] 5 years 29. Particulars of directors, etc. [section 303(2)] 5 years 30. Register of Directors 5 years 31. Copy of winding up order by court [section 445(1)] 5 years from the date of the dissolution or one year after an application is rejected under section 559 of the Companies Act, 1956. 32. Audited accounts of official liquidators [section 462(4)] 5 years from the date of the dissolution or one year after an application is rejected under section 559 of the Companies Act, 1956. 33. Copy of order of court staying winding-up [section 466(3)] 5 years from the date of the dissolution or one year after an application is rejected under section 559 of the Companies Act, 1956. 34. Copy of the order of dissolution of a company by court. 5 years from the date of the dissolution or one year after an application is rejected under section 559 of the Companies Act, 1956. 35. Declaration of solvency in the case of voluntary winding-up [section 488(2)( a )] 5 years from the date of the dissolution or one year after an application is rejected under section 559 of the Companies Act, 1956. 36. Notice of appointment of liquidator in voluntary winding-up [section 493(1)] 5 years from the date of the dissolution or one year after an application is rejected under section 559 of the Companies Act, 1956. 37. Return of final meeting and dissolution in the case of members winding up [section 497(3)] 5 years from the date of the dissolution or one year after an application is rejected under section 559 of the Companies Act, 1956. 38. Copy of order of the court deferring the date of dissolution in the case of members winding up [section 497(6)] 5 years from the date of the dissolution or one year after an application is rejected under section 559 of the Companies Act, 1956. 39. Winding-up notice of creditors' resolution [section 501(1)] 5 years from the date of the dissolution or one year after an application is rejected under section 559 of the Companies Act, 1956. 40. Copy of order of the court deferring date of dissolution in creditors winding-up [section 509(1)] 5 years from the date of dissolution or one year after an application is rejected under section 559 of the Companies Act, 1956. 41. Return of final meeting and dissolution in the case of creditors' winding up [section 509(3)] 5 years from the date of dissolution or one year after an application is rejected under section 559 of the Companies Act, 1956. 42. Notice by liquidator of his appointment by court in the case of voluntary wind-up [section 516(1)] 5 years from the date of dissolution or one year after an application is rejected under section 559 of the Companies Act, 1956. 43. Liquidator's statement of account [section 555(1)( b )] 5 years from the date of dissolution or one year after an application is rejected under section 559 of the Companies Act, 1956. 44. Registered documents relating to companies struck off under section 560(5) together with correspondence 21 years 45. Prospectus or statement in lieu of prospectus by a private company altering the articles for converting itself into a public company [section 44] 5 years 46. Prospectus by a public company [section 60] 5 years 47. Statement in lieu of prospectus by a company which does not issue prospectus [section 70] 5 years 48. Notice of increase of members [section 97] 5 years 49. Statutory Report [section 165] 5 years 50. Notice of receiver/manager on so ceasing [section 137] 21 years 51. Notice of appointment of receiver/manager [section 137] 21 years 52. Notice of the situation of office where a foreign register is kept or any changes therein [section 157(2)] Permanent or 5 years after closing of the office in India. 53. Notice of dissenting shareholders [section 395] 3 years after Court's order 54. Registered documents of companies which have been fully wound up and finally dissolved together with correspondence relating to such companies. 3 years after Court's order 55. Notice of situation of registered office and any change therein [section 146] Permanent or the last change of situation of the registered office. 56. List of unclaimed dividends Form No.1, rule 3(5) of the Companies Unpaid Dividend (Transfer to General Revenue Accounts of the Central Government) Rules, 1978 [section 205A] 10 years 57. Statement of unclaimed dividends [section 555] 10 years 58. Intimation of director's disqualification by a director 6 years 59. Forms 1AA, 1AB and 1AC intimation of officer charged with duties 5 years 60. Return of appointment of managerial personnel [section 269] 5 years 61. Compliance certificate [section 383A] 5 years 62. Any other registered document not specified above 3 years