ஆசிர்வாத் மைக்ரோபைனான்ஸ் லிமிடெட்          Asirvad Micro Finance Limited          आशीर्वाद माइक्रोफिनॅन्स लिमिटेड         ആശിർവാദ് മൈക്രോഫിനാൻസ് ലിമിറ്റഡ്          ಅಸೀರ್ವಾಡ್ ಮಿಕ್ರೊಫಿನನ್ಸೆ ಲಿಮಿಟೆಡ್          ਅਸਿਰਵਾਦ ਮਿਕਰੋਫਈਨਂਸੇ ਲਿਮਿਟੇਡ          ଆଶୀର୍ବାଦ ମଇକ୍ରୋଫାଇନାନ୍ସ ଲିଃ          আশির্বাদ মাইক্রো ফাইনান্স লিমিটেড

Policy for Preservation of Documents

Introduction

Regulation 9 of the SEBI (Listing Obligation and Disclosures Requirements) Regulations, 2015  requires the Board of Directors of listed Companies to frame a policy for providing framework  for protection and preservation of the documents of the Company.  

Accordingly, the Board of Directors of Asirvad Micro Finance Limited (AMFL / Company)  has adopted the Policy for Preservation of Documents. 

Definitions

“Applicable Law” means any law, rules, regulations, circular, guidelines issued by the  Securities Exchange Board of India ( SEBI) , Ministry of Corporate Affairs (MCA), ICSI, ICAI  and other statutory or professional bodies under which the preservation of documents has  been prescribed. 

“Board of Directors” or Board means the Board of Directors of Asirvad Micro Finance  Limited. 

“Company” means Asirvad Micro Finance Limited 

“Documents” refers to papers, notes, agreements, notices, agenda, circulars, advertisements,  declarations, undertakings, disclosures, forms, minutes, registers, correspondences, challan  or any other record required under or in order to comply with the requirements of any  applicable Law, whether issued, sent, received or kept in pursuance of the Act or under any  other law for the time being in force or otherwise, maintained on paper or in electronic form.  

Listing Regulation” means SEBI (Listing Obligations and Disclosures Requirements)  Regulations, 2015. 

“Policy “means Policy for Preservation of Documents. 

Preservation of Documents:

A) Documents as per Annexure A and those which are required to be obtained under  various Acts/ Rules/ Regulations/ Statutes/ Laws applicable to the Company shall be  maintained and preserved as per the provisions contained therein. 

B) The respective functional/ departmental heads of the Company shall be responsible for  maintenance, updation and preservation of documents in respect of the areas falling  under the charge of each of them, in terms of policy. 

C) The documents mentioned in Annexure- A can be maintained by the Company in  physical and electronic or digital mode, if permitted under the applicable Acts, Rules,  law and Regulations. 

Destruction of Policy: 

A) The documents specified in Annexure- A which are not required to be maintained and  preserved permanently, may be destroyed after the expiry of the specified retention  period in such mode and under the instructions approved by the functional/  departmental heads. 

B) In case of any specific procedures is prescribed under the applicable Act/ Rules/  Regulations/ Statutes/ Laws for destruction of the documents, the same shall be  followed by the functional/ departmental heads. 

C) Where the Company has been served with any notice requisitioning documents from  any of the Statutory Authorities or any litigation is commenced by or against the  Company, in such case the destruction of the related documents shall be suspended till  such time the matter is settled or resolved or disposed of finally. 

Amendment: 

The Board of Directors of the Company reserve the right to amend or modify this policy in  whole or in part, as may be required, at any point of time. 

Annexure- A

Sr  

No

Concerned  

Department

Records 

Preservation Period

Secretarial 

MOA & AOA

Permanent

Certificate of Incorporation,  Statutory Registers

Registers of Members

Secretarial Audit Reports

Register of Contracts where  directors are interested.

Minutes of the Board of  Directors and its Committees 

Minutes of all meeting of  Shareholders

Statutory filings with the Stock Exchanges, SEBI, Ministry of  Corporate Affairs, Reserve  Bank of India and any other  statutory/ regulatory authority (All are in electronic mode)

Annual Reports

8 years

Office copies of Notice of  General Meeting and related  papers (in electronic mode)

Board Agenda & Supporting  documents (in electronic mode)

General and Board/ Committee Meeting Attendance Register

Office copies of Notice of Board  Meeting/ Committee Meeting,  Agenda, Notes on Agenda and  other related papers (in  electronic mode)

   

Resolutions passed by  Circulation (in electronic mode)

 
 

Finance & 

Account

Books of Accounts (including  Cash, Bank, Journal,  

Receivable/ Payable Ledger,  Fixed Assets Register,  

Investments etc.) 

8 years from the end of  Financial year of completion or  completion of assessment  under Income Tax whichever is  later

Income Tax related records 

GST related documents 

8 years from the end of  

Financial year of completion or  completion of assessment  under GST whichever is later

Insurance Policies (Master  Policies/Endorsement/Renewal) 

Three Years

Certificate of Registration  issued by Regulators (Income  Tax/GST etc). 

Annual Audit Report and  Financial Statements 

Permanent

 

HR 

Personal E-file (Electronic form  of personal file)

3 yrs from Exit 

(Only electronic preservation  with restricted access to HR  team) both at State office and  Head Office. 

Physical form of personal file is  kept for Senior level staffs  (AVP & above) at Head Office  only. Access is restricted to  Head – Corporate HR and  CHRO only.

   

Personal Records on employee  movements: 

– 

-Re-designation 

-Transfer 

-Promotion

Till his Last Working Day  (Only Electronic preservation with restricted access to HR  team)

Personal Records on action on  employee 

Show cause letter 

Warning  

Termination 

Advisory

Till his Last Working Day  (Only Electronic preservation with restricted access to HR  team)

HR Policies 

Till next review  

(Electronic preservation)

HR Circular 

1 Yr. (Electronic preservation)

 

Information  Technology

Information & Cyber Security  Policy

Eternal

Technology Usage Policy 

Eternal

IP Address and Host Name  Policy

Eternal

Cyber Crisise Management  Plan

Eternal

Change Management  

Procedure

Eternal

Risk Register 

Eternal

Business Continuity Policy 

Eternal

Information Asset  

Management Policy

Eternal

IT Infrastructure Security  Policy

Eternal

Stationery Stock Register 

One Year

Courier IN/OUT Register 

One Year

   

Visitors’ Register 

One Year

 

5. 

Operations 

KYC, Loan Documents,  Application Form, Loan Card  etc

7 years