Ensure Complete, Accurate & Compliant Record Keeping

Proper Record Maintenance is the backbone of every compliant and efficiently run business. From statutory registers to financial documents, timely and accurate record-keeping ensures legal compliance, supports audits, helps with due diligence, and builds credibility among stakeholders.

At [Your Company Name], we offer expert Record Maintenance Services tailored for startups, SMEs, LLPs, private and public companies, and listed entities. We ensure that all your statutory, financial, and internal records are updated, organized, and compliant with the Companies Act, Income Tax Act, GST, Labour Laws, and other applicable regulations.

 

🧾 Scope of Work – Record Maintenance Services

Our Record Maintenance services cover a wide spectrum of business and compliance needs:

🔹 Statutory Records under Companies Act

• Maintenance of Statutory Registers:

  • Register of Members

  • Register of Directors & KMP

  • Register of Charges

  • Register of Share Transfers

  • Register of Contracts, Loans & Investments

• Preparation and updating of Minutes Books for Board & Shareholder meetings

• Circulation of meeting notices, agenda, and resolutions

• Filing and archiving of ROC forms and approvals

🔹 Financial & Accounting Record Maintenance

• Books of accounts as per Companies Act & Income Tax Act

• Ledger, journal, cash book, bank book, and trial balance

• GST records including GSTR filings and invoices

• Vendor/customer reconciliations and audit support documentation

🔹 HR & Payroll Record Maintenance

• Attendance records, salary registers, PF & ESI records

• Bonus, gratuity, and leave encashment registers

• Employment contracts and offer letters archive

🔹 Compliance Record Management

• Filing and archival of regulatory forms (MCA, RBI, GST, PF, etc.)

• Licenses, approvals, and registration documents

• Share certificate issue and stamping records

🔹 Digital & Physical Record Organization

• Structuring of digital document repository for due diligence

• Indexing, tagging & categorizing of historical data

• Setup of secure backups and access control systems

 

📈 Our Record Maintenance Process

We follow a structured and standardized process to ensure end-to-end Record Maintenance compliance for your organization:

1 Initial Assessment

• Understand client’s business nature, size, and statutory obligations

• Identify applicable laws and existing record maintenance gaps

2 Record Categorization

• Classify records into statutory, financial, HR, tax, and operational categories

• Evaluate existing formats and documentation standards

3 System Setup & Repository Creation

• Create secure physical and digital filing systems

• Introduce access logs, backups, and document version control

4 Data Entry & Historical Record Compilation

• Bring legacy and pending records up to date

• Index and align data as per compliance standards

5 Ongoing Maintenance

• Monthly/quarterly updating of statutory registers

• Routine compliance checks and reconciliations

• Record retention tracking and timely destruction of obsolete data

6 Review & Audit Support

• Regular audit preparedness reviews

• Provide certified extracts, reports, and records for due diligence or scrutiny

 

✅ Why Record Maintenance is Crucial for Businesses

• Avoid penalties due to non-compliance

• Strengthen internal governance

• Support statutory & financial audits

• Prepare for investor due diligence or fundraising

• Improve transparency and documentation for mergers, acquisitions, or exits

 

💼 Who Needs Our Record Maintenance Services?

• Startups scaling operations and managing equity

• Private companies with active Board and investor reporting

• LLPs requiring updated statutory records

• Businesses preparing for funding, audit, or acquisition

• CA/CS firms and legal consultants outsourcing documentation tasks

 

🛡️ Why Choose Us for Record Maintenance?

✅ Dedicated record maintenance professionals
✅ Hybrid support: digital & physical record management
✅ Expertise in Companies Act, Income Tax, GST, FEMA & Labour Laws
✅ Customized service packages
✅ Cloud-backed document access
✅ Secure, scalable, and cost-effective service

 

❓ Frequently Asked Questions (FAQs) – Record Maintenance

1. What is Record Maintenance in a company?

Record Maintenance refers to the organized and timely upkeep of statutory, financial, HR, tax, and operational documents as required by law and internal policy.

2. Why is Record Maintenance important for compliance?

Maintaining records helps meet legal obligations, avoids penalties, and ensures smooth audits, investor scrutiny, and regulatory checks.

3. What are statutory registers under the Companies Act?

They include registers of members, directors, share transfers, charges, loans, and contracts. These are mandatory for every registered company in India.

4. Who is responsible for maintaining company records?

Directors are responsible, but it is often delegated to company secretaries, legal teams, or external compliance firms like us.

5. How long should statutory records be preserved?

Generally, 8 years from the date of last entry. However, specific records like minute books and share registers must be maintained permanently.

6. Can Record Maintenance be done digitally?

Yes, as per MCA norms, electronic record keeping with timestamping and secure backups is acceptable and recommended.

7. What records are needed for GST compliance?

Invoice copies, return filings, tax payment challans, HSN summary, and stock register are mandatory for GST record maintenance.

8. Do LLPs also need to maintain records?

Yes, LLPs are required to maintain annual financial statements, partners’ contributions, minutes of meetings, and compliance records.

9. What happens if records are not maintained properly?

Non-compliance can lead to penalties, disqualification of directors, fines from regulators, or loss of funding opportunities.

10. What tools do you use for digital record maintenance?

We use cloud-based DMS (Document Management Systems), secured shared drives, and custom ERP integration as needed.

11. Can I outsource only part of record maintenance to you?

Yes. We offer flexible packages where you can outsource specific areas like HR records, financials, or statutory registers.

12. Is there an audit trail for changes in records?

Yes. We maintain detailed logs of every modification and follow a version-controlled system for all digital records.

13. How frequently are records updated?

Depending on the nature, some records are updated daily (like payroll), monthly (like GST), and quarterly/annually (like ROC returns).

14. Can you help reconstruct lost or outdated records?

Yes. We offer record reconstruction services through available backups, government filings, and stakeholder data.

15. What is the cost of Record Maintenance services?

Our pricing is based on business size, number of entities, and record categories. Get in touch for a customized quote.