Preservation of Documents
MEDIAONE GLOBAL ENTERTAINMENT LIMITED
POLICY ON PRESERVATION
SEBI (Listing Obligations and Disclosure Requirements) Regulations, 2015 (“Regulations”) require every Listed Company to formulate a policy on Preservation of Documents which has to be approved by the Board of Directors
In this context, the following policy has been framed by the Board of Directors (“Board”) of Mediaone Gloabal Entertainment Limited at its meeting held on 14/08/2018 with the objective of classifying various documents, records and registers for the purpose of maintenance and preservation.
This Policy can be modified and or amended with the approval of the Board of Directors only.
II. OBJECTIVE OF THE POLICY
The objective of this Policy is to classify the documents, records and registers of the Company which are required:
to be preserved permanently and
to be preserved for a period of not less than 8
“Document(s)” refers to papers, notes, agreements, notices, advertisements, requisitions, order, declarations, forms, correspondence, minutes, indices, registers and or any other record, required under or in order to comply with the requirements of any applicable law, whether issued, sent, the time being in or otherwise, maintained on paper or in Electronic form received or kept in pursuance of the Act or under any other law for and does not include multiple or identical copies.
Electronic Record(s)” means the electronic record as defined under clause
(t) of (1) of section 2 of the Information Technology Act, 2000. Electronic Form” means on any electronic device such as computer, laptop, compact disc, floppy disc, space on electronic cloud, or any other form of storage and retrieval device, considered feasible, whether the same is in possession or control of the Company or otherwise the Company has control over access to it.
‘Legal Hold’ refers to a direction from Legal to preserve certain data held by employees or databases. All retention periods under this Policy shall be suspended with respect to documents subject to Legal Hold and all documents subject to Legal Hold are to be preserved in strict accordance with Legal Hold instructions and not altered, destroyed or deleted until Legal informs employees that the Legal Hold has ended.
“Maintenance” means keeping Documents, either physically or in Electronic Form
“Preservation” means to keep in good order and to prevent from being altered, damaged or destroyed.
IV. PRESERVATION OF DOCUMENTS
The Company shall preserve all its documents as per the requirements and provisions of the Companies Act, 2013 and the rules made there under, the Secretarial Standards, the Listing Regulations and any other law, rules, regulations as may be applicable to the Company from time-to-time.
Documents which are to be maintained permanently:
The Company shall maintain the following documents on a permanent basis:
The Original Signed and Stamped Memorandum of Association and the Articles of Association of the Company
Minutes of General Meetings, Board Meetings and various Committee Meetings
Register of Members along with Index
Foreign Register of Members, if any
Register of loans, guarantee, security and acquisition made by the company
Register of investments not held in its own name by the company, if any
Register of contracts with related party and contracts and Bodies etc. in which directors are interested
Register of Charges
Registers of Renewed and duplicate share certificates j.Registers of Directors and KMP
Intellectual Property Documents shall include, but shall not be limited to Copyrights, Trademarks, Patents, and Industrial Designs. Intellectual Property Rights Documents that are owned by the Company shall be retained by the Company permanently.
After the expiry of the statutory retention period, the preserved documents may be destroyed.
Documents which are to be maintained for at least eight financial years:
a.Books of account together with the vouchers relevant to any entry in such books of account
b.Register of Debenture holders (including Foreign Register of Debentures) or Register for any other Securities issued by the Company
c.Copies of all Annual Returns
Disclosure of Interest received from the Directors of the Company in the manner prescribed
Attendance Registers, Notices, Agenda, Notes on Agenda and other related papers of General Meetings, Board Meetings and various Committee Meetings
Instrument creating a Charge or modifying a Charge, if any
Changes to the Memorandum of Association and the Articles of Association, if any
Register of deposits accepted or renewed, if any
Tax Records – Tax records including, but not limited to documents concerning tax assessment, tax filings, proof of deductions, tax returns, appeal preferred against any claim made by the relevant tax Authorities, shall be maintained for a period of 8 years or for a period of 8 years after a final Order has been received with respect to any matter which was preferred for Appeal, as the case may be
Employment /Personnel Record in case of employees of the Company
Relevant marketing and sales documents
Legal documents including but not limited to contracts, legal opinions, pleadings, Orders passed by any court or tribunal, Judgments, Interim Orders, Documents relating to cases pending in any Court or Tribunal or any other Authority empowered to give a decision on any matter, Awards, Documents relating to property matters
V. MODE OF MAINTENANCE
The Company shall maintain these records either in physical or electronic mode. The applicable provisions of law, rules and regulations with regard to electronic maintenance of records shall be adhered to.
All the records shall be maintained as per the prescribed formats, if any, as amended from time-to-time under the various rules and regulations.
VI. DISPOSAL AND DESTRUCTION OF RECORDS
After the expiry of the Statutory retention period, the preserved documents may be destroyed .Destruction of documents as a normal administrative practice shall be followed for the records which are duplicate/unimportant/irrelevant.
This applies to both Physical and Electronic Documents. The documents may be destroyed as follows:
Recycle non-confidential paper records;
Shred or otherwise render unreadable confidential paper records; or
Delete or destroy electronically stored