Policy on Preservation of Documents

Talbros Automotive Components Ltd.

Subject: Policy on Preservation Of Documents
PREAMBLE This policy is framed as per the requirements of Regulation 9 and 30 of SEBI
(Listing Obligations and Disclosure Requirements) Regulations, 2015 and
intended to preserve the documents or information by the Company.
OBJECTIVE The Objective of this Policy is to have a mechanism and procedure for
preservation of Documents, approved by Board of Directors classifying them in
following categories –
(a) Documents whose preservation shall be permanent in nature ;
(b) Documents with preservation period of not less than eight years after
completion of the relevant transactions:
The Company may keep documents specified in clauses (a) and (b) in
Electronic Mode.
PERMANENT
PRESRVATION OF
DOCUMENTS
Pursuant to the requirements of the Companies Act 2013 and rules made
their under, the documents as detailed below shall be preserved
permanently by the Company at prescribed place in the custody of the
Company Secretary, CFO/Finance Head of the Company or any other person
authorised by the Board for the respective purpose here under:
Documents in the custody of Company Secretary
i. Register of charges under section 85 of the Act and Rule 10 of the
Companies (Registration of Charges) Rules, 2014 maintained in the
form of CHG-7 at the Registered Office of the Company.
ii. Register of loans, guarantee, security and acquisition made by the
Company under section 186(9) of the Act and Rule 12(1) of the
Companies (Meetings of Board and its Powers) Rules, 2014 to be
maintained in the form of MBP-2 at the Registered Office of the
Company.
iii. Register of investments not held in its own name by the Company
under section 187(3) of the Act and rule 14(1) of the Companies
(Meetings of Board and its Powers) Rules, 2014 to be maintained in the
form of MBP-3 at Registered Office of the company.
iv. Register of contracts and arrangements with related party and Bodies
etc. in which directors are interested under section 189(1) of the Act
and Rule 16(1) of the Companies (Meetings of Board and its Powers)
Rules, 2014 to be maintained in the form of MBP-4 at Registered Office
of the Company.
v. Register of Loans, Investments, Guarantee or Security under Section
186 of the Act read with Rule 12 of Companies (Meetings of Board and
its powers) Rules, 2014 maintained in the form MBP-2 at the
Registered Office of the Company.
vi. Minutes of General Meetings under Rule 25 of the Companies
(Management and Administration) Rules at Registered Office of the
company or at any other place in India as Board may decide.
vii. Register of Directors and Key Managerial Personnel including the
details of securities held by each of them in the company under Section
170 and Rule 17 of the Companies (Appointment and Qualification of
Directors) Rules, 2014 at registered office of the Company.
viii. Register of Members including an index of the names under Section 88
of the Act and Rule 3 and 5, 15 of the Companies (Management and
Administration) Rules, 2014 to be maintained in the form of MGT-1 at
Registrar and Share Transfer Agent of the Company.
ix. Register of Renewed and Duplicate Share Certificates under Rule 6(3)
of the Companies (Share Capital and Debentures) Rules, 2014 at
Registrar and Share Transfer Agent of the Company.
x. Register of Transfer and Transmission under Section 56 of Companies
Act, 2013 maintained at Registrar and Share Transfer Agent of the
Company.
xi. Minutes of Board Meetings, Committee Meetings and General
Meetings and Resolution passed by Postal Ballot under Rule 25 of the
Companies (Management and Administration) Rules at Registered
Office of the company.
xii. Other Statutory Registers and Documents maintained by the Company
under various laws applicable to the Company.
xiii. Any other document as may be prescribed by the Board from time to
time.
Documents in the custody of CFO/ Finance Head
i. Statutory Clearances, Annual Returns, Assessment Orders, Loan
Documents, Security Documents, Guarantee Documents, Investment
Documents, EPC Contracts, Management Consultancy Agreements, etc.
PRESERVATION OF
DOCUMENTS FOR
NOT LESS THAN
EIGHT YEARS

The documents mentioned below shall be preserved for not less than eight
years by the Company at such place in the custody of such person as
prescribed here under:
Documents in the custody of CFO/ Finance Head
i. Books of Account including relevant books and papers and financial
statements for a period of not less than eight financial years of
immediately preceding Financial Year under section 128(5) of the Act
at Registered Office of the company.

Documents in the custody of Company Secretary

ii. Disclosures/ Notices by a director of his interest for a period of eight
years from the end of the financial year to which it relates under the
Rule 9 of Companies (Meetings of Board and its Powers) Rules, 2014 in
the Form of MBP-1 at Registered Office of the Company.
iii. Register of Deposits for a period of not less than eight years from the
financial year in which the latest entry is made in the register under
section 73 of the Act and Rule 14 of Companies (Acceptance of
Deposits) Rules, 2014 at the Registered Office of the Company.
iv. The instrument creating a charge or modification preserved for a
period of eight years from the date of satisfaction of charge by the
Company under Section 85 of the Act and the Companies (Registration
of Charges) Rules, 2014 at the Registered Office of the Company.
v. Annual Return and copies of all certificates and documents required to
be annexed thereto for a period of eight years from the date of filing
with the Registrar under Section 92 and 94 of the Act and Rule 15 of
Companies (Management and Administration) Rules, 2014 at
Registered Office of the company.
vi. Any other document as may be prescribed by the Board from time to time.

ARCHIVAL POLICY All disclosures made under Regulation 30 of the Listing Regulations by the Company to the stock exchanges, where shares of the Company are listed, shall be kept on the website of the Company for a period of 5 years and thereafter in the archives of the Company for a period of 3 years.
AMENDMENT TO
POLICY
The Board of Directors shall review this Policy as and when it deems necessary and advice changes if any required from time to time in line with the latest law. Any change to this Policy requires approval of the Board of Directors.
IMPLEMENTATION This Policy shall be effective from December 01, 2015.
DISCLOSURE The CFO/ Finance Head and the Company Secretary, Compliance Officer of the company or any other person authorized by the Board shall be responsible for keeping the safe and proper custody of above said documents and registers at their respective place as prescribed here in above.