policy on preservation of Documents

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Healtlcarc through Innoration
LYKA LABS LIMITED
POLICY ON PRESERVATION OF THE DOCUMENTS
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Admn.Office:101,ShivSjrakti Industrial Estate,SirJr4.V.Road,Andheri (E),Mumbai -4000S9. o phone:6611
22OO
Regd.Office:4801 lB&4802/A, G.|.D.C. Industrial Estate,Anklesnwar-g'g5'OOz. . phone,OzO+O Zil+22 1220549
o
Website: www.lykalabs.com
ctN 124230GJ1976P1C008738
.
Email : [email protected]
.
Fax : 661'1 2249
Fax: 02646-250692
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Healthcare through Innoration
1. Scope
A policy on preservation of Documents (defined below) would ensure safe keepingof the records and
safeguard the Documents_ from getting manhandled, while at the same time uuoiOing
superfluous
inventory of Documents.-The Company, therefore, formulates this policy, in pursuance to Regulation
9 of
the Securities Exchange Board of India (Listing Obligations anA bisctosure Requirements) Regulations,
2015 ('Regulations"), on preservation of the Documents to aid the employees in handling the Do-cuments
efficiently. It not only covers the various aspects on preservation ol the Documents, but also the
safe
disposal/destruction of the Documents.
2. Definitions "Acf' means the Companies Act,2013.
"Applicable Law" means any law, rules, circulars, guidelines or standards issued by Securities Exchange
Board of India, Minisry of Corporate Affairs and The Institute of Company Secretaries of India
under
which the preservation of the Documents has been prescribed.
"Board'means the Board of directors of the company or its committee.
"Company" means Lyka Labs Limited.
"Current Document(s)" means any Document, that still has an ongoing relevance with reference to
any ongoing litigation, proceedings, complaint, dispute, contract or any like matter.
"Document(s)" refers
to
papers, notes, agreements, notices, advertisements, requisitions, orders,
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, whethei 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 p'aper
or in Electronic Form and does not include multiple or identical copies.
"Electronic Record(s)" means the electronic record as defined under clause (t) of subsection
section 2 of the Information Technology Act, 2000.
(l)
of
"Electronic FoFm" means any contemporaneous electronic device such as computer, laptop, compact
disc, floppy disc, space on electronic cloud, or any other form ofstorage and retrieval device,
considered
feasible, whether the same is in possession or control of the Compaiy or otherwise the
Company has
control over access to it.
"Maintenance" meanskeeping Documents, either physically or in Electronic Form.
"Presemation" mearrs to keep in good order and to prevent from being altered, damaged or destroyed.
"Regulations" means the Securities Exchange Board of India (Listing Obligation and Disclosure
Requirements) Regulations, 20 I 5.
The words and phrases used in this Policy and not defined here shall derive their meaning
from the
Applicable Law.
Admn. Office : 101 , Shiv
Regd. office :4801
SI'+ti lnqustl'at
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Estate, Sir M. V. Road, Andheri (E), Mur
| B & 4802 /A, G.t.D.c. Industrial Estate, Anktesrrwar - g'gi'ooz.
Website: www.lykalabs.com
crN L24230GJl 976P1C008738
.
Email : [email protected]
P;rgw 215
'),l"4.1,l
. Phone :66112200 . Fax: 6611 2249
Phone : 02646 221422 | 220549 c Fax:02646-280692
Labs
Limitef
This Policy is intended to guide the Company and its officers on maintenance of any Documents,
their
preservation and disposal.
4. Classification
The preservation of Documents shall be done in the following marn€rrr
PERMANENT PRESERVATION
TEMPORARY PRESERVATION
'
'
The memorandum and articles of the
company
Affidavit from the subscribers to the
memorandum and from persons named
the first directors
Register of members
as
Books and Documents relating to the issue
of share certificates, including the blank
forms of share certificates
Annual return
The foreign register of members
Minutes book of general meeting
'
'
'
'
'
'
.
Minutes of Board meeting (SS1)
Register ofcharges (8 years)
Register of debenture holders or any other
security holders (8 years from the date of
redemption of debentures or securities)
Copies of all annual returns prepared
under Section92 of the Companies Act,
2013 and copies of all certificates and
Documents required to be annexed thereto
(8 years from date of filing with the Registrar)
Foreign register ofdebenture holders or
any other security holders (8 years from
the date of Redemption)
All notices pertaining to disclosure of
interest ofdirectors
All certificates
surrendered to a company
(3 years from date ofsurrender)
Register of deposits (not less than 8 years
from the date of last entry)
Instrument creating a charge or
modification (8 years from date of
'
Office copies of Notices, scrutinizels
report, and related papers (as long as they
remain current or for 8 financial years),
whichever is later (SS2)
.
Office copies of Notices, scrutinizer,s
report, and related papers (as long as they
remain current or for 10 years or as long
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Admn'Ofiice:101,ShivSh-akti lndcrstrial Estate,sirll.V.Road,Andheri (E),Mumbai -4OOOsg.. phone:6611
22oo o Fax: 6611 2249
Regd. Office :4801 lB & 4802 /A, G.|.D.C. lndustrial Estate, Anklesfrwar - g'gi Ooz.
phone :. Ois+A z)tczz t zz}sqg .
Fax:02646-250692
Website: www.lykalabs.com
Email : [email protected]
.
ctN 124230GJ1 976P1C008738
.
Lobs
Litfite{
5. Modes of preservation
The Documents may be preserved in
o
o
physical form or
Electronic Form.
The officer of the Company required to preserve the Document shall be Company
Secretary who is
generally expected to observe the compliance of requirements of Applicable Law.
The preservation of Documents should be such as to ensure that there is no tampering,
alteration,
destruction or anything which endangers the content, authenticity, utility or accessibility
of the
Documents.
The preserved Documents must be accessible at all reasonable times. Access may be controlled
by
company Secretary with preservation, so as to ensure integrity of the Documents and prohibit
unauthorized access.
6. Custody of the Documents
Subject to the Applicable Law, the custody of the Documents shall be with the Company
Secretary.
Where the Company Secretary tenders resignation or is transferred from one location of
the bo-puoy io
another, such Person shall hand over all the relevant Documents, lock and key, access
control or
Password, or Company Disc, other storage devices or such other Documents and devices in
his possession
under the Policy. The Board may authorise such other person as it may deem fit.
7.
Authority for approval of Policy
The Board shall have the authority for approval of this policy in pursuance to the Regulations.
This
authority has been granted viathe Regulations.
8.
Authorify to make alterations to the poticy
The Board is authorized to make such alterations to this Policy as considered appropriate,
subjec!
conson*"" with the provisions of the Acts
however, to the condition that such alterations shall be in
and Regulations.
9. Destruction of Documents
The temporary Documents, excluding the Current Document(s) shall be destroyed after
the relevant
or prescribed period,
tft" Company Secretary in whose custody the Documents are stored, after the
!v
prior approval of the Board or any other authority as required unier the Applicable Law pursuant
to
which the Documents have been preserved.
The follorving categories of Documents may be destroyed as normal administrative practice:
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Admn. Office : 101, Shiv Sh-akti In4lrstrial Estate, Sir M. V. Road,Andheri (E), Mur
Regd. office :4801 | B & 4802 /A, G.t.D.c. Industrial Estate, Anktesrrwar - g'si'ooz.
Website :www.lykalabs.com
Email :[email protected]
ctN 124230GJ'1 976P1C008738
.
It\"9@O59.
.
Phone :6611 22OO
Phone : 02646 221422 I 220549
.
o Fax : 6611 2249
Fax : 02646-250692
Lvfrn La6s
Limitei
trw.r
a
catalogues;
a
copies of press cnttings, press statements or publicity material;
letfers of appreciation or sympathy, or anonymous letters;
a
a
a
Healthcare through Innoyation
requests for copies of nraps, plans, chafts, advertising material (subject to Clause
9 alrd l0 of this
Pr:licy);
facsimiles r,vhere a photocopy has been made;
a
telephone ffiessage;
a
dralls ofreporls, colrespondence, speeches, notes. spreaci sheets, etc. (subject to Clause 9
ancj 10
of this lblicy); and
routine statirtical and progress reports compiled and duplicated in otlier reports(subject to
Clause
9 and 10 of this Policy)
'
A register of the Documents disposed/destroyed shall also be maintained. It shall state the brief particulars
of the Documents destroyed, date of disposal/destruction and the mode of destruction.
The entries in the register shall be authenticated by the company Secretary
10. conversion of the form in which the Documents are preserved
The physical Documents preserved may be converted, whenever required or felt necessary, into
electronic
form to ensure ease in maintenance of records and efficient utilization of space.
11.
Interpretation
In any circumstance where the terms of this policy differ from any existing or newly enacted law, rule,
Regulation or standard governing the Company, the law, rule, Regulation or standard will take
precedence over these policies and procedures until such time as this policy is changed to conform
to th;
law, rule, Regulation or standard.
Date: 2 S *]t'O e cc.r,rtgq,24lr
Place: N{urqbau
Managing Director
00021530
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.
Admn. offlcc : 101' Shiv Shekti Industrial fstate, Slrjvl, V. R-ua.d, Arrclheri-(E), Mumbal - 400 059. o phone : 661i
2200 Fax : 6611 2249
Regd. Office:4801 lB&4802/4, G.|.D.C. Industrial Estate,Ankleshwar-3'93002.
phone :02646221422 1220s4g o Fax:
02646-250692
Website :www.lykalabs.com
Email : [email protected]
.
ctN 124230GJ1 976P1C008738
.