Statutory Books Maintenance by a Company

According to the Companies Act, a company has to maintain several types of Books and Registers. Books are often classified as Statutory Books and Statistical Books. Statistical Books refer to Books of Account and such other Record Books like an Inventory. Statutory Books are those which are necessary to observe legal forma­lities of a company including Registers.
It is the duty of the Company Secretary to prepare and maintain the Statutory Books.

Generally the Statutory Books (including Registers) are:

1. Register of Members.
2. Index of Members.
3. Register of Directors.
4. Register of Debenture-holders.
5. Register of Mortgages and Charges.
6. Register of Directors’ Shareholdings.
7. Register of Contracts in which Directors is interested.
8. Minute Books:
   • Of Directors’ Meetings;
   • Of Members’ Meetings;
   • Of Different Committees’ Meetings, etc.,
9. A File of Annual Returns.
10. Register of Fixed Deposits.
11. Register of Company’s Investments in companies in the same group, etc. Besides these, there shall be sets of Books of Account.

There are some other books which are maintained by big companies:

• Application and Allotment Book,
• Register of Transfers,
• Seal Book,
• Directors’ Attendance Book,
• Call Book,
• Agenda Book,
• Share Certificate Book,
• Dividend Book,
• Register of Share Warrants,
• Log Book, etc. Such Books are also known as Optional Books.

The Statutory Books are open to inspection by any member of the company as well as by the Registrar of Companies. The Company Secretary has to facilitate inspection as and when required.