Maintenance of Society Books & Registers refers to the systematic record-keeping of statutory, financial, and administrative documents of a housing or cooperative society as required under Indian Cooperative Laws. These records provide legal proof of the society’s operations, decisions, finances, and membership.
Proper statutory record keeping ensures transparency, accountability, and smooth functioning of the society and is mandatory for audits, government inspections, and dispute resolution.
Why Statutory Record Keeping is Mandatory for Societies
Housing societies are governed by state cooperative laws and model bye-laws. Maintaining prescribed books and registers is not optional—it is a legal obligation.
Key reasons include:
- Compliance with cooperative laws
- Smooth statutory and internal audits
- Transparency among members
- Legal evidence in disputes
- Proper financial control
List of Mandatory Society Books & Registers
A. Membership & Administrative Registers
- Register of Members
- Nomination Register
- Share Register
- Minute Book (AGM/SGM/Committee Meetings)
- Property & Asset Register
B. Financial & Accounting Records
- Cash Book
- Bank Book
- General Ledger
- Maintenance Bill Register
- Receipt & Payment Register
C. Statutory & Compliance Records
- Audit Report File
- Annual Return File
- Register of Agreements
- Inspection & Compliance Register
Step-by-Step Process to Maintain Society Books & Registers
Step 1: Identify Applicable Laws & Bye-laws
Understand the state cooperative society act and model bye-laws applicable to your society. These define which registers must be maintained and their formats.
Step 2: Prepare Standard Register Formats
Create or procure standard formats for:
- Statutory registers
- Accounting books
- Minutes and resolutions
Registers may be maintained in physical form or digitally, subject to audit acceptance.
Step 3: Record Transactions Regularly
- Update financial entries daily or weekly
- Record membership changes immediately
- Enter meeting resolutions promptly
Delays lead to discrepancies during audits.
Step 4: Preserve Supporting Documents
Attach vouchers, invoices, bank statements, and receipts to corresponding entries. Proper documentation ensures traceability.
Step 5: Conduct Periodic Verification
The managing committee should:
- Verify records monthly or quarterly
- Reconcile bank balances
- Cross-check maintenance collections
Step 6: Facilitate Annual Audit
Present updated books and registers to the statutory auditor. Resolve audit objections within stipulated timelines.
Step 7: Safe Storage & Record Retention
- Store physical records securely
- Maintain digital backups
- Preserve records as per legal retention periods
Benefits of Proper Maintenance of Society Records
- Legal Compliance: Avoid penalties and notices
- Transparency: Builds trust among members
- Smooth Audits: Faster and error-free audits
- Dispute Resolution: Strong documentary evidence
- Better Governance: Professional society management
Common Mistakes to Avoid
- Incomplete or delayed entries
- Missing supporting vouchers
- Not updating membership registers
- Improper minute recording
- Lack of backups for digital records
Conclusion
Maintenance of Society Books & Registers is the backbone of effective society management in India. With systematic statutory record keeping, societies can ensure compliance, transparency, and long-term stability. Following a step-by-step approach helps managing committees stay audit-ready and legally secure.
Disclaimer
This article is published for general informational purposes only and does not constitute legal, accounting, or professional advice. Statutory requirements may vary by state and are subject to amendments. Societies are advised to consult qualified professionals or refer to applicable cooperative laws before implementation.