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Form guide · Source checked 21 October 2026
Structured digital database: completed UPSI-sharing record and audit trail
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Record the nature of UPSI, each sharer/recipient, identifying data, time stamps and immutable audit history; apply the actual eight-year transaction-completion retention clock.
Source checked 21 October 2026; the cited current instrument and its commencement govern this selected example.
Download and read the completed example
Fictional company shares draft quarterly financial results with its external statutory-audit team for a documented legitimate purpose. The example shows a source/recipient record and an appended correction.
Fictional, unsigned completed illustration. It demonstrates this form’s fields; it is not a filed return, medical opinion, official order or proof of an actual transaction.
When and how this form is used
Regulation 3(5) requires the nature of UPSI and the names of those who shared it and those with whom it was shared, with PAN or another legally authorised identifier where PAN is unavailable. The sample identifies both sides and their time stamps; it does not substitute only an organisation name or meeting title.
The board/head of each organisation required to handle UPSI has its own source responsibility. An NDA, email inbox or a shared spreadsheet does not by itself prove compliance with internal maintenance, time-stamping, audit trail and non-tampering. The database must not be outsourced; the example makes no unsupported universal claim about every cloud/software architecture.
Do not amend a recipient or time by overwriting the first record. The illustration appends a correction with creator/time/reason and keeps the original accessible, demonstrating the non-tampering control without pretending a PDF is a functioning statutory database.
Regulation 3(6) starts the minimum eight-year preservation clock after completion of the relevant transactions. In the assumed 20 October 2026 completion case, the minimum reaches 20 October 2034. Investigation/enforcement preservation can extend beyond that date. A date of entry plus eight years is the wrong universal rule.
The completed fields
Actual UPSI-sharing record fields
| Prescribed field / section | Completed fictional entry |
|---|---|
| Record / entity / information nature | SDD-001, Illustration Precision Tools Ltd; unreleased quarter/half-year financial results 30 September 2026, model file RESULTS-Q 2-V 1. Not a public report at the sharing time. |
| Shared by / received by / identifier | Sharer: Priya Sharma, company CFO , PAN [synthetic invalid]. Recipient: Nish a Desai, fictional external audit partner, PAN [synthetic invalid]; organisation Illustration Audit LLP. No real professional membership or identity represented. |
| Purpose / need-to-know / authority | Limited-review planning and audit evidence review under the actual legitimate-purpose policy, assumed approved; recipient confidentiality/UPSI duties acknowledged in model evidence. A need-to-know purpose is recorded, not a blanket permission for onward sharing. |
| Event timestamp / creation / access | UPSI shared 9 October 2026 at 10:15 IST; database entry created 10:16 IST by Ravi Kumar, authorised compliance recorder. Access restricted to model compliance/admin roles; no publicly accessible UPSI database. |
| Internal maintenance / audit controls | Internally maintained record; unique entry ID, authenticated creator, time-stamping, access logs and non-tamperable audit trail. The source prohibits outsourcing the database; this example does not assert that a plain editable spreadsheet or a vendor’s unverified system is compliant. |
Append-only correction and retention
| Prescribed field / section | Completed fictional entry |
|---|---|
| Original / correction / audit trail | Original event remains version 1. Version 2 appended 10 October 2026 at 09:00 IST by Ravi Kumar links SDD-001 and corrects model recipient department from Audit to Assurance; identity, sharing time and original value remain visible. No silent overwrite or fabricated cryptographic seal. |
| Transaction completion / minimum retention | Assume the relevant results transaction completes 20 October 2026 on public dissemination. Preserve the SDD at least through 20 October 2034, not eight years merely from the 9 October sharing entry. |
| Investigation / enforcement hold | If SEBI investigation/enforcement information is received, preserve relevant information until those proceedings complete, even beyond the ordinary minimum. No automatic destruction on the eight-year date during a hold. |
| Related disclosures / evidence | Retain actual sharing permission, confidentiality notice, access/audit trail and dissemination evidence. A stock-exchange disclosure or NDA does not replace this required internal database. Record is fictional and unsigned. |
Supporting records and reconciliation
Retain the actual records identified in each field block, approvals/authority, reporting-period reconciliation and genuine submission or delivery evidence. The fictional entries do not establish those underlying facts.
Worked calculation: Event 9 Oct 2026 10:15 IST precedes entry 10:16 by 1 minute. Relevant completion 20 Oct 2026 +8 years =20 Oct 2034; any continuing investigation/enforcement hold extends preservation as required.
Official source and version
Download the actual PIT requirement pages (no official paper form prescribed). The named annexure/regulation governs; adjacent material may share a page. This completed PDF is an educational field transcription, not an exchange XBRL import file or executed certificate.
Use the identified reporting period and entity/transaction branch. A genuine filing must use the competent current exchange/ SEBI /depository channel. Website catalogue numbers are not legal form numbers.
Practical questions
Can I submit the sample as my own completed form?
No. Replace the fictional facts with accurate records, use the competent filing or record-keeping route described above and complete genuine signatures or certifications where required.
What makes the example specific to this form?
Record the nature of UPSI, each sharer/recipient, identifying data, time stamps and immutable audit history; apply the actual eight-year transaction-completion retention clock. The URL’s form-008 is this website’s catalogue identifier, not an official SEBI statutory form number.