Secretarial Compliance Operating Model
RACI, calendar, evidence repository, review cadence and escalation.
D4 · Secretarial ComplianceSecretarial Compliance Operating Model
RACI, calendar, evidence repository, review cadence and escalation.
Legal map
Primary reference: Governance framework based on applicable Act, Rules, SS and listed overlays.
The exact obligation depends on company type, transaction facts, exemptions, notifications, rules, articles, shareholder arrangements and—where relevant—SEBI or sectoral overlays.
Operating workflow
- Identify the legal trigger before executing the transaction.
- Determine approval authority, meeting/circulation route and interested-person restrictions.
- Prepare the evidence pack and draft records.
- Complete filing or disclosure within the applicable window.
- Update registers, minutes, cap table and compliance calendar.
- Retain acknowledgement and perform post-filing reconciliation.
Control focus: Use one master calendar with legal source, trigger, owner, preparer, reviewer, approver and proof of completion.
Minimum evidence pack
- Applicable section/rule and current source copy
- Board/member/committee approval as required
- Notice, agenda note and explanatory material
- Signed agreements, declarations and supporting certificates
- Portal filing, SRN/challan and approval status
- Updated statutory register and master data reconciliation
Practical example
A filing is not complete merely because a form was uploaded; approval evidence, challan/SRN and underlying registers must align.
Review questions
- Was the trigger identified before the action?
- Were interested directors or related parties handled correctly?
- Do approvals and filing data match the transaction documents?
- Were registers and financial records updated?
- Is there evidence of independent review?
Common failure modes
- Late awareness of a transaction
- Using an obsolete form or portal instruction
- Approvals recorded after implementation
- Mismatch between forms, minutes, registers and financial statements
- Failure to apply a listed-entity or sectoral overlay
- No evidence of dispatch, consent, quorum or signing
Escalate immediately where the default may affect transaction validity, director eligibility, charge priority, securities issuance, public disclosure, prosecution exposure or a continuing default.
Practical Q&A
Is filing the form enough?
No. The underlying approval, evidence, register, financial record and portal acknowledgement should tell the same story.
Can a generic compliance calendar be used for every company?
Only as a starting point. Applicability must be tailored for company type, capital, turnover, borrowings, listing status, industry and events.
How should extensions and portal advisories be handled?
Maintain a current-circular register. Preserve the circular or advisory relied upon and record both the original statutory date and the extended operational date.
Source framework: Companies Act, applicable Rules, revised SS-1/SS-2, MCA portal instructions, the company’s constitutional documents and relevant SEBI/sectoral requirements. Source date: 4 July 2026.