The Official Trustee shall keep the following files, account, statements and records, namely:—
(1) Separate Correspondence File, relating to each trust.
(2) Audit File, containing office copies of schedules, statements and certificates prepared for audit purposes.
(3) Trust Register, which shall be kept in Form No. 1 in Appendix III to these rules and shall serve as an index to all other Registers, incorporating dealings, relating to the trusts in the hands of the 8 Official Trustee. The Register shall also show, in brief, particulars of property received in each trust and of distribution of income and corpus among the beneficiaries.
(4) Assets Register, in which shall be complied Inventory Sheets prepared in Form No. 2 in the said Appendix. The Register shall contain a list of moveable assets which come into the hands of the Official Trustee and particulars as to their disposal.
(5) Register of Valuables, in which shall be entered in Form No.
3 in the said Appendix, a list of valuable articles, such as, ornaments, jewellery etc., which come into the hands of the Official Trustee.
Particulars as to disposal of such assets shall be entered in this register in appropriate columns.
(6) Register of Title Deeds and Wills, in which shall be entered in Form No. 4 in the said Appendix, a list of documents of title and wills received by the Official Trustee in the course of administration of the trust.
(7) Claims Register, in which shall be entered in Form No. 5 in the said Appendix, the names and addresses of claimants who have filed claims against a trust estate together with the amounts of their claims. It shall also contain information as to what parts of the claims are admitted and particulars of payments made in respect of such admitted claims.
(8) Registration Book, in which shall be entered in Form No. 6 in the said Appendix, particulars of documents registered in the Official Trustee’s Office and thereafter returned to parties.
(9) Rent Bill Books in Form No. 7 in the said Appendix. The rent receipt will show the particulars of the trust, the premises rented and the amounts received. The Bill Book should provide for preparation of the rent receipts in duplicate by carbon process.
(10) Rent register, in which shall be entered in Form No. 8 in the said Appendix, the names of the tenants, their monthly rent, and recoveries made and arrears outstanding from month to month.
(11) Rent Remittance Report (in duplicate), in which shall be entered in Form No. 9 in the said Appendix, the report of the Rent Clerk about rent collections made by a Rent Collector during a particular month.
(12) Rent Recovery Statement, in which shall be given in Form No. 10 in the said Appendix, information by the Rent Collector about rent recovery position of a property for a particular month.
9
(13) Register of Property Taxes, in which shall be entered in Form No. 11 in the said Appendix, particulars of payment of Property Taxes, Water Charges, Ground Rent, Land Revenue, etc. in respect of properties in charge of the Official Trustee.
(14) Recovery Statement for Water Charges, in which shall be entered in Form No. 12 in the said Appendix, particulars of allocations of water charges to different tenants and of recovery thereof from them by the Official Trustee.
(15) Trustwise Register of Securities, in which shall be entered in Form No. 13 in the said Appendix, particulars of all securities of whatsoever nature received or purchased by the Official Trustee on account of each trust and his dealings therewith.
(16) Loanwise Register of Securities, in which shall be entered in Form No. 14 in the said Appendix, loanwise particulars of securities held by the Official Trustee on account of different trusts in his charge and how and where they have been deposited.
(17) Securities Deposit Register (in three parts and with Index), in which shall be kept in Form No. 15 in the said Appendix, an account of deposit of securities by the Official Trustee in the Subsidiary General Ledger Account or Safe Custody Account of the Bank and of securities kept by him in hand.
(18) Interest Book, in which shall be entered in Form No. 16 in the said Appendix, a statement of gross interest, deduction therefrom of income-tax and Bank’s commission and net interest received by the Official Trustee on securities held by him.
(19) Register of Income-tax Exemption Certificates, in which shall be entered in Form No. 17, in the said Appendix, particulars of Income-tax Exemption Certificates issued in the various trust in charge of Official Trustee.
(20) Accountwise Register of Shares, in which shall be entered in From No. 18 in the said Appendix, particulars of ordinary and preference shares held in each trust in the hand of the Official Trustee and of his dealings therewith.
(21) Company wise Register of Shares, in which shall be entered in Form No. 19 in the said Appendix, companywise particulars of shares held by the Official Trustee in the various trusts in his charge.
(22) Dividend Book, in which shall be entered in Form No. 20 in the said Appendix, a statement of gross dividends declared on shares held by the Official Trustee.
10
(23) Safe Custody Register of Shares, in which shall be kept in Form No. 21 in the said Appendix, an account of share certificates deposited by the Official Trustee for safe custody with the Reserve Bank and of those kept by him in hand.
(24) Register of Fixed Deposits, in which shall be entered in Form No. 22 in the said Appendix, particulars of investments made by the Official Trustee in Fixed Deposit accounts with Scheduled Banks in various trusts in his charge, snowing the dates of maturity and the manner of their disposal after maturity.
(25) Summary of Fixed Deposits, in which shall be kept in Form No. 23 in the said Appendix, a Bankwise account of the total investments made by the Official Trustee in Fixed Deposits.
(26) Cash Book, in which shall be entered in Form No. 24 in the said Appendix, particulars of daily transactions in cash shares, securities and fixed deposits on account of trusts in the charge of the Official Trustee.
(27) Ledger Accounts, which shall be maintained in Form No. 25 in the said Appendix.
(28) Miscellaneous ledger, which shall contain in Form No. 26 in the said, Appendix, miscellaneous accounts of the office, such as Security Deposit Account. Suspense Account etc.
(29) Fees Book, in which shall be shown in Form No. 27 in the said Appendix the total amount of fees and commission received by the Official Trustees and the amount thereout paid to the credit of the State Government or for any other purposes.
(30) Receipt Book (in duplicate), which shall be kept in Form No. 28 in the said Appendix. The receipts shall be prepared in duplicate by carbon process and shall be passed in consecutive serial numbers and signed by the Official Trustee.
(31)Voucher File, which shall contain a compilation of vouchers for a given period. The voucher which shall be in Form No. 29 in the said Appendix, shall explain clearly the nature of the payment made and shall be signed by the Official Trustee after satisfying himself that the Accounts Section of the office has passed it for payment.
(32) Stock Register of Cheque Books which shall show in Form No. 30 in the said Appendix, the number of the cheque books in stock, their date of issue and date of return of the counterfoils.
Each entry in the Register shall be initialled by the Official in charge of the stock of cheque books.
11
(33) Stock Register of Receipt Books, which shall show in Form No. 31 in the said Appendix, the number of the receipt books in stock, their date of issue and date of return of the duplicates. Each entry in the Register shall be initialled by the Official in charge of the stock of receipt books.
(34) Stock Register of Rent Bill Books, which shall show in From No. 32 in the said Appendix, the number of the rent bill books in stock, their date of issue and date of return of the duplicates. Each entry in the Register shall be initialled by the Official in charge of the stock of rent bill books.
(35) Outward Register, which shall show in Form No. 33 in the said Appendix, the amount of postage, if any, paid on each letter sent out from the office, and if the postage is chargeable to any trust the name of the trust. Each entry in the Register shall be initialled by the Cashier.
(36) Inward Register, which shall show in Form No. 34 in the said Appendix, the date of receipt of every letter received in the office, sender’s name, the trust to which it refers and how it is disposed of.
(37) Letter Delivery Book, in which shall be entered in Form No. 35, in the said Appendix, the names and addresses of persons to whom letters are sent from the office by messengers, with columns for office number of the letters and for the signatures of the addresses or their agents.