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Organizational Structure
Inward Mail Processing Department
Receiving of all types of Mail
(by Hand / by Post / from Company)Company Wise Sorting of Mail as
Investor / Shareholder Complains etc
Transfer of Shares
DRF/RRF/Option Letter (Demat)
Company Wise Registration of Mail
Document Registration: After sorting, all mail registered with unique Inward Serial Number and necessary verification into separate register.
Document Distribution: After registration, mail are distributed in concerned department for further processing.
Document List Preparation: A list prepared by Supervision & Verification Department from Inward Register regularly and distributed to the concerned head of the each company in Compliance Department and also to the Seniors.
Compliance Department
Action on all kinds of complaint received from investors / Shareholders / Company
Issue of Duplicate Share Certificates
Subdivision / Consolidation of Shares
Transmission / Transposition of Shares
Change of Address
Bank Mandate / E.C.S / Bank Particular Registration
Revalidation of Dividend Warrant
Duplicate Issue of Dividend Warrants
Nominations Of Shares
Registration of Documents (i.e. Power of Attorney / Memorandum of Article of Association / Death Certificates / Marriage Certificates
Keep Control on timely execution of jobs as per SEBI guideline
Timely Compliance to all authorities i.e. SEBI / NSDL / CDSL / SE / ROC etc
Update to client Company about their jobs progress and requirements
Assisting clients for fulfilling all kinds of obligation arising from various Statutory Authorities
Transfer Manual Processing Department
Deed Registration: Unique Inward serial number generated for each deed.
Checklist Preparation
Checking and Correction with help of Computer -Department
Deed Verification: Signature verification, Deed validity, Stamp Duty Verification and stop transfer etc.
Deed Segregation: Valid deed for final transfer processing and Invalid deeds for necessary action like 4b, 4c etc.
Final transfer for Valid Deeds and reports:
Generation of Transfer numbers
Movement Ledger preparation
Transfer Register preparation
Option Letter and Register Preparation
Postal Journal Preparation
Transfer Minutes etc.
Preparation of List of Invalid Deeds and Necessary action
Updating Transfer Numbers and Folios
Back Endorsement of Share Certificates
Reports to Compliance Department and Supervision & verification department
Preparation of Articles for posting
Binding of Transfer Deeds
Demat Manual Processing Department
Registration of all DRF/RRF/Option Letters: Inward serial number generated for each DRF/RRF/Option Letters.
Checklist Checking and Correction
Deed Verification: Signature verification, DRF/RRF/Option Letter validity etc.
Segregation of valid and invalid DRF/RRF/Option Letter
Cancelation of certificate for valid DRF/RRF/Option Letter
Preparation of Confirmation List: Final Confirmation List to Demat Electronic Department
Preparation of Rejection List: Final Rejection List with reasons to Demat Electronic Department
Reconciliation of Benpos (NSDL/CDSL) with Back office
Back Office Computer Processing Department
Checklist Preparation
Correction of records
Reports Preparation
Backup of data
Printing of reports, warrants etc
Reconciliation of all kinds of Stationery
Dividend Processing
Annual Return Preparation
Demat Electronic Processing Department
Confirmation of Demat Request
Rejection of Demat Request
Confirmation of Remeat Request
Corporate action specified by NSDL/CDSL
Inter Depository Transfer
Benpos from NSDL/CDSL
Keeping Close view on NSDL/CDSL Broadcast
Back up Specified by NSDL/CDSL
Commercial Paper activity
Outward Mail Processing Department
Dispatch of all Kinds of Articles received from various department
Distribution of Documents/Articles to company and others
Preparation of List of Dispatched/Distributed articles
Submission of Reports to Compliance Department and supervision & verification Department
Supervision & Verification Department
Supervision and Control on all departments
Reports from all departments and their verification of each and every document from inward to outward
Keeping Close view on all Regulation and Circulation from all authorities i.e. SEBI, Stock Exchange, Company Law Board, Registrar of Company etc and their implementation
Assistance to Auditors in their audit
Meet the client’s requirements and needs
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