# Maintenance of Documents in Electronic Form (Sec 120)
## Applicability
This is mandatory for:
- Listed companies, OR
- Companies with at least 1,000 shareholders / debenture-holders / other security holders
These companies may maintain records in electronic form.
## Responsibility (Rule 28)
Responsible persons: MD, CS, or any director/officer designated by the Board.
## Duties of Responsible Person
The person responsible shall ensure:
1. Records protected from unauthorized access/alteration/tampering.
2. Prevention of data loss due to damage or storage failure.
3. Signatories cannot deny authenticity of digitally signed records.
4. Secure and validated computer systems, software and hardware.
5. System detects invalid or altered records.
6. Records remain accurate, accessible, reproducible.
7. Records retrievable in readable and printable format.
8. Storage in non-rewritable, non-erasable format (e.g. PDF).
9. At least one daily backup — authenticated, dated, securely stored.
10. Restricted access to authorised persons.
11. Conversion from physical to electronic is complete, authentic, legible.
12. Records organised and indexed.
13. Integrity and confidentiality maintained.
## Standards for Electronic Records
Records must:
- Follow formats prescribed in the Act and Rules.
- Be accurately recorded for future reference.
- Be readable, retrievable, printable.
- Be digitally signed and dated wherever required.
- NOT be altered or edited after being digitally signed.
- Be updated as per the Act, with date of update recorded.
## Transition
Existing companies must convert physical records to electronic mode within 6 months of notification of Sec 120.
## Inspection of Electronic Records
- Available for inspection.
- Copies provided on payment (maximum ₹10 per page).
- Must be a clear reproduction of the original.
## Coverage of 'Records'
Includes: any register, index, agreement, MOA, minutes, or any other document required under the Act.