Physical File Management & Stationery Requirements
Overview
This document outlines the physical file organization system and stationery requirements for the OX Group of Companies. Given our 11-company structure plus franchise entities, a standardized system ensures consistency, compliance, and easy retrieval.
Part 1: Stationery Requirements
1.1 Company-Specific Stationery
Each company requires its own branded stationery:
| Company | Code | Letterhead | Envelopes | Visiting Cards | Rubber Stamps |
|---|---|---|---|---|---|
| OX Agry Pvt Ltd | AGRY | Yes | Yes | Yes | Yes |
| OX Platform Pvt Ltd | PLAT | Yes | Yes | Yes | Yes |
| OX Amagator Pvt Ltd | AMAG | Yes | Yes | Yes | Yes |
| OX Fleet Pvt Ltd | FLET | Yes | Yes | Yes | Yes |
| OX Inputs Pvt Ltd | INPT | Yes | Yes | Yes | Yes |
| OX Trade Pvt Ltd | TRAD | Yes | Yes | Yes | Yes |
| OX Finance Pvt Ltd | FINC | Yes | Yes | Yes | Yes |
| OX Workforce Pvt Ltd | WKFC | Yes | Yes | Yes | Yes |
| OX Franchisor Pvt Ltd | FRAN | Yes | Yes | Yes | Yes |
| OX Spares Pvt Ltd | SPAR | Yes | Yes | Yes | Yes |
| OX Infy Pvt Ltd | INFY | Yes | Yes | Yes | Yes |
1.2 Rubber Stamps Required (Per Company)
| Stamp Type | Purpose | Quantity |
|---|---|---|
| Company Name & Address | General correspondence | 2 |
| Director Signature (Facsimile) | Authorized signatory | 1 per director |
| "RECEIVED" with date space | Incoming document tracking | 2 |
| "APPROVED" | Document approvals | 2 |
| "COPY" / "ORIGINAL" | Document classification | 1 each |
| "CONFIDENTIAL" | Sensitive documents | 1 |
| Company Seal (Common Seal) | Legal documents | 1 |
| Bank Account Details | Payment requests | 1 |
| GST Number | Invoicing | 1 |
1.3 General Stationery Inventory
| Item | Specification | Monthly Qty (HQ) |
|---|---|---|
| Paper & Printing | ||
| A4 Paper (75 GSM) | White, copier grade | 10 reams |
| A4 Paper (100 GSM) | For letterheads | 2 reams |
| Legal Size Paper | For legal documents | 2 reams |
| Printer Cartridges | As per printer model | As needed |
| Filing Supplies | ||
| Box Files (Lever Arch) | A4, 75mm spine | 50 |
| Flat Files | A4, with fastener | 100 |
| Plastic Folders (L-Shape) | Transparent, A4 | 200 |
| Document Wallets | Expanding, A4 | 50 |
| Ring Binders (2-Ring) | A4, various colors | 30 |
| Sheet Protectors | A4, 11-hole punch | 500 |
| Labels & Dividers | ||
| File Labels | Self-adhesive, white | 500 |
| Color-coded Labels | As per color scheme | 200 each |
| Index Dividers | A4, 10-tab | 50 sets |
| Tab Dividers | A4, 31-tab (dates) | 20 sets |
| Binding & Fastening | ||
| Stapler (Heavy Duty) | 100-sheet capacity | 5 |
| Staple Pins | 24/6 and 23/13 | 20 boxes each |
| Paper Clips | Assorted sizes | 20 boxes |
| Binder Clips | 19mm, 32mm, 51mm | 10 boxes each |
| Punching Machine | 2-hole, heavy duty | 5 |
| Writing & Marking | ||
| Ball Pens (Blue/Black) | Standard | 100 |
| Permanent Markers | Black, for files | 20 |
| Highlighters | Assorted colors | 50 |
| Pencils | HB grade | 50 |
| Other Essentials | ||
| Envelopes (A4) | Brown, self-seal | 500 |
| Envelopes (DL) | White, window | 500 |
| Envelopes (Legal) | Brown, gusseted | 200 |
| Courier Bags | Tamper-proof | 200 |
| Scissors | Office grade | 10 |
| Paper Cutter | A4 size | 2 |
| Stamp Pad | Blue ink | 5 |
| Stamp Pad Ink | Blue refill | 5 bottles |
Part 2: File Organization System
2.1 Master Color Coding Scheme
Each company has a designated spine color for instant visual identification:
| Company | Code | Spine Color | Hex Code |
|---|---|---|---|
| OX Agry Pvt Ltd | AGRY | Green | #228B22 |
| OX Platform Pvt Ltd | PLAT | Blue | #0066CC |
| OX Amagator Pvt Ltd | AMAG | Orange | #FF8C00 |
| OX Fleet Pvt Ltd | FLET | Red | #DC143C |
| OX Inputs Pvt Ltd | INPT | Brown | #8B4513 |
| OX Trade Pvt Ltd | TRAD | Purple | #800080 |
| OX Finance Pvt Ltd | FINC | Gold/Yellow | #FFD700 |
| OX Workforce Pvt Ltd | WKFC | Teal | #008080 |
| OX Franchisor Pvt Ltd | FRAN | Pink | #FF69B4 |
| OX Spares Pvt Ltd | SPAR | Grey | #708090 |
| OX Infy Pvt Ltd | INFY | Navy Blue | #000080 |
2.2 Document Category System
Each company's files are further categorized:
| Category | Sub-Code | Description | Retention Period |
|---|---|---|---|
| A - Statutory & Legal | |||
| A1 | Incorporation Documents | MOA, AOA, COI, PAN, TAN | Permanent |
| A2 | Board Resolutions | All board resolutions | Permanent |
| A3 | Shareholder Documents | Share registers, transfers | Permanent |
| A4 | MCA Filings | Annual returns, forms | 8 years |
| A5 | Legal Agreements | Contracts, MOUs | Contract period + 8 years |
| A6 | Litigation | Court cases, notices | Permanent |
| B - Finance & Accounts | |||
| B1 | Bank Statements | Monthly statements | 8 years |
| B2 | Invoices - Sales | Customer invoices | 8 years |
| B3 | Invoices - Purchase | Vendor invoices | 8 years |
| B4 | Vouchers & Receipts | Payment vouchers | 8 years |
| B5 | GST Returns | GSTR filings | 8 years |
| B6 | TDS/TCS | TDS certificates, returns | 8 years |
| B7 | Audit Reports | Statutory audits | Permanent |
| B8 | Financial Statements | Balance sheets, P&L | Permanent |
| C - Tax & Compliance | |||
| C1 | Income Tax | Returns, assessments | 8 years |
| C2 | GST Registration | Registration, amendments | Permanent |
| C3 | Professional Tax | Registrations, payments | 8 years |
| C4 | Labour Compliance | PF, ESI, Labour Welfare | 8 years |
| C5 | Other Licenses | Trade license, FSSAI, etc. | Active + 3 years |
| D - Human Resources | |||
| D1 | Employee Master Files | Appointment letters, KYC | Active + 8 years |
| D2 | Payroll Records | Salary registers, slips | 8 years |
| D3 | Leave & Attendance | Leave records | 3 years |
| D4 | Appraisals | Performance reviews | 5 years |
| D5 | Training Records | Certifications, training | 5 years |
| D6 | Exit Documentation | Resignation, F&F | 8 years |
| E - Operations | |||
| E1 | Vendor Agreements | Supplier contracts | Contract + 3 years |
| E2 | Customer Agreements | Service agreements | Contract + 3 years |
| E3 | Insurance | Policies, claims | Policy + 8 years |
| E4 | Assets Register | Fixed assets docs | Permanent |
| E5 | Inventory Records | Stock registers | 3 years |
| E6 | Maintenance Records | AMC, service records | 5 years |
| F - Correspondence | |||
| F1 | Government | Govt. communications | 8 years |
| F2 | Banks | Bank correspondence | 8 years |
| F3 | Vendors | Supplier communications | 3 years |
| F4 | Customers | Customer communications | 3 years |
| F5 | Internal | Inter-company memos | 3 years |
| G - Investments & Funding | |||
| G1 | Investment Rounds | CCPS, equity docs | Permanent |
| G2 | Investor Communications | Updates, reports | Permanent |
| G3 | Valuation Reports | Third-party valuations | Permanent |
| G4 | Due Diligence | DD documentation | Permanent |
2.3 File Numbering Convention
Format: [COMPANY-CODE]-[CATEGORY]-[YEAR]-[SERIAL]
Examples:
AGRY-A1-2024-001- OX Agry, Incorporation Documents, 2024, File #1FLET-B2-2025-012- OX Fleet, Sales Invoices, 2025, File #12FINC-G1-2024-001- OX Finance, Investment Rounds, 2024, File #1
2.4 File Labeling Template
Each file should have a label with:
┌──────────────────────────────────────────┐
│ [COMPANY LOGO] │
│ │
│ Company: OX [Name] Pvt Ltd │
│ File No: AGRY-A1-2024-001 │
│ Category: Statutory - Incorporation │
│ Period: From _______ To _______ │
│ Contents: _________________________ │
│ Retention: Permanent / __ Years │
│ │
│ Location: Rack ___ Shelf ___ Position __|
└──────────────────────────────────────────┘
Part 3: Physical Storage Organization
3.1 Storage Hierarchy
STORAGE ROOM
├── RACK 1: OX AGRY (GREEN) - Holding Company
│ ├── Shelf A: Statutory (A1-A6)
│ ├── Shelf B: Finance (B1-B8)
│ ├── Shelf C: Tax & Compliance (C1-C5)
│ └── Shelf D: Investments (G1-G4)
│
├── RACK 2: OX PLATFORM (BLUE) - IP & Digital
│ ├── Shelf A: Statutory & IP Documents
│ ├── Shelf B: Finance & Licensing
│ └── Shelf C: Operations & Correspondence
│
├── RACK 3: OX AMAGATOR (ORANGE) - Aggregator
│ ├── Shelf A: Statutory & Agreements
│ ├── Shelf B: Finance
│ └── Shelf C: Operations
│
├── RACK 4: OX FLEET (RED) - Machinery
│ ├── Shelf A: Statutory & Insurance
│ ├── Shelf B: Finance & Assets
│ ├── Shelf C: Operations & Maintenance
│ └── Shelf D: Vendor Agreements
│
├── RACK 5: OX INPUTS (BROWN) - Distribution
│ ├── Shelf A: Statutory & Licenses
│ ├── Shelf B: Finance & Inventory
│ └── Shelf C: Operations
│
├── RACK 6: OX TRADE (PURPLE) - Export
│ ├── Shelf A: Statutory & Export Licenses
│ ├── Shelf B: Finance & Customs
│ └── Shelf C: Operations
│
├── RACK 7: OX FINANCE (GOLD) - NBFC/Lending
│ ├── Shelf A: Statutory & RBI Compliance
│ ├── Shelf B: Loan Files
│ ├── Shelf C: Insurance Policies
│ └── Shelf D: Finance Records
│
├── RACK 8: OX WORKFORCE (TEAL) - Staffing
│ ├── Shelf A: Statutory & Labour Laws
│ ├── Shelf B: Employee Master Files
│ ├── Shelf C: Payroll & Benefits
│ └── Shelf D: Finance
│
├── RACK 9: OX FRANCHISOR (PINK) - Franchise
│ ├── Shelf A: Statutory
│ ├── Shelf B: Franchise Agreements
│ ├── Shelf C: Master Franchisee Files
│ └── Shelf D: Sub-Franchisee Files
│
├── RACK 10: OX SPARES (GREY) - Spares
│ ├── Shelf A: Statutory
│ ├── Shelf B: Finance
│ └── Shelf C: Operations
│
├── RACK 11: OX INFY (NAVY) - Software
│ ├── Shelf A: Statutory & IP
│ ├── Shelf B: Finance
│ ├── Shelf C: HR & Employees
│ └── Shelf D: Operations
│
└── RACK 12: COMMON/ARCHIVE
├── Shelf A: Group-level Documents
├── Shelf B: Inter-company Agreements
├── Shelf C: Archive (Closed Files)
└── Shelf D: Dead Storage Index
3.2 Active vs. Archive Classification
| Status | Definition | Location | Review Cycle |
|---|---|---|---|
| Active | Currently in use, FY ongoing | Main Storage | Daily access |
| Semi-Active | Previous 2 FYs, occasional reference | Main Storage (lower shelves) | Quarterly |
| Archive | Beyond 2 FYs but within retention | Archive Room | Annual |
| Dead Storage | Retention completed, awaiting disposal | Separate locked room | Annual |
3.3 Franchise Entity Files
For franchise entities, maintain a consolidated system:
Master Franchisees (Cluster level):
- One box file per cluster
- Sub-divided by: Agreement, Compliance, Financials, Correspondence
- Label:
FRAN-MF-[CLUSTER]-[YEAR](e.g.,FRAN-MF-PALANI-2024)
Sub-Franchisees:
- Grouped under their Master Franchisee
- Label:
FRAN-SF-[CLUSTER]-[SERVICE]-[SERIAL](e.g.,FRAN-SF-PALANI-WORKSHOP-001)
Part 4: Document Handling Procedures
4.1 Incoming Document Process
1. RECEIVE → Stamp with "RECEIVED" + Date + Initial
2. SCAN → Create digital copy (PDF, 300 DPI)
3. LOG → Enter in Inward Register
4. ROUTE → Forward to concerned department
5. FILE → Place in appropriate file after processing
4.2 Outgoing Document Process
1. DRAFT → Prepare on company letterhead
2. APPROVE → Get authorized signature
3. LOG → Enter in Outward Register
4. COPY → Retain office copy
5. DISPATCH → Send via appropriate mode
6. FILE → File office copy
4.3 File Movement Register
Maintain a register for tracking file movements:
| Date | File No. | Description | Taken By | Purpose | Return Date | Signature |
|---|---|---|---|---|---|---|
Part 5: Security & Access Control
5.1 Access Levels
| Level | Access | Personnel |
|---|---|---|
| Level 1 | All files, all companies | Directors, CS |
| Level 2 | Finance files, all companies | CFO, Accounts Head |
| Level 3 | Specific company files | Company-specific managers |
| Level 4 | Specific category files | Department heads |
| Level 5 | View only, supervised | Junior staff |
5.2 Sensitive Document Handling
| Document Type | Storage | Access | Additional Controls |
|---|---|---|---|
| Share Certificates | Fireproof safe | Directors only | Dual key system |
| Board Resolutions (Original) | Fireproof safe | Directors + CS | Register maintained |
| Bank Guarantees | Fireproof safe | CFO + Director | Maturity tracker |
| Property Documents | Fireproof safe | Directors only | Insurance verified |
| Investor Agreements | Locked cabinet | Directors + CFO | Access log |
Part 6: Stationery Procurement Schedule
6.1 Quarterly Order Schedule
| Quarter | Order Date | Delivery By | Stock Check |
|---|---|---|---|
| Q1 (Apr-Jun) | March 15 | March 25 | March 10 |
| Q2 (Jul-Sep) | June 15 | June 25 | June 10 |
| Q3 (Oct-Dec) | September 15 | September 25 | September 10 |
| Q4 (Jan-Mar) | December 15 | December 25 | December 10 |
6.2 Minimum Stock Levels (Reorder Points)
| Item | Minimum Stock | Reorder Quantity |
|---|---|---|
| A4 Paper | 5 reams | 10 reams |
| Box Files | 20 | 50 |
| Flat Files | 50 | 100 |
| Envelopes (A4) | 200 | 500 |
| Printer Cartridges | 1 spare | 2 |
Part 7: Annual File Maintenance
7.1 Year-End Procedures (March)
-
Close Current Year Files
- Mark files with closing date
- Update file index
- Calculate total documents per file
-
Create New Year Files
- Open new files for each category
- Update numbering sequence
- Print new labels
-
Archive Review
- Move semi-active to archive
- Review retention status
- Prepare disposal list for expired files
-
Disposal Process
- List files for disposal (retention completed)
- Get approval from Director/CS
- Shred confidential documents
- Maintain disposal register
7.2 File Audit Checklist
- All files properly labeled
- File numbers sequential and logged
- No loose documents in files
- Documents in chronological order
- File index updated
- Sensitive files in locked storage
- Fire extinguisher accessible
- Insurance coverage adequate
Part 8: Digital Backup Strategy
While this document focuses on physical files, maintain digital backups:
| Document Type | Scan Quality | Naming Convention | Backup Location |
|---|---|---|---|
| Legal Documents | 300 DPI, Color | [FileNo][DocName][Date].pdf | Cloud + Local NAS |
| Financial Records | 200 DPI, B&W | [FileNo][DocType][Month][Year].pdf | Cloud + Local NAS |
| Correspondence | 200 DPI, B&W | [FileNo][Party][Date].pdf | Cloud only |
| Routine Documents | 150 DPI, B&W | [FileNo][Brief][Date].pdf | Local NAS only |
Annexure A: Initial Setup Shopping List
Essential Items for New Setup
Filing Cabinet & Storage:
- Steel filing cabinets (4-drawer) - 12 nos. (one per rack area)
- Fireproof safe (large) - 1 no.
- Lockable document cabinet - 2 nos.
- Steel racks (6-shelf) - 12 nos.
Files & Folders (Initial Stock):
- Box files (assorted colors as per scheme) - 200 nos.
- Flat files (various colors) - 300 nos.
- Ring binders - 100 nos.
- Plastic L-folders - 500 nos.
Stamps & Seals:
- Company rubber stamps (as per 1.2) - 11 sets
- Common seals - 11 nos.
- Stamp pads with ink - 20 sets
Stationery:
- Letterheads (each company) - 500 sheets each
- Envelopes (branded) - 500 each company
- Visiting cards - 200 per director/key person
Equipment:
- Heavy-duty stapler - 5 nos.
- Heavy-duty punch - 5 nos.
- Paper cutter - 2 nos.
- Label printer - 1 no.
- Document scanner - 1 no.
Annexure B: Quick Reference - Company Color Codes
For easy visual reference in the office:
| Color | Company | Primary Documents |
|---|---|---|
| Green | OX Agry | Holding company, investments, group matters |
| Blue | OX Platform | IP, licensing, platform agreements |
| Orange | OX Amagator | Aggregation, operator agreements |
| Red | OX Fleet | Machinery, assets, leasing |
| Brown | OX Inputs | Distribution, inventory, suppliers |
| Purple | OX Trade | Export, customs, trade finance |
| Gold | OX Finance | Loans, insurance, RBI compliance |
| Teal | OX Workforce | HR, payroll, labor compliance |
| Pink | OX Franchisor | Franchise agreements, royalties |
| Grey | OX Spares | Spares inventory, dealers |
| Navy | OX Infy | Software, IP, development |
Document Version: 1.0 Last Updated: January 2026 Review Cycle: Annual