For the regulatory authority, to ensure proper functioning of the financial market, certain steps are inevitable. Thus, it has been made mandatory for all commodities trading platform managers to maintain records until the process of dematerialization or rematerialization is completed. They include,
• Dematerialization Request Form (DRF)
• Certificate with details of the type of commodities sent for dematerialization
• Proof of deliveries of DRF and the commodity to the issuer or its R & T agent
• Objection memo and certificate details of the rejected commodities against the DRN
• Rematerialization Request Form (RRF)
• Proof of delivery of DRF sent to the issuer or its Registrar and Transfer (R & T) agent

However, with the advent of the modern software systems, the manner or the methodology involved in keeping records with the depository participant has undergone some changes. At present, the records are kept either in physical or electronic form as per the discretion of the depository participant. However, maintenance of records in the electronic format requires the prior authorization of the regulatory authority. Most often, the regulatory authority may insist on keeping a copy of the record in its archives.

Normally, the inspection of the various activities of the Depository Participant (DP) is done randomly. The regulatory authority conducts periodic inspections into the activities of both the depository participant and the Registrar and Transfer (R & T) agent.

Network security is a matter of great headache for both the investors and also the regulatory authorities. The data interchange taking place between the regulatory authority and the various business partners in a commodity trading platform is protected in accordance with the modern guidelines put in place after intense deliberations. Newer security features are continuously updated to incorporate the recent innovations.