What the law requires you to hold.
WHAT COMPANIES MUST TYPICALLY MAINTAIN
Register of members Register of directors and secretaries Register of charges Minutes of meetings and resolutions Accounting records Persons with significant control, where required
WHERE THEY MUST BE KEPT
At the registered office, or a notified location.
WHY IT MATTERS
They are inspectable, and required in due diligence.
WHAT ACCOUNTING RECORDS MUST SHOW
Receipts and payments Sales and purchases Assets and liabilities Sufficient detail to prepare accounts
HOW LONG TO KEEP THEM
Per the prescribed retention period.
WHAT MINUTES SHOULD RECORD
Decisions taken Who was present Any declarations of interest
WHY DECLARATIONS MATTER
Directors' conflicts must be disclosed and recorded.
WHAT A RESOLUTION IS
A formal decision, recorded and signed.
WHEN WRITTEN RESOLUTIONS ARE USED
Where decisions are taken without a meeting.
WHAT TO DO IN A SMALL COMPANY
Maintain them properly regardless of informality.
WHY
Their absence is discovered at the worst moment: investment, sale, or dispute.
WHAT TO KEEP ALONGSIDE
Filed forms and certificates.
WHAT TO REVIEW ANNUALLY
Whether the registers match reality.
WHAT TO DIGITISE
Copies, with originals secured.
