Company records checklist

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  Entity details. Exact registered name, entity type, formation jurisdiction, file number and formation date.
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  Filed documents. Formation document, amendments and other accepted filings, with submission receipts.
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  Internal records. Governing documents, current ownership information and authorizations relevant to your entity. Keep these in a restricted location.
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  Registered-agent arrangement. Agent name, contact details, service agreement and agreed document-delivery instructions.
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  Administrative contacts. Who can authorize work, who receives notices and who maintains the records.
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  Other jurisdictions. Records of any registrations outside the formation jurisdiction, where applicable.
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  Calendar and notices. Relevant agency notices and confirmed dates, with a named person responsible for follow-up.
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  Tax identifiers. Keep tax-identification records in a secure location. Do not include them in a general inquiry.

Keep the record usable

Store the original and latest accepted version separately. Name files consistently and record when an item was last checked. A company’s own records and an agency’s public search may show different information; confirm which record answers your question.

An organizational aid from Lucas Corporate Services Inc. General administrative information, not legal or tax advice.