What documents should a company keep?

A corporation must retain various corporate, accounting, tax and administrative documents for the periods prescribed by the laws applicable to it.

Corporate documents

Depending on the law under which the company is incorporated and its situation, the corporate documents to be kept may include, among other things:

• the articles of incorporation and their amendments;
• the company's regulations, where they exist;
• the resolutions and minutes of the shareholders;
• the resolutions and minutes of the board of directors;
• the registers of directors, officers and shareholders;
• the securities register and information concerning shares issued, transferred, redeemed, purchased or cancelled;
• share certificates, when used;
• shareholder agreements and other relevant corporate documents.

Many of these documents are usually grouped together and kept in the company's minutes book.

Accounting and tax documents

The company must also keep the books, records and supporting documents necessary to comply with its accounting and tax obligations.

This may include financial statements, tax returns, invoices, statements, accounting documents and other documents used to establish the company's operations and financial situation.

Other company documents

Depending on its activities, the company may also need or have an interest in retaining:

• important contracts;
• employee-related documents;
• banking and financial documents;
• permits and authorizations;
• insurance policies;
• other documents related to its activities and obligations.

Retention periods are not necessarily the same for all documents. They can vary depending on the nature of the document and the applicable law.

Whether documents are stored on paper or electronic media, it is important to preserve their integrity, security and accessibility throughout the required retention period.

In summary , a company must retain the documents necessary to establish its legal structure, its decisions, its operations, and compliance with its obligations. Corporate documents are generally compiled in the minutes book, while accounting, tax, and administrative documents are kept according to their specific rules.