Company documents often arrive through several channels: email attachments, signed paper copies and messages between colleagues. Without a shared routine, the latest version can be difficult to find when a bank, adviser or company secretary needs it.
A simple filing system, supported by clear responsibilities, can make everyday administration much easier.
Separate records by purpose
Start with a small number of clearly named folders. Keep incorporation and company profile documents together; store signed resolutions and meeting records separately from accounting paperwork. Give licences, contracts and official correspondence their own locations.
- Company information and incorporation documents.
- Signed decisions, resolutions and meeting records.
- Shareholder, director and ownership-related correspondence.
- Licences, agreements and official notices.
- Accounting and payroll records, with restricted access where appropriate.
Make the latest signed version easy to identify
Use a consistent filename such as “2026-09-21_board-resolution_signed”. Keep drafts separate from final signed copies, and avoid vague names such as “final-new-2”. Where originals need to be retained, record where the physical document is stored.
Tell your company secretary about proposed changes early
A new director, a shareholding change or a new address may require more than an internal update. Discuss the intended change with your company secretary before treating it as complete, so the relevant approvals, supporting records and filing requirements can be identified.
Keep a short change log showing the proposed change, the person coordinating it, outstanding documents and confirmation of completion.
Give each recurring task an owner
Create a shared calendar for reviews and confirmed submission dates. Ask your company secretary or relevant adviser to confirm the deadlines that apply to your company, then assign someone to supply the required information. A calendar reminder works best when a named person is responsible for the next action.
Build in a short monthly review
- File newly signed documents and official correspondence.
- Check whether any company particulars or ownership information have changed.
- Follow up on outstanding approvals and missing records.
- Review access permissions and confirm that backups are available.
Keep sensitive records available only to the people who need them. A convenient filing system should not depend on sharing one unrestricted folder with everyone.
Need help coordinating your company records? Speak with SS Corporate Resources about your current arrangements.
Official reference
SSM: Companies Act 2016 resources. This is an organisational checklist; confirm the statutory records and obligations applicable to your company with your company secretary.
