Managing a corporation is no easy task. The same is true of managing the various corporate documents that companies use on a day-to-day basis. Companies must record and file these corporate documents, since it is necessary for a corporation to maintain records for at least the last six years. The documents are proof that all the activities of the corporation are carried out according to the directives of the board of directors and the shareholders. A proper and efficient filing system is of paramount importance to be certain all the documents are safe from the dangers of theft. The loss of confidential papers due to inadequate security can cause great harm to the company
The Types Of Corporate Documents:
1.Article Of Incorporation: When the company is incorporated, the article of incorporation is the first basic document. It is the documented proof of the creation of the company, the corporate purposes, and the corporate powers. It authorizes the capitalization of the stock. It must be filed with the Secretary of State after paying an appropriate fee and having it notarized and signed by the incorporators.
2.Certificate Of Incorporation: The Secretary of State issues the certificate of incorporation after signing it and declaring the corporation to be a legal body as of its date of incorporation.
3.Consent Of Agent: The Consent of Agent serves the process of incorporation for the jurisdiction where the company was incorporated.
4.Bylaws And Amendments: The bylaws and the amendments of the articles of incorporation adopted by the corporation are integral to the proper running of a corporation.
5.Letters, Agreements, And Secretary Certificates: The corporation must keep safe the letters addressed to the shareholders, resignation letters of directors, secretary certificates and shareholders agreements.
6.Share Certificates And Stock Ledger: Copies of share certificates issued are filed and documented, as is the stock ledger with the folio pages. These provide information regarding the shareholder