There are statutory requirements as to certain records that must minimally be kept in a Corporate/Company Record Book. These records vary based on the type of company. The following is a list of different types of records to be kept for LLCs and Corporations:
For LLCs the following records must be kept:
- A list, kept in alphabetical order, of each past and present member and, if applicable, manager. The list shall include the full name and last-known mailing address of each member or manager, the date on which the person became a member or manager and the date, if applicable, on which the person ceased to be a member or manager.
- A copy of the Articles of Organization and all amendments to the Articles.
- Copies of the limited liability company's federal, state and local income or franchise tax returns and financial statements, if any, for the four most recent years or, if such returns and statements are not prepared for any reason, copies of the information and statements provided to, or which should have been provided to, the members to enable them to prepare their federal, state and local income tax returns for the four most recent years.
- Copies of all Operating Agreements, all amendments to Operating Agreements and any Operating Agreements no longer in effect.
- Unless already set forth in an Operating Agreement, written records containing all of the following information: 1) The value of each member's contribution made to the limited liability company as determined under Wis. Stat. Section 183.0501(2); 2) Records of the times at which, or the events upon which any additional contributions are agreed to be made by each member; 3) Any events upon which the limited liability company is to be dissolved and its business wound up; 4) Other writings as required by an Operating Agreement.
For CORPORATIONS the following records must be kept:
- Minutes of meetings of its shareholders and board of directors.
- Records of actions taken by the shareholders or board of directors without a meeting.
- Records of actions taken by a committee of the board of directors in place of the board of directors and on behalf of the corporation.
- Appropriate accounting records.
- A record of its shareholders, in a form that permits preparation of a list of the names and addresses of all shareholders, by class or series of shares and showing the number and class or series of shares held by each shareholder.
Making sure you locate your company’s record book and ensuring that it is up-to-date is an important part of keeping your legal “house in order.” The maintenance of your company’s record book is a part of proper risk management and a step in checking up on your business. For information about other documents recommended you review for a business check-up check out the article: A Business Check-up Checklist.