Personal cloud company records should be moved into company-controlled custody through a documented transfer. Agree the scope with the founder and responsible director before copying files. Do not give colleagues access to an entire private account merely because some company documents are stored there.

Hands signing a document at an office desk
Illustrative photograph by Pavel Danilyuk.

Define the company material

Create an index of relevant folders, record types and date ranges. Separate personal documents and unrelated businesses. Identify signed versions, working drafts and files that are merely links to documents owned elsewhere.

Ask who owns each shared file and whether the company can retain an independent copy. A shortcut in a company folder may stop working when the original owner’s account changes. List such dependencies rather than assuming that a visible filename proves possession.

Transfer without losing context

Use an agreed company destination with appropriate permissions. Preserve filenames, dates and useful version information where available. Keep a transfer log showing source, destination and any items that could not be copied.

For signed or important corporate documents, ask the secretary to confirm which version is the accepted record. The transfer should preserve evidence rather than merge conflicting files into a new unofficial version.

Example: a folder contains shared links

The founder copies a folder, but several documents still belong to a personal account. Test access using an authorised company account and arrange an appropriate independent record where needed. A successful folder copy has not solved those ownership dependencies.

Test before changing access

Open representative files, check completeness and obtain acknowledgement from the records owner. Handle later access changes separately through authorised controls. Keep unresolved items assigned to someone and avoid premature deletion of the source while the transfer is still being checked.

Related practical guidance

For the surrounding records and responsibilities, see maintaining statutory records, the company secretary role, company recordkeeping.

Official guidance: ACRA company guidance.

Help with your company records

For corporate secretarial and company administration support, contact Raffles Corporate Services at [email protected] or WhatsApp +65 8501 7133. Tell us which records or process need attention so we can discuss the relevant next steps.