A company register migration should preserve the meaning and history of each record, rather than merely produce a successful import message. Ask the secretary to approve the scope, mapping and verification before a new system becomes the working source. Keep the old records recoverable throughout the change.

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

Define the records and fields

Identify each company, register and record date covered by the migration. List identifiers, roles, effective dates and links to supporting documents.

Map the source fields to the destination fields explicitly. A current holder name, a historical name and a contact label should not be collapsed into one field without understanding what information would be lost.

Test history as well as totals

Use representative records covering completed changes, ceased roles and different share classes where applicable. Compare the sequence and relationships, not just the number of imported rows.

Keep an exception log for rejected values, duplicate identifiers and unsupported fields. Do not invent default effective dates simply because the new system requires a populated field.

Example: the current holding imports correctly

The new table shows the correct closing holding, but omits earlier movements and their document references. Record the limitation and agree how the history will remain accessible. An accurate snapshot is not equivalent to migrating the complete supporting record.

Authorise a controlled transition

Retain the source export, mapping, test results and final accepted extract securely. Confirm access and backup responsibilities before routine work moves to the new system. Keep any related ACRA filing or statutory requirement separately identifiable; importing an internal register does not submit an official update or resolve an existing record discrepancy.

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.