Company records delivered on an unlabelled drive need an authorised intake review before they become the accepted archive. Identify who supplied the device, which company it concerns and what records it is meant to contain. File names alone are insufficient evidence of completeness or ownership.
Establish custody first
Log the sender, delivery date, device description and stated contents. Follow the company's approved IT security process before opening unfamiliar media. This checklist does not authorise bypassing device security or installing unknown software.
Build a content index
Ask an authorised person to list the accessible folders, periods and document types. Separate company records from unrelated personal or other-entity files. Preserve the original delivery and record any missing passwords through the approved secure route, not in the general index.
Example: the folder names look complete
Folders cover five financial years, but some contain only working drafts. Compare the contents with the secretary's expected records list. Do not mark the handover complete merely because all five year labels are present.
Accept with recorded exceptions
Keep the reviewed index, approved storage location and unresolved gaps. Test retrieval of sample records before acknowledging completeness. Agree custody of the original device and any copy under the company's retention and access arrangements.
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.
Leave A Comment