Secure the register and document the loose-page sequence before attempting a repair. Keep the entries and physical evidence intact while the company decides how to preserve the record.

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

Record the condition

Note which book, company and period are affected. Photograph or scan the condition through an approved secure process and identify loose, torn or missing pages. Keep the covers, labels and page numbers with the contents. Limit handling so that further damage does not obscure the original order.

Ask the secretary whether any access request or forthcoming filing depends on the affected material. Check the applicable recordkeeping requirements before replacing, rebinding or reconstructing the book.

Establish the sequence from evidence

For example, two numbered pages have come away from the spine while adjacent entries remain bound. Record their apparent position and compare entry dates, references and any earlier scan. If their order is uncertain, flag that uncertainty and use supporting documents to investigate it.

Do not insert a newly prepared page as though it were the original. Any reconstruction needs an explanation of its source, preparation date and review. Escalate missing or disputed entries to the appropriate adviser.

Preserve the custody history

Keep a condition report, inventory, repair decision and record of who handled the book. If a preservation copy is made, label its purpose and retain the original in suitable secure storage. Tell the directors and records custodian about any unresolved gap. Keep the approved storage reference available so future requests reach the correct record.

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.