List the extracts received and ask where the supporting full minutes and papers are held. An extract can evidence a particular passage while leaving the surrounding proceedings outside the handover pack.

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

Inventory the references

Record the company, meeting date, minute item, certifier where applicable and the purpose for which each extract was prepared. Note missing attachments and references to earlier decisions. Keep any signed or certified extract intact and label informal copies accurately.

Ask the outgoing custodian for the complete minute index and storage references. Check whether the incoming secretary has the records needed for ongoing administration and any near-term filing or transaction.

Follow up a specific gap

For example, a bank-authority extract refers to a schedule containing the permitted signatories. The schedule is absent. Request the identified document and check its version before staff rely on the extract as a complete authority pack.

Do not infer that records never existed because the handover contains only extracts. Record what was requested, what was received and any explanation of the gap.

Close with accountable actions

Give unresolved items a custodian and follow-up date. Tell the directors about material gaps and the practical work affected. Keep subsequent deliveries linked to the original inventory. Seek appropriate advice if access, confidentiality or the legal effect of a document is uncertain.

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.