Minute book scanning custody should be recorded before an original company book leaves its controlled location. Agree what will be scanned, who will hold it and how it will be returned. Digital copies can improve access, but the scanning job should not silently change the company’s original-record arrangements.

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

Record the contents before dispatch

Identify the company, volume, covered dates and any loose inserts. Note existing damage or missing pages without suggesting that scanning caused an earlier problem.

Prepare a contents reference sufficient to reconcile the returned book. Avoid attaching unnecessary personal data to an unrestricted courier or supplier checklist.

Agree handling and access

Use the company’s approved supplier and secure transfer route. Establish who may handle the book, whether pages may be removed and how temporary scans will be protected.

Ask the secretary about retention of originals and required records. Do not destroy or discard originals merely because the supplier says that the image files are ready.

Example: several inserts are scanned separately

The provider returns a main PDF and separate files for loose resolutions. Match every insert to its place in the contents reference and verify legibility, page order and reverse sides. One large PDF file does not prove that every original page has been captured.

Reconcile the physical return

Check the returned volume and inserts against the dispatch record. Record custody, damage or exceptions promptly. Keep the accepted scans linked to the source volume and date, with access controls and backups. Complete the job only when physical custody and digital completeness have both been checked through the authorised process.

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.