Statutory registers and minutes

Work covered by the assignment

We inventory the available books, minutes and filing acknowledgements, reconcile gaps and organise the agreed registers and meeting records. The work distinguishes reconstruction from contemporaneous recording.

1. Inventory each available register and minute book, identifying its custodian and period covered.
2. Compare entries with the underlying notices, resolutions, transactions and filings.
3. Prepare a gap schedule distinguishing missing documents, inconsistencies and matters requiring advice.
4. Update agreed records from substantiated evidence and hand over a controlled index.

Preserve original records and a traceable change history. Reconstruction work should identify the evidence used and its limitations rather than making a recreated document appear contemporaneous.

Records that establish the starting position

• Existing registers and minutes
• notices and attendance evidence
• resolutions
• ownership and director changes
• filings
• supporting correspondence.

Supply the sequence of ownership and director events, including supporting signed documents and relevant correspondence. Where only a scan exists, record that fact and whether the original custodian is known. Keep source evidence linked to the entry it supports.

A practical point to resolve

A portal acknowledgement may show a filing but not prove that the recorded meeting took place as described. Missing evidence should be identified, not replaced with invented historical minutes.

For example, an unsigned draft minute and an email discussing a proposed meeting may establish preparation but leave the actual proceedings unresolved. The gap schedule should state what is missing and who can provide evidence. It should not turn the proposal into a completed meeting record.

Boundaries and engagement terms

We do not backdate events or fabricate approvals. Contentious gaps and corrective legal steps are escalated within the agreed advisory scope.

We confirm the covered event or financial period, deliverables, professional involvement and fees in writing. The enquiry should identify any approaching date and outstanding prior work.

The deliverables identify the books covered, evidence reviewed, updates made and unresolved exceptions. They can also include a custody and future-update procedure. Disputed historical events, missing authority and corrective filings require the separately agreed advice or work needed for the facts.