Free preview · The Business Document Vault
Business Document Inventory
The documents your business should be able to find within five minutes, and when to check each one.
| Document | Where it’s kept | Owner | Expires or renews | Last checked |
|---|---|---|---|---|
| Formation documents (articles, operating agreement or bylaws) | — | |||
| Tax ID confirmation (EIN letter) and state tax registrations | — | |||
| Business licences and permits | ||||
| Lease or property documents | ||||
| Insurance policies (general liability, property, workers’ comp, vehicle) | ||||
| Bank and merchant account agreements | — | |||
| Supplier and vendor contracts | ||||
| Employee records: offer letters, I-9s, handbook acknowledgments | — | |||
| Software and platform agreements (including who owns each account) | ||||
| Domain registration and website hosting | ||||
| Trademarks and brand assets | ||||
| Financial statements and tax returns (last 3 years) | — |
How to use it
- Fill in every row once. Leave a row empty only if it truly doesn’t apply.
- Keep originals in one secure place and a copy in a second place. Write both down in “Where it’s kept”.
- Put every expiry and renewal date in a calendar, with a reminder 60 days before.
- Every account in the business’s name (bank, domain, payments, Google, social) should list the business as owner, not an individual or an agency.
- Review the whole list every quarter, and record the date in “Last checked”.
This is a general record-keeping template, not legal or tax advice. Licensed and regulated businesses have additional record-keeping requirements in their jurisdiction.
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