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Explains expectations for written or electronically accessible recordkeeping, clarifies that filings with the Companies Office do not replace company-held statutory registers, and details retention rules, including seven-year custody requirements and shareholder inspection after that period. Includes a structured share register layout and transfer restriction notes for completion.",{"@graph":63,"@context":119},[64,80,102],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":36,"@type":70,"position":76},"https://docshare.wps.com/template/forms/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/share-register-and-other-company-registers-documentation-checklist/244572/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/share-register-and-other-company-registers-documentation-checklist/244572.png","ImageObject",442,249,{"name":88,"@type":89},"Graffin","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-10-22","2026-09-12",true,{"@type":98,"interactionType":99,"userInteractionCount":101},"InteractionCounter",{"@type":100},"ViewAction",9,{"@type":103,"mainEntity":104},"FAQPage",[105,111,115],{"name":106,"@type":107,"acceptedAnswer":108},"What does the document require companies to maintain besides Companies Office filings?","Question",{"text":109,"@type":110},"It requires companies to create, maintain, and hold their own registers and records, in addition to any records filed with the Companies Office.","Answer",{"name":112,"@type":107,"acceptedAnswer":113},"How should companies keep their registers and records for accessibility?",{"text":114,"@type":110},"Registers and documents must be kept in written form or in a way that allows easy access to the documents and information. An electronic copy is recommended alongside signed resolutions and meeting minutes.",{"name":116,"@type":107,"acceptedAnswer":117},"How long must certain documents be retained at the registered office?",{"text":118,"@type":110},"Documents marked with an asterisk must be kept at the company’s registered office for seven years. 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We recommend keeping an electronic copy of the registers together with signed resolutions and minutes of meetings.  \nRemember, the details filed with the Companies Office do not constitute a company’s statutory registers. Registersand records need to be created, maintained and held by the Company in addition to the Companies Office records.  \nusing this template  \nThe User Notes and the statements in the footer below (all marked in red) are included to assist in the preparation of this document. They are for reference only – you should delete all user notes and the statements in the footer from the final form of your document.  \nThe use of [square brackets] around black text means that:  \n▲ the requested details need to be inserted  \n▲ there are different options for you to consider within a clause  \n▲ the whole clause is optional and you need to consider whether to include it, based on the company’s circumstances and the user notes.  \nBefore finalising your document, check for all square brackets to ensure you have considered the relevant option and ensure that all square brackets have been deleted.  \nIf you delete any clauses or schedules, remember to cross reference check the document.  \nDOCUMENTATION CHECKLIST  \n▲ This is a list of documents which companies are either required to keep or which companies should maintain as a matter of good administrative practice.  \n▲ The documents marked with an asterisk must be kept at the Company’s registered office for seven years. If they are held elsewhere, notice of that fact must be provided to the Registrar of Companies within 10 working days of the records being kept elsewhere. After seven years, the documents must continue to be retained by the Company for inspection by shareholders, but do not need to be held at the Company’s registered office.  \n1 Incorporation  \na Certificate of incorporation  \nb Constitution*  \n2 Shareholders  \na Share register*  \nb Minutes of shareholder meetings*  \nc Shareholder resolutions*  \nd Written communications to shareholders, including annual reports , within the last 10 years*  \n3 Directors  \na Minutes of director (and committee) meetings within the last seven years*  \nb Director resolutions within the last seven years*  \nc Directors’ certificates*  \nd Directors’ register*  \ne Documents relating to appointment of directors  \nf Directors’ interests register*  \n4 Financial and accounting records  \na Financial statements required under the Companies Act 1993 for the last seven completed accounting periods*  \nb Accounting records required by section 194 of the Companies Act 1993 for the current accounting period and for the last seven completed accounting periods*  \n[INSERT NAME OF COMPANY]  \n(Company)  \nSHARE REGISTER  \n(Section 87, 189(1)(j) of the Companies Act 1993)  \n\n| Name\u003Cbr>(Listed Alphabetically) | Address | Class of\u003Cbr>Share | Restrictions /\u003Cbr>Limitations | Total No. of Shares\u003Cbr>Held | Date and\u003Cbr>No. of Shares Issued by Company | Date and No. of Repurchase or Redemption | Date of\u003Cbr>Transfer of\u003Cbr>Shares to the\u003Cbr>Shareholder\u003Cbr>and Name of\u003Cbr>Transferor | Date of Transfer of Shares from the Shareholder and Name of\u003Cbr>Transferee |\n| --- | --- | --- | --- | --- | --- | --- | --- | --- |\n| [e.g. Brown, John] | [e.g. 25 Smith Street, Wellington, 6035] | [e.g.\u003Cbr>Ordinary] | See below | [e.g. 500] | [e.g. 300 on\u003Cbr>12 March 2013\u003Cbr>300 on 31 January 2014] | [e.g. Nil] | [e.g. Nil] | [e.g. 100 ordinary shares to Jane Smith on 1 January 2014] |\n| [e.g. Smith, Jane] | [e.g. 52 Brown Street, Wellington, 6035] | [e.g.\u003Cbr>Ordinary] | See below | [e.g. 300] | [e.g. ","cbCaic2ChnwdOjaB","https://ap.wps.com/l/cbCaic2ChnwdOjaB","pdf",212483,"English","# Documentation checklist\n## Incorporation and corporate records\n## Shareholders records\n## Directors records\n## Financial and accounting records\n## Share register template\n## Restrictions on the transfer of shares","[{\"question\":\"What does the document require companies to maintain besides Companies Office filings?\",\"answer\":\"It requires companies to create, maintain, and hold their own registers and records, in addition to any records filed with the Companies Office.\"},{\"question\":\"How should companies keep their registers and records for accessibility?\",\"answer\":\"Registers and documents must be kept in written form or in a way that allows easy access to the documents and information. An electronic copy is recommended alongside signed resolutions and meeting minutes.\"},{\"question\":\"How long must certain documents be retained at the registered office?\",\"answer\":\"Documents marked with an asterisk must be kept at the company’s registered office for seven years. If kept elsewhere, notice must be given to the Registrar of Companies within 10 working days.\"}]","Share Register and Other Company Registers - Documentation Checklist | PDF",1789219048]