Liquidation of a company is a process that involves many formalities, including the need to secure the company’s records for the future. A key element of this process is the adoption of a shareholders’ resolution to appoint a custodian of books and documents. In this article, we will discuss what are the basic rules related to the preservation of records after the liquidation of the company and why such actions are necessary. We will also refer to the role that virtual office services can play in this process.
Importance of the resolution to keep documents after liquidation of the company
During the liquidation of the company, all the company’s assets are accounted for, and the company’s activities formally end in the KRS register. Nevertheless, the obligation to keep accounting books and other financial and personnel documents does not cease. Such records may be needed for inspection or archival purposes for many years, so it is important that they are properly secured. A shareholders’ resolution to appoint a custodian of books and documents is a legal act that determines who will be responsible for storing the records of a dissolved company and how. The obligation to store records after termination is regulated by the Commercial Companies Code and the Accounting Law, among others. The shareholders must determine the custodian of the company’s documents. The resolution should be made during the liquidation process and formalized accordingly.
Who can become the company’s document custodian?
The custodian of the books and documents of a dissolved company can be either an individual or a legal entity. Sometimes this duty can be entrusted to an external company specializing in document archiving. In such a case, an appropriate civil law contract is concluded specifying the scope of responsibility and the rules of storage. Regardless of the choice of the custodian, he must ensure that the documentation will be available in case of possible official inspections or inquiries from public institutions.
The process of liquidating a company and appointing a document custodian is a task that requires knowledge of regulations and attention to paperwork. It is worth remembering that the proper safeguarding of documentation is not only a legal obligation, but also an element that can facilitate future inspection or archiving activities. If you need more advice on running a business, legal formalities or are planning to start a business, it is worth considering cooperation with a professional virtual office in Warsaw. Virtual office services is not only a prestigious address and cost savings, but also support in terms of administrative and consulting services. This allows you to focus on the development of your business, confident that the paperwork is in good hands.