Record Keeping

Every Company Needs a Documented Policy for RecordKeeping

Sample Recordkeeping Guidelines

  • A Company requires honest, accurate, complete and timely recording and reporting of information in order to make responsible business decisions.
  • Company Parties must document and record accurately all business expense accounts they use.
  • If a Company Party is unsure whether a certain expense is legitimate, such Company Party should ask his or her immediate supervisor, an officer or departmental director or a Corporate Compliance Officer.
  • Company Parties who are executive officers or members of the Board should confer with the Board. Rules and guidelines regarding business expenses are available from specific company designee
  • All of the Company’s books, records, accounts and financial statements must be maintained in reasonable detail, must appropriately reflect the Company’s transactions and must conform both to applicable legal requirements and to the Company’s system of internal controls.
  • Unrecorded or “off the books” funds or assets are not permitted.
  • All Company Parties are subject to the Company’s Document Retention Policy.
  • Any questions concerning the Company’s Document Retention Policy should be directed to a Corporate Compliance Officer.
  • Company Parties must avoid exaggeration, derogatory remarks, guesswork or inappropriate characterizations of people, companies or practices in business records and communications. This prohibition applies equally to e-mail, internal memoranda and formal reports.

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