10 Small Business Documents You Must Keep as Hard Copy

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A business exists under its documentation. A business is just an idea in the head of the owner without proper records, registration, permits and other legal documents. Having registered business documents in the right places as hard copy makes the business a real entity.

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Here are 10 hard copy business documents you should keep around

Hard Copy Business Documents to Keep Around

1. Business License

If you want to look like a reputable business, you need to have your business license on display for customers and employees to look at if they have any questions.

2. Your Business Model or Plan

It helps to look closely and personally at your business model rather than through a screen. You will see the bigger picture and make necessary tweaks and changes as you see fit.

3. Tax and Financial Records

As an entrepreneur or a small business, it is important to keep hard copies of difficult-to-replace records which includes original contracts, insurance documents, capital contributions and withdrawals, and GRA documents.

Certain regulations require these documents be kept on the business premises. 

4. Company Rules

It’s good to have a hard copy of office company rules in the case of dispute. On display for all to see, one page of office rules can save time and reinforce the standards to follow.

Business Documents
Photo by Dmsstuart

5. Mission Statement

The most important document to keep with you at all times is your mission statement. You can print it out and display on a wall for every one to see.

6. Legal Documents

It is very necessary to maintain hard copies of legal documents to enforce them. For example, real estate deeds and promissory notes typically require hard copies be maintained.

7. Accounting Documents

It’s worth it to still keep hard copies of accounting and legal documents and are the ones that are often needed in a court of law.

8. Employee Contracts

As a small business or an entrepreneur, you should always keep hard copies of the contract your employees signed when they were hired. It is essential to have this data for tax reasons and if an agreement with a present worker is to be reviewed or revised.

9. Client Contracts

It’s important to keep hard copies of client contracts in filing cabinet in the event something happens to your computer system. 

10. Leasing Agreements

Keep hard copies of your lease agreement so you don’t run into issues if digital copies get misplaced or lost in the cloud. 

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Losing these documents, or access to them if they are saved exclusively online, can be problematic or potentially devastating. 

We hope this article helps you keep hard copies of your business documents.

Free Spirited Writer

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