Accepted formation document
Official evidence that the state accepted the entity filing. Preserve the accepted or certified record rather than a draft or provider receipt.
DOCUMENT PREPARATION CENTER
Know what to preserve before someone asks for it again.
This preparation center separates ordinary company records, conditional records, and restricted information. It does not upload or store customer files; the production document vault remains a separate security-controlled capability.
RECORDS MAP
Build the company record in layers.
Not every business needs every document. Keep the records that actually apply, preserve attributable evidence, and segregate sensitive identifiers from ordinary reusable profiles.
Formation & state records
State entity number and status evidence
Save the official entity identifier and a dated status/source record when used for another application.
Registered-agent record
Preserve the exact agent name, address, provider agreement, and change history that support the state record.
Foreign qualification records
If the company registers outside its formation state, keep each registration and local agent record separately.
Ownership & governance
Operating agreement / bylaws
Use the governance document that matches the entity and actual owner/manager/director structure.
Ownership ledger / cap table
Preserve owners, interests, issuance dates, voting rights, transfers, and supporting approvals.
Written consents / minutes
Record material entity, banking, financing, equity, manager, officer, and other governed decisions.
IP assignment and founder agreements
Technology, brand, content, inventions, and other company IP should have a clear chain of ownership.
Tax & finance
EIN confirmation
Keep the IRS confirmation in restricted company records. Use redacted copies when the full identifier is unnecessary.
State tax registrations
Income/franchise, sales/use, payroll, unemployment, excise, and local tax accounts may be separate.
Banking resolutions and account records
Document authority, institution, account purpose, signers, and access controls without placing credentials in ordinary records.
Accounting policies and reconciliations
Preserve opening entries, chart of accounts, government-fee liabilities, intercompany records, and reconciliations.
Licenses, permits & insurance
Business and professional licenses
Keep the issued license, application source, authority, effective/expiration dates, and renewal evidence.
Facility, inspection and permit records
Location-controlled approvals should stay linked to the correct site and operating activity.
Insurance policies and certificates
Preserve policy periods, carriers, limits, endorsements, claims contacts, and renewal ownership.
Bonds and surety records
Store bond numbers, obligees, amounts, terms, and renewals where a license or contract requires them.
People & vendors
Employment / contractor agreements
Match the actual relationship and preserve confidentiality, IP, compensation, and role records.
Payroll and benefit setup
Keep provider agreements, registration evidence, authorization, and reconciliation records.
Vendor and partner agreements
Preserve scope, term, pricing, renewal, data access, termination, insurance, and security obligations.
Credential and training evidence
Keep role-specific licenses, certifications, training, background, or qualification records only where needed.
Digital & customer-facing
Domain and registrar ownership
Document organization ownership, administrators, registrar, renewal method, and recovery controls.
Business email and DNS records
Preserve provider, admin roles, SPF/DKIM/DMARC, and material configuration evidence.
Website legal and privacy records
Keep versioned terms, privacy notices, disclosures, accessibility and security contacts that match actual operations.
Security and incident records
Maintain access, recovery, vendor, incident, retention, and change-management evidence appropriate to the business.
RESTRICTED INFORMATION
Some records should never live in an ordinary checklist or profile.
Social Security numbers, full EINs when unnecessary, bank credentials, identity documents, payment-card data, passwords, private keys, and similarly sensitive records need purpose-specific protected handling.
Collect only when needed.
Do not ask for a sensitive identifier merely because a future workflow might request it.
Keep ordinary company facts separate.
A reusable business profile should not become a dumping ground for identity, banking, or secret material.
Use the right secure workflow.
Identity, tax, banking, and document-provider controls must be proven before sensitive file collection is enabled.
YOUR NEXT STEP STARTS HERE
Turn the document map into a company-specific roadmap.
Mabnee organizes which records are relevant based on the business, jurisdiction, activity, owners, locations, and operating model.