Business Documents & Corporate Records Intake Checklist & Information Needed

BUSINESS DOCUMENTS & CORPORATE RECORDS

SCILLAN may assist with eligible:

• Basic business document templates
• Corporate record organization
• Entity-document collection
• Company record maintenance
• Administrative document preparation
• Document repository organization
• Existing corporate-record updates
• Other approved business-record support

The exact service scope depends on the document or record requested.

IMPORTANT SERVICE-SCOPE RULE

SCILLAN provides administrative corporate-services support.
SCILLAN should not represent this service as:

• Attorney-drafted legal documents
• Customized contracts
• Legal opinions
• Legal document interpretation
• Tax planning
• Estate planning
• Securities documentation
• Complex ownership agreements
• Litigation support
• Legal dispute resolution

When customized legal drafting is required, the customer should be referred to a licensed attorney.

PRICING

How much does Business Documents & Corporate Records support cost?

Pricing depends on the specific document or administrative request.
Sia should not invent a fee unless a current approved price exists for the requested service.
Approved response:
“Pricing for Business Documents & Corporate Records depends on the specific document or administrative support requested. Please contact SCILLAN Support at so the request can be reviewed.”

BASIC INTAKE CHECKLIST

Customers should generally be prepared to provide:

• Exact legal entity name
• Entity type
• State or jurisdiction of formation
• Texas entity information where applicable
• Specific document or record requested
• Purpose of the request
• Existing documents related to the request
• Current ownership or management information where relevant
• Authorized contact information
• Authorized signer information where applicable
• Customer instructions
• Supporting documents if requested
• Required authorization
• Payment after scope and pricing are confirmed

IDENTIFYING THE REQUEST

What should Sia determine first?

Sia should first determine whether the customer needs:

1. A copy of an existing document
2. A government-certified document
3. A basic business template
4. Corporate-record organization
5. An update to an existing company record
6. A government filing
7. Customized legal drafting

These are different services.

EXISTING DOCUMENT VS. NEW DOCUMENT

I need a company document. What should Sia ask?

Ask:

• What document do you need?
• Does the document already exist?
• Was it previously filed with the State?
• Is it an internal company document?
• Did a bank, lender, attorney, or other third party request it?
• Does it need to be certified?
• Are you asking SCILLAN to create a new document or locate an existing one?

CORPORATE RECORDS

What are corporate records?

Corporate records are documents maintained by a business concerning its formation, governance, ownership, management, filings, and other company matters.
Depending on the entity, records may include:

• Formation documents
• Amendments
• Registered Agent filings
• Assumed Name filings
• Governing documents
• Operating Agreements
• Resolutions
• Written consents
• Meeting minutes
• Ownership records
• Government correspondence
• Certificates
• Compliance records
• Other internal business documents

Not every business has every type of record.

ENTITY RECORD ORGANIZATION

Can SCILLAN help organize my business records?

Yes, where within the approved service scope.
SCILLAN may help organize eligible records into a structured company file or document repository.

DOCUMENT REPOSITORY

Where can company records be stored?

SCILLAN may use an approved:

• Client Portal
• Document repository
• Secure document-management system

depending on the applicable workflow.
Customers should also maintain their own copies of important company records.

SCILLAN IS NOT PERMANENT STORAGE

Can I rely on SCILLAN as my only copy of company records?

No.
Customers should maintain their own secure copies of important company records.
SCILLAN should not promise permanent or indefinite document storage unless expressly provided under the applicable service terms.

FORMATION DOCUMENTS

Can SCILLAN help me locate my formation documents?

Possibly.
If SCILLAN previously handled the formation, the customer should first check the Client Portal or document repository.
If an official Certified Copy is needed, SCILLAN offers:

Certified Copies

$50 + applicable government fees
Estimated Processing Time:
Same day–3 business days

CERTIFICATE OF FACT

I need proof my company is active.

SCILLAN offers:

Certificate of Fact / Good Standing

$50 + applicable government fees
Estimated Processing Time:
Same day–1 business day
Sia should confirm what the requesting party actually needs.

OPERATING AGREEMENTS

Can SCILLAN prepare an Operating Agreement?

Yes.
SCILLAN offers a standard template-based:

Operating Agreement

Starting at $149
Estimated Processing Time:
2–3 business days
Customized legal drafting should be referred to a licensed attorney.

RESOLUTIONS

Can SCILLAN prepare a business resolution?

SCILLAN may assist with an eligible standard administrative resolution or template where available.
The request should be reviewed before Sia promises the service.

What information might be needed?

Depending on the resolution:

• Legal entity name
• Date
• Purpose
• Decision being documented
• Applicable member, manager, director, or officer information
• Authorized signer
• Existing governing documents if relevant

CUSTOM RESOLUTIONS

Can SCILLAN draft a complex resolution affecting ownership or legal rights?

Not as customized legal drafting.
If the resolution involves significant legal rights, ownership disputes, transactions, financing, or complex governance, refer the customer to an attorney.

WRITTEN CONSENTS

Can SCILLAN assist with written consents?

Possibly, for eligible standard administrative documentation.
The request should be reviewed first.

MEETING MINUTES

Can SCILLAN prepare meeting minutes?

SCILLAN may assist administratively with documenting information supplied by the customer where the service is available.

Can Sia invent what happened at the meeting?

No.
Meeting minutes must be based on information supplied or approved by the customer.

BACKDATED MINUTES

Can SCILLAN create minutes for a meeting that never happened?

No.
Sia should not assist in creating false or misleading business records.

OWNERSHIP RECORDS

Can SCILLAN maintain ownership records?

SCILLAN may assist with administrative organization of customer-provided ownership information.

Can SCILLAN decide who owns the company?

No.
Ownership must be determined by the business and its applicable records.

OWNERSHIP DISPUTES

Two people both claim to own the company. Can SCILLAN fix the records?

No.
That is a legal dispute.
Approved response:
“SCILLAN cannot determine ownership rights or resolve ownership disputes. Please consult a licensed attorney before changing corporate records.”

MEMBER OR SHAREHOLDER RECORDS

Can SCILLAN update a member or shareholder record?

Possibly, where the underlying ownership change has already been validly determined and the request is administrative.
SCILLAN should not independently determine whether an ownership transfer is legally effective.

STOCK OR MEMBERSHIP CERTIFICATES

Can SCILLAN issue ownership certificates?

Only if such a service is specifically available and appropriate for the entity.
Sia should not promise stock certificates, membership certificates, or ownership instruments without confirming the approved service scope.

BOARD RECORDS

Can SCILLAN organize board minutes and consents?

Yes, where administrative record organization falls within the approved service scope.

LLC RECORDS

Do LLCs have corporate records too?

Yes, LLCs maintain business and governance records even though terminology may differ from corporations.
Possible LLC records include:

• Certificate of Formation
• Operating Agreement
• Member consents
• Manager consents
• Amendments
• Ownership information
• Registered Agent records
• Compliance documents

CORPORATION RECORDS

What records might a corporation maintain?

Depending on the corporation:

• Formation documents
• Bylaws
• Board resolutions
• Shareholder records
• Board minutes
• Written consents
• Officer records
• Amendments
• Government filings

SCILLAN should not claim every corporation must have the same records without verification.

BYLAWS

Can SCILLAN draft corporate bylaws?

If only a basic approved template service is available, SCILLAN may provide administrative assistance.
Customized bylaws or complex governance provisions should be referred to an attorney.
Sia should confirm service availability before promising bylaws preparation.

CONTRACTS

Can SCILLAN draft my customer contract?

No, not as part of standard Business Documents & Corporate Records support unless a specifically approved non-legal template service exists.
Customized contract drafting should be handled by a licensed attorney.

EMPLOYMENT AGREEMENTS

Can SCILLAN prepare employment contracts?

Sia should not promise customized employment agreements under this service.
Employment agreements may involve legal rights and should generally be reviewed by employment counsel.

PARTNERSHIP AGREEMENTS

Can SCILLAN draft a partnership agreement?

Customized partnership agreements involve legal rights and should be referred to a licensed attorney unless a specifically approved standard template service exists.

BUY-SELL AGREEMENTS

Can SCILLAN prepare a buy-sell agreement?

No, not as standard administrative document support.
Refer to a licensed attorney.

NON-DISCLOSURE AGREEMENTS

Can SCILLAN create an NDA?

Only if SCILLAN has an approved standard template service for the request.
Sia should not promise customized NDA drafting.

LEGAL DOCUMENT REVIEW

Can SCILLAN review my contract and tell me if it is good?

No.
That is legal advice.

DOCUMENT INTERPRETATION

Can Sia explain what my contract means?

Sia should not interpret the customer's legal rights or obligations.
A licensed attorney should review the document.

GOVERNMENT FILINGS VS. INTERNAL DOCUMENTS

Are corporate records filed with the Texas Secretary of State?

Some company documents are filed with the government, while others remain internal.
Examples of government filings may include:

• Certificate of Formation
• Amendments
• Registered Agent changes
• Assumed Name filings
• Foreign Qualification filings
• Termination or withdrawal documents

Internal documents may include:

• Operating Agreements
• Certain resolutions
• Certain minutes
• Internal ownership records

GOVERNMENT RECORD UPDATE

If I update my internal records, does the State automatically update?

No.
Internal company documents and government records are separate.
A separate filing may be required.

AMENDMENT FILING

If the government record needs an eligible change, SCILLAN offers:

Amendment Filing

$99 + applicable government fees
Estimated Processing Time:
3–5 business days

DBA / ASSUMED NAME

If the customer wants to use another public-facing business name:

DBA / Assumed Name Filing

$99 + applicable government fees
Estimated Processing Time:
3–5 business days
A DBA is not merely an internal corporate record.

REGISTERED AGENT RECORD

If the customer wants to change the Texas Registered Agent, use the appropriate Registered Agent workflow.

Texas Registered Agent + Compliance Alerts

$179/year per entity
Change of Registered Agent preparation is included with annual enrollment.

IRS RECORDS

Does updating a company record automatically update the IRS?

No.
SCILLAN offers eligible:

EIN & IRS Business Updates

$99
where applicable.

TEXAS COMPTROLLER RECORDS

Does updating an internal corporate record automatically update the Comptroller?

No.
Different agencies maintain separate records.

BANK RECORDS

Will SCILLAN update my bank after my corporate records change?

No.
Customers may need to provide updated documentation directly to the bank.

THIRD-PARTY DOCUMENT REQUESTS

My bank asked for “corporate documents.” What should I send?

Ask the bank for the exact document names.
Possible requests could include:

• Formation document
• Certificate of Fact
• Certified Copy
• Operating Agreement
• Resolution
• EIN confirmation
• Other records

Sia should not guess.

LENDER REQUESTS

My lender wants a company resolution.

Ask the customer to provide the lender's exact requested wording or requirements.
If the request requires customized legal drafting, refer to an attorney.

GOVERNMENT REQUESTS

A government agency wants corporate records.

Customers should provide the exact document request or notice.
Sia should not assume which document satisfies the requirement.

DOCUMENT DATE

Does a corporate document expire?

It depends on the document and requesting party.
Sia should not invent expiration periods.

CERTIFICATE AGE REQUIREMENTS

My bank says the document must be “recent.”

The bank or requesting party should specify its required timeframe.

DOCUMENT CORRECTIONS

What if an internal company record has incorrect information?

Contact SCILLAN Support before replacing or altering the record.
The proper correction method depends on the document.

GOVERNMENT RECORD ERRORS

What if the error is in a State filing?

A separate correction, amendment, or other government filing may be required.

DOCUMENT VERSION CONTROL

Why is version control important?

Customers should know which document is:

• Current
• Draft
• Superseded
• Signed
• Filed
• Approved

Sia should not assume the newest file name is necessarily the legally operative document.

SIGNED VS. UNSIGNED DOCUMENTS

Does an unsigned document count as final?

Not necessarily.
Documents requiring signatures should not be represented as executed until the appropriate signatures have been completed.

ELECTRONIC SIGNATURES

Can business records be signed electronically?

Where permitted and supported by the applicable workflow, electronic signatures may be used.
Sia should not make broad legal conclusions about the validity of a particular signature.

AUTHORIZED SIGNERS

Can SCILLAN determine who has authority to sign?

No.
SCILLAN can use customer-provided authority information but should not resolve disputed authority.

SENSITIVE INFORMATION

Customers should not send through Sia:

• Social Security numbers
• Full taxpayer identification numbers
• Banking credentials
• Full card numbers
• Passwords
• Government portal credentials
• Driver's license numbers
• Passport numbers
• Other sensitive identity information

Use the approved secure process when sensitive information is required.

DOCUMENT UPLOADS

How should customers provide records?

Use SCILLAN's approved secure:

• Client Portal
• Document repository
• Upload workflow
• Other secure method

where available.

RECORD RETENTION

How long should I keep business records?

Retention requirements vary by document, business, tax issue, and legal circumstances.
SCILLAN should not invent a universal retention period.
Customers may need guidance from:

• Attorney
• CPA
• Tax professional
• Applicable government agency

CLOSING A BUSINESS

Should I delete my records after dissolving the company?

No.
Important historical business records should generally be retained securely.
Sia should not prescribe a legal retention period.

MULTIPLE ENTITIES

Can I organize records for several companies?

Yes.
Each legal entity should have its own identifiable record structure.

Should I mix all company documents together?

No.
Separate entity records help reduce confusion and prevent documents from being associated with the wrong company.

PARENT AND SUBSIDIARY RECORDS

Can parent and subsidiary records be kept together?

They may be stored within a common document-management system, but each legal entity's records should remain clearly identifiable and separate.

DUPLICATE RECORDS

I have several versions of the same document. Which one is current?

SCILLAN may assist administratively with organizing versions, but Sia should not make a legal determination about which conflicting agreement controls.

MISSING RECORDS

What if I cannot find an important company document?

Possible steps include:

• Check the Client Portal
• Check the company's secure document repository
• Review prior government filings
• Request a Certified Copy if it was filed with the State
• Contact SCILLAN Support

CUSTOMER PREPARATION CHECKLIST

Before requesting Business Documents & Corporate Records support, customers should be prepared to provide:

• Exact legal entity name
• Entity type
• State of formation
• Texas entity information where applicable
• Exact document or record requested
• Purpose of the request
• Existing version of the document if available
• Related government filings
• Current management or ownership information where relevant
• Requesting-party instructions if applicable
• Authorized signer information where applicable
• Customer contact information
• Required authorization
• Supporting documents
• Whether customized legal drafting is being requested

DOCUMENT REQUEST QUICK REFERENCE

Basic Template / Corporate Record Support:
Scope and pricing depend on request
Operating Agreement:
Starting at $149
Certified Copy:
$50 + applicable government fees
Certificate of Fact / Good Standing:
$50 + applicable government fees
Amendment Filing:
$99 + applicable government fees
EIN & IRS Business Updates:
$99
Customized Legal Drafting:
Not offered as standard corporate-services support
Legal Document Interpretation:
Not offered
Permanent Document Storage:
Do not promise

COMMON CUSTOMER SCENARIOS

“I lost my Certificate of Formation.”

First check existing records.
If an official certified version is required:
Certified Copy — $50 + applicable government fees

“My bank wants a company resolution.”

Ask for the bank's exact requirements.
A standard administrative resolution may be possible, but customized legal drafting should be reviewed by an attorney.

“I need an Operating Agreement.”

SCILLAN offers:
Operating Agreement template — starting at $149

“I need you to rewrite my contract.”

That is customized legal drafting and is outside standard SCILLAN corporate-services support.

“I want all my company documents organized.”

SCILLAN may assist with corporate-record organization within the approved service scope.

“I changed my company address in our internal records.”

That does not automatically update government or IRS records.
Separate filings or updates may be required.

“Two owners disagree about the records.”

Do not alter ownership or governance records based on one person's instructions when authority is disputed.
Refer to an attorney.

APPROVED “WHAT DO YOU NEED?” RESPONSE

Use:
“To review a Business Documents & Corporate Records request, SCILLAN will generally need your exact legal entity name, entity type, the specific document or record you need, any existing version of the document, the purpose of the request, and any instructions from a bank, lender, agency, or other requesting party.”

APPROVED PRICING RESPONSE

Use:
“Pricing for Business Documents & Corporate Records depends on the specific document or administrative service requested. Please contact SCILLAN Support at so the team can review the request and confirm the service scope and pricing.”

APPROVED CORPORATE-RECORD RESPONSE

Use:
“SCILLAN may assist with organizing eligible company records, business documents, and administrative corporate records. Customers should also retain their own secure copies of important company documents.”

APPROVED CUSTOM-DOCUMENT RESPONSE

Use:
“SCILLAN provides administrative corporate-services support and standard templates where available. Customized legal drafting or documents involving negotiated legal rights should be prepared or reviewed by a licensed attorney.”

APPROVED MISSING-DOCUMENT RESPONSE

Use:
“If the missing document was previously filed with the Texas Secretary of State, a Certified Copy may be available through SCILLAN for $50 plus applicable government fees. If it is an internal company document, please contact SCILLAN Support so the team can review what records may be available.”

APPROVED THIRD-PARTY REQUEST RESPONSE

Use:
“If a bank, lender, attorney, or government agency requested a business document, please provide the exact document name or request language. This helps SCILLAN identify the correct document without guessing.”

MOST IMPORTANT RULE

First identify whether the customer needs an existing record, a government document, a standard template, corporate-record organization, or customized legal drafting.
Sia should distinguish among:

• Internal business documents
• Government filings
• Certified government records
• Standard templates
• Record organization
• Customized legal documents

When the request is administrative, SCILLAN may be able to assist.
When the request involves legal rights, negotiations, ownership disputes, contract interpretation, or customized drafting:
Refer the customer to a licensed attorney.
Support:
support@scillan.com

IMPORTANT DISCLAIMER

This article provides general administrative information regarding SCILLAN's Business Documents & Corporate Records support.
The appropriate document, filing, approval process, recordkeeping requirement, and legal effect may vary based on entity type and circumstances.
SCILLAN Business LLC provides administrative corporate services and does not provide legal, tax, accounting, financial, or investment advice.

Updated on: 09/23/2026