Document Delivery, Record Retention & Client File Management

DOCUMENT DELIVERY

How will SCILLAN deliver completed documents?

Depending on the service, completed documents may be made available through:

• Client Portal
• Secure document repository
• Approved email notification
• Other SCILLAN-approved delivery methods

The exact delivery method may vary by service.

Will I receive an email when my documents are ready?

SCILLAN may send an email notification when completed documents or filing confirmations are available.
Customers should maintain a current and monitored email address.

Are documents always sent as email attachments?

No.
Sensitive or important documents may be delivered through the Client Portal or another approved secure system instead of as standard email attachments.

CLIENT PORTAL DOCUMENTS

Can I access my documents through the Client Portal?

Applicable service documents may be available through the Client Portal or approved document repository.

What types of documents might appear there?

Depending on the services purchased, records may include:

• Formation documents
• Registered Agent change documents
• Amendments
• EIN-related documents
• DBA / Assumed Name filings
• Foreign Qualification documents
• Reinstatement documents
• Annual compliance records
• Certificates of Fact
• Certified Copies
• Dissolution documents
• Withdrawal documents
• Operating Agreements
• Other completed service records

Will every document related to my company appear in the portal?

Not necessarily.
SCILLAN's systems may contain documents related to services SCILLAN performed or records provided through approved workflows.
Customers should not assume SCILLAN maintains every document related to their business.

CLIENT RECORDKEEPING RESPONSIBILITY

Should I keep my own copies of business documents?

Yes.
Customers should maintain their own copies of important entity and business records.

Should I rely only on SCILLAN to store my records?

No.
SCILLAN may provide access to applicable documents, but customers should maintain their own secure business records.

What documents should I keep?

Depending on the business and services used, customers may want to retain:

• Certificate of Formation
• Amendments
• Registered Agent changes
• EIN documentation
• Operating Agreement
• DBA / Assumed Name filings
• Foreign Qualification documents
• Reinstatement documents
• Certificates of Fact
• Certified Copies
• Annual filing confirmations
• Dissolution or withdrawal documents
• Government correspondence
• Other important company records

DOCUMENT RETENTION

How long does SCILLAN keep my documents?

Retention periods may vary depending on:

• Document type
• Service
• System
• SCILLAN policy
• Applicable legal or operational requirements

Sia should not invent a specific retention period.
Approved response:
“Document availability and retention may vary by record type and service. Customers should maintain their own copies of important business records. For questions about a specific document or retention period, contact .”

Are my documents stored forever?

Sia should not promise permanent storage.

Can documents eventually be removed from the portal?

Possibly.
Availability may depend on the applicable system and retention policy.
Customers should download and securely retain important records.

LOST DOCUMENTS

I lost my formation documents. Can SCILLAN help?

Possibly.
If SCILLAN has the document available through the Client Portal or service record, the customer may be able to retrieve it there.
If not, SCILLAN may be able to assist with obtaining a Certified Copy where applicable.
SCILLAN's Certified Copy service is:
$50 + applicable government fees

I lost my Certificate of Fact.

A new Certificate of Fact may be ordered where applicable.
SCILLAN's Certificate of Fact / Good Standing service is:
$50 + applicable government fees

I lost my EIN letter.

EIN documentation is handled through the IRS.
SCILLAN may be able to assist with eligible EIN or IRS-related administrative matters, but Sia should not promise retrieval of a specific federal document without review.

MISSING DOCUMENTS

My completed document is not in the portal.

Customers should first:

• Check the correct entity
• Check the correct service
• Review recent email notifications
• Check the available document area

If the document is still missing, contact:
support@scillan.com

Can Sia tell me why the document is missing?

Only if verified information is available.
Otherwise, Sia should not guess.

WRONG DOCUMENT

I received the wrong document.

Contact SCILLAN Support immediately.
Approved response:
“Please contact so the document and entity record can be reviewed. Do not rely on or distribute a document that appears to belong to another entity.”

I received another company's document.

This is a security escalation.
Approved response:
“Please do not open, download, forward, or share any document that does not belong to your account. Contact SCILLAN Support immediately at .”

CONFIDENTIAL DOCUMENTS

Can Sia send me confidential documents in chat?

No.
Sia should not independently transmit private client documents through unsecured chat.

Where should confidential documents be delivered?

Through approved secure systems such as:

• Client Portal
• Secure document repository
• Other SCILLAN-approved delivery method

DOWNLOADING DOCUMENTS

Can I download my documents?

Where download functionality is available, customers may download applicable records from the Client Portal or approved document system.

Should I save a local copy?

Yes.
Customers should maintain secure copies of important company records.

DOCUMENT NAMES

Why do some documents have similar names?

Business filings can produce several different documents.
For example:

• Certificate of Formation
• Certificate of Amendment
• Certificate of Fact
• Certified Copy
• Filing acknowledgment
• Government confirmation

Sia should not treat these terms as interchangeable.

CERTIFIED COPY VS. REGULAR COPY

What is the difference?

A regular copy may simply be a reproduction of a document.
A Certified Copy is an official certified reproduction issued by the applicable government agency.

When might I need a Certified Copy?

A third party such as a:

• Bank
• Lender
• Attorney
• Licensing authority
• Investor
• Government agency

may request one.
The requesting party determines what it will accept.

CERTIFICATE OF FACT VS. CERTIFIED COPY

What's the difference?

A Certificate of Fact / Status generally reflects information about the entity's government record or status.
A Certified Copy is an official certified reproduction of a specific filed document.

OPERATING AGREEMENT STORAGE

Where should I keep my Operating Agreement?

The Operating Agreement should generally be maintained with the company's internal records.
SCILLAN's standard Operating Agreement service is template-based.

Is the Operating Agreement part of the public Texas filing record?

It is generally an internal company document rather than a routine Secretary of State filing.

EIN DOCUMENT STORAGE

Should I keep my EIN documentation secure?

Yes.
EIN documentation may contain sensitive business or taxpayer information and should be stored securely.

Should I post my EIN letter publicly?

No.

REGISTERED AGENT DOCUMENTS

Where are service-of-process documents stored?

Applicable registered-agent documents may be delivered through an approved secure document process.
Customers should review legal documents promptly.

How long do legal documents stay available?

Sia should not promise a specific retention period unless approved.
Customers should save copies of important legal documents.

DOCUMENT VERSION CONTROL

Which version of a document should I use?

Customers should use the most current approved or completed version provided for the applicable service.

What if I have multiple versions?

If the customer is unsure which version is final, contact SCILLAN Support.

AMENDED DOCUMENTS

Does an amendment replace my original formation document?

No.
The original formation document and later amendment are separate records.
Customers should generally retain both.

Should I keep prior versions?

Yes.
Historical documents may be important for the company's records.

ENTITY-SPECIFIC DOCUMENTS

I have multiple companies. How should documents be organized?

Documents should be associated with the correct legal entity.
Customers should avoid mixing records between entities.

Does SCILLAN separate documents by entity?

SCILLAN's systems should maintain entity-specific records where supported.

DOCUMENT REQUESTS FROM THIRD PARTIES

My bank wants a document. Can Sia tell me which one?

Sia may explain common document types but should not guarantee which document the bank requires.
Approved response:
“Banks and other third parties set their own document requirements. If they have given you the exact document name, I can help identify the corresponding SCILLAN service.”

My lender wants “proof the company is active.”

A Certificate of Fact / Status may be relevant, but the requesting party should confirm the exact document required.
SCILLAN's Certificate of Fact / Good Standing service is:
$50 + applicable government fees

PAPER COPIES

Can SCILLAN mail me paper copies?

Availability depends on the document and service.
Additional handling or delivery charges may apply where available.
Sia should not promise paper delivery unless confirmed.

DOCUMENT SECURITY

Customers should:

• Use secure systems
• Protect portal credentials
• Download documents to approved secure storage
• Avoid sending sensitive records through chat
• Avoid forwarding confidential documents unnecessarily

DOCUMENT DELETION REQUESTS

Can I ask SCILLAN to delete my documents?

Requests involving deletion or privacy rights should be handled according to SCILLAN's applicable privacy and retention policies.
Sia should escalate to:
support@scillan.com

Can SCILLAN delete documents already filed with the government?

No.
SCILLAN cannot simply delete government-filed records from the issuing agency's system.
A correction or amendment may be required instead.

DOCUMENT CORRECTIONS

My completed document has an error.

Contact SCILLAN Support immediately.
The appropriate next step depends on whether the issue involves:

• SCILLAN's internal document
• A submitted filing
• An approved government filing
• Customer-provided information
• Government-issued information

CLIENT FILE QUICK REFERENCE

Completed documents:
Client Portal / approved delivery method
Customer should keep own copies:
Yes
Permanent storage guaranteed:
No
Specific retention period:
Do not promise unless approved
Certified Copy:
$50 + applicable government fees
Certificate of Fact / Good Standing:
$50 + applicable government fees
Confidential documents through Sia:
No
Wrong client's document:
Immediate escalation
Support:

APPROVED MISSING-DOCUMENT RESPONSE

Use:
“Please check the Client Portal or approved document area for the applicable entity and service. If you still cannot locate the document, contact SCILLAN at support@scillan.com.”

APPROVED RETENTION RESPONSE

Use:
“Document availability and retention may vary by record type and service. Customers should maintain their own copies of important business records.”

APPROVED WRONG-DOCUMENT RESPONSE

Use:
“Please do not use, forward, or share a document that appears to belong to another entity or client. Contact SCILLAN Support immediately at support@scillan.com .”

MOST IMPORTANT RULE

SCILLAN may provide document access, but customers should maintain their own secure copies of important business records.
When document availability, retention, ownership, or security is unclear:
Do not guess. Escalate.
Support:
support@scillan.com

IMPORTANT DISCLAIMER

Document availability, storage, and retention may vary depending on the service, record type, system, and applicable SCILLAN policy.
SCILLAN Business LLC provides administrative corporate services and document support within its approved service scope and does not provide legal, tax, accounting, financial, or investment advice.

Updated on: 09/23/2026