Should Your Minute Book Be Digital or Physical?

When it comes to maintaining your corporate records, one question we hear time and again is:
“Can my minute book be digital, or does it need to be in physical form?”

The short answer is—either is acceptable, but there are some important considerations to keep in mind. Let’s explore the pros and cons of both formats, and why more businesses are shifting toward digital solutions.

The Traditional Minute Book: Physical Format

Traditionally, corporate minute books were created and stored as physical binders—complete with share certificates, director and shareholder resolutions, bylaws, and registers. These books were often kept under lock and key in fireproof filing cabinets within law firms or accounting offices.

This method is still perfectly valid today and can be a reassuring, tangible way to store your legal documents. For some long-established corporations, this remains the norm.

However, physical storage is not without its risks. Paper records can be lost, damaged, or destroyed in the event of fire, flooding, or human error. They're also less accessible—especially when multiple stakeholders or advisors need access.

The Modern Approach: Digital Minute Books

In recent years—and especially post-COVID—many legal and accounting firms have moved toward digital corporate binders. These cloud-based minute books offer a range of benefits, including:

• Secure, encrypted access from anywhere

• Automatic backups to prevent loss or damage

• Streamlined collaboration with legal, tax, and advisory teams

• Faster updates and version tracking

Our team at Gauvreau has adopted this modern approach, and we highly recommend it for most businesses. Not only does it increase efficiency, but it also reduces the administrative burden and enhances your overall compliance process.

What Matters Most: Accuracy & Compliance

Whether you choose a physical or digital format, the most important factor is that your minute book is accurate, complete, and up to date. An outdated or missing minute book can cause major headaches during audits, financing, or legal events.

So while you have the flexibility to choose the format that suits your business best, we recommend working with professionals who can help you keep everything compliant—whether that’s stored on a shelf or securely in the cloud.

Need Help Setting Up or Updating Your Minute Book?

Whether you're moving to digital for the first time or just need a compliance check, our legal team is here to help.