What Important Documents Must a U.S. Company Retain After Registration?

After registering a company in the United States, it is crucial to keep all relevant documents properly for normal operations, compliance management, and future development. Whether it is a startup or an established company, it is necessary to establish a comprehensive document management system. The following is a list of important documents that must be carefully preserved, along with explanations based on recent news.

First, company registration documents are one of the most important foundational materials. This includes the Articles of Incorporation and Bylaws submitted when the company was formed. These documents are usually filed with the state's business department, such as the Secretary of State's office, but the company should keep a copy for reference. In June 2025, the Federal Trade Commission FTC issued a guide on corporate compliance, emphasizing that companies should ensure the completeness and accessibility of all legal documents to prepare for potential audits or legal reviews.

Second, records of shareholder information and equity structure are also critical. According to U.S. company law, the company must record the names, addresses, and shareholding percentages of all shareholders. Any changes in share transfers or new shareholders should be updated and archived promptly. In May 2025, a technology company was fined by the state for failing to update shareholder information on time, reminding businesses to pay attention to the maintenance of such records.

Third, financial records and tax documents are equally important. Companies need to keep annual financial statements, bank reconciliation statements, invoices, contracts, payroll records, and more. These documents are not only used for internal financial management but may also be required during tax audits. In July 2025, the Internal Revenue Service IRS announced increased tax reviews of small businesses, especially those that failed to maintain proper financial records as required. It is recommended that companies use professional accounting software and regularly back up data.

Fourth, business licenses and industry-related qualification documents should also be kept for a long time. Different industries have different licensing requirements, such as food service permits for the restaurant industry and professional licenses for the medical sector. In April 2025, multiple U.S. states strengthened regulations on the medical industry, requiring companies to hold valid documents and present them during inspections. Failure to provide these documents may result in business suspension or rectification.

Fifth, employment contracts and employee files are also important documents. Companies should retain all employment contracts, salary records, performance evaluations, and training records for employees. In March 2025, the U.S. Department of Labor released a report on labor law compliance, pointing out that many companies failed to handle employee records properly after staff left, leading to subsequent disputes. Companies should establish a standardized employee file management system to ensure safe storage of all records.

Sixth, intellectual property documents should not be overlooked. If the company owns trademarks, patents, or copyrights, related application documents, registration certificates, and renewal records should be properly kept. In August 2025, data from the U.S. Patent and Trademark Office USPTO showed an increase in intellectual property infringement cases, highlighting the importance of protecting intellectual property as a key part of business development.

Finally, all electronic documents such as emails, meeting minutes, and internal communications should be regularly backed up. With the popularity of remote work, managing electronic documents has become increasingly important. In September 2025, several technology companies faced legal lawsuits due to improper preservation of electronic evidence, further emphasizing the importance of managing digital files.

In summary, after registering a company in the United States, keeping all important documents properly is not only a legal requirement but also a guarantee for stable business development. Companies should establish a systematic document management system, regularly check and update documents, and ensure the integrity, accuracy, and traceability of all records. At the same time, seeking help from professional legal counsel and accountants can better avoid potential risks, improve compliance levels, and enhance operational efficiency.