Each Country Manager shall take the necessary steps to secure the original version of the Documents on a therefore defined locked location.

The physical classification must be done as follows:

    • Folder Colour Code :
    • White : Corporate documents
    • Blue : Contracts (excluding project)
    • Indication on the edge of the folder :
    • Name of the Company
    • Company number (accounting number – see Annex X.1)
    • Corporate documents OR Contracts
    • Folder number (1, 2, 3) (in order to provide that there are several folders per company)
    • Years (plan to indicate all the years covered by the contracts/doc classified in the folder)

 

  • A main table of contents with the different sections :
    • Articles of Association,
    • Share registry,
    • Certificates/Publications,
    • Co-development Agreement;
    • Share Purchase Agreement (SPA);
    • Non-Disclosure Agreement (NDA);
    • Loan agreement ;
    • Insurance ;
    • Customers ;
    • Suppliers ;
    • Employees ;
    • Independent service providers ;
    • Lease Agreement ;
    • Bank Agreement ;
    • Services Agreements
  • Separators by Documents’ type
  • If a Document covers several Companies: each original must be filed in the corresponding Companie’s folder.

Documents will be stored for an undefined period in Corporify and even after the date imposed by legal archiving provisions unless the law requires its removal.

For each Document, one version is saved per Signatory (belonging to *CLIENT123* Group) with the appropriated Label(s) and Reminder(s).

[REMINDERS : it’s means that there is no unique database. For a document with multiple signatories, there will therefore be multiple document identification numbers for a single document in Corporify].