The best way to organize your records is to structure your corporate files as if you intend to share that information in a data room during M&A due diligence. There are extensive lists of document requests available online to get an even deeper sense of the level of maintenance and organization you should aim for. But the following list gives you a straightforward, relatively simple organizational structure you can implement across your company.
M&A Due Diligence File Directory Structure
- Corporate Documents
- Articles of Incorporation
- Bylaws and Amendments
- Shareholder Agreements
- Capitalization Table
- Board Meeting Minutes
- Financial Information
- Financial Statements
- Tax Returns and Filings
- Budget and Forecast Reports
- Audit Reports
- Accounts Receivable and Payable
- Legal Documents
- Litigation and Dispute Files
- Intellectual Property Documentation
- Patents and Trademarks
- IP Agreements and Licenses
- Regulatory Compliance Documents
- Contracts and Agreements
- Vendor Contracts
- Bank Agreements
- Operational Information
- Business Plans and Strategies
- Operating Units and Organizational Chart
- Product and Service Descriptions
- Inventory Lists
- Supply Chain Documentation
- Production Schedules and Reports
- Human Resources
- Employee Contracts
- Salary and Compensation Plans
- Benefits Plans
- Employee Handbook
- Organization Chart
- Sales and Marketing
- Customer Lists and Relationships
- Customer Agreements
- Sales Reports and Analytics
- Marketing Strategies and Plans
- Market Research Reports
- Branding and Advertising Materials
- Press Releases and Public Announcements
- IT and Systems
- IT Infrastructure Documentation
- Software Licenses and Agreements
- Commercial Software Packages in Use
- Data Security Policies
- System Architecture Diagrams
- Technology
- Technology Overview and Software Architecture
- Technical Architecture Diagrams
- Security Audits and Certifications
- Third-Party Systems and Open-Source Code in Use
- Real Estate
- Property Deeds and Titles
- Lease Agreements
- Zoning and Environmental Reports
- Facility Management Plans
- Risk Management
- Insurance Policies and Claims
- Risk Assessment Reports
- Business Continuity Plans
- Environmental and Health & Safety
- Environmental Compliance Reports
- Health and Safety Policies
- Incident Reports and Records
- Strategic Partnerships
- Joint Venture Agreements
- Partnership Contracts
- Collaboration Agreements
This list can feel a little intimidating at first. But if you approach it systematically now, it’s relatively easy to maintain this structure moving forward—preparing you for any future need for your records.