Is an electronic permanent list legally binding?

Yes. Electronic records and signatures meet U.S. legal standards when the ESIGN Act and state UETA rules are satisfied; ensure intent, consent, attribution, and retrievability under 15 U.S.C. §7001 and applicable state law.

When is notarization required?

Notarization is required only for specific instruments or state-mandated filings. For many corporate lists a notarized acknowledgement is optional; verify deed, POA, or other instrument requirements under the relevant state statute.

Can I use remote notarization for the list?

If the state permits Remote Online Notarization, use identity-proofing, audio-video recording, and retention rules per state notary guidance. Confirm RON status with the state notary commission before relying on RON.

How do I correct errors after signing?

For minor errors, append a dated amendment signed by authorized parties. For substantive changes, execute a replacement document or board resolution and retain both versions with audit metadata.

How long must I keep the permanent list?

Retain the list for the active corporate term and at least 3 years thereafter; tax- or HIPAA-related documents require longer retention such as 3 years (IRC §6501(a)) or 6 years (45 CFR §164.530(j)).

Who must authorize updates to the list?

Establish and document an approval process in corporate policy. Typically the corporate secretary or board delegates authority via resolution to officers who can sign and certify updates.

Electronic Signature
Templates
Miscellaneous
Business Permanent List

Business Permanent List

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

BUSINESS PERMANENT LIST

Parties and Identifying Information

Client Name:

Business Entity Name Business Address

Federal Tax Identification Number / EIN:

Entity Type (check all that apply)

Corporation LLC Partnership Other:

WHEREAS Recitals

WHEREAS, Client maintains a set of records, documents, and material information deemed permanent for ongoing business, legal, and regulatory purposes (the "Permanent Records"); and

WHEREAS, Client requires a written, maintained list of Permanent Records including custodial responsibility, storage location, retention rationale, and authorized access controls; and

WHEREAS, the parties wish to establish and record the Business Permanent List, set forth procedures for maintenance, and allocate responsibilities for payment, security, and retention of such Permanent Records.

Business Permanent List — Itemized Records

Use the fields below to identify permanent records retained by the business. Each entry must designate record type, description, custodian, physical or electronic storage location, original document date, and retention rationale.

Record 1 — Type Record 1 — Description

Custodian: Location:

Original Document Date: Retention Rationale:

Record 2 — Type Record 2 — Description

Custodian: Location:

Original Document Date: Retention Rationale:

Record 3 — Type Record 3 — Description

Custodian: Location:

Original Document Date: Retention Rationale:

If additional records exist beyond the entries above, attach an addendum identified as Business Permanent List — Addendum and sign and date that addendum in the same manner as this form.

Scope of Work

The following scope defines responsibilities concerning the preparation, verification, maintenance, and authorized dissemination of the Business Permanent List and associated records.

Detailed Scope

Payment Terms

Fees due for any services related to the preparation, storage, or retrieval of Permanent Records are set forth below. All payments shall be made in accordance with the schedule described.

Total Fee Payment Schedule Late Payment Charge

Term and Termination

This Business Permanent List remains effective for the period specified below unless earlier terminated in accordance with the notice provisions. Termination does not relieve obligations relating to retained Permanent Records or confidentiality.

Effective Date: Expiration Date:

Notice Period for Termination

Confidentiality

All information contained in the Business Permanent List and all associated Permanent Records shall be treated as Confidential Information. The receiving party shall not disclose Confidential Information to any third party except as required by law or with the prior written consent of the disclosing party. Confidential Information shall include, without limitation, ownership data, shareholder information, tax identifiers, and locations of original documents.

Obligations of confidentiality survive termination or expiration of this document for a period of five (5) years, provided that information that is required by statute or regulation to be retained permanently shall remain subject to confidentiality indefinitely to the extent permitted by law.

Acknowledged and agreed to by the signing parties.

Governing Law; Dispute Resolution

This document shall be governed by and construed in accordance with the laws of the state specified below. Any dispute arising out of or relating to this Business Permanent List shall be subject to the exclusive jurisdiction of the state and federal courts located in that state unless the parties mutually agree to binding arbitration in writing.

Governing State

Entire Agreement; Amendments

This Business Permanent List, including any executed addenda, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, negotiations and discussions, whether oral or written. No amendment or modification of this document is binding unless executed in writing by authorized representatives of both parties.

Representations and Certifications

Each party represents and warrants that it has full power and authority to execute and deliver this Business Permanent List and to perform its obligations hereunder. Each signatory certifies under penalty of perjury that the information provided on this form is true, accurate, and complete to the best of their knowledge.

Client

Client Name:

By:

Date:

Service Provider

Provider Name:

By:

Date:

What the Business Permanent List Is and why it exists

A Business Permanent List is a formal company record that identifies core legal and operational data to retain over the life of an entity. Typical content includes entity name, formation details, registered agent, officers and authorized signers, tax identifiers, and permanently retained policies or agreements. The list serves as a single-reference file for regulatory compliance, audits, corporate governance, and continuity planning, and should be updated whenever controlling information or signatory authority changes.

Why maintaining a Business Permanent List matters

A current Business Permanent List reduces compliance risk, accelerates audits and financial reporting, and centralizes authority for signing and record requests. It supports consistent handling of tax, banking, and legal processes and helps demonstrate good corporate governance practices in disputes or regulatory reviews.

Teams and roles that rely on the Business Permanent List

Keep a concise list of internal and external roles that use or update the permanent file.

Corporate Secretary or General Counsel who manage governance, filings, and board records and ensure legal accuracy.
Finance and Accounting teams for tax reporting, banking authorizations, and audit support during examinations.
HR and Operations for authorized signers, benefit plan administration, and vendor onboarding requirements.

Assign a single owner and a documented update cadence to prevent stale or conflicting records.

Primary document owners and typical users

Corporate Secretary

Responsible for compiling the permanent list, verifying officer and director entries, and storing official records for board and regulatory review. Typically owns updates after officer changes, mergers, or state filings.

Compliance Officer

Uses the list for regulatory checks, audit requests, and to validate signatory authority during third-party contract execution and due diligence processes.

Security and compliance elements to include

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Access Control: Role-based permissions and MFA

Audit Trail: Timestamps, IP, and action history

BAA Availability: HIPAA workflows require a BAA

Regulatory Standards: ESIGN, UETA, SOC 2 Type II

Accessibility: WCAG 2.0 Level AA support

Primary risks and consequences of an incomplete list

Tax Penalties: Missing filings can trigger IRC §6721 penalties

Contract Invalidity: Unauthorized signatures may be voided

I-9 Violations: Recordkeeping failures risk DHS fines

HIPAA Exposure: Patient data mismanagement risks penalties

Audit Delay: Incomplete records extend review time

Reputational Harm: Noncompliance damages stakeholder trust

Common preparation mistakes to avoid

Using inconsistent entity names across records, which can cause bank holds or tax mismatches and trigger manual reconciliation during audits.
Failing to record authorized signers’ effective dates and signature specimens, increasing the risk of accepting unauthorized or outdated signatures.
Storing only paper copies without indexed electronic backups, which slows search and risks loss in emergencies or litigation.
Not attaching supporting documents (formation certificates, EIN letter, board resolutions), causing delays when third parties request verification.

Step-by-step: compiling your Business Permanent List

Follow this sequence to assemble and verify core data for a compliant permanent list.

01

Gather Core Data: Collect formation records, EIN, and registered agent details.
02

Identify Authorities: List officers, directors, and authorized signers with roles.
03

Attach Proofs: Include board resolutions, bylaws, and incorporation certificates.
04

Secure and Record: Store encrypted copies and record version history.

How electronic completion and signing integrate with the permanent list

This flow shows the typical steps when preparing or updating a Business Permanent List electronically.

Document Preparation: Upload template and place fields for names and signatures.
Signer Assignment: Add signers, define signing order, and set authentication.
eSignature Execution: Signers authenticate and apply signatures online.
Archive and Audit: Store signed file with immutable audit trail and access controls.

Recommended digital workflow settings for updates

Configure your eSignature workflow to ensure traceability and secure updates to the permanent list.

Field	Configuration
Signer Authentication	Enable email plus SMS code for key signers
Versioning	Auto-increment and record editor for each update
Role-Based Access	Limit edit rights to governance and compliance roles
Retention Policy	Apply legal hold and archival rules on signed copies

Technical requirements and integrations to support the list

Choose a platform that supports secure eSignature, audit trails, and common integrations required by your systems.

File Formats: PDF, DOCX, and HTML supported
Integrations: Salesforce, NetSuite, Microsoft 365 compatibility
Authentication: SMS, email link, and SSO options

Ensure the chosen provider supports necessary compliance frameworks (ESIGN, UETA) and any industry-specific requirements such as HIPAA BAAs or 21 CFR Part 11 where applicable.

Key timing considerations for creation and updates

Track legal, tax, and corporate deadlines that affect when and how the permanent list must be updated and produced.

Annual Review:

Update the list at least once per fiscal year to reflect officer changes and resolutions.

Post-Filing Update:

Amend entries after state filing changes, mergers, or DBA registrations.

Tax Reporting:

Ensure EIN and signer data are current before year-end 1099 and W-2 generation.

Board Actions:

Record effective dates immediately after board resolutions granting authority.

Audit Requests:

Be prepared to produce verified records within typical audit windows.

Milestones in the permanent list lifecycle

Use this milestone sequence to track creation, verification, and archival events for the permanent list.

01

Initial Compilation

Gather formation documents and populate core fields.

02

Legal Approval

Board or authorized officer approves the compiled list.

03

Electronic Execution

Authorized signers e-sign and date the document.

04

Archival and Retention

Move signed master to secure archive with retention tags.

Comparing common eSignature pricing and capabilities

Cost and capability vary across providers; this table summarizes common plan starting prices and feature availability for eSignature tools used to manage permanent lists.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

How organizations use a Business Permanent List in practice

Real customer examples illustrate practical benefits and common implementation patterns.

Martin Properties — Tim Martin, Founder

The firm centralized owner and signer data to speed closings and loan sign-offs.

Mobile and offline signing reduced delays.
"I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Optica Ventures — Brian Fitzgibbons, COO

They simplified customer-facing verification by using a single, audited permanent list.

Interface ease improved external workflows.
"The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Practical tips for accurate and efficient list maintenance

Adopt these practices to keep the permanent list reliable and defensible in audits or legal proceedings.

Designate a Single Owner

Assign responsibility for updates and audits to one role, such as the corporate secretary, to avoid conflicting edits and to maintain version control.

Use Standardized Formats

Consistently use MM/DD/YYYY for dates, full legal names for entities, and exact registered addresses to reduce rejection by banks or regulators.

Attach Supporting Evidence

Keep linked copies of formation documents, board minutes, and resolutions alongside the list to provide immediate proof of authority during verification.

Audit Regularly

Perform scheduled audits and reconcile the permanent list with state filings and bank authorizations at least annually or after major corporate events.

Frequently asked questions about the Business Permanent List

Answers to common questions about validity, updates, signing, and legal compliance for the permanent list.

Need help? Contact support

Is an electronic permanent list legally binding?
Yes. Electronic records and signatures meet U.S. legal standards when the ESIGN Act and state UETA rules are satisfied; ensure intent, consent, attribution, and retrievability under 15 U.S.C. §7001 and applicable state law.
When is notarization required?
Notarization is required only for specific instruments or state-mandated filings. For many corporate lists a notarized acknowledgement is optional; verify deed, POA, or other instrument requirements under the relevant state statute.
Can I use remote notarization for the list?
If the state permits Remote Online Notarization, use identity-proofing, audio-video recording, and retention rules per state notary guidance. Confirm RON status with the state notary commission before relying on RON.
How do I correct errors after signing?
For minor errors, append a dated amendment signed by authorized parties. For substantive changes, execute a replacement document or board resolution and retain both versions with audit metadata.
How long must I keep the permanent list?
Retain the list for the active corporate term and at least 3 years thereafter; tax- or HIPAA-related documents require longer retention such as 3 years (IRC §6501(a)) or 6 years (45 CFR §164.530(j)).
Who must authorize updates to the list?
Establish and document an approval process in corporate policy. Typically the corporate secretary or board delegates authority via resolution to officers who can sign and certify updates.

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