Correctly filing corporate documents goes far beyond whimsy and precision. This is a crucial activity for the company to meet compliance requirements, protecting not only its own interests but also the interests of any people or institutions with which it maintains some type of formal relationship.

Considering that legal entities do not have a business existence is needed. They exist through facts, acts, decisions, and initiatives, taken by the individuals that comprise them. Besides, every type of material event related to a company’s activity needs to be perfected through a document.

The larger the company, the greater the need for this documentation to be correctly organized, classified, stored, controlled, and archived. A difficult issue that is compounded by the various rules, deadlines, codes, forms, and specificities that apply in a completely different manner depending on the case.

Therefore, document management is essential to be carried out correctly, otherwise, the company will suffer losses.

What are the impacts of incorrect filing?

The consequences of incorrect filing range from the simple need to re-ratify the act to, in extreme cases, the occurrence of major financial losses caused by the loss of business opportunities that require documentary legal standing. Whatever the loss, mistakes almost always arise from a lack of knowledge regarding the applicable rules, as well as from a lack of practice experience in using the physical and electronic forms made available by the Commercial Registries for filing acts.

In some cases, we are called in to correct the Basic Entry Document (DBE) of a National Corporate Taxpayer’s Register (CNPJ), where the applicant unintentionally selects the wrong option making it impossible to continue with the filing.

In other situations, the use of an event that is not in compliance with the resolutions may result in erroneous filing. Something that can make it impossible to update the registration with the Federal, State, and Municipality Revenue, with the consequent need for rework and loss of time.

Mistakes can, therefore, end up causing a cascade effect, the solution to which becomes progressively more complex as it affects multiple levels. In addition, if they are not correctly identified, taking the necessary steps to correct them becomes even more difficult.

Detecting and solving problems

Solving problems caused by incorrect filing at times takes a material amount of time and funds. In most cases, reviewing all the steps taken is necessary, paying attention to every detail involving checkboxes, codes, numbers, information, deadlines, regulations, and documents, among many other aspects.

A situation that requires a thorough analysis to identify the problem and, once identified, to define the best strategy to “unlock” the process as quickly and cost-effectively as possible. A job for which most companies do not even have qualified personnel.

PLBrasil Paralegal has qualified and trained professionals to carry out all registration required from establish to the operation of your business, including filings with the Commercial Registry and problem-solving. Furthermore, it offers its clients, through its own platform, a document hub, where all corporate documents and history are concentrated and permanently available.