Can I keep my statutory books electronically in Hong Kong

Can I Keep My Statutory Books Electronically in Hong Kong

Yes. The Companies Ordinance (Cap. 622) permits company records to be maintained in electronic form. The records must be reproducible in a legible document and kept at a prescribed place in Hong Kong. This applies to all statutory registers: the register of members, register of directors, register of company secretaries, register of charges, and the Significant Controllers Register.

Electronic Statutory Books Hong Kong

Physical bound books are not required. Section 662 of the Companies Ordinance allows a company to keep its registers and records in electronic format, provided the information is accessible and can be produced in legible form for inspection. Your system must generate a certified true copy of any entry when required by the Companies Registry, law enforcement, or a person entitled to inspect the register.

Digital Statutory Registers Hong Kong

Digital statutory registers are acceptable under Hong Kong law. The key requirement is that the electronic records are kept at a prescribed place in Hong Kong. The prescribed place is either the company's registered office or another location within Hong Kong that you have notified to the Companies Registry. Keep your digital registers at a location other than the registered office, and you must file Form NR2 (Notice of Location of Registers and Company Records) with the Companies Registry to record that address.

Hong Kong Electronic Company Records

Hong Kong electronic company records must meet the same standards as paper records. The electronic system must preserve the integrity of the data and prevent unauthorised alteration. You must be able to produce a legible copy of any record on demand. This applies to all statutory registers, accounting records, and minutes of meetings. Accounting records must be kept for seven years, regardless of whether they are in paper or electronic form.

Keeping Company Records Electronically Hong Kong

Consider accessibility for inspection. The register of members is open to public inspection, and any person may request a copy. The Significant Controllers Register is not open to public inspection but must be available to law enforcement upon request. Your electronic system must allow authorised persons to inspect the records at the prescribed place during business hours without delay.

The Companies Registry accepts e-filing of most forms, including Form NR2, through its e-Services portal. Ensure your system can produce a certified true copy of any record for filing with the Registry or for production to the Inland Revenue Department. The seven-year retention period for accounting records applies equally to electronic records, and you must ensure the records remain accessible throughout that period.