Value Proposition: Organizing Company Data is not just “file formatting”; it is the transformation of entity data (Legal/Tax/Bank/Contacts/Contracts) into a single reference file that can be referred to when: opening a bank account/updating KYC, external audit, establishing ERP, or unexpected requests from management. This template produces traceable records: what is the data? Where is its evidence? Who owns it? And what is the latest update on it?

In 20 seconds: What will you get?

• A central register for company data: entity definition + official identifiers + points of contact — instead of data scattered across emails and employee files.
• A clear document index: every piece of information has an evidence (attachment/link/reference) + its storage location.
• Responsibilities Matrix: Who owns the data? Who reviews it? Who approves its updates?
• Change Log: What changed? Why? Who updated it? And when?
• Delivery readiness checklist: to deliver the company file to the auditor/bank/management without reassembling each time.
• Proposed archiving structure (Folder Structure): links the register to its storage location to reduce “lost files”.
• A ready-made Pack template: produces a “Company Data Pack” that can be printed/sent or shared internally.

CTA related to outputs: you will receive a Company Data Register + Document Index + Change Log ready for filling and delivery.

Suitable for

• Chief Accountant / Financial Controller: Needs a stable reference file for company data instead of gathering it for each audit/bank request.
• ERP/Finance Ops: Wants to prepare an organized “data source” before establishing ERP or migrating data.
• Multi-entity Management: Needs to unify entity data (Legal/Tax/Bank) and evidence of its updates.

Not suitable for

• Those seeking “full automation” without an owner for each item—the template relies on data governance and a clear update path.
• Those looking for informational answers outside their scope of work such as: “The company producing the wordperfect program is” — the product pertains to your company data, not information about other companies.

Without the template / With the template (short comparison)

Before Use: 5 Symptoms That Company Data is “Not Deliverable”

• A simple request (registration data/address/authorized signatories) turns into hours of searching through files and employees.
• Multiple copies of the same document (old/new) without a clear update date.
• No clear owner for sensitive data (Bank/Tax/Contacts) leading to delayed responses and increased errors.
• Delivery to the auditor or bank is done “as available” rather than according to a fixed reviewable list.
• When changing employees/handing over tasks, knowledge is lost because there is no institutional reference file.

How does organizing company data work in practice?

Step 1: Preparation and Document Collection

• Define the required data scope (Legal/Tax/Bank/Contacts/Key docs) based on your needs: audit, bank, ERP, or establishment.
• Gather essential documents (licenses/registrations/delegations/bank letters) and prepare a unified storage location (Data room/SharePoint/Drive).
• Assign Owners for each area (e.g., Legal/Tax/Treasury/HR/Finance) to establish who updates and who reviews.

Step 2: Fill in the Template and Link Each Piece of Information to Its Evidence

• Fill in the Company Data Register: entity identifiers + operational data + points of contact.
• Fill in the Document Index: for each item “document name + version/date + storage location + link/reference”.
• Fill in the Owners Matrix + define approval levels (who reviews? who approves?).

Step 3: Issue Pack for Delivery + Run Periodic Updates

• Produce the “Company Data Pack” for delivery (summary + register + document index) according to the target entity (auditor/bank/management).
• Run Change Log: any update is recorded (what changed/why/who/when) with supporting evidence.
• Establish a review cycle (monthly/quarterly) to close exceptions and ensure the file remains “current” rather than an old archive.

Template Components (Clear Inventory)

1. Company Profile & Identifiers Register
   • Practical Purpose: Compile company identifiers and basic data on one page (Name/Legal form/Addresses/Contacts).
   • When Used: For any official request: audit/bank/supplier/major client/ERP.
   • Resulting Evidence: Updated profile register with date + Owner + reference to supporting documents.
2. Legal Entities & Group Structure
   • Practical Purpose: Document the parent company/subsidiaries/branch/entity within the group.
   • When Used: In groups (Holding/Group) and during management requests or entity-level reporting.
   • Resulting Evidence: Entity register + links to incorporation documents + Owner for the legal/financial area.
3. Registrations & Compliance Index
   • Practical Purpose: Establish company registrations (according to your environment): tax/social security/licenses… with expiration dates.
   • When Used: During audits, when updating KYC for banks, and during compliance reviews.
   • Resulting Evidence: Compliance register + expiration dates + proof files/links.
4. Bank Accounts & Signatories Register
   • Practical Purpose: Document bank accounts + signing authorities + supporting correspondence/letters.
   • When Used: When opening/updating an account, changing signatories, or during internal audit procedures.
   • Resulting Evidence: Bank register + authorization evidence + last review date.
5. Key Contracts & Policies Index
   • Practical Purpose: A list of key contracts and reference policies that frequently arise in management/audit inquiries.
   • When Used: During disclosure requests, when handing over tasks, and during risk reviews.
   • Resulting Evidence: Index of contracts/policies + links to approved copies.
6. Owners & Contacts Matrix
   • Practical Purpose: Identify “who owns” the update of each part and who approves changes to reduce delays and version conflicts.
   • When Used: From day one of operation + when changing employees + during internal governance.
   • Resulting Evidence: Owners matrix + escalation path + review date.
7. Document Index + Archive Structure
   • Practical Purpose: Link each piece of information to its evidence and storage location (Folder path / Link) to reduce “lost attachments”.
   • When Used: During any delivery to entities or audits or internal requests.
   • Resulting Evidence: Document index + Evidence index + delivery readiness (Delivery checklist).
8. Change Log + Sign-off
   • Practical Purpose: Document what changed, why, and who approved, instead of invisible updates.
   • When Used: With every update + at the end of each review cycle (monthly/quarterly).
   • Resulting Evidence: Change log + Version + Prepared/Reviewed/Approved.

What should be included in the delivery?

• 01-Pack Index: Data scope + release date + Owners + update policy.
• 02-Company Register: Company profile register with identifiers, addresses, and contacts.
• 03-Entities/Structure: Entity structure register (for the group/branches) as needed.
• 04-Compliance Register: Index of registrations and licenses + expiration dates + evidence.
• 05-Bank & Signatories: Register of accounts and signatories + supporting documents.
• 06-Contracts/Policies Index: Index of key contracts and policies + links to approved copies.
• 07-Owners Matrix: Who updates? Who reviews? Who approves? + escalation path.
• 08-Document Index: List of documents + storage location + link/reference + status (Current/Expired).
• 09-Change Log: Change log + reason + attachments + effective date.
• 10-Sign-off: Prepared/Reviewed/Approved + summary of what was updated in the version.

Common Use Cases Within Companies

• Delivery file for the auditor: When requesting entity data and supporting documents, deliver one Pack instead of repeated gathering.
• KYC/Banks: Quickly prepare company data, authorized signatories, and accounts with evidence for each item.
• ERP/Data Migration: Establish a “source of truth” for entity data before entering it into the system.
• Group Structure: If you are within a holding company or managing a core company with operational entities, unify data and show the responsibility of each entity.
• Various Saudi Sectors: The same template serves finance teams whether you work in (for example) Saudi Marketing Company or Saudi Recruitment Company or Saudi Investment Company for Recycling or International Human Resources Company — because the approach is the same: Register + Evidence + Owner + Update.
• Multi-activity Company: If the Integrated Company encompasses more than one activity, the template helps separate core data from files of each activity while linking them with the same evidence rules.

After Implementation (Two Points Only)

• Operational Result for the Team: Any data request (audit/bank/management/ERP) turns into a “delivery Pack” instead of starting from scratch, with clear Owners and update dates.
• Control/Audit Result: You have Traceability: every piece of information has evidence + storage location + Change Log + Sign-off, thus allowing data updates to be tested instead of relying on memory.

FAQ — Questions Before Purchase

Is the template suitable for Saudi companies?

Yes, because it builds the entity data file based on the logic: identifiers/documents/data owners/updates—and this is typically what is needed for banks, audits, and internal governance.

Is it suitable for holding companies and groups?

Yes. There is a section for registering the structure of entities and linking each entity to its data owners and documents, preventing the mixing of entity data in an unstructured file.

Is it suitable for the core company or the integrated company?

Yes. For the core company, it helps establish a “single data source”; for the integrated company, it helps separate the core company data from activity files while maintaining the same evidence and update rules.

What is the minimum data required to get started?

Basic identification data + available official documents (even if incomplete). The idea is that the template shows the “missing” as items on a list that can be closed instead of remaining unknown.

Is it suitable as a delivery file for external or internal auditors?

Yes, as a reference Pack: Data register + Document index + Owners + Update dates. It does not replace detailed working files, but it reduces resubmission requests and establishes data reference.

Can it be linked to ERP or Data room?

Yes. The template acts as an “Index” and links to folders/documents in SharePoint/Drive/Server, and can be used as a compilation source before entering data into ERP.

How are updates controlled?

Through Change Log + Versioning + Sign-off at the end of each review cycle, ensuring that any change has a reason, evidence, and responsible approval.

Does it handle departmental differences (Legal/Tax/Treasury/HR)?

Yes, through the Owners Matrix: each department owns its part and is accountable for it, rather than company data becoming an undefined responsibility.

Ready to stop gathering company data every time and start delivering a fixed Pack?

Outputs: Company Data Register + Document Index + Owners Matrix + Change Log with Sign-off and archiving and auditing capability.