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Minute Book

Every nonprofit has its own digital Minute Book for storing its most important corporate documents.

By Andrew Brown

• 8 articles

What is a Minute Book?

All nonprofits are legally required to keep a set of corporate records. Nonprofits store those records in a “Minute Book”. Historically, Minute Books were large and fancy looking three ring binders. Inside the binder would be many tabs (manila coloured pages that act as page separators with small protrusions - large enough to write about one word - that stick out from the rest of the papers in the binder), each with a different category of documents named on the tab. Behind each tab would be the paper records that fit within the category of the applicable tab. Common tabs, or categories, include: - Incorporation documents, - Bylaws, - Director resolutions and meeting minutes, - Shareholder resolutions and meeting minutes, - Register of Directors, - Register of Officers, - Register of Members, - Notices Filed, and - Important Agreements.

Last updated on Jul 15, 2025

What am I seeing in my Minute Book on OrgHub?

Your nonprofit’s Minute Book on the OrgHub platform is where your organizataion’s most important corporate documents are stored. It is a collection of .pdf documents organized into categories. (Each category is similar to the Tabs that you would find in a paper Minute Book.) [ADD LINK] All of the Tabs (or categories) are shown on the left side of the Minute Book page. (If a Tab does not show in the list on the left side of the Minute Book then it’s because there are currently no documents in that Tab.) On the right side is a document viewer. You can see all of the documents in the Minute Book using the viewer on the right side of the Minute Book page.

Last updated on Jul 15, 2025

How can I view documents in my nonprofit’s Minute Book?

Each Tab in the Minute Book contains one or more documents. You can see the list of documents by clicking on the plus sign (+) of the applicable Tab. Once you do that, you will see the complete list of documents under that Tab as well as the Effective Date of each document (in the following format: yyyy-mm-dd). Just click on the Minute Book document in the list that you are interested in; it will then appear in the viewer on the right side of the Minute Book page.

Last updated on Jul 15, 2025

How can I download Minute Book documents?

There are two ways to download Minute Book documents: You can download multiple documents at one time by following these steps: 1. Click on Minute Book in the navigation menu to get to the Minute Book page. 2. On the left side of the Minute Book page, at the top of the list of Tabs, click on the “Show All” button. This will reveal all documents in the Minute Book. 3. Identify every document that you want to download by clicking on the box to the far right of each document in the list. 4. Click on the “Download Selected” button at the top of the list of Minute Book documents. 5. The system will prepare a .zip folder for download and will prompt you to select the location on your computer where you’d like it saved. 6. Once you choose a location and click on “Save”, the .zip folder will be downloaded. You can download one Minute Book document at a time from the viewer by following these steps: 1. Click on Minute Book in the navigation menu to get to the Minute Book page. 2. On the left side of the Minute Book page, click on the Minute Book document that you’d like to view. 3. After the Minute Book document appears in the viewer window to the right side of the page, you will see a black menu bar at the top of the document in the viewer. 4. Click on the download symbol on the right side of the black menu bar (it looks like an arrow pointing down towards a shallow tray). 5. The system will prompt you to select the location on your computer where you’d like the document saved. 6. Once you choose a location and click on “Save”, the file will be downloaded.

Last updated on Jul 15, 2025

How can I print Minute Book documents?

There are two ways that you can print Minute Book documents: You can download the documents onto your computer system and then print them from there. You can print one Minute Book document at a time from the viewer by following these steps: 1. Click on Minute Book in the navigation menu to get to the Minute Book page. 2. On the left side of the Minute Book page, click on the Minute Book document that you’d like to print. 3. After the Minute Book document appears in the viewer window to the right side of the page, you will see a black menu bar at the top of the document in the viewer. 4. Click on the print symbol on the right side of the black menu bar (it looks like printer). 5. The system will prompt you to select your printing preferences. 6. Once you choose your printing preferences and click on “Print”, the file will be printed using your chosen printer.

Last updated on Jul 15, 2025

How can I make changes to a document in my nonprofit’s Minute Book?

To modify a document in your Minute Book, you need to take the following steps: 1. Click on Minute Book in the navigation menu to get to the Minute Book page. 2. On the left side of the Minute Book page, find the Minute Book document that you’d like to modify. 3. You will see the word “Modify” to the right of the Minute Book document; click on the word “Modify”. 4. A pop-up will appear with the words “Modify Minute Book Document” at the top. Make the modifications that you like in here and then click “Submit”. You can make the following modifications to a document in your nonprofit’s Minute Book: - Change the category, or Tab, that it’s saved under. - Change its Effective Date. - Change its name. - Replace the Minute Book document with a different .pdf file. You must have Entity Lead or Entity Assistant permissions in order to modify a Minute Book document.

Last updated on Jul 15, 2025

How can I delete a document in my nonprofit’s Minute Book?

You can delete documents entirely from your nonprofit’s Minute Book by taking the following steps: 1. Click on Minute Book in the navigation menu to get to the Minute Book page. 2. On the left side of the Minute Book page, find the Minute Book document that you’d like to delete. 3. You will see the word “Modify” to the right of the Minute Book document; click on the word “Modify”. 4. A popup will appear with the words “Modify Minute Book Document” at the top. At the very bottom of the popup you will see the words “Delete this document (permanently)” in pink. Click on the words “Delete this document (permanently)”. 5. Another popup will appear, asking that you confirm your desire to delete the document and advising you that your document will forever be gone and this action cannot be undone. If you’d like to proceed then click “Yes”. You must have Entity Lead or Entity Assistant permissions in order to delete a Minute Book document.

Last updated on Jul 15, 2025

How can I add documents to my nonprofit’s Minute Book?

To add documents to a Minute Book: 1. Click on Minute Book in the navigation menu to get to the Minute Book page. 2. Click on the “Add Documents” button in the Minute Book page (on the left side, just above the list of Minute Book Tabs and documents). 3. You will be taken to a new page where you will see STEP 1 on the left and STEP 2 on the right. 4. Start with Step 1, uploading documents. You can upload up to 10 .pdf documents at a time. Select your documents by either clicking on the large box under the words “Step 1” (a popup will appear showing the available files on your computer) or by dragging and dropping your selected files into that large box. 5. Move on to Step 2 - assigning a name, Tab, and Effective Date to each document. (If you are unsure of what is contained in a document then simply click on the eye icon to the left of the applicable document; by clicking on the eye icon the left side of the page becomes a viewer and you can view the entire .pdf document (for example, to determine the Effective Date or to determine what name to assign to the document).) 1. Name: This is the name that will appear in the Minute Book to identify this document. It’s best to keep the name succinct but sufficiently descriptive so that you know what it is. For example “Resolution - Approve Name Change”. 2. Tab: This is the category that the document will be saved under. For example, if you are uploading Articles of Incorporation, you would select the “Incorporation Documents” tab. 3. Effective Date: This is the effective date written on the document. Usually the effective date appears near the top of the document or near where the document was signed. If you do not see an effective date on the document then you can use its filing date or signing date. The effective date will appear in the Minute Book next to the document name and the documents in each category, or Tab, are organized chronologically (with the oldest at the top and the newest at the bottom). Effective Dates are in the following format: yyyy-mm-dd. 6. Click on “Save All Data” (the button near the top of the Step 2 part of the page). 7. You can then start the process again and add more documents or return to the Minute Book.

Last updated on Jul 15, 2025