Canadian entitites file boi data

Jumping ship from an outdated legacy system is a daunting prospect, but sticking with it will eventually create more problems than it’s worth.

Among other issues, your firm can face security breaches, non-compliance and the threat of being forced to migrate.

This guide will help you understand the risks of delaying migration and the benefits of moving to a modern system like Minutebox.

What Is Legacy System Data Migration?

Legacy system data migration involves transferring all records and data from outdated on-premises software to a modern, cloud-based platform.

For law firms and legal teams, this means shifting corporate records, such as minute books, ledgers, compliance data and legal records, onto a centralized legal entity management solution.

Common legacy systems include older tools like Corplink, ALF, Fast Company, Emergent and even Excel-based setups. While these tools may have worked well in the past, they often lack the security, efficiency and compliance features needed to meet today’s legal demands.

Why Law Firms and Legal Teams Are Moving Off Legacy Software

When a system causes more frustration than value, it’s a clear sign it’s no longer suitable.

Common issues with legacy systems include:

• Outdated user interfaces that make simple tasks time-consuming
• Lack of vendor support and software updates
• The threat of an end-of-life announcement
• Security vulnerabilities that put sensitive client data at risk
• Slow and tedious manual workflows that get in the way of productivity
• Support SLAs that no longer meet law-firm standards

The reality is that even if an older system still functions, it may not serve your firm’s best interests. 

Without regular updates or reliable support, problems grow over time, increasing the risk of data loss or compliance failures. These issues can disrupt business continuity and, in worst cases, lead to complete data loss.

For law firms and legal teams, the advantages of moving to a modern platform that supports efficiency and security greatly surpass the challenges of remaining on a legacy system.

Understanding the Cost of Inaction

Staying on a legacy platform might seem like the path of least resistance, that is, until a major issue occurs.

Delaying migration until something “big” happens results in other consequences that might not be so obvious upfront.

For instance, legacy systems rely on manual processes that take up a sizable portion of the day and increase the chance of errors.

And systems that have failed to keep up with the needs of law firms and legal teams often require complicated workarounds. Or they may use proprietary or restricted data formats, which can limit your ability to access and manage your data freely.

Older systems also demand more maintenance, pulling IT resources away from other priorities and driving up costs.

Additionally, vendor risks, such as platform sunsetting, can force migrations on unfavorable terms. The various software owned by Dye & Durham is a prime example of this. Firms using tools like Corplink, Fast Company, Minit Inc and Emergent may face challenges due to vendor-driven migrations, such as the transition to Unity Entity Manager. 

For example, the Fast Company subscription agreement states that Dye & Durham can use customer data to test and validate migration to Unity, with only 30 days’ notice before moving data to the cloud. This can create difficulties for firms, as it limits their control over the migration process and timeline, especially when transitioning from on-premise to cloud-based solutions. 

More critically, it raises data governance and privacy concerns. Most firms require significant IT, privacy and risk assessments before transferring sensitive client data to a cloud environment. Without adequate notice and control, such a migration may breach obligations under privacy legislation like PIPEDA, GDPR, Quebec’s Law 25 or the California Consumer Privacy Act (CCPA), and may also conflict with Canadian data residency requirements or violate terms of client retainer agreements.

Waiting until a crisis forces your hand can leave your firm scrambling to secure data or adapt to new workflows, creating unnecessary stress and risk.

What to Expect When Migrating to MinuteBox

Migrating to a new system seems like a monumental task, so it’s tempting to seek out a platform that promises to migrate your data within 24 hours.

As convenient as this sounds, the “one-size-fits-all” approach comes with a fresh set of problems. It often means zero customization and a rushed onboarding process that skips over the things that really matter, like training your team, configuring system settings to suit your workflows, adapting firm precedents and ensuring change management is handled properly. 

While it might be enticing to see your data migrated in 24 hours, that’s only part of the story. The truth is, data migration is the easy part—any vendor can do that. What truly sets a successful transition apart is a thoughtful onboarding plan tailored to how your firm operates, ensuring long-term success, not just short-term convenience.

MinuteBox offers flexible migration plans designed to fit your firm’s unique needs, including options for tailored onboarding.

Here’s what to prepare before migrating:

• Provide a data snapshot: Export your current database or records from your legacy system, such as Corplink, Fast Company or Emergent. Your IT team may assist with this step, but MinuteBox can guide you through the process if needed.
• Share key documents: Submit materials like your firm’s logo, letterhead, standard share terms, retainer agreements, client intake forms and incorporation questionnaires within two weeks of signing your order form to support customizations.
• Identify key team members: Assign staff with knowledge of your entities to assist with data review and validation during the migration process.

The migration process follows these steps:

• Initial assessment: The process starts with an initial data assessment and how your firm uses its current system. This includes determining whether a database-to-database import (flexible, for systems like Corplink or Enact) or a record-to-database import (for systems like Fast Company) is best, based on your legacy platform.
• Data mapping and import: Legacy data is often messy and unstructured. MinuteBox unravels and organizes your data into a structured, legal-friendly format, tailored to your firm’s needs, where possible. MinuteBox performs an initial import, followed by a review phase where your team verifies a sample of entities (for ex., 20 entities).
• Feedback and refinement: Your feedback on the initial import helps MinuteBox adjust mappings based on your firm’s unique use of the legacy platform and resolve issues. This iterative process typically involves one to two data transfers, depending on the complexity of your database.
• Finalization and onboarding: Once adjustments are complete, the import is finalized and your team transitions to full use of MinuteBox, supported by training and ongoing assistance.

The MinuteBox team has extensive experience in handling migrations from legacy and other platforms, such as:

• Corplink
• Alf
• Enact
• Emergent
• Fast Company
• Athennian
• Appara
• Diligent
• hCure
• Corporate Focus
• and more…

Therefore, we understand and are well-versed in handling the data structures, workflows and challenges each system presents. 

Our team’s approach ensures your firm’s data is not only transferred accurately, but it’s also optimized for the unique way your firm operates.

Full onboarding is assured, with options for dedicated support from an onboarding specialist, depending on your plan. Ongoing training and resources are also available to help your team use MinuteBox to its fullest potential.

How MinuteBox Makes Data Migration Smooth and Secure

We take security and compliance seriously because we know how crucial it is for law firms and legal teams.

MinuteBox is SOC 2 Type II, ISO 27001, 27017 and 27018 audited and compliant. 

All files are uploaded using pre-set secure links to designated folders. Granular access controls prevent unauthorized changes and every action, from logins to data edits, is tracked in a comprehensive audit trail for accountability.

The role of your IT team during the migration process is minimal but valuable. They may assist with exporting the legacy database, but MinuteBox handles the core migration tasks, including data mapping and import. If your firm lacks IT resources, MinuteBox’s team manages the entire process, making it accessible for all firms.

Post-migration, MinuteBox offers ongoing support from legal tech specialists to address any questions or issues.

Finally, you can rest assured that MinuteBox offers fully compliant systems and workflows via its market-leading privacy standards and data processing agreement (DPA).

Gaining Control After Migration: No Vendor Lock-In

We already mentioned that some legacy system vendors force you to migrate, whether you want to or not.

In the case of Dye & Durham, there has been widespread discontent, particularly regarding the DoProcess acquisition and subsequent price hikes that firms have been forced to pass on to clients.

This lack of choice and freedom demonstrates that it not only affects law firms and legal teams but also has a detrimental effect on their clients.

In contrast, MinuteBox gives firms control over all their data. We refuse to lock our users into closed ecosystems such as Fast Company’s unstructured hex/binary setup or Corplink’s proprietary 4D database.

Instead of trapping customers in an inescapable system, each customer retains full control over their data. MinuteBox assures openness and full autonomy every step of the way, including:

• Storing data in open-standard, structured JSON files.
• Enabling on-demand data export.
• An enterprise backup module allowing law firms and legal teams to maintain a full, cloud backup of their data that is completely within their custody.

Is It Time to Migrate Your Firm’s Legal Data?

If your legacy system causes constant frustration, it’s time to consider an upgrade.

We encourage you to evaluate your current system. If you find any of the following problems, then it’s time to explore your options:

• A user experience that nobody enjoys
• Constant manual data input and convoluted workarounds
• Limited or non-existent collaboration tools
• Security and compliance breaches (or near misses)
• The inability to integrate properly with modern tools like DocuSign, government registries and World Online

If these issues sound familiar, we invite you to a free data migration consultation with MinuteBox to learn how we can free your data via a custom plan.

Conclusion: Your Data Deserves Better

Your firm’s data is too important to remain trapped in legacy software. Your success hinges on data control, high security and retaining structured records, all things that outdated platforms can no longer provide.

Even though you may feel stuck, rest assured that you are not. Switching is not hard when you have the right support by your side.

With MinuteBox, the transition is straightforward and supported every step of the way. You gain a modern platform that prioritizes security, efficiency and flexibility, all while retaining full autonomy over your data.

Migrate to MinuteBox and see what we can do for you

Migrate to MinuteBox

FAQ – Data Migration from Legacy Systems: A Seamless Transition for Law Firms & Enterprises

Will my firm lose any data during migration?

With MinuteBox, we do our best to migrate your data as completely and accurately as possible, outperforming other vendors. Our goal is to transfer all your usable data, but some older legacy systems might have issues like corrupted or incompatible data that can make things tricky. 

Our team works closely with you to keep problems to a minimum and make the migration as smooth as possible.

Is MinuteBox secure enough for sensitive legal records?

Yes, MinuteBox is secure enough for sensitive legal records. We are SOC 2 Type II, ISO 27001, 27017 and 27018 audited and compliant. Additionally, granular user controls, audit trails and market-leading privacy and data policies keep your data safe and secure during the migration process and beyond.

Can I migrate only part of my entity data to start?

Yes, MinuteBox supports partial migrations, allowing your firm to test the platform with select entities or datasets before committing to a full migration.

How many times does data need to be transferred during migration?

Data is typically transferred twice: once during an initial test import and again during the final cutover. The timing and structure depend on the scope of your migration agreement. If the data import requires an extra cutover review, plan for additional time to avoid errors.

Can MinuteBox integrate with my firm’s existing tools?

Yes, MinuteBox supports integrations with Single Sign-On (SSO), iManage, DocuSign, Adobe Sign and Intapp Walls, depending on your plan. It also offers data exports in formats that can be imported into Aderant for billing purposes.

The Corporate Transparency Act (CTA) was enacted on January 1, 2024. The authors of the CTA decreed a mandate that requires all qualifying business entities to submit beneficial ownership information (BOI) reports to the Department of Treasury’s Financial Crimes Enforcement Network (FinCEN).

Two months later, on March 1, 2024, a US District Judge in Alabama ruled on a case brought before the court by the National Small Business Association (NSBA), an organization representing over 65,000 small business entities across the United States. The judge ruled that the CTA is “unconstitutional” and that lawmakers overstepped their bounds.

What is the purpose of the Corporate Transparency Act?

The CTA is part of a broader government effort to crack down on white-collar crime. US federal agencies and financial institutions annually identify unlawful transferrences of capital through money laundering or corporate sponsorship of international terrorism — actions that, in the government’s opinion, undermine national security.

As a result, the CTA gives FinCEN greater authority and oversight of suspected culprits of these crimes. Qualifying business entities must provide detailed BOI reports to FinCEN, which will store those records in secure databases and use them to monitor suspicious financial activities.

What were the details of the Alabama case?

The NSBA challenged the legal authority of the CTA and took the government to court seeking a summary judgment. Federal District Judge Liles C. Burke in Alabama issued a 53-page opinion about the case, which a Forbes contributing writer dissects in detail.

At the heart of the lawsuit is the fact that legal entities in the United States register with individual states where they choose to operate. The incorporation of those entities is a matter for the states to decide, along with the ability to prosecute those businesses for suspected financial crimes.

The NSBA argued that the CTA gives the federal government’s national security and foreign affairs matters the right to interfere with how individual states regulate businesses. Additionally, they argued that limited liability corporations (LLCs) may engage in interstate commerce, but not all entities pursue these opportunities.

The CTA requires all entities — even those that never cross state jurisdictions — to abide by the federal government’s mandate. Judge Burke ruled these grounds warranted an unconstitutional ruling of the CTA, though the federal government launched an appeal to the Eleventh Circuit.

Who is a beneficial owner under the CTA?

Within the CTA is specific language that defines a beneficial owner. According to the CTA, a beneficial owner is anyone who — directly or indirectly — maintains a 25% ownership interest in a corporate entity. Additionally, a beneficial owner is anyone who — again, directly or indirectly — maintains substantial control over business operations through voting rights.

Shareholders who fit the profile of a beneficial owner must provide their personal information — name, address, and a government-issued identification number — to the entity management department. That data is then processed and submitted to FinCEN as a BOI report.

Are some entities exempt from BOI reporting requirements?

The CTA allows authorities to gather beneficial ownership information from thousands of legal entities. However, FinCEN has detailed 23 types of legal entities that are exempt from the BOI reporting requirements.

Most exemptions revolve around the financial sector in the form of banks, credit unions, venture capital firms, depository institutions, or money services businesses. Government authorities, public utilities, and securities exchanges are also exempt from reporting BOI data to FinCEN.

What does the Alabama case ruling mean for BOI reporting?

So, what does the NSBA case against the Treasury Department mean for the future of BOI reporting requirements? There are two key takeaways from the case.

Firstly, Judge Burke clearly stated in his ruling that the injunction against the CTA only applies to businesses enrolled in the NSBA before March 1, 2024. Businesses that are registered members of the NSBA have a temporary pause on compliance with the CTA while the case is under appeal at the Eleventh Circuit.

For most businesses, the ruling has no impact whatsoever. FinCEN requires BOI reports from entities registered on or after January 1, 2024, within 90 days of receiving their articles of incorporation. Any entities registered before January 1, 2024, have until January 1, 2025, to submit their BOI reports to FinCEN.

How to prepare your BOI reports for FinCEN

While many entities still have several months to submit their BOI reports to remain in compliance with the CTA, it’s best to start gathering that information now. It’s much more effective for your entity management team to have all the information they need well in advance of the deadline to avoid last-minute scrambles and gaps in required data.

Intuitive entity management software can assist your legal and compliance departments with these tasks. Platforms like MinuteBox include pre-built templates and guided widgets that help your teams build detailed reports. The technology saves valuable working time and makes the process of gathering, filing, and securing entity management data quick and painless.

Additionally, you can use the platform’s Corporate Transparency Register to comply with all obligations under the CTA. Here, you can build detailed shareholder ledgers and create a comprehensive list of all beneficial owners with significant controlling interest in the company.

Once the data is in the platform, you can easily create detailed minute book records of all beneficial owners. Since the information is stored in your platform, filing and submitting the BOI reports to FinCEN is a breeze.

Prepare your legal entity for the next step of beneficial ownership reporting. Join the MinuteBox revolution today, and stay ahead of the game while maintaining compliance.

Compliance with the Corporate Transparency Act is a necessary legal obligation so that entities avoid the repercussions of non-compliance. Qualifying beneficial ownership data must be submitted to federal regulators at FinCEN by pre-determined filing deadlines to maintain compliance with the enforced laws.

However, many legal entities risk undermining their compliance only weeks after the enactment of the CTA legislation. According to a joint study by Deloitte and the Association of Corporate Counsel (ACC), nearly one in three legal entities still need a corporate compliance calendar.

What is the use of a compliance calendar?

Most corporate entities have annual filing deadlines for legal, tax, and accounting purposes. A corporate compliance calendar keeps track of all compliance filing deadlines, which can include:

• Corporate meeting minutes
• Reporting obligations
• Industry filings
• Permits or accreditations
• Merger or acquisition filings
• Beneficial ownership reports

A compliance calendar also assists with operational efficiencies, such as standardizing compliance workflows and assigning compliance tasks to key filing dates. Aligning the compliance calendar with an organizational chart also helps expedite approvals and signatories from key organizational stakeholders.

These are among the strategic business benefits that come from maintaining a corporate compliance calendar. Unfortunately, entities with limited legal entity management resources — working time, compliance budgets, corporate counsel staff — fail to reap these benefits.

What are the costs of non-compliance?

A compliance calendar ensures all filings are submitted by the appropriate deadlines. The compliance calendar also increases compliance awareness across the business. Greater awareness leads to fewer data or clerical errors, streamlining the entity management process.

However, what’s the biggest reason why your entity needs a corporate compliance calendar? According to Ponemon Institute LLC — with sponsorship from Globalscape — the average cost of non-compliance is $14.82 million.

In a benchmark study of multinational organizations, the researchers determined that the average annual cost of compliance is $5.47 million. Contrast this cost with the cost of non-compliance, and it results in 63% annual savings by simply submitting reporting data at the appropriate deadlines.

Additionally, the cost of a single non-compliance deadline amounts to revenue losses of $5.87 million for the average legal entity. If one out of three entities still lacks a corporate compliance calendar, this means billions of potential revenue dollars are sacrificed for no justifiable reason.

What information goes on a compliance calendar?

The Corporate Transparency Act was enacted to improve how corporate entities report data on their beneficial owners. The Act is part of a government effort to crack down on money laundering, tax evasion, and other financial crimes nationwide. A corporate compliance calendar tracks all filing deadlines so that ownership data is transparently submitted without penalty.

However, a compliance calendar isn’t just useful for tracking external filing deadlines. You can use your compliance calendar to set operational compliance workflows and assign deadlines to each entity management team member. This ensures that all reporting requirements are tracked using project management strategies so that filings are submitted in detail and on time.

How to create a corporate compliance calendar

If you’re amongst the one in three legal entities without a compliance calendar, it’s time to change that approach. Assess your business needs and evaluate your past compliance processes to proactively make improvements to those workflows.

Once you’ve mapped out your compliance objectives, you can create your compliance calendar. Many modern business entities use legal entity management software like MinuteBox, which has a built-in compliance calendar to automate, streamline, and verify all compliance workflows.

Using the calendar’s guided template, follow these steps to build a compliance workflow.

• Review current compliance trends, laws, and reporting requirements.
• Upload the dates into your entity management platform compliance calendar.
• Create a work-back schedule that contains all internal reporting deadlines.
• Set up reminders for each team member and schedule them for deployment.
• Review and modify your compliance calendar as needed.

Are you tired of conducting compliance workflows without a proper compliance calendar? Become a modern compliant business entity by joining the MinuteBox revolution. You’ll effectively maintain compliance with speed and precision while avoiding the steep financial penalties of non-compliance.