Reserve Records

The reserve record format

Our reserve logs follow a newspaper-style index structure: large section headings for wallet groups, narrow columns for verification metadata, and amendment pages that preserve revision history without discarding prior entries.

Core sections

Wallet inventory index

Each offline wallet receives a permanent reference number. The index lists address (partial for security), asset type, associated book account, and current verification status. New wallets are appended; retired wallets are marked closed with closure date and disposition note.

Verification log

Every balance confirmation records the date, method (on-site inspection, signed attestation, video witness), and name of verifying party. Blank verification fields are flagged in red on draft copies so gaps are visible before binding.

Custody chain register

Tracks hardware device location, seed phrase custody (without recording the phrase itself), backup storage arrangements, and signatory roles. Changes trigger amendment pages rather than overwriting prior entries.

Reconciliation memo

Narrative summary linking on-chain balances to book entries. Written for accountant review: states assumptions, notes timing differences, and identifies items requiring client confirmation.

Amendment discipline

When a wallet moves offices or a signatory rotates, we bind amendment sheets into the existing volume. The index cross-references amendment page numbers. This preserves the audit trail that auditors expect from paper-based corporate records.

Digital copies

Bound volumes are primary. PDF copies accompany delivery for accountant distribution. PDFs are watermarked with engagement date and revision number.

Sample layout

Request a walkthrough

Accountants and trustees may request a sample index page during intake. Contact us to schedule a review of the format before engaging.

Next steps

• Reserve Log Audit — full engagement details
• Documentation Setup — for first-time documentation
• Rates — current fee guide