All limited companies are required to have a share register. Only those who are registered there are deemed to be shareholders and have rights in the company.
All shareholders shall be named in the share register in alphabetical order, and their date of birth / organisation number and address shall be stated. How many shares each shareholder owns and the share numbers shall also be stated for each shareholder. If the company has several classes of shares, the class to which the shares belong shall also be stated.
When a share changes owner, the new owner shall notify the company (and document the purchase). The company will enter the new shareholder in the share register. The entry shall be dated. When the shareholder is registered in the share register, the shareholder shall be notified by the company that he/she has been entered in the share register and informed about what the entry includes.
The share register should be stored and kept in a safe and secure manner. It may be, loose sheets or index cards, but the share register may as well be electronic in the form of a table in a word processor or a spreadsheet. It must be possible to retrieve past entries and view the breakdown of shareholdings and changes at any time.
The share register is a public document, and everybody has a right to see it.