Importing data from other systems into Kudocs (part of migrating to Kudocs)
What data do I need to import into Kudocs? When you add an existing entity to Kudocs, we uses Companies House as the source data to create the account with all the current information that Kudocs needs to create an account that you can use going forward. For more information on this, see here: https://www.kudocs.co.uk/faqs/full-and-quick-onboarding/
This includes:
- current and historic officers
- current and historic PSCs
- Charges
- Previous entity names
- Current shareholders and share capital.
That is great for moving forward, but what about historic data not provided by Companies House? Because Companies House does not store information about previous shareholders or share capital (previous confirmation statements and share capital filings are available as pdfs on the Companies House website, but that data is not stored in their database) we need to get that information from elsewhere.
That is not a problem! If you have years of history (which Companies House does not store), you can drag and drop that information into Kudocs and it will create the registers for you. Kudocs just needs to be able to read that data digitally (so hand-written records might be a problem!). This is what many of our customers use to complete the data migration into Kudocs.
Can I import data from other systems into Kudocs? Yes. You can import data from PCSec and Diligent, with more integrations with other cosec systems coming as well. Kudocs also provides an AI tool that will allow you to import data in your own format (ie not in a pre-defined structure).
What are the limitations of this import tool? Hopefully very few! We have built this tool to extract and import as much information from previous records as possible. We use different technology to import data from different sources – e.g. we can read and extract data from other cosec systems that we know about (because they have a standard layout and format), and we use AI to extract data from formats that we may not have seen before. Please note that this service is provided on an ‘as is’ basis and it is designed to do the best that it can, but we cannot guarantee that it will extract all data or the data correctly. This is because certain documents may contain information and data in a format or style that our system cannot read or understand. Things to be aware of include:
- Data in locations that does not make sense (e.g. where a shareholder name in a register includes, as well as the name, some free text comments that are not part of the name – we cannot work out what is the name and what is the notes)
- Hand written documents that cannot be ‘read’ by our systems.
- Comments on documents (e.g. speech bubble comments on pdfs) which cannot be read and/ or obscure underlying text and data.
- Descriptions of transactions that our systems cannot understand (e.g. a transaction that is defined as a ‘reclassification’ when in fact, legally, it is a redesignation and transfer).
We will always strive to import as much of the data as possible and flag any issues that we have identified, but please always check the results of any import to ensure that it is correct and complete. If you have any questions about this, you can always contact Kudocs for more information and to discuss.
What are the limitations of the AI import feature? Kudocs provides an AI import feature (provided by Grok/ xAI) as an optional tool. Kudocs will take all reasonable efforts to ensure that the AI feature functions effectively and accurately, but Kudocs cannot guarantee that any import will be perfect or error-free, as results may depend on factors such as the quality, format, and completeness of the uploaded data. If you use the AI import and detect that there has been an error or omission in the data imported, please contact Kudocs and we shall take reasonable steps to assist in rectifying this. In any event, data added using the AI import can, on request, be deleted from Kudocs.
When using the AI import, any data imported from historic share registers is processed solely for the purpose of creating historic records in Kudocs. Such data is not retained by Kudocs or xAI beyond the import process and is not used to train, improve, or otherwise enhance the Grok AI model or any other AI systems. This processing is governed by the Data Processing Agreement in place between Kudocs and the relevant portfolio customer.
Kudocs provides the AI import feature on an optional and “as is” basis. While Kudocs will take all reasonable efforts to ensure its effective operation, no guarantees, warranties or indemnities are made regarding the accuracy, completeness, or success of any data import, and Kudocs disclaims all liability for any errors, omissions, or imperfections arising from its use.
How do I import data into Kudocs? We have had this feature available for a while in beta mode, but are now pleased to announce that you can import data from previous entity registers to recreate a company’s history. You still use Companies House as the source data to create the account with current information, but if you have years of history (which Companies House does not store), you can drag and drop that information into Kudocs and it will create the registers for you. You can still manually enter historic transactions if you want, but this can save massive amounts of time.
This feature is currently available for imports from PCSec and Diligent, with more integrations coming.
Do I need to import historic data to make Kudocs work – is migration mandatory? No. Kudocs uses Companies House as the source data to create a fully functioning account. That is the only migration required – extracting data from Companies House. You can then add historic data if you want, later. This is not mandatory, but is easy to do.
Last updated: 04/02/2026 by Kudocs Admin