The Gazette 1985

GAZETTE

APRIL 1985

Computerization at the Companies Regi strat ion Office The following is the text of a note received from the Registrar of Companies on the plans for computerization at the Companies Registration Office. A scheme for the introduction of a computer system to the Companies Office is at present under way. A Wang VS 85 mini-computer has been installed in the Office and testing of the system is now taking place. The main purposes of computerization in the Companies Registration Office are: (1) To replace the current record card system. (2) To replace the company index. (This has been done — company names and numbers are now kept on microfiche). (3) To automate the answering of postal company searches. (4) To automate the procedure for pursuing companies which are in default in filing statutory documents, thus making available up to date information on all 'live' companies. (5) To provide a basis for checking of statutory documents filed by a company. (6) To produce lists of documents filed for publication in Iris Oifigiuil. (7) To maintain and produce listings of C.R.O. operational statistics, e.g., number of new companies registered, number of annual returns received, etc., which are required for production of the Annual Report on companies. (8) To provide a director/company cross reference. (9) to make available to members of the public information on computer printout. (10) To automate the procedure for striking defunct companies off the register, pursuant to Section 311 of the Companies Act, 1963. The immediate tasks facing the Companies Office after computerization are (1) the provision of data to the public from the computer system; (2) removal of all defunct companies from the register; (3) the bringing of all companies up to date in the filing of their annual returns. It is estimated that up to 20% of companies on the register at present are not trading, and 80% of the remaining companies have not lodged up-to-date annual returns. Reminders produced automatically by the system will be sent to all companies in default of filing Annual Returns. The issue of such reminders may elicit one of several responses: (1) The company may bring its documentation up to date, in which case no further action is taken.

(2) The company may say that it has ceased trading, which will cause the Registrar to initiate the procedure for striking a company off the register pursuant to s.311 of the Companies Act, 1963. This procedure will be also automated. (3) The letter may be returned undelivered. Further attempts will then be made to trace the company through information on the database. If these efforts are unsuccessful, the Registrar may decide to initiate the procedure for striking a company off the register. (4) In most other cases it is assumed that the company is refusing to file statutory documentation and the matter will be referred for prosecution. This will be done by transfer of a tape containing the relevant information to the computer system in the courts. No final decisions have yet been made as to how the task of data entry will be undertaken. However, when it is completed, most company information will be available on Visual Display Units which will be placed around the office. In many cases checking staff will not longer have to wait for files to come up from the filing section before being able to check incoming documents. Annual returns and associated documents, documents containing details of charges on the property of the company, liquidators' and receivers' returns, etc., will be checked directly from screens containing the information necessary for checking of documents. One of the major causes of complaint about the Companies Office is its service to members of the public wishing to inspect company files. Under the present system, members of the public come in to the public office, and complete "search" dockets, which are sent to the filing section, whence a file is requisitioned. Frequently files are not available as they may be in use in another section of the office by another member of the public, or simply waiting to be re-filed. This means that members of the public after waiting for perhaps over two hours for a file, might not get the file they are looking for. When company data is entered on the system members of the public will no longer have to requisition files, but will be able to get all company data on a computer printout. Such a service will not be affected by the availa- bility or non-availability of company files, and company data will be available on request, whether direct or by post. The availability of company printouts and the fact that documents may be checked from Visual Display Units will serve to reduce the amount of file movement, which is at the moment reducing the efficiency of the office. The system will be managed by a small operations staff, drawn from within the office. Wang Ireland Limited have already run a system administrators course, a system operations course, and a course in the 'promis' software which will be used in the C.R.O. and several members of the Companies Office Staff have attended these courses. These members of staff will in turn, provide informal training for those other members of staff who will be required to make use of the system in the course of their duties. Further formal training will be provided by Wang in due course. •

(For Computerisation Timetable see page 109)

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