The Gazette 1993

APRIL. 1993

GAZETTE

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Automation in the Companies Registration Office

and solve problems of location and accessibility. The system now in place includes a WANG VS 7310 mini computer and the office has over 30 imaging work stations which can be used for viewing two full page pages side by side and a fax gateway for transmission of images to remote users. All work stations are located within the CRO office and connected to the VS 7310 in a star network. A range of software includes WANG integrated image system (WHS); WANG OFFICE and the WANG VS PACE system. WHS performs most of the functions required by an image system include capture, storage, retrieval, administration, control of database, access privileges etc. WANG OFFICE software controls the transmission of images within the network. A modified PROMIS database has been retained. A register of directors as provided for in the Companies Act, 1990 is being built up by adding the names to the PROMIS database. With this it is possible to identify an individual and all the directorships held by that person. At present, the details of directors for approximately 70% of all companies have been added.

external users can access the information via an automatic EIRPAC/Telex inquiry service. The Introduction of Document Imaging In the late 1980s, the office recognised specific requirements if it was to meet the increasing demands on its resources. These included: • immediate access to original format copies of documents filed,

by John Furlong, Solicitor

The Companies Registration Office (CRO) in Dublin Castle undertakes a range of statutory functions relating to the registration and recording of company information. These include incorporation of companies, registration of business names, registration of post incorporation documents and the enforcement of statutory filing requirements. In addition the office makes a range of documents and returns available for public inspection. With approximately 130,000 live companies on the register, company registration is a document based activity where quality service is demanded. In 1988 approximately 600 new documents (3,500 pages) were received at the CRO each day. In 1992 the number of documents had risen to 1,000 per day. The need for access to these documents both by the CRO itself for the processing of further registrations and by members of the public for inspection posed particular difficulties in the location and availability of documentation. Further difficulties arose in storage of the vast amount of files on live and dissolved companies. In 1985 the CRO introduced a hierarchical computer database - PROMIS - with all records grouped by company and accessed by company number. Company data is indexed by a variety of fields such as company name, director, liquidator, receiver, date of incorporation etc. From 1986, a separate record was created within PROMIS for each document received where data fields include a document sequence number, document class, date of receipt etc. The PROMIS database is accessible by members of the public requesting a company printout through a computer terminal in the public office of the CRO. In addition

• concurrent multi-user access,

• remote access requirements,

• streamlining of the document processing system.

A pilot study in 1988 concluded that the office was suited to the introduction of imaging technology for its documentation. This technology would allow for the display of the original format of file documentation including graphical detail, signatures, revenue stamp etc.; multi user access and the use of the image itself as the working document within the registration process. Imaging would also significantly reduce storage overheads

There is no intention by the CRO to

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