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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.
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