Entity Management.

Managing the ever changing data, tasks and deadlines associated with maintaining the integrity of your entities is critical. Entity Pro™ helps you easily keep track of entity information and maintain current and historical information for your organization.

• Officers & Directors and Signatory Levels
• Shareholder Information
• Subsidiaries & Ownership
• Committees
• External Contacts
• Jurisdictional Data

Event Calendaring

Maintain and monitor critical events, or any other event related to your entities, with an easy interface for document sharing and e-mail reminders. Compliance due dates for your statutory-related activities are automatically displayed.

Automatic Alerts

• Assumed Name Expiration
• Fiscal Year End
• Officer Term Expirations
• Stock Class End Date & Option Expiration Dates
• State Reports and Tax Return Due Dates

Stock Recordkeeping

Entity Pro™ provides complete stock information at your fingertips, including transactional history for each class of stock and a full history of transactions.

• Record Stock Transactions
• Transfer from Authorized Shares or Existing Certificate(s)
• Transfer to/from Treasury Shares
• Exercised Stock Options
• Upload Certificate Images
• Historical Stock Data
• Name Changes & Mergers
• Officer Start and End Dates
• Share Purchases/Sales
• Stock Options Exercised
• Retired Stock Classes

Document Center

Entity Pro’s™ customizable Document Center allows you to easily manage your important company documents. You can upload, index, search and retrieve your important company documents — whenever you need them. In essence, Entity Pro’s™ Document Center becomes your organization’s “electronic minute book” repository.

• Upload, store and access unlimited Documents-Minutes/Resolutions/Consents/Charters
• Upload, store and access unlimited Images-Annual Reports/Stock Certificates/Articles of Incorporation, etc.
• Upload up to 30 MB of documents at a time with multi-document upload

Data Accessibility

Entity Pro™ helps you reduce the amount of time spent researching current information or past events, this helps you more quickly and easily respond to external or internal inquiries.

• Custom Report Writer
• Report Library (including Corporate Data Sheets)
• Global Data Searching
• Unlimited Historical Activity & Audit Trail

Built-In Flexibility

With Entity Pro’s™ flexible features, you can tailor the system to work the way your organization and industry works. For example, Entity Pro’s™ custom fields allow you to instantly add new variables to the system, without the complexity and expense of maintaining and upgrading a custom system.

• Unlimited Custom Fields
• Unlimited Notes Entry
• Entity Merge Feature
• Global Replace and Retire
• Many other customizable features

Completely Internet-Based

The Internet and World Wide Web have become integral parts of doing business in today’s economy. Because Entity Pro™ is web-based; our clients enjoy ease of implementation, ease-of-use, and an invaluable cost and resource-saving benefit for their organization. There is no need to burden your IT staff with upgrade requests or maintenance tasks.

• Automatic Upgrades
• Easy to Learn & Use
• 24/7 Anywhere Access
• Completely Hosted by NRAI

Extensive Data Security

Entity Pro™ uses 128-bit Secure Socket Layer (SSL) Encryption. Our integrated application control is managed by your organization’s designated System Administrator via our security “wizards”.

• Unlimited Entity Groups
• Unlimited User Groups
• Username & Password Driven

Full Audit Trail

Entity Pro™ provides a complete data audit interface, which allows the System Administrator to view any changes to the application’s data.

• Audit Field Trail - Includes the nature of the change, specific data affected, user and originating IP address of the user
• Current Company Data - View how the data for a specific company came to be in its present state.
• Point In Time Data - View a snapshot of a company on a specific date and time.

Interface

• Intuitive web front end user interface that is easy to navigate
• Supports the use of pull down and/or popup menus for data entry.
• Supports having links/mouse over access to online help and to definition of terminology/field names.

Record Management

• Tracks that corporate records are filed, protected, indexed, current and compliant
• Supports data entry of entity information, contact information (by various stakeholders), officeholder information (directors/officers/shareholders), list of signatories and other critical entity specific information
• Supports multiple addresses and phone numbers associated with an entity or a person; with the ability to label them (e.g. office, cell)
• Permits authorized users to track entity contact information (i.e., business address, registered address, physical address, telephone)
• Tracks the status of an entity as dissolved, liquidated, inactive, etc.
• Tracks key bylaw information (i.e., minimum and maximum number of directors, date of annual meetings, date bylaws were amended and restated, etc.)
• Tracks third party information (i.e., number of shares owned, % of ownership, type of shares and current contact details).
• Tracks securities information (i.e., type of securities, number of authorized shares, issued shares, stock certificate, date issued, par value, all capitalization details, etc.)
• Supports the ability to keep joint venture, partnership, etc., information separate from wholly-owned entities
• Tracks registration information (i.e., date of registration, charter number, tax number (FEIN number), registration number).
• Supports ability to specify a legal entity type (i.e. legal subsidiary or parent company, and specific type of legal entity (corporation, LLC, GmbH, etc.)) and support separate hierarchical structures for each legal entity type
• Supports the classification of individuals (e.g. employee, contractor, etc.)
• Supports classifying the purpose of the creation of the entity (i.e., structure, project, by whom) and principal business category type (holding company, parent, etc.)
• Tracks the legal form of company and its location
• Identifies non-US entity, US subsidiaries e.g. family tree
• Identifies country in which the entity was incorporated/organized
• Indicates for entities incorporated/organized outside the US whether company has any US facilities
• Ability to change company name and other general information about a company and track history of changes
• Records effective date of new company name
• Records the various fields associated with the company name such as:
  • Legal name
  • Previous Legal Names (1, 2, 3, 4, etc.)
  • Effective dates of names
  • Preferred name
  • Friendly name
  • Also known as (AKA)
  • Track DBA and trade names and branches w/all requisite features as a separate entity

Document Repository/Management

• Support maintaining standard templates for routine transactions when generating documents from within the technology solution
• Support scanning and upload of documents generated outside of the system (third party documents, signed documents)
• Support all standard document formats such as PDF, Work, Excel, PowerPoint, etc.
• Support storing minute books, ownership records, articles of incorporation, capitalization information, and other critical information related to corporate entities
• Support to add an unlimited number of documents to an entity record

Contact Management

• Ability to add information about contacts and interactions with internal and external users
• Ability to store and search for company, contact information
• Include an audit trail of changes to company information including management changes

Forms/eFile

• Supports electronic filing of company registrations, where applicable
• Library of government form templates – most popular forms for US

Request Service Work

Submit orders for Service Work with the click of a button. Simply select the type of service needed, enter any special instructions and click submit. Your service office will contact you to finalize your order.

Searching/Queries

• Retrieve records quickly (from worldwide locations) and easily accessed from one centralized location
• Ability to search on document folders to validate if they contain relevant documents

Email/Notification

• Supports scheduling automated notifications by time intervals (30 days, 60 days, 90 days, etc.)

Calendaring

• Calendaring system integrated to internal email system
• Ability to select calendar to only view certain event types such as franchise fee due dates or annual general meeting requirements
• Support monitoring critical events related to entities and receive reminders for important dates
• Support sending reminders via email from the application or have automatic popup reminders on the group calendar
• Support sharing calendars with another user or group

Reporting

• Flexible reporting capabilities that are menu driven and support the dynamic creation of selection of lists based on predefined values (e.g. if a user selects country = Ireland, entity list should only display entities located in Ireland)
• Flexible reporting engine to quickly generate customized reports that can be exported in a variety of formats (including Excel and/or PDF)
• Support preview and/or printing reports
• Provide standard canned reports for director & officers, signatories, entities by type (parent/subsidiary relationship), geography, or time period
• Reporting should display only content that the authenticated users are authorized to view
• Support running a report which summarizes all basic information regarding an entity such as name, date of registration, fiscal year end, AGM date, BOD meeting requirements, whether the entity has employees, names of officers and directors and when they were last elected, and number and type of securities

Configuration

• Support for having unique identifiers for entities and people
• Support the management of an unlimited number of entities
• Provide the flexibility to add custom fields with flexible attributes. For example, name, type without changing the database and table structure
• Ability to support an unlimited number of user roles
• User settings should be stored centrally so they can access that same user profile regardless of what computer they access the system from

Security

• Support various levels of access to data records and associated documentation-based on user access/role
• Support external access for outside counsel or others users working outside of Adobe’s firewalls Super Users (Primary Users)
  • Level of Access: view/read, create, edit, delete, search, save, print
  • Role: will enter data records; upload documents; generate reports; define process workflows; maintain the data integrity of the records; define policies
  • Included in the based package of the proposed system
• Power Users
  • Level of Access: view/read, create, search, save, print (access should be customizable on a user by user basis – not just defined by role
  • Role: consume information, collaborate on documents, generate reports
  • Included in the based package of the proposed system
• General Users
  • Level of access: view/read subset of content records and documents
  • Role: consume information, generate reports
  • Included in the based package of the proposed system

Audit Trail/History

• System keeps a log of all activities including all changes made to data in the system. The log includes name of user, time and date of change and the change itself
• Ability to go back to any point in time to view the data at that time

Administration Panel

• Provides internal administrators control over configuration of alerts, notifications, business rules, workflows, application configuration and management of upgrades at the server level
• Provides internal administrators the ability to manage usernames, passwords, multi-level security access (e.g. read only, read/write), data level security (e.g. field level vs. record level) and report security (e.g. ability to restrict access of reports to designated users)
• Supports producing audit trails and historical data on records and documentation in a logical and reproducible fashion
• Should support making global changes across records from within the administration panel
• Provide utility to perform bulk import or export of data records/documents