Data base

The database makes it possible to manage, query and retain all inTraining related to the entities.

The rubric and files of this database are suited to the various types of entities (trusts, companies, foundations, etc.)

The inTraining managed in this module includes in particular the management of:

• Corporate documents and related shares.
• Powers of Attorney, bank accounts and signatories to those accounts.
• Deposits and safes.
• Accounting aspects, documents and imperatives related to accounting.
• Assets and insurance contracts etc.
• Risks management etc.

In addition,

• For companies,
  
  • The management of inTraining concerning the various forms of capital (authorized,
    issued, paid) including the management of share certificates, subscribers, shareholders
    and nominees.
    
  • The management of directors, of the true beneficial owners etc.
    
• For trusts:
  
  • Management of settlors, trustees, beneficiaries and excluded beneficiaries.
    
  • Management of clauses etc

The above examples are not exhaustive.

The complete inTraining is kept in a history file.

The system includes a centralised and detailed management of individuals that is accessible from the data base of the entities.

The system also contains specific inTraining relating to identity, contacts, residency, nationalities and risk level, as well as a management of scanned documents such as copies of passports, signatures, references, etc.

A list generator allows users to define customised reports based on inTraining contained in the database.

Front Office Management of ordinary operations

The purpose of the front office is to gather in one module most of the ordinary everyday operations done whilst managing entities.

Front office aims to rationalise office work, avoiding redundancy in the database as well in the work of the users.
For example, users usually have to create or modify a document by word processing, to update the data base manually, to modify diaries, to introduce a deadline and to send the document by post, fax or mail.

In CONCEPT Trustee on the other hand only one operation is needed. The system generates the document automatically, sends it by mail, updates the data base and modifies the task management and the deadline management.

Therefore, this program allows the users to:

• Define and configure easily the everyday tasks (create an entity, make a change in the board of directors, etc.).
  
• Create and link documents to these tasks (internal forms, letters, scanned official documents).
  
• Define by jurisdiction and type of entity the parameters of execution of a task.
  
  • For example:
    • Documents to be generated.
    • Conditions for updating the task and deadline management
    • Conditions for sending messages etc.
  
• Manage by jurisdiction and type of entity the parameters which will guide the user in his work and allow automatic updating of the deadline management.
  
• Define check-lists of documents to be established or requested and of tasks to be performed according to jurisdiction and type of entity. An automatic follow-up of the user and of the deadline management is carried out by the system for each entity.

Task management – Deadline management

This module allows the user to manage specific or recurring tasks as well as deadlines to which they may be linked.

The first part is related to task management.

This module is integrated into the whole solution and is mainly updated by the application
program. Many automatic links exist. These include:

• Accounting due dates
• Expiry dates of legal documents
• Expiry date of mandates
• Appointments and visits to customers
• Management of general meetings and of boards of directors
• Expiry date of powers of attorney in issue.

The user can also define his own specific or recurring tasks. For each task he may mention
subordinates, projected duration of work (planning), date of recall etc.

The second part is a powerful reporting tool.

It makes it possible to consult tasks and related deadlines according to many criteria:

• by users, groups or for any user, with protection of access
• by entities, mandates and/or deadlines
• by using specific time intervals (day, week, fortnight, month, quarter, half-year or year)
• by using customized time intervals etc.

Internal electronic mail

This module comes in the form of a standard electronic mail tool exclusively accessible to CONCEPT Trustee users.

The many specific functionalities include:

• Linking messages to mandates (compliance), entities and individuals
• Requiring message reply deadlines with creation of inTraining in the task management of the sender and of the recipient(s).
• The management of warnings for users receiving messages, especially those, which are urgent (compliance)
• Electronic signatures when issuing or reading messages.
• Archiving messages, especially those from the compliance module etc

Security

CONCEPT Trustee was developed in order to offer to our customers optimal data protection.

The following functions are therefore available:

• All the rights can be defined by users and/or user groups, with hierarchical reference.
• Protection of access safeguarded by module and program.
• Possibility of specifying rights of the type: read, write, modify, and create.
• Protection of access to the entities.
• Protection of access to some of the functions of the program.
• Possibility of specifying actions protected by password.
• Possibility of protecting access to any page of the entities by password.
• Possibility of managing confidential identities of specific individuals.
• Integrated audit trail to easily control all the creations, updates, deletions, inquiries and prints carried out by the users, as well as the reconstitution and the checking of the sequences of events having led to a result.