IACA



IACA 2017 – Halifax, Nova ScotiaMonday, May 21, 20178:30AM – 9:15AMOPENING CEREMONYANTHEMS of USA & CANADAWelcome AddressLaura Lee Langley, Deputy Minister of the Office of the Premier, Clerk of the Executive Council (Government of Nova Scotia)Welcome to Nova Scotia9:15AM – 10:15AMROLL CALL of JURISDICTIONSSecretary Mike Powell took brief notes.Arizona – Pat Viverto – Implementation of on line filing system for trade names and trademarks. Top priority to bring on line systems up to speed. Tanya Gibson – New document storage and approval of annual reports. Lean initiative to reduce processing time down to 2-3 days for expedite. Now it is same day. PCC working on new system for AZ.Australia – Robert Hammond – Maintenance fee if the owner of the registration is not acted upon. Removed 113,000 registrations. Columbia – British Columbia – Carol Prest – launched new society’s act. Moved filings from paper to electronic. 1100 entities transitioned from paper to electronic. Looking at block chain to see if they can associate and individual with a company. Canada – launch of new search system. Allows users to see if names are available and can be used in Canada. Developed new web interface and new back end host vendor. Multi-jurisdictional access for registries. Provide a single nationwide view of information. New online copy service launched in 2017. Colorado – Mike Harden – Notary law introduced with remote notarization. Would like to understand how other states have managed it. Certificates of change and correction on line. NFIB has sued Colorado because they are concerned about how the fees generated are used. Finish the go code Colorado contest. Delaware – April Wright – 1 year into new platform and seeing efficiencies. Challenge is the change of administration. Rewrite of e-corp system in 2017 and ISO 9001 recertification. DC – Josef Gasimov - working on making user experience as good as it can be. Finland – Lali Knuutila – 50% of filings filed on line within 2 days. Preventing fraud by sending email when filing is complete. Documents can only be filed on line. Removed 30,000 dead entities from the registration. Preparing systems to handle beneficial owner requirement for 2019. Housing companies in Finland have shares that will only be available electronically. Georgia – Shawn Thomas – SOS running for governor. Everything except mergers and conversions are available on line. 33% increase in new AR filings. Bulk filing of AR and change of address for registered agents. Germany – Rolf Koenig – BRIS will go live this summer. Business registry software has been alive for 10 years. And 100% of transactions are electronic. Rewriting the system to interact with all 16 states. Ghana – Aku Orleans-Lindsay – Handle movable and immovable collateral. Will allow individuals to access the collateral registry. Updating the web system after the legislation to fund it passes. Hawaii – Kristyne Tanaka – AR filing system improved. Can use e-shopping cart. 21 entities in a single cart. 87% or AR filed on line 70% of new formations filed on line. Renewal reminders for trademark, tradename registrations. Hong Kong – Paul Ng – Since 2015 all 54 forms were automated. E-registry service – reminder to companies to file annual reports. Increased compliance%. Every month the number of users increase. Customers can search for data on line. New Open Ended Fund Company legislation pending which will require IT work to implement. Indiana – Becca Longfellow – live with in biz portal for about a year. Going well. 175,000 accounts created since it was launched. Added Dept. of revenue to portal. Will add licensing and unclaimed property. Will go to local level and see if there are things that can be added. RULONA was introduced and business rules need to be changed to accommodate. Rewrote notary platform. Next session will include remote notarization. Replacing UCC and other applications with PCC as the vendor. Chargebacks are increasing and worrying Indiana. Jersey – API’s, Cyber security early warning, need international relations chair for IACA. Kansas – Kathy Sachs – Kenya – Hiram Wanjohi – Put business act of 2015 into action on online. Process takes 2 days and touches a number of other registering organizations. Annual Returns and company amendments are on line. UCC equivalent was enacted and registry created. Company amendment are a challenge. Louisiana – Amanda Baker – Implementation of secured business filings. 23 of 56 employees lost homes due to flooding. Hosting 2019 conference in New Orleans. Luxembourg – Yves Gonner - fully electronic filing since 2011. Working on beneficial ownership registration due to new law. Will be focused on rebuilding the system to improve usability. Maine – Cathy Beaudoin – Reorganized all staff for notary, ucc and corporate. Lending staff to elections at busy times. Requirements gathering for new corporate system coming in the future. Looking at RULONA. Malaysia – Khuzairi Yahara - digital transformation and introducing new registries. New Companies act in 2017. Systems available 24-7. Single registration number format to help make dealing with filings easier. Registering companies in a day (1 hour). Manitoba – Stacey Belding – On line filing system for entities going live this year. Challenge is staffing, Myron retired and getting approvals for new hires not coming. Focus on stabilizing systems and working with the multi jurisdiction corporate registry solution. Manitoba outsourced real property registry. Using smart adobe forms to file documents. Adobe forms change as boxes are checked. Massachusetts – Marissa Soto Ortiz – Cross training staff from corporate, LLC etc. On line filings 80% for all types of filings. Technology changing is a challenge. System is 15 years old. Working with Law Enforcement on fraud and other business crimes. Michigan – Mike Butcher (UCC) – New UCC System and 90% of customers file on line. Looking at enhancements that require legislative changes. Julia Dale – very challenging 12 months in Michigan. In the last year and a half 70% of staff has retired. Cannot keep up with training as staff is “live” before they would like them to be. First 3 months saw 18,000 documents without AR filings (over 400,000 sent out). Legacy system is dying and transitioning to new system. Lockbridge will be doing the Mass System and upgrading it for Michigan. Lots of new legislation pending that needs to be addressed. Minnesota – Chris Selstad – Kathy Hjelm retiring on June 2. September 2016 released business snap shot on make-up of businesses in Minnesota. 44% of businesses provide data for snapshot so numbers can be used to help other businesses. Data can be purchased. New Notary system coming in the summer. Mississippi – Rita Bingham – On line systems won digital achievement award in MS. On July 1, want the forms that can be uploaded on the system including attachments. Losing 3 key people with 76 years of combined experience. Still scanning legacy documents from old books. Missouri – Scott Clark – Change of administration and Scott is new. Reviewing the current landscape and dealing with legislation. Looking for new software and vendor. Montana – Harlan Wells – New Administration and change in political parties. Blind as to what was needed. New AR system. Working with Foster and Moore for search click & pay AR filings. Spent time with Colorado to figure out the path forward. Going Digital in the next six months. All filings will be done digitally. Nevada – Kim Perondi – Selected new contractor to replace systems in 2018. Will have over 90% of filings on line. Retirements are coming up and reorganization in process. Legislative impacts in the future include guardianships, timing of business filings and confidentiality. New Hampshire – Adam Schroadter – Working with business groups around the state to see how they can work together better. Looking at legislation to create “Foundations” that need to be registered with the SOS office. CNBC named New Hampshire as the top state to do business with. Focus on customer service and cross training staff to handle all types of transactions. Newfoundland & Labrador – Dean Doyle – Multiyear multi-million-dollar replacement of corporate and land title systems completed. Records going back to 1825 to be digitized in the coming year. North Carolina – Cheri Myers – produced how to you tube videos to help the public file documents. Dissolutions, reinstatements and other filings. Paperless examination process changes. 2017 will be the year of change. AR modification act, benefit corps, assumed named act (state will host database of assumed names). Total website redesign. In alpha testing. VOIP upgrade. Combining call center with another call center and cross training. IACA in North Carolina next year. Nova Scotia – Norman Hill – Hosting IACA in 2017. Multi registry access initiative of connecting corporate registries. PPSA addition of 7th jurisdiction. Challenge is limping along with 20-year-old system. Planning and starting the process for replacement of old system is significant. Will contract and initiate project in the coming year. Ohio – Allison DeSantis – Last year outsourced call center. 25% reduction in staff. Moved more business filings on line. 68% of filings submitted on line. Signed contract with ERS for new UCC system. Pennsylvania – Frank Miranda – built SWORD application from scratch. Replaced SOS KB application. B-2-B transactions reduced manual processing of paper. Penn file application 630 filings a day. Turnaround time has been reduced to 1-2 days. Rhode Island – Maureen Ewing – upgraded Corp and UCC databases. Worked with MN on AR data collection process to gather information on entities through voluntary compliance. Putting online good standing certificates with authentication code on the document. Can be printed in Color or black and white. Solomon IslandsSouth Carolina – Melissa Dunlap – New Corporation and Document retrieval system. Can file documents and many transactions on line (154 on line transaction types). Email completed filing to customers. 2016 was document retrieval part of the system rewrite. Over 50% of documents filed on line. Working on redesign of the website. South Dakota – Mary Heidelberger – Jan 2015 90 days behind in UCC. Closed the year delayed by 2 days. Implemented new computer system for filing UCC’s (Tecuity) and corporate filings. 92-94% of UCC filings are on line. Business entity filings for Corps and LLC’s are on line. 75% of AR filings are on line. Intergrading Fictitious and assumed names into system. Spain – Ana Del Valle – New systemSweden – Monica Grahn - Providing e-services in a user-friendly way as government not dictating electronic transactions. Wanted to lower the fees to promote electronic filing and the self-service model has not affected behavior at this time. Want to require electronic transactions. Beneficial owner registry will be live soon. They work to continue to detect criminal fraud. Tennessee – Nathan Burton Texas – Mike Powell – 13 to 15 % increase each month in corporate filings. 55% of staff retired in the last 5 years. Implemented business filing tracker that help customers understand where their documents are in the process. Legislative changes – Name availability rules legislation pending. Uniform athlete agent act is an area of focus now. E-notarization will be coming. United Kingdom – Rachael Watts – Implementing new legislation to collect beneficial ownership information. Significant challenges for the office. Vast majority of companies have provided the information. Looking to build and improve the quality of the data. Seeing if they can balance the freedom of information with the need for it. Utah – Pam Lee - Looking to replace UCC System and want to talk to states that have had a successful implementation. Virginia – Robert Lindsey – BPR improvements for internal processes. Did RFP for and selected PCC. Fraud is a concern. Plan on waiving convenience fees in October. Washington – Patrick Reed – Uniform organization laws not an easy process. Working with PCC to build a new replacement system. Volumes up 17% last year after 11% growth the prior year. Shelly Noyes – Redaction is still taking up a lot of time. RULONA passed and implemented in 2018. West Virginia – Matthew Gallagher – required UCC filings to be filed on line. Waived fees for forming a new company in WVA if domestic and under 30. Looking to modernize UCC and Corp databases. Want all AR’s filed on Line. Wisconsin – Mary Ann McCoshen – Lots of retirements and transfers. 75% change of management of the office. One stop business portal. AR reports launched in January of 2017. Response times measured in hours rather than days. Calls answered in less than a minute. Budget cycle in running it course and looking to raise expedited fees for transactions. Charitable organizations was added to the area with a significant backlog but has improved. Scanning 130,000 pages in a week in conjunction with department of revenue. Zambia – Anthony Bwembya – establishment of collateral registry in Zambia. Running since 2016. Challenge is to get the financial sector to buy into the registry. Looking to increase the number and type of transactions on line. Only transfer of shares is not available on line because of fraudulent transactions. Bogota – Columbia – challenge is to increase electronic transactions and Beneficial ownership laws. 1:30PM – 2:15PMTHE JOURNEY: INTERNATIONAL BUSINESS REGISTERS REPORTMONICA GRAHN (Sweden); MARISSA SOTO-ORTIZ (MA)Changes to the report this year the survey is from February to June and the Report will be available in October or November. 2:15PM – 3:00PMINTERNATIONAL & OTHER ASSOCIATION UPDATESECRF: Annika Branstrom (Sweden)Focus is on International Business Report and ECRF Conference 2017Beneficial Ownership? The Global View? The European Digital Agenda – Building the ITAdministration? Data Issues? Affecting the RegistriesCRF: Anthony Bwembya (Zambia)The theme for 2017 of the Conferencei“Corporate Registries – Challenges and Opportunities, Today and Tomorrow”. The event took place from Mon 6th march to Fri 10th march which included a tour to the Company Register and the Hong Kong Stock ExchangeASORLAC: Martin Fernando Salcedo Vargas (Colombia)Strengthen and harness potential of registry authority’s role. Partnering with world bank.CACLA: Cheryl Ringor (Canada)Multi-jurisdictional registry access service (MRAS)Milestones? Proof of concept, June 2016? Prototype completed, March 2017? Sample data sets from 8 jurisdictions used to explore data model? Corporate inter-relationship data from StatisticsCanada to demonstrate scalability for greater corporate transparencyNPRRA: Joel KissellDiscussed network of service providers that do business with Registries every day. Beneficial Ownership Why is it needed: Hidden Financial DealingsTax EvasionFraudCorruptionMoney LaunderingTerrorism FinancingA lack of Corporate TransparencyPanama papersG8 SummitG20 SummitFATF recommendationsEU fourth anti Money laundering DirectiveJersey and UK have implemented beneficial Ownership registries. 3:15PM – 3:45PMCasting The Net For Business Registries & LEIsRicco Dun 650 offices issuing LEI’sISO 20275 – Entity Legal Form created to standardize processGathering information on who owns whomWhen obtaining an LEI one must provide information on parent entities if there are any. 3:45 – 4:30PM Merit AwardsJersey: Interconnection of Jersey’s Enhanced Centralised Registry of Beneficial OwnershipIndiana SOS INBiz is a website businesses login with one secure username and password to do business with multiple areas of government in the State of Indiana. The website offers Secretary of State (SOS), Department of Workforce Development (DWD), and Department of Revenue (DOR) Services. SOS INBiz services went live in April 2016, and DOR and DWD services went live in August, 2016.Ohio Call Center made a significant change to our Business Services Division Call Center in January of 2016 by partnering with a nonprofit corporation. This change has resulted in a dramatic improvement in services provided to our customers as well as a financial savings for the office. This call center solution has not only helped our office and our customers but could be a model for other states to implement for similar success.Tuesday, May 22, 2018 9:00AM – 10:30AM GENERAL SESSIONClear Sailing: Identity Assurance In Electronic TransactionsLeif B?ttcher (German Federal Chamber of Notaries); Jay Johns (iovation); Steve Roylance (Ubisecure) Fraud PreventionHackers are guys who look for weaknesses in commercial systems to steal information. Then they look to sell the data on the open market. SABRE credit card data was stolen. Identity theft is different than credit card theft. 2,096,000,000 in application fraud from creating new entities. Identity as a service. GDPR and how that may affect data sales from states?? May 2018 GDPR hits the market. IdP = Identity provider. Can we outsource registration and other customer information gathering to a third party. Logging in with “Facebook”.10:45AM – 12:15PM SECTION SESSIONSBOS/IRS: Beneficial Ownership: Will Registries Remain Safe Harbours?Meryl Jones (United Kingdom); Leslie Reynolds (NASS);Rachael Watts (United Kingdom)STS: Staying On Course With The Jurisdictional Filing Chart & Legislative UpdatePaul Hodnefield (Corporation Service Company); Kelly Kopyt (Foster Moore); Kathy Sachs (KS); Katie Zyolanek (OH)ITS: Navigating Cybersecurity Trends: Past, Present & FutureJason Ingalls (Ingalls security)1:30 – 2:00 pm Jurisdictional PresentationsColorado: Operations Support TeamMike HardinGeorgia: Ecorp: SOS.- The New Corporations Registration SystemMerritt Beaver; Shawnzia Thomas2:00pm – 3:00 pm General SessionBlockchain the Wave of the FutureBen Cronin; Peter Guest; Gary Walsh Described blockchain as a continuously growing list of records which are linked continuously and secured by cryptography. Delaware passed legislation for blockchain.3:15pm – 4:15pm Breakout SessionsAll Hands-on Deck: Surviving & Thriving in a Multi-Generational WorkplaceTom BrophyBlockchain in Practice: DelawareMark Smith; Andrea TinianowGeneral SessionVerified Organizations, Registries & Blockchain: British ColumbiaJohn Jordan Carol PriestWednesday May 24, 20179:00 - 10:30 General Session: A Beacon for Customer Call Center Excellence Allison Desantis, Rebecca Longfellow, Raquel RichardsonDiscussion regarding outsourcing call center in Ohio and the pros and cons. How decision made to use nonprofit. Replaced call center with poor morale and attendance. Indiana discussion on vendor built system that also provided backup to Indiana’s own call center. Tech solutions to advance customer service.10:45-12:15Section Sessions: Sea of Change: Managing Registry TransactionsFrancisco Miranda, Shawanzia Thomas, Patricia VivertoUCC 201: Diving Deeper into Article 9Paul Hodenfield Darrell PierceITS: Modernize Your Infrastructure with Hyper-Converged ArchitectureBrian Verkley1:30 – 2:00 Jurisdictional PresentationsEuropean Initiatives on Beneficial Ownership RegistersYves Gonner Julian LambOhio: Innovations & Enhancements in a New Online UCC Filing PortalK2:00 – 3:15 Katie ZvolanekSection Sessions BOS/ITS How to Weather the Rough Seas of Legislative ChangePaul Hodenfield Rebecca LongfellowITS: PCI Compliance & Other Tools to Keep Your Technology Ship ShapeThursday, May 25, 20178:30 – 9:00 Member Check-In for Business Meeting9:00 am – 10:00 am Member Engagement & Business MeetingPresident Haley Clark started meetingOpen MeetingQuorum was met as set Bylaws Mike PowellPresident Haley Clark moved to adopt meeting minutes from 2016 meeting.Motion to adopt Minutes from 2016 made by Robert LindseyBarry Effler secondedMotion PassedJulian Report IACA SummaryDiscussed Strategic Plan every 3-4 years board prepares and proposes strategic planUsed Facilitator to keep sessions on schedule and intro general session speakersAdded winter newsletterConferences 200 Delegates each yearPresence at NASS Adopted new Sponsorship ModelDeveloped after session Membership Feedback AppConference QuestionnaireWebsite use to enhance Membership by building onto website members only. Put Listserv and conference materials password protected.BOS Chair Report Mandy Harlan2 separate sessions and one joint sessionWell attended sessionsTopics included Beneficial Ownership; Managing Registry; Legislative ChangesSTS Katie3 sessionsFiling Chart transition underway; UCC 201Paul and Darrell planning on webinarNeed Vice ChairITS Report Scott Mayers3 sessionsCybersecurity, Modernize Infrastructures, PCI ComplianceTrevor: Adding technology advisory committeeIRS Report: Julian LambNeed vice chairAdding new jurisdictions section increase 10%Sessions on Beneficial OwnershipTreasurer Report: Josef Gasimov2016 - $59,011 in checking; $260,000 in savingsMay 2017 $63,000 checking; $300,000 in savingsAudit Committee Report2015-2016 outside audit IACA followed recommendations from auditor and successfully implemented.Motion to Adopt Nominating Slate Proposed Roster for the Board of Directors for Upcoming Conference and year.President-Elect Cheri Myers introduced the proposed Board of DirectorsPresident Cheri Myers; President Elect Carla Bonaventure; 1st Vice President Rebecca Longfellow; Josef Gasimov; Treasurer Mike Powell; Secretary Tanya Gibson; 1st Alternate April Wright; 2nd Alternate Marissa Soto-OrtizThe following section Chairs were selected:BOS: Patricia VivertoSTS: Rayne ShermanIRS: Julian LambITS: Scott MayersRobert Lindsey moved to adopt the motion to approve the proposed board members, Barry Effler seconded the motion. The motion carried by unanimous vote.Business Meeting was closed.10:15AM – 11:30AM General SessionOn the Lookout: Assessing Government Cyber Threat RisksMike Korgan (Microsoft); Phillippe LangloisPresentation discussed Security is required for assured privacy must be trusted and It must be transparent. Anything you put on the Internet never goes away.Audit requirements ensure privacy.11:30AM – 12:15PM Roundtable SessionsFish or cut bait: the build or buy decisionBrad Harris (la); Patrick reed (WA); Marissa Soto Ortiz (ma)People In Practice: Human Resource Issues & SolutionsAllison Desantis (OH); Paul Cole (Nova Scotia Public Service Commission)A Cybersecurity Early Warning Network: All Aboard!Yves Gonner (Luxembourg); Julian Lamb (Jersey)Sailing In Uncharted Waters: Qualification Of Foreign EntitiesChuck Rogers (VA); April Wright (DE)Xml Ahoy! Revisiting Business Entity Report Filing StandardsBen Ark (Cogency Global); Kathy Sachs (KS)1:30PM – 2:45PM General SessionReeling In The Scams: How Registries Are Being Used In Business FraudElliot Manegold (FBI)FBI agent discussed online, data and identity theft. Went over past and present scams.Closing CeremonyPresident Cheri Myers thanked Haley and her staff for a very successful conference. Cheri gave a presentation on Charlotte.Meeting Closed ................
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