GEMS

What Does GEMS Do For Me?

Company Employee

Review details of the company or division you work for. Data will most likely be restricted to selected items using GEMS's field level security features.

Look at the group structure, see how the company you work for, fits into the bigger picture within the group.

top

Company Secretary - United Kingdom

The UK Company Secretarial user has dedicated login jurisdiction that incorporates a complete set of UK business rules, terminology and documentation. This jurisdictional view incorporates ALL the data elements, forms, registers, features and benefits found in our former stand alone UK product Secretariat CM.

top

Compliance Officer

  • Track details on Industry and generic compliance obligations. Applicable jurisdictions, key dates, Regulatory details, Statute or Act of Law, etc.
  • Receive email alerts for critical dates - up coming filing, obligations or expiration dates. Personalize reminders to arrive x days before event.
  • Set up alerts to be distributed to various individuals or groups
  • Assign tasks related to compliance obligations to yourself or others within your organization. Set up sub-tasks and assign to colleagues. Receive email notifications that tasks have been completed.
  • Attach electronic copies of final contracts and agreements, as well as supporting documents. Make them private or share with all users or select groups.

top

Contract Management

  • Track contract and agreement details against entities and related parties. Create contract profiles, including the ability to set up custom fields. Options include: Contract type, category, profile, amounts, renewal and expiry dates, notes, related parties, status, from and to dates.
  • Categorize contracts based on type - Leases, employment agreements, Transfer Pricing agreements, etc.
  • Set up records in an unapproved state, pending approval from a specified approver.
  • Users can be set to edit, read-only or hidden, either at the record level or against specific fields.
  • Attach electronic copies of final contracts and agreements, as well as supporting documents. Make them private or share with all users or select groups.
  • Receive email alerts for critical dates - up coming renewals or expiration dates. Personalize reminders to arrive x days before event.
  • Search across entire contracts database for specific records. EXAMPLE: Show me which subs have leasehold agreements that are due to expire in the next six months. OR Show me the all contracts that we have signed in the past quarter that are greater than $5 million.
  • Search records by associated party. EXAMPLE: Show me all the subsidiaries that have signed contracts with IBM in the past 90 days and then tell me when the contracts are due to expire.
  • Personalize your GEMS experience. Set up your home page to focus on Contract Management, rather than general Entity views. Configure favorite searches and pick lists, based on your needs and not generic settings.

top

Corporate Secretary - International

  • Firstly select the language of your choice for system navigation. Current choices include English (US and English versions), French, German and Latin American Spanish.
  • Highly flexible data structure to track local entity types, appointments of Directors or local equivalents, management structure and multiple ownership methodologies (capital and shares, percentage holdings, units or social capital, etc).
  • Supplement structured fields with unlimited custom field options. Add custom fields to any screen within the database. Custom fields are associated to jurisdictions, therefore allowing for maximum international flexibility.
  • Refine pick lists and searches on a jurisdictional basis. EXAMPLE: By default only show German Appointment Types, Swiss Cantons, French Entity types.
  • Add in local resolutions or legal documents that can merge with various data elements. Documents can be produced in the language of your choice.
  • Set up local workflow procedures base upon jurisdiction. EXAMPLE: If you create a new Hong Kong entity in the database, define what tasks, documents, email notifications need to be produced as part of that process.
  • Set up email notifications based on personalized international parameters, EXAMPLE: A local VP wants to be notified whenever there is a change to a Spanish or Portuguese entity.

top

Corporate Secretary - USA

  • GEMS provides a fully functional database and production tool for the US Corporate Secretary's department. Track full range of corporate data including: Basic profile, Directors and Officers, Share Capital and Shareholders, Qualification and DBA Registrations, Committees and members, separate views for LLP and LLCs, group and divisional relationships, including graphical views.
  • Create powerful searches to 'mine' the database for specific listings of entities and associated records. EXAMPLE: Show me a list of all entities that are incorporated in Texas or are qualified in Texas. Save the searches for re-use and share with others.
  • Combine searches with GEMS reporting tools to dig even further and determine 'point in time' results. EXAMPLE: Show me all entities that were incorporated in Texas or qualified in Texas as at 15th July 2001 and show me who were the directors and officers at that time and what percentage of the shares and votes did we control as at that date.

top

Directors/Officers/Executive Management

  • Use GEMS as your window into your entire Corporate Structure. Review corporate records in a clear and easy to navigate view. Hide all erroneous menus, tabs and screens. Create a simple and concise portal.
  • Set up standard searches and views that you use on a regular basis.
  • Set up Notification emails; let the data come to you instead. Make sure you are in the loop as soon as a new appointment has been confirmed or a new legal entity created.
  • Receive notifications of up coming Board or Committee meetings that require your attendance. Review the Board Papers prior to the meetings; reply to the notifications if you are unable to attend.
  • Review your personal position with respect to your relationships to the group. Review past and present appointments as a director, officer, manager or committee member; review stock and option holdings; bank signatory rights; contracts that you have put your name too.
  • Review forms that need to be signed or filed on your behalf. Print off and sign if desired.
  • Participate in Entity Creation procedure. As part of new and improved Governance policies the creation of a new entity may be automated and managed through a process of multi-tier approvals. As a approver you will receive email notifications of applications for new entities.

top

Intellectual Property Manager

  • Track relevant data on Trade and Service Marks and Patents (Mark type, Agent details, classifications, important dates). Establish details on the mark and associate multiple jurisdictions against it.
  • Add custom fields to the data profiles.
  • Receive email alerts for critical dates - up coming renewals or expiration dates. Personalize reminders to arrive x days before event.
  • Attach electronic copies of trade marks images, as well as supporting documents. Make them private or share with all users or select groups.
  • Set up records in an unapproved state, pending approval from a specified approver.
  • Search across entire trade mark database for a specific record. EXAMPLE: Show me all trade marks we have currently registered in Germany and when they are up for renewal.
  • Users can be set to edit, read-only or hidden, either at the record level or against specific fields.
  • Personalize your GEMS experience. Set up your home page to focus on IP Management, rather than general Entity views. Configure favorite searches and pick lists, based on your needs and not generic settings.

top

IT Manager/Administrator

  • As a true web-based application, GEMS operates from a central server location, with no mandatory files installed on the local workstation.
  • Can integrate with existing architecture and co-exist with existing applications in a shared environment.
  • Fully scalable application, no restriction whatsoever on number of users.
  • For more details review GEMS technical details.

top

Outside Counsel Advisors

  • Interact with client's database from your own location. Subject to client's security protocols, external users can sign into GEMS with either Browse or Full/Limited Edit rights.
  • Use your browse rights to make sure you have the most up to date and accurate information when preparing documentation for your client.
  • Use the GEMS searching and reporting features to analyze client corporate structure as part of legal services.
  • Upload documents to GEMS repository for client review.
  • Using GEMS edit rights, update records as a result of transactions you have worked on for the client. Client can grant you either full approved access, or records can be added pending clients approval.
  • Both pending and approved changes to the records are recorded in the GEMS audit trail. This provides details on who made the changes, when and what the details where before and after the change.
  • Receive email notifications of specific changes that may effect the services you are providing your client. EXAMPLE: Request to receive an email if there is a change to the capital structure or board of an entity where you provide legal services.

top

Treasury Officer

  • Track Banking and Bank Signatory details against entities. Create Bank profiles, including the ability to set up custom fields. Options include: Bank contact details, multiple accounts for any one bank, account types and restrictions, currency details, signatory types and restrictions, signatory details including images of people and/or signatures.
  • Set up records in an unapproved state, pending approval from a specified approver.
  • Keep historical records as well as current. Use reporting features to analyze and compare. EXAMPLE: Show me what US Dollar accounts were active at last year end.
  • Users can be set to edit, read-only or hidden, either at the record level or against specific fields. Use combination of attributes so that those responsible for maintaining bank records cannot edit other records and vice versa.
  • Attach electronic copies of Banking agreements, as well as supporting documents. Make them private or share with all users or select groups.
  • View records from the person perspective. EXAMPLE: Show me all the Bank Accounts that J Smith has signatory rights too.
  • View records, via way of reports, from the Bank perspective. EXAMPLE: Show me all the entities that have current accounts with Bank XYZ.

top