The implementation of a new registration system to help the Chamber step forward
The Aruba Chamber of Commerce (ACOC) was assigned by the Governor as the official representative body of trade and industry on Aruba in 1930. From the beginning one of its main responsibilities has been to administer and supervise the Trade and Foundation Registry in Aruba. By implementing a new Registration System the Chamber invests in the future.
Over the years the ACOC has seen a significant growth of business registrations. In total there are 49.600 registered companies at the Chamber at the moment. And approximately 17.000 are considered to be active companies. The paperwork that comes along with these registrations fills up the archives of the Chamber and therefore the need to digitize all of the information into a registry database was growing. The registry system that is currently used, is called KvKIS (Chamber of Commerce Information System). Besides processing and managing of the registration information, this system also provides for an efficient distribution of abstracts to clients. Not all the paperwork has been replaced but the Chamber is working hard to develop services which in due time will be completely paperless. With regard to this digitization of procedures it is also important to keep in mind the role of applicable legislation. The law must describe the use of a digital signature and electronic documentation as valid and permissible. At the moment this is not the case. However, the Chamber together with other stakeholders such as the Department of Economic Affairs and the Department of Legislations are taking the necessary steps to legalize this matter.
The continuous advancements in technology make it essential for the Chamber to be innovative. In order to provide a perfect service to its clients, the registry system KvKIS has to keep up with the developments. This includes an improved and aligned service, which enables the client to request and purchase the information with their electronic devices. Furthermore, the system should allow for a faster registration process.The new KvKIS that is being developed, will take these critical points into account. The upgraded program is meant to be future-proof. The new features will enable the program to keep up with all the requirements a modern registry system needs to step into the future. The system, which is currently being designed, creates a whole new spectrum of possibilities. Clients will be able to complete and send forms online for registration, modification and cancellation on the website of the Chamber. They will be able to digitally provide the corresponding information for processing. Last but not least the purchasing, payment and delivery of products offered at the Chamber will also be done in digital format.
“Currently there are 49.600 registered companies at the Chamber, of which approx. 17.000 are registered as
active companies”
In order to provide an optimal service to the clients the new KvKIS will be beneficial for staff members of the Chamber as well. The services of the digital counter, for example, will enable the staff to control the information entered by clients. The implementation of a CRM (Customer Relationship Management) module will organize and centralize the information of each client, such as emails, letters and personal information. Moreover, since all the collected information is securely digitally archived, staff members will be able to offer a more efficient service. Meetings with clients regarding information and registration of a legal form, for example, will be more effective because the new system will make the necessary information readily available.
The six possibilities mentioned above are just a few of the main features that the new KvKIS has in store. The Chamber tends to step away from just data entry and move more towards the control of the entered data.
By means of customer self-help it is possible to create space for improved and aligned services. In this modern digital world, we cannot shy away from the possibilities offered by the digital framework. Especially, when it provides the possibility to become more efficient and go faster.
The design is on track and by 2018 the Chamber will be able to offer its clients the privilege to access information from a totally renewed
and modern registry system.