PRESENTATIONBY THE REGISTRAR OF

COMPANIES TOINTERMEDIARIES

WWW.CIPRO.GOV.ZA CALL CENTRE 0861 843384

GENERAL DESCRIPTION OF CHANGES: A few points to be highlighted

• The Registrar is in the process of doing away with revenue stamps and by April 2004 no revenue stamps will be accepted. These will initially be replaced by an account, with an internet payment option to follow– this will be phased in from 5 August 2002.

• All agents that currently deal with the Registrar will have to be accredited in order to facilitate the billing structure and therefore re-register.

• CIPRO has a Contact Centre for all enquiries at telephone no: 0861 843384. This service is backed by a knowledge team who will deal with more complex issues.

• The prescribed forms are available on the web and as from 5 August 2002 the colour requirement will fall away. All forms may be lodged in white.

Continuation…….

• The Registrar will do away with duplicate copies of forms lodge thereby only sending back a certificate of the change (similar to those already being sent with the registered forms). This will be applicable first to Close Corporations and then other forms at a later stage as an when the legalities have been cleared up. This will be implemented from 5 August 2002.

• The Registrar will offer an urgent registration of applications which we will guarantee to take only 1 day (24 hours) to register. This will be provided at a premium on the normal fee charged – to be implemented during September 2002.

• The Registrar is bringing back the annual returns. No date fixed yet, more communication to follow later in year regarding the implementation thereof.

DOCEXThe Registrar initiated a deal with Docex to receive applications from the public, agents etc and dispatch it to CIPRO. This is for your convenience.

Docex lodgment points will be phased in during August 2002. Lodgment will be implemented at the following ten Docex branches in a phased approach starting in the order as set out below:• Cape Town• Bellville• East London• Port Elizabeth• Durban• Pietermaritzburg• Bloemfontein• Johannesburg• Randburg• Pretoria

Continuation…….

• These branches will be used to render the following services:

Physical submission and collection of documents

Bar coding of Documents for Tracking purposes for clients and CIPRO

• Note 1: Documents submitted at a Docex point will be returned to that point!

• Note 2: Professionals will be able to use their Docex points to submit documents. Each application will have to be tracked separately.

PRESENT WORKFLOW SYSTEM

The follow is an extract of the main steps in processing an application

• Tracking of documents Mail Hand

• Preparation of documents• Scanning• Import to different divisions for verification and approval• Capture information through SACRO ERMS System• Print Authentication letters for approval or rejection

Letter for Client Letter for CIPRO File

• Distribution of Authentication letters Mail Hand - Collect

- Basket (AGENTS)

WORKFLOW SYSTEMAFTER 30 July 2002

• Tracking of documents

Mail

Hand: Collect

Basket (only for agents)

E-mail

Docex

• Preparation of documents

• Scanning

• Import to different divisions for verification and

approval

• Capture information through SACRO ERMS

System

Continuation…….

• Print Authentication letter

Letter for client to show: * rejection or approval

* history (where appropriate)

* Certificate

Letter for CIPRO file

• Delivery Method of Authentication Letters – AGENTS

Mail: * E-mail Hand: * Collect

* Docex * Agents Basket

* Post

DOCUMENTS NOT TO BE STAMPED/FRANKED

Registered agents will be billed on a monthly basis for registrationspertaining to following forms:

CK1 Founding Statement CK3 Re-instatement CK4 Conversion from Company CK5 Lodging Court Order for alteration replacement addition to founding statement CK6 Liquidation of Close Corporation CK7 Name Reservation of Close Corporation CM5 Name Reservation of Company

Note 1: Agents to reconcile their account at the end of the month and pay CIPRO within 3 working days.

Note 2: Certificates will be issued for all the above applications, including CK2 and CK 2A’s.

DELIVERY METHOD

• REGISTERED AGENTS

Collect Basket Mail Docex E-mail

Note: All certificates will automatically be e-mailed to agents with

no other options.

• NON AGENTS

Collect Mail Docex E-mail

SAMPLE OF LETTER AND CERTIFICATE

RECEIVINGDOCUMENT

MAILE-MAILDOCEXHANDFAX

TRACKING

PREPARATION

SCANNING

IMPORT TODIFFERENT

DIVISIONS FORVERIFICATION

CAPTUREINFORMATION

PRINTAUTHENTICATION

LETTER

CERTIFICATEWITH HISTORY

UPDATELETTER TO

SHOW APPROVALOR REJECTION

LETTER FOR OURRECORDS

(FILE)

DELIVERYMETHOD

MAILE-MAIL

FAXDOCEX

DESPATCHSERVERE-MAIL

FAXDOCEX

COLLECTBASKET

ELECTRONIC BILLING

Process:

• All close corporation documents containing an agent code will be billed (excluding CK2’s). If you use an agent code and stamp the document no refund will be provided!!

• Agents to lodge a R10 000.00 refundable guarantee before activation of their account.

• Items are marked for “Billing” or “Stamps” during Document Registration by CIPRO staff.

• Completed and approved items will be billed to agents on weekly basis.

• Agents pay on monthly basis.

• All services to Agents in arrears will be suspended, recovered from the deposit and handed over to our attorneys.

ELECTRONIC LODGMENT OF NAME RESERVATIONS

• Agents can complete and lodge CK7 and CM5’s via Internet from 5 August 2002.

• Approved items lodged this way, will be billed as discussed above and confirmation received electronically.

FORMS AVAILABLE ELECTRONICALLY

• All Company and Close Corporation forms are available on the Internet at no charge.

• Clients can select the appropriate form and complete it online.

• The form is printed out, signed and revenue stamps attached (if not part of billing as discussed above).

• Submit these forms as paper applications.• Applications can be submitted in white and the

colour requirement no longer applies.

CONTACT DETAILS

Agent registrations: Veronica Van Dyk

Vvdyk@cipro.gov.za

Account inquiries: Khomotso Mphakati Cmphakat@cipro.gov.

za

Fax: (012) 328 3051

CIPRO Call Centre 086 184 3384

Thank you for your support. If you have any comment to enhance this service please e-mail the Registrar at :

registrarco@cipro.gov.za

• No production queries will be entertained on this e-mail address. Use the specific contact details available on the web or Call Centre.