Nasdaq Governance Solutions / Entity Management Software

Entity management is a crucial component of running a successful organization, especially one that operates in different jurisdictions. To keep up with fast-paced regulatory changes and provide accurate data for management and governance needs, it is important for organizations to have an entity management framework in place. In today’s digital landscape, a great way to do so is by investing in trustworthy entity management software.

Entity management software can help organizations maintain compliance, manage corporate structure, and even streamline crucial legal and regulatory processes. With entity management software, like Kube, organizations can eliminate the need for manual processes that come with challenges such as human error, higher labor costs, and insufficient recordkeeping.

There are various benefits organizations can gain from using entity management software, including:

Following jurisdictional rules and regulations can be stressful, and misalignment and inaccuracy in entity management may pose a threat to an organization’s success. Software can be effective in reducing compliance worries and streamlining entity management processes with automated alerts for filing deadlines, monitoring changes in regulations, and generating reports. Equipped with accurate recordkeeping, organizations can ensure transparency within the corporate structure and run the business without having to worry about outdated compliance and governance data.

Running an organization that operates in different areas across the globe can make corporate management a challenging endeavour. Leaders want to avoid entity management and governance errors, and with more employees and locations to follow up with, doing so can be harder in jurisdictions where particular regulations need to be strictly followed. Corporate entity management software can facilitate big organizational moves like entity formation, mergers and acquisitions, and other corporate transactions.

One of the best ways to stay on top of compliance regulations is to ensure that deadlines are met – on time and every time. Successfully tracking important timelines, like annual reports, license reports, and other crucial submission due dates is the starting point of good entity management. A reliable entity management software allows you to have these important dates right in front of you in a structured calendar. It also provides leaders with the necessary information to accurately complete any reports and compliance documentation to avoid unnecessary late fees, business-limiting penalties, and more severe consequences like credibility loss and PR crises.

Larger organizations are faced with many executive responsibilities. With some organizations having anywhere between 100 to 500 entities, and some even having thousands, management best practices are key to successful leadership. Entity management software gathers and presents the essential data needed to keep track of multiple jurisdictions. With governance and compliance information at leaders' fingertips, they can better manage subsidiary entities, track ownership structures, and review shareholder data.

When evaluating entity management software, organizations should consider if the software has the key features outlined below.

Dashboard customization helps leaders in being able to see and meet unique priorities and important deadlines. Not only that, but a dashboard tailored to the organization’s primary needs facilitates collaboration and communication, ensuring that all parties are aligned and on the same page.  

Updating and organizing important documents is essential to good governance. Entity management software should help strengthen an organization by accelerating search and document sharing capabilities. With a software, like Kube, that stores documents centrally and tags them to individual tasks, the risk of multiple copies in the system decreases significantly. Moreover, document filing and form creation should also be sought-after features. Automated e-filings can reduce mistakes and help in fill out annual reports, confirmation statements, appointments, and more.

Organizations should choose entity management software that allows users to generate standard and/or customized reports. Software like Kube provides users access to instant insights and data across teams, task management analysis, and a view of compliance information.

Entity management software with secure access and single-sign-on (SSO) can help boards and leadership teams keep their information safe. Organizations should configure access across different roles, teams, and even locations, as well as regulate users’ views and editing rights for added security.

To successfully implement entity management software, organizations should consider these best practices:

When it comes to entity management, an organization must be able to fully identify the areas in which improvement is needed. Whether meeting deadlines, aligning teams, managing documents, or utilizing data strategically and effectively, organizational goals should be established before the purchase of a corporate entity management software. This can also allow leadership teams to formulate a comprehensive plan for the organization’s development—one that can be accelerated with the right entity management software.

When it comes to entity management software, one size does not fit all. It’s crucial for leadership teams to first understand their needs, and then conduct extensive research to determine which software will help them achieve their governance and compliance goals.

C-suite leaders, general counsel, legal and financial teams, and board members play key roles in entity management—and are often entity management software end users. In addition to these stakeholders, it’s important to include the software provider in this list as well.

Entity management software providers like Kuberno, with whom Nasdaq has collaborated, support and communicate updates regarding the software implementation process. They need relevant information about end users, must-have features, and pertinent data to prioritize and track across the organization. This will help ensure a smoother software implementation and user adoption.

Software implementation requires all necessary parties to be familiar with its functions. As this transition can be a big change, those who will be making the software a part of their daily operations will need to have a solid understanding of it. Training sessions and workshops can make all the difference in learning about the corporate entity management software that an organization adopts. Leaders should also be open to any comments or suggestions relevant parties may have to accelerate the implementation process.

Entity management software can have a positive impact on an organization’s compliance and governance processes.

Key features like customizable dashboards, reporting and analytics tools, and document management can help an organization streamline governance and compliance duties. A corporate entity management software like Kube can help organizations effectively govern by combining world-leading entity management functionality with a unique secretariat practice management system. The platform can do everything from administrative task automation, to data report creation, to document organization for optimized governance and a methodical flow of daily management tasks.

By investing in entity management software, boards and leaderships teams can support their organizations in optimizing and organizing calendars, centralizing important data, and more, all while operating with security features in place and being transparent with important stakeholders through streamlined collaboration and communication.