Image Registrars commits itself to offering unrivalled world-class services to its clients. The main focus areas of our service delivery strategy include:

• Customer Oriented service – we believe that every client is equally important. As such, we offer standardized high quality service. Whether you run a small or a big shares register, you will enjoy the same high quality service at Image Registrars.
  
• Availability and Continuity – our office set-up is tailored towards assisting all clients at all times. We have taken adequate security measures to ensure business continuity, and guarantee our clients the shortest down-time in case of any disaster. We strictly adhere to all Service Level Agreements (SLA’s) entered with our clients.
  
• Data Integrity – the source of all our data is secured, and this guarantees data authenticity.
  
• Confidentiality – important information relating to our clients is held carefully in our records, and confidentiality is maintained at all times.

Public Offerings

Image Registrars has vast experience in handling IPO’s and Offers for Sale (OFS) having participated in the biggest IPO’s within the East and Central African region. Our continued investment in the latest technology and human resource capacity development has placed us at the edge in the trade.

If your company wants to list shares on the Nairobi Stock Exchange (NSE) or is already listed and is considering a Second Offer for Sale, at Image Registrars we have a package that will suit your budget and timelines. During an IPO/OFS we undertake the following roles for the issuer:

• Receiving and processing applications – our data capture unit is well endowed with the tools and the people to oversee the processing of applications from agents. As a way of reducing paperwork, all applications are scanned and data capture done using the scanned images. The whole process is characterized by stringent quality audit processes to enable accurate yet fast data capture. We provide daily reporting to the clients on the progress of the project, or as per their request.
• Allotment – Our team, in collaboration with the client and transaction advisers will develop allotment scenarios based on data already collected, and the preferred formula presented to regulatory authorities for approval. The process of allotment is fully automated hence within a matter of hours, reports are available for scrutiny by all interested parties.
• Crediting of shares to CDSC – Our Shares Registration/ IPO System has modules that allow for seamless integration with the CDSC system.This allows for fast direct crediting of accounts after an IPO/OFS at no extra cost!
• Refunds Processing: Incase of an oversubscription during an IPO/OFS, the accurate and timely dispatch of refunds is very critical. Our system has modules that allow generation of Electronic Refunds file as per Kenya Bankers Association Standards. This means that we can integrate with any bank that is the Receiving Bank. In exceptional cases we develop custom solutions that allow electronic payment with banks that may choose their own standards.
• Certificate Printing – For applicants who may choose shares delivered through Share Certificate, we have the capacity to print all the certificates and issue replacements when necessary.
• Advisory Services – we participate in advisory committee meetings, and offer our input in development of required documentation such as Prospectuses, Information Memoranda, Abridged Prospectuses, Agents Manuals etc.
• As a firm of Company Secretaries, we also provide any other related services that our clients may require
  

Shares Registration Services

Image registrars are a leader in the market in the area of shares registration. With a shareholder database over one million and holding the most traded counters in the NSE, our capacity to deliver is guaranteed. Driven by a strong team of staff and State of the Art Technology we have been and continue to provide the following key services;

Immobilization and De-immobilization

Immobilization is a process by which the Registrar verifies signatures and validates certificates for purposes of confirming shares deposited to the CDS. This is in line with the current trend in the market to have shares held in electronic form rather than share certificates. The process entails;

• Checking that certificates are valid, contain the details recorded in the original source data and that they have not been traded or immobilized.
• Confirming these certificates as immobilized, and canceling them for safe custody, and returning a report to the CDS to confirm the deposits.
• Sharing necessary reports with the CDS

De-immobilization is a process where shares held in the CDS are withdrawn and re-issued in the form of share certificates, on clients’ request

Private transfers

Where shareholders hold shares in certificate form and wish to transfer to other parties by way of gift, or where a deceased’s shares are to be transferred to the beneficiary, a Private transfer is performed. Subject to the appropriate documentation being presented, the transfer is effected and a share certificate issued within 60 days.

Dividend processing

Upon advice by the Company and approval by the company’s Board/shareholders, we do the following:

• Prepare data for dividend payment, both in form of cheques and funds transfers
• Depending on the clients’ preference, print cheques, or deliver data to a contracted bank of choice to do the payment
• Prepare Withholding Tax cheques and returns to Kenya Revenue Authority
• Perform account reconciliation for the dividend account

Reporting and Compliance

We provide reports on behalf of our clients as per the regulations of The Companies Act.Among these includes;

• Audit Reports for CMA, NSE and Registrar of Companies
• Annual Returns – report of past and present members
• Account Inquiry and Analysis of Shareholders by size, categories, dates, brokers, etc

Shareholders Queries

We maintain professionally manned helpdesk facilities to address all queries from our clients in relation to their shareholding, as well as general advice on matters of shareholding, trading procedures etc. Our Query Tracking System ensures that shareholder and client queries are handled in a timely manner and to the satisfaction of the customer.

Rights Issue, Bonus, Splits Management

We have the necessary experience, backed by advanced corporate action processing modules in our shares registration software to handle all manner of corporate actions on our shares registers

We take the project approach in all these activities, assigning staff and resources to each activity.All our staff are professionally trained in project management skills to ensure they can balance the competing factors in a project i.e. time,resources and deliverables

• Rights Issue Processing – Our system’s Rights Issue Module processes a rights issue based on the criteria specified at the point of the issue of rights. Summary reports can immediately be printed based on whether the shareholder has taken up their rights or not.
• Rights Issue Allocation: The system keeps a clear track of which shareholders took up their rights and which ones did not. For those rights that were not taken up, the system keeps track of which members of the public purchased them. Summary reports of this can be printed immediately.
• Printing of Rights Issue Share Certificates: The system prints rights issue certificates and provides a reconciliation module for the said certificates (printed and dispatched, spoilt during printing, returned to sender etc).

Data Conversion

The current IT environment is characterized by heterogeneous Systems. At Iagw Registrars we have continually invested in the capacity and tools to allow the conversion of different data in different formats to a format that suits desired formats. This helps us integrate data from different sources and provide centralized reporting to our clients.

Annual General Meeting

As part our client service we assist in the preparations for and attend the Annual General Meeting, send out notices, proxies & annual reports, and conduct voting for resolutions where necessary etc.

Attendance management

We provide an AGM management system that is directly integrated to the register system. This allows accurate, live statistical reporting during an AGM. The system also prevents double registration.

Polling management

Our polling management module provides fast and accurate polling during an AGM. We provide poll returns the same day.

E-Services

The current society is dubbed “The Information Society”. Computer technology has taken a leading role in the way things are done in the society. At Image Registrars we believe innovative technology holds the future. We have therefore taken a leading role in designing a web portal that ensures the timely, accurate, relevant and comprehensive information is availed to our client in a wide array of formats. All our corporate clients are assigned usernames and passwords that allow them access important information e.g. shareholding summary, shares movement, investor returns in a convenient manner. Our flexibility in Technology ensures that our systems are scalable to meet diverse client’s needs. Assist in the preparations for and attend the Annual General Meeting, send out notices, proxies & annual reports, and conduct voting for resolutions where necessary etc.

Facts and Figures

• 5 out of the last 8 IPOs in Kenya have been done by Image Registrars
• Our records represent over 63% of total shareholders in the Nairobi Stock Exchange
• We hold over 100 registers for companies not listed at NSE