The easy and efficient sharing of data by working together differently
Many business people regard it as an obstacle to their entrepreneurship: the amount of time and money they devote to compliance with the rules. Providing the same information over and over to different government bodies, and rules that are difficult to understand also lead to irritation. Both entrepreneurs and public authorities believe that things can be improved. They are therefore working together to introduce the Company Dossier (Ondernemingsdossier) in order to reduce the regulatory burden.
What is the Company Dossier?
The Company Dossier is a new way of collaborating and sharing information between businesses and governments with the aim of reducing the regulatory burden. The Company Dossier enables a company to record certain information about its operations just once and provide that same information to government bodies such as regulators and licensing authorities as often as necessary. The company itself determines which authorities have access to the Company Dossier. Proper arrangements should therefore be made in advance about how the company and government bodies can exchange the right information. These arrangements are established for each sector in a collaboration agreement, so that there is ultimately one source of information for the company with its government bodies: the Company Dossier.
The result: more time to do business, improved compliance with the rules and simplification of the supervision.
How does the Company Dossier work?
Trade associations and government bodies agree on how they wish to exchange information and establish this in collaboration agreements. The collaboration agreements form the basis for working with the Company Dossier. For example, agreements are made about the powers the authorised regulator has to inspect the company information, which documents are included in the Company Dossier and how often an onsite inspection is still required. The entrepreneur subsequently records the relevant company information in the Company Dossier just once and updates it as necessary. As a result, the entrepreneur can retrieve relevant and transparent information about rules and record this in his or her Company Dossier. If a licence has to be applied for or if action has to be taken, this is reported in the Company Dossier.
The company gets started on this by planning and monitoring its actions and recording the results in the Dossier. The company then authorises various government bodies, such as regulators, to inspect this information. The regulators thus always have access to up-to-date compliance information and more focused onsite inspections can be carried out more efficiently. Because entrepreneurs are faced with many different fields of legislation, permits and regulators, separate guidance on rules can also be deployed with Company Dossiers. Guidance on rules clearly indicates what an entrepreneur must do to comply with the rules. With the Company Dossier, the digital exchange of information between the company and government bodies is easier, more transparent and cost-efficient.
Benefits for businesses
- Own company information and processes are the starting point.
- Clear insight into relevant rules and measures to be taken.
- Re-use of previously entered data.
- More efficient and more focused onsite supervision.
- Required information is assembled at one traceable location. It is accessible online, so can be used everywhere.
- Online licence application.
Benefits for government bodies
- Fewer requests for assistance from entrepreneurs, less information is required.
- Fewer incomplete licence applications.
- More possibilities for the automated processing of forms.
- More efficient supervision as a result of better prepared onsite inspections.
- Targeted supervision, more space for advice and prevention.
- Improved regulatory compliance by companies.
- More up-to-date information about a company, which can be consulted at any time by all authorised public bodies (less exchange of data).
Planning and ambition
Both entrepreneurs and government bodies have shown great interest in the Company Dossier. Three trade associations and the relevant public authorities started with the implementation of the Company Dossier in 2011. Businesses and government bodies in the Rubber and Plastics, the Hotel and restaurants and the Recreation industries experience the partially completed digital collaboration as a logical and user-friendly new development. For the success of the Company Dossier, it is essential that there is a close fit with the everyday practice of business and government. An incremental approach offers the opportunity to gain sufficient experience during the initial implementation of the Company Dossier and to incorporate the savings and quality improvements that have actually been realised in a wider rollout to other sectors.
The development of the Company Dossier is a partnership initiative comprising: VNO-NCW (Confederation of Netherlands Industry and Employers), MKB Nederland (Dutch small and medium-sized businesses association), trade associations for the hotel and restaurants, rubber and plastics and the recreation industries, Antwoord voor Bedrijven (Answers for Business), VNG (Association of Netherlands Municipalities), Inspectieraad (the General Inspectorate of the Netherlands) and the Ministry of Economic Affairs.
Would you like more information or do you have questions about the Company Dossier? Contact the secretariat on the general number + 31 6 48 58 51 71.