Automatic File Maintenance Once your Diners Club program is in operation, you'll find it necessary to update information about your Corporate Cardmembers and centrally billed Accounts on a frequent basis. Your Account Structure will change over time for a number of reasons. Some of the most common include: Individual Cardmembers may transfer to different departments A department may change its reporting structure A company may create a new department, or close an existing one Centrally billed travel accounts may be closed or transferred to other units Individual Cardmembers may no longer need a Corporate Card It is possible, and often preferable, for your organization to provide us with individual or small numbers of account updates on paper, verbally, or by secure email. However, for updates involving 100 Accounts or more, we recommend that wherever possible, you simplify your file maintenance process through our Automatic File Maintenance system. This automated process can expedite many common account updates, and makes the file maintenance process simpler and more accurate. Supported Updates The following file maintenance transactions can be updated through the Automatic File Maintenance system: Indicative Data - which is used by your company for MIS and Global Vision reporting, and usually includes data such as employee number, cost center, or department Account Transfers within the existing Account Structure Account Cancellations for both Corporate Cardmember and centrally billed Accounts Diners Club may also be able to update other types of organizational data, depending on your special requirements. Please consult your Diners Club representative to discuss possible approaches to updating your Account data. How Automatic File Maintenance Works Setting up the file maintenance process is simple, but we recommend that before you attempt to use Automatic File Maintenance for the first time, you should consult with your Diners Club Representative and our systems experts. They will describe the process to you in more detail, and discuss the data that your organization's Diners Club program requires. For precise data guidelines, download this ASCII file specifications document. If you prefer, you can download a sample Excel file containing all the necessary fields (and sample data, which you can delete). You can then populate the file with Cardmember information, rename it and return it to us through the ChargeSmarts Post Office. To Learn More To learn more about Automatic File Maintenance, please contact your Diners Club Representative.