Back-office program scans EXCEL spreadsheets ACCESS FILEMAKER or SQL SERVER databases at regular intervals looking for due dates target dates or anniversary dates falling within a specified period which can be look-ahead look-back or both. All qualifying records are extracted and grouped according to the email address in each record. Record filters can also include numeric and alphanumeric comparisons. An email is then sent to each recipient with, if required, selected data from the qualifying records. For example a list of equipment due to be serviced by a particular individual could include details of serial number, cost, location, date last service and date next service due. No installed email application is required apart from access to an SMTP server. An installed Microsoft Office application is not required. A full audit trail of emails and file attachments sent is maintained. Copies of all emails and files can be directed to 3 nominated recipients for monitoring purposes. There is no limit to the number of records which are scanned on a read-only basis. Independent scans can operate on multiple databases concurrently. Applications include any type of recall activity such as renewal test inspection compliance birthday greetings training. Up to 5 separate data sources can be scanned using independent criteria. Each scan procedure reads the data source afresh so that all updates implemented by other software since the previous scan are taken into account. EXCEL spreadsheets and ACCESS databases are opened directly. Other databases which may be remote are queried using SQL statements and ODBC entries. Evaluation system includes examples of EXCEL ACCESS and FILEMAKER. Ready-made configurations can be supplied for any reminder application upon receipt of a sample data file. Runs on personal computers or network servers.