Totally automatic back-office program scans spreadsheets and databases at regular intervals looking for target dates or anniversary dates falling within a specified period. All qualifying records are filtered and grouped according to the e-mail address in each record. Record filters can also include numeric and alphanumeric comparisons. An e-mail 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 e-mail application is required apart from access to an SMTP server. A full audit trail of e-mails and file attachments sent is maintained. Copies of all e-mails and files can be directed to 3 nominated recipients for monitoring purposes. There is no limit to the number of records scanned on a read-only basis. Runs on personal computers or network servers.