Correspondence Management System

CMS centralizes and manages the creation, assembly and delivery of secure, personalized, and interactive correspondences. It enables you to quickly assemble correspondence from both pre-approved and custom-authored content in a streamlined process from creation to archival that runs on top of Enterprise Content Management platform (ECM).

“Solutions for Efficient and Transparent Correspondence Management”

″Organizations are adopting new ways to become more responsive and accountable in the way they operate.″ A key imperative is to have a robust system in place that manages all inward / outward as well as inter / intra departmental correspondences. These correspondences carry critical information, which if delivered accurately and on-time, can enhance the Productivity of government agencies immensely.

Owing to the large volumes and nature of these correspondences that involves multilevel collaboration between various stakeholders, a majority of the resources are spent on tracking and administering them, rather than in taking appropriate actions. Complexities in processing result in increased costs, higher turnaround time and non-compliance which may bear several financial and non-financial implications.

Why Correspondence Management System?

• Manage Diversity – Seamlessly segregate and prioritize different types of inward and outward correspondences.
• Ensure Traceability – Leverage end-to-end visibility of correspondences across complex dissemination chains.
• Induce Accountability – Assign clear ownership to ensure on – time actions and proactive responses to correspondences.
• Enhance Security – Closely monitored access to confidential files and documents Prevents any kind of information security breach.
• Ensure Compliance – Process Consistency allows adherence to all regulatory compliances and Standard Operating Procedures(SOPs).

Organizations need a system that stream lines the complete life cycle of a correspondence – From origination to dissemination; with smart capabilities for sorting, processing and communicating correspondences across departments.

Benefits

• Effective transformation to less paper office environment.
• Better communication and coordination among the departmental officials.
• Reduced physical storage and materials costs.
• Adherence with regulatory compliances.
• Enhanced transparency with better monitoring and control.
• Archival of files in a secured and centralized repository.

A – Categorization and Filing

• Customizable correspondence folder tree and list views.
• Customizable document attributes supporting a wide range of user controls including lists, date, calendar ete…
• Customizable document classification plan. Multi-Language support on the interface and data levels.
• Easy to use Customizable toolbar containing all user actions: replay, print, archive, distribute correspondence etc…

B – Template Based Generation

• Create Correspondence from pre-defined templates.
• Automated generation of replay for incoming correspondence.
• Automatic linking of incoming and outgoing correspondence.
• Barcode integrated correspondence identification.
• Reference number generation with customizable scheme.

C – Collaboration

• Ability to scan or attach supporting documents related to correspondence.
• Automatic linking of incoming and outgoing correspondence.
• Add comments on correspondence tasks using spell checker.
• Ability to perform image/document zooming.

D – Correspondence Distribution

• Parallel and sequential approval cycle along with option to add FYI, FYA and external entities.
•  Generation of pre-defined/dynamic approval cycles.
• Option to approve, reject, review, replay, delegate, forward need clarification etc.
• Control the distribution process on the fly with the options to stop, add or remove Action/Information users, re-notify, etc.
• Define due date and track correspondence, delegate correspondence and tasks and scheduled notifications, etc..
• Leave delegation functionality.
• Integrated email and context notification engine.
• Rescan, Print or archive correspondence.
• Ability to restrict confidential correspondence to be forwarded or delegated.

E – Reference Number

• Automatic and customizable reference umber generation.
• Ability to print barcode label.
• Reference number Recall functionality.
• Customizable scheme.

PROJECTS REFERENCES –

⇒ SCDL – Supreme Committee for Delivery and Legacy