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Correspondence handling

Managing correspondence in an organization is always a challenge. Our system supports the handling of correspondence from the moment of its receipt to the moment of sending a response, if required. Individual letters can be grouped into cases and cataloged according to the organizational structure or using the structure of the Uniform Material List of Records (JRWA).

Many sources, one thing

It often happens that the same correspondence reaches the organization in many forms (e.g. first a scan by e-mail, then a letter in an envelope). It is enough to send e-mail correspondence to the BPM mailbox address to register a new letter in the system and start the circulation after completing its metric. When the same letter arrives in paper form, the system, based on the sender and the number, suggests that it is probably a duplicate of a letter that is already in circulation. Then it is enough to register the paper version and complete the process.

Circulation – flexibility and standardization

Incoming correspondence is registered in the office (or by any user who receives the letter on his own), and then directed to the appropriate organizational unit / person who decides on further actions (with optional notification of other interested parties). Then a responsible person is appointed, whose task is to analyze the correspondence and take appropriate action. This could be handing over to another person, ending the procedure and informing the people concerned, or moving on to answering. In the case of integration with other modules (e.g. cost invoice, external controls, etc.), after selecting a specific type of letter, a dedicated, structured workflow (e.g. registration and invoice assignment) is launched.

If the letter concerns a matter that requires a reply, the process of processing outgoing correspondence is started. In this process, the person responsible for the reply prepares the outgoing letter using a template that is automatically completed with the data of the contractor (recipient). This letter may be sent for opinion and approval to selected persons and at the end of the work handed over to an authorized person or signed by himself with an electronic signature. The document prepared in this way is sent to the office, where it is sent, and its scan (if we are dealing with a paper version) is archived in the system.

Scanning, OCR and archive support

The module automatically pre-registers all documents scanned to the appropriate directory. The paper version of the magazine can be immediately archived, and the electronic version is released. These documents can be additionally marked with barcodes, which makes it possible to scan large packages of documents (the system automatically separates them by codes and creates separate cases). Additionally, documents can be recognized by the OCR software, which makes it easier to fill in the correspondence records (it is enough to copy selected fragments of the letter to the appropriate fields during registration). In order to facilitate the archiving of documents, also outgoing correspondence may be marked with barcodes (placed in the prepared letter or after shipment). In addition, the system provides collective reports that facilitate the transfer of individual documents to the archives and handling them in accordance with the office instructions.

Senders, contractors and cases

It often happens that a given case does not end with a single correspondence. That is why our module allows you to group correspondence into matters. The case record contains not only connections with individual letters / messages, but also information facilitating the assignment of subsequent letters concerning it. Moreover, both the correspondence and the entire matter can be associated with all other objects stored in the system (e.g. linking the complaint with the point of service provision, contract or external audit).

Thanks to the unified register of contractors, which is used by all modules, it is also possible to analyze the relationships between individual cases and to combine and merge data on senders of letters. Different people often contact the organization for the same matter, or the same person sends a letter once by post and then an e-mail from the new address. Thanks to the support of the system, it is much easier to link such letters with each other and relate them to a specific case and the sender.


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