What is correspondence?

Correspondence management is of paramount importance for all organizations, government agencies and other parties that must deal with deadlines, and seek the highest possible level of productivity, as well as an efficient control system to effectively govern the ever-increasing correspondence channels. This is where correspondence management systems come into play.

The correspondence management is the process of receiving, recording, logging, appropriately processing and responding to and creating an audit trail of received correspondence. A Correspondence Management System is used to track all the incoming and outgoing business correspondence of an organization and make it available to all application users according to their roles and access.

What is Correspondence Management Solution?

Software solution used to capture, store, manage, maintain, and deliver the content of a Correspondence across the organization, allowing organizations to help manage and secure correspondence across all stages of the Correspondence life cycle.

 Correspondence Lifecycle 

CORPWARE | Share™

Corpware Correspondence Management Solution (CORPWARE | Share™) application aims to automate the management of large volumes of incoming, outgoing and internal correspondences. It allows employees and users with certain permissions to, along with other capabilities, efficiently dispatch, receive, route, follow up, store and retrieve the correspondence records of their Organization that are daily received as inbound or sent as outbound. This document explains the workflow of CORPWARE | SHARE™, which consists of series of actions performed by certain user roles using different application functionalities. The current chapter introduces you to the document, its target audience, potentially unfamiliar terms used and typographic conventions.

The CORPWARE | SHARE™ is simply a combination of workflow process combined with content management and web-based client interface. The CORPWARE | SHARE™ defines a workflow for both the inbound and outbound processes, which are made of some activities where each activity performs a certain task. The correspondence documents are saved in the repository through the content management system and have its version and permission schema.

The main functionality of CORPWARE | SHARE™ is to enable the Organization to dispatch, receive, route, follow up, store and retrieve its correspondence records that are daily received as inbound or sent as outbound.

 

Benefits

  • The correspondence system provides the organization and the organization’s staff in all levels with the ability to access incoming and outgoing correspondences from anywhere
  • It provides accessing to the correspondences to take any action (send, receive, or comment)
  • The system can be linked with e-mail messages for notification in the event of receiving or withdrawing any correspondence from your inbox and taking action on various transactions, circulars and internal reminders, edit and comment on the same incoming / outgoing transactions, minutes of meetings and items directly in accordance with the policies and policies of the organization
  • It increases employee’s productivity by having a central location in which they can work and collaborate together having secure access and permissions
  • It automates the internal correspondences of a way that boosts productivity and accelerates the business lifecycle
  • It provides the in-depth information that is needed by employees
  • It enhances the communication between employees
  • It reduces the operational cost
  • It moves the organization to paperless environment

advantages

  • Reaching the mailbox and the archiving repositories through the web browser
  • Scanning the sent and received messages with their attachments
  • The high level of security where Only the receiving party can only view the correspondence
  • Reply to the inbox and export the necessary letters to the concerned parties to take actions
  • Retrieve any document related to incoming or outgoing correspondence with an advanced and easy search mechanism
  • Clarify and comment on the correspondences and issuing instructions thereon
  • Follow up on the status of the current message and find out who is responsible for any delay and what is the status of the correspondence now
  • Easy-to-use graphical interfaces through the web browser
  • Provide information to decision makers quickly, easily and accurately by displaying many statistics in graphical or special reports as required

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