Document circulation
Correspondence circulation
no more lost documents
Existing status
- Correspondence is delivered to the company through different channels
- It is registered in paper correspondence logbook
- Each type of correspondence is passed to company management and spread from there into entitled departments
- Letters of lower importance are sent via email
- Outgoing correspondence is drawn up in a several paper copies
- Outgoing correspondence must be accepted and signed by supervisors on different organizational levels
- After acceptance the outgoing document is registered in paper correspondence logbook
- Only after registering the document is sent to recipients
Implementation
Our experts will help you:
- Create an electronic correspondence logbook
- Implement a consistent register and numbering of correspondence
- Create the possibility of registering ingoing documents in several locations, however, with retained consistent numbering in electronic logbook
- Make sure the ingoing document is scanned and uploaded to the system
- Perform the document endorsement electronically
- Give orders online through comments under the document
- Create and send outgoing correspondence electronically
- Create electronic system of document acceptance on different organizational levels
- Grand correspondence statuses depending on realization stage
- Provide users with system logins and passwords to access correspondence according to occupation and responsibilities in the company
- Integrate the electronic correspondence circulation with the existing organizational structure of the company
- Develop register/comparison module to report information about correspondence with contractors
full
control
safety
and reliability
time
saving
clear
profit
effeciency
boost
success
guaranteed
Benefits
- Reduced chance of document loss or damage
- Paper correspondence logbook has been eliminated
- Reduced chance of doubled correspondence numbering
- Access to documents for all entitled employees immediately after endorsement
- Different departments may work on different tasks regarding correspondence simultaneously
- All entitled employees may post comments to the document independently
- Fast and easy search of documents
- Possible discussion about correspondence contents online
- Entitled employees always have access to correspondence even outside the company
- Entitled employees may manage correspondence online even outside the company
- Reduced costs of sending documents in paper form
- Generating wide range of comparisons and data sheets to manage correspondence became possible
