🧩 System Features

1. Capture & Ingestion

• Multi-Channel Capture: Supports capturing correspondence via scanners, email, manual uploads, fax, mobile devices, and integration with external systems.
• Scanning & Upload: High-quality scanning with support for various document formats.
• Mobile Imaging Framework: Includes features such as:
  • Image compression
  • Orientation detection
  • Noise removal
  • Geo-tagging for location tracking

2. Document Management

• Centralized Repository: A unified platform to store all incoming and outgoing correspondence securely.
• Version Control: Maintains historical versions of documents.
• Indexing & Metadata: Classifies documents with metadata for efficient retrieval.
• Role-Based Access: Access control down to the object level to ensure confidentiality.
• Secure Folders: Access-controlled folders for internal and external users.

3. Records Management

• Retention Policies: Automated retention and rollover based on rules.
• Transfer & Archival: Seamless document transfer to archives after lifecycle completion.
• Certified Compliance: Adheres to international certified records management standards.
• Audit Trails: Complete traceability of document lifecycle events.

4. Process Management

• Task Assignment: Automatic or manual assignment of correspondence tasks to individuals or departments.
• Workflow Management: Includes both flexible and sequential routing mechanisms.
• Rule Engine: Automates routing and escalation based on predefined conditions.
• Delegation of Authority: Allows forwarding and assignment of tasks to appropriate users.
• Exception Resolution: Manages re-routing, follow-ups, and conflict handling.

5. Inward & Outward Correspondence Handling

• Inward Correspondence:
  • Scan or upload incoming documents
  • Register, classify, assign, and track
  • Automatically delegate to respective departments or officials
  • Maintain and track correspondence in registers
• Outward Correspondence:
  • Create, review, approve, sign, and send documents
  • Maintain audit trails of reviews and approvals

6. Search & Retrieval

• Smart Search: Supports full-text search, keyword search, and classified search.
• Indexing Engine: Ensures fast, accurate retrieval using metadata.
• Tracking: Enables real-time search and tracking using dashboards and audit tools.
• RFID/Barcode: Integrated support for barcode and RFID tagging to manage physical correspondence.

7. Notifications & Alerts

• Multi-Channel Alerts:
  • Email notifications
  • SMS alerts
  • In-app alarms
  • Deadline reminders
• Status Updates: Provides real-time status of documents and workflows.

8. Reporting & Monitoring

• Dashboards: Visual representations of performance indicators, statuses, and workload.
• Reports: Generate reports for audit, SLA tracking, pending tasks, and completion rates.
• Activity Monitoring: Real-time insights into document status and process activities.
• Analytics: Helps decision-makers track trends and optimize performance.

9. Security & User Management

• Secure Access Control:
  • Role-based access down to object/document level
  • Centralized user management system
  • Integration with enterprise directory services (LDAP, AD)
• Password & Access Policies:
  • Enforces password policies and access expiration rules
  • Supports digital certificates for secure transactions
• Confidentiality Controls:
  • Flag sensitive content
  • Limit viewing or editing to authorized personnel only

10. Enterprise Integration

• Compatible and integrable with:
  • ERP applications
  • Email servers (e.g., Microsoft Exchange, Gmail for Business)
  • Record management systems
  • User authentication systems (SSO)
  • Other enterprise applications through APIs

🔄 System Workflow Process

Step 1: Capture

• Correspondence is captured via scan, upload, or automatic import from integrated systems.

Step 2: Classification

• The document is classified by type, origin, priority, and assigned metadata.

Step 3: Assignment

• Automatically or manually assigned to the appropriate user, role, or department.

Step 4: Processing

• Routed through the defined workflow.
• Reviewed, approved, signed, or delegated as required.

Step 5: Tracking & Monitoring

• The correspondence status is updated in real-time.
• SLA tracking ensures deadlines are not missed.

Step 6: Archival

• Upon completion, the correspondence is archived in the secure central repository.
• Retention and transfer rules are applied automatically.

🎯 System Benefits

✅ Operational Efficiency

• Automates manual tasks such as scanning, routing, and approvals
• Reduces processing time and eliminates document misplacement

✅ Improved Accessibility

• Centralized repository allows instant access to any document, anytime
• Smart search features simplify information retrieval

✅ Enhanced Visibility & Control

• Dashboards and reports provide real-time insight into correspondence flow
• Helps identify bottlenecks and improves accountability

✅ Compliance & Governance

• Adheres to certified international records management standards
• Ensures audit readiness and regulatory compliance

✅ Security & Confidentiality

• Fine-grained access control keeps sensitive data protected
• Enforced authentication and authorization policies

✅ Cost Reduction

• Saves storage and printing costs
• Minimizes delays and resource wastage

✅ Scalability & Flexibility

• Supports organizational growth with configurable workflows and user roles
• Can be adapted to multiple departments or agencies

✅ Platform Independence

• Compatible with multiple operating systems and deployment models (cloud/on-prem)