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Automated Incoming Post
e-Office is an innovative information solution
that provides business communication tracking regardless of the size or
organisational nature of the company. As a leading solution for managing
business correspondence, it combines uptake systems and information control
with powerful systems for information management. It enables mailroom employees
to perform their work efficiently, and department administrators to get
rapid access to information and data related to their tasks.
Rapid data input for mailrooms
e-Office supports rapid document input which is usually undertaken by mailroom
staff. e-Office supports comprehensive business documentation entry, from
incoming post to e-mails and fax messages. All paper-based documentation
is scanned and inventory data added. After attaching metadata the digitised
document is permanently stored in an electronic archive.
Tracking work procedures
e-Office supports an inventory of received, delivered and internal documents
using standardised procedures and forms reflecting the document in use.
The inventory can be categorised according to the specific requirements
of each organisation. During installation, the user can choose to modify
the process according to valid business rules and processes, or to use
standard classification that represents best practice. Each document type
can be precisely defined by processing task or user access. e-Office provides
automation in document distribution to individual work tasks and business
procedures. External and internal documents, stored in electronic folders,
are recorded chronologically ensuring that the complete history of that
communication is recorded. Relevant staff are provided with the whole chain
of documentation, and all matters connected to a specific event or project.
Transition to information-based work
e-Office delivers a uniform information work environment. Working with
electronic folders and metadata, staff have access to copies of original
digital documents from electronic archives. All accesses and modifications
are attached to the original document and provide the audit trail for all
document versions and users. Communication systems such as e-mail or instant
messaging refer new matters to relevant staff and remind users to execute
tasks on time. Users and/or recipients of documents can also nominate deputies
to conduct tasks in their absence.
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