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Correspondence Management System
Government departments are most
correspondence intensive and
need to do a lot of
correspondences with citizens,
business enterprises and other
stakeholders. They need to keep
track of all such
correspondences which take place
in order to attend to them, keep
track of the progress and also
to keep record of the work done
with archival.
Traditional paper based
communication leads to
information pile up in the form
of bunch of files and papers
which creates a disparate
“islands of information”. It
then becomes very difficult to
organize, retrieve, track and
update the information.
Moreover, as the society becomes
more tech savvy and wired, use
of electronic communication
platforms is all time high. This
has made way for communication
mediums of emails and online
forms which leads to the storage
of information in the electronic
form.
In this era of electronic
communication, government
departments are facing
challenges in maintaining the
adequate level of control over
the processes, content and
records that are all key to flow
of official correspondences.
Government departments engage
into wide array of
correspondences from simple to
complex. In each of such
correspondences, ease and
availability of accurate,
updated and reliable information
holds key to the effective
performance.
This has called for a need for a
system where all the incoming
and outgoing correspondences can
be managed effectively and
efficiently. The entire life
cycle of a correspondence should
get adequate attention and
necessary action up to a point
where the issue is either
resolved or closed while
ensuring accountability.
Governments also need to comply
with several regulations like
General Paperwork Elimination
Act (GPEA) and others relating
to the protecting such
correspondences from
unauthorized access and abide by
the privacy norms. This requires
the system to offer certain
strong compliance, security and
protection features to meet with
such requirements. |
