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Taking into consideration the confidential and sensitive nature of some correspondence that organizations deal with, it has become clearer overtime that security is a necessity and not a luxury. Hence, Correspondence allows individual user authentication by enforcing a set of sophisticated and complex rules. The system also allows users to define a set of user groups and permissions for each level in order to execute different functions on the system level, and to allow for varying document views, data, and types, on the correspondence level.

Correspondence Functions:

• Sending/receiving correspondence and managing a rich set of incoming/outgoing correspondence basic and detailed information like; document type, document number, Date, concerned party, sending party, subject, body, importance, confidentiality, direction, attachments, source, notes, comments and much more.
• The ability to link incoming/outgoing correspondence to one or more previously added, related correspondence.
• The ability to scan incoming/outgoing
  correspondence. This would be a single paper or a bulk of papers. The system provides a lot of basic and advanced scanning features, like colored scanning, black and white scanning, rotating, re-sizing, cropping, re-ordering, and scaling.
• Searching incoming/outgoing documents in seconds, using intelligent advanced search options.
• The ability to integrate with scanners, workflow and document management systems.
• Processing and circulating incoming/outgoing correspondence based on given permissions, organizational structure, and flow of processes, and sending carbon copies of the original document to concerned parties.
• Tracking and tracing incoming/outgoing correspondence using bar-coding technology and by logging the history of taken actions, users, and dates.
• Managing dynamic, scalable and customized archiving structure, in addition to the ability to request and retrieve already archived documents for further processing.
• Supporting both Gregorian and Hijri calendar.
  Supporting both English and Arabic languages.
• Managing lists of roles and permissions and assigning them to each defined user.
• Building and managing dynamic organizational charts for the organization. That includes defining departments, divisions, sections, and positions, as well as assigning defined users to theseorganizational units.
• Defining and administrating the settings of the system.

Key Benefits :

On corporate level:

• focus on working on the information rather than
• looking for it
• Respond faster and meet deadlines easier
• Enforce better security model within the
• organization
• Keep physical copies in good shape
• Make sure not to lose physical copies
• Create a more transparent working environment
• Enhance processes and avoid bottlenecks

On managers level:

• achieve a better accountability and
• transparency model
• Take informative decisions based on presented
• information in a timely manner
• Better approach to monitor and supervise
• employees
• Meet deadlines set for departments
• Secure information across/within departments

On end users level:

• organize daily work
• Provide better key performance indicators
• Minimize the need to understand where to route a correspondence
• Provide efficient means for timely responses

By featuring an advanced organization structure builder, advanced search, bar-code based tracking, integration with different document management systems and workflow engines, now it is easier than ever before to bind the flow of information within organizations.

In today’s business world, effective communication is one of the most needed competencies between organizations and their surroundings. Therefore, they utilize different mechanisms, most importantly official letters and memos. This puts a lot of pressure on the teams working in the administrative communication departments, knowing that:

• Most of today’s mail can be spam.
• Employees are spending most of the time looking for the information rather than working on it!

In fact, most of the resources related to managing the correspondence are spent on tracking and administrating them, rather than working on them and this is a problem if we know that most of the correspondence must be answered to within one business day! For that reason, it is important to deploy a system that controls the mail traffic and enforces the organizations’ correspondence rules, thus, reducing the amount of time spent on searching for correspondence and spending more time actually working on it!

Got to deal with tons of daily correspondences?

Government directors, department or unit heads and their employees are expected to process tons of correspondences in a timely manner and according to priority, all while keeping in mind the importance of having a secure environment; it is a very challenging task and often overwhelming for most organizations.

Organizations nowadays are faced with the paramount challenge of renovating and engineering their internal structure and processes in order to provide the public with a high level of service. Allocated man power can barely handle the workload alone, so having tools to help organizations plan and manage their communication is a necessity, not a luxury.

Mistakes can be very costly, and missing a deadline or taking the wrong action can put the organization in a tight spot, not to mention the damage it could render, therefore, the need for a well-planned infrastructure to support the operations is inevitable.

It’s always about picking the right tool, and since it’s in the core of any organization, it should meet its
expectations, goals and objectives while adhering to its standards and regulations.

eSense values and appreciates the responsibilities of organizations, which have evolved to employ complex structures and hierarchies in their activities. Correspondence is the solution to help your organization realize its full potential. It is an intuitive administrative communication system that provides an easy way to manage all of the correspondences for any organization; starting from scanning, revising and circulating the correspondences between different organization departments and units, thus, it increases employees efficiency, and enhances the overall environment security. Correspondence offers support for organizations seeking solutions to address certain problems, for example:

• Making sure not to lose any physical copy of the documents, especially the original copies.
• Creating more accountability across the organization, by assigning the tasks from a certain correspondence to a specific employee, and to be able to follow-up with them.
• Securing the information within the organization, and having the right access permissions of the data for the right people.
• Participating in creating a more transparent environment within the organizations, where
• information can be presented to the right employees at the right time.
• Measuring the performance of departments, employees, and the overall performance of
• the organization by setting certain key performance indicators to measure the progress and response time for certain correspondence.
• Creating a reputable image where organizations are able to respond and follow up on all matter professionally in a timely manner.

Why deploying Correspondence?

Correspondence is a solution built on top of your document management system and workflow engine.

These applications are extensible and can be implemented to suite even the most customized requirements for clients.

The system comes with both Arabic and English Interfaces, Hijri support, and a web interface that enables clients to view the correspondence in a browser window. The solution also features integration with MS-Active Directory to enable single sign-on. It also comes with integration with OCR (Optical Character Recognition Tools) to enable scanning the psychical documents into a well-indexed text, thus allowing easy searching through tons of correspondence.

With a powerful and user friendly process modulator, organizations are now able to reflect changes quickly; Correspondence features a flexible core that adapts to change and does not resist it.

Security is another dimension our architects took care of; from document-based security, complex passwords to multi-leveled authorization on documents or meta-data, the result is an overall unmatched level of security.

Correspondence can be scaled to save thousands of documents per day for future use, while being able to retrieve and search through them quickly and easily.
It also protects your current investments, with the ability to integrate with your document management system and workflow engine.
The system also features a set of secondary benefits, such as the ability to scan and archive correspondence to prevent potential loss, helping to improve the accountability and transparency of employees and departments.

Manage your daily work easily

Using “Correspondence”, employees can process and circulate incoming/outgoing
correspondence based on given permissions for each one, defined organizational structure, and flow of tasks within the process they are working on.

The system logs and tracks every taken action, change and the user who took the action and the date of the amendment.

Trace physical documents

“Correspondence” uses a barcode font to help organizations reduce the number of lost documents and greatly increase the speed of identifying documents’ locations, by tracking and tracing the movement and location of physical documents themselves, and then can be easily recorded and retrieved when using barcode scanners.

Simple creation of outgoing correspondence

In any organization, employees spend a lot of time on some non-core and routine tasks, such as writing letters and memos in a professional and standardized manner.
These tasks can be exhausting and time consuming.
“Correspondence” provides a dynamic content creation tool for various types of correspondence.
Users can easily generate, manage, and customize any type of correspondence content with a professional, standardized, consistent and organizational brand identity appearance, by selecting from a library of pre-defined templates and using Microsoft® Word.

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