Global
France
Germany
JapanOpen Text Correspondence Management
Support the capture, tracking, and management of correspondences and related administrative tasks
Benefits
Reduces the costs associated with managing paper-based correspondence filing systems
Increases productivity by providing a single point of access to correspondence information, including address books, status information, tracking data, and letter templates
Promotes timely responses by reducing the amount of e-mail traffic, lost documentation, and other problems associated with manual control processes
Minimizes risk and enhances accountability
Your organization’s effectiveness is predicated on how well it communicates and executes tasks. However, the task of responding to a simple letter of inquiry from a private citizen in a timely manner can prove to be a challenge. For large or geographically dispersed organizations, participation of individuals from several levels and regions may be required. The problem is compounded when public inquiries exceed several thousand per year. In addition to these requests, other controlled correspondence includes internal policy memos, complaint letters, legal casework, and intra-agency communication. Accumulated together, the volume—even for a mid-size organization can exceed a hundred thousand new documents per year.
Organizations typically face this challenge by using existing systems such as email for distribution and spreadsheets for tracking. Unfortunately, without centralized management, isolated systems breed inefficiencies. Basic reporting questions are often difficult to answer and document version control—critical for accountability and record management—is a serious problem.
Open Text Correspondence Management is an enterprise-wide solution that supports the capture, tracking, and management of all correspondences and related administrative tasks. With Open Text Correspondence Management, your agency can capture all incoming correspondence from a variety of sources, including paper, e-mail, scanned images, telephone, faxes, and handwritten notes as well as manage responses, work tasks, supporting documentation, and acknowledgement letters. Correspondence Management can also be used to support broad audience submissions, including U.S. Government agencies, White House, intra-agency, and general public correspondences.
Features
Provides enterprise-wide control, tracking, and reporting of critical business communications.
Tracks correspondence information through a supplemental SQL database.
Provides a tabbed-based user interface for easy navigation.
Uses 100% HTML form-driven data entry.
Provides a wizard style interface for quick training initiatives.
Uses J2EE, incorporating Web Services (XML architecture), to create an open system solution.
Generates form letters automatically.
Incorporates workflows for correspondence routing and response approvals.
Supports Lead Office functions for end user administration and control.
