[Sample] Integrated Correspondence Information System

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Mail was still recorded in a physical logbook. Searching old archives took hours, and dispositions were often stalled while leadership was working off-site.

As a result, follow-up on incoming mail frequently missed deadlines, with no record showing where the process was stuck.

We built a web-based correspondence system accessible from any device.

What was implemented

• Automatic mail numbering in the prevailing format.
• Digital scanning and archiving with full-text search.
• Tiered disposition flow following the organisational structure.
• Automatic notifications for dispositions not acted on within the time limit.
• A complete audit trail for every status change.

• Archive search time dropped from hours to under a minute.
• Dispositions can be made off-site, cutting follow-up delays.
• Leadership gained a dashboard showing mail approaching its deadline.