1. Incoming Mails
The company receives letters from people or company’s and they enter the following details in their book:
date received, registry number, received from, date of letter, letter reference number, subject, remarks, flag eg: confidential, urgent etc.
After that, the letter Is sent to the Regional Minister. Now the letter that the minister has received needs to be brought back to the records department and recorded again in their books.
The records department then send the forwarded letters to the department or office who is supposed to put that letter on file and the records department also put it on file too. The department who receive the letter and put it on their file don’t return the letter back again.
Problem: now the problem is that, these process needs to be digitised so that they can track all their letters effectively and aslo know the status of letters that have not been returned from the minister.
2. File Movement
They also have folders available. These folders contain all the letters received in the company. They also keep records of it manually when someone from an office or a department comes for it. They record the details as:
Date collected, name of person taken the file, when will you return it, person taken the file department, file number eg: ash/ksi/v1/213, name of file,remarks, status>not returned. After that the file needs to be returned back to the records office showing the following details: returned date, returned by- person name, number of letters in file returned, status> returned
Problem: now the problem is that, they need to be able to track these file when a department or office comes for them and needs to return them for proper filing.
3. Outgoing Mails
They also send letters to other people or company’s and they also keep records of that manually with these details,
Despatch date, registry number, to whom sent/sent to, date of letter, letter reference number, subject, sending department name, employee who brought the letter to be sent, position, telephone number, scan copy, status> despatched, remarks.
>so we need a form to accept the details and then have a table to view all outgoing mails
And we are done with the project.
They keep a copy of the despatched letter on file.
Problem: now they need to digitised it so they can have the records on the system and be able to retrieve it at any time.
So based on this they need a system that can help them manage their files and letters in the company properly.
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