Mail Management

Dematerialisation of proceedings

PA Correspondence Management

Mail management is a crucial process for public sector organizations: the majority of the documents starting the administrative proceedings are represented by incoming or outgoing email, which transit through the institutional protocol.

Sinthesi allows the complete management of the correspondence regardless the reception/sending channel (CEM, traditional email, mailing services, paper, certified copy, etc.).

Sinthesi governs this crucial Institution operation process, safely and efficiently, and provides a set of tools to support users in the management and sharing of archived correspondence.

Sinthesi is a Siav Best Practice available with the Reuse formula.

Info: AGID site for Reuse

Siav Mail Management Application

How does it work

Sinthesi integrates a functional architecture aiming at the management of the correspondence documents, obtaining approvals and related administrative proceedings processes.

A large set of features was built on it specifically aimed at the specific management of correspondence and at making the system comply with current regulations. The system has a number of features “ready to use” that allow you to significantly reduce the activities and the deadlines for putting them into operation compared with the same type of market platforms.

Sinthesi is the ideal technological platform through which the Organization can take the ambitious goal of dematerialization and digital management. Sinthesi is integrated with all the technological components necessary to enable the complete dematerialization of proceedings and documents in general: the protocol, the digital signature, e-mail and CEM, the digital preservation.

Incoming correspondence
Through this functionality, the system allows you to automate the receipt and the correspondence distribution within the Organization. The received correspondence is handled by the system with a process that allows the fully automatical logging and document assignment.

Outgoing correspondence
For the departing correspondence the system manages the necessary activities for preparing and sending documents through special automatic activities.
Integration with Word, PDF creation, digital signature, approvals or collaborative procedures, automatic logging, CEM sending and mass mailing are some of the features to enrich the application.

Key Benefits

Full support for dematerialisation and digital document management processes;
Media independent (printed and electronic) correspondence management;
Components and IT Protocol interfaces, electronic document management, of the Automated Processes and Integrated Electronic Storage Management;
Adherence to current regulations as to protocol, management and maintenance of documents and electronic storage;
Reduction in photocopying costs and printing of paper documents through the sharing of dematerialized electronic document;
Reduction in storage costs of paper documents into accessible in digital format;
Drastic reduction of access times to documents and the possibility to share them;
Automatic distribution of correspondence based on pre-defined rules;
Increased efficiency in the business processes execution using documents as supports;
Marking of the proceedings of the Organization activities in order to measure the performance;
Automated management of administrative Public Administration procedures;
Flexibility to adapt to the different characteristics of work processes.

A concrete example

A complex Organization, composed of thousands of users distributed throughout the country, decides to dematerialise the correspondence, in compliance with Government Code.

3 Organizational homogeneous areas
60 branches
1.600 offices
8.000 users
4 milions of documents per year
2 milions approval procedures
100 CEM accounts.

The Siav application allowed the dematerialization of the correspondence documents and the related approved flows through:
– IT Protocol Management
– CEM input and output management
– Automatic predisposition of output documents
– Use of massive mailing massive third-party services
– Digital correspondence preservation in accordance with law

CEM has become the preferred dialogue channel between the Organization and its partners: the incoming CEM is automatically registered, distributed and archived; for CEM output are automatically managed the state and the various return receipts.

The obtained results, in line with the objectives of the project were: increasing the efficiency of processes, improving timeliness in the exchange of communications with the outside world, reducing physical storage space (1.5 Km shelves saved each year) , using workflow to manage the approval procedures, dematerialisation of 90% of the correspondence.