MAIL MANAGEMENT

• 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 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.