All government institutions depend on letters issued and dispatched for various schemes, orders and notices. When we are talking about bulk mailing, a manual process helps only in slugging the receipt and the execution of the order. Apart from this obvious aspect, there are other underlying problems which needed an intervention.
Average time of reaching a letter from its start point to issue dispatch section is 1 hour.
Most of the letters either has to wait in queue and ultimately does get physically dispatch by the end of the day or next day to the post office/courier.
On an average the dispatch section takes 3 hours to dispatch the letter on the same day
There is no guarantee on whether the letter dispatched has reached the recipients which is dispatched by post.
Monitoring of letters sent becomes very difficult.
Searching of a particular letter takes lot of time.
Moreover, letter dispatching process depends upon the urgency of the letter to be sent. Because of such different practice of sending letters it is impossible to have a central repository for future reference. This manual process requires a person to remember the subject and addressee to track the letter. Or worst! Sometimes the addressee is requested to fax a copy of the letter he had received!
SOLUTION
E-Despatch aims to correct this problem by presenting a single gateway to all Government information and services. It is incredibly robust – making it small and large Government sites requiring hundreds of updates daily. e-Despatch can help streamline content updates, store copies of the information within itself. It is accessible via password protected secure administration area - where each user is given with username & password.
Without re-engineering the process of issuing letters but cutting short the contemporary processes, e-Despatch presents itself as a solution to all different departments in the government sector. This solution will help not only in fastening the process but also avoid delay in monitoring of the letters. E-Despatch solution includes following processes.
Receiving letter pad: - The e-Despatch application starts on receipt of final letter.
Most of the letters either has to wait in queue and ultimately does get physically dispatch by the end of the day or next day to the post office/courier.
Generating Auto Letter number & entry to SW: - Once the letter is received the concerned person generates a letter number & enters the same in the hardcopy of the letter.
Assign Subject: - The letter number generated should have a subject. The subject to the letter is assigned in this stage only. In this stage the mode of despatch & the destination is also decided. Here by destination we mean whether the letter to be send inside department, outside department or inside secretariat only.
Assigning letters to the concerned address:- The letter number generated is saved in the database . This particular letter number is now selected & concerned addresses are assigned which is already entered in the master data. This application also caters to those addresses which are not entered in the master data.
Scanning of letters & conversion to PDF: - After assigning the address the hardcopy of the letter is scanned against that particular letter number
Work monitoring & assigning letters as per schemes:-The next step in assigning the scanned letters to a particular scheme.
Letter despatch as per instructions: - After letter is attached to a scheme the letters are ready for despatch which will be done on click of a button.
Letter despatch as fax/email & publication to website. On urgent case the application has the facility to SMS urgent message.
Poverty is directly proportional to distance from information
If the poor do not have the right information they will not be able to access the right type of ....
