Centralized Mail and Record System is Desktop and Web Based Application for Inward and Outward Mail.
Features & Functions of Application:
• Desktop Application as well as Web Based
• All inbound and outbound mail and record of all offices under Director Finance, University of Karachi
• All Departments under Director Finance includes:
Finance Department (Director Finance)
A) Director Office (Assistant Registrar)
1. Mail and Record Section (Superintendent)
B) Operations (Deputy Director )
1. 1st Office
2. 2nd Office
3. 3rd Office
4. 4th Office
5. 5th Office
• All Inbound Mails will be first hand over to Mail & Record Section which will be received through a BARCODE STICKER at Receiving Counter
• All Inbound Mails will be given an ID as FDIM-YYMMDD-12345-00 and all Outbound Mails will be given an ID as FDOM-YYMMDD-12345-00
• The Data Section will add Document Information in database as:
o ID: Unique ID
o Document Name r Subject
o Receiving Date
o Sender Name
o Sender Office Name
o Sender Designation
o Sender Phone Number
o Sender Email Address
o Sender Date
o Mark to:
o Number of Pages of Document
o SCAN: All pages of Document/Letter/Case will be Scan and Save as in PDF File with name of ID
• After date entry, the Superintendent will assign the Priority as Ordinary, Urgent and Time Bound.
• Superintendent will mark the Mail to concern Person/Department and email notification along with scan document will be send to concern Person/Department by adding Name of Person, Designation, Department and Date & Time of transmitting the email.
• The hard copy will be collected by assign representative of concern department from MAIL AND RECORD SECTION delivery counter in a designated time like at 08:00 Hours, 13:00 Hours and 14:30 Hours. It also fill slip of the Date & Time of receiving physical document and that slip will be the part of Document ID in Database.
DASHBOARD:
• Every User has his/her own Dashboard with limited access assign by Admin.
• Within Dashboard, the Documents are showing with Status.
TRACKING:
• There is an option of Tracking in Web Based Version. The Deans and Chairmain/Chairperson of any department will able to Track their Document and Status. This is limited access only showing Document Status.
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