Mail and Document Record System -- 2

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.