E-Office System is a correspondence system that functions to create, review approval of official manuscript documents. In managing company documents that are still manual processes, it takes printed documents and a collection of paper to make requests for approval, review, repair, and trace the required documents. Because the manual process, these activities cause several problems that can result in decreased work productivity.
Handle Outgoing Incoming letter more safeeasyfastefficient
The problems that commonly occur in the management of Company documents manually, including :
- Due to hardcopy, if the relevant official is not present it will be difficult to obtain approval from the authorized official.
It is difficult to know the status of outgoing mail, the position of the letter and the approval process cannot be known quickly and precisely.
The search flow for company documents takes a long time, so it takes time to search the archive storage location, and find it in a file cabinet, or other collection of stationery.
Relevant officials will have difficulty in tracing and disposing of letters.Checking and distributing documents is processed manually, so it takes a long time.
The high burden for the cost of purchasing paper, because the document is still hardcopy. such as: The document is photocopied and distributed to relevant sections.
Requires space for storage, it should be used for other useful activities.It is difficult to see the approval process or disposition of a document.
These problems can be solved by a system that works well together, namely E-Office.
E-Office
E-Office system could handle these outgoing and incoming letters :
- Announcement
- Nota Dinas
- Memorandum
- Minutes of Meeting
- Invitatation
- Decision Letter
- Request Letter
- Instruction Letter
- Letter of statement
- Letter from other institutions
- etc
Benefits :
- Documents are made electronically well-organized and neat, with the aim that documents are easily seen, managed, found and reused.
- The task will become easier, and the work will be completed more quickly and well structured and structured.
- Making the format of the letter in accordance with general provisions, so that the invalid format and structure of the letter does not occur.
- Simplified in making dispositions on letters obtained from outside parties, because the system already provides.
- Users can easily find the letter through several keywords and indicators.
- E-Office is equipped with a system of searching letters and company documents based on the name of the letter, the title of the letter, the contents of the letter, the type of letter and the condition of the letter, and the search process will be easier.
- The disposition tracking process can be quickly carried out by relevant officials.
- A user friendly system can make it easier for relevant Officials to log in to this system, in approval or disposition of letters from anywhere, without the need to be in the office.
- No need to spend paper and send mail so it is more efficient.
- Letters are sent online to Users, no need to be sent manually.
- It’s easy to see and get information about the approval and tracking process of a document.
- Can be used anywhere, while the internet and intranet networks are well connected to the system, the use of E-Office can be done anytime and anywhere.
- It’s easier to get information about the approval letter, with one click.
E-Office System is an efficient solution in managing correspondence so that it can improve work efficiency and achieve Company progress. Softbless has the right solution for Corporate Document Management called E-Office which is useful for managing your Company’s letters and documents.
Softbless built an E-Office System based on the Liferay and Alfresco frameworks. Liferay is a solution for portals, and Alfresco is a solution for Document Management System (DMS) that works by storing all related documents in one place. LIferay and Alfresco have been in Gartner Magic Quadrant since 2011. Liferay and Alfresco are in the head to head competitor category for similar solutions to compete with IBM, Oracle, Laserfische, etc.
Softbless has very competent experience and knowledge in handling business processes, in implementing E-Office System in Indonesia.
Our services include implementation, installation, customization, support and training for E-Office applications. Make us part of you in finding your Corporate Document Management solution with E-Office. Contact and consult what you need and immediately get information about the solutions we have.