Electronic Manuscript Management

Electronic Manuscript Management is an application for managing, reviewing, creating and sharing official governmental manuscripts electronically. Currently there are still many agencies that regulate official manuscripts of services manually, for example when making approvals, dispositions, changes, and sending official manuscripts to outside agencies, all done manually.

If the distribution of manual work is still carried out continuously, it can result in reduced time efficiency of workers, as well as causing several problems in the existing agencies, so that company development can be disrupted.

Use the Electronic Department Manuscript so that the Distribution of Documents becomes Faster,Easy,Safe,Efficient

The following are problems when still using the Official Manuscript Procedure:

• The amount of time needed when looking for official document administration documents.
• Online approvals cannot be done online, it is difficult to track official document administration documents.
• The difficulty of tracking dispositions digitally.
• The high cost of purchasing paper, because all official documents are still using physical documents.
• Space required for storing documents is too much.
• The sending process of sending documents between outside agencies is too time consuming, because everything is done manually.
• The difficulty of approving or following up on a document when one of the officials concerned is not in the office.

All of these difficulties, can be overcome by the application of the Electronic Office Manuscript, a system that has been well integrated.

Electronic Manuscript Management
Here are the kinds of letters that can be done in this application:

• Warrant
• Internal Memoranda and Memos
• Letter to an outside company
• Decree
• Letters from other companies
• Instruction Letter
• Certificate
• Letter of invitation
• Minutes of meetings
• Announcement
• Circular letter
• Official memo
• Other letters

Some of the advantages of using the Electronic Service Text Application are: 

• It is easy to carry out dispositions in the official script system that is received from other units, because it is integrated with the system.
• It is easy to find out the position of approval in an official script.
• The rapid process of receiving letters sent via online between agencies.
• There are no errors in the format of the letter, because the format has been provided by the system.
• Can reduce the cost / cost of sending letters and paper spending.
• Make it easier for superiors to do approval or disposition online, making it easier for Officials to do approval anywhere.
• Work becomes directed and structured, because of the creation of time efficiency.
• Dispositions can be easily made by officials.
• Users can easily search for official document manuscripts using words (metadata).
• Easy to search documents by various categories.
• Placement of documents neatly organized because this application is well integrated.

Electronic Office Manuscripts is the right application for organizing documents, for the creation of organized, structured and directed work so as to optimize the time of workers to create progress at your work agency. 

Softbless built the Office Manuscript Application on Alfresco and Liferay. Alfresco is a Document Management System (DMS) application that is useful for storing all soft copies of documents in a company. And Liferay is a portal. The two applications are applications that already exist in the Gartner Magic Quadran from 2011 to 2018. Alfresco is a Chalengger in the Gartner Magic Quadran and Liferay is the Leaders in the Gartner Magic Quadran.

Some Functionalities on the Official Text Application: 

• Exit Service Manuscript
• Arrangement of official service documents: Letters for other companies, Service Notes, Decree, Minutes of Meeting, Notification Letters, and Internal Memos.
• Approval that can be done by related officials for each division or different divisions.
• It is easy to search the status of approval for official documents
• Time efficiency is very fast, because the process of sending documents that are done online when the official script procedures have been approved by the relevant officials.
• Entry Service Texts:
• Up to date can receive automatically in real time when outside agencies send official documents of administrative documents.
• Disposition of official script entry.
• All official script manuscripts from outside agencies can be registered on the electronic service manuscript application.
• Full text searcing that can search according to status, subject and date of the letter.
• Giving a number that can be done automatically.
• The electronic service manuscript application is already integrated with the Document Management System (DMS), so all incoming and outgoing official document manuscripts along with all related documents will be placed / stored in the Document Management System application.
• Email:
• Each user will get an email notification if they have a new task for approval and the latest task
• Each user will get an email notification or reminder if there are tasks that have not been completed
• Number of letters by using a barcode.
• Audit trail: This is useful for viewing all history such as approval, positioning and making official script layout, all of this workflow will be stored in this application, and the user can see in detail the history of official script layout.
• Delegation of authority, this function is for Temporary Officers (PJS), PYMT (Officials Performing Tasks), Daily Implementers (PLH), or officials who are on leave.
• Document watermark, useful to find out who the user is downloading or printing on the document, so as to reduce the spread of documents to unwanted parties.
• Secretary function. This feature gives the secretary access to view or check the official script procedures that become the latest task of their superiors Administration & Configuration. This feature works to make the latest task changes. For example when one official gets one of the newest tasks but for some reason, the official cannot do it, then the official can perform the task change function.
• Change Log. This feature stores information about anyone who has made changes, what has changed about the contents of the official script.
• Access rights, User Management, Groups, and Units
• Merged with Active Directory / LDAP

Softbless is one of the companies in Indonesia that already has a lot of implementation experience for the Office Manuscript Application, we are very competent in understanding the business processes that exist in your company.

Softbless Use our services for implementing Manuscript Services in your agency. Softbless provides services for implementation, customization, installation, support, and training. Contact us and get as much information as you need.