ALKHADIM MAIL MANAGEMENT   is a Registry Management solution intended for the Moroccan administration, it covers all aspects of the dematerialization and dispatching of incoming and outgoing mail up to its exploitation.  ALKHADIM MAIL MANAGEMENT   allows a certain number of treatments inherent to mail distribution, namely: the distribution and easy management of citizens’ mail, the sending of non-processing alerts, the classification and easy search of all their mail , monitoring and effective control of mail activity.  ALKHADIM MAIL MANAGEMENT  is also an interface with intuitive ergonomics with rapid implementation and simple administration

THE INTRANET SOLUTION FOR REGISTRY OFFICE MANAGEMENT OFFERS THE FOLLOWING FEATURES:

• The dematerialization of incoming mail involves its digitization in the form of an electronic image identical to the paper document, before its integration into  ALKHADIM MAIL MANAGEMENT  for its processing.
  • Classification and indexing of incoming and outgoing mail for localization (search by filter) and faster reuse of archived documents.
  • Instant distribution of letters in its digital version to the services concerned. The mail becomes accessible to all citizens authorized to consult it.
  • Notification of the processing to be carried out and the choice of the person responsible for doing it: no dependence on mail delivery times.
  • The handling of a letter can begin as soon as it is registered in the application
  • Consultation of letters to be processed, available in the virtual banners of the agents concerned.
  • Management of mail status: unread, read, processed, urgent, archived
  • Redistribution of mail by associating it with a new mailing list if its processing goes through another service.
  • Management of alerts and maximum processing times (with visual and audible indicators). It is possible to deactivate the processing deadline for certain letters that do not require processing, such as service notes.
  • The possibility of adding annotations and comments to a letter to allow other recipients (departments or administrators) to benefit from the remarks for efficient and rapid processing of correspondence.
  • Searching for a letter using keywords (or the prefix of its reference).
  • Simultaneous viewing of Courier indexes and comments.
  • The use and definition of mail templates which offers the possibility of quickly generating responses to certain types of recurring mail.
  • The ability to use an existing response and adapt it to respond to a new mail.
  • Automation of mail processing steps using business process management (WORKFLOW).
  • Editing the life cycle of a mail because all the stages of mail processing are recorded in a history
  • Automatic generation of an acknowledgment of receipt upon registration of a letter.
  • Organizing the list of recipients by direction and services
  • Consultation of all mail to be processed or currently being processed.
  •   The grouping of related letters in the same electronic file for joint management of all these documents.
    • The specific management of a nominative letter intended for an agent who is absent or has left the administration
    • Managing users and their rights allows for a real confidentiality policy.   ALKHADIM MAIL MANAGEMENT  and thanks to its very flexible rights management, gives the possibility of assigning specific rights to each user, user group or service
    • Management of the interface thanks to a fully administrable configuration tool.
    • Carrying out audits using processing time statistics which can complement the indicators of good functioning of the organization and effectively monitor mail activity in the administration.
    • Management of mail traceability which amounts to answering questions such as:

• Who writes? Who is the document addressed to? What is its purpose? What processing time has it been allocated? What is its processing status?

• PRINCIPLE OF DEMATERIALIZATION

Dematerialization aims to keep a digital backup copy of incoming mail for the purpose of traceability or rapid consultation of archived documents, but it also brings an additional dimension by eliminating all or part of the physical circulation of incoming documents. The latter can then be directly stored in the documentary archives. Dematerialization is a series of processes which make it possible to transform a flow of documents, as well as the processing applied to it, into digital flows and processing. Dematerialized elements can be of very diverse natures. These may include Administrative documents: incoming paper letters, faxes and memos which will be scanned before being transmitted and archived. Handling is automated using a business process management tool ( WORKFLOW )

• THE ADVANTAGES OF DEMATERIALIZATION

The dematerialization of documents improves processing performance and offers functional advantages, namely:

• Simplification of the circulation of documents in the administration.
  • Standardization and structuring of electronic file processing processes and distribution of the workload according to the organization.
  • Dynamic classification in electronic files of all incoming and outgoing documents.
  • Hot management and real-time monitoring of activity.

• List the performance indicators for mail processing in relation to one or more services of an administration.
  • Optimization of the work of all actors in the request processing chain.
  • Reduction in mail processing time for better responsiveness.
  • Way to avoid losing mail.
  • MANAGEMENT OF INCOMING MAIL

Managing incoming mail allows:

• Sorting and validating mail.
  • Automatic generation of an acknowledgment of receipt.
  • Automatic scanning and indexing of mail and attachments.
  • Distribution of mail to the services and citizens concerned.
  • Triggering the Workflow.
  • Entering comments and keywords.
  • Assigning a response time.
  • Implementation of reminder tools.
  • Mail processing and response generation.

• MANAGEMENT OF OUTGOING MAIL

Like incoming mail, outgoing mail management allows:

• Writing a response or a letter to send.
  • Indexing mail to be sent with the entry of comments and keywords.
  • Assigning mail to a list of recipients.
  • Attaching the response to one or more letters received.
  • Issuing a request for mail validation by the line manager.
  • Recording the type of shipment (simple postage or with acknowledgment of receipt).

• Archiving of returned letters and associated acknowledgments of receipt.

• FILES MANAGEMENT

A file is a grouping of letters that are related to each other. These linked letters, incoming or outgoing, are recorded under the same file reference in chronological order, thus offering complete monitoring of mail exchanges. This management allows the following actions:

• Once digitized, the documents will constitute an electronic file attached to the processing of all exchanges relating to a letter.
  • Consulting and editing a file.
  • Assigning a status to a file (pending, closed, suspended, etc.).

WorkFlow is the electronic management of business processes, its objective is the organization of the operating processes of an administration and their implementation in relation to a profession. Electronic process management involves the modeling of work procedures and the taking into account of all aspects related to the functioning of the administration (including actors, tasks and documents) while respecting the operating methods existing in the organization. WorkFlows  in ALKHADIM MAIL MANAGEMENT  allow the tracking of letters requiring complete processing. These WorkFlows are integrated into the mail management application and manage:

• The absence of users and the redirection of processing,
  • Programmable periodic reminders,
  • Alerts as the deadline approaches,
  • Full traceability of operations in the PDF file,
  • The path and the validation circuit.
  • Deadlines to respect

Thus during the processing of a letter, it will be possible:

• To know the progress of processing a letter.
  • The stakeholder involved at this stage of the process.
  • The decisions to be made and the actions to be taken.
  • The validations to be made so that the process follows its normal course.

The ALKHADIM MAIL MANAGEMENT solution is based on a three-tier client-server architecture consisting of an application server, a database server and a light “browser” type client (Internet browser). The client sends a search, processing or consultation request for mail to the application server which queries the database server from which it retrieves or modifies data and which then displays the result of the operation at the client level.

INTRANET ARCHITECTURE C2M BR

TECHNICAL AND FUNCTIONAL CHARACTERISTICS ALKHADIM MAIL MANAGEMENT deploys ‘Web’ techniques for the complete management of the registry. It is a dynamic and interactive solution with an ergonomic interface and a simple but professional design and trivial and user-friendly use. . Among these characteristics:

• 100% Full-Web solution that can be handled on thin clients.
• Functional richness similar to traditional software.
• Solution developed in compliance with current standards to ensure its compatibility and proper functioning.
• Developed around an abstraction layer making access to data transparent, with the aim of supporting multiple.
• Multi-user application.
• 3-tier architecture (thin client, application server, data server).
• Zero deployment, it is not necessary to install the application on the workstations, a simple Internet browser is enough.
• Use of thin client (browser) aims to avoid both installation. applications on the user station. All processing logic is present on the server and avoids compatibility problems with execution environments.
• Designed to support the most common navigation tools. Requiring no plug-ins.
• Cross-Platform Solution Compliant with Web uses compatible with heterogeneous environments).
• Dial-up solution, easy intranet connection from any authorized station.
• Centralized backup on the server.
• No risk of data leakage by the user station.
• Simplified, accelerated and centralized maintenance and updates, operated directly on the server and transparent for the user.
• Physical protection of the server provided with the application by a program installed in the machine’s system.
• Use of physical RAID technology to compensate for possible failure: activity will not be blocked (service maintained).
• Server Security Policy:
  • Limitation of active services
  • Closing network ports
  • Blocking unnecessary accounts
  • Configuring the TCP/IP stack
• Managing user accounts: Creating an LDAP directory
• Creation of profile groups: Assignment of rights by group

• Configuration of mail parameters (classification of mail categories, response times, type of alerts).
• Statistics and history of uses.
• Overall mail processing statistics: average time, delays, origin of mail, etc.
• Generation of reports (data and graphs): by date, by category, by services.