Digital processing of inbound post
The problem
Authorities and enterprises receive a large number of incoming items through different channels (post, email, portal, online forms, etc.) at a centralised location on a daily basis. They all need to be forwarded to the right recipient and processed expediently. Processing incoming items takes a lot of time and is therefore a continuous cost factor.
The solution
Acta Nova enables the automated input, distribution and efficient processing of the entire centralised information received by a company or authority. This can apply to the following areas:
- Invoices: digital input, verification and authorisation of incoming invoices
- Email: information and documents from digital correspondence do not land isolated in an inbox, but are rather filed in a structured fashion and assigned accordingly
- Incoming post: fast distribution of information and avoidance of media interruptions
Features
- Fast input of paper-based and electronic information (Outlook, Exchange, Aformsolution, Canon IRIS, etc.)
- Full-text indexing for comprehensive searching
- Simple allocation to the relevant person(s)
- Linking of incoming items and objects
- Workflow support for controlling the handling process (standard and ad-hoc workflows)
- Simple mapping of specific data (e.g. tracking number, supplier, due date)
- Automated reminders (e.g. to ensure compliance with payment terms)
- Audit-proof digital archiving of incoming post (e.g. in accordance with legal requirements)
Your benefits
- All information available at the touch of a button: targeted searching based on document content or metadata
- Processing without media interruption: merging of scanned paper-based documents and electronic information
- Transparent process from receipt to archiving
- Audit-proof documentation of the entire process
- Customised configuration: work steps can be flexibly adapted to the existing handling and approval process
- Massively reduced throughput times, increased efficiency and lower costs