Correspondence Solutions

Large businesses, regulated industries and government agencies recieve and must adequately handle thousands of forms of correspondence. Responding appropriately and within time constraints is increasingly becoming a major concern for organizations. This problem is magnified by the wide variety of correspondence such as:

• Citizen or constituent mail
• Congressional mail
• White House mail
• Memorandum
• Policy directives
• Questions for the record
• Customer questions and complaints
• Suggestions
• Referendums

Each piece of correspondence must be processed according to its own unique requirements, standards and workflows.  

Correspondence is far more than simply 'answering the mail'; it is the lifeblood that drives your organization.  With the complexities of today's business processes, you need a solution that can handle the full scale, scope and breadth of your correspondence needs while remaining dynamic and flexible to grow with you as new technologies, policies or standards are adopted. 

AINS Staff Capture, Analyze and Streamline Your Process.

One of the first steps to a streamlined business process is capturing the real life workflows present in your organization. Our expert staff analyzes standard operating procedures and distills them into definable workflows.  These standard procedures are then implemented in eCase, our flexible correspondence system.  

Our staff carefully compiles the structure of your business processes depending on the type, sensitivity and security of the information.  Predefined workflows set up a step-by-step routing chain for information depending on a task's association with specific correspondence cases.  A constituent complaint differs greatly from a policy directive or memorandum and the workflow should reflect that, but also anticipate it.

Our experts ensure that your workflows are prepared to handle all cases appropriately.  A case folder is automatically moved to each person's inbox in the routing chain depending on the stage of the workflow. Once the required action is completed, the case is routed to the next stage for the next action.  eCase supports conditional routing to accommodate decision logic and approvals in the organization.  The system also supports ad hoc workflows to accommodate the dynamic case management often required to adequately handle enterprise correspondence.

Tools for Success: eCase Empowers You. 

Once we have captured the breadth of workflows at play in your organization we continue to support the tools we have implemented.  Moreover, we put productivity tools in your control- empowering your managers and users for continual success.  eCase:

• Allows action managers to track and monitor the entire lifecycle of a correspondence document from the time it is received to the time final responses are sent out or the case is closed. 
• Has standard reports that allow action managers to track all pending, overdue and completed actions
• Provides ad hoc reports that allow users to customize criteria.  
• Enables swift collaboration between users in disparate locations in real time by means of discussion threads.
• Maintains all documents in the organization's selected repository such as Sharepoint or Documentum.
• Protects against error and confusion in multiple drafts by means of version and source control.