Correspondence Tracking

MINCOR provides organisations with automated delivery, escalation and management of work, enablingthe production of timely, quality responses to all correspondence. It is the only ministerial correspondence tracking solution continually built and enhanced in conjunction with government correspondence management professionals around Australia. Being a Commercial-off-the-Shelf (COTS) solution, MINCOR can be used “out of the box” or customised to provide an enhanced platform that meets any organisations’ requirements. Not only does this allow organisations to customise MINCOR to their exact requirements but it also allows them to start immediately.

MINCOR builds on the heritage of Bay's correspondence products. With enhanced performance and scalability it now manages all organisational correspondence for more complex organisational structures. Expanded and personalised views further improve information visibility across the organisation. MINCOR is one product within Bay's family of item tracking and management products.

MINCOR Overview

The flexible and secure nature of the solution means it can be used to manage high level processes associated with:

• Ministerial correspondence,
• Cabinet and confidential documents,
• Executive (DG, Secretary) correspondence,
• Divisional executive (entirely within a business division) correspondence,
• User customised correspondence (Complaints, FOI, budgeting, expense submissions).

MINCOR provides end-to-end management of organisational correspondence workflow and ensures that issues do not fall between the cracks.

Features

MINCOR's extensive functionality is aimed at providing a simple system with visibility, guidance and accountability across all users and all processes.

• Systematically records and manages all organisational correspondence,
• Multiple document-based workflows supported;
  • Solicited Correspondence,
  • Unsolicited Correspondence,
  • Information Only,
  • Response Within Division.
• Tracks and reports on due dates for all actions taken,
• Tracks relationships between clients and correspondence,
• Document control – in place editing, versioning, check out and integration with EDRMS,
• Records a complete unalterable audit log,
• Due date escalation,
• Manages quality checks and approvals,
• Pushes work to people,
• Manages cross organisation transfers,
• Mirrors organisational structure,
• Records all information related to each piece of correspondence, in one place,
• Support management of work;
  • Management overseeing of work under their authority.
  • Visibility of resources under their supervision.

Some of the technical features of MINCOR include:

• Browser based client,
• Supports role based security,
• Microsoft SQL Server supported,
• Rules engine enforces a repeatable, accountable process,
• Ad-hoc reports produced through Management Report Builder,
• Separate database for clients and their relationships,
• Google-like search functionality,
• Integrates with EDRMS, e.g. TRIM, Open Text,
• Simple and easy to use.

The Types of Correspondence MINCOR Handles

Government agencies use MINCOR to track all manner of departmental correspondence, including:

Ministerial Correspondence, Executive Correspondence, General Correspondence, Secretarial Correspondence, Inward and Outward Bound Campaigns, Question Time Briefs, Possible Parliamentary Questions, Ministerial Submissions, Questions on Notice, Briefs for Meeting and Speaking Notes.

Background

Bay Technologies is a product company specialising in COTS Solutions for a range of compliance and governance business processes. Bay has addressed the Ministerial Correspondence Tracking needs of government agencies of all levels, for over 10 years.