Correspondence Tracking

MINCOR provides organisations with the automated delivery, escalation and management of work, which enables them to produce a Timely, Quality Response to all correspondence. It is the only Ministerial Correspondence Tracking System that was built and has been continually enhanced in conjunction with government correspondence management professionals from around Australia. Being a COTS solution (Customisable off the Shelf), MINCOR can be used “out of the box” or can be customised to provide an enhanced platform to meet any organisations’ requirements. Not only does this allow organisations to customise MINCOR to their exact requirements but it also allows them to START NOW.

MINCOR builds on a heritage of Bay's correspondence products with enhanced performance and scalability, and now incorporates Divisional response for more complex organisational structures. Expanded and personalised views further improve information visibility across the organisation. MINCOR is only one product within Bay's family of item tracking and management products.

MINCOR Overview

The sophisticated and flexible nature of the system means that it can be utilised for management of the high level processes associated with:

• Ministerial Correspondence.
• Agency Executive (DG, Secretary) correspondence.
• Divisional Executive (entirely within a business division) correspondence.
• User customised correspondence (Complaints, FOI, budgeting, expense submissions).

MINCOR provides the full end-to-end delivery 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 that offers visibility and delivers full guidance and accountability across all users and all correspondence.

• 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 of all actions taken
• Tracks relationships between Clients and Correspondence
• Document control – in place editing, versioning, check out
• Records a complete unalterable audit log
• Escalation and emphasise based on due dates
• Manages quality checks and approvals
• Pushes work to people
• Manages cross boundary transfers
• System matches the organisational structure
• Records all information related to a piece of correspondence, in one place
• Work management supports:
  • Management overseeing of work under their authority.
  • Visibility of resources under their supervision.

Some of the technical features of MINCOR

• Browser based client
• Supports role based security
• Microsoft SQL Server 2005 and 2008 supported
• Rules engine enforces a repeatable, accountable process
• Provides Management Report Builder for ad-hoc reports
• 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.