Correspondence Management Software
Administrative correspondence only becomes reliable when its registration, tracking, archiving, and access are all managed through a structured and controlled process.
Nova Era’s Secretariat and Correspondence Management Software helps your organization manage incoming and outgoing letters, archiving, routing, and reporting in an organized, searchable, and controllable system.
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About the Administrative Correspondence Management Software
Secretariat and Correspondence Management Software is an enterprise system for registering, classifying, archiving, and tracking letters and official correspondence.
This system transforms secretariat workflows from a traditional, fragmented, and manually dependent process into a centralized platform—from registering incoming and outgoing letters to numbering, archiving, advanced search, and reporting.
The result is faster access, fewer errors, greater order in correspondence flows, and stronger control over the organization’s administrative documents.
Features of the Secretariat Software
- Define the organizational structure
- Create a contact directory for recipient information entry and envelope printing
- Define archive centers
- Define letter numbering formats and structures
- Support an unlimited number of users
- Define user access levels
- Define one or multiple secretariat units
- Define one or multiple binders / archive folders
- Register outgoing letters
- Register incoming letters
- Record the physical storage location of letters and archive binders
- Record full details of incoming and outgoing letters, including:
letter type, classification level, priority, subject, registration date, letter number, index number, summary/content, copies, and more - Define the system’s master data, such as letter types, classification types, priority levels, statuses, job roles, and secretariat units
- Access follow-up and referenced correspondence related to each letter
- Archive letters
- Perform simple and advanced searches across all registered letters based on all information fields
- Attach one or multiple files to each letter
- Filter correspondence by year
- Assign priority levels to letters (normal, urgent, etc.)
- Define subject types for letters (general, circular, meeting minutes, etc.)
- Automatically assign index numbers and registration dates
- Register and display related correspondence, including follow-up, return, and reference links
- View letters online through the browser
- Generate reports on incoming and outgoing letters
- Create various reports based on letter number, date, sender, recipient, copied recipients, subject, number of registered letters, and more
- Fully web-based with support for unlimited users
- Customizable, with the ability to add new modules based on future needs