Today, as a result of the rapid digital transformation it is witnessing, institutions, whether governmental or private, need a central tool to manage the flow of official transactions within institutions, and in this regard, we particularly mention the incoming and outgoing program, provided that it is supported and integrated with the electronic archiving program that ensures the preservation and retrieval of documents.Highly effective.What is the relationship between the incoming and outgoing program and the electronic archiving program? Continue reading to learn more.
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What is the outgoing and incoming program?
The incoming and outgoing program is an electronic system dedicated to managing the movement of official correspondence inside and outside the institution.This program is concerned with recording all documents and transactions that come to the institution (incoming), as well as those that come from it to external parties (outgoing), through which these documents are tracked, organized, and directed.To the relevant departments.
The Incoming and Outgoing Program aims to reduce reliance on paper, speed up administrative procedures, and achieve the highest levels of accuracy in documenting official correspondence.
Electronic archiving program
Electronic archiving software is a system that allows all administrative documents, correspondence, and transactions to be stored in digital formats in a secured database.The best archiving program allows files to be archived automatically or manually with the ability to classify them, tag them, and retrieve them easily when needed.
Multiple technologies such as scanning, encryption, and cloud storage are used to provide a secure and efficient archiving environment.
Integration between the outgoing and incoming program and the electronic archiving program
The integration between these two programs constitutes a qualitative shift in administrative work, as every transaction created or received in the outgoing and incoming program is automatically saved in the electronic archiving program, which means:
- No need to save a paper copy.
- Complete documentation of correspondence from the moment it enters until it exits.
- The ability to retrieve correspondence and associated documents at any time, in just a few seconds.
The integration between the outgoing and incoming program and the electronic archiving program also allows tracking the history of each document: from its receipt, its transfer between departments, all the way to the responses issued regarding it, while archiving each stage of the procedure.
How are they integrated?
In general, integration between the outgoing and incoming program and the electronic archiving program takes place through:
1. Data Exchange
The outgoing and incoming program records outgoing and incoming correspondence, with data such as: document number, date, sending or receiving party, subject, and attachments.
Archiving software imports this data automatically or through an application programming interface (API) to save these documents digitally, organizing them in a way that facilitates search and retrieval.
2. Classification and ranking
When a document is registered in the outgoing and incoming program, it is classified according to a specific system (by type, entity, subject).
These classifications are transferred directly to the electronic archiving and document management program, so that the document is saved in the correct classification within the electronic archive.
3. Electronic signature and authentication
In some systems, documents are signed electronically in the incoming and outgoing program, and then the signed copies are sent to the electronic document management and archiving program, so that the approved copy is preserved.
4. Linking records
Through integration, the document archived in the electronic archive can be accessed directly from the outgoing and incoming program, making it easier to review original documents and attachments.
5. Reports and follow-up
The systems collect data from both programs to issue follow-up reports on correspondence status, response speed, and document archiving.
Benefits of combining the outgoing and incoming program and the electronic archiving program
The integration between the outgoing and incoming program and the electronic archiving program plays a major role in improving administrative performance and ensuring that information is organized and preserved safely and effectively.These are detailed as the most prominent benefits of merging the two systems:
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1. Improve operational efficiency
When integrating the outgoing and incoming program with the electronic archiving program, a significant increase in work efficiency is achieved, as employees no longer need to manually search for documents or follow up on correspondence on paper, but rather they can access all relevant files and information with one click, and this saves time and effort and reduces errors resulting from Paper handling.
2. Facilitating tracking and monitoring operations
The integration between the outgoing and incoming program and the electronic archiving program facilitates document tracking operations, whether incoming or outgoing, as all transactions are recorded and documented automatically in the electronic archiving system, and this gives managers and officials a better ability to monitor workflow and make decisions based on accurate data.
3. Ensuring the integrity and preservation of documents
Paper documents are always at risk of loss, damage or theft, but when using file archiving software
Integrated with incoming and outgoing software, documents are saved digitally and secured against these risks, and advanced backup systems allow easy recovery of information in the event of a malfunction.
4. Improving the level of security and confidentiality
The integration of the outgoing and incoming program and the electronic archiving program between the two systems allows the application of strict controls on access to files and documents, as the permissions of users and who can view, modify or delete any document can be determined.This improves the level of security and ensures the confidentiality of sensitive information within the organization.
5. Support decision making and data analysis
Electronic archiving systems and incoming and outgoing programs contain advanced capabilities to generate comprehensive reports on document movement and the number of daily transactions, which provides accurate data for the organization’s management.This information helps in analyzing performance and discovering weak points to improve them in the future.
6. Reducing operational costs
Relying on electronic systems instead of traditional paper-based ones significantly reduces costs related to printing, storage, and maintenance, and also reduces the need for large spaces to save paper files, saving budgets that can be redirected to other projects.
7. Promoting environmental sustainability
By reducing dependence on paper, the combination of the outbound and inbound program and electronic archiving (for example: the Fekrait electronic archiving program) contributes to reducing the consumption of natural resources and reducing emissions resulting from paper manufacturing and transportation, which enhances the role of institutions in preserving the environment.
Conclusion:
The combination of the outgoing and incoming program and the electronic archiving program is not just a technical development, but rather a radical transformation in how knowledge and information are managed within institutions.This integration saves time and effort, raises the efficiency of administrative work, and enhances information security and speed of decision-making.
Important Topics:
Incoming and outgoing electronic archiving (DocSuite)
Automation of automated processes
Reference:
1. << Electronic document & records management system to manage records like money>>, openaccessgovernment
2. << The importance of document storage in today’s digital age>>, citizen
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