Mayrise Systems has announced a new MailNow® system to help local authorities manage incoming mail and other correspondence. Important mail is scanned, assigned and matched to central address databases. 

By allowing easy referencing and tracking, MailNow ensures important mail is dealt with properly and on time. Mail records are available at the click of a button as part of a paperless customer contact solution that can include telephone calls, e-mails and other correspondence.

Despite the move to electronic communication, council’s remain burdened with incoming mail; including important correspondence that has to be dealt with in set timescales. With MailNow, letters received in the post room are matched to addresses from previous correspondence or to addresses the council’s address gazetteers. This speeds data entry and ensures easy future referencing with other contact reports and council records.

Important mail is scanned and added to a document management queue prior to assignment to an individual or group, such as departments, sections and teams. MailNow allows group working so that mail can be copied to others and a request for a contribution can be made. This is useful where certain information is needed, or authority is required, before the recipient can respond.

“The easy to use PC software simplifies the whole process of managing mail, reducing paperwork and providing electronic tracking. It means important correspondence such as complaints and claims are always dealt with properly and according to response time targets. In addition, with mail matched with central address records, wider visibility is provided so everyone can be aware of previous correspondence” says Mark Clarke, Managing Director of Mayrise Systems.

The system also manages outgoing mail including ad hoc responses and standard letters held within an individual’s folder on a central server. Outgoing letters can be tied back to the original mail so there is a clear record of every response with an automatic audit trail as a further safeguard. The software is configured so individuals need only see their own mail, although Managers can see all mail so that responses can be monitored or handled if a member of staff is away.

Editor enquiries and photographs, call Robert Peel on 01666 823306
Reader enquiries to Mark Clarke at Mayrise Systems: Tel. 01453 827 400