Mayrise Systems has developed a browser version of MailNow®, the system designed to help local authorities manage incoming mail and other correspondence. Staff throughout a council can check on their mail over the council’s intranet, making the system highly accessible.

With MailNow, important mail is scanned, assigned and matched to central address databases.  By allowing easy referencing and tracking, the system 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.

Council’s remain burdened with incoming mail and important correspondence 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 held in a 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 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.