MailNow© is a new mail management system from Mayrise Systems that is designed to help ensure important mail is dealt with in line with council service requirements.

The easy to use PC software simplifies the whole process of managing mail, reducing paperwork and providing a visible track of correspondence.

Incoming mail is typically logged into a PC at reception. To speed this process, the system immediately recognises addresses from a built-in address database. Important mail, relating to complaints or legal issues, is set a higher priority and scanned and matched to the database record. This allows the original document to be viewed on-screen at any time thereafter.

The recipient is assigned and mail routed to the correct Division. Response dates are set according to the level of importance. When a list of mail is shown on-screen, any mail that is beyond its completion date is highlighted in red. MailNow also manages outgoing mail including ad hoc responses and standard letters held within an individual’s folder on a central server. This streamlines the whole process of responding to mail.

Outgoing letters can be tied back to the original mail so there is a clear record of every response and there is an automatic audit trail as a further safeguard. The software is configured so individuals need only see their own mail, whilst allowing managers to see all mail so that responses can be monitored or handled if a member of staff is away.