WCBC Virtual Mail Room

Descriptions

Requirements:•The incoming mail solution should, at the very least, replicate the physical process of delivering a bag of mail.•The processing or ‘indexing’ of this mail is to stay with the teams as they have the necessary knowledge.•Post will be opened and scanned in batches by Central Mailroom Team (CMT) – facility to split batches into individual documents is required.•Split files to be automatically named if possible e.g. date/section/01•The scanned copies of the mail will be sent securely to a designated person in each team to process (the person who currently processes the physical mail once received). This person will then forward each item onto the relevant person to view or import documents into their back office/EDRM system.•It may be necessary to make items of mail viewable on different levels – i.e. on an individual level, on a team level or a global level.•It may be necessary for teams to return post to their designated post distributor or CMT for re-direction. It would be helpful if this could be returned with an accompanying note explaining the reason for being returned.•The incoming mail system does not need to be used as an archiving system. A function which allows us to set an automated disposal time for documents would be helpful.•It may be necessary for teams to request the original copy of the letter be kept by CMT. It would be helpful if this request could be sent to CMT electronically along with details of the required document.•Users would require some form of notification to alert them that they had received a new item of mail.•Users may need to forward items of mail onto colleagues. Again it would helpful if this could be done with an attached note.•Users may need to set up redirection rules for times of absence.The System needs to be BS10008 compliantPlease can you look at the additional information attached and email me back details of what you are able to offer by Monday 7th March 2016, my details are:-Rachel Glynn-ThomasCategory ManagerEmail Address - rachel.glynn-thomas@wrexham.gov.ukNOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.uk/Search/Search_Switch.aspx?ID=40922.