Are you an institution concerned with how Memos are created, approved, disseminated, commented, filed and archived? If the answer to the question is “Yes”, then an E-Memo System is therefore an ideal system for you. It simplifies how Memos are managed thereby improving the accessibility and security of information.
Features of the System
- Creation of New Memos: The system enables users to create and save memos. The system also enables users to digitize the already existing memos for dissemination and archiving purposes.
- Appending of Comments to Memos: Once the memo has been sent and received by a recipient, the system provides for comments. Hence users can add comments to the memo and be availed to the to all participants in the communication
- Attachments: The system provides for attaching additional or supporting documents to the memo
- Filing of Documents: The system enables users to file and categorize memo. The filing process mimics the traditional mode of file in which files are kept in filing cabinets which in turn has drawers and folders.
- Sending of Memos to Various Recipients: The system enables users to send memo to users managing specific offices within an institution
- Delegation of an Office: Users can easily delegate their roles to other users.
- Searching of Old Memos: Old memos can be easily retrieved by use of search functionality
- Sending of Notifications: Users collaborating in a chain memo are always notified of any action, for example, approving of the memo, adding of comments,
Benefits of E-Memo
- Reduced cost on stationary as there shall be no need of paper
- Increase office space as there shall be no need of physical filing cabinets
- Increase security on the delivery of memos as they are not exposed to delivery personnel
- Efficient mode of delivering the memo as there is no lag in time of sending and being received by an office
- Users delegated an office can have access to all the past and present documents
- Ease of tracking sent and received documents as there is no need for a person to record the receiving and dispatching of the memo
