Mail and Document Record System — 2 | Website Design | PHP | MySQL

Centralized Mail and Record System is Desktop and Web Based Application for Inward and Outward Mail.

Features & Functions of Application:

• Desktop Application as well as Web Based

• All inbound and outbound mail and record of all offices under Director Finance, University of Karachi

• All Departments under Director Finance includes:

Finance Department (Director Finance)

A) Director Office (Assistant Registrar)

1. Mail and Record Section (Superintendent)

B) Operations (Deputy Director )

1. 1st Office

2. 2nd Office

3. 3rd Office

4. 4th Office

5. 5th Office

• All Inbound Mails will be first hand over to Mail & Record Section which will be received through a BARCODE STICKER at Receiving Counter

• All Inbound Mails will be given an ID as FDIM-YYMMDD-12345-00 and all Outbound Mails will be given an ID as FDOM-YYMMDD-12345-00

• The Data Section will add Document Information in database as:

o ID: Unique ID

o Document Name r Subject

o Receiving Date

o Sender Name

o Sender Office Name

o Sender Designation

o Sender Phone Number

o Sender Email Address

o Sender Date

o Mark to:

o Number of Pages of Document

o SCAN: All pages of Document/Letter/Case will be Scan and Save as in PDF File with name of ID

• After date entry, the Superintendent will assign the Priority as Ordinary, Urgent and Time Bound.

• Superintendent will mark the Mail to concern Person/Department and email notification along with scan document will be send to concern Person/Department by adding Name of Person, Designation, Department and Date & Time of transmitting the email.

• The hard copy will be collected by assign representative of concern department from MAIL AND RECORD SECTION delivery counter in a designated time like at 08:00 Hours, 13:00 Hours and 14:30 Hours. It also fill slip of the Date & Time of receiving physical document and that slip will be the part of Document ID in Database.

DASHBOARD:

• Every User has his/her own Dashboard with limited access assign by Admin.

• Within Dashboard, the Documents are showing with Status.

TRACKING:

• There is an option of Tracking in Web Based Version. The Deans and Chairmain/Chairperson of any department will able to Track their Document and Status. This is limited access only showing Document Status.

Skills: Website Design, PHP, MySQL

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Project ID: #26992550