Secretariat and Administrative Correspondence System (LetterSystem)
Incoming, outgoing and internal letters from registration through referral, follow-up, delivery receipt and archive. Letterhead, multi-stage signing and PDF output belong to the same administrative cycle.
- Domain
- Correspondence and administrative workflow
- Target customers
- Central secretariats and administrative units of public and private organizations
- Main capabilities
- Registration of incoming/outgoing/internal letters, letter register, policy-based multi-person signing workflow, referral, letter issuance with letterhead and seal, delivery receipt
In Iranian organizations the secretariat is the point through which all incoming, outgoing and internal letters must pass, but in practice it is often reduced to a Word file with manual signature routing. As a result, nobody knows who currently holds a given letter, when the reply deadline expires, or why a letter has sat on someone's desk for weeks.
This system turns the secretariat from a simple letter generator into a complete administrative cycle: from registering incoming mail to referral, follow-up, delivery receipt and finally cancellation or archiving. The letter-issuing core (official letterhead, multi-stage signing, seal and locked PDF output) is integrated with the real administrative cycle, instead of the two being separate parts.
The system is designed around one simple principle: the approval path is determined by organizational rule, not by the sender's preference. Each letter type and each confidentiality class has its own minimum number of signatures, and a signature is tied to an organizational position rather than to a person. In the person's absence, the deputy for that position decides.
Key capabilities
Registration of incoming, outgoing and internal letters
With clear validation rules: a subject of at least two characters, a mandatory destination, duplicate detection by sender, number and date, and a ban on registering a future date.
Letter register (indicator) and atomic numbering
Independent series for incoming and outgoing letters, with atomic number allocation that never produces a duplicate number even when two users register letters at the same time.
Approval workflow based on organizational policy
The minimum number of signatures is predetermined by letter type and confidentiality class; signing by two or three people, or two approvals out of three, are both supported.
Routing by organizational position
Decision-making is attached to the position, not the person; in a person's absence the deputy acts under his or her own real name so that the signature remains legally valid.
Time-bound delegation
Delegation of authority for a specific period, which can be restricted to one particular position, with no overlapping authority for one person or one position.
Workflow rounds and return for revision
Every resubmission after a rejection or return records a new round, and the history of earlier rounds (including the reason for rejection) remains complete.
Five-level confidentiality classification
From ordinary to top secret, in line with the government regulation on keeping classified and confidential documents, with the classification and urgency label printed automatically on every printed page.
Referral with distinct behavior per type
For action, for reply, for review, for information, and copy, each with different rights and duties; onward referral is possible only through the path of the recipient of the original referral.
Cancellation with the number kept in the register
A numbered letter is never deleted; cancellation is recorded with a reason and the number is never reused, so that the letter register always remains citable.
Delivery receipt for outgoing letters
The delivery method, tracking code, dispatch and delivery dates, and the recipient's name are recorded, so that the report of undelivered letters is meaningful.
Secretariat management reports
The full letter register, letter volume statistics by type and month, overdue referrals, unanswered letters, undelivered outgoing letters, and approver performance.
Business value
The greatest trouble of a traditional secretariat is lost responsibility: a letter that nobody can say who currently holds, or why it is stuck. With position-based routing and the overdue referrals report, this system shows at any moment where a letter is stuck. The organizational approval policy also prevents abuse of the ability to pick a lenient signatory, and confidentiality classification ensures that a sensitive letter reaches only authorized people. For senior management, the letter register and the approver performance report give a clear picture of the speed and quality of administrative workflow, which until now existed only in the minds of a few people.
What sets it apart
- A clear separation between approval (signing) and referral (handing over for action), two concepts that traditional secretariats usually mix up.
- An organizational approval policy that replaces the sender's manual choice and prevents circumvention of the signing workflow.
- Confidentiality classification that follows the country's official regulation, instead of a simplified three-level model.
- Full preservation of the history of every workflow round, instead of erasing earlier rejections and corrections.
See this module on demo data
In a demo session we walk through your organization's scenarios on Dara's demo environment and answer your technical and finance teams' questions.