E-mail room

An electronic mailroom is a workplace for receiving and sending data messages, connected to a public data network.

Using an electronic mail room system, citizens can conduct communications with organizations when attending to their matters, and filling in forms and acquiring information using guaranteed electronic signatures, which are based on qualified certificates issued by accredited providers of certificate services.

Complex requirements are placed on the function of an electronic mail room. The mail room’s function must meet legislated conditions. This involves government laws, decrees, and edicts and other standards. A mail room must work as an input and output interface that is incorporated into an organization’s existing structure. Another requirement is that an electronic mail room must perform its function with optimal use of expenditures. During design it is thus necessary to keep in mind the administrative, security, and personnel requirements for accessibility, as well as information system requirements. It must perform all of its functions reliably and securely. We are referring here primarily to ensuring integrity, accessibility, and confidentiality.

Tasks of an electronic mail room in connection with the receipt of a signed message: All of the work of a mail room worker is played out in the client’s environment. After receipt of a submission to the mail room and automated entry of a mail message to the received mail archive, including entry into the records of received electronic submissions, its obligation is to verify whether the message and any attachment are legible, and to check for the presence of viruses. The mail room worker must also verify whether an electronically signed message has the items required by special laws and verify the electronic signature and validity of the certificate belonging to the sender’s electronic signature.

In the event that all the given items are present, the mail room worker confirms the receipt for the sender and passes on the submission for handling in accord with the organization’s internal regulations. All of these procedures are ensured by the Electronic Mail Room product.

Main benefits of the product:

• Reliability and security.
• Non-stop availability regardless of office hours.
• Possibility of combining all forms of communication (personal visit, mail, E-mail, Internet, SMS).
• Updated information on the status of the handling of a submission.
• The product is certified - UVIS certificate c.j.4/2001-A.
• Currently complies with legislated conditions.
• Incorporated into existing organizational structures of an organization.
• Simple integration into a filing service.

Main parts of the product:

• incoming mail records module
• outgoing mail records module
• mail archive module

Possibilities for linkage with other applications:

• Filing Service
• Data mailbox