Process Automation for incoming requests from external and other departments with memo management solutions to help manage the large numbers of Visa applications

This client is one of the Emirates’ Government Departments in UAE. Multiple departments of the Government including Administration, Crown Prince Office, Immigration, Purchase, Legal, Media, Library and Region Development were considering complete digital transformation. These departments were operating manually at offices, and the communications were through hard copy documents.

In this use case the solution is implemented for the Immigration Department.

Processing of the incoming requests from several external government departments was entirely manual. The Immigration Department intended to change this because the management of too many such requests pertaining to various application types like Employment Visa (New), Visit Visa (New), Renewal of Visa, Cancellation of Visa and Deporting was very difficult.

An automated solution designed to capture the incoming documents from the external departments (IN Request Documents) and the IN Memos from the other departments as requests, circulars and endorsements. Each request is associated with an application type.

Once the incoming document is saved in i-doc, the required index fields associated with the document had to be entered by the department user. The user can then preview the document with its metadata and confirm to publish the document. A Digital Stamp is imprinted at bottom right of the memo on publishing.

 The Inward Memo processing is fully automated, thereby reducing manual effort

 All the memos – from external and other departments were housed under the same system, making it easier for a user to track and manage them

 Filtered In Memo list based on search criteria readily available in a fraction of a second



Som Imaging Informatics Pvt. Ltd., branded as Somnetics, is an ISO 9001:2015, ISO 27001:2013, ISO 20000:1-2011 and CMMI Level 3 certified organization that offers enterprise-class, affordable, end to end solutions for business process management, imaging, document management, and information management. Somnetics is an organization which has its full technical division engaging research and development of enterprise-class solutions for large organizations and SMEs.

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Post Author: idoceradmin