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Easier-to-use official letter system

Easier-to-use official letter system

Make your official document system easier on both Windows and Mac (even iOS/Web)

Government’s electronic official letter has been popular for years (See the government’s official letter format specifications issued by Research, development and evaluation commission of Executive Yuan on Feb. 21, 2005 and revised in Jan. 2007.)
In most companies, the electronic official letter system is not good to use, complicated, or unavailable to Mac platform. Today we share with you the cases of quickly editing an official letter. The system applies to both Windows and Mac (even iOS/Web), enabling users to operate easily, quickly and maintain with ease.

With the popularity of electronic official letter, it’s possible for everyone to produce it with any tool in obedience to the format specifications required by the government. Not long ago, we had the honor to build a document system for a customer, categorized “Letter”, which is commonly used in most companies.

This system is customizable, enabling to:

1. Generate document information and numbers corresponding to the companies, for example, the customer may have some companies or business divisions.

2. Automatically generate a Document Number according to the required format, and populate it into the document bar code for scanning.

3. Generate additional copies to the receiver before printing.

4. Save the official letter edited on the old version as a copy for future reference.

5. Support all platforms, including Windows, Mac, iOS and browser.

Figure 1: The edit interface of official letter. The user can complete a document in minutes by filling in the red * fields.
“Press“Preview

Figure 3: The system automatically identifies the pages to be printed in both the original and copy.
Figure 3: The system automatically identifies the pages to be printed in both the original and copy.

Figure 4: If the body part contains one more pages, the system automatically identifies the page breaks and prints accordingly. Totally 5 pages in this sample.
If the body part contains one more pages, the system automatically identifies the page breaks and prints accordingly. Totally 5 pages in this sample

Figure 5: Automatically put the original and copy content on the end page to the last page.
Automatically put the original and copy content on the end page to the last page.

Figure 6: Sample of official letter categorized “Letter” in PDF conversion.
Sample of official letter categorized “Letter” in PDF conversion.

Note: Official seal of the company is automatically generated in the PDF document based on system settings.

 

Conclusion (advantages):
1. This customized system enables users to edit, generate and email the official documents in just 2 or 3 minutes.
2. Review or query the previous documents at any time.
3.Barcode management. Document number is the barcode for scanning the document.
4. This system runs on PC, Mac, iOS and browser.

This article focuses on application for “Letter” documents and the specifications include document processing manual categories “Decree”, “Letter”, “Announcement”, “Meeting Notice”, “Official call history” and “autograph”, etc. This is applicable to generate all of these official documents.
It improves productivity for your business. If you are interested please contact us.

Additional:
The “official letter system” is the e-document (categorized “Decree”, “Letter”, “Announcement”, “Meeting Notice”...etc) used in Taiwan government and companies. The name seems different in other countries, for instance, it is electronic records archive (ERA) in the US, under the charge of The National Archives and Records Administration (NARA),(See http://www.archives.gov/era/)


And it is MoReq2(Model Requirement for the Electronic Records) or Seamless Flow Program in the UK, under the charge of TNA(The National Archives). (See http://www.nationalarchives.gov.uk/)

e-document is generated by the government, saved by the administrative bureau, and applied online in public. The entire lifecycle of e-document can be automated. The program is expected to push UK’s TNA to a new milestone marked by e-document. 

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