The Office of The Prime Minister (OPM) in Qatar automates its incoming and outgoing correspondences with EverSuite Correspondence Management Solution

The Office of The Prime Minister (OPM) in Qatar automates its incoming and outgoing correspondences with EverSuite Correspondence Management Solution

The Office of the Prime Minister in QATAR holds a number of people whose tasks are to process, manage and track correspondences exchanged between the Prime Minister and external ministries and organizations. As a means to simplify this task, EverSuite Case Management for correspondences tracking was deployed to effectively manage different types of incoming and outgoing documents and streamline the capture, routing & approval of over 40 correspondences handles on a daily basis.

Challenges

OPM wanted a solution that can automate and streamline its internal correspondence capturing, routing, approval and tracking process.
These documents are received from multiple sources such as fax, email, paper format or even electronic formats on CDs and DVDs. OPM’s main challenge was to allow users to search for and retreive documents based on their content.
This means that the ECM solution must provide the ability to perform Optical Character Recognition (OCR) on these paper based, scanned documents, through the web, in an acceptable time frame. Another challenge was to provide the Prime Minister with instant access to correspondences through a state of the art, user friendly and easy to use interface, accessible from PDA.
Moreover touch screen based access to the Prime Minister was to be provided, with the ability to electronically sign incoming and outgoing correspondences and mails from his tablet PC, on the fly.

Benefits of the solution

The integrated EverSuite Correspondence Management Solution deployed, provided OPM with many benefits including:

The Automation of correspondences and approval process, through a consistent approach of capturing, assign tasks and validating requests, regardless of the format of the initial inquiry
Reduction in paperwork and related paper intensive processes
Reduction of operating costs and improvement of operational efficiencies
Speed up the entry and usefulness of information
Secure its documents and prevent losses in the future

About the Qatari Prime Minister

His Highness Sheikh Hamad bin Jassim bin Jaber bin Muhammad Al Thani (born 1959) is a member of the royal family of Qatar and currently the Prime Minister and the Foreign Minister. He has been the Minister of Foreign Affairs since 1992. On April 3, 2007, he was appointed as Prime Minister following the resignation of Abdullah bin Khalifa al-Thani, while continuing to serve as Foreign Minister.
He has been reported to have strong connections with the US government and serves on the International Advisory Council of the Brookings Institution and chairs the International Advisory Council of the Brookings Doha Center. He has stakes in many strong businesses such as Qatar Airways and the Foreign Investment Company, Qatari Diar Real Estate Investment and The Pearl. He also holds several other key positions:
Member of the Supreme Defense Council, established in 1996
Head of Qatar’s Permanent Committee for the Support of AL Quds, formed in 1998
Member of the Permanent Constitution Committee formed in 1999
Member of the Supreme Council for the Investment of the Reserves of the State, established in 2000