eLetter Access
All your data at your fingertips, right when you need it
eLetter Access is our state-of-the-art archive and retrieval service, offering swift and user-friendly web-based access to electronic copies of mailed documents. As your data is available in real time, before your customer even receives a communication in the mail, an image of the document will already be loaded and ready for access. This service is also ideal if you have a legal requirement to maintain exact replicas of documents for many years.
Your stored documents can be searched or retrieved via the eLetter Access website, or we can assist you to create a seamless interface for the retrieval of information - appearing as though data is being accessed from within your corporate website rather than externally from Australia Post.
eLetter Access offers:
- prompt and effortless retrieval of data
- stringent security technology and procedures to protect your data
- selective reprinting and remailing of documents from your desktop
- on-line document e-mail and faxing facility (single and multiple documents)
- ability to save documents to your desktop for reuse
- built in detailed billing and reporting functions
- customisable access levels.
Ease of retrieval
Any documents that we have printed for you can be automatically converted into an electronic version (eg. PDF) and stored on our server for retrieval and archiving. Alternatively, you can provide your own electronic files which we can convert (if required) and upload, or we can scan and load hard copy documents for you. Documents can be reproduced electronically for e-mailing/faxing, or printed as hard copies for further use or to send to a customer by mail.
Documentation is stored in two ways. The image of your letterhead can be incorporated into the actual PDF, or we can store the letterhead image separately so you can select which one you would like to use when resending the document. This option provides greater flexibility particularly if your corporate image changes or is updated, enabling you to send your communications out on the relevant updated letterhead.
Documents to be stored can be automatically watermarked if required (eg. Duplicate, Copy or Reprint). This can be used as a control to distinguish the original document from a stored copy.
Databases are constructed to meet your specific search criteria such as date, amount, suburb, surname, address, invoice or unique identification number. You can search by single criteria or a combination, and you can also prioritise your search. For example, you may want to bring up documents matching your criteria in date order only. This makes retrieval of documentation quicker and easier.
The conversion of documents into PDF preserves the original layout, text and graphics exactly, ensuring that true copies can be duplicated for invoicing, tax or legal purposes.
Creating a seamless interface
If you want to allow customers access to documents such as invoices or statements, we can help you set up a seamless interface between the data and your website. Data will appear as though it is being retrieved from your website rather than from Australia Post, using your corporate colours and branding. This enables you to utilise our eLetter Access services while maintaining and strengthening the integrity of your brand and message.
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Designed to grow with you
Our storage capacity is purpose-built to accommodate your business growth. Our web and database servers can be easily increased in response to growing numbers of documents, document types and users without affecting performance levels. To set up such a system internally would require a heavy investment in: hardware, IT support and management, support staff, software licence fees, and regular upgrades to underlying hardware and Internet security. We save you this cost, providing the infrastructure and expertise to grow with your business.
Security is our priority
We have integrated security measures to prevent unauthorised access, maintain data accuracy and ensure the appropriate use of information within this environment. These include:
- Two tier access: supervisor and users
You can limit access to information that is relevant to your team or customers. Supervisor access allows the creation of user profiles and passwords for your organisation. You don't have to rely on an external IT specialist to create user profiles. Since you have immediate control within your business, you can disable a user profile immediately when someone leaves or ceases to be a customer.
- Physical security
Multiple layers of security are in place, including level 3 Verisign digital server certificate, HTTPS / SSL 3 protocol, strong encryption (1024 bit certificate key and 128 bit transmission key), user retry timeout (three failures of password and the user is disabled) and permission controls. There is also 24/7 security personnel where data is housed, swipe card access, and restricted access to a limited number of Australia Post specialists who maintain the system. The web server location also features a double firewall (external and internal).
- Business continuity 24/7
Real time mirroring of the data in two physical locations to ensure business continuity, with helpdesk support 24 hours a day, seven days a week.
Ready when you are
Ninety-five per cent of all documents searched are retrieved in under five seconds. Copies of mailed communications are uploaded overnight and available for electronic access the next day. This means that your data is available in real-time, ensuring your call centre or administration department will always have the information at their fingertips in readiness for a customer query.
Delivery of faxed documents usually occurs within fifteen minutes (although the agreed service level is within two hours). Mailed documents are despatched the next day. Our commitment to providing a premium level of service also includes technical support 24 hours a day, seven days a week to assist with troubleshooting or unforseen system errors.
Economical charging options
Service costs are determined by how many users you would like to accommodate simultaneously. You have the flexibility to pre-determine these levels and only pay for what you need. Access levels can be easily revised at any time during the contract period.
We can also offer a range of reports at no extra charge that can be downloaded at anytime. The detail in the report includes costs per activity, right down to a specific user profile. This is particularly helpful where departmental charging is required, or on-charging to customers for reproduction of duplicate documents.
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