Correspondence Management Software
Correspondence Management Software
Manage, track, and route all correspondeance in a single, secure system—designed for accountability, compliance, and high-volume operations.
Overview
What Is Correspondence Management?
Correspondence management is the structured process of managing incoming and outgoing communications—from initial intake through review, response, and final disposition. Unlike email inboxes or shared drives, a correspondence management system treats each item as a tracked record with defined metadata, workflow, deadlines, and a complete audit trail.
Track All Correspondence in One System
Ensure Timely Responses and Service Standards
Maintain Accountability and Visibility
Support Compliance, Reporting, and Records Retention
Track All Correspondence in One System
A correspondence management system provides a single, authoritative location for all incoming and outgoing correspondence—regardless of source. Emails, attachments, responses, contacts, and routing actions are captured as part of one correspondence record, eliminating fragmented information across inboxes, shared drives, and personal folders.
By centralizing correspondence, organizations reduce duplication, prevent lost communications, and ensure staff always have access to the full history and context of each item.
Ensure Timely Responses and Service Standards
Correspondence management enables organizations to define and enforce response timelines through structured workflows and deadline tracking. Each correspondence item can be assigned, routed, and monitored against service standards, ensuring responses are completed on time.
Automated notifications, reminders, and escalation paths help teams stay on track, reduce backlogs, and consistently meet service-level commitments—without relying on manual follow-ups.
Maintain Accountability and Visibility
With correspondence managed as tracked records, organizations gain full visibility into who is responsible for each item, where it is in the process, and what actions have been taken. Every update, routing decision, and status change is recorded and time-stamped.
This transparency supports clear accountability across teams, improves workload management, and provides managers with real-time insight into correspondence volumes and performance.
Support Compliance, Reporting, and Records Retention
A correspondence management system maintains a complete, auditable history of each correspondence item—from intake through final disposition. This supports regulatory compliance, internal governance, and records management requirements.
Structured metadata, reporting tools, and retention workflows make it easier to respond to audits, generate performance reports, and manage correspondence in accordance with organizational and legal retention policies.
SeAmless Workflow
Welcome to Superior Business Process
Are you ready to immediately solve the complexity of enterprise-level correspondence management by implementing leading-edge business processes for all users? We are here to help you make that happen. Managing a vast number of correspondence management processes doesn't have to be difficult, time-consuming, or complex. The WorkDynamics Correspondence Management Solution immediately enables users to seamlessly implement any number of preconfigured processes, as well as an infinite number of custom processes, to streamline workflows and vastly accelerate daily workloads.
Connect Teams & Users
Easily connect all users in any geographic location or environment through a single centralized repository of documents and assets, to ensure seamless collaboration.
Manage Any Document Type
Collect and manage any document type including email, fax, physical paper and more through any digital channel including PDFs, online forms, HTML pages, Word documents, etc.
Seamless Integration
Integrate with any business system including CRMs, ERPs, document storage solution, and more.
Implementation Specialists
Benefit from the world's leading correspondence management professionals—experts with advanced skillsets in everything from systems integrations and asset migrations to process implementation and more.
Exponentially Reduce Costs
Migrate to a fully digital, single-source-of-truth system of record knowing that all documents can be easily accessed, accounted for and without duplication—reducing costs associated with storage, as well as time and resources.
Evergreen Functionality
Experience the flexibility to adapt to changing and evolving business requirements with ease through the ever-evolving solution and ever-growing integrations.
Full Lifecycle Management
Intelligent Correspondence Management
WorkDynamics provides a centralized correspondence management solution that allows organizations to manage the full correspondence lifecycle in one system—from intake and classification to routing, response, and reporting.
Whether correspondence is received through email, web forms, physical mail, or other channels, each item is captured as a structured record and managed through configurable workflows that ensure consistency, accountability, and visibility.
Smarter Process
Powerful Features for Intelligent Correspondence Management
Capture Physical Information
Easily ingest any paper-based correspondence by scanning and then using our revolutionary QR code functionality to apply instant business processes and workflows.
Capture Digital Information
Effortlessly ingest digital information through highly secure webforms—enabling captured records and attachments to be routed via predefined processes to the appropriate person or group based on inquiry type.
Manage Processes
Accurately route any and all correspondence to the most appropriate person or team within your organization for processing and applied workflows.
Search Digital Storage
Seamlessly and securely store all incoming and outgoing correspondence—all with your own industry-specific compliance standards and regulations applied.
Manage Information
Enable immediate visibility into everything from cost reduction to ROI, compliance, stakeholder interaction, and workflow and process efficiencies—including how to improve them.
Manage Communications
Flawlessly produce outgoing communications in any format—all with applied workflows, processes, storage, tracking and analytics.
Our Advantage
Why Choose WorkDynamics for Correspondence Management?
Organizations choose WorkDynamics because we deliver more than software—we deliver proven correspondence management expertise.
- 30+ years of correspondence management experience
- Official provider of the Government of Canada Correspondence Management System (GCCMS)
- Trusted by 50+ government organizations in Canada and the U.S.
- Fully configurable, commercial-off-the-shelf solution
- Supports correspondence, case management, complaints, and more in one platform
Real-World Examples
Common Correspondence Management Applications
- Executive Correspondence
- Office Management
- Ministerial Correspondence
- City Clerk's Office
- Briefing Notes
- City Official Correspondence
- Executive Correspondence
- Office Management
- Ministerial Correspondence
- City Clerk's Office
- Briefing Notes
- City Official Correspondence
Case Study
Correspondence Management In Action
Like so many organizations, government departments are not immune to the plight of digital transformation and the need for enhanced Correspondence Management and subsequent workflows. This is why Crown-Indigenous Relations and Northern Affairs Canada approached WorkDynamics.
Seeking a far more modernized approach to Correspondence Management, CIRNAC needed a full replacement of its legacy system. WorkDynamics became their go-to choice—the solution that would ultimately deliver, enable and support executive correspondence management within a single modern platform. More so, WorkDynamics offered its renowned flexible configuration options, web-based interface, and easy interoperability with current and future document storage systems.
Results That Speak For Themselves
The WorkDynamics platform enabled the design and configuration of a fully-modernized correspondence and workflow tracking database to manage all required information—all with CIRNAC-specific requirements. As a result, the WorkDynamics platform has enabled CIRNAC to vastly improve productivity, enhance service quality and responsiveness to a demanding client base, provide greater client satisfaction, and make more efficient use of existing personnel and information.Frequently Asked Questions
ccmEnterprise supports correspondence management as a primary use case, with optional case and workflow capabilities where required.
Yes. ccmEnterprise integrates with SharePoint Online, OpenText Content Server, and OpenText eDOCS DM.
Yes. The system is widely used for executive-level and high-volume correspondence requiring strict tracking and accountability.
Yes. ccmEnterprise is a low-code, configurable platform designed to adapt to your processes.