Abstract:
Local Mail System in NIIT is a paper based system which deals with various types of mails like Minute Sheets, IONs and Applications. This system works with paper files and registers for keeping enclosures and records. In most of the cases a complete file needs to be moved containing the letter sent from one department to another or photocopies of the enclosure are sent to different departments. This system was not capable to track files, movement of letters and delays in responses. It could not be administered for pending replies and actions that need to be taken.
Intranet Mail System was the proposed solution for automating the local mail exchanging process for making better use of time, tracking of files and documents, movement of letters, requests and delays. This system relies on a database residing on intranet which behaves as the local mail server for intranet users. On the front end a VB.NET Windows Application runs to provide the user with an interface to transact with the database for initiating, retrieving and tracking mail messages.
This application solves the problems in manual system by keeping database records of all the correspondences initiated, generating automatic acknowledgements, reporting status of mails and delays encountered in actions taken. System is also capable of searching mails.
System is designed by studying dataflow and making an ER model based on existing system to meet the requirements of proposed system. SqlConnection objects are used in VB.NET for database connectivity. Mails and attachments are kept as Blobs in SQL server database. Every mail is kept as customized Word document based on a document template. System also generates reports to monitor overall processes.
