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Dolphin Infotek (P) Limited

Dolphin Infotek's Investor Correspondence System is a powerful software specially designed for managing investor queries and correspondence in the Investor Services Department. It provides a wealth of information on query status, history, and aging analysis. The software allows users to define their own aging analysis slabs and includes features such as holiday calendars and automatic holiday recognition. Users can also pre-define the source, category, service provider, and receipt mode for each correspondence. The software facilitates inward and outward correspondence entry, draft replies, printing and dispatching replies, and sending emails. It also includes an enquiry system to quickly check the status of correspondences.

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Dolphin Infotek (P) Limited

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  1. Dolphin Infotek (P) Limited

  2. Investor correspondence system • ISP Correspondence is the most comprehensive and largest selling software for managing Investor Queries and Correspondence for the “Investor Services Department”, available today. • Our expertise of more than a decade in Capital markets has helped us develop solutions that answer the needs of today’s requirements specially designed for the Share department. • The software while functioning as a desktop window to the Investor Queries also provides wealth of information on the status, history & ageing analysis of the queries and complaints.

  3. Parameterized Ageing Analysis Slabs • Every category of correspondence can be assigned a “Service Period” to adhere with the service standards of the company. • User Defined Ageing Analysis slab. User can define his/her own slab for ageing analysis. • An optional ‘Holiday calendar’ can squeeze- in the true essence of ‘working days’ into the “service period”. • Option to post Saturday or Sunday or both as holidays automatically.

  4. Correspondence source -: The source from where the correspondence has come. E.g. Investor, SEBI, BSE, RTA, etc. Correspondence Category -: Category can either be a complaint or request or others. eg., ‘Dividend not received’, ‘Change of address’. User can create any number of categories. The highlight of the software is the user’s flexibility to pre-define the Source, Category, Service Provider & receipt mode as per the company’s requirement.

  5. Service Provider -: ‘Service provider’ is the user who would manage a particular correspondence. Receipt Mode -: The mode by which the correspondence has been received. The highlight of the software is the user’s flexibility to pre-define the Source, Category, Service Provider & receipt mode as per the company’s requirement.

  6. The highlight of the software is the user’s flexibility to pre-define multiple Draft-replies as per the correspondence and company’s requirement.

  7. INWARDDeveloped using GUI rich tools, the software seamlessly handles the arduous tasks of administering the investor queries with a ‘proven’ hierarchical design.

  8. Inward entry • User can enter details of all inwarded documents to take care of the correspondences. • User can input corresponder address, contact no. & email-id for reply. • User can enter up to three categories of correspondence in the same inward. e.g. 1) Non-receipt of dividend. 2) Change of address. 3) Change of bank details. • User can stamp the inward with his/her own name as a service provider. • Can mark mode of receipt of the correspondence. eg.. Courier, Post, Hand delivery, Email, etc. • User can store details of document enclosures in the remarks.

  9. OUTWARDThe outward process is carried out swiftly as shown below:

  10. Outward entry • User can outward the Inwarded correspondence through system by making outward entry. • User can select defined draft replies for reply. • Can also select multiple draft replies, in case there are multiple correspondence categories in the same inward. • User can also customize the reply to corresponder . • Every replied draft gets saved with the respective outward/reply. • Can be marked as ‘Disposed manually’, in case no letter needs to be printed. • User can also enter any remarks for his reference.

  11. Mode of RepliesPrint Replies • Replies can be sent by email or can be printed & dispatched to the corresponder. • Option to include/exclude outward cases which are already emailed. • Option to select various stationery types to print the replies as shown in the screen.

  12. Mode of RepliesE-mail Replies • Emails can be sent to all (or) select range of outwards. • ‘Email replies’ is compatible with any MAPI compliant email client including Microsoft outlook, Outlook Express, Lotus notes, Novell Groupwise. • The emails are generated and sent to the outbox of the email client.

  13. AcknowledgementAcknowledgement of correspondence & Printing of Aknowledgement • Every correspondence received can be acknowledged with an acknowledgement letter. • However the status of the correspondence shall still be “Pending” after acknowledgement.

  14. EnquiryThe software has got powerful query system using which one can have a quick glance at the status of the correspondence(s).Enquiry on Member-Id • End-User can enquire on Corresponder’s Member-id (demat account or folio no.) • User can see the list of all correspondence(s) done by the corresponder in the same screen along with the ‘Status’ of the correspondence.

  15. EnquiryThe software has got powerful query system using which one can have a quick glance at the status of the correspondence(s).Enquiry on corresponder/Member Name • The user can also query by Name of the corresponder as shown. • By double clicking on any row, one can view all the correspondence details of the selected corresponder.

  16. EnquiryThe software has got a powerful query system using which one can have a quick glance at the status of the correspondence(s).Enquiry on corresponder/Member Name • User can also enquire on Service provider’s name. • User can see all correspondence(s) related to all or selected service provider. • At the same time user can view reply draft letter, acknowledgement letter & summary of total Inwarded, Outwarded, Acknowledged & Pending as well.

  17. ReportsA plethora of reports are made available that help the company to generate and analyze the details of the correspondences.

  18. The software also provides for importing the correspondences received by email thereby eliminating the ‘data entry’ work.

  19. HDFC Larsen & Toubro Nestle Apollo Tyres TAJ GTL Rolta India Lupin Shriram Transport & Finance Few of our prestigious clients where the software has been put-to-use:

  20. Our other products are : • COFAC -: Comprehensive Software for Fixed Deposits Accounting. • COSAC -: Comprehensive Software for Share Transfer Accounting. • EMSOPS -: Employees Stock Options Management System. • HASTAKSHAR -: Signatures Capture & Retrieval System. • INTROSPECT -: Software for Compliance on SEBI's Guidelines. • DOCUGRAPH -: Software for Document Archiving & Retrieving. • RECON -: Instruments Reconciliation System. • ISP -: Investors Services Package.

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