Mail Handling

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					                 Mail Handling
The way in which mail is dealt with depends on:
• Size of the organisation
• Number of staff involved
• Type of mail received (internal, external, e-mail etc)
• Level of the use of ICT for communicating
• Space available for equipment
• Resources available to the organisation.
              Mail Handling
In a small organisation:
• Mail will usually be dealt with by a member of
  staff as part of their daily routine.
              Mail Handling
In a large organisation:
• The volume of incoming and outgoing mail is
  likely to be high
• They are likely to have a separate mail room
  department
• The staff who work in the mail room will deal
  with all of the organisations’ mail.
                       Mail Handling
Main features of an
 incoming mail area:
• Photocopier
• Pigeon holes/trays for each
  person/department
• Mail trolley for delivering to
  departments
• Shredder
• Date stamp
• Letter opener
• Stapler
                       Mail Handling
Main features of an
 outgoing mail area:
•   Mail bags
•   Post office forms
•   Folding and inserting machine
•   Scales (Manual or Electric)
•   Franking Machine
•   PC used for printing address labels,
    check e-mail messages.
                  Mail Handling
How do we deal with incoming mail?
Sort mail into:
• Private/personal/confidential
• Urgent
• Special (Recorded or Special Delivery)
• First class
• Second class
                    Mail Handling
How do we deal with incoming mail (2)?
•   Open mail (not private)
•   Remove contents
•   Date-stamp mail (don’t cover anything important)
•   Check and attach enclosures
•   Sort mail into departments
•   Mail is then collected by departments (at certain times)
•   OR
•   Delivered to individual departments
                   Mail Handling
Procedures for
  Scanning Mail
• Open mail as normal
• Scan mail onto a floppy disc
  or network
• Copy/sort directly to staff
  mail boxes
• Shred originals
• Confidential mail is treated as
  normal (ie unopened)
Electronic Sources of Incoming Mail

Voicemail
•   Check at regular intervals
•   Note message on to message form
•   Sort messages into departments
•   Deliver messages the same as for incoming mail
  Electronic Sources of Incoming
               Mail
E-mail
• Check for messages at
  regular intervals
• Print the number of copies
  required
• Sort and deliver messages
  OR
• Redirect by internal e-mail to
  staff mailboxes
Electronic Sources of Incoming Mail
Fax
• Check for incoming faxes at
  regular intervals
• Photocopy or route faxes as
  necessary
• Sort and deliver faxes
Mail Handling
       How do we deal with
        Outgoing Mail
       • Collect mail from
         departments OR

       • Staff deliver mail to mail
         room by a specified time

       • Sort mail into:
          – First class
          – Second Class
          – Special Delivery
                 Mail Handling
How do we deal with
 Outgoing Mail (2)
• Weigh letters or parcels

• Stamp or frank
  envelopes/parcels

• Deliver mail to the post
  office
Electronic Sources of Outgoing Mail
E-mail
• Create new message
• Enter e-mail address of
  person message is to be sent
  to
• Key in message
• Check message
• Attach attachments (if
  applicable)
• Send message

				
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posted:6/25/2011
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