2.Calaranan Mail Management

8/3/2019 2.Calaranan Mail Management

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RecordsRecordsCreationCreationRecordsRecordsCreationCreation

RecordsRecords

MaintenanceMaintenance

RecordsRecords

MaintenanceMaintenance

RecordsRecordsDispositionDisposition

RecordsRecordsDispositionDisposition


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is the creative processes of recordsis the creative processes of records

management that includes the propermanagement that includes the proper

handling and operations of records, thehandling and operations of records, thearrangement of written materials into usablearrangement of written materials into usable

filing sequences, and the selection of thefiling sequences, and the selection of the

most efficient type of filingmost efficient type of filing


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MailMail includesincludes letters,letters, postcards,postcards,documents,documents, packages,packages, publicationspublications andand

telegramstelegrams oror anyany otherother writtenwrittencommunicationscommunications oror documentsdocumentstransmittedtransmitted throughthrough electrical,electrical, electronicelectronicoror mechanicalmechanical device,device, oror throughthrough postalpostalservice,service, thatthat areare receivedreceived oror sentsent byby ananagencyagency oror officeoffice inin connectionconnection withwith thethetransactiontransaction ofof publicpublic businessbusiness..


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Postal / Messengerial Service

post cardspost cards

lettersletters

packagespackages

documentsdocuments


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Electrical/Electronic Device

computer conferencing

fax machines

cellular phones voice mail

video conferencing

electronic data interchange


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Mail Management

Application of control

measures in the handling of

incoming and outgoing mail


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Implementation of policies andprocedures to ensure the smooth flow ofinter-office written communications


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Movement of mail from one point to

another in a manner that is accurate,

economical and fast


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Objectives ofMail Management

Program

To assign program responsibilities

-more-


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ToTo develop,develop, establishestablish andandimplementimplement standards,standards, methodsmethods andandproceduresprocedures governinggoverning thethe receipt,receipt,

distribution,distribution, collectioncollection andanddispatchdispatch ofof mailmail..


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ToTo monitormonitor oror keepkeep tracktrack ofof thethe dayday toto

dayday mailmail operationsoperations..


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ToTo study,study, analyzeanalyze andand evaluateevaluateoperationsoperations forfor possiblepossibleimprovementsimprovements


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ToTo planplan aa trainingtraining programprogramappropriateappropriate forfor thethe mailmail roomroom

personnelpersonnel andand otherother employeesemployeesinvolvedinvolved inin recordsrecords activitiesactivities..


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General AdministrativeGeneral Administrative

Support in MailSupport in Mail

ManagementManagement IssueIssue formalformal directivesdirectives definingdefining

policiespolicies standardsstandards andand

proceduresprocedures rere:: MailMail OperationsOperations

PlanPlan andand setset upup aa MailMail RoomRoom

AssignAssign responsibleresponsible personnelpersonnel

withwith orientation/trainingorientation/training


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ProvideProvide fundsfunds for for basicbasic toolstools

andand equipment,equipment, suppliessupplies andand

materials,materials, transportationtransportation andandmailingmailing expensesexpenses

DeviceDevice controlcontrol forms,forms, andand

MaintainMaintain statisticsstatistics forfor purposespurposesofof improvementimprovement


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PlanPlan

OrganizeOrganize

Direct

ControlControl


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Three Major Areas ofThree Major Areas of

Activities on MailActivities on MailOperationsOperations

HandlingHandling ofof IncomingIncoming MailMail HandlingHandling ofof OutgoingOutgoing MailMail

P

erformingP

erforming MessengerialMessengerial ServicesServices


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Basic Tools needed inBasic Tools needed in

handling mailshandling mails SorterSorter RackRack

SorterSorter TraysTrays

RubberRubber StampsStamps

Logbook/Logbook/ RegisterRegister BooksBooks

VariousVarious controlcontrol formsforms

more


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MailMail guideguide

StaplerStapler

StapleStaple removerremover LetterLetter openeropener

StampsStamps

Wrapping/Wrapping/ Packaging/Packaging/BailingBailing materialsmaterials


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Types ofMailTypes ofMail

Routine(ordinary)Mail

Non-Routine (important or significant) Mail


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Routine MailRoutine Mail

whenwhen itit involvesinvolves mattersmatters ofof ordinaryordinaryinterestinterest;;

whenwhen itit doesdoes notnot requirerequire aa replyreplytimetime--limitlimit nornor isis itit urgenturgent inin naturenature;;

whenwhen itit isis purelypurely informationalinformational ininnaturenature oror purposepurpose;; andand

whenwhen itit requiresrequires nono actionaction oror nono

replyreply..


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NonNon--Routine MailRoutine Mail

-more-

those mark URGENT and RUSHthose mark URGENT and RUSH official correspondence from very importantofficial correspondence from very important

persons, like high government officialspersons, like high government officials(President, Prime Minister, Cabinet members,(President, Prime Minister, Cabinet members,etc.)etc.)

those that deal with policy mattersthose that deal with policy matters

Those that require important actions to protectThose that require important actions to protectthe interest of the government/private personthe interest of the government/private person

Those that involve national security which areThose that involve national security which areclassified as TOP SECRET, SECRET,classified as TOP SECRET, SECRET,RESTRICTED or CONFIDENTIAL.RESTRICTED or CONFIDENTIAL.


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Procedures in HandlingProcedures in Handling

Incoming Mails:Incoming Mails:

ReceivingReceiving

1st receiving point1st receiving pointfor mail addressed tofor mail addressed tothe Office is thethe Office is theagencys mail roomagencys mail room


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Procedures in Handling

Incoming Mails:

Sorting and Opening

1. First/ initial sorting2. Second Sorting3. Third/Final Sorting


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RoutingRouting

1.1. Use of symbols/Use of symbols/numbers to expeditenumbers to expediterouting.routing.


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ControllingControlling

1.1. Procedure of recording/ actionProcedure of recording/ actionmade concerning the receiptmade concerning the receipt

location, status or dispatchinglocation, status or dispatchingmail.mail.

3 basic phases:3 basic phases: entry recordingentry recording locating maillocating mail followingfollowing--up mailup mail


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Outgoing MailsOutgoing Mails


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OUTGOING MAILOUTGOING MAIL

Any correspondence that is beingAny correspondence that is being

prepared either as a reply to incomingprepared either as a reply to incoming

mail or as an originally created piecemail or as an originally created pieceintended to be sent outside the agency.intended to be sent outside the agency.


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Preparing outgoing mailMake as many copies as needed

Specify the manner of delivering the mail piece

Indicate the type of postal \service most appropriate for the

mail piece.

Checking the completeness of a mail piece.

Reproducing more copies of the mail piece or its enclosures.

Stripping file copy

Signing release number which will serve as referral

Stamping and recording the outgoing mail piece


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1.1. Sorting the mail which areSorting the mail which are

classified as:classified as:

Those to be delivered by messengerThose to be delivered by messenger

serviceservice

Those to be delivered by postalThose to be delivered by postal

serviceservice

Those to be delivered throughThose to be delivered through

telegraph, radiograph and telextelegraph, radiograph and telex

service.service.

1.1. Sorting the mail which areSorting the mail which are

classified as:classified as:

Those to be delivered by messengerThose to be delivered by messenger

serviceservice

Those to be delivered by postalThose to be delivered by postal

serviceservice

Those to be delivered throughThose to be delivered through

telegraph, radiograph and telextelegraph, radiograph and telex

service.service.


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2.2. Enveloping MailEnveloping Mail

Selecting the right envelope for a mail pieceSelecting the right envelope for a mail pieceFolding the mail piece properly into the correct envelopeFolding the mail piece properly into the correct envelope

Addressing the envelopeAddressing the envelope


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BATCH MAILINGBATCH MAILING

Pertains to the use of a large envelope enclosingPertains to the use of a large envelope enclosing

several pieces of regularly addressed mail thatseveral pieces of regularly addressed mail that

are to be sent to the same entity.are to be sent to the same entity.


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Final handling and actual dispatching

Sorting the mail

Enveloping mail

Dispatching outgoing

mail By messenger

service

By postal service


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Messengerial ServiceMessengerial Service

ProperPlanning / management will provideProperPlanning / management will provide

efficient and adequate messenger service. Itefficient and adequate messenger service. It

will eliminate any undue delay in the deliverywill eliminate any undue delay in the deliveryof a mail piece since messenger service hasof a mail piece since messenger service has

a direct impact on the agencies overalla direct impact on the agencies overall

operations.operations.


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Internal Messenger ServiceInternal Messenger Service

Field Messenger ServiceField Messenger Service

Special Messenger ServiceSpecial Messenger Service


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Organizing the messengerOrganizing the messengerforceforce

Planning and revising thePlanning and revising the

messenger routes and stopsmessenger routes and stops Scheduling messengersScheduling messengers

Attending to urgent mails whichAttending to urgent mails whichneeds special messengersneeds special messengers


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Traits of a Good MessengerTraits of a Good Messenger

He must be tactfulHe must be tactful

He must have the initiative orHe must have the initiative orthe capability to act on histhe capability to act on his

ownownHe must be conscientious andHe must be conscientious and

faithful to his workfaithful to his work

He must be resourcefulHe must be resourceful


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He must be honest andHe must be honest andtrustworthytrustworthy

He must be mentally alertHe must be mentally alert

He must have a pleasingHe must have a pleasing

personalitypersonality He should be clean andHe should be clean and

neat in appearanceneat in appearance

He should not be aHe should not be a

gossipergossiper


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Flowchart forIncoming/OutgoingFlowchart forIncoming/Outgoing

CommunicationsCommunications

ACTION

UNIT

RECORDS UNIT

Receives,sorts,

opens

stamps & logsall

officialcommunication

Routes

communications

foraction

Receives,checksthe

completenessof

acted

communications

OFFICE OF THE

GENERAL MGR.

Notatesforaction

Signs

communications

Makes

appropriate

action

Receives

officialfiles


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Control

Number

Date

ReceivedSource/Address SubjectMatter Action

Unit

Action

TakenDate

Released Remarks


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MANAGING EMANAGING E--MAILMAIL

1.1. Copy the message for retention per agencyCopy the message for retention per agencyschedule.schedule.

2.2. File message in away that emblancesFile message in away that emblancesaccessibility and facilitates recordsaccessibility and facilitates recordsmanagement tasks.management tasks.

3.3. Fill in the subject line for ease in filing.Fill in the subject line for ease in filing.4.4. StoreStore

OnOn--line storage of message in a system, whichline storage of message in a system, whichallows users for recall message at any time forallows users for recall message at any time forresponding.responding.

NearNear--line enables messages to be saved for a file online enables messages to be saved for a file ona local hard drive.a local hard drive.

OffOff--lineline messages are no longer searchable ormessages are no longer searchable orretrievable in electronic form by simply printingretrievable in electronic form by simply printingmessages w/ its contextual information andmessages w/ its contextual information andattachments and filing them in accordance withattachments and filing them in accordance withagency practice.agency practice.


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4.4. Be familiar with EBe familiar with E--Commerce Act rules ofCommerce Act rules of

evidence.evidence.

5.5. If stored in onIf stored in on--line, the system should guaranteeline, the system should guarantee

that messages are accessible and usable for thethat messages are accessible and usable for the

entire length of retention period and allowentire length of retention period and allow

deletion once their retention period expires.deletion once their retention period expires.6.6. Unauthorized users should be able to access,Unauthorized users should be able to access,

modify, destroy or distribute message.modify, destroy or distribute message.


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1.1. Change password oftenChange password often use both letters and numbers so thatuse both letters and numbers so thatit will be harder to break.it will be harder to break.

2.2. Dont share passwords.Dont share passwords.

3.3. Never open attachments for unknown sources .Never open attachments for unknown sources .

For it may contain viruses/ letter bombs which canFor it may contain viruses/ letter bombs which candamage PCs.damage PCs.

4.4. Always remember to logAlways remember to log--out when done.out when done.

5.5. Refrain from replying to unsolicited messages. (spam mail)Refrain from replying to unsolicited messages. (spam mail)

or otherharassing or offensive mail.or otherharassing or offensive mail.6.6. Use the most upUse the most up--toto--date software.date software.

7.7. Use a secure and reputable network.Use a secure and reputable network.


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Documents

2.Calaranan Mail Management