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CHAPTER 5.1 COMPONENT OF REGISTRY: MAIL ROOM/MAIL MANAGEMENT, image -…
CHAPTER 5.1
COMPONENT OF REGISTRY:
MAIL ROOM/MAIL MANAGEMENT
MAIL MANAGEMENT
Mail management is established for a systematic dispatch, receipt, filing, storage, retrieval and disposition of records.
It is handled in mail room for the processing of incoming and outgoing mail.
A mail room clerks is responsible to hand –deliver letters and packages within the building.
MAIL ROOM
A space/room in an agency that are allocated for mail management. It provides a vital information to department/agency. Majority of incoming and outgoing items are passed through the mail room, including sensitive business and financial information.
The objective of mail room:
i. Provide rapid handling and accurate delivery of mail throughout the agency at a minimum cost.
ii. Receive, sort, open, route, control & distribute of incoming mail.
iii. Collect, sort, & distribute of paperwork.
iv. Collect, prepare, sort, control & dispatch of outgoing mail.
:check:Mail room are seen as an entry point that deals with the preparation of packaged goods, letters, and other mail for shipping by local post office or shipping service.
:check:In a large organization, it is seen as a central hub of internal mail system and interface with external mail.
FLOW OF MAIL
IN MAIL ROOM
The flow of mail, documents, files and other things in 3 channels:
:check:From outside of office within the department/agency
:check:From office to office within the building /area being serviced
:check:From offices within the department /agency to outside individuals/organizations.
MAIL ROOM OPERATION
Planning
Organising
Coordinating
Controlling
Budgeting
RECEIPT OF
INWARD MAIL
Steps in receipt inward correspondence:
Receipt or open by
designated officer
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Stamping
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Assign serial number
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Identify security
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Attached other enclosures to the covering correspondence
MAIL OPERATIONS
8 activities in correspondence:
Receiving and opening of inward correspondence
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Sorting correspondence that require special handling
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Registering inward correspondence
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Associating inward correspondence with the relevant files
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Circulating the correspondence for information/ reply
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Preparing the reply
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Dispatching outward correspondence
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Filing inward (original) & outward (copy) correspondence & other associated documents
TYPES OF OPERATIONS
IN MAIL ROOM
DELIVERY OPERATIONS
Sort incoming and intra material to distribution boxes
Maintain efficiency, check system on sorted material to minimise improper delivery
Maintain route delivery schedule to and from registry items
Between delivery trip-assist in other areas as required
MAIL OPERATIONS
Sort incoming mails
Segregate and deliver direct delivery mail
Process incoming registered mail
Prepare and dispatch outgoing (ordinary, registered, others-specials)
REGISTER OF
INWARD MAIL
Serial number
Date of the correspondence
Date of receipt
Name/agency of the sender
Subject of correspondence
Number/nature of any enclosures
DELIVERY
OPERATIONS
Registry serves as a guiding tool to all officials entrusted with the responsibility of
managing correspondence with the institutions.
Manual is used to outline the correct procedure regarding treatment of outgoing
correspondence.
Below is the steps that should be taken before the delivery process are made:
i. Ensure the special registered post envelopes are used and properly sealed.
Ensure that all registered post is handled over and must not be placed in the
mail bag.
Express and preferential post could be used where urgent letters are to be
sent.
STEPS IN PREPARING
OUTGOING MAILS
Get approval
:arrow_heading_down:
Draft of outgoing mails
:arrow_heading_down:
Sent for typing (with
instruction)
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Checked and signed
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Sent to registry
STEPS IN REGISTERING
OUTGOING MAILS
Date of correspondence
:arrow_heading_down:
Date of dispatch
:arrow_heading_down:
Any security classification
:arrow_heading_down:
Name & institution of the address
:arrow_heading_down:
Main file reference
:arrow_heading_down:
References of other files
:arrow_heading_down:
Subject of correspondence
:arrow_heading_down:
Number & nature of any enclosures
CIRCULATION OF
CORRESPONDENCE
For the top-down system, the circulation is from top-level management to middle management. Correspondence is sent to designated officer at the top management level for further action. He/she will decide what to do and do the minute, and circulate it to middle management to take an action or reply for approval and signature.
For the bottom-up system, correspondence is usually
sent directly to the relevant officer who will do the minutes to his or her proposal, draft the reply and
submit for approval at the appropriate senior levels and acts on receipt of the approval.
