Mail Handling Unit 2D

Mail Handling The way in which mail is dealt with depends on the: –Size of the organisation –Number of staff involved –Type of mail received (internal, external, etc) –Level of use of ICT for communicating –Space available for equipment –Resources available to the organisation

In a small organisation –Mail will usually be dealt with by a member of staff as part of their daily routine

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

The Mail Room A well organised mailroom will contain the following pieces of equipment: Scales – to weigh letters and parcels. Franking machine – used instead of stamps. It prints the postage payable on the envelope. Photocopier – to photocopy documents if more than one person is to get a copy. Fax machine – used to receive faxes. Date stamp – to stamp mail with the date of arrival

Letter opener – to open mail safely without damaging the contents. Stapler – to staple papers together. Folding machine – automatically folds and inserts letters into envelopes before sealing them. Pigeon holes – used to sort mail into departments. Mail trolley – used to deliver mail to departments.

Main Features – Outgoing Mail Area Mail bags Post office forms Folding and inserting machine Scales (manual or electric) Franking machine (used instead of stamps) PC used for printing address labels/checking messages

Dealing with Incoming Mail Sort mail into: –Private/Personal/Confidential –Urgent –Special (Recorded or Special Delivery) –First Class –Second Class –Then……

Open mail (not private or confidential) Remove contents Date-stamp mail (do not 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

Procedures for scanning mail Open mail as normal Scan mail on to a floppy disc or network Copy/sort directly to staff mail boxes Shred originals Confidential mail is treated as normal (i.e. unopened)

Electronic Sources of Incoming Mail Voic –Check at regular intervals –Note messages on message form –Sort messages into departments –Deliver messages as for incoming mail

–Check for messages at regular intervals –Print the number of copies required –Sort and deliver messages or –Redirect by internal to staff mailboxes

Fax –Check for incoming faxes at regular intervals –Photocopy or route faxes as necessary –Sort and deliver faxes

Dealing 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

Then weigh letters or parcels Stamp or frank envelopes/parcels Deliver mail to the post office

Electronic Sources of Outgoing Mail –Create new messages –Enter address of person/people you want to send the to –Key in message –Check message (e.g. spell-check) –Add attachments (if needed) –Send message