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PROCESS FLOW IN MAIL DEPARTMENT. Process in Mail Department. MSA/HSA will be the in charge of the Mails branch Mail Agent or Mail Guard Will Be the In-charge of TMO and sections Mails Department Consists of the following process related to Bags. Receipts Opening Closing Despatch.
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Process in Mail Department • MSA/HSA will be the in charge of the Mails branch • Mail Agent or Mail Guard Will Be the In-charge of TMO and sections • Mails Department Consists of the following process related to Bags. • Receipts • Opening • Closing • Despatch
Receipts The MA or the MG will • Receive the bags closed / despatched by P.Os/M.Os from the Mail carrier. • Entries in respect of late/ non-arrival of mail carrier, if any, be made in the error book and report in the DR • Keep safe custody of forward bags including account TBs. • If there is no exclusive MA safe custody of bags is with the HSA.
Receipts Check the details of bags with reference to the mail list and give acquittance in the ML. Receipt of special bags if any be reported in the DR If there is excess/short receipt of bags or a substitution of the entered bag , a remark to that effect be obtained from the Mail carrier in the Mail list by the H.S.A. Entries should be made in the Error Book and report in the DR
Receipts • If there is non-receipt of Due bags, due bag not of prescribed description and misuse of bags, entries be made in the error book and report in the DR • Check the condition of bags, labels, cord including Registered bags, Parcel bags • If the bag is received in damaged condition/without seal entries may be made in the Error book / and report in the DR
Receipts Prompt entry of forward unusual mails in the mail list to be despatched as soon as mails are received. Mail Lists be signed by the H.S.A., stamped and placed on record. Make entries in the mail abstract in respect of receipt of bags,(both due and unusual bags including empty canvass bags received)
Opening of Mails Or Bags • Open mail bags, L bags, TBs & Pkt. Bags (other than Regd. & Parcel bags) • Transfer the regd. Bags to the Registration department and parcel bags including insured bags to the parcel department under receipt to be taken in the Regd/Parcel abstract as the case may be • Transfer the unregd. Articles to the Sorting Department • Keep the account bags if any in safe custody till its dispatch
Opening of Mails Or Bags • The empty bag should be turned inside out • Open TBs and compare with the entries in the mails list inside the TBs. Forward / account bags if any in it be kept in safe custody. • If there is excess/short and substitution for the bag entered in the TB, entries should be made in the Error Book and report in the DR by the H.S.A. • If the bag received inside the TB is found in damaged condition/without seal, entries may be made in the Error book / and report in the DR by the H.S.A.
Mail flows Closing Pattern under MNOP Post Office Post Office Post Office Post Office Level-1 sorting centre Level-1 sorting centre Level-2 sorting centre Level-2 sorting centre Level-2 sorting centre Level-2 sorting centre Post Office Post Office Post Office Post Office Post Office Post Office Post Office Post Office SOURCE: Mail Network Optimisation Project
Closing of Bags/mails • Ensure the bags due to be closed for dispatch are received in time from concerned department. • Close bags ( other than Regd/Parcel bags ) made up in the set by the H.S.A. • Regd. Bags, parcels bags received by the H.S.A. from the departments concerned are placed in proper bags • Ensure unregd. Mails are properly packed • The bags closed by the set are securely fastened, properly labeled and sealed
Closing of Bags/mails • Ensure torn or unserviceable bags are not used for closing • The account bag if any is to be enclosed in proper bag • While closing TB, the due and unusual bags to be placed inside the TB, should be checked with the entries in the mail list. The condition of each bag, the cord with which it is tied, the label and the seal must be examined by the H.S.A. before placing inside the TB.
Closing of Bags/mails • When the volume of unregd. mail is heavy extra L bag is to be closed • If plural bag is prescribed in the DML ensure the place of Regd. Bag in No.1 bag and also ensure the correct total serial number of plural bag prescribed • Whenever the size of the bag is bulky and it is necessary to close one more TB in excess of the number entered in the Due Mail List, the word extra TB should be written on the label of each additional TB.
Despatch of Bags/mails • Ensure the bags despatched should be sorted out in group-wise sufficiently before the prescribed hours for dispatch. • Despatch of bags to the destination as per mail list prepared and according to the time prescribed in the DML. • Report dispatch of special bag in the DR • If the mail is despatched late, entries be made in the error book and report in the DR • Ensure No. of bags for dispatch is correct as per Mail List
Despatch of Bags/mails • Despatch of bags to the mail carrier under acquittance • Entry in respect of loss / over carriage / mis-delivery of bags be made in the error book and report in the DR • Entries in respect of mis connection of train/ bus/ Air services be made in the Error book and report in the DR
Despatch of Bags/mails • Make entries on both parts of the mail abstract viz. ‘Mails” & ‘Bags’ in respect of Mails despatched (due and unusual). • Complete the mail abstract and tally the forward bags under receipt and dispatch side. • The Mail lists despatched are placed on record duly stamped • Preparation of work papers for next set • Keep safe custody of stamps, seals, keys and blank forms by the H.S.A.
Different mode of transmission • Mail Motor Service • Departmental MMS • Contractual MMS ( Private carrier,Govt bus etc) • Train • Air • Sea • Foot
