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Mail Handling

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.

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Mail Handling

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  1. 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.

  2. Mail Handling In a small organisation: • Mail will usually be dealt with by a member of staff as part of their daily routine.

  3. 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.

  4. 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

  5. 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.

  6. 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

  7. 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

  8. 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)

  9. 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

  10. 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

  11. Electronic Sources of Incoming Mail Fax • Check for incoming faxes at regular intervals • Photocopy or route faxes as necessary • Sort and deliver faxes

  12. 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

  13. 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

  14. 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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