2.calaranan mail management
TRANSCRIPT
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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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Procedures in HandlingProcedures in Handling
Incoming Mails:Incoming Mails:
RoutingRouting
1.1. Use of symbols/Use of symbols/numbers to expeditenumbers to expediterouting.routing.
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Procedures in HandlingProcedures in Handling
Incoming Mails:Incoming Mails:
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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Procedures in HandlingProcedures in Handling
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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EndEnd