Despatch of Accountable Articles – letter mail

2.6.1

Types of Accountable articles

• Registered letters/Parcels

• VP Letters/ Parcels /eVP

• Insured Letters/ Parcels

• Ins VP Letters/Parcels

• Money Orders

• Speed Post Letters/EPP2.6.2

Despatch list generation

• Meghdoot despatch module used to perform the task• Operator collects articles from various sources• Upon collection he/she performs the following tasks

– Auto sorts the article according to pre-defined pattern; This process generates RB/IB lists and includes articles in TD/NTD lists based on Pincode

– Closes RB/IB; Generates HVMO list– Closes Registered bag, parcel bag– Despatches the registered bag

• RNet communication module that works in the background exchanges data with central server

2.6.3

Collection of Registered Letters

• Registered letters are collected through different sources

From counterFrom Branch Offices attachedFrom Postman(refused/unclaimed)Articles to be redirectedBooked through special regd journalHVMO for despatch

2.6.4

Collection in despatch module

2.6.5

Sorting of Collected Reg. Articles

• Sort the articles as per the concept – Registered bundle – Insured bundle– Articles to sorting office (TD & NTD)

2.6.6

Auto sorting process

2.6.7

Preparation of RB Bundle• To eliminate multiple handling at intermediary offices.• Bundle will be opened at office of delivery only– If there are three or more uninsured registered

articles including Value Payable for same office of destination Registered bundle (RB) is to be prepared.

– Prepare RB slip, impress date stamp on it, place on the articles bundle, tie securely and seal.

• Generate RB List in the Despatch Module affixing bundle bar code

2.6.8

Closing RB in despatch module

2.6.9

Register Bundle Report

2.6.10

Despatch Module RB List

2.6.11

• Collect and arrange the articles in the following order separately for TD & NTD– Ordinary Registered ,– Value Payable, – Registered bundle– Insured Envelopes, – Insured Bundles, – Money Order bundle– High value Money order bundle Rule 90 Volume V

PREPARATION OF REGISTERED LIST

2.6.12

• Registered List is generated through Despatch Module

• Registered List addressed to parent Mail Office• Impress date stamp and PA will put his initial• Postmaster will also sign if Insured articles are

invoiced

Rule 90 Volume V

PREPARATION OF REGISTERED LIST

2.6.13

• separate TD & NTD master Registered lists are to be prepared.• One TD registered list containing RL/VP/RB/INS Env/IB/

addressed to all the offices within the Parent mail office• Another NTD registered list containing RL/VP/RB/INS Env/IB/

addressed to all the offices outside Parent mail office jurisdiction

PREPARATION OF REGISTERED LIST

2.6.14

Closing regd bag in despatch module

2.6.15

Rule 90 Volume V

PREPARATION OF REGISTERED LIST

2.6.16

Despatch Module REGISTERED LIST

2.6.17

Generating despatch list

• Once the registered bag is closed, despatch list has to be generated in despatch module;

• Despatch list generation screen is as in figure below

2.6.18

After preparation of registered list inclusive of RB and IB list, Registration Postal Assistant will close registered bag

1. Take a good canvas bag.2. Prepare bag label (Tag label addressed to

destination office)3. Prepare separately for TD/NTD bag

Rule 91 Volume V

Closing of Registered Bag

2.6.19

3. Arrange all articles as entered regd List and show to the Postmaster/Supervisor

4. Close the bag in the presence of postmaster If insured articles are invoiced in the Regd List for dispatch,

5. PA will close the bag independently if no insured articles are invoiced in the list for despatch

6. Affix Rnet Bag bar code 7. Hand over the Regd.bag to Sorting PA for inclusion in Mail

bag for linked Sorting Office taking his signature in the registered abstract for the day

Closing of Registered Bag

2.6.20

REGISTERED ABSTRACT(RP33)

• It is a register maintained by the registration Postal Assistant daily

• It is divided into two parts RECEIPT and ISSUE.• It is generated in despatch module

Rule 154 Volume VI part I 2.6.21

REGISTERED ABSTRACT AT PO

• Entries on Receipt side– Articles received with each regd list– RLs received from BO– RLs posted in the office– RLs returned by Postmen – RLs returned by BOs– RLs in deposit previous day– VPLs taken from VP register for redirection– Total number of RBs and IBs made up

PPT 4.2.22Rule 154 Volume VI part I2.6.22

REGISTERED ABSTRACT AT PO

• Issue side– Articles dispatched with each registered list– RLs sent to BO– RLs issued to Postmen– Issued through Special Delivery List– RLs delivered at window – RLs remaining in deposit – VPLs transferred to VP register– Total number of RBs & IBs opened

Rule 154 Volume VI part I 2.6.23

• RBs and IBs made up appear on receipt side• RBs and IBs opened appear on the issue side• Abstract to be tallied (Both sides)• Both PA and SPM to sign• Number of acknowledgement posted to be

noted at the bottom• Acquittance of Treasurer to be obtained for

having transferred Insured articles to him for overnight custody

Rule 154 Volume VI part I

REGISTERED ABSTRACT AT PO

2.6.24

Registered Abstract Report

2.6.25

Despatch Module Reg Abstract

2.6.26