Records Maintenance Records Creation Records Disposition

is the creative processes of records management that includes the proper handling and operations of records, the arrangement of written materials into usable filing sequences, and the selection of the most efficient type of filing

Mail includes letters, postcards, documents, packages, publications and telegrams or any other written communications or documents transmitted through electrical, electronic or mechanical device, or through postal service, that are received or sent by an agency or office in connection with the transaction of public business. business.

Postal / Messengerial Service

letters

documents

post cards

packages

Electrical/Electronic Device
computer conferencing fax machines cellular phones voice mail video conferencing electronic data interchange

Mail Management

Application of control measures in the handling of incoming and outgoing mail

Implementation of policies and procedures to ensure the smooth flow of inter-office written communications

Movement of mail from one point to another in a manner that is accurate, economical and fast

Objectives of Mail Management Program

To assign program responsibilities

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To develop, establish and implement standards, methods and procedures governing the receipt, distribution, collection and dispatch of mail. mail.

To monitor or keep track of the day to day mail operations. operations.

To study, analyze and evaluate operations for possible improvements

To plan a training program appropriate for the mail room personnel and other employees involved in records activities. activities.

General Administrative Support in Mail Management

 Issue formal directives defining policies standards and procedures re: Mail Operations re:  Plan and set up a Mail Room  Assign responsible personnel with orientation/training

 Provide funds for basic tools and equipment, supplies and materials, transportation and mailing expenses  Device control forms, and  Maintain statistics for purposes of improvement

Plan

Control

Organize

Direct

Three Major Areas of Activities on Mail Operations

Handling of Incoming Mail Handling of Outgoing Mail Performing Messengerial Services

Basic Tools needed in handling mails

    

Sorter Rack Sorter Trays Rubber Stamps Logbook/ Register Books Various control forms

more

     

Mail guide Stapler Staple remover Letter opener Stamps Wrapping/ Packaging/ Bailing materials

Types of Mail
Routine(ordinary) Mail Non-Routine (important or significant) Mail

Routine Mail


when it involves matters of ordinary interest; interest; when it does not require a reply timetime-limit nor is it urgent in nature; nature; when it is purely informational in nature or purpose; and purpose; when it requires no action or no reply. reply.

NonNon-Routine Mail

 those mark URGENT and RUSH  official correspondence from very important persons, like high government officials (President, Prime Minister, Cabinet members, etc.)  those that deal with policy matters  Those that require important actions to protect the interest of the government/private person  Those that involve national security which are classified as TOP SECRET, SECRET, RESTRICTED or CONFIDENTIAL.

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Procedures in Handling Incoming Mails:

Receiving
1st receiving point for mail addressed to the Office is the agencys mail room

Procedures in Handling Incoming Mails:

 Sorting and Opening
First/ initial sorting 2. Second Sorting 3. Third/Final Sorting
1.

Procedures in Handling Incoming Mails:

 Routing
1. Use of symbols/ numbers to expedite routing.

Procedures in Handling Incoming Mails:

Controlling
1.

Procedure of recording/ action made concerning the receipt location, status or dispatching mail.
3 basic phases:
  

entry recording locating mail followingfollowing-up mail

Procedures in Handling Outgoing Mails

OUTGOING MAIL
 Any correspondence that is being prepared either as a reply to incoming mail or as an originally created piece intended to be sent outside the agency.

Preparing outgoing mail

Make 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

1.

Sorting the mail which are classified as:



Those to be delivered by messenger service Those to be delivered by postal service Those to be delivered through telegraph, radiograph and telex service.

2.

Enveloping Mail
Selecting the right envelope for a mail piece Folding the mail piece properly into the correct envelope Addressing the envelope

BATCH MAILING


Pertains to the use of a large envelope enclosing several pieces of regularly addressed mail that are to be sent to the same entity.

Final handling and actual dispatching

 Sorting the mail  Enveloping mail  Dispatching outgoing mail
By messenger service By postal service

Messengerial Service
 Proper Planning / management will provide efficient and adequate messenger service. It will eliminate any undue delay in the delivery of a mail piece since messenger service has a direct impact on the agencies overall operations.

  

Internal Messenger Service Field Messenger Service Special Messenger Service

   

Organizing the messenger force Planning and revising the messenger routes and stops Scheduling messengers Attending to urgent mails which needs special messengers

Traits of a Good Messenger

He must be tactful He must have the initiative or the capability to act on his own He must be conscientious and faithful to his work He must be resourceful

    

He must be honest and trustworthy He must be mentally alert He must have a pleasing personality He should be clean and neat in appearance He should not be a gossiper

Flowchart for Incoming/Outgoing Communications

RECORDS UNIT
Receives, sorts, opens stamps & logs all official communication Routes communications for action Receives, checks the completeness of acted communications

OFFICE OF THE GENERAL MGR.

ACTION UNIT

Notates for action

Makes appropriate action

Signs communications

Receives official files

Control Date Source/Address Number Received

Subject Matter Action Action

Unit Taken

Date Released

Remarks

MANAGING E-MAIL E1. 2. 3. 4.

Copy the message for retention per agency schedule. File message in away that emblances accessibility and facilitates records management tasks. Fill in the subject line for ease in filing. Store
OnOn-line storage of message in a system, which allows users for recall message at any time for responding. NearNear-line enables messages to be saved for a file on a local hard drive. OffOff-line messages are no longer searchable or retrievable in electronic form by simply printing messages w/ its contextual information and attachments and filing them in accordance with agency practice.

4.

5.

6.

Be familiar with E-Commerce Act rules of Eevidence. If stored in on-line, the system should guarantee onthat messages are accessible and usable for the entire length of retention period and allow deletion once their retention period expires. Unauthorized users should be able to access, modify, destroy or distribute message.

1.

2. 3.

4. 5.

6. 7.

Change password often use both letters and numbers so that it will be harder to break. Dont share passwords. Never open attachments for unknown sources .  For it may contain viruses/ letter bombs which can damage PCs. Always remember to log-out when done. logRefrain from replying to unsolicited messages. (spam mail) or other harassing or offensive mail. Use the most up-to-date software. up-toUse a secure and reputable network.

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