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Mail Management in Government Departments and Agencies

The products described in this list respond to identified government-wide needs for guidance concerning the management of government records.

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Table of Contents

Introduction

  • 1.1 Purpose of this guide
  • 1.2 Definition of mail management
  • 1.3 Function of a mail room
  • 1.4 Government mail costs
  • 1.5 Methods of reducing mailing costs
  • 1.6 Mail and courier consortium - K1A mail service
  • 1.7 Courier services

2. Part 1 - Organizing the mail room

  • 2.1 Principles
  • 2.1.1 Planning
  • 2.1.2 Organizing
  • 2.1.3 Co-ordinating - Controlling
  • 2.1.4 Budgeting
  • 2.1.5 Mail room organization chart
  • 2.2 Space, layout and equipment
  • 2.2.1 Basic arrangement
  • 2.2.2 Approach to the layout problem
  • 2.2.3 Stages in preparing layout
  • 2.2.4 Work flow layout
  • 2.2.5 Modern complex equipment
  • 2.2.6 Summation
  • 2.3 Staff
  • 2.3.1 General
  • 2.3.2 The mail room manager
  • 2.3.3 A mail services supervisor
  • 2.3.4 Mail clerks
  • 2.3.5 Messenger and distribution services supervisor
  • 2.3.6 A messenger
  • 2.3.7 Staff scheduling
  • 2.3.8 Training
  • 2.3.9 Checklist for a mail manager
  • 2.3.10 Security

3. Part 2 - Operating the mail room

  • 3.1 Incoming mail
  • 3.1.1 General
  • 3.1.2 Receipt from Canada Post
  • 3.1.3 Emptying mail bins or bags
  • 3.1.4 Screening and scanning
  • 3.1.4 Screening and/or scanning - Job operating procedures
  • 3.1.5 Primary sort
  • 3.1.6 Primary sort - Job operating procedures
  • 3.1.7 Signature mail (Registered and courier)
  • 3.1.8 Signature incoming mail - Job operating procedures
  • 3.1.9 Incoming valuables
  • 3.1.10 Incoming valuables - Job operating procedures
  • 3.2 Mail opening
  • 3.2.1 General
  • 3.2.2 Significant points
  • 3.2.3 Routing of mail opened
  • 3.2.4 Foreign language mail
  • 3.2.5 Mis-directed mail
  • 3.2.6 Opened envelopes
  • 3.2.7 Time stamping
  • 3.2.8 Mail opening aids
  • 3.2.9 Mail opening - Job operating procedures
  • 3.3 Messenger service
  • 3.3.1 Purpose
  • 3.3.2 Principles of a messenger service
  • 3.3.3 Messenger delivery of registered and other special mail
  • 3.3.4 Messengers - Job operating procedures
  • 3.4 Outgoing mail
  • 3.4.1 General
  • 3.4.2 Dispatch schedules
  • 3.4.3 Bulk of group envelope mailing
  • 3.4.4 Sorting outgoing mail - General
  • 3.4.5 Sorting lettermail
  • 3.4.6 Sorting parcels (Expedited and regular)
  • 3.4.7 Signature mail, outgoing (Registered and Courier)
  • 3.4.8 Signature mail, outgoing - JOB OPERATING PROCEDURES
  • 3.4.9 Diplomatic mail, outgoing
  • 3.4.10 Mail reject notification
  • 3.4.11 Lost mail inquiry
  • 3.4.12 Mail service survey
  • 3.4.13 Specialized operations
  • 3.4.14 Mail addressing
  • 3.4.15 Detailed postage cost calculation

4. Part 3- The role of the Canada Post Corporation

  • 4.1 Information on Canada Post regulations
  • 4.2 Inquiries and reports
  • 4.3 Digital revolution

Appendix A

  • Incoming mail operational checklist

Appendix B

  • Messenger services and interoffice mail operational checklist

Appendix C

  • Outgoing mail operational checklist

Appendix D

  • Bibliography

Appendix E

  • Glossary

Appendix F

  • Exhibits