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