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  • 1. Mail Handling Standard Grade Administration Unit 2d
  • 2. How mail is handled
    • The way mail is handled will depend on
      • Size of the organisation
      • Number of staff employed
      • Volume of mail received or sent
      • Level of ICT used by organisation
      • Space available for equipment
    • In large organisations mail will be dealt with by the Mail Room
  • 3. The Mail Room
    • The Mail Room is where all the mail that an organisation receives or send is dealt with
    • The Mail Room has 2 main areas
      • In-coming Area
      • Outgoing Area
  • 4. Example of a Mail Room Incoming Area Outgoing Area Desk Desk Photo- Copier Pigeon Holes Shredder Franking Machine Folding/Inserting Machine Scales
  • 5. Equipment in a Mail Room
    • Photocopier –to make copies of mail Pigeon holes –to sort mail into departments/workers
    • Shredder – to destroy waste paper
    • Folding/Inserting Machine – to fold letters into envelopes
    • Franking Machine – to print postal impressions (stamps)
    • Postal Scales – to weigh the letters or parcels to ensure the postal charge is correct
  • 6. Ways of receiving mail Postperson Courier Private Box/PO Box Voicemail Fax Machine E-Mail
  • 7. Dealing with Incoming Mail The procedure for dealing with incoming mail is Sort Mail Open Mail Remove Contents Date Stamp Mail Check & Attach Enclosures Sort Mail into Departments Deliver Mail to Departments
  • 8. Procedure for Scanning Mail
    • Some organisation now scan all mail on to their computer network
    • To do this they
      • Open mail as normal
      • Scan mail on to network
      • E-mail staff a copy of mail
      • Shred original
  • 9. Electronic Sources of Incoming Mail
    • There are various ways of receiving mail electronically
    • Voicemail – voice messages left on an answering machine
    • E-mail – message is sent from one computer to another computer
    • Fax – a copy of a document can be sent to another fax machine
  • 10. Postal Services
    • 1 st /2 nd Class Mail – normal mail service, where letters will take 1 or 2 days to reach destination
    • Recorded Delivery – a more secure method of sending mail, letters must be signed for on delivery
    • Special Delivery – a secure and guaranteed delivery service, this is expensive to use
  • 11. Dealing with Outgoing Mail The procedure for dealing with outgoing mail is Collect Mail Sort Mail 1 st /2 nd etc Weigh Letters or parcels Stamp or Frank mail Deliver mail To Post Office
  • 12. Procedures for Electronic Sources of Outgoing Mail
    • E-mail
    • Create Message
    • Enter e-mail address of person
    • Key in message
    • Check message
    • Send Message
    • Fax
    • Prepare message
    • Prepare fax cover sheet
    • Insert all sheets into fax machine
    • Key in fax number
    • Send fax
  • 13. Advantages/Disadvantages of using Electronic Sources of Outgoing Mail
    • Advantages
    • Much quicker than postal service
    • Messages can be sent at any time
    • Paper copies made if required
    • Same document can be sent to many people
    • Disadvantages
    • Cost of equipment
    • Staff may need to be trained on how to use equipment
    • Must have an ISP to use the Internet