UNIT 1. OFFICE PROCEDURE Mail operations. * Role of MTS in Post office. T o collect mails from ST Depot. To segrate the all the ordinary mails. To help in facing mails facing of mails. Deface the all mails received for delivery Help in sorting of mails
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To collect mails from ST Depot.
To segrate the all the ordinary mails.
To help in facing mails facing of mails.
Deface the all mails received for delivery
Help in sorting of mails
Clear all the letter box for assigning to despatch / delivery.
Parcel list with Parcels
For pre-delivery processTransfer of contents of station mail bag
Post Box / Bag
To delivery PA
/ Stg. Postman
To concerned PA
Sub Account PA
Rule No: 145 Volume V
Whenever any mistake is committed by subordinate staff or subordinate offices, error entry is made in error book (MS-2).
The post master will initial the error entry.
Copy of the extract will be forwarded to concerned office or section as well as controlling authority whenever necessary
Through LB peons from Letter Boxes
Through Postmen when they are discharging their duties in their beat
Receipt of mails from Branch office for onward transmission
Mis sent articles received from sorting office or other offices
A Letter box statement is available in the Mails and sorting branch. It is prepared by concerned Postmaster of the office & for BOs by the concerned Sub. Divisional Head. Let us see how a Letter Box Statement looks like.
Segregation of letters for stamping/sorting
Fully prepaid articles (Postcards,letters,letter card, Air letter)
Fully prepaid packets(News paper, Book packet)
Unpaid/insufficiently paid articles or articles posted under breach of condition
Privately manufactured postcard,ILC (Unpaid, breach of condition articles)
Packets (Unpaid, insufficiently paid, breach of condition)
Rule 60-A Volume V
(Rule 54 Vol.V)
Should not be…….
Defacing of articles
Should not be………
Types of labelled bundle
Rule 53 Volume V
Rule 53 Volume V
Due Mails :- Received and dispatched daily
or at regular intervals
Unusual Mails:- Received and dispatched whenever needed.
Sorting PA will collect following bags from respective branches and closes the S-bag for Sorting office.
Parcel list plus Parcels
Account bag if any
Prepare label to the destination
Transfers the S-bag to Mail PA for onward dispatch under acquitance
Rule 73 Volume V
Invoicing of all bags dispatched on a
particular occasion to another office
Rule 76 Volume V
Prepared at Post offices
Prepared by Mail P.A.
Details of all unusual bags and due bags is to be listed in it.
Prepared in duplicate if the bag is exchanged directly
Prepared in triplicate if the bag is exchanged through MMS.
Proforma of Mail listFrom;_____________________To;_____________ Total No. of bags dispatched=
D.O Date Stamp
R.O Date Stamp
Error book in form MS-2 maintained in all post offices.
Maintained separately for each branch in big offices.
PA record the irregularity
The post master will check & initial
Copy of the error entry will be forwarded to the concerned office/ controlling authorities to draw their attention.
-Apply sufficient ink.
-Use rubber pad on a stone.
-Make minimum cancellation.
-Do not cancel non postage stamps.
SOURCE: India Post
Easier sorting – Ensure minimum multiple handling
Less workload – reduce no. of bags & mis sorts between different locations
Better equipment – Ease of working for staff at SPC s with new equipments
Higher throughput – Ensure higher processing with improved process design
Streamlined workflow – by having optimised inflow of mails in the processing centres
Prioritized processing – Ensure processing prioritisation based on the time of the day for maximum connectivity
Keep everyone informed – Regular interaction and display of SPC's daily performance, suggestions and feedback encouraged
Training & Incentives – Incentivise high performers and help all staff with newly developed trainings
SOURCE: Mail Network Optimisation Project
MNOP FOR SPEED POST sorting under preliminary selection.
1.New operational network would come in to effect with 1st November 2010
2.89 Sorting hubs and 42 Intra circle hubs are functioning
3.Sorting Hubs close Speed post bags for each other
4.In such circle where no Intra circle hubs functions, post offices would be mapped to one of the sorting hub
5.Where an Intra circle hub would function, some of the PO be mapped to only one of the sorting hub and some PO be mapped to both sorting hub and Intra circle hub
6.Articles for post office not mapped in Speednet may be sorted based on the PIN range ( First three digits)
7.Sorting hub would do sorting for all delivery post office under its catchment area