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Railway Mail Service

Railway Mail Service. What is RMS?. Introduction - Mail office as a place of operations where operations are conducted through a set of officials deployed by HRO/SRO Each set is an independent entity, Organisational structure Operations in mail office is based on -Build and Break concept.

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Railway Mail Service

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  1. Railway Mail Service

  2. What is RMS? • Introduction - Mail office as a place of operations where operations are conducted through a set of officials deployed by HRO/SRO • Each set is an independent entity, • Organisational structure • Operations in mail office is based on -Build and Break concept. • Basics of collection , sorting and despatch

  3. Administrative setup

  4. RECORD OFFICE HEAD RECORD OFFICE SUB RECORD OFFICE RECORD OFFICE SECTIONS MAIL OFFICE SORTING MAIL OFFICE TRANSIT MAIL OFFICE SECTIONS Operational Structure (RMS)

  5. MAIL OFFICE • Mail offices are of two kinds. • They are • -Sorting Mail offices • -Transit Mail offices • A sorting mail office situated in a railway station is called a RMS office. • A sorting mail office situated outside the Railway station is called a Sorting office.

  6. MAIL OFFICE • A branch of RMS which deals with the closed bags is called transit mail office. • A transit mail office functioning in a train is called a transit section. • Head Sorting Assistant is the in charge of the Sorting Mail office. • Mail Guard/Mail Agent is the in charge of the transit mail office

  7. Sorting Mail office • Sorting Mail office handle bags and contents of bags. • Receive ,close , despatch all kinds of bags • Open all kinds of bag addressed to them and sort all kinds of articles received by them. • eg. Guntur RMS, Dharwad sorting office • Head sorting Assistant is the in charge of the office

  8. Transit mail office • Handle closed bags • Receive, close and despatch all kinds of bags • Open transit bags addressed to them and sort only closed bags • Never sort the articles • Mail Agent/Mail Guard is the in charge of the Transit Mail office

  9. Other Types of Mail offices • Automatic Mail Processing Centre • situated in cities where the quantum of mail is heavy. • Mechanized coding and sorting of unregistered mail. • At Chennai, Mumbai and Delhi • Press sorting office • situated on the premises of the News Paper. • This office works to suit the dispatch timing of the News Paper.

  10. Other Types of Mail Offices • Packet Sorting office • situated in big cities where volume of second class unregistered mail is very high. • CRC • the registration branch of the Mail office, where the processing of registration work is done on computers. • A CRC can be situated in the Mail Office itself or in a separate location

  11. Other Types of Mail Offices • Corporate mail office/ Bulk Mail Centre • opened in big cities. • Mails are received from bulk Mailer • i.e firm which is capable of posting of 5000 unregistered articles/250 registered articles in sorted destination wise bundle. • The Bulk Mail Centre despatch the bundle.

  12. Other Types of Mail offices • Business Post Centre • Performs pre-mailing activities for a fee. • collection, insertion, pasting, addressing, franking/affixing stamps . • Record office • stationery office of the Railway Mail Service where the work papers of the sections attached to it are prepared. • Head Record office • a stationery office • situated at the headquarters of RMS Division • prepares salary and contingent bills for the entire division

  13. Other Types of Mail Offices • Sub Record office • stationery office of the RMS, • situated at the same station as a Mail office. • Prepare work papers for sections and themselves. • all forms required for their sections are supplied.

  14. TRANSIT MAIL OFFICESFUNCTIONS

  15. Transit Mail Office • Mail agent or mail guard is in charge  • Duties comprise the work connected with receipt, custody, sorting and despatch closed bags.  • Only Transit bags are opened and closed  • Mail bags are not opened by TMO  • TMO can accept articles under COP

  16. Transit Mail Office • TMO can book registered articles • TMO prepares mail abstract • Mail agent/Mail guard prepares Daily report.

  17. SPECIAL ARRANGEMENT IN TMO • Occasional despatches for accumulated mail  • Escort system  • Extra accommodation in trains • Priorities for seasonal mails

  18. Returned Letter Office • Situated at the HQ of the Postal Circle. • Deals with unclaimed and refused articles and articles without/incomplete/undecipherable addresses Transcription Centre • A cell in the sorting office situated normally at the HQ of a circle or any other convenient Sorting Office in the circle. It transcribes the addresses written in regional languages into English

  19. Office of Exchange • A post office, Sorting Office or Section which exchanges mail with the offices in foreign countries. • A Despatching Office of Exchange/Outward Office of Exchange makes up and addresses mails to an office of exchange of a foreign country. • A Receiving Office of Exchange/Inward Office of Exchange receives mails addressed to it by office of exchange of foreign countries. Even office of exchange with both inward and outward functions may function in one of the capacities for some countries. • Office of Exchange of Transit • An office of Exchange at the border which receives and despatches only closed bags. • They do not close bags or open inward foreign bags.

  20. Foreign Post Office • An Office of Exchange where assessment of customs duty on foreign mails is also carried out. • The articles suspected to contain dutiable material, received in the Foreign Post Office or any other nearby Office of Exchange, are assessed for duty(if required by opening the article) • Sub-Foreign Post Office • An office which is not an office of exchange but the work of customs examination, assessment and accounting is done. • It functions for the convenience of senders and addressees who may be required to present documents for release or despatch of their foreign articles

  21. What is Sorting ? • Technic based on conditions to achieve desired out put. • All category/ direction mails are pooled in the Mail office. • Mail office will separate/segregate category wise/direction wise with the purpose of sending it to/ towards destination • Example;

  22. Why Sorting ?? • Reduce Number of bags between different offices. • A Practical approach • To monitor the Transmission of mail • To add speed and reduce expenditure.

  23. Sorting diagram • Plan of selections • Now Prototype Sorting cases have been designed and supplied • Only 50 selection. Sorting made easy. • Location of each selection depends on volume of mail and direction • Heavy selections on right half

  24. Sample of new layout and facilities

  25. Revising layouts Sample of new layout Introduction of assembly line functioning in hub

  26. Mail flow process for I class mail Post Office Post Office Post Office Post Office Level-1 mail office Level-1 mail office Level-2 mail office Level-2 mail office Level-2 mail office Level-2 mail office Post Office Post Office Post Office Post Office Post Office Post Office Post Office Post Office • Level-1 mail offices exchange mail with each other and with selected L-2 in the Circle • Level-2 mail offices exchange mail with the level-1 mail office to which they are mapped and the level-2 mail offices mapped to the same level-1 mail office, and with selected L-1 offices • Post Offices exchange mail only with the mail office (level-1 or level-2) to which they are mapped

  27. Mails are received in 2 separate bags. TD and NTD is separated in Post Offices.

  28. 1 Non-TD sorting Commitment to cutoff times to improve D+1 Cut-off to ensureflight connectivity Receipt of itemsfrom other cities Cut-offfor POs Receiptfrom PO TD sorting (from own POs) TD sorting (from Rest of India) 2 3 Rationale Sort rest of India volumes before outgoing flight Sort TD from own POs while “waiting” for flight receipts Sort TD from rest of India after receipt from incoming flight

  29. Equipments in a sorting office • Sorting case • Bag stand • Tray • Cage Trolley • Bags • Parrot billed scissor • Jute, twine, scales

  30. To include the After Photo of SPC

  31. Equipments for Sorting Hub Text • Text Text Sorting Cages Roller containers Tray trolleys Bag cutter and stool SOURCE: Mail Network Optimisation Project

  32. STAMPS AND SEALS • Supply:-PSD Aligarh • How to obtain:- SRO/HRO to place an indent in prescribed form through divisional head • Types of stamps and seals:- Stamps Seals • -Name Stamp • - Date stamp Mail seal • -Mail stamp Insurance seal • -Registered stamp Registration Seal • -Parcel stamp Parcel Seal • -INS stamp

  33. STAMPS AND SEALS(contd.) -Late fee not paid detained Stamp -Due stamp • Stamps and seals are engraved in bilingual.

  34. BOOK OF POST MARKS • Maintained in all offices (SRO/HRO/Set) • Impressions are taken before brought in to use. • The impressions will be checked by the concerned branch in charge and signed by him. • The impressions relating to INS seal and stamp it will be checked by the HSA/Supervisor and signed by them.

  35. Papers and documents • Notice of hours of business • Attendance register • MDW • Book of postmarks • Receipt book (MS 7) • Error book (MS 2) • Order book (MS 8)

  36. Papers and documents • Complaints and suggestion book • Deposit register • Opening register • Time sheet of trains and buses

  37. Books and documents • Due mail list • Sorting/routing list • Guidance book • PO guide part I, II, III • Classified list of post and mail offices • PIN directory • Due bag list • Order files

  38. Authorized Bag Balance • Prepared and supplied by Divisional Supdt. RMS to Mail Offices • It shows the limit of canvas bags to be held by a RMS office

  39. Office Order Book: PPT1.2.44 Rule No : 25 of volume VI Part-1 Every Mail office is supplied with this book to record remarks and orders of inspecting officers. The In charge of the office is personally responsible to take action on the remarks and orders passed by the officers.

  40. Office Order Book: PPT1.2.45 Rule No : 25 of volume VI Part-1 It should always be kept in the personal custody of the Incharge of the Office Wilful removal of any page from this book is a serious offence punishable with removal from service.

  41. Complaints and Suggestions Book: Rule No :48B of volume VI Part-1 and Clause – 77 of PO guide part-1 section - 1 PPT1.2.46 • This is a book kept in all offices for recording any service matters by the members of public. • It is examined daily by the Head Sorter & following action taken. • Take action if he is competent • Other cases, an extract sent to DO • Complainant be informed accordingly

  42. Attendance register Rule No : 4A of volume VI part-I PPT1.2.47 This is a record kept for officials to sign, noting the time of attendance before they start their duties. Every day the head of office examines and initials it.

  43. Memorandum of distribution of work: • This shows the duties to be performed by each official working in a post office/Mail office. • The Superintendent of RMS supplies to all Mail offices.

  44. Memorandum of distribution of work: PPT1.2.49 Rule No : 4 of volume VI part-I Any change of a permanent nature in the duties of officials, has to be ordered by the authority competent to issue the memo. But the Head Sorter/ HSA can order temporary changes in the duties of officials, in the case of shortage of staff etc.

  45. Book of postmarks: PPT1.2.50 Rule No : 103 of volume V This book is maintained in all offices /Sets. In this book, impressions of all stamps and seals having changeable types are taken before they are brought in to use.

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