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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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UNIT 1

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  1. UNIT 1 OFFICE PROCEDURE Mail operations

  2. * Role of MTS in Post office 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.

  3. Role of MTS in Post office: • Facing of all mails receive for dispatch • Deface the stamps on articles for dispatch • Affix date and name stamp on check slips prepare bundle for dispatch • Closing of mail bags • Bags to be closed by MTS • Bags to be closed by PA / Supervisor • How to knot the bags (Vol. V) • Hand over bags to ST Depot or MMS

  4. Receipt of Bags in Post offices • Receipt of Mails – through MTS • From Station • From Bus Station • From Mail office • What is your role in receiving & transferring of bags in your office? • Which bags are opened by you ? What care should be taken while opening of bags? • How will you dispose off the contents of a mail bag?

  5. Receipt of bag • MTS has to carry Mail bags from Railway Station / Bus Station… • He should checks with reference to mail list • Whether bag is addressed to his office • Conditions of bags are in order • Details of bags tally with the list • List is date stamped and put up to Mail PA for signing and preserved.

  6. Opening of Mail Bags .

  7. Contents Reg.bag Parcel list with Parcels Unaccountable articles To Registration PA Parcel PA For pre-delivery process Transfer of contents of station mail bag

  8. Pre-delivery process • Facing of Articles - They are faced with address side up and arranged • Defacing – All the articles are to be impressed with delivery stamp / D – Date stamp • Date stamp is impressed on the back of articles • Stamp impressions to be clear and distinct

  9. Table Sorting & Distribution of contents Post Box / Bag To delivery PA / Stg. Postman . Window delivery To concerned PA Postmen Delivery PA Post Restante Deposit PA Missent Articles Sorting PA BO Sub Account PA

  10. Pre – Delivery Process: Transfer of Unaccountable Articles

  11. Pre-delivery process… • Sorting postman will sort letters beat-wise • Each Postman arranges letters as per beat • Postmen leave the office for delivery after collecting accountable articles from respective PAs. • MTS MUST TAKE CARE THAT NO POSTMAN SHOULD LEAVE THE OFFICE WIHOUT GETTING ALL ARTICLES STAMPED WITH DELIVERY DATE STAMP

  12. Post box & Post bag • Persons/institutions can collect letters from post office at their convenience by availing the facility of postbox/postbag. • Letters addressed to Post box and Post bag are sorted by Delivery PA or Sorting Postman. • Unpaid and accountable articles should not be sorted . • Preference to be given to this immediately after table sorting.

  13. Pre delivery Process • Unpaid / insufficiently paid articles – • An article is said to be unpaid when no postage stamps are affixed or Foreign stamps are affixed on Inland articles or Revenue stamps or used stamps are affixed. • An article is said to be insufficiently paid if it is affixed with postage stamps of an amount less than the required. • MTS SHOULD ALSO HAVE A KEEN WATCH ON SUCH ARTICLES & HANDOVER SUCH ARTICLES FOUND WHILE DEFACEING TO POSTMASTER FOR TAXING PURPOSE

  14. SOME IRREGULARITIES • Old letter re-posted in letter box. • A due bag not received. • Discrepancy in mail list. • Mail bag received in tampered condition . • Article received in damaged condition. 2.1.14

  15. SOME IRREGULARITIES… • Article received without contents • Article received missent • Parcel list/parcel not received in “M” bag • Mail bag received missent 2.1.15

  16. Irregularities and entry in error book 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 2.1.16

  17. ERROR BOOK 2.1.17

  18. EXERCISE Exercise 2.1.1

  19. Despatch Process • Explain - • Types of Bags & their abbreviation & its probable contents. • Lable Bundle – When & how to prepare? • DISCUSS - • What is role of MTS in Despatch? • Who will prepare bag label & Mail list? • How to prepare label bundles? • What will you do in case you found unpaid / insufficiently paid articles? • Which type of bags are closed by your office? • How does the bags are despatched? What is your role in it?

  20. Recap on Collection of mails Through LB peons from Letter Boxes At counters 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

  21. LETTER BOX CLEARANCE • Have you seen LB Statement? What is it? • Role & responsibilities of MTS in r/o clearance of letter boxes. • Hour plates? • its custody? • What is its significance ? • Importance of LB Clearance? • Optimum utilisationn of LB peon.

  22. LETTER BOX CLEARANCE

  23. LETTER BOX STATEMENT 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.

  24. Sorting of mails 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

  25. Facing of articles • The facing means the arrangement of articles with the address side upward and the addresses turned in the same direction. (Rule 54 Vol.V)

  26. Defacing of articles Should not be…….

  27. Defacing of articles Should not be………

  28. Defacing of articles Should be………

  29. Defacing of articles

  30. Defacing of stamps • Small part of date stamp should be on stamp and major part of it be on letter/article • Minimum cancellation • Clear and distinct impression

  31. How to get clear and distinct impression ? • Clean the stamps and seals regularly • Put them in boiling water • Keep the stamp pad clean • Apply sufficient ink • Use rubber pad on a stone slab • Make minimum cancellation • Do not cancel non-postage stamps.

  32. Sorting principles • Preliminary sorting • a) To relieve RMS of the peak hour’s problem • b) To eliminate rehandling of mail to large extent • c) To pick up the mails which need not go to mail office • Local mail deliverable at the same PO, • Mails for SO/HO ( as the case may be) through account bags • Article meant for the PO for which cross bags exist

  33. Optional selections Sorting diagram of PO Must selection • Local articles • For HO/SO • BO articles • RLO • Parent mail office • Any other selection prescribed • Metro cities • State capitals • Neighboring districts • Foreign country • Other circles • Any other selection prescribed

  34. LABELLED BUNDLES • A labelled bundle is a group of articles, which are faced and bundled together with a check slip on the top. ( Rule 24 Volume V) • Sorting postal assistant prepares for unregistered articles. • Office of destination should be written correctly • I class and II class articles should not be mixed • Name stamp, date stamp, signature of PA required on check slip • Eliminates multiple handling at different intermediate offices

  35. Rule 25 Volume V

  36. Types of labelled bundle

  37. Due Mail & Unusual Mail Rule 53 Volume V

  38. DUE MAILS AND UNUSUAL MAILS Rule 53 Volume V Due Mails :- Received and dispatched daily or at regular intervals Unusual Mails:- Received and dispatched whenever needed.

  39. Due Mails & UnUsual Mails

  40. Types of Bags & contents

  41. Types of Bags & contents

  42. Preparation of Mail bag Sorting PA will collect following bags from respective branches and closes the S-bag for Sorting office. Registered bag 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

  43. Mail list

  44. Mail- List Invoicing of all bags dispatched on a particular occasion to another office

  45. Mail List 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.

  46. Proforma of Mail listFrom;_____________________To;_____________ Total No. of bags dispatched= D.O Date Stamp R.O Date Stamp D.O Signature R.O Signature

  47. Different mode of transmission • By Mail Motor Service • Departmental MMS • Contractual MMS ( Private carrier,Govt bus etc)

  48. Different mode of transmission By Train By AIR

  49. By Carrier-Foot /cycle line

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