MAIL PREPARATION PROCEDURE
|
| Effective |
December 5, 1999 |
| Purpose |
To provide instructions for the cost-effective delivery of interoffice and U.S. mail. |
| Authority |
ORC 1501.01 |
| Reference |
Interoffice Return Receipt Form ADM-3920 |
| Resource |
Real Estate and Land Management - Mail Room Staff |
All State agencies are served by interoffice mail service. Approximately 25% of interoffice mail we receive is insufficiently addressed. Several of the envelopes have only a person's name on it. This makes it very difficult for the person sorting the mail to determine where it goes. Some mail is delayed as much as a day before it reaches its destination. All mail must have a complete address with the, person's name, division name, building, and if it is outside the Fountain Square complex, a street address. Do not place interoffice mail in white business size envelopes. Use interoffice envelopes available from the storeroom. Keep interoffice mail separated from U.S. mail to be metered by using separate trays or baskets. For time-related interoffice mailings, please use the BLUE envelopes (available from the mailroom). This will alert the mailroom staff and the recipient of the urgency of its contents. Do not send Certified mail to other ODNR offices within the Fountain Square complex. Interoffice certified mail will be hand carried. If you provide an Interoffice Return Receipt (ADM-3920 available from the storeroom) on this envelope, a signature will be obtained from the recipient for proof of delivery and the receipt will be returned to the sender.
First Class
All mail to be metered must have your office or division three-digit budget code in the upper right hand corner of the envelope you want mailed. Do not over stuff the white envelopes. If a document is more than five pages, leave the material flat and put it into a manila envelope. Manila envelopes with the flap on the end must be sealed and marked First Class. Five or more letters should be banded together facing the same direction. The postage machine will seal the white envelopes provided the flaps are open and "shingled." Five or more pre-stamped personal letters must be banded and faced in the same direction.
Third Class
This class of mail does not have to be sealed, but if it is in a manila envelope the flap must be tucked inside or the clasp must be fastened.
International Mail
This type of mail must have a note on it to alert the mail clerks that it needs special postage. Keep all international mail separate from regular U.S. mail.
General Notes
Please DO NOT place pre-stamped letters in a stack of letters to be metered.
Alert the Mail Center when you are planning a large mailing and deposit that mail at the pick-up point in your area early in the day (preferably before noon), or bring it to the Mail Center in Building I. Large mailings brought to the Mail Center late in the day may not be processed until the next day of business.
Any large mailing of manila envelopes (10 or more) must be faced in the same direction with the flap on the right-hand side when reading the address. Manila envelopes larger than 7 1/2 x 1 0 1/2 do not need to be banded.
If you have any questions please contact the Mail Center at (614) 265-6786.
Mail Center Schedule
All times are approximate and affected by volume of mail and traffic conditions.
| 8:00 AM |
Pick up all incoming mail from the Oakland Park branch Post Office and collect all Inter-Office & First Class mail from all Fountain Square Complex. |
| 10:00 AM |
Deliver all U.S. and Inter-Office mail to all Divisions and Offices in the Fountain Square Complex and various locations around the city such as 1500 Dublin Rd., 30 E. Broad St., Auditor's Office, 88 E. Broad St., Governor's mail room in the Riffe Tower. |
| 11:40 AM |
Return from the various locations from around the city. |
| 1:00 PM |
Collection of all U.S. and Inter-Office mail from all Divisions and Offices atthe Fountain Square Complex. |
| 2:00 PM |
Delivery of all U.S. & Inter-Office mail to all Divisions and Offices at Fountain Square. |
| 3:00 PM |
Last collection of Metered & First Class mail and all UPS packages from all Divisions & Offices at Fountain Square. Anything after this pick up time must be delivered to Building I, no later than 3:30 pm. |
| 4:00 PM |
All U.S. mail is delivered to the Oakland Park Branch Post Office. Presort America Inc picks up all Presort mail. All UPS shipments are picked up at this time. |
| 4:30 PM |
Return from delivering all mail to the U.S. post Office. |
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