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Tuesday, October 22, 2019

Management of Incoming Mail

Management of Incoming Mail

Management of Incoming Mail

Management of Incoming Mail

Management of Incoming Mail

Management of Incoming Letters - Articles of archives of letters you read this time with the title of Management of Incoming Letters, hopefully the contents of the posts Understanding Letters Articles Articles Tips on making Letters that we write are useful for all readers. Happy reading the article about Handling Inbox.

Archive My Letter Blog - Handling Inbox
Incoming letters are all official letters received. To facilitate supervision and control, receipt of incoming mails should be centered at the secretariat or in other sections that carry out secretarial functions. Handling of incoming mails is carried out through the following stages
a. Reception
Incoming letters received in closed covers are grouped according to the level of security (SR, R, and B) and the level of speed of delivery (lightning, very soon, immediately, and usual). Furthermore, the letter is handled in accordance with the level of security and the level of speed of delivery.
b. Recording
  • 1) Received incoming letters are recorded in the agenda book according to security level.
  • 2) The recording of official letters having SR and R security levels is carried out by secretarial leaders or certain officials who get authority from the leadership of agencies.
  • 3) The recording of official letters having security level B is carried out by officials appointed by the secretariat leader.
  • 4) Recording of letters is carried out with priority according to the level of speed of delivery.
  • 5) The recording is also carried out on the disposition sheet and the letter regarding the agenda number and the date of receipt.
  • 6) Recording of incoming letters starts from Number 1 in January and ends at the last number in one year, which is the last number on December 31.
  • 7) Recording of letters is always done at every transfer and deposit.
  • c. Assessment
  • 1) The activity of evaluating incoming letters starts at the recording stage.
  • 2) At the evaluation stage, the letter is assessed whether the leader will deliver it or it can be delivered directly to the official in charge. In each agency, a letter must be arranged through the leadership and a letter that can be directly delivered to certain officials.
  • 3) In addition to evaluating the letter submission, an assessment of letter handling is also carried out, whether the incoming letter will be processed normally or through a document filing process.
  • 4) An incoming letter with a personal address (person's name) is considered to be a letter that must be delivered directly to the person concerned in a closed cover condition.
  • 5) The assessment is carried out based on the level of security and the level of speed of delivery of letters.
  • d. Processing
  • 1) At the processing stage, the leader / official decides the actions to be taken in connection with the said letter.
  • 2) From the results of processing it can be decided that the follow-up action, which is immediately saved or made a new official script.
  • 3) Processing incoming letters can use the process of filing the manuscript or the usual administrative process as needed.
  • e. Storage
  • 1) Official documents must be kept in such a way that they are easily recovered if needed.
  • 2) The incoming letter through the process of filing the manuscript is stored in the official script file according to the problem area.
  • 3) Incoming letters processed not through the filing process, official documents are kept in a set as needed.
  • Some ways to collect letters are as follows.
  • a) A series is a set of one type of official letter based on a letter format or type of official script, for example decisions, implementation instructions, and circulars, arranged chronologically. The set according to the series is not only limited by the ability of the map but also is limited by the official service year.
  • b) Rubric is a set of one type of problem / matter / main problem arranged chronologically, for example leave, official visit, fieldwork. The set according to rubric is limited by year or is limited until the problem is solved.
  • c) Dossi is a set of a kind of activity or problem arranged chronologically from beginning to end. For example, file / employee file is a collection of official manuscripts from application to termination.
  • 4) Storage of letters or sets is done as follows.
  • a) Lateral is storage of letters / set which are placed in such a way that only the side is visible, for example storage in an ordner and file box;
  • b) Vertical is storage of letters / set which are placed in such a way that only the visible
  • the front, for example storing letter folders on file cabinets;
  • c) Horizontal is storage of letters / set which are placed in such a way that the face of the letter / set is visible at the top, for example storing maps or construction drawings.
  • 5) Letters that are still active, remain in the processing unit. After the letter has become inactive archive, its storage must have been transferred to the filing unit in accordance with applicable archival conditions.
  • f. Means of Handling Incoming Mail
  • 1) Agenda book is the main means of controlling da