Recordkeeping Manual - Managing Mail
- Why you need to Manage your Mail
- What is Mail?
- Incoming Mail
- Outgoing Mail
- What goes on File?
- Privacy
- Contacts
1. Why you need to Manage your Mail
Following these instructions will assist you with good working practices so that you will be following the relevant laws pertaining to the handling of mail, namely the Financial Administration and Audit Act (and Treasurers Instructions), the Privacy Act and the State Records Act 2000.
Mail is sorted by building, school, division and department and prepared for mail delivery twice per day, midmorning and then midafternoon. Managing your mail accurately will enable records to be captured, and provide evidence of a business transaction. This information is then passed onto the appropriate people for actioning and placed on file.
For practices and risk management, record any incoming payments. Any queries in the future may be answered quickly and accurately by checking a Remittance Book or if you use the Postal Remittance Data Entry module of Student One, the Batch Number (daily list) for cheques, cash, money orders or credit card payments that have arrived through the mail.
- Any item that is received by or collected from Australia Post, including express post items, registered items etc
- Mail delivered via Commercial/Government Couriers.
- Information received electronically (Refer 'Information Management Policy 'and 'Electronic Communication Procedures'). Note managing Email is covered within Part 7 of this manual.
- Mail via the internal mail system
- Hand delivered mail between departments etc.
All mail received at the mailroom for delivery to departments, faculties, staff and students is known as 'Incoming Mail'. The mail is then sorted and delivered to the drop off and collection points as nominated by each area/Department/School. At the drop off and collection points, there will be green external vinyl satchels and a canvas bag for internal mail.
When mail is received it should be opened and inspected for purposes of capturing University records, remittance of any cheques or other payment formats or redirection to the correct recipient if incorrectly addressed. All mail opened must be date stamped as proof of the date of receipt and we recommend, but it is not essential, that date stamps have the area/Departments name on it to indicate who originally received the mail.
On the basis of best practices and risk management, two staff members are to be present during the opening process and all remittances are recorded as soon as they are opened. Remittances may be recorded two ways, either by logging the payments through Postal Remittance Data Entry, a module on Student One, or via hard copy, a postal Remittance Book. Payments can be made in the form of cheques, cash, money orders and credit cards.
Remittance Book
- When recording in a Remittance Book, record all details, the date, the remitter's name, whether it's a cheque, cash, money order or a credit card, also note the amount.
- Attach the payment and accompanying paperwork to the envelope that carried the payment.
- The Remittance Book, payments with the attached mail is to be checked by a fellow staff member for any errors, then should then be hand delivered to the Fees Centre (Cashiers, Building 101 besides Student Services) for receipting.
- In case of losses, it is not good practice or risk management to forward payments or the Remittance Book through internal mail.
- Do not record Credit Card numbers in the Remittance Book.
- Postal Remittance Data Entry
- This easy to learn module of Student One creates a unique batch (group of items) of cheques, cash, money orders, and credit card payments.
- The batch can be printed off, checked by a fellow worker with you then hand delivered to the Fee Centre (Cashiers, Building 101 besides Student Services) with accompanying paperwork and envelope with payments attached.
- In case of losses, it is not good practice or risk management to forward payments and the printed Batch list from the Postal Remittance Data Entry through internal mail.
- Do not record Credit Card numbers on the database.
3.1 Incoming Registered Mail and Courier Mail
Some mail sent is registered meaning that the mail must be signed for when it is delivered, this is to ensure proof of delivery for the sender.
Therefore on delivery of either registered or couriered mail, the Courier Services will require a person, usually the addressee, within the department to sign for the item(s) as proof of delivery. We request all staff have their Staff identification card with them when signing for items.
If the registered or couriered item is being signed 'in' by an authorised person and not the addressee, details of the item are to be recorded in a dedicated file or book. Details such as date of arrival, whom received the item, courier consignment number or registered number, who the item is addressed to and which country it came from, there should also be a space for the addressee to sign once they actually receive the item.
If the letter or parcel is simply addressed to the Division/School/Department/ Area and not an individual the normal process of inspection should continue. That is the item should be signed for on behalf of the Division/School/ Department/Area and then opened for inspection. Once inspected the contents can be reviewed and then assigned to the appropriate Action Officer.
If the registered or couriered item contains a form of payment, i.e. a cheque, instead of a signature from the addressee, please record the page number of the Remittance Book or batch number if you are using the Postal Remittance Data Entry.
The item (letter or parcel) and payment is then kept with other payments to be hand delivered to the relevant Cashier with the Batch list or Remittance Book.
Out going mail is collected at the same time incoming mail is delivered. Delivery times vary depending on your location, for an approximate delivery time contact Mailing Services.
All areas will have two mailbags, one is a green canvas bag and the other is a green mail vinyl Satchel, both of different purposes explained below.
Cost centres are charged postage costs for any external outgoing mail.
The external outgoing mail is to be placed inside the green vinyl satchels. These vinyl satchels are found at mail drop off points or in 'Mail Out' trays. When mail is delivered, outgoing mail will be collected and delivered to Mailing Services.
4.1 Referencing Outgoing Mail
When sending mail out it is good practice to add a file reference to the documents being sent out so the receiver when they reply can include that reference on any returning mail. This will save time when mail arrives by allowing staff to easily match the incoming documents to the relevant file.
To achieve this on documents you can place an 'Our Reference' on the document(s) and have a small request at the bottom of the document being 'when replying please quote reference number: '
4.2 Outgoing Internal Mail
As mail is delivered all mail going out is also collected, including outgoing interdepartmental (mail between departments, Divisions and Schools) mail is collected either in a canvas mailbag or from a 'Mail Out' tray and delivered back to the mailroom to be sorted. If you have a large quantity of mail, such as several boxes due to a bulk mail out, that needs to be sent between offices, please contact Courier Services on extension 2143 or Fax 3841 to arrange for them to be collected.
When sending internal mail an internal envelope should be used. Please note internal mail envelopes are designed to be reused, by simply crossing of the last name on the envelope and clearing printing the department and name of the person you are sending the mail to.
Please ensure you clearly print the name and department in full;
Example:
Joe Bloggs - Financial Services
Jane Doe - Humanities
4.3 Outgoing Postal mail
Mail that is being sent outside of the University is to be placed inside the green vinyl satchels as provided. Mail not placed in the mail satchel that requires it being sent out will not be processed and will be returned.
Please ensure that the addressee is clearly written, typed or printed on the front of the postal item.
Where bulk mail outs are being conducted please ensure that you maintain your mailing lists up to date to reduce the likely hood of undeliverable and therefore return to sender mail.
All bulk mail outs must include the department name on the envelopes being used to send out so that all mail returned to sender can be returned to the correct department.
4.4 Outgoing Registered Mail or Couriered Mail
Mail that is required to be sent via Registered mail or via a Courier is to be simply placed inside the green canvas bags and not in the green vinyl satchels.
To send the mail via Registered or Courier mail please clearly state by writing on the front of the item being sent that you want it sent 'Registered' or 'Couriered'.
The addressee must be clearly written on the front of the item being posted and you must include your Department, School or Division name, address and telephone number on the back of the item.
Do not use a Postal Box number for Registered or Couriers items as they require the full street addresses.
4.5 Overseas Mail and Customs Declarations
Mailing Services strive to provide the University with a secure, efficient and cost effective mail sorting and postal/courier service for all incoming and outgoing mail/packages. With these uncertain times come the inevitable changes in the way mail and courier items are handled especially for items addressed to overseas destinations.
Previously, Mailing Services have completed 'Customs Declarations' for all Curtin mail destined for an international address on behalf of the staff sending the item. With recent changes to the 'Customs Act' as well as procedures adopted by Australia Post and courier companies, this service can only continue with some additional assistance from staff.
The sender of any international mail or courier item will need to complete the 'International Mail/Courier Dispatch Request Form'. This form requires the contents of the package to be declared and an estimated value noted. In addition, the person sending the item will also need to sign a declaration.
Completing this form correctly and attaching it to the required international mail item will then enable Mailing Services staff to complete the 'Customs Declaration' for the item/package. Any request form that is not fully completed will be returned with the item to the sender. The form can be requested from Campus Services by sending a request using this form.
When opening mail one of the most important tasks is to identify which records are to be captured onto the areas recordkeeping system. As stated within Part 3 of this manual, records received by employees as part of their functions and work for the university are University records, many of which have continuing value and must be recorded (captured) onto recordkeeping systems.
There are many different types of records and different importance of records received or created daily by staff. Staff should consult 'Part 3 - What are Unversity Records' for more information. Many records have little to no value beyond the local area, while others will have ongoing value beyond the local unit, some examples of records that must be placed on file are those which;
- constitute formal communication between staff; or between staff and students. Note, often what appears to be an informal exchange may develop into a more serious matter requiring formal intervention. A "file note" which briefly records the principal matters discussed, the people involved, and the date and time of the exchange should be made and filed;
- constitute formal communication between a University entity and another internal or external entity
- approve or authorise actions or expenditure;
- signify changes in policy, or procedure or record policy or procedural development;
- contain an instruction or advice which will constitute a precedent; involve negotiations on behalf of the University; impact upon other members of the University community individually or upon organisational entities within the University.
Staff should consult the Approved Disposal Authorities to clarify if a specific record needs to be retained.
Refer to Part 9; File Management of the University Recordkeeping Manual, which explains how to manage and create files.
Refer to Part 10; Classification and Indexing of the University Recordkeeping Manual, which explains how to title files using the Keyword Thesaurus.
Refer to Part 4; Staff Files and Part 5 Student Files of the University Recordkeeping Manual, to explain how to manage files relating to student and staff information.
Mail marked 'Private' and/or 'Confidential' are still University business and as such is subject to the same conditions as any other non-confidential mail. Staff members are not to use University mail addresses for private mail.
Although not bound, the University has adopted the privacy principles of the 'Privacy Act' and as such respects the privacy of our staff and students, however if the recipient is not clear, the mail may be opened to determine the addressee or department.
Mailing Services and Courier Services can be contacted during business hours in the following ways:
Mailing Services
Telephone: 9266 7111
Facsimile: 9266 3841
Email: mail.services@curtin.edu.au
Courier Services
Telephone: 9266 2143
Facsimile: 9266 3841
Email: courier_services@curtin.edu.au