Lin
One of the issues we faced in the early days of FoI was the fact that post
does not get stamped in the post room, and so can lie on someone's desk for
any period of time, without anyone knowing a) that it has been received or
b) when it was received so how do you comply with FoI if your post is lying
on someone's desk for 3 weeks? This however is the exception rather than
the rule but was and still is a risk.
Some of our internal services track their mail but only when it gets to them
from the post room - we do not track on a corporate level, and the cost of
such tracking can be too large to justify any investment - what would be the
benefit?
However, the alternative may be to consider digitising the post room on
entry. That would allow most post to be tracked since it would be in a DM
system of some description and would enable you to meet mobile/flexible
working needs and meet other targets, financial efficiencies in not
delivering hard copy all over your force area, environmental - cutting down
transport emissions, enabling ESCR etc.
Hope this helps
Paula
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Lin Allkins
Sent: 20 November 2006 12:47
To: [log in to unmask]
Subject: Incoming Mail
I am currently researching into how organisations deal with incoming post
from Royal Mail.
Does anyone record post as it arrives to enable tracking of it?
It has been suggested within my own organisation that we should know what
post is coming in and that it has reached its intended destination. Even
though the majority of post is not opened within the post room. I am not
entirely convinced there is any value to recording the post at this
stage..... but it would be really useful to hear the views of others.
How does your organisation deal with incoming post from a Records
Management perspective?
All replies gratefully received on or off list.
Regards
Lin
***************************************************************************
Note: This E-Mail is intended for the addressee only and may include
confidential information.
Unauthorised recipients are requested to please advise the sender immediately
by telephone and then delete the message without copying or storing it or
disclosing its contents to any other person.
We have taken all reasonable precautions to ensure that no viruses are
transmitted from Cheshire County Council to any third party. Copyright in this
e-mail and attachments created by us unless stated to the contrary belongs to
Cheshire County Council.
Any liability (in negligence or otherwise) arising from any party acting,
or refraining from acting on any information contained in this e mail is
hereby excluded.
Should you communicate with anyone at Cheshire County Council by e-mail,
you consent to us monitoring and reading any such correspondence.
Printing this email? Please think environmentally and only print when essential!
***************************************************************************
|