Lin
You need to answer a couple of questions, some simple, some not so.
How much will it cost to record every envelope that arrives? How many items a year do you receive? You can calculate how much extra money you will need with the simple formula "X pounds per item multiplied by Y items a year".
What benefits will such a record give rise to? You know that something has arrived and was forwarded to someone. Any others?
What are the risks involved in recording everything? It might take a lot longer for the mail to be delivered, etc
What are the risks of not recording everything? This is probably your 'do nothing different' option.
Is the cost worth the benefits and any increased risks?
Are there any other measures which will lead to the same (or better) benefits, for about the same cost? Opening the mail and scanning it instead might be a possible option.
It might be that someone has a very occassional problem which can be solved by other means. Find out why the suggestion has been made and look at alternatives.
John Lovejoy
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My own views, no one elses
-----Original Message-----
From: Lin Allkins [mailto:[log in to unmask]]
Sent: Monday, November 20, 2006 11:47 PM
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
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