Mailroom Collections

Overview

There are basically two types of mail management systems for handling inbound and internal mail. 1. Mail and parcel collections. 2 Mail and parcel delivery to destination addressee. The PASS Mailroom system for collected mail sends automatic email advice to addressees on arrival of the mail in the mailroom. If mail remains uncollected you can then retrieve a list of all uncollected mail and email them all again as a batch.

Important requirements

Up-to-date lists of recipients with automated links to avoid entry of their details when the post is received
Email : Make sure the addressees collect their mail by emailing them!
Reminders: Don’t let uncollected mail build up unnecessarily! Use an uncollected mail report to identify and automatically send out reminders
Proof of collection: Electronic signatures avoid disputes

Mail details

These are the basic details you will see displayed against each item. However the panel is fully configurable so that you can add many more details. In the top panel you will see a signature: this is the signature of the recipient that is captured when the item is collected.

Recipients details

You can import the recipients addressees from a file or integrate with your email contacts. You can have many additional fields in the right panel giving fuller details about the recipient such as mobile number, home address etc depending on your GDPR policy.

Proof of delivery

Barcode labelling, USB Barcode scanning and electronic signatures are all part of mailroom barcode tracking. Where the mail tracking system needs to be a mixture of collection and delivery then a signature pad in the post room records the collections and a PDA is used to record the deliveries by trolley or van. The two operations are easily configured in to work together seamlessly.

Uncollected Mail

To ease the chore of chasing up uncollected mail a report is run to see what is outstanding. An email can then be automatically sent out to all addresseees requesting collection of their mail. The system adds the mailroom location in the email so that the manager can find it quickly when the person arrives to collect it.