1062 Procedures for Processing Mail | ADMINISTRATION-5600-MANUAL
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Georgia Division of Aging Services |
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Chapter: |
1000 General DAS Administration |
Effective Date: |
12/05/2023 |
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Section Title: |
Procedures for Processing Mail |
Reviewed or Updated in: |
MT 2024-02 |
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Section Number: |
1062 |
Previous Update: |
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Summary Statement
Mail received at Division of Aging Services (DAS) offices must be opened and routed in a timely and confidential manner to the appropriate recipient.
Basic Considerations
The Division has multiple offices throughout the state where mail may be received. Whether or not staff are working remotely or are in the office, mail must get to the intended receiver in a timely manner.
Each DAS office shall identify a person or persons to process received mail daily.
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If more than one person at an office is assigned to process mail, a schedule shall be developed to assure daily coverage.
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Offices which share Admin Support Staff shall assure that mail is processed on days when the support staff is not there.
Each DAS Section shall identify a recipient for mail that is not addressed directly to a person but is mail the section should receive and/or to which the section should respond.
Procedures
State Office Mail Handling Procedures
Step 1: Assigned staff will check the mailroom daily. Note that mailroom business hours are subject to change.
Step 2: Assigned staff will date stamp the envelope upon receipt.
Step 3: The mail is then opened and the entire contents (front and back) and the envelope showing the date stamp are scanned.
Step 4: Email the scanned mail to the designated person. If the items are not able to be fully scanned, such as printed media, pamphlets, books, cards, brochures, magazines, etc., include a description of the content in the email.
| if the intended section or recipient of the mail is unclear, contact the DAS Deputy Director via email which includes the scanned mail for instructions. |
Step 5: After the mail is scanned and emailed, the hard copy shall be placed in the mailbox designated for the section.
| Hard copies of mail for the Public Guardianship Office shall be forwarded to the Columbus office after the mail has been scanned and emailed first. |
Step 6: If, after 3 months, mail has not been collected from the mailbox, assigned staff shall contact the designated person for that section for instructions on mail disposition.
Step 7: Follow the record retention guidelines in MAN 5600, Section 1061 to determine when hard copies of mail may be shredded.
DAS Field Office Mail Handling Procedures
Each DAS Field Office must designate a person or persons to process mail received daily. The basic guidelines described in the State Office Mail procedures above must be followed.
Outgoing Mail Procedures
Each office with a mail meter shall send outgoing mail directly.
Offices without a mail meter shall determine a schedule to take outgoing mail to the State Office for processing.
Certified Mail or Electronic Mail: Hard copies of Certified Mail shall be maintained at the office sending the mail.
Special Considerations
Checks
Checks received related to the Healthy Aging Conference (Healthy Aging Trust Fund) are scanned and emailed to the Livable Communities Section. The hard copy of the check is sent to the DAS Business Operations Section for routing to the Office of Financial Services.
Checks received related to the Council on Aging are scanned and emailed to the Council on Aging. The hard copy of the check is sent to the DAS Business Operations Section for routing to the Office of Financial Services.
Legal Documents
Refer to MAN 5600, Section 1010 for routing of legal documents received.
Urgent Mail – Send email notification as High Importance.
Packages
Supplies and equipment should be mailed directly from the vendor to the receiving office or Area Agency on Aging.
Brochures, posters, etc. should also be drop shipped to the appropriate office or Area Agency on Aging.
Packages for the State Office shall be placed in the file room and appropriately labeled.