UNIT- 3

MAILING SERVICES

3.1

3.2

3.3

3.4

3.5

3.6

3.7

3.8

3.9

3.1 INTRODUCTION
The history of mail or messaging services extends messages from one place to another, starting
with the invention of writing. The first documented use of the postal system occurred in Egypt
around 2400 BCE when Faros used officials to send instructions throughout the empire. The same
type of courier service may have been used in the Fertile Crescent (500220 BCE), the Han Dynasty
in China (306 BCE) - 221 CE), the Islamic State (622-1923) CE) in Arabia, the Inca empire in
Peru (1250-1550 CE), and the Mughal empire in India (16501857 CE). Learners must be aware of
the postal services, generally used to send letter/posts manually through government postal
department. This may take long time or few days to deliver the post.
Nowadays, mailing services to send and receive the text, photo, etc have been changed into
electronic mail. Electronic mail is a technique of exchanging messages between people using
electronic gadgets. It was founded by Ray Tomlinson in 1972 named as email or e-mail. It works
on all computer networks which is called Internet. Sending this electronic post distance between
the sender and receiver does not matter. Earlier email programs required the sender and recipient
to both be online at the same time for instant messaging. Today’s advanced email servers need not
be online at the same time. These servers are quite able to send, receive and store the messages.
Users or their computers need not be online at the same time; they need to connect briefly, usually
to a mail server or web interface as long as it takes sending or receiving messages or downloading
them. Even today’s mobile device has made it very easy to send and receive the mail anytime,
anywhere.

3.2
After the successful completion of this unit, you will be able to-

• Explain the term mail.

• Managing the incoming and outgoing mails.

• Explain different types of filing structure.

• Explain the meaning, purpose and types of indexing.

• State the objectives of office management.

• Explain the purpose and different functions of a file system.

3.3 INCOMING AND OUTGOING MAILS

What do you mean by mail?
'Mail' means a written communication via a messenger service or post office. All business concerns
send and receive large amounts of letters, notices, circulars, calls, reminder reports, statements,
pamphlets, queries, etc. The postal service ensures continuous communication between internal
and external parties. It assists the firm in establishing and maintaining communication with
customers, suppliers, and other stakeholders.

In order to ensure prompt postal management, the postal service must be organized and
systematized. Because of its importance and the important role played in the organization, email
should receive special attention. In companies, mail handling is done by a special department
called Mailing department. The type of order of the mail delivery department depends on the size
of the firm and the amount of mail to be handled. Generally, a mail is categorized as incoming
mail, outgoing mail and the communication between different departments of the same company
called inter-departmental mail. Email refers to the communication between the parties through
electronic gadgets. This requires an electronic setup.

Managing incoming mails-

Good mail management requires the establishment of a thorough process that include step by
step email management. Incoming mail should be received and communicated with speed and
accuracy. The exact way to handle internal mail varies from office to office. Managing incoming
mail usually consists of the following steps.

• Acceptance of mail: The post is sent once or twice a day by post or courier. When a mailbox
or mail bag is rented, mail is collected by an employee from the post office once or twice a
day. The clerk is assigned the task of receiving letters and issuing receipts or notifying them
that he or she has received them from the peon / messenger's letter.

• Mail opening: Letters are opened by hand or by machine. Mail must be opened carefully to
ensure mail security. It should also be noted that there are no papers left inside the envelope.
The chief executive officer must handle this process.

• Content Evaluation: The contents of envelopes should be examined to determine the purpose
of communication with the department concerned. If there are enclosed areas, they should
be inspected to make sure they are in order. Any discrepancies should be brought to the
notice of the postal manager, especially where the entry is by check, written, postal orders,
etc.

• Stamp closure: After opening the mail, each letter must be in writing on the date and time of
receipt. The stamp can be made by rubber stamp, by hand or with the help of dating, counting
and time recording machines. If necessary, the envelope should be pinned as proof. The letter
is marked to the department concerned and a circulation slip, if needed.

• Recording: Details of the letters received are recorded on the 'Internal Mail Record' or 'Books
Received' or any register. It ensures that the letters are not lost or remain neglected but it is
time consuming when the mail is large.

• Categorization and supply: Letters are sorted into trays or baskets or cabinets in the pigeon's
den and sent to the appropriate departments. Finding a clerk is signing a list or registering as
an adoption. ANSWER: CATEGORIZATION AND SUPPLY
Managing outgoing mails-
Almost all offices send mail daily. Outgoing mail must be handled with care because the speed
and accuracy of managing such mails play a vital role. The following reasons demand the careful
management of the mails:

• Improper handling of external mail creates a negative impression on third parties.

• A delay in submitting responses may result in a loss of business opportunities.

• Delays may incur additional costs.

All outgoing mail goes through three stages:

3 STAGES OF OUTGOING MAIL[i] Forming a mail [ii] Signing over mail [iii] Recording of
mail

Forming includes writing or dictation as well as typing (or writing) of a draft or reported item.
Standard letters may be signed by the new staff on behalf of the principal but the important letters
are signed by the official or the head concerned. Only an authorized person must sign over the
official letter/ post. After that, every letter should be written up with a code or file number for
future reference. This process is known as a reference. Each organization follows its own code-
and-expression method, e.g. the reference number UOU/ Exam/06/2020 indicates that letter No.06
pertaining to the exam department was filed in 2020.

Manage inter-departmental mails-

At large organizations, all mails of the department are handled almost exactly the same as the one
described above. A separate register may be maintained for the central departmental mails but for
smaller organizations, this can be handled simply by mentioning a letter of the book or letters of
the messengers. ANSWER: INCOMING AND OUTGOING MAILS.

FUNDAMENTAL ACTIVITIES OF MAIL HANDLING

DEPARTMENT

Managing external mail usually involves the following steps:

[1] Collection of outgoing mails: Usually, each department sends its letters to the email
department for mailing. In some offices, a messenger from the post office travels at scheduled
times to collect mail from various departments. The tray marked as 'outgoing mail' is kept in each
department. All letters to be exported are placed in the tray and the messenger collects the email
from that tray. Timely collection of outgoing mail improves the efficiency of the batch phase.
[2] Mail Entry: Maintain records of all the mail is the primary duty of the mail handling
department Letters to be delivered locally by courier or by peon are recorded in the messenger
book. Entries are placed in the Outgoing Mail Register or Dispatch Register.

[3] Creasing of the letter: The letter should be carefully folded and in the correct size. The
texture should be precise and should not damage the solitude of the characters. They should be
grouped into a minimum number of folders. When a windows envelope is used, the wrap should
be done in such a way the address can be seen through a window. Standard envelopes should be
used to accommodate letters. Before letters are placed in envelopes, you should take care:

• Write the number of letters in the envelope and in the letter, itself as listed in the dispatch
register.

• Also, look at the entries as mentioned at the bottom left of the book.

• Add the enclosures with pins, tags, clips, or strings.

Nowadays, machines are used to wrap letters and place them in envelopes automatically.
[4] Preparation of envelopes: After wrapping, the letters are placed in the appropriate
envelopes. A complete and correct address must be provided. Pin codes should be provided as they
guarantee faster delivery. The address is written on the letter and the envelope must accompany
the message. A windows envelope is used to prevent the rewriting of an address in an envelope.
The address must be fully identifiable by hand or in writing. Speech machines can be used
whenever needed. The envelopes should be sealed with a gum, paste or cello tape. The work is
tedious but must be done with care. The sticker should not spread internally, as it can damage the
content. Various mail categories, such as 'Book Post', 'Registered Post'- various category that
should be mentioned over the envelope.

[5] Sorting, measuring and stamping: The envelope for the different mail categories should be
arranged in phases. External mail is usually in two categories-(i) Domestic (ii) Outstation
The second category can be classified as standard postal mail, registered, speed, postal mail,
foreign mail, under shipping certificate, Indian Airlines, Air India, sea mail, etc. The mail must be
typed in separate ports so that the stamp function is enabled. Stamps should be posted on postage.
It is necessary to measure the different articles that will be mailed to the appropriate number of
stamps. A timely copy of the 'Post Office Guide' should be kept with the Dispatch clerk responsible
for the postage stamps. In large organizations, filtering machines are used for treading. Letters to
be sent by courier are included in the messenger or peon book and forwarded to the courier for
distribution.
[6] Delivery: Finally, shipping and delivery of books must be organized. Regular mail is posted
at the nearest post box from time to time. Special types of mail such as subscriptions and insurance,
etc are sent by post separately.

Handling E-Mail-
Electronic mail or E-mail is the fastest and easiest way to send messages, data, graphics etc. over
the Internet. You know that the Internet is a worldwide network of computers connected by
satellite. To receive and send emails online you need to have an email address. E-mail are usually
received and sent by the concerned authority. In the case of senior officials, the job is assigned to
their assistant or secretary.

While sending emails, one must be very careful as it is not possible to correct the original message
once it is forwarded. Another important thing is that a hard copy of the message must be kept on
file as proof.

3.5
As a primary source of information, all records in the office need to be kept for future reference.
Completion serves the purpose of keeping records in all offices. Documents and papers are filed
and available on demand. Completion is the process of arranging the records in the correct order
for easy access. Captioning can be defined as the process of editing and maintaining original
records or copies, so that they can be easily found where they are needed. It involves the installation
of documents in standard containers in a predetermined format so that any document can be
obtained quickly and correctly when needed.
The main purposes of the filling process are to ensure proper ordering, proper storage and easy
access to records. The active filing system is expected to have the following objectives:

• Cataloging and unifying records.

• To protect documents from loss or damage.
• Providing easy access to information without wasting time.
• Availability of past records to future business policy managers and agencies.

Functions of the filing system

The functions of the filing system are as follows:

• Storage of file covers or folders in cupboard-mounted cabinets. ANSWER: FILING

SYSTEM

• Issuance of files filed in any department. ANSWER: FILING SYSTEM

• Transfers of papers no longer used from existing files to separate folders or box files for
future use.

• Completion of letters and other documents after the action taken on the cover of the
cardboard file or folders.

• Classification of documents on a predetermined basis.

• Disposal of no longer applicable old papers and records.

3.6 CLASSIFICATION OF FILING

Documentation is required to ensure immediate access to records. Separation is a process of
selecting subjects for which records and documents are organized due to general characteristics
prior to completion. For example, characters can be separated on the basis of a communication
issue. The main arrangements for file classification in the office are:

• Serial from 1-100

• Serial from A-Z

• Geographical

• According to the title

[1] Serial from 1-100
Under this technique, files are arranged numerically, each link or subject is assigned a number.
The files are arranged in numerical order. For example, a customer, XYZ, may be assigned No.06
so that all related papers are available in folder no. 06.

[2] Serial from A-Z

With this technique, letters from different groups or related to different topics are organized and
placed in different file covers on the basis of the alphabet on which the group's name or subject
begins. The first alphabet of a name or surname or title is the first directory of the file rank. For
example, all documents related to Tata Consultancies can be placed in a folder marked T'. For each
file, the papers are sorted by date.

[3] Geographical subdivision

In the technique, books are subdivided according to geographical areas. All connections related to
a specific location are stored in one file.
[4] According to the title
Under this technique, papers are organized according to the topic. Subjects are listed
alphabetically, e.g. Exam, Result, Study material, etc. This method is more appropriate if the title
is more important than the author's name or location. ANSWER: ACCORDING TO THE TITLE

Methods of filing-
After classification, files should be carefully stored using any of the appropriate filing methods.
There are various ways to fill them based on the type of equipment they use. These methods can
be classified as-(i) Traditional Methods (ii) Modern Methods

[1] Traditional Filing Methods

There are some traditional methods of filing such as pigeon-hole installation, folder filing, box
placement, spike filing, book bind filing, and arch lever filing. Although, these filing systems have
limited use nowadays, these do apply to smaller organizations. These methods can be defined as:

a) Pigeon cave installation- It is a special almirah or wardrobe divided by the number of smaller
areas. It is open from one side and its parts are square marks called 'pigeon holes'. Each
pigeon hole holds a letter of letters. When the letters are received, they are arranged
alphabetically or sequentially.

b) Folder filing- There are cardboard covers or thick sheets covered with metal hooks to fasten
the papers together. A separate folder is assigned to each customer. All characters associated
with that customer are stored in the file's contents. The papers are

ordered and filed. The papers lie on top of one another.

c) Filling with boxes- The box file, as the name suggests, is made in the form of boxes. The
documents are usually placed in folders and then placed in a box file. It helps to keep the
 papers better as they are safer and collect less dirt. For classificatIon purposes, papers related
to various topics may be collated. This method is applicable to traveling agencies where
book correspondence is maintained temporarily. ANSWER; FILING WITH BOXES

d) Spike filing- Includes wire with sharp edges and wood, plastic or round metal at one

end is used for filing. It is stored on a table or mounted on the wall after the filling is
completed.

e) Book binds filing- Under this method, paper or discounts is attached to the book's length.
This method is often used to record minutes and save receipts and notes. It avoids the
possibility of losing or replacing it incorrectly.

f) Arch lever fitting- This system uses sturdy cardboard folders containing solid metal layers.
These wires can work with a lever. When the paper is inserted, it is milled through two holes
with a milling machine. The excavator is then transferred to the top that opens the edges of
the metal or springs. After the paper is inserted into the holes, the lever is pressed down to
close the spring. The paper in the file arranges one over the
[2] Modern Filing Techniques
In addition to traditional filing methods, as mentioned above, you will find some of the most
popular modern filing methods nowadays in large and small organizations. Modern filing methods
are classified as- (i) Horizontal Filing (ii) Vertical Filing.

a) Horizontal Filing- In this system, the documents are stored in file covers or folders one over
the other in standard position. The documents are stored chronologically inside the cardboard
file cover. Sheets are lined with metallic or metal joints. Files are then stored in cupboards
in one convenient place over another. When any paper is required, the correct file is
extracted, and after processing it is returned to the same location.

b) Vertical Filling- This is a modern form of filling. In this way, the papers are put in files and
stored in a straight-standing position. Folders are stored in specially designed cabinets. The
front side of the folder is short. The extended back part is used to indicate the file code
number. Metal drawer drawings are deep enough to hold vertical folders. In order to separate
the wardrobe into simple guide sections are placed in the correct positions. Under this
method, it is placed in a separate folder for each customer or subject. Folders can be
organized alphabetically, numerically, geographically or intelligently. This system has
become very popular in big offices and big business
3.7
Index is a 'point' or 'indicator'. For example, a book index is an index that helps the reader to find
pages where various topics have been discussed. Identification is an important issue in filing. It is
the process of determining the name, title or other caption where the text is placed. The reference
is to the directory. The main purpose of the index is to prepare the location of the required files
and documents. Index helps to search the location of any file or text.The objectives of indexing
are as follows:

• It helps in searching the location for files and documents.

• It provides quick identification of disconnect.

• It saves time and effort to access records.

• It gives efficiency in the maintenance of records.

• It reduces the cost of running records management.

Types of Indexing-
Indexing can be done in many ways as:
a) Vertical Card Index: Each title, document, or customer, is assigned a unique card where
relevant information appears. Usually, they are categorized and arranged alphabetically. For
example, in the library, two cards are prepared per book- one is arranged on the basis of the
author and the other one based on the book.
b) Strip Index: It contains a framework in which hard paper sketches are organized in such a
way that they can be easily extracted and replaced. Each strap is dedicated to a single item.
The frame can be hung on the wall or laid on a table in book form or even arranged in a
flexible post that can be turned toward any part of the index.
c) Fixed Index: Instead of keeping a separate index, the index may be bound with the relevant
document. Such an index usually appears at the end of the standard textbook in which the
subject matter is arranged alphabetically and the page numbers are assigned according to
each topic or sub-heading.

d) Loose-Leaf Index: It is another variation of the index of books. Single sheets are placed in
metal pots or screws. Index prepared in these sheets. Whenever a new leaf is added, a book
may be opened and a suitable sheet inserted. A bundle containing loose index sheets may be
locked so that no pages can be accessed without proper authority.
e) Wheel or Rotary Index: Cards are arranged around a tire wheel. One wheel can hold
 up to 5000 cards. The card can be inserted or removed without interrupting the other cards.
Entries can also be made to cards without removing the saddle.
f) Bound Book Index: Index prepared in a book that is bound or labeled into paragraphs where
the words or texts are inserted.

3.8 OFFICE MACHINES AND EQUIPMENT

Machines and equipment are a significant part to the successful running of any office. We require
different types of machines in an office that are essential to perform office tasks quickly and
accurately. With rapid technological advancements, there is an increase in the efficiency of office
work due to the transfer of high equipped machinery. ANSWER: OFFICE MACHINES AND
EQUIPMENT

The use of the office has the following purposes:

• Increase in accuracy: One of the purposes of using machines is the accuracy of work
especially in every department like attendance monitoring, accounting, sale, purchase, etc.

• Time-saving: Machines do more work than they do by hand. They work faster, so there's
more time savings.

• Employee Savings: few workers can handle large amount of labor and therefore there is a
saving of labor.

• Improving the quality of work: Work done by machines is usually clean and neat.

• Ensure better management: The functioning of the office empowers managers to manage
tasks effectively. For example, a biometric thumb impression machine can help manage the
attendance of employees.
• Improving goodwill: Use of equipment results in better service to customers and the public.
This enhances the reputation of the organization.

• Mitigation of fraud opportunities: Equipment such as caFILING Ssh register, etc imposes a
check on fraud and misuse. ANSER: OFFICE MACHINES AND EQUIPMENT

Types of office equipment

Learners must have seen various modern offices. Have you noticed that the offices have turned to
automation? Computers can read, store, analyse and interpret information quickly. In the mail
room, letters can be opened, sealed, sealed, picked up, weighted and automatically checked with
the help of shipping machinSes. Messages can be sent from one location to another in no time via
tele-printer, fax, telephoneACC or internet. Some of the important equipment can be defined
as:

• Computer: These days, computer is the most commonly used equipment in office. A
computer is a machine that can perform various tasks such as calculation, data comparisons,
information storage, data analysis and preparation of diagrams and charts.

• Photocopier Machine: Photocopier is a machine that makes copies of the paper and other
images. It is quick and cheap. Nowadays, photocopiers can print very fast. They even have
memory chip which can store the data.

• Biometric Thumb Impression machine: In large organizations, arrival and departure of

employees is electronically recorded. Thumb impression or swipe card can be used for the
same purposes. Employees are given a card with a magnetic strip on it; by swiping them
using time recording equipment, arrival and departure times are recorded.

• Phone/ Intercom: Nowadays, it's impossible to imagine an office without a phone. It's an
easy way to communicate orally widely used in internal and external communications. Cell
phones are also very popular nowadays. Compared to fixed phones, mobiles are easier to
communicate with at any time. It's also easy to send SMS over the phone. For inter-
department communication, an automated communication system i.e., Intercom can be used.

• Currency counting machine: This machine is very helpful for departments managing cash.
Manual counting of cash may result in mismatch with the cash of balance sheet. It increases
accuracy and efficiency.

• Calculator: We need concentration during the calculations like addition, subtraction,

multiplication, division, percentages, etc. So, calculator can help us for the same and errors
can be reduced.
• Fax: FAX service enables instant transmission of the facsimile of an entire document. It can
send handwritten and printed with pictures, charts and diagrams to different locations within
or outside the country. As a result, both the time and labor both is reduced.

• Projector: It is a good medium of communication. Through projection, one can communicate

the planning and policies between the audiences.

• Printer and Scanner: Printer and scanner are essential for office management. We have a
variety of printer and scanner like dot matrix printer, inkjet printer, 3D printer, etc. Even
now one machine can be used for multiple purposes like 3-in-1 printer i.e. printer, scanner
and photocopier.

• Paper Shredder: In offices, there are two types of documents. One, those are related to office
policies and second, those of no use after some time i.e. the document with validity. After
some time, there is no use to keep such records. So, we can remove such documents. But, if
we remove documents as it is, it may disclose the confidentiality of office. So, we should
crush the documents first by using the paper shredder machine. This machine cuts the paper
in small-small pieces. No one can read the text written over the document.

3.9
• In current age, mailing services have been changed to electronic mail that can be used to
send and receive the text, photos, etc electronically.

• 'Mail' means a written communication via a messenger service or post office. All business
concerns send and receive large amounts of letters, notices, circulars, calls, reminder reports,
statements, pamphlets, queries, etc.

• The main purpose of the filling process is to ensure proper ordering, proper storage and easy
access to records.

• Classification of filing is a process of separating records and documents, organized due to

general characteristics prior to completion.

• There are several methods of filing classification, e.g. Serial from 1-100, Serial from AZ,
Geographical, .

• Indexing is a process of determining the name, title or other caption where the text is placed.

3.10
• Bound Book Index: Index prepared in a book that is bound or labelled into paragraphs where
the words or texts are inserted.
• Import– The method for bringing data into your program.

• Data Entry– Usually, the process of transferring written or printed data to processable form
by keying it character by character.

• Delete– Remove a particular record from a mailing list.

• Edit– Updating a record in a file.

• File– A collection of records on a single storage device.

• Strip Index- It contains a framework in which hard paper sketches are organized in such a
way that they can be easily extracted and replaced.

3.11 CHECK YOUR PROGRESS

Objective type questions-
a) Earlier email programs required the sender and recipient to both be online at the same time
for instant messaging. (True/False)

b) Email is the fastest and easiest way to send and receive messages, data, graphics and etc.
over the Internet. (True/False)

c) The main purpose of the filling process is to impress the officer. (True/False)

d) Printer and scanners are essential for office management. (True/False)

e) Proper indexing of files helps to ....... the location of any file or text.

f) Computers can read, store, analyze and interpret ....... quickly.

Descriptive type questions-

1) What are the different types of outgoing mail?

2) What do you mean by stamp closure?

3) What is the purpose of the dispatch register?

4) What is the significance of creasing of letters?

5) Explain the importance of mailing system in this digital era.

6) What do you mean by filing the documents?

7) What is the spike filing system?

8) How many types of filing?

9) “Poor Filing system can affect the efficiency of any office”. Do you agree with the
statement? Yes or No? Justify your answer.
10) What is the objective of indexing?

11) What are the advantages and disadvantages of vertical card indexing?

12) List the equipment used in the office.

13) What is the use of a paper shredder machine?

Answers (Objective type question)

[a] True [b] True [c] False [d] True [e] Search [f] Information

3.12 BIBLIOGRAPHY/ REFERENCES

• https://accountlearning.com/

• https://tyrocity.com/

• http://higherlogicdownload.s3.amazonaws.com/

• http://www.yourarticlelibrary.com/office-management/

• http://www.fsm.com.my/blog/essential-types-of-office-equipment

3.13 SUGGESTED READINGS

• Publisher: Dreamtech Press, ISBN: 9789389447194, 9789389447194

• office automation, by Dr. P. Rizwan Ahmed, Publisher: Margham Publications, ISBN13:

978-9383242924

• Office Automation, by Shreeram Gholap, Prashant Jawalkar and Vijay Dagade