Mail Distribution & Collection
In the previous sections, we have seen all the sorting operations. The aim of the task is not just to fill pigeonholes: they also need to be emptied to deliver the contents or make them available to the mail service.
On site (within a building) or between sites (to an external site, an agency, subsidiary, branch, sales outlet), we recommend using round-trip mail pouches.
Developed by Outils Océans, the round-trip mail pouch can be installed with a single push in a pigeonhole without attachment and stays open. After sorting, the round-trip mail pouch can be closed in a single gesture, removed from the pigeonhole and sent on its way. The round-trip mail pouch generates gains in productivity through direct sorting and organises mail delivery rounds.
Within a site, distribution and collection at mail points is a good method to limit movement of departments to the mailroom enabling them to concentrate on their core business.
What exactly is a mail point?
A mail point is a set of sorting units and supports placed at each floor of a building to centralise distribution and collection for a complete floor or an area depending on the surface.
The mail is distributed to pigeonholes which may be open or closed with individual doors. To strengthen security, the doors may be fitted with key locks, mechanical code locks or electronic, RFID locks opened with badges. Individual doors are made of wood, metal or clear or white plexiglass.
To allow for inter-departmental exchanges at mail points, slots are provided in each individual door.
To facilitate the work of mail operators and save time, a master access door can be provided to enable the whole mail point to be opened.
Mail can also be collected in pigeonholes, trays or letterboxes installed at the top or bottom of the support unit to optimise space. Inside collection boxes, a tray can be installed on a sliding plateau to facilitate handling by mail operators.
Mail point support units can be open or closed by means of doors or sliding doors. They can be fitted with a fixed or sliding work surface.
Ingenious accessories are available for mail points: paper display frames or electronic displays.
Easy to implement, distribution and collection at mail points only requires operators to memorise a couple of gestures:
To prepare the mail delivery round, remove the round-trip mail pouch from the pigeonholes and place them in the distribution cart in the correct order for the round. The destination label remains visible when the round-trip mail pouch is placed vertically in the cart thanks to a cart index.
At the mail point, the operator exchanges a full mail pouch for an empty one. Then, internal mail and post is collected by emptying the inboxes or the collection trays from the drawers of the corresponding carts.
On returning to the mailroom, only the collection trays need to be sent to the correct workstation: franking or internal or external final sorting area.
One clever alternative is to use partitioned mail pouches. In the mailroom, the divider disappears. The divider deploys by turning the round-trip mail pouch through 90° to create 2 collection compartments: internal mail and mail for franking.
On returning to the mailroom, the compartments are emptied onto the correct workstations.
Outils Océans does not stop there! The collapsible sorting unit is a revolutionary 3-in-1 solution to sort, deliver and collect your mail.
With its own support column, it acts as a sorting unit in the mailroom. Without the column, it acts as a transport bag. Placed in another column, it becomes a mail delivery and collection system.
For tracking from the mailroom to the mail point or signed-for hand deliveries, Traç@flux enables you to:
- Read the barcode or RFID chip if the item is already identified
- Generate a label if identification is missing or illegible,
- Timestamp delivery, collection and reception and record internal operators (mailroom operative and final recipient), and external operators (carriers).
- Take a photo of the item in the event of a non-conformity
- Identify the mail point by RFID tag for delivery to a mail point,
- For signed-for hand deliveries, collect signatures on a PDA,
- Send information to the Traç@flux cloud in real-time and make it available via the secure web portal.
- Highlight anomalies
- Report to supervisors