Management of Incoming and Outgoing Correspondences, Sibu

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Purpose

This procedure is established and maintained to ensure that the processes of incoming and outgoing mails are done systematically in accordance with approved procedure by designated officers to support Quality Management System, in achieving customer satisfaction / in meeting customer needs.

Scope

This procedure shall be used at Pustaka Negeri Sarawak and all campuses. It covers printed and non-printed correspondences received by the officers at the registry.

Definition

Registry Officers (RO) shall refer to Registry Officer assigned in Pustaka Negeri Sarawak, Kuching, Pustaka Negeri Sarawak, Miri, State Record Repository (SRR) and Pustaka Negeri Sarawak, Sibu.

Process Details

Receipt of Incoming Mails

  • Whenever a letter arrived through the following channels, the Registry Officer shall stamp the letter.
  1. Facsimile
  2. Email
  3. Correspondence and Case Tracking Unified System (CACTUS)
  4. By hand
  5. By Mail
  • If the letter received through CACTUS or email the letter shall be printed and stamped.


Recording in the Correspondence and Case Tracking Unified System (CACTUS)

  • Once all the details are written, RO shall scan and upload the documents into the CACTUS to be routed to Chief Executive Officer (CEO) or relevant officers for action.


  • Then the document shall be filed according to the file reference number in Registry room.


Issuance of reference number

  • When the RO receive the application of folio number from the Requester through the Correpondence and Case Tracking Unified System (CACTUS), RO shall identify reference number and folio number and notify the Requester within one (1) working day.


  • The Requester shall get the physical correspondence signed by the relevant officers and forward the signed physical correspondence to RO.


  • Once the RO received the signed physical correspondence , the RO shall photocopy the original correspondence.


  • Once the photocopy of the original correspondence has been made, the RO shall send the original correspondence to despatch.


  • Once the original correspondence is sent out for despatch, the RO shall scan the photocopy and upload it to CACTUS and filed.


  • Once the correspondence uploaded and filed the RO shall notify the Requester of the despatched correspondence.


Despatching of Hard Copy Correspondence

  • Once the Requester has been notified, the RO shall immediately register the corresepondences in the Despatch Log and send the correspondences via the following channels:-
  1. By Hand
  2. Courier
  3. Postal Service
  • For purchase order, questionaires and tender documents, the addressee shall be notified by the Requester to collect the documents.


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