AGENCY MAIL OPERATIONS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00005R000200070002-4
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 52
• Document Creation Date: November 11, 2016
• Document Release Date: August 28, 1998
• Sequence Number: 2
• Publication Date: April 1, 1957
• Content Type: REGULATION

25X1A9a
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200
RECORDS MANAGEMENT HANDBOOK
Managing Mail
AGENCY
MAIL
OPERATIONS
APRIL 1957
GENERAL SERVICES ADMINISTRATION
NATIONAL ARCHIVES AND RECORDS SERVICE
OFFICE OF RECORDS MANAGEMENT
Approved For Release 1999/09/07 : CIA-RDP74-00005R0002006760:02s4aiv Service
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
RECORDS MANAGEMENT HANDBOOKS are developed
by the National Archives and Records Service as technical
guides to reducing and simplifying!I Government paperwork.
RECORDS MANAGEMENT HANDBOOKS.
Managing correspondence: Plain Letters .......................1955...47 p
Managing correspondence: Form Letters .......................1954...33 p
Managing correspondence- Guide e rs ........................1955 ... 23 p
Managing mail: Agency Wail Operations .....................1957...47 p
Managing noncurrent files: Applying Records Schedules. 1956-23 p
Managing noncurrent files: Federal Records Centers...... 1954... 25 p
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
CONTENTS
FOREWORD . 1
BASIC PRINCIPLES FOR MANAGING MAIL. 3
OPERATING PRINCIPLES AND PROCEDURES . . . . . . . . . . . . . . . . . 7
1. INCOMING MAIL 8
Sorting and opening . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Routing and classifying . . . . . . . . . . . . . . . . . . . . . . . . . 12
Controlling. . . . . . . . . . . . . . . . . . . . . . . . . . 16
II. OUTGOING MAIL . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Preparing mail for dispatching . . . . . . . . . . . . . . . . . . . . . 23
Dispatching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
III. MESSENGER SERVICE . . . . . . . . . . . . . . . . . . . . . . . . . 29
IV. ORGANIZING FOR AGENCY MAIL OPERATIONS . . . . . . . . . . . 32
V. SUPPLEMENTAL GUIDES . . . . . . . . . . . . . . . . . . . . . . . 38
Determining handling for various types of mail . . . . . . . . . . . . 38
The mail control form . . . . . . . . . . . . . . . . . . . . . . . . . . 40
The Mail Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
CHECKLIST . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
For sale by the Superintendent of Documents, U. S. Government Printing Office
Washington 25, D. C. - Price 30 cents
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
"The :volume of mail handled by mailrooms of Government
agencies approaches astronomical figures. It requires
25, 000 clerical workers and 8, 400 messengers, at a cost
of $104 million. . . . the majority of our mail operations
are characterized by cumbersome procedures. . . . the
efficiency of Government mail operations can be improved
and at the same time substantial savings effected. . . . "
Excerpt from the (Hoover) Task Force Report
on Paperwork Management,
Part I, January 1955
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
FOREWORD
This Handbook has been prepared to assist agencies in improving mail opera-
tions. It presents a system for managing mail which will provide rapid handling
with adequate controls at a minimum cost. The procedures described are founded
on principles which have been proved in actual operations. Similar procedures are
currently being used in many Federal agencies.
This Handbook includes much of the material appearing in the Department of the
Navy's A Guide to Simplified Mail Operations . We are deeply indebted to the De-
partment for permission to use its comprehensive pamphlet as the basis for this
publication.
Each detail of the procedures described may not apply in an individual case.
Modifications in the basic system may be necessary to fit specific needs. In this
Handbook, therefore, the fundamental principles underlying each operation have
been singled out and emphasized, so that any revisions which an agency finds nec-
essary can at least be based on those same principles.
As an aid to management in evaluating the effectiveness of an agency's mail op-
erations, certain practices which are usually indicative of inefficient mail opera-
tions are listed below. (These, of course, do not apply to security classified
mail.) A study to determine if present procedures can be improved is recom-
mended if any of these conditions exists:
? An excessive amount of time (from two to four working hours de-
pending on the size and physical layout of the agency) elapses between
the receipt of a letter in the mail room and its delivery to the action
desk.
All control operations (including routing) for one letter take more
than five minutes to perform.
? The same letter is controlled at more than one place in an agency.
? More than 15% of the total incoming correspondence is controlled
with the mail control form.
? A posted record is maintained to indicate in which office a letter may
be found at a given moment when it is being routed.
? A large part of the incoming mail is time-stamped one or more
times.
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
Route Slips and Control Forms
? A route slip or control form is placed on most of the incoming mail.
? More than an original and two copies of a mail control form are used
for control purposes.
? The route slip or control form is filed with incoming correspondence
even though no pertinent remarks have been added to it.
Messenger Service
? Messenger routes overlap.
? Messengers are idle for an excessive length of time between runs or
while awaiting calls.
? Full-time special messenger service is required.
Efficient mail-handling speeds up the work of a Federal agency, whereas delay,
misrouting, and, other mishandling of mail prevent the agency from doing an effec-
tive job. It is important, therefore, that mail be processed by methods which in-
sure quick and accurate handling while providing adequate, low-cost controls over
important mail. The checklist on page 45 will show those areas needing further
study.
After a more. thorough survey has been made, management should determine
how much service is necessary and economical for its agency. Efficient mail pro-
cedures can then be devised and installed, and responsibilities assigned. Con-
tinued successful operation will depend, however, on the active participation and
support of every organizational unit of the agency. In particular, top management
must accept the: responsibility of maintaining a vigorous interest in all phases of
mail operations to insure the proper over-all functioning of the system.
2
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
BASIC PRINCIPLES FOR MANAGING MAIL
The following principles, applicable
to mail operations as a whole, should
be consideredwhen installing or modi-
fying a mail system or evaluating its
effectiveness. Mail operations include
mail handling methods and procedures
such as receiving, opening, sorting,
time stamping, routing, recording,
controlling, and following-up. Mail
operations as defined in this Handbook
includes this work wherever perform-
ed - whether in the mail room or large
file room, or offices at the branch and
section level. Therefore, these prin-
ciples are applicable not only to the
central mail room of a large agency but
also to each individual office through
which the mail passes. At first glance
it may appear that the system described
in this Handbook is designed only for a
large agency; a close review will reveal
that it is as applicable to the small
agency and to the small office.
PLAN AN EFFECTIVE MAIL
ORGANIZATION
An organizational arrangement for
mail handling should be planned to pro-
vide the most direct and immediate
flow of mail to the point of action. A
single standard pattern will not serve
all agencies. Among factors influenc-
ing mail handling arrangements are
size and complexity of the agency, vol-
ume and type of mail, and location of
buildings. A few of the existing organ-
izational patterns for handling mail in
Federal agencies are illustrated in the
charts beginning on page 32. They are
presented as a guide in selecting the
plan which will best meet the specific
requirements of an agency.
DEFINE RESPONSIBILITIES
A clear definition of the duties, re-
sponsibilities, and authority of the
mail and file unit is an essential step
in setting up mail operations. This
definition should be issued either as a
directive or as a part of the agency ad-
ministrative manual, if one is used,
and should clearly state the following:
. Responsibilities andauthority
of the mail and file unit.
? Responsibilities of other of-
fices with respect to mail op-
erations.
. Mail procedures.
All important points of both incoming
and outgoing mail operations should be
covered. On page 37 is a detailed list
of the most important points tobe con-
sidered in assigning responsibilities
and preparing procedural instructions.
In addition to the procedures which
are specified by directive or in an ad-
ministrative manual, detailed operating
procedures for each task within the
mail and file unit should be developed
and written up. When consolidated they
will serve as an operating and training
manual for personnel handling mail.
CONSOLIDATE MAIL AND
FILE OPERATIONS
If possible, the mail and files of an
office should be consolidated and physi-
cally located together. Benefits which
will result are:
1. Routing will be more accurate,
since routers will have access to files
of past actions to guide them.
2. Searching service will be faster and
more efficient, because both mail lo-
cator file and subject file will be readily
accessible to the person making the
search.
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
3. Any need for maintenance of dupli-
cate locator files will be avoided.
4. The assignment of file symbols, if
pre-classification is used, will be
more accurate.
5. Combined operations will require
less space, equipment, and person-
nel than two separate units.
6. Experienced personnel can be
shifted more readily from task to
task to meet varying work loads.
form when used. Similarly the official
file copy (usually designated by a color)
of an outgoing letter should also show
who has seen and acted on it.
USE SPECIAL EQUIPMENT
Under the right circumstances the
use of special equipment will greatly
expedite mail-handling and increase
the general efficiency of the mail and
file unit. Large agencies, in particu-
lar, may find it economical to use
such labor-saving devices as the fol-
lowing:
The mail system outlined by this
Handbook is based on the assumption
that these operations have been com-
bined. In those ; agencies where this
cannot be done, some slight modifica-
tions can be made in the system.
ESTABLISH SINGLE CONTROLS
No piece of mail should be control-
led at more than one point in an agency.
If control forms are prepared in a mail
and file unit, additional or duplicate
forms should not be prepared by other
offices. Large agencies may find it
most efficient to have the local Post
Office deliver mail direct to major or-
ganizational units for detailed routing
and control. Medium-sized agencies
should route mail from a central mail
and file unit to substations for detailed
routing and control at those points.
Small agencies should route direct to
action offices from a central mail and
file unitwithout control, if practicable.
COORDINATE ROUTING
All mail, both incoming and out-
going, should be fully coordinated by
routing it to all interested offices. At
the same time it is important not to
circulate materials unnecessarily to
offices that have' no real need for the
information. Each reader's initials
should be placed on the face of an in-
coming letter or, on the mail control
? Envelope o p e n i n g machine
(automatic)
? Envelope sealing machine
(automatic)
? Sorter (leaf type and pigeon
hole type)
? Addressing machine (and re-
lated equipment)
Circumstances which may justify the
use of special mail equipment are:
? When it is important to SAVE
TIME
In each case, however, the estimated
benefits tobe gained through use of the
equipment must be weighed against its
cost. This evaluation should be based
on actual workload and should take into
account:
1. The initial and maintenance costs
of the equipment
3. The speed with which this work
must be processed
4
Approved For Release 1999/09/07 CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
If the results indicate that the equip-
ment will materially benefit operations,
its purchase is justified. For example,
one agency has found that an envelope
sealing machine maybe used economi-
cally when approximately 1, 000 enve-
lopes of relatively common size and
type are processed at a central point
daily for mailing. This agency also
found that an envelope opening machine
is economical when 500 or more letters
per day must be opened.
PLAN ADEQUATE SPACE
LAYOUT
A good space layout is as important
in the mail and file unit as in any other
office or shop. Adequate provision
must be made for good ventilation and
ample lighting. Particular importance
should be paid to accessibility. The
unit should be so located that heavy
mail sacks and packages can be con-
veniently carried in from post office
trucks. In addition, it should be lo-
cated as near the center of the agency's
offices as possible in order to be
readily accessible. This will also pro-
mote more efficient messenger service.
The flow of work within the unit should
be carefully planned, and the equip-
ment layout arranged accordingly. If
possible, there should be two doors to
facilitate the entrance and exit of mes-
sengers. The work flow should be so
arranged that incoming mail is received
at a point close to one door and pro-
cessed for dispatching near the other.
Furniture and equipment should be laid
out so there is little or no backtracking
in the flow of mail and transportation
distances are cut to a minimum. Where
possible,. space should be left to per-
mit more than one person to work at a
table, sorting rack, or other equip-
ment. Personnel can then be more
readily shifted from one job to another
to assist in handling peak loads.
MAINTAIN PERIODIC
REVIEWS
When mail and messenger operations
have been studied, revised where nec-
essary, and installed, the adminis-
trator or supervisor should not con-
sider that his task is completed. Peri-
odic reviews by a responsible official
are necessary to ensure that these op-
erations continue to function on a sound
basis, giving satisfactory service at
a reasonable cost. Conditions change,
and an adequate system under one set
of circumstances maybe unsatisfactory
if these are altered.
Operations should also be checked to
see if unwarranted additions have been
made. Over a period of time simple
procedures have a tendency to acquire
unofficial elaborations which gradually
destroy their effectiveness. The offi-
cial responsible for mail and messenger
operations must be constantly on the
alert to prevent such additions. Any
changes that are made should be in-
corporated only after having received
the same careful study that went into
installing the procedures.
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
HOOVER COMMISSION GOALS...
1956
j~gY",
.
y
TIME-STAMPING confined to
ROUTING promptly adjusted to
essentials
changes; provided in visual form
0
COPY-MAKING held to necessary
RECORDING held to justifiable
amount; done rapidly and cheaply
minimum
MACHINES used where volume
OUTGOING REVIEW limited to
warrants
essentials
?
SORTING geared to organiza-
DELIVERY AND PICK-UP
tional and functional require-
efficiently planned; coordinated
ments; synchronized with mes-
with mailroom and Post Office
senger schedules and routes
Schedules
6
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
OPERATING PRINCIPLES AND PROCEDURES
The following discussion is divided
into five sections, which are in turn
subdivided into major functional ele-
ments as follows:
1. Incoming Mail
A. Sorting and opening
B. Routing and classifying
C. Controlling
II. Outgoing Mail
A. Preparing mail for dispatching
B. Dispatch
III. Messenger Service
A. Planning of stops and routes
B. Scheduling
C. Sorting mail en route
D. Servicing by special messengers
IV. Organizing for Agency
Mail Operations
A. Organizational patterns for han-
dling mail
B. Points to be included when pre-
paring procedural instructions
and assigning responsibilities
for mail operations
V. Supplemental Guides
A. Determining handling for vari-
ous types of mail
B. The mail control form
C. The Mail Guide
Sections I and 11 are arranged with
specific step by step procedures in the
mail system listed at the head of each
major subdivision. The steps are fol-
lowed by a more detailed analysis and
discussion of the principles involved.
At the end of each subdivision the most
important principles are summarized
for emphasis and convenience of refer-
ence. Section III discusses the princi-
ples of messenger operations in gen-
eral terms without being arranged as
specific steps in a system. Section IV
and V contain organizational material
and guides.
1. INCOMING MAIL
A. Sorting and Opening
Step 1. Receive mail and give it an initial sort.
a. Send personal mail and as much routine official mail as possi-
ble to the appropriate office without opening.
b. Set aside personal mail requiring directory service for later
processing.
Step 2. Open and sort remaining official mail.
a. Sort out routine mail for direct delivery.
b. Time-stamp certain types of mail such as bids and invoices.
c. Pass remaining mail to the routers or router-classifiers as
appropriate.
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
THIRD
SORT
- TO BE
OPENED
TO BE
ROUTED
DELIVER
WITHOUT
ROUTING
DELIVER
WITHOUT
CONTROL
DELIVER
WITH
CONTROL
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
SCHEDULING PERSONNEL respect to both cost and service.
Mail personnel should be scheduled
so that some employees report early
each day to complete the first mail de-
livery before or soon after the begin-
ning of regular working hours. Since
the volume of the first mail is usually
large, this schedule will avoid early
morning backlogs and will allow action
offices to begin operations without
delay.
Normally no more than three sorts
are required in handling mail; any ad-
ditional ones are usually superfluous.
Graphically these three sorts can be
represented as shown on the chart on
page 8.
The sorting process can be likened
to a series of cuts which at each suc-
cessive level in the mail operation slice
off as much mail as possible. A min-
imum of mail should be allowed to pass
on to the next level for each additional
step means greater cost and delay in
handling. If this principle is consci-
entiously followed, the result will be a
much more efficient mail room with
INITIAL SORTING AND DIRECT
ROUTING
Initial Sorting
Upon receipt in the mail and file unit,
mail is given an initial sort, which
separates mail to be routed without
opening from mail which requires
opening. As it is separated, mail not
requiring opening is sorted into the
compartments of a sorting box or leaf
sorter for direct delivery to the action
office. This mail will be of two types,
personal mail and certain types of of-
ficial mail. Personal mail which re-
quires directory service should be set
aside for further attention. Mail to be
opened will be placed in a special com-
partment, or merely pushed to one side
during this initial sort.
Routing by sorting directly into the
compartments of a sorting device is
much faster and easier than routing by
marking the office symbol on a letter
or otherwise indicating its destination.
Whenever possible mail should be so
handled, either opened or unopened.
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07
Direct Routing of Unopened Mail
There are two types of mail which
can and should be routed direct without
opening: personally addressed mail,
and routine official mail which can be
identified from the information on the
envelope. The quickest and least ex-
pensive method of handling it is to for-
ward such mail straight to the ad-
dressee without' opening. For this
reason as much mail as possible should
be so handled. When an agency's cor-
respondence practices requirethatof-
ficial mail shall be addressed only to
the head of an agency or organizational
unit, it may be possible nevertheless
to determine from information on the
envelope the action office for direct
routing. Obviously, addressing to or-
ganizational units or prescribing the
use of an office symbol will permit
direct routing without opening.
Personally addressed mail, which is
forwarded unopened to the addressee,
will fall generally into two categories
- purely personal mail and personally
addressed officia=l mail. A g e n c i e s
should reduce all such mail to a mini-
mum; purely personal mail interferes
with handling official mail, while per-
sonally addressed official mail is
harder to route and cannot be control-
led properly. Personally addressed
official mail coming from outside should
bear the names and titles of addressees.
Inter-office correspondence should be
addressed by titles only.
Reduction of the volume of personally
addressed mail can be achieved by en-
couraging--
1. Personnel to have purely personal
mail sent to their homes.
2. Personnel to handle official matters
by official correspondence.
3. Outside organizations to address
mail to office heads rather than writing
direct to individuals in the office. Em-
CIA-RDP74-00005R000200070002-4
ployees should be instructed to notify
official out-side contacts of their cor-
rect mailing address.
Employees should encourage out-
side officials to use office codes or
symbols with the address or to use an
attention designation on the face of the
envelope. Mail prepared in this man-
ner can be delivered unopened.
In addition to the above a special pol-
icy should be adopted in the case of
mail addressed to an employee who is
absent or who has left the job. The
head of an agency or organizational
unit should designate a responsible
person to open mail that is obviously
official, such as mail bearing a penalty
or official mailing indicia, to ensure
that no important official correspond-
ence affecting the agency is neglected
or forwarded in error.
Routine or readily identifiable official
mail should also be routed direct with-
out opening when possible. Ordinarily
there is no need for such mail to be
seen by anyone other than the addressee.
The mail room should recognize this
fact and expedite its mail-handling by
direct routing. Naturally not all routine
matter can be handled in this manner.
Incoming mail should, therefore, be
surveyed to determine which type can
be forwarded without opening. The
basic requirement for handling such
mail in this manner is that the material
must be clearly identifiable from the
information on the envelope.
OPENING, SECONDARY SORTING
AND TIME - STAMPING
Opening
After the initial sort, the remaining
official mail is opened. In the smaller
agencies or offices this will be done by
hand, but larger organizations may
find that an automatic letter-opener
will materially speed their operations.
10
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 SA~oorov cLort Release 1999/09/07 : C61~r D1ai4 OO 007 9 --4
ures, noting on the letter if any are
The secondary sorting again segre-
gates the routine mail which can be de-
livered direct to the action office with-
out control. Such mail will be similar
to the mail which was sent direct as a
result of the initial sort, and will in-
clude such items as forms, reports,
form letters, acknowledgments, and
other routine correspondence which is
of interest to only one office.
During both the initial and secondary
sort, certain types of mail, such as
Congressional correspondence, should
be pulled out when recognized and given
priority handling.
The routine items are routed in the
same manner as unopened mail--by
sorting direct into the sorting case. It
is obvious, therefore, that the proper
addressee must be indicated on the face
of the letter or by the nature of the
material. No office symbol or route
slip should be placed on these items
by the sorter, and he should not be re-
quired to read any farther than the ad-
dress line or the subject line of the let-
ter. He may,. however, be required in
missing. As a rule, a letter should
not be held by the mail room while a-
waiting missing enclosures.
The remaining mail will be that which
is either non-routine or not readily
routed after a brief inspection of the
heading. It is passed to the routers or
router-classifiers for further action.
Time-Stamping
During the sorting process, certain
types of documents, either opened or
unopened, may require time-stamping.
These documents, such as contracts,
invoices, and the like, may warrant
stamping because the time of receipt
can have legal or monetary signifi-
cance. The indiscriminatetime-
stamping of all mail should, however,
be avoided. It is unnecessary, and
furthermore, it delays mail delivery.
Time-stamping the same piece of mail
at more than one point in an agency is
even more time-consuming and un-
necessary. The list on page 38 indi-
cates certain types of mail which may
require time-stamping for the purpose
of protecting the interests of the Gov-
ernment.
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
SUMMARY OF BASIC PRINCIPLES
1. Schedule some employees to report early so that the first mail delivery can be
completed before or soon after regular working hours begin.
2. Whenever possible send routine mail to the action office without opening or for-
mal routing.
3. When appropriate route mail, whether opened or unopened, by direct sorting into
the compartments of a sorting device rather than by indicating an office symbol.
4. Reduce the handling of personal mail to a minimum.
5. Time-stamp selected types of mail only when it serves to protectthe interests
of the Government.
B. Routing and Classifying
Step 1. Route all remaining routine mail of minor importance.
a. Route mail going to only one addressee by writing the appropri-
ate office symbol on the face of the letter.
b. Use a simple route slip if desired, as a transmittal sheet in
routing or coordinating mail among several offices. A rubber
stamp may be used in lieu of the route slip.
Step 2. If pre-classification is used, place the file symbol and any cross-
reference symbols on the face of a routine letter at the time that it
is routed.
Step 3. Route. non-routine mail which is to be controlled by marking the
appropriate office symbols and file symbols on a pre-assembled
mail control form, which is then attached to the correspondence.
a. Use a two-part set for mail to be controlled without follow-up.
b. Use a three-part set for mail on which a follow-up record is to
be maintained.
Step 4. If mail is to be followed-up, place a deadline date on the mail con-
trol form when it is routed.
Step 5. Forward routine mail to the proper office. Retain non-routine
mail which is to be controlled for further processing.
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
ROUTING Except in very unusual circumstan-
Routing Without a Route Slip
The mail remaining after the two
sorts described on earlier pages can
again be divided into two categories--
that which is not important enough to
warrant controlling and that which is.
Mail which does not require con-
trolling is routed without the use of a
route slip or mail control form. While
many agencies do use a route slip in
routing such mail, this practice is-
not necessary. The router or router-
classifier, after reading as much of
the heading or contents as necessary,
writes the proper office symbol and file
symbols (if pre-classification is used)
on the face of the letter itself. The let-
ter is then ready for delivery. Since the
preparation of a route slip is elimi-
nated, mail is processed through the
mail and file unit much faster, saving
both paper and time.
Routing to more than one office will
seldom be needed on routine action or
information mail. When it is, the ad-
ditional symbols can also be written on
the face of the letter. If preferred, a
rubber stamp with check boxes, as illus-
trated, may be used for this purpose.
The letter itself will then bear a com-
plete record of the offices or persons
who saw it. This method eliminates
the necessity for filing a route slip,
thus saving both filing time and space.
TO:
FOR ACTION FIFOR INFORMATION
PREPARE REPLY FOR SIGNATURE OF
FURNISH COPY OF REPLY TO
COPY ALSO SENT TO
ces,all mail should be routed to the action
office first . Those offices having a
direct interest in the subject can be
included in subsequent routing for in-
formation purposes, with a file copy of
the reply attached.
Routing With a Route Slip
While it is not necessary to trans-
mit any routine mail with a route slip,
some agencies prefer to do so in the
case of mail that must be routed or
coordinated among several offices. In
this case the router or router-classi-
fier uses a simple route slip on which
he can check off the offices to receive
the letter. Names of individuals in an
office may be listed on the route slip
to expedite routing. In lieu of a sepa-
rate slip the rubber stamp illustrated
above can be used. There is no need
to number or date the slip or add any
information other than the routing. If
pre-classification is used, file sym-
bols are placed on the face of the letter.
ROUTING SLIP
TO-
(Office Symbol)
1.
4.
2.
5.
3.
6.
FOR-
n APPROVAL
SEE ME
El FILE
SIGNATURE
El NECESSARY
ACTION COMMENT
NOTE AND
RETURN j INFORMATION
RECOMMEND
ATION
PREPARE R
EPLY FOR SIGNATURE
OF
FROM
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
Routing With a Mail Control Form 21 MP Records Man-
Mail to be controlled is handled dif-
ferently from routine mail. In t h i s
case a mail control form (see page 40),
which also contains routing informa-
tion, is an integral part of the control
procedure, as will be described later.
The router, after deciding that a letter
should be controlled, attaches a pre-
assembled two-part control form to the
correspondence.. (These forms may
be pre-assembled by messengers or
other personnel having available time.
In some instances, quantity will war-
rant the use of a specialty form for
this purpose.) If the letter is also to
be followed up, a three-part set is
used. The proper routing is marked
on the control form, and, if pre-clas-
sification is used, the file symbol is
assigned at the same time. In the case
of deadline mail a follow-up date is
added to the control form. The cor-
respondence and the control form are
then passed to a typist for further pro-
cessing.
Routing Symbol
In order to simplify the task of the
router, the organization symbol used
in the agency for identifying offices
should be used in routing. If a code
has notyetbeen prescribed, one should
be developed by the agency along es-
tablished organizational lines, such as
illustrated below.
Numeric or Alphabetic Office of
Symbols
00 A Head of Agency
001 AA Deputy Head of
Agency
Chief of Per-
sonnel
Placement Of-
ficer
02 M Chief of Man-
agement
Mail Guide
agement Of-
ficer
MR Research and
Statistics Of -
ficer
MO Organization
and Methods
Officer
MOA Analyst
A Mail Guide, sometimes referred
to as a Maildex, is a device which lists
the proper routing for various types of
mail. It assists in obtaining accurate
routing and is a valuable aid in training
new routing clerks. Any mail room re-
ceiving more than 1, 000 pieces of va-
ried types of mail a week will find it
especially helpful. A complete de-
scription of the Mail Guide and its op-
eration appears on page 42.
PRE - CLASSIFICATION
Pre-classification is the process of
assigning a file symbol to an incoming
letter as a part of the mail procedure
rather than when correspondence is re-
turned for final filing. When combined
? with the routing operation, it permits
the routing clerk to assign a file sym-
bol and the routing symbol at the same
time. Thus in most cases only one
reading of a letter instead of two will
be necessary to complete both tasks;
this will save time and money. In ad-
dition, the use of pre-classification
makes it possible to prepare extra
copies of the control form if needed for
cross-reference purposes in the files.
Pre-classification is recommended
if the mail and file operations have been
physically combined, and if the very-
difficult-to-meet conditions listed in the
following paragraph regarding its use
are observed. It is not recommended if
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
the mail and file operations are physi-
cally separated and cannot possibly be
consolidated.
Offices utilizing pre -classification,
or contemplating its adoption, must
ensure that:
1. The routing and pre-classification
operation, which takes more time than
routing alone, does not excessively de-
lay the delivery of correspondence,
causingbacklogs tobuild up in the mail
room.
2. Router-classifiers are able to route
and classify most letters after only one
reading. If an excessive number of
letters must be read once to assign a
file symbol and again to assign a rout-
ing symbol, pre-classification is un-
justified because there is no over-all
saving in time.
3. The symbol assigned by the router
classifier--either formally or infor-
mally--is not reviewed for accuracy
before filing. If it is reviewed, the
benefit of pre-classification is lost; for
instead of saving an operation an extra
one is added. Sucha review frequently
develops as the result of router-clas-
sifiers being unable to anticipate the
type of action which an incoming letter
will require. The errors which result
lead to the review as a means of en-
suring accuracy in the files.
If the above conditions cannot be met,
and they very rarely can, pre-classifi-
cation should not be used in any type of
operation.
SUMMARY OF BASIC PRINCIPLES
1. Route mail by writing the appropriate office symbol on the face of the letter.
2. Use a route slip or rubber stamp only if mail must be sent to several offices in
turn.
3. Route correspondence to the action office first and include in the routing only
those offices having a direct interest in the subject.
4. Where necessary prepare a list of routing symbols for the agency.
5. Develop a Mail Guide, if volume warrants, to obtain accurate routing and to aid
in training new employees.
6. Pre-classify mail if the mail and file operations are combined and the require-
ments for pre-classification are met.
15
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
C. Controlling
Step 1. Pass the correspondence to a typist who extracts all information
necessary to complete filling out the mail control form.
Step 2. Distribute copies of the control form as follows:
a. Attach the original to the correspondence, which is then de-
livered to the action office.
b. File the first copy alphabetically by the name of the originator
of the letter (or chronologically or by subject if desired).
c. If mail is to be followed-up, place the second copy in a tickler
file by follow-up date.
Step 3. Check the tickler file each day or at least periodically. If the re-
ply to any letter is overdue, notify the action office by telephone.
GENERAL PRINCIPLES OF MAIL
CONTROL
Although the term "mail control" is
widely used, there is considerable dif-
ference of opinion as to its exact mean-
ing. The definition as used in this
Handbook is:
ALL INCOMING MAIL
? Mail control refers to'any pro-
cedure used to make a record
of the receipt, location, or
dispatch of mail.
Under this definition mail control in-
cludes such procedures as logging or
preparing other records to indicate re-
ceipt, providing signatures for classi-
fied and registered mail if required,
By Cutting in Half Recording and
Control Requirements of Incoming
Mail, $30 Million Could Be Saved
Annually
... (Hoover) Task Force Report on
Paperwork Management, Part I.
30%
NOW RECORDED
& CONTROLLED
COSTING $ 60 MILLION
16
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
following-up mail to ensure action,
providing information on the location
of mail, microfilming, or making cop-
ies by any reproduction process and
all other methods concerned with main-
taining some sort of record on mail.
Thus there are varying types and de-
grees of control, just as there are dif-
ferent methods of sorting and routing.
Types of Mail to be Controlled
In an agency where replying to cor-
respondence is emphasized as an action
desk responsibility, most mail can be
handled without controls. A number of
agencies, both large and small, operate
successfully under such a system.
From the standpoint of economy and
efficiency this is highly desirable, as
indicated in the Hoover Task Force re-
port: "In many instances mail record-
ing has been almost eliminated and, to
the amazement of the officials in the
organization, the mail operations have
become more efficient. As an example,
the chief of a Navy staff office simpli-
fied his mail system and found after a
year that he had greater efficiency and
a saving of $20, 000. This was in an
organization of only 200 people. "
Many agencies, however, believe
that control of some important mail is
necessary in their own case and are
willing to bear the cost. The outlined
system presents a method of achieving
such control simply and economically.
Efficiency in this operation is based
upon the principle that only a few se-
lected types of important mail should
be controlled while in routing. This
should be a small portion of the total
mail received, usually not more than
15 percent. If the figure is higher, ad-
ditional types can probably be dropped
from the list.
The types to be controlled should be
specified after all types of mail nor-
mally received have been subjected to
a thorough review. The list on page 38
will serve as a guide in deciding what
CIA-RDP74-00005R000200070002-4
Approved For Release 1999/09/0717
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
these types should be. When the re-
view is complete, each router or
router-classifier should receive a list
of the types selected for control, with
the proper action indicated for each.
This information can well be added to
the Mail Guide, described on page 42,
so that the latter will indicate both the
correct routing and proper handling.
This principle of being selective in the
choice of material to be controlled is sim-
ple, but it is the most important single
principle in the whole subject of mail con-
trol. Controlling mail by any system
always delays its delivery and in-
creases its handling cost. This de-
lay is usually cumulative so that as the
quantity controlled increases, the
length of the delay increases even more
rapidly, often resulting in constant
backlogs of undelivered mail. As a
result the best system possible cannot
provide effective mail service if an
agency insists on controlling most of
its mail.
Security Classified Mail
The handling of security classified
mail is governed by Executive Order
10501 (3CFR 1953, Supp., 18 F. R.
5354) and the requirements of agency
regulations. Within such require-
ments, however, most of the princi-
ples outlined in connection with the
system described in this Handbook can
be applied to speed operations and to
prevent overcontrol of security classi-
fied material. For example, an extra
copy of the control form may be pre-
pared in the same typing operation and
used for obtaining signature receipts.
Other Systems of Control
The system to be described is based
on the use of a control form as a means
of controllingthe mail. This system is
applicable to the majority of agencies.
In two instances, however, variations
may be advisable. The first of these
involves the rather small agency or field
office, where a control form system is
too elaborate. No control should be
necessary in this case except for secu-
rity classified material, and for the
latter a simple log or receipt system
should suffice.
The second instance concerns the
opposite extreme -- the very large
agency having a great volume of mail.
Such an agency may find that even with-
in the limits on controlling suggested
by this Handbook, the volume is too
great to be handled efficiently by typed
control forms. In such a case other
methods should be explored. For ex-
ample, a carbon copy of a letter can
be used for control purposes. In other
instances, the greater speed afforded
by a microfilm camera may justify the
expense of its use as a means of con-
trolling mail. A major drawback to
microfilming is the tendency of a mail
and file unit to control too much mail
when the facilities of a camera are
available. This defeats the purpose of
microfilming- -the process should be
used for reducing work, not for making
it possible to control more mail.
THE MAIL CONTROL SYSTEM
The Mail Control Form
The basis of the simplified control
system described in this Handbook is
the mail control form. Appearing on
page 41 is a recommended format for
sucha form that incorporates only these
items of information which experience
has indicated as absolutely necessary.
It should be noted that the mail con-
trol form is not used when mail needs
only to be routed. It is primarily a
form for controlling correspondence,
and is therefore more elaborate than
a route slip need be.
Use of the control form is based on
the following advantages:
Approved For Release 1999/09/07 : dPA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
1. It is basically a combination of a
mail log and a route sheet, and as such
eliminates the need for these separate
forms.
2. As a combined form it is flexible
enough to serve not only as a log and
route sheet, but also as a follow-up
record and cross-reference sheet.
3. Since several copies may be pre-
pared as easily as one, various types
of mail can be handled by preparing
different numbers of copies without
additional work or forms.
4. It is simple enough to be completed
by inexperienced personnel after the
routing symbol and file symbol have
been indicated.
There are some disadvantages. The
system, for example, is more elab-
orate than is necessary for small agen-
cies or offices. In general, however,
it is a simple but sound system that
will work well in nearly any agency.
Detailed instructions for filling out the
control form appear on page 40.
The Control Procedure
Preparing the Control Form-The initial
step in controlling mail has already
been described under ROUTING. After
the proper routing symbol and file
symbol (if pre-classified) have been
assigned, the correspondence and con-
trol forms are passed to a typist who
extracts the information necessary to
completethe forms. Having the router
or router-classifier fill in only the of-
fice symbols and file symbols utilizes
the time of the higher-paid employee
in the more difficult task. With routine
extraction work being done by a typist,
mail processing will be speeded up and
fewer routers or router -classifiers
will be needed. In small mail and file
units the complete operation may, of
course, be performed by one person.
If a follow-up record is to be main-
tained on a piece of mail, the same pro-
cedure as above is followed with two
exceptions: a three-part set of the
mail control form is used, and a fol-
low-up date is placed on the control
form by the router. This date may be
either a deadline date specified in the
letter, or a date predetermined by a-
gency policy regarding the time limit
to be observed in answering certain
types of correspondence. For example,
it may be required that Congressional
mail be answered within two or three
days and ordinary action mail within
five days.
It is usually unnecessary to place a
control, or serial number on either
incoming mail or on mail control forms.
While this number may be a convenient
means of referring to a letter, it is
also another number on which the agency
must maintain a record. For this rea-
son it is recommended that no serial
number be placed on control forms or
on incoming mail unless the needs of
the office clearly warrant its use.
Disposition of the Control Forms - - -
After completion of the control form by
the typist, the copies are handled as
follows:
The original of the control
form is attached to the cor-
respondence, which is dis-
patched to the appropriate
office.
The first copy is filed alpha-
betically by source (or chro-
nologically or by subject if
desired) as a locator record
of the places to which a letter
has been routed, as a record
19
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
of the receipt of the letter,
and as a cross-reference to
the general subject files.
? The second copy, in the case
of follow-up mail, is placed
in a "tickler" file according
to the day of the month a reply
is due.
The Mail Locator File
One of the purposes of mail control
is to provide a source of information on
the location of mail. This purpose is
accomplished by retaining the first
copy of the mail control form in the
mail and file unit. When requests are
received for information as to the
whereabouts of a letter, the office sym-
bols indicated on the control form
should give sufficient information to
find the material. Taking into consid-
eration the time lapse between routing
and the request, one or two telephone
calls will normally suffice to locate
the letter. Since these requests are
most commonly made by source, the
locator file is probably best arranged
alphabetically by the name of the origi-
nator.
The practice of requiring offices to
report to the mail and file unit when
they have forwarded a letter to the next
routee is unnecessary. Similarly the
requirement that mail be returned to
the mail and file unit between each step
in routing in order that its movement
can be posted to the second copy of the
control form is unnecessary. These
procedures are costly, and delay the
mail to an unwarranted degree.
proper destination. The mail and file
unit must be informed of such change
in the routing. If the routers are well-
trained and experienced, and if a Mail
Guide is in use, the need for such
changes should seldom occur.
The Follow-Up File
Thefollow-up "tickler" file is main-
tained by the mail and file unit as a
means of checking the handling of action
correspondence. Its arrangement is
simple. It may contain 31 folders num-
bered consecutively, one for each day
of the month; or if volume does not
make so complete a division necessary,
five- or ten-day groups will be ade-
quate. The second copy of the control
form is filed in one of these folders
according to the date shown in the "Date
Due" box.
If the volume of follow-up mail is
small, the first copy of the control
form maybe used as the follow-up copy
to be placed in the tickler file. After
it is cleared from this file, the form
is placed in the locator file with the
rest of the control forms. With this
system there is no need for a three-
part control form. There will, how-
ever, be some inconvenience because
of the occasional necessity for check-
ing two different files to find a desired
control form.
Any individual who changes the orig-
inal routing, however, should be re-
quired to notify the mail and file unit,
so that the locator copy of the control
form can be changed accordingly. An
office that receives a mis-routed letter
should be made responsible for insur-
ing that it is promptly forwarded to its
Approved For Release 1999/09/019 CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
Clearance of the follow-up file is
continuous. As replies to deadline
correspondence are received in the
mail and file unit with control forms
attached, they are matched with the
corresponding control forms in the
follow-up file. The latter forms are
then removed and destroyed, unless
needed as a cross-reference sheet in
the subject files.
Each day the person responsible for
thefollow-up file checks to see if there
are control forms which are overdue.
If there are, follow-up action is taken.
This is best done by telephoning each
office concerned to notify it that a re-
ply is overdue and to find out when the
answer may be expected. This date is
entered on the control form as a new
deadline date, and the form is refiled
in the tickler file. The telephone call
method of follow-up is recommended
because it is quicker and simpler.
If the action office does not answer
the letter within the next deadline pe-
riod, appropriate action as specified
by the agency head should be taken. If
desired this can take the form of a
memorandum calling attention to the
delinquent correspondence, sent to the
head of the office concerned.
controlled at more than one point in an
agency. In the case of certain types
of mail it will be found advantageous
to decentralize mail control to the di-
vision or even section level. This may
occur because:
? The incoming correspondence
which must be controlled
usually applies only to a spe-
cific division or section and
is large in volume.
? It is impractical for the mail
and file unit to determine the
specific action desk for cer-
tain types of correspondence.
In the event control is decentralized,
it requires only two changes in the pro-
cedures previously described.
1. The types of mail for which control
is decentralized are routed by the cen-
tral mail and file unit to the office con-
cerned, without opening if possible, or
with only the necessary routing noted on
the face of the letter. No control forms
are prepared by the mail and file unit
for such mail.
2. The office mail clerk prepares and
uses the mail control forms following
the procedures that have been previ-
ously outlined.
In the discussion on Basic Principles
for Handling Mail it was stressed that
the same piece of mail should not be
Decentralized control is particularly
appropriate if files have also been de-
centralized.
1. Excessive mail control slows the delivery of mail and increases the cost of
handling.
2. Control only a minimum number of carefully selected categories of important
mail.
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
3. Do not place control or serial number on incoming mail unless the needs of the
agency clearly warrant its use.
4. Prepare a mail control form only when needed for the purpose of control.
5. Have the router or router-classifier place only the routing symbol, file symbol,
and follow-up date on the control form, the remainder of the form being filled in by
a typist.
6. Use the first copy of the control form as a record of receipt and routing; use
the second copy as a follow-up record.
7. Do not require that mail be returned to the mail and file unit for location posting
before passing to the next routee; however, require that the unit be notified if the
original routing of a controlled letter is changed.
8. Notify offices by telephone of over-due replies to correspondence.
9. Do not control the same letter at more than one point in an agency.
10. Decentralize the control of mail if the size of the agency or the type of mail re-
ceived makes it advantageous to do so.
22
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
II. OUTGOING MAIL
A. Preparing Mail for Dispatching
Step 1. Receive outgoing mail from the agency offices. Check it for en-
closures, proper number of copies, signature, and other sources
of possible routine error.
Step 2. Date-stamp each outgoing letter if this function is assigned to the
mail room.
Step 3. Separate file material from the outgoing correspondence.
RESPONSIBILITY
The discussion on Basic Principles
for Handling Mail emphasized the im-
portance of clearly defining who is re-
sponsible . for performing each mail
operation. This is especially neces-
sary in the case of outgoing mail.
There are several operations, such as
,dating and assigning file symbols, which
can be performed in either the mail
and file unit or in action offices. It is
important, therefore, that the exact
location be specified, preferably by
agency directive, in each case to pre-
vent duplication.
PREPARING MAIL IN ACTION
OFFICE
The manner in which original letters
or replies to incoming letters are pre-
pared is generally prescribed by in-
dividual agencies in a correspondence
manual, and is not discussed in this
Handbook.
CHECKING
Upon receipt of a letter the mail and
file unit inspects it to make sure that
the proper number of items are at-
tached. These will include enclosures,
file copies, information copies, the
original incoming letter and control
form, if any, and an envelope, if re-
quired. The letter is also checked to
see that it has been signed.
DATE- STAMPING
The outgoing letter is then date-
stamped, if this practice has been
adopted. Whether or not letters should
be dated in the action office must oe
decided by each agency. There are
several points to be considered. Dat-
ing a letter as it is typed is easier than
dating it later with a date stamp; this,
however, is not always practical. A
letter may not leave an agency for sev-
eral days after it is prepared, since
it frequently takes this long to coordi-
nate important correspondence among
interested offices. Obviously, the date
on such a letter would be misleading if
it were added when the letter was typed
instead of when it was mailed.
The mail and file unit becomes re-
sponsible for outgoing mail when it is
received from the action office after
being signed. Each letter should be
accompanied by the number of addi-
tional copies specified by the agency
for internal use. Every effort should
be made to keep these copies to a
minimum.
One solution is to have the office of
the individual signing the correspond-
ence date a letter with a date stamp
when it is signed. This will be effec-
tive if the volume of mail to be so han-
dled is small. If the mail volume is
large, it will probably be more effec-
tive to have letters dated in the mail
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
and file unit, where the operation can
be made a routine, highly repetitive
task with a resulting increase in effi-
ciency.
If, however, nearly all letters can
be signed in the office where they are
prepared and then sent directly to the
mail and file unit, it will naturally be
better to type the date rather than
stamp it on later. Choice of the prop-
er method is merely a matter of choos -
ing the one which will save the greatest
amount of time and labor. It may be
that a combination of these methods
will be best.
IDENTIFYING CORRESPONDENCE
spondence. This symbol, in combi-
nation with date and subject, is ade-
quate for identifying a letter.
More important, this symbol is use-
ful to assure accurate and fast routing
when replies are received.
Some organizations maintain a log of
outgoing mail, posting notations of all
letters dispatched. This practice is
usually unnecessary. If a chronologi-
cal record of outgoing mail is needed,
an extra copy of each letter can be
prepared and filed by date for use in
lieu of a log.
Using three designations to identify
a letter-a serial number, a file sym-
bol, and an office symbol-is costly.
For both originators and receivers, it
requires several additional files for
reference purposes.
The best method is to carry an orig-
inator's office symbol on all corre-
As a final step in preparing a letter
for dispatching, the file material and
information copies are "stripped, " or
separated, from the outgoing letter.
These copies are in turn separated
from one another in accordance with
ultimate destination.
CHRONOLOGICAL
OUTGOING MAIL
CHRONOLOGICAL
RECORD OF
OUTGOING MAIL
24
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
SUMMARY OF BASIC PRINCIPLES
1. Specify where mail operations such as dating, stripping, and preparing envelopes
will be performed.
2. Keep the number of copies of outgoing correspondence for internal use at a
minimum.
3. Date mail either in the office of the signer or in the mail and file unit.
4. Use the originator's office symbol as identification on outgoing letters.
5. Utilize an extra copy of outgoing letters in place of an outgoing mail log.
B. Dispatching
Step 1. Sort outgoing letters, including information copies, by type (i. e. ,
air mail, registered mail, special delivery mail) and by addressee.
Step 2. Envelope all letters, consolidating outgoing mail so that letters
sent to the same address will be placed in one envelope.
Step 3. Add postage where necessary, bundle mail, and forward it to the
post office.
Step 4. Forward internal information copies of outgoing mail.
Step 5. Send all file copies, together with the original incoming letter if
routing is completed, to the files.
Step 6. Dispose of mail control forms and route slips as follows:
a. File original of control form and route slips only when impor-
tant remarks have been added.
b. Retain the first copy of the control form in the locator file (see
page 20) as a log of incoming correspondence and as a source
cross-reference to the subject files.
c. Clear the second copy of the control form, if any, from the
tickler file and either destroy it or use it in the subject files as
a cross-reference.
mail is more than a few pieces a day,
a sorting device should be used which
After outgoing mail, which includes contains a compartment for each of the
outgoing information copies, has been agencies to which mail is sent reg-
checked, dated, and stripped, it is ularly. If the number of such compart-
sorted for mailing. If the volume of ments is sizeable, it will be advanta-
25
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
geous to divide the sorter into three or
four major sections. The mail can
then be given a preliminary sort by
placing it in trays which correspond
to each of these sections, permitting
sorting in one section at a time and
thus decreasing waste motion.
In addition to sorting by addressee,
it will be necessary to separate mail
which is classified and mail which re-
quires special services, such as air
mail, special delivery mail, regis-
tered mail, and mail to certain foreign
countries. Other special sorts, such
as dividing local mail from out-of-town
mail, may also be required.
ENVELOPING
In most cases the mail room can en-
velope mail more efficiently than oper-
ating offices because:
? Letters from different offices
addressed to the same agency
or field office can be for-
warded in the same envelope,
thus saving envelopes, post-
age, and separate handling.
? Envelopes can be mechanically
pre-addressed in quantity and
used as needed by the mail
room-obviously a more ef-
ficient procedure than typing,
individual envelopes.
ping process by permitting the mail
room to use mechanical equipment for
miscellaneously addressed corres-
pondence.
When practicable, originating offices
should use self-mailers which are
folded and stapled and do not require
envelopes.
Envelopes should be matched to en-
closures. The unnecessary use of large
or extra size envelopes should be
avoided. Such envelopes not only cost
several times as much as standard-
size envelopes but their handling in the
mails is difficult and expensive. Single
sheet letters and, whenever possible,
printed matter, forms, etc. , should
be folded and enclosed in conventional
letter-size envelopes (4-1/8 by 9-1/2
inches or smaller). Large flat en-
velopes should be used only for multi-
ple enclosures, or for thick pamphlets,
books, or other matter which cannot
be folded and placed in the smaller
letter-size envelopes.
If letters are checked in the mail
room, they cannot be enveloped in ad-
vance. The mail room will thus have
to stuff and seal all envelopes. If the
volume of mail is large, either a hand
operated or an automatic sealing ma-
chine may be worth its cost.
FINAL DISPATCH
Experience will show which address-
ees are sent mail in sufficient volume
to make it worthwhile for envelopes to
be prepared - centrally. The offices
originating correspondence can then
be notified that no envelopes need be
addressed for these agencies. For all
other addressees the office t y p i s t
should prepare the envelopes, unless
window envelopes are used.
Use of window envelopes eliminates
one typing operation and the time-con-
suming step of matching letters to en-
velopes. It also speeds up the envelo-
Envelopes should be stuff e d and
sealed on a schedule to coincide with
the time mail must be sent to the post
office. Local mail, however, should
be dispatched more often. After en-
veloping, postage is applied where nec-
essary. The mail is then tied in bun-
dles as required by postal rules and
forwarded to the local post office.
Mail personnel should be scheduled
so that some employees remain after
regular working hours to dispatch the
mail received after the close of busi-
ness.
Approved For Release 1999/09/07 : CIW-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
DISPOSITION OF COPIES
Information Copies
After stripping, information copies
for offices within the agency are de-
livered with ordinary inter-office
mail.
File Copies
If routing has been completed -In-
coming letters which required no reply
are forwarded to the file clerks for
filing. Incoming letters to which a
reply was prepared are sent to the
files after the stripping operation with
the file copies of the outgoing letter.
The original of the control form is de-
stroyed unless important remarks have
been added. If the incoming letter was
assigned a deadline date, it is matched
with the follow-up file in order to clear
the tickler copy of the control form.
If routing has not been completed-
Occasionally the information routing of
an incoming letter has not been com-
pleted when the action office sends the
reply to the mail room. In this case,
after the outgoing letter is stripped,
the incoming letter and the official
file copy of the outgoing letter are for-
warded for completion of the routing.
The remaining file copies, if any, are
sent to the files. If a deadline date
was assigned, the tickler file is cleared
before the letter is sent out for infor-
mation routing.
throughout its routing. It is filed with
the correspondence only when it con-
tains important remarks.
The first copy of the control form
remains in the locator file (see page 20)
if needed as a record of important cor-
respondence received by the agency.
The final action on a piece of corre-
spondence should not be posted to this
record, as official action will be shown
on the official file copies.
The second copy of the control form
is cleared from the follow-up file when
the deadline correspondence is returned
for mailing. This copy is then for-
warded to the files with the file copies
of the outgoing letter. If needed, it
may be used as a cross-reference
sheet; otherwise it should be destroyed.
The original of the control form re-
mains attached to the incoming letter
27
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
Route Slips
Route slips should not be filed with
the correspondence unless important
remarks have been added which need
to be made a part of the record. Ini-
tials indicating review or concurrence
should be placed on either the face of
incoming letter or on the official file
copy of the outgoing letter.
SUMMARY OF BASIC PRINCIPLES
1. Do not file the original control form or route slip with the correspondence unless
they contain important remarks.
2. Use any available copies of the control form for cross-reference purposes in
the files if needed.
3. Do not post the action taken on correspondence to the locator copy of the control
form.
4. Consolidate outgoing mail so that letters sent to the same addressee will be
placed in one envelope.
5. Use window envelopes, whenever practicable, to make the enveloping operation
more efficient and accurate.
6. Use mechanical equipment to expedite sorting, sealing, and applying postage if
the volume of mail warrants.
7. Schedule some employees to remain after regular working hours to dispatch
mail received after the close of business.
28
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
III. MESSENGER SERVICE
Messenger service operations are
an important segment in the total pro-
cedures designed to place mail on an
action desk fast. It is readily apparent
that to simplify mail controls and at the
same time ignore the delivery aspect
achieves only part of the job. There-
fore, it is important periodically to
review messenger service operations
to improve deliveries and prevent
delays.
The following principles are impor-
tant:
1. Messenger pickup and delivery
should be made on regular routes in
order to minimize the necessity for
special messenger service.
2. Routes should be so laid out that
there is no overlapping or duplication of
service.
However, messenger service does
not lend itself to standardization as a
single system, for individual proce-
dures will have to vary according to the
nature of the agency. Hence the sub-
ject is discussed here in terms of prin-
ciples rather than specific procedures.
A. Planning of Stops and Routes
To provide effective service in an
agency, there must be enough central
control over messenger operations to
ensure that routes and schedules are
planned efficiently.
3. Routes should be planned so that
messengers travel a minimum distance
in servicing the necessary stops.
4. The organization should be exam-
ined to find if there are offices which
can be economically grouped into single
delivery and pickup stops.
5. Consideration should be given to
equipping messengers on extended runs
with bicycles, motor scooters, or other
types of vehicles which will speed
delivery.
AVOID OVER-LAPPING ROUTES
29
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
B. Scheduling
Proper scheduling of messengers
will provide faster and more efficient
service. This in turn will not only de-
crease the number of messengers re-
quired and expedite the operations of
the agency, but will also cause the of-
fices served to place: more faith in the
ability of the messenger service to de-
liver mail accurately and promptly.
As a result there will be less time lost
in the agency as a whale, since individ-
uals will rely on and use the messenger
system instead of delivering mail per-
sonally to make sure it reaches its
destination.
Some of the principles to be observed
are:
1. Pickup and delivery should be op-
erated on a regular schedule, usually
at intervals of one hour. Under unusual
circumstances delivery may be made
more often. Conversely, the number
of trips should be decreased if agency
operations do not require such frequent
deliveries.
2. Messenger schedules should be
planned to coincide with the local post
office pickup and delivery schedules so
as to minimize the time mail is held by
the mail and file unit.
to sort and distribute mail before the
day's work begins.
5. Schedules and routes should be
maintained on an up-to-date basis and
copies furnished to all offices of an
agency.
C. Sorting Mail E n Route
Some messenger systems require
that messengers sort mail as it is col-
lected, others that all mail be returned
to the mail room for sorting. From
the standpoint of faster service to the
agency, sorting mail as it is picked up
offers a distinct advantage if the quan-
tity is not too great. Mail from one of-
fice to another office farther along the
same route can be delivered on the
run without being returned to the mail
room, a saving in time of at least an
hour (on an hourly schedule). This
advantage of "sorting forward" (as the
procedure of sorting each pickup is
known) is worthwhile, although it is
perhaps more difficult to sort on a run
than in a mail room. Specially designed
equipment, such as a cart with sorting
boxes, can facilitate en route sorting.
3. The slight lags that develop in even
the best-ordered system should be
absorbed between noon and 1 p. m.. For
example, if runs are on an hourly basis
the noon run should be omitted to per-
mit the mail and file unit to dispose of
temporary backlogs from the morning's
mail and to provide time for a lunch
period.
4. It is often advantageous to schedule
messenger hours so that at least one
messenger will work later than the rest
of the agency to collect mail prepared
at the close of the day. Similarly
another messenger should report early
30
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
CART FOR SORTING MAIL EN ROUTE
D. Servicing by Special
Messengers
If special messengers, as distin-
guished from messengers operating on
regular routes and schedules, are also
used by an agency, their work must be
closely supervised to prevent ineffi-
ciency. Time is sometimes wasted
while the messengers are awaiting
calls, and occasionally a messenger
will take advantage of being away from
close supervision by loitering during
his run. To combat such inefficiency,
special care must be taken to see that
all messengers are given additional
duties to perform during their idle
time. In addition a frequent check
should be made on the activities of the
special messengers during the time
they are out on a run.
Special messengers should be as-
signed to a central pool rather than to
individual divisions or offices. Under
this system the messengers' time can
be better utilized, thus requiring fewer
messengers, and more control can be
exerted over the messengers' use to
prevent such abuses as their being de-
tailed to run personal errands.
It is significant to note that as reg-
ular messenger s e r v i c e improves,
less and less special messenger serv-
ice is needed. Conversely, poor mes-
senger service breeds over-extended
service and what is worse, use of more
expensive office personnel to run these
special deliveries.
31
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
IV. ORGANIZING FOR AGENCY MAIL OPERATIONS
A. Organizational Patterns for Handling Mail
The attached charts with accompanying explanations illustrate several organiza-
tional patterns for handling mail in Federal agencies. They are presented as a
guide in selecting a plan most suitable to the requirements of a specific agency.
CITY POST OFFICE
. The Central Mail Station receives and sorts all mail for direct distribution.
SMALL AGENCIES
Chart 1. Central Mail Station Only
arrangement may be appropriate for an organization which--
Has less than 1, 000 employees
OR
Handles less than 25, 000 pieces of mail each month
and has all its activities confined to one building
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
MEDIUM -SIZED AGENCIES
Charts 2 and 3 depict arrangements which may be appropriate for organizations
which- -
Have from 1, 000 to 5, 000 employees
OR
Handle between 25, 000 and 50, 000 pieces of mail monthly
Chart 2. Area Mail Stations
AREA MAIL STATION
This arrangement may be appropriate when a medium-sized agency has organiza-
tional units located in several different buildings. The Area Mail Stations receive
mail direct from the Post Office for routing and delivery.
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
Chart 3. Central Mail Station With Sub-Stations
CITY POST OFFICE
CENTRAL MAIL STATION
Mail Mail Mail Mail
Sub-Station Sub-Station Sub-Station Sub-Station
This arrangement may be appropriate when a medium-sized agency has all its
activities confined to one building. The Central Mail Station receives all mail,
makes a primary sort, and distributes to Mail Sub-Stations. The Sub-Stations sort
the mail by office or organizational unit for distribution. The Central Mail Station
supervises the operations of the Mail Sub-Stations.
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
LARGE AGENCIES
Charts 4 and 5 depict arrangements which may be appropriate for organizations
which--
Have 5,000 or more employees
OR
Handle more than 50, 000 pieces of mail monthly
Chart 3. Central Mail Station and Area Mail Stations
CITY POST OFFICE
AREA
MAIL STATION
CENTRAL MAIL STATION
AREA
MAIL STATION
01
4,.
This arrangement may be appropriate when a large agency has the majority of its
offices located in a headquarters building and other organizational units located in
different buildings. The Central Mail Station and the Area Mail Stations separately
receive mail direct from the Post Office for routing and delivery.
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
Chart 5. Area Mail Stations with Mail Sub-Stations
CITY POST OFFICE
AREA MAIL STATION
AREA MAIL STATION
r.~
Mail Mail Mail
Sub-Station Sub-Station Sub-Station
a
This arrangement may be appropriate when a large agency has organizational units
located in several different buildings. The Area Mail Stations receive all mail for
the agency and make a primary sort for distribution to the Sub-Stations. The Sub-
Stations serving the various buildings sort the mail and distribute it.
Mail Mail
Sub-Station Sub-Station
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
B. Points to be Included When Preparing Procedural
Instructions and Assigning Responsibilities
for Mail Operations
a. Specify the responsibility and
authority of the mail and file
unit for:
(1)
Receiving and opening of-
ficial correspondence.
(2) Receiving and distributing
private mail unopened.
(3)
(5)
Time-stamping certain
classes of mail. Prepare
a list similar to one in
Section V-A showing the
types of mail subject to this
operation.
(4) Routing mail to the division
or subordinate level. In-
dicate the office symbols to
be used.
Controlling mail. Specify
the procedures that will be
used. List as an exhibit
the types of mail subject to
control and follow-up and
include a copy of the con-
trol form as an exhibit.
(6) Assigning follow-up dates
on controlled correspond-
ence. Specify the reply
periods that will be given
to various types of corre-
spondence.
b. Specify the responsibility of the
action office for:
(1) Maintaining control.
(2) Answering mail promptly
in accordance with the
specified reply periods.
(3)
Preparing acknowledge-
ments for correspondence
which cannot be answered
immediately. Indicate the
time period within which an
acknowledgement is neces-
sary.
a. Specify responsibility and au-
thority for processing and dis-
patch of outgoing mail.
(1) Specify the number of car-
bon copies (internal) re-
quired for official purposes.
(2) Specify whether outgoing
letters will be dated at the
time of preparation, on be-
ing signed, or by the mail
and file unit at the time of
dispatch.
(3) Specify at what point or
points in the organization
the outgoing mail will be
processed.
a. Specify the file point, e.g.,
action office or mail and file
unit files, of various types of
correspondence.
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
V. SUPPLEMENTAL GUIDES
A. Determining Handling for Various Types of Mail
It is sometimes difficult for mail
clerks to decide whether a particular
piece of mail should be controlled.
When in doubt, mail clerks frequently
will designate the mail for control.
This tends to bring the total control
operations well above the recommended
minimum. To prevent this kind of over
control, agencies should furnish all
routers or router -classifiers with lists
showing the handling for all types of
mail normally received.
In preparing such a list, an agency
should analyze all its mail, categorize
it by type, and specify a practice for
each type. If more than 15% of the
total mail is marked for control, some
categories should be dropped. The
specifications, if desired, can be in-
cluded with the Mail Guide (page 42).
The table which follows is a guide to
the handling of various types of mail
commonly processed by a mail and file
unit, It represents the usual way mail
is handled in an agency that has ap-
lied the principles contained in this
Handbook.
Accident reports:
Major and unusual____________
Minor and routine____________
Accounting data ________________-
Acknowledgments_________________
Allotments (budget); appro-
priations______________________
Announcements___________________
Applications for employment_____
Associations (civic)____________
Authorizations__________________
Beneficial suggestions:
Completed suggestion forms__.
Correspondence re status-----
Bids ----------------------------
Bills of lading_________________
Budget estimates________________
Bulletins_______________________
Citizenship--__._________________
TIME
STAMP
ROUTE
WITHOUT
CONTROL
X
X
CONTROL
WITHOUT
FOLLOW-UP
X
It is not the intent of this table to
specify an unvarying method for han-
dling each type of mail. The examples
used are general; within each type dif-
ferent methods of handling may be
necessary under certain conditions.
The importance of the action requested
determines whether or not incoming
letters will be controlled and followed
up. It is not necessary, therefore, to
control all action requests. Routine
requisitions, for example, are action
mail but do not need to be followed up.
Where both control columns in the
table are checked for a particular type,
follow-up should be made only in those
cases where some action is required.
If no action is necessary; the mail
should be controlled without follow-up.
In terms of the system described in
this Handbook, the column heading
"Control Without Follow-Up" refers to
mail which would require a two-part
control form. "Control With Follow-
Up" refers to mail requiring a three-
part control form.
CONTROL
WITH
FOLLOW-UP
38
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
ROUTE
CONTROL
CONTROL
TIME
WITHOUT
WITHOUT
WITH
STAMP
CONTROL
FOLLOW-UP
FOLLOW-UP
Civil Defense ------------------
X
Civil Service regulations-------
Claims against U. S. Government
Commendations___________________
Complaints; criticism; disci-
plinary actions----------------
Conferences ---------------------
Congressional correspondence:
Action requests--------------
Routine referrals and
acknowledgments_____________
Conservation____________________
Contracts_______________________
Directives (Circular letters
and other types of issuances)__
Educational services ------------
Equipment, requests for ---------
Foreign trade -------------------
Grievances______________________
Historical matters--------------
Housing -------------------------
Incentive awards program--------
Information, requests for
Inspection reports-_____________
Invoices, vendors---------------
Leases --------------------------
Legal matters-------------------
X
X
Mailing list____________________
Manuals (including changes) -----
Material shipped reports--------
Messenger service_______________
National Defense ----------------
Ordnance------------------------
Organization--------------------
Patents -------------------------
Personnel allocations; ceilings-
Personnel jackets_______________
Personnel reports_______________
Photographs_____________________
Plans, requests for_____________
Policy correspondence--------___
Promotional material (industry
X
X
X
-----------
X
X
X
X
X
and organizations) -------------
Public relations________________
Public works --------------------
Publications____________________
Records management --------------
Regulations:
Printed----------------------
Proposed---------------------
Reports, periodic_______________
Requisitions____________________
Research reports----------------
Sales- excess material ---------
Security ------------------------
Shipment orders or requests-----
Space allocation (office)-----__
Specifications, requests for____
Supplies and equipment -------___
X
X
X
X
X
X
X
-----------
Survey reports__________________
Taxes---------------------------
Telegrams-----------------------
Telephone directories -___-______
Training equipment-__ ----------
Transfers, personnel____________
X
X
X
X
X
X
-----------
United Nations------------------
X
Voting --------------------------
Vouchers, public________________
Welfare and recreation ---_--____
White House correspondence-----_
x
X
39
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
B. The Mail Control Form
A suggested format for a mail con-
trol form is shown on the following
page. When an agency has form stand-
ards not consistent with the suggested
format, it can be adjusted to conform
to those standards. An agency may
prefer to preprint office symbols on
control form instead of the blank col-
umns for routing. In this case, since
routing order must be indicated by
numbers, it is suggested that "Office
Symbol" be substituted for "Action"
and the "Action" and "Info" columns be
combined. Only symbols of major or-
ganizational units should be included.
Too many symbols slow down and con-
fuse reading of the form by both routers
or router-classifiers and messengers.
In addition, office symbols occasion-
ally change; the greater the number
that are preprinted, the more often the
control form will have to be reprinted
to keep it up to date.
PREPARATION
cate where it is to be filed.
6. Enter the date the letter is re-
ceived by the agency.
7. Note the originator's identifica-
tion data, if needed.
8. Enter the subject of the letter. If
the subject is too general to permit
identification or is not shown, brief the
content.
9. Use the inter-office portion of the
control form for routing mail to the
various offices of the agency. Symbol
entries will be made by the routers or
router-classifiers in the mail and file
unit.
10. The antra-office portion is used for
routing mail within an office (e. g.,
division or section). These entries
will be made by personnel of the office
concerned, not by the mail and file unit.
The following notes refer to the cor-
responding numbered spaces on the
form:
1. Indicate the source of the letter-
agency, organization, company, or
person's name.
2. If a follow-up date is assigned for
action, place it here.
3. Enter the receiving agency's file
symbol.
4. Enter the date of the letter.
5. If the control form is used as a
subject cross-reference sheet, indicate
the additional file symbols. If more
than one is listed, the pertinent symbol
should be circled on each copy to indi-
11 & 12. These columns indicate the
purpose for which routed. It will be
noted that the common practice of using
separate columns to show the routing
order and the office symbol has not
been followed. Instead, indicate the
routing order and the office to receive
the mail by placing the proper symbol
in the appropriate column of "Action"
or "Info", in the order that the mail is
to be routed. In other words, the first
office to receive a letter is the topmost
symbol shown, usually in the "Action"
column. The next symbol below indi-
cates the next office to receive the
letter, and is written in whichever
column is appropriate. Similarly, note
other symbols as needed. Thus, loca-
tion on the control form rather than a
written number indicates the routing
order and the purpose for which routed.
40
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
13. The person who receives the mail
for action or information places his
initials in this column.
15. Important remarks, preceded by
the office symbol, are placed on this
part of the control form.
14. The date is shown in this column
when the review or action is completed
and the letter is forwarded.
16. Use this space, if needed, to pre-
print instructions concerning the u~e
and handling of the control form.
MAIL CONTROL FORM
(FORM NUMBER)
FROM
REPLY DUE
O
FILE SYMBOL
DATE OF LETTER
CROSS REFERENCE
DATE RECEIVED
ORIGINATOR'S IDENTIFICATION DATA OR SYMBOLS
SUBJECT
9
INTER-OFFICE
1U
INTRA-OFFICE
ACTION
INFO
INITIALS
DATE
ACTION
INFO
INITIALS
DATE
11
12
13
11
12
13
14
REMARKS (Indioat. .....n f. or action taken)
15
atanda Td ma)
, CO kro, form hg8 eOt yeen de ~e1 ?Ped
beta?ee \ar 9e a9eeCteg may
D{face sYmb?~g'
e?M ire PrePr (e{ed
INSTRUCTIONS
16
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
C. The Mail Guide
WHAT IT IS: A Mail Guide (or Maildex) is a routing aid usually arranged
in quick-reference, visible form, by subject, showing
how each category of mail is to be routed.
WHAT IT IS FOR: To ensure fast, accurate routing so that mail is sent
directly to the correct office or action desk.
WHERE APPLICABLE: In central incoming mail rooms, particularly. Some
agencies receive mail in sufficient volume to justify this
type of mail-routing guide at subordinate mail units,
such as a major division.
HOW IT WORKS: When a mail-router is in doubt as to where a piece of
mail should be routed, he can refer to the Mail Guide to
determine the name or symbol number of the office to
which the mail should be sent for action or for
information.
ADVANTAGES: 1. Ensures accurate and prompt routing of mail.
2. Ensures standardized routing.
3. Helps to eliminate unnecessary control of routine
mail.
4. Indicates office designated to maintain each type of
record, thereby eliminating tendency to duplicate files.
5. Serves as a training guide for mail room personnel.
HOW COMPILED: The usual procedure for compiling a Mail Guide is:
1. Analyze incoming mail for a given period, usually a
month, making a list of all types received. Arrange
this by subject in alphabetical order.
2. Indicate on this list the routing which the mail room
thinks each type should receive.
3. Have each office authenticate the list, deleting or
adding routings and subjects as necessary.
4. If differences occur as to who gets what, reconcile
them at this time.
5. Have an experienced mail router test the list by
screening incoming mail against it.
42
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
6. When necessary rearrange the list and add cross-
indexes to ensure quick location.
7. If desired, include as a part of the Mail Guide infor-
mation on the types of mail which are to be controlled.
Other information, such as designation of form letter
for reply and name or title of official who will sign reply,
can also be included.
8. Type the list on strip files or visible cards as follows:
Action Info Control Control
Subject Addressee Addressee Without Follow-up With Follow-up
C (The appropriate letter of the alphabet appears on visible card line or
the top of the strip file. )
Claims CA CF X
Commendations A AR
Complaints MP MF X
9. If desired, the information may also be arranged by
office to facilitate revisions. It is then placed on strip
files, cards, or sheets as follows:
CODE: CB OFFICE: (Name of office appears on visible line)
Function: (Include a brief description of the office's mission)
Allotments
Appropriations
Bills, House and Senate
Budget, Bureau of
Charts, Financial
Civil Service Acts and Rules
10. Obtain final approval for the completed Mail Guide
from each office concerned and from a responsible ad-
ministrative official.
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
11. If additional copies of the Mail Guide are required
by the agency, the cards or strip file panels can be re-
produced by any available photographic process.
12. In many agencies a desk easel will be an efficient de-
vice to contain the Mail Guide. Small agencies, however,
may find a simple list or vertical card file to be sufficient.
KEEPING THE MAIL It is important that one person be given the responsi-
GUIDE CURRENT: bility for keeping the Mail Guide current, and for ob-
taining the cooperation of the operating offices to ensure
that desired changes in routing are promptly reported by
division or office heads. The Mail Guide in its entirety
should be checked with all offices at least once a year.
44
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 CIA-RDP74-00005R000200070002-4
MAIL OPERATIONS CHECKLIST
The questions are so worded that check marks in the "NO" column indicate the
need for corrective action.
General Administration
1. Are mail and file operations, if practicable, consolidated
and physically located together?
2. Has an instruction or manual release been issued to define
clearly the duties and responsibilities of the mail and file
unit and of other offices with respect to mail operations?
3. Have the basic mail handling and labor-saving devices been
evaluated and, when justified by careful studies, purchased
and installed?
4. Have mail room lighting, ventilation, and lay-out been plan-
ned so that optimum working conditions and smooth work
flow exists?
5. Are mail operations periodically reviewed to assure satis-
factory service at a reasonable cost?
Incoming Mail Operations
6. Do mail personnel report early so that the first mail deliv-
ery can be. completedbefore or soon after regular working
hours begin?
7. Can a large part of the mail be delivered direct to appro-
priate offices without opening the envelopes?
8. Is routing information usually placed directly on the face
of the letter or document rather than on a routing form?
9. Is a Mail Guide (Maildex) available, if needed, to determine
accurate routing to action and information offices?
10. Do less than two working hours elapse between receipt of
. mail from the Post Office and delivery to an action office?
11. Is mail time-stamped only when it serves the purpose of
protecting the interests of the Government and individual
citizens, such as for bids and invoices?
12. If a letter or document is time-stamped, is it stamped only
once?
El D
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
YES NO
13. Is 15 percent or less of the total mail received being re-
corded and controlled?
14. If a system of control and follow-up is being used, is a
maximum of an original and two copies of a control form
sufficient for this purpose?
Do control operations take less than five minutes to per-
form?
16. At the time correspondence is filed, is the route slip or
mail control form, if used, destroyed when no pertinent
remarks are on it?
17. Is mail delivered promptly to action offices even though en-
closures are missing?
18. Are files which relate to incoming mail sent to the action
office only on specific request?
19. If an agency is assigning file symbols as one step in the
mail procedure, have the requirements to make this an
effective procedure been met?
20. When mail is routed to several offices, is it delivered in
sequence without being returned to the mail room for post-
ing to a mail control form?
Outgoing Mail Operations
21. Do mail personnel remain after regular working hours to
dispatch the mail received at the close of business?
22. Are outgoing letters reviewed only once in the agency for
items such as enclosures, signatures, dates, and number
of copies?
23. When letters from different offices within the agency are
addressed to one of their field offices, are they handled as
bulk mail?
24. If a chronological record of outgoing mail is needed, is an
extra copy of each letter used in lieu of a log?
Messenger Service
25. Is internal pick-up and delivery of mail performed on an
established schedule that is sufficiently frequent to provide
adequate service?
D
46
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
YES NO
26. Is the schedule planned to coincide with local post office
pick-up and delivery schedules?
27. Are schedules, routes, and stops promptly adjusted to or-
ganizational and physical changes?
28. Are copies of schedules and routes furnished to all offices
served?
29. Do messengers sort interoffice mail en route, as it is col-
lected, so that as much of it as possible can .be delivered
on that run?
30. Is special messenger service rigidly controlled and pro-
vided only when regular messengers service will not suffice?
31. Are special messengers assigned to a central pool, rather
than to individual divisions or offices, and given additional
duties to perform during idle time?
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
 Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4
Approved For Release 1999/09/07 : CIA-RDP74-00005R000200070002-4