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All You Have To Know About Internal Tracking Systems It important to know the procedures of an internal mail tracking system if you are interested in using it. It is better that you know the processes involved, in that way you could get the most of its benefits. There are variety of systems that you may get, however, the process of an internal mail tracking will stay the same. But you have to keep in mind that a small differences may occur depending on the software that you have and the features that the software offers. You may begin with the process of the internal mail tracking as soon as you receive the post. When the mail arrives the person in charge of the mail will need to organize it. The organizing of the post at this point will help you later on in the process. Once the post has been organized the post will need to be bar coded. Most of the companies would think that those small packages doesn’t need to be bar coded, and only the large ones are required, however, all mail should be bar coded. The tracking software usually provides a machine that will do the bar coding of the mail.
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This machine will print out a unique bar code for each of the items of post. The post room personnel needs to input information about the post into the system as soon as the bar code is printed. This will include who it is addressed to and when it came in to the company.
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Once all of the post has been bar coded it will need to be delivered to the staff members. This is a realization that you must organize the post first before you can bar code it. This explains why you should organize the post first so that, you can segregate the post for each department and you won’t be having a hard time on the delivery. There are different methods so that you can deliver the post to the staff easily. Most companies hires a mail trolley that serves as a messenger of the mail to the different departments in the company. However, you can also have a pigeon hole system where post is put in a central location for people to pick up. If you use this system you need to have a barcode scanner in the central location to track when the post is removed from the pigeon hole. All companies should try to consider the internal mail tracking system.