Why Consider An Internal Tracking System? It important to know the procedures of an internal mail tracking system if you are interested in using it. Only when you have the process down will you be able to obtain the benefits that you want. Regardless of the system that you may get, the procedures 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. As soon as you receive the post, the internal mail tracking process can already be started. The mail needs to be organized by the person upon receiving it. It is important to organize the notes that will be received so that you won’t be having a tough time during the process. The post needs to be bar coded upon organizing it. Most companies don’t think that all mails should be bar coded since they think that only the large packages are required and the small ones are not. The mail needs to be bar coded by a machine which is usually provided with the tracking software.
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The items in the post will be printed out by unique bar codes from the machine which is provided with the tracking software. The bar code will be printed by the machine provided with the tracking system, after that, the post room personnel should input information about the post into the system. The information includes 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 explains why before you can bar code the post, you need to organize it. Having an organized post will surely help you especially in delivery since you have already organized the post for each department. There are a number of ways that you can deliver the post to the staff. Many companies have a mail trolley that goes around the company and delivers the mail to the different departments. 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. Internal mail tracking is something that all companies should consider.