Mail Handling Procedure

Author: Val An toff Reference Number: AA-01607 Views: 43 Created: 25/03/2012 08:56 0 R atin g / Voters Last Updated: 10/04/2013 23:07

1. Purpose
The purpose of this procedure is to provide guidelines for the management of incoming and outgoing mail at [Firm's Name]. The procedure is established to ensure sound records management required under clause 4.2.4 of Law 9000 standard.

2. Scope
The procedure covers the processes of handling incoming and outgoing mail. The process begins with collecting the mail from the firm's PO Box/mail box and finishes with the distribution and filing of all relevant correspondence.

3. Persons Affected
All professional staff

4. Policy
It is [Firm's name] policy to apply sound record management principals to the handling of incoming and outgoing mail.

5. Definitions
Mail - all correspondence received or sent using the services of Australia Post.

6. Responsibilities
It is the receptionist/secretary/mail clerk responsibility to comply with the process established in this procedure. It is the lawyers responsibility to comply with this procedure.

7. Procedure
INCOMING MAIL

Mail is delivered to the firm's PO Box/mail box at 11 am each morning. The receptionist/secretary/mail clerk collects and opens all mail and at the same time protecting the confidentiality of clients. All mail is stamp dated with the exception of all originals such as title deeds, wills, travel documents such as passports etc. Original documents are placed in a plastic sleeve with a date stamped note enclosed.
Incoming mail details are recorded in the MAIL IN letter book kept at the reception. Details include date of receipt, sender and subject matter.

All mail is then grouped into three main categories: matter and client related correspondence legal periodicals, loose leaf legislation updates, and junk mail
All matter and client related mail is then marked with their respective unique reference number on the left-hand side of the document. All loose leaf legislation updates are processed according to the procedure for control of external documents.

The mail is then checked for dates and items of importance. The date of importance in the correspondence is highlighted with an yellow highlighter. The dates are then entered into the firm's Outlook calendar. The mail is then scanned and sent as email attachments to the relevant lawyer. It is the lawyer's responsibility to attach the scanned mail to the client/matter electronic document management system file. If a lawyer is away for more than 1 day the receptionist/secretary/mail clerk will designate another lawyer to handle the absent lawyer's mail. The mail is then whole punched and attached to the front cover of the matter file and placed on the lawyers desk . It is the lawyer's responsibility to file the paper copies into the matter file.

OUTGOING MAIL It is the receptionist/secretary/mail clerk responsibility to check that all outgoing mail has been approved and signed as

per authority levels. It is the lawyer's responsibility to produce multiple copies of the document if it is to be sent to multiple recipients - e.g. one for client, one for the court and one for the counsel. All outgoing mail is placed in the outgoing mail tray at the reception desk. All outgoing mail is recorded in the MAIL OUT letter book. The following details are recorded: date, recipient, sender, subject and the unique document number generated by the document management system. The mail is then placed in envelopes with the address hand written on them. The envelopes are stamped and taken to the closest post office before the end of business.

Custom Fields Review Date: 17/08/2013

Auditor Questions: Does your firm have a mail handling procedure?