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Why Consider An Internal Tracking System? If you are going to use an internal mail tracking system you need to know what the process of this is. You cannot be able to gain the benefits unless you learned the process, thus it is important to know them. The process of internal mail tracking will be the same regardless of the system that you get. 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. The organization of the post will surely help you all throughout 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 mail needs to be bar coded by a machine which is usually provided with the tracking software.
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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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All of the post needs to be bar coded, in that way, it can be delivered to the staff members. This explains why before you can bar code the post, you need to organize it. By having the post organized before coding you are able to easily determine the post for each department and have it stacked for easy delivery. There are different procedures that can help you out in delivering the post to the staff. Most companies hires a mail trolley that serves as a messenger of the mail to the different departments in the company. However, if you don’t want to have a mail trolley, you can always choose another option like the pigeon hole system wherein you will locate the post in a central location and people will just go there to pick up the mails. It is important to track the post that has been removed from the pigeon hole, thus, the pigeon hole system needs a barcode scanner in the central location. The internal mail tracking system is a kind of system that a company must consider because of the befits it can give.