WORK INSTRUCTION

Public Attorney’s Office

Title: Outgoing Communications (Records Section, Administrative Service)

1.0Objectives

To ensure on-time and systematic processing of Outgoing Communication, Administrative Issuances and Closed Mails from time of receipt until mailing to the Quezon City Central Post Office (QCCPO).

2.0Scope

All Outgoing Communications, Administrative Issuances and Closed Mails received by the Records Section, Administrative Service that requires distribution and/or mailing coming fromthe different Services/Office located within the PAO-Central Office.

3.0 Process Flow




/ Staff
Staff
Staff / RECEIVING:
  • Receiving of documents/mails from the following :
  • Closed Mails coming from the different Services/Office located within the PAO Central Office
  • Payslip, Salaries and Checks
  • Administrative Issuances (Office Directives)
  • Outgoing Communications
(Indoresements, Letters & Correspondence)
CHECKING:
  • Assigned staff checks the completeness of documents.
SORTING:
  • The Staff segregates the Documents/Mailsaccording to the following:
  • Classify documents/mails that are CONFIDENTIAL and those to be marked URGENT or RUSH.
  • Mail matter coming from other services within the Central Office (Closed Mails, Payslip, Salaries and Checks).
  • Administrative Issuances, OutgoingCommunications (Indorsements, Letters and Correspondence)
  • Categorize the documents which are for Mailing or that needsTransmittal.






/ Staff & Section
Chief
Staff & Section
Chief / FOR TRANSMITTAL
Transmittal: Admin Issuances and Correspondence
  • The staff will make a transmittal form, attach it to the document and transmit the Office Directives, Indorsements, Letters and Correspondence to the Section Chief.
  • The Section Chief will peruse the different documents, make notations, and determine the necessary distribution as indicated in the transmittal form.
  • The Section Chief will transmit the documents to the staff for reproduction (photocopy), sorting and stamping.
  • The staff will segregate; determine if the documents are for e-mail/fax, Mailing or to be forwarded for Dissemination.
  • After dissemination, the documents will be filed.
Transmittal: Letters and Indorsements
  • The assigned staff will review the Indorsement and Letter, in case there is a question to be cleared they will hand it over to the Section Chief for notation if it’s needed.
  • Next, the assigned staff will reproduce (photocopy) the documents.
  • After that, the documents will be segregated and stamped.
  • Subsequently, the assigned staff will make a transmittal form to be forwarded for dissemination.
  • After dissemination, the documents will be filed.





/ Staff & Section
Chief / WITHOUT TRANSMITTAL
  • The Staff will review the documents then pass it on to the Section Chief if there are any special work instructions needed.
  • The Section Chief will peruse the different documents forwarded to her, make notations and transmit the documents back to the staff for reproduction (photocopy), sorting and stamping.
  • Afterwards the staff will forward and release the documents to the Mailing area.
  • After that the staff assigned will decide if the documents received are to be delivered via Postal Service or Messenger Service.









/ Staff / VIA POSTAL SERVICE:
  • The staff will group the mails according to the ff:
  • Ordinary Mail
  • Registered Mail
  • Registered Mail with Return Card
  • Registered Mail with Return Card and Registry Receipt
  • The staff will prepare the mail piece.
  • Make an envelope
  • Logging and Encoding
  • Preparing transmittals & assigning of
control numbers
  • After that the staff will transmit the mails to Quezon City Central Post Office(QCCPO) for mailing.
  • Subsequently the staff will file the Mail transmittals.









/ Staff / VIA MESSENGER SERVICE:
  • The staff will prepare the necessary documentsand Receiving Copy.
  • Then staff will hand deliver thedocuments/mails directly to the receiver or person concerned.
  • After that the staff will file the receiving copy.

4.0 References Documents/Records

  • Records Section, Administrative Service Files
  • Logbooks
  • Transmittal

Prepared by: RECORDS SECTION Reviewed By: Atty. Michelle Anne F. Yango Approved by: ______

Date: May 18, 2015 Date: May 19, 2015 Date: ______