Mailings/Request Requiring Addresses
Step 1: Department/requestor
- Plan/Notify Mail services include Property Manager and Reprographics of anticipated project and deadlines.
- Inquire from mail services if Indicia or non-indicia envelopes are to be used and request standard # 10 envelopes from Receiving
Step 2: Mail Services
- Department Submission: The department sends Excel and Word files to the mail room for mail merge preparation.
- Mail Merge Creation: Mail services create the mail merge document and send it to the department for approval.
- Review and Approval: The department reviews the mail merged document and provides approval.
- Forwarding to Reprographics: Once approved, the mail room forwards the finalized documents to Reprographics for further processing.
Step 3: Reprographics
- Receive work request and mail request forms (can be ahead of receiving files)
- Receive files from user and issue time stamp and quantities on forms
- Process request and send to Mail Services
- Notify user
Step 4: Mail Services
- Timestamp Receipt from Reprographics: Receive the printed materials from Reprographics and record the timestamp.
- Issue Postage (Non-Indicia Only): Ensure that all mail pieces are properly sealed, and affix postage stamps are required (if not using indicia).
- Sort and Label Trays by Tray Number: Organize the mail into trays and label them according to their tray numbers for efficient handling.
- Finalize Post Office Paperwork with Tray Counts: Prepare the necessary paperwork detailing the contents and quantities of each tray for submission to the post office.
- Send to Post Office: Deliver the sorted and documented trays to the designated post office.
- Notify User: Inform the intended recipients or users that the mail has been processed and sent out.
Please note: Mail processing, including stamping, sorting, and delivery to the post office, requires three business days from the time finished materials are received from Reprographics. Please plan accordingly for a timely delivery.
Job request that requires delivery inter-building
Please note: Schedule in advance
Step 1: Reprographics
- Notify job requestor that job is complete and size.
Step 2: Department/Requestor
- Request 1-5 boxes or at maximum 50lbs requestor contacts/provides Mail Services with messenger form that includes job number for pick up, delivery contact and location.
- Request 6+ boxes requestor contacts Buildings and grounds and provides job location and number for pickup, delivery contact and location. https://archibus.cuny.edu/archibus
Step 3: Mail Services or Buildings and Grounds picks up the request and delivers to other buildings.
Please note: Once we move into web-based job submissions for Reprographics, notification upon job completion is built into the workflow.
