CORRESPONDENCE DEPARTMENT: (INCOMING-OUTCOMING MAIL)

FUNCTION:

To understand the functions of the Correspondence Department is necessary to define the following terms:

1. Correspondence: Written communication (letters, memorandum, circular, telegram, and others), which is sent or received and has not been designed to be placed in a card or a form.

2. Internal Correspondence: It is all communication that is received and dispatched between Departments responsible of the Institution.

3. External Correspondence: Any communication that is received or directed to entities outside the Company.

4. Correspondence Departure: It is the product that is originated as a formality and that refers to a person.


The Correspondence Department is responsible for give fate all documents entering or leaving the institution. It is allowing the registration, processing, monitoring and control of the operational part of activities related to messaging, from the time of application to delivery, optimizing time, resources and costs. It is also responsible for bringing the process of handling the physical documents comprising the following steps: Review, Reception, Registration and Control of Entry and Sending out Correspondence.

1. Review: Inspecting the correspondence to find the mark liberation, physical state and analyze the documents are completed before classifying them.

2. Reception: Procedure for receiving, encoding and mark correspondence with the heading under which it must be registered in the institution.

3. Registration: Number correspondence with a row, as evidence of its beginning in the process in the company. Designate a document the key that corresponds to the same subjects or agree to the jurisdiction of the areas within the Catalogue Highlights of the units Responsible of the Institute.

4. Control: Monitoring conducted by department staff, on management and destinations that had the required documentation.

5. Distribution: Sending of documents in order after they have been classified and coded for ease of storage or to the respective department.


The service sending out correspondence is an activity of high significance for the orderly development and the successful completion of institutional management; for this reason, it is essential to ensure that documents generated by the unit responsible are received timely and completely by the addressees, guarding and promoting the interests of the Institute and of its units responsible to the various levels of management within and between institutions. Therefore the Correspondence Department will be the Department responsible for the sending out of documents of the Institute, being the only authorized to distribute correspondence output of various units responsible, which will be delivered directly.

It is the responsibility of the Correspondence Department is establish mechanisms to ensure expeditious handling of correspondence and controlled entry.