The mail opening and processing operation should include a mechanism for the identification and recording of attachments and enclosures. This may take the form of a notation on the mail itself and in the mail register or mail management software. During date stamping, avoid defacing contracts or legal documents that may need to be returned to the sender. It may be necessary to implement special procedures to receive, record and acknowledge tender documents which have specific time limits. It may also be necessary to decide if tender documents received via the facsimile machine or electronic mail are acceptable.
Most organisations insist on opening all mail addressed to individuals.
This is based on the view that individuals are employed as agents of the organisation and mail sent to them in the normal course of business will be of corporate interest. Staff should seek to ensure that personal mail is sent to their home or private box, especially if they resent it being opened at work. The advantage of the latter approach is that it ensures that confidential inwards mail is incorporated into the records system. Other organisations may be subject to similar requirements. Again, similar requirements are likely to apply in other organisations.