No. 30-I 912012-D
Government of India
Ministry of
Communications & IT
Department of Posts
Mail Business
(Development & Operations) Division
Dak Bhawan, Sansad
Marg, New Delhi-110001
Dated 09.05.12
OFFICE MEMORANDUM
Sub: Implementation of Redesigned Network for Second Class Mail
As part of Mail
Network Optimization Project, the erstwhile operational network for First Class
mail was redesigned and implemented with effect from 15th February, 2012. The
matter relating to restructuring of the existing operational network and
processing arrangements for Second Class mail was also under consideration at
this Directorate. The structure of the redesigned network for Second Class mail
has been finalized, and in this context, following instructions are issued:
2.
Under the new operational arrangements, the existing mail offices handling
second class mail (either exclusively or also handling first class mail) have
been classified into Level 1 (L-1) and Level 2 (L-2) mail offices. There would
be 86 L-1 and 241 L-2 mail offices under the new set up. The list of L-1 and
L-2 mail offices for Second Class mail network is given as Annexure I.
3. The manner of closing of bags
between mail offices (handling second class mail) would be as follows:
(a) All L-1 mail offices will close
direct bags for each other. An L-1 office will also close bags for all L-2 offices as well as delivery post
offices mapped/attached to it.
(b) All L-2 offices attached/mapped to an
L-1 office can close bags for that particular L-1 office. An L-2 office may
also close bags for all other L-2 offices mapped to the same L-1 office if the
need be. It will also close bags for all delivery post offices mapped to it.
(c) An L-2 mail office would not close
bags for any other Li office to which it is not mapped. Similarly, an L-2
office will also not close bags for any other L-2 office not mapped to the same
L-1 office. However, there may be a situation where an L-2 office may require
closing bags for an L-1 or L-2 office falling in the same circle or
neighbouring circle, and vice versa, for transmission advantages. In all such
exceptional cases, the circle concerned should furnish the list of such offices
and destinations for which bag closing is required, along with average quantum
of mail, and seek approval of the Directorate. Circles should try to keep this
number to the bare minimum to the extent possible.
4.
A sorting extract based on PIN range for second class mail has been prepared
for the purpose of sorting at the mail offices under the new arrangements and
the same is being communicated by e-mail to the Circles. The same may be
brought to the notice of all concerned. The information on mapping of all
delivery post offices to their parent mail offices is also being provided by
e-mail.
5.
In case of metro cities, such as Mumbai and Delhi, where more than one mail
offices are handling second class mail (PSO/CPSO/Patrika Channel), such offices
would continue to function as inwardloutward segments of the L-1 office as the
case may be. However, bags for these cities will be closed for the office
handling inward second class mail (e.g. Mumbal PSO for Mumbai, Delhi PSO for
Delhi).
6.
Post Offices would prepare one separate bag containing both TD and Non-TD second
class mail for their parent mail office (L-1 or L-2 as the case may be). This
mail will be segregated in terms of TD and NTD by the mail office. Post Offices
would continue to retain station articles, i.e., articles to be delivered from
the same post office.
7.
The bags to be closed between L-1 offices, between an Li office and L-2 offices
mapped to it and vice versa, and between L-1/L-2 offices and post offices
mapped to them and vice versa need not be closed if there is no mail meant for
a particular destination mail office. In other words, there will be no “due
bag” for second class mail offices.
8.
In order to minimize the number of bags closed by post offices for Speed Post,
First Class mail and Second Class mail, the post offices may follow the bag
closing pattern as under:
(i) For such parent mail offices, which
are handling both First (unregistered and registered) and Second Class mail;
first class unregistered (separately for TD and NTD), registered (separately
for TD and NTD) and second class (combined for TD and NTD) mail may be closed
in separate bags but put inside ‘M” bag closed by the post office. If the
quantum of mail is low, paper covers may be used instead of bags. However, if
the paper covers are used for sending Registered mail, a bag barcode of
prescribed specification should be used on the paper cover.
(ii) If the parent mail offices handling
first and second class mail are different or functioning from different
premises, separate bags should be closed for these mail offices.
(iii) However, Speed Post bags would not be
consigned in the “M” bag closed by a post office for its parent mail office,
and would always be separate from other categories of bags and would be routed
as prescribed under Speed Post operational arrangements.
9.
The existing arrangements with respect to handling of parcels/RPD at such mail
offices, which are exclusively handling parcels/RPD and the bag closing
arrangement between post offices and mall offices (as also between such mail
offices) therein, would continue.
10.
The sorting cases and diagram at L-1 mail offices may be reorganized as
follows:
(a) Type I (For sorting of Inbound TD
and Local TD mail): Preliminary and secondary level selections should be
provided for (i) inbound/incoming mail received from other L-1 offices and
meant for delivery post offices and L-2 mail offices mapped to the L-1 office,
and (ii) Local TD (including catchment area of the L-1 office) mail received
from all post offices mapped to the L-1 and to be delivered by the delivery
post offices mapped to the L-1 office.
(b) Type II (Non-TD): Preliminary and
secondary level selections should be provided for outbound non-TD mail received
from attached post offices and L-2 mail offices of the L-1 office and meant for
other L-1 offices as well as L-2mail offices mapped to the L-1 office under
reference.
11. The sorting cases and diagram at L-2
mail offices may be reorganized as follows:
(a) Type I (Inbound TD and Local TD):
Preliminary and secondary level selections should be provided for (i)
inbound/incoming mail received from parent L-1 office to which the L-2 office
is mapped as well as other designated L-2 offices, and meant for delivery post
offices mapped to the L-2 office, and (ii) Local TD (including catchment area
of the L-2 office) mail received from all post offices mapped to the L2 and to
be delivered by the delivery post offices mapped to the L-2 office.
(b) Type II (Non-TO): Preliminary and
secondary level selections, should be provided for outbound/non-TO mail
received from attached post offices of the L-2 office and meant for other Li
and L-2 offices.
(c) At some L-2 mail offices, there
could be a situation where only one type of sorting case/diagram is sufficient
to incorporate all selections in terms of local TD, inbound TD and non-TD mail.
In such cases, only one type of sorting case/diagram should be used.
12.
The sorting logic/diagram for Type I and II sorting cases described in para 10
and 11 above should be redesigned by each mail office based on the average mail
volume for various destinations (mail offices and post offices, as the case may
be). The destinations with relatively higher mail volume should be kept for
sorting under preliminary selection. The Circle may note that all mail offices
under the new set up are expected to complete sorting for all destinations
under two-stage sorting, and therefore, it is important to keep the exceptions
mentioned in para 3 (c) above to the bare minimum.
13. The
new operational network would come into effect from 22nd May, 2012. All Circles
and APS Directorate may complete action required to migrate to the new network
by 21st May, 2012.
Receipt of this memo
may be acknowledged to Shri M.B.Gajbi (MO), Room No. 337, Dak Bhawan, New
Delhi-110001.
(Rishikesh)
Director (Mail
Management)
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