54. Post and Parcels Log Book Policy.
54.1. This policy establishes a consistent procedure for recording, numbering, handling, and archiving all incoming and outgoing post.
54.1.1. It ensures traceability, proper documentation, and secure storage of all correspondence.
54.2. This policy applies to all employees responsible for handling, receiving, sending, or recording physical mail and documents at Architecture North Ltd.
54.3. All incoming and outgoing mail must be logged in the designated Post/Parcels Log Book.
54.3.1. Entries must be made at the time of receipt or dispatch and must be accurate and legible.
54.4. All incoming letters or documents must be assigned a Letter Number using the following format: YYYY.MM-L00. Example: 2025.07-L01, 2025.07-L02, etc. (restart count each month)
54.4.1. All outgoing letters or documents must follow this format: YYYY.MM.DD-L00. Example: 2025.07.19-L01, 2025.07.19-L02, etc. (restart daily)
54.5. Each document, whether incoming or outgoing, must clearly display the following information: The Letter Number (as described above), The Date Received or Sent and The Number of Pages.
54.6. Once marked and logged, the document must be scanned in full, ensuring all pages are captured clearly.
54.6.1. The scanned file should be saved in the Printage Journal Folder, using the Letter Number as the filename (e.g., 2025.06-L03.pdf or 2025.06.19-L01.pdf).
54.6.2. Ensure the digital version matches the physical document exactly and is stored in the correct monthly subfolder.
54.7. Managers must ensure staff handling post are trained and aware of the process.
54.8 Failure to follow this policy may result in administrative follow-up, as incorrect handling of documents can lead to loss of important information and affect operational efficiency.