Sorting the Mail

We get a plethora of mail at Free Geek that can be a little tricky to deliver to the correct individuals. This holds true for documents delivered by fax or electronic mail as well.

Basics

• All incoming mail should arrive at the donor desk. We should keep the mail spot clear of non-mail related items.
• The incoming mail should be moved to the incoming mail slot in the Escape Hatch at the earliest convenient opportunity.
• Junk mail can be set aside and recycled before continuing. (When in doubt advertising can be sent to the appropriate manager for perusal or recycling.)
• Thank you cards for grants and other services can be delivered to the staff person in charge of the service directly.
• All remaining documents should be processed as spelled out below.

Processing documents

1. All mail should be stamped with a RECEIVED stamp and the date should be recorded.
2. Any invoice or payment for services or goods rendered should be stamped with an APPROVED BY stamp. These will be routed to the appropriate manager for review. Note: this includes checks coming in as well as invoices to be paid.
3. Any invoice to be paid should be stamped with a PAID stamp which will be marked with a date when paid.
4. Any document requiring an entry in the bookkeeping system needs to be stamped with a POSTED stamp which will be marked with a date when posted to the books.
5. If a document requires entry into the database, it should be marked with an ENTERED stamp for recording the date entered into the database.

All stamps mentioned are available in the Escape Hatch where mail should normally be processed.

At this point the documents are still in the Escape Hatch, but the stamps marked on each will control how the document flows throughout the building.