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)
