Chapter 1 – General Administration

12050.3 Mail Distribution (Headquarters)

• The mailroom messengers deliver the mail to each office two times daily as follows:

  • Headquarters – 10:00 a.m. and 2:00 p.m..

  • Other Sacramento buildings except Region I Headquarters and Parole field offices – 10:30 a.m. and 2:45 p.m..

• Outgoing mail is picked up at the same time the mail is delivered.

• There are two scheduled mail runs daily between the YACA and the Department at 10:30 a.m. and 2:30 p.m.

• A mail tray is available in The Director reception area for mail to the YACA.

• Interagency Mail Service (IMS)

  • Interagency mail to be sent to other state departments or facilities throughout the Sacramento area shall be placed in messenger service envelopes. On the envelope the following items shall be placed:

    • IMS code number.

      • The use of the code number expedites delivery of mail to state departments, as interagency mail is sorted by these numbers.

    • Name of department.

    • Name of the person or position title.

    • Address (or building).

    • Room number (or floor).

• This mail is collected on regular departmental mail runs and picked up by IMS at approximately 10:00 a.m. daily. Mail addressed to any location not on the current “IMS Listing of Locations” shall not be delivered by IMS.

• Correspondence shall be properly addressed and routed directly to the mailroom from all Headquarters locations within the Sacramento area as all departmental mail is sent out directly from the mailroom. The mailroom uses pre-labeled envelopes for sending routine correspondence; however, large envelopes in excess of 10″ x 12″ and all packages too large for consolidated mailing shall be packaged and labeled by the sending unit.

• All mail sent to the institutions (with a route slip attached or in an envelope) shall be combined in the mailroom into a bulk rate, first class envelope unless otherwise specified.

• Processing Deadline

  • Mail received in the mailroom after 4:00 p.m. is processed the following day unless it is classified as an “expedite.” Expedite mail shall be accommodated based on mail deadlines set by the Department’s private contract carrier and/or the USPSUnited States Postal Service.

• Express Mail

  • Express mail shall only be used when it is imperative that delivery be made the following day. The express mail carrier that is specified in the current statewide master service agreement shall be used for mail between locations subject to the master service agreement. For telephone or FAX use refer to DOMDepartment Operations Manual 12070.

• Personal Mail

  • Mailroom personnel shall pick up personal mail for Headquarters employees during their daily scheduled mail runs. However, this pertains to envelopes and small packages only. Large personal packages and large bulk quantities, such as Christmas mail, shall not be handled by the mailroom. All personal mail shall have proper postage and address ready for delivery. The mailroom does not stock nor sell postage stamps and shall not meter personal mail.

• USPSUnited States Postal Service Delivery

  • Outgoing mail is delivered once daily to the USPSUnited States Postal Service, 801 I Street, at approximately 4:20 p.m.

• Re-Use of Envelopes

  • For distribution purposes, whenever possible, all sizes of clasp-type manila envelopes shall be saved for re-use if the envelope has not been sealed with tape or damaged.