Processing the mail
The mail is logged in to the college mailroom system with PDAs scanning barcodes or attaching new ones where necessary. At this point the item becomes trackable through the system. There are only two essential items of data to record - The recipients name and the item barcode.
Electronic signing:
On collection, a PDA records proof of delivery with the built in camera and avoiding any physical contact. It can also be done with an electronic signature pad depending on preference.
Multisite mail tracking
Where there are many sites on the campus the mail is first logged and then put in mailbags for onward transport in a van. At the destination the mailbag is scanned and all the mail in that bag is then recorded as being at the destination. At that point the mail system auto-generates emails to the students asking them to come and collect their mail from the delivery point. The tracking history oof each item is easily seen in the logs
Auto updating of student lists
The PASS college mail system adapts to the list of students regularly changes as some graduate and leave and new students arrive. The system updates the changes and new intake centrally whilst maintaining archives of previous years in case of loss or dispute over an item. Bulk entry of the annual exit and arrivals updates the database each year , synchronising with the university lists.
