February 13, 2012

Restructuring of the existing operational network and processing arrangement for 1st class registered and unregistered mails

As per Directorate O.M.No.30-7/2012-D dated 01-02-2012, Circle Office, Tiruvananthapuram, vide letter No: Mails/ 310-131/ Vol II dated 09.02.2012, has issue instructions regarding the restructuring of the existing operational network and processing arrangement for 1st class registered and unregistered mails, which will be introduced w.e.f 15th February 2012.

A copy of the order is exhibited below:



No. Mails/310-131/Vol.II  Dated at Trivandrum-33, the 9-2-2012
As per Directorate O.M.No.30-7/2012-D dated 01-02-2012 copy of which was already forwarded to ROs vide this e-mail dated 02-02-2012, restructuring of the existing operational network and processing arrangement for 1st class registered and unregistered mails should be introduced w.e.f 15th February 2012.

In connection with the new operational arrangement, the following instructions are being issued with regard to Registered and first class unregistered mails:

1. TD and NTD concept


TD mails : Mails meant for delivery by the Post Offices mapped
to the own mail office(L1 or L2)
NTD mails : All other mails (outgoing) except TD

2. Closing of TD and NTD bags

Separate TD and NTD bags with registered and unregistered articles are
to be closed.

3. The registered bag for NTD should be included in the bag closed with unregistered NTD contents. Similarly the registered bag for TD should be included in the bag closed with unregistered TD contents

4. Mail office should include account bag closed by the HOs to the SOs in the bag closed to the concerned Post Office.


5. Account bag closed by a SO to its HO should be included in the TD bag closed to its own mail office.

6. The present system of routing account bags by HOs to its linked SOs in account TBs addressed to their own mail offices should continue.


7. Mail offices and Post offices may close plural registered bags, depending on the quantum of mails.

8. Post Offices would continue to retain station articles i.e., registered and unregistered articles to be delivered from the same Post Office.


9. The present system of sending articles through account bags from HO to SOs and vice versa for delivery in those offices would continue.

10. Preparation of LBs/RBs

Mail offices (both L1 and L2), except the linked one, should prepare
LBs and RBs for the following HOs:

(a) TrivandrumGPO
(b) Kollam
(c) Alappuzha
(d) Kottayam
(e) Ernakulam
(f) Thrissur
(g) Palakkad
(h) Kozhikode
(i) Kannur

LB/RB should invariably be prepared by one mail office (L1 or L2) for another for which there is no bag closing. If there are more contents, the LB should be closed in a bag clearly labelled to the mapped mail office with the name of the LB in brackets. eg:
Tiruvalla RMS (LB for Kayamkulam RMS)”

The existing arrangement for bag closing at Business Post Centres and Mail Business Centres handling outward bulk mails would continue for the time being

Greeting and invitations are to be treated as first class mails in sorting and in transmission.



1. The Network

 The existing mail offices have been classified into Level 1(L-1) and Level 2(L-2) mail office. Across India there would be 89 L-1 and 244 L-2 mail offices in the new mail network for 1st class registered and unregistered mails. The details of all the L1 offices, and the L2 offices under each L1 office, in respect of Kerala circle are as follows:


Sl No
Name of L1 mail office
Name of L-2 Mail office under the L1
1.
Thiruvananthapuram RMS
NIL
2.
Tiruvalla RMS
Kollam RMS
Kayamkulam RMS
3.
Kottayam RMS
Changanassery Sorting
Thodupuzha Sorting
4.
Kochi Sorting Air
Aluva RMS
Alappuzha RMS
Ernakulam RMS
5.
Thrissur RMS
Irinjalakkuda Sorting
Shoranur RMS
Ottappalam Sorting
Palakkad RMS
6.
Kozhikode RMS
Vadakara RMS
Tirur RMS
Thalassery RMS
Kannur RMS
Kasaragod Sorting
In the new arrangement a Post Office should be mapped to only one mail office ie., either L1 or L2. The all India list of L1 and L2 mail offices for 1st class registered and unregistered mails in the new network arrangement is given as Annexure I &II respectively.


2. Manner of closing of bags with registered and unregistered 1st class mails

(i) In L-1 Offices: All L1 mail offices will directly close bags everyday irrespective of the volume of the contents, to the following offices:-

(a) All the other 88 L-1 offices across the country
(b) All L-2 offices mapped to it, if any.
(c) All Post Offices mapped to it.
(d) Exceptional categories, pending approval from Directorate based on statistical justification and delivery advantage:
(e) From L1 office to selected L2 offices of other L1
(f) For other L2 offices in the neighboring circles

(Proposal has been submitted to Directorate for obtaining permission to close the above categories along with justification. Approval, on receipt, will be communicated).

(ii) In L-2 Offices: All L-2 offices will directly close bags on a daily basis to the following offices:-

(a) Its own L-1 office.
(b) The other L-2 offices under the own L-1.
(c) All the Post offices mapped to it.
(d) Exceptional categories, pending approval from Directorate based on statistical justification and delivery advantage:
(e) Selected L-1 offices.
(f) Selected L-2 offices under other L-1 offices
(g) L1/L2 offices in the neighboring circle.

(Proposal has been submitted to Directorate for obtaining permission to close the above categories along with justification. Approval, on receipt, will be communicated)



(iii) In Post Offices: All Post offices will close:-

(a) 2 bags to its own mail office-one bag with TD( articles deliverable by the POs of the own mail office L-1 or L-2) and the other with NTD( all outgoing articles).
(b) 2 registered bags closed for TD and NTD on the above lines. They should be included in the respective TD and NTD bags closed.
(c) Account bag to the HO should be included in the TD bag.
(d) BOs should continue to send all mails to the account office as per the existing instructions in the account bag closed, subject to further orders.

3. Receipt of bags containing registered and unregistered first class mails

a) L-1 Offices: Will receive bags from:-

(i) All other L-1 mail offices across India with mails for its L-2 offices and Post Offices mapped to it.
(ii) 2 bags from each L-2 mail office- one TD and one NTD. The R bags will be included in the concerned TD/ NTD bags.
(iii) 2 bags each for TD & NTD mails from the own POs which contain the respective TD /NTD R bags.


b) L-2 Offices: Will receive the following bags from:-

(i) One from the mapped L-1 mail office with mails meant for own POs. It will also contain the registered bag closed by its L-1
(ii) One bag from each L-2 office under the same L-1 with mails for own POs and also the registered bag closed by that L-2
(iii) 2 bags, from each of the PO mapped to it-one with TD and the other with NTD contents. Registered bags are to be included in the respective TD/NTD bags.

c) Post Offices: Each Post office will receive one bag from own mail office with the contents for delivery by that PO and this bag will also contain the registered bag and the account bag.


4. Routing of 2nd class mails and Parcels

The present Network Redesign process to come into effect from 15-2-2012 is applicable only for first class mails.

The existing system of routing for second class mails and parcels will continue. Mail offices will close parcel bags and a separate bag with 2nd class mails to other mail offices, regardless of the L-1 and L-2 offices.

Mail offices will close separate bags, both for 2nd class mails and Parcels to its own POs wherever there are such articles to be dispatched to these offices.

Post offices will also close separate bags, both for second class mails and Parcels to its own mail office, if there are such articles booked/posted in that Post Office.

Mail offices may close RP bags to other mail offices or to post offices only if there are second class registered mails. First class registered articles should not be included in the RP bag under any circumstances.
5. Routing of air mails

Air bags closed by Kozhikode RMS, Thrissur RMS, Tiruvalla RMS and Kottayam RMS are to be routed through Kochi Airport TMO.

Air bags, if any, closed by Kottayam RMS/2, after the dispatch through TV-28 OUT, should be routed to TVM TMO through TV-28 IN section to avoid delay.

6. Handling of international mails

The existing arrangement for the disposal of outbound international mails through Kochi International Mail Centre /2 will continue. Each mail office should close separate bags to Kochi IMC with outbound international mails.

Kochi IMC/I will continue to process the inbound international mails and transfer the articles in LBs/RBs to Kochi Stg Air/2 which in turn will include them in the respective bags closed by it.

7. Role of Ernakulam RMS

At present Ernakulam RMS is dealing with 2nd class mails, parcels and ordinary 1st class mails. 5 Kochi TD Post Offices are mapped under Ernakulam RMS, which seems to be a mismatch. The case has been taken up with the Directorate to map those 5 POs to Kochi Sorting Air and to identify Ernakulam RMS exclusively for dealing 2nd class mails and parcels. On receipt of reply from Directorate, the decision will be communicated.

Please note that the bags prescribed to be closed between L1 offices, between L1 and L2 offices mapped to it and vice versa, and between L1/L2 offices and POs mapped to them and vice versa, will be treated as due bags.

All the arrangements ordered under Network Redesign are subject to further modification based on review to be conducted after a month of implementation.
                                                                                                          Sd/-
                                                                                                  ( P.Suseelan)
                                                                                          Assistant Director (Mails

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