Department of Natural Resources Policy -
Out Going Mail
Policy Number:     94:02
Effective Date:     February 1, 1994 (Reviewed: May 2003)
See signed policy - Adobe Acrobat file
I. Purpose
To ensure that all outgoing mail is processed in the most cost effective manner.

II. Scope
This policy applies to all units within the Department of Natural Resources (DNR)

III. Policy
DNR Personnel are ultimately responsible for insuring that all outgoing mail is sent in the most cost effective manner possible. Personnel shall consider cost when using Electronic Mail, Fax, DNR and DGS shuttle service, First Class Mail, Presort Mail, Overnight Delivery, United Parcel Service and any new innovative method of distributing and receiving correspondence.

IV. Procedure

  1. The department’s mailroom, unless notified of special requirements, will process mail in the most economical method as determined by their automated postage equipment.

  2. For enveloped correspondence to quality for pre-sorted Postage rates, DNR Units shall ensure that addresses are typed or imprinted whenever possible. Units will place greater emphasis on using automated addressing and labeling equipment to address state correspondence so the mail qualifies for pre-sort rates. To reduce the use of paper and delivery cost, Units shall make optimum use of electronic mail.

Posted February 12, 2004