Internal Mail Tracking

Internal Mail & Parcel Delivery Tracking

Mail tracking is an inexpensive system that allows organisations to monitor and control their internal mail activities, providing improved efficiency and accountability of items from goods in to desk and from desk to outgoing courier. The system records every movement and location in the delivery/collection chain with signature capture or condition photography when needed.

Using our PC based software and a hand held data capture terminal you are able to email advice of arrival, track the movement of the mail or parcel to their last know location within the organisation and obtain signature capture images (POD). Outgoing mail can be collected and logged to courier.

The PC screen view have a spreadsheet apperence making it easy to use and compare to what the user needs to see. The views can then be converted into an excel spreadsheet report that can be used off machine.

Apart from stand alone or network compulations there is also an option for a web based managed database with all the advantages it can offer. Providing a fully managed service with high security.

The system uses the latest Windows based portable terminals that follow the delivery recording every movement of location. They can transfer the data to the PC as a batch, by WiFi or remotely by GPRS or internet browser.

The Solution is ideal for the following applications:

Organisations with: Multiple buildings, multiple sites over multiple locations or single building with may floors/departments.

Universities: internal departments, student post tracking in hall of residents.

NHS Trusts: Doctors surgeries, hospitals, pharmacies and ambulance stations.

Banks and Building Societies.

Solution Operation

Letter/Parcel Details are recorded

At this point any required additional details can be recorded such as reference number, courier, weight, what the item is i.e. parcel/letter etc... There is also a facility to take a photograph in case of damage or add a copy of the delivery note.

Email Advice to Recipient

An optional email can be sent to advise the recipient that an item has been recieved for them.

Recording Delivery to the Recipient

Upon delivery of the item to the recipient a hand held terminal is used to record the delivery and a signature can be obtained.

Downloading the Delivery information to the Software

The information on the Portable Terminal can be downloaded upon return to the mailroom in the case of Batch updating or it can function wirelessly across an internal WiFi network or GPRS connection giving real-time updates.

Failed Delivery Email to Recipient

If an item is unable to be delivered an automatic email can be sent to the recipient to advise them a delivery was attempted.

This process can work in reverse for the collection of an item within an organisation to the mailroom for collection by a courier.

What Does this give you?

Following this process gives a complete audit train of all the items movements and its exact location at any given time.

Tracking an Item

Staff can track the item and view reports through the internal mail tracking web module.

Total Solutions

Internal Mail Tracking Solution

Item Logged using a Barcode Label

When the mail/parcel arrives at the mailroom or goods inwards it is labelled with a barcode (if an external courier label is present this could also be recorded if suitable). Then using a barcode scanner it is booked onto the internal mail tracking software on the PC recorded against the desired recipient.