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Friday, March 8, 2013

Government of India
                               Ministry of Communications & IT                   
Department of Posts
Dak Bhavan, Sansad Marg,
New Delhi-110001

 No.9-4/2013-PO                                                                                          Dated :     25.2.2013


        All Chief Postmasters General
        All Regional Postmasters General
        Director, RAKNPA, Ghaziabad
        Director, Postal Training Centers.

Sub: - Remotely Managed Franking Machines for Departmental Offices.

Ref: - (i) This office letter number 9-6/2007-PO dated 1.7.2010.
         (ii) This office letter number 9-6/2007-PO dated 12.8.2011
         (iii) This office letter number 9-6/2007-PO (Pt) dated 6.2.2012

        Kindly refer to this office letters cited above regarding introduction and procurement of Departmental Remotely Managed Franking Machines in place of Electronic Franking Machines in Departmental Offices i.e. Post offices/Speed Posts Centers/Mail Business Centers etc.

        2.  The matter for replacement of Electronic Franking Machines in Departmental Offices with Remotely Managed Franking Machines has been re-examined in this office keeping in view availability of funds under plan Head during 12th plan period (2012-17). The instructions contained herein will have no bearing on the migration plan of private RMFMs and the deadline for their replacement (Private RMFMs) continues to be 30.06.13. The competent authority has ordered that the phasing out of Departmental Electronic Franking Machines and its replacement with Remotely Managed Franking Machines in Departmental offices will be effected in the following manner: -

(i)     Departmental Electronic Franking Machines will be allowed to operate by the Circles till 31.3.2016 provided the said machines are giving satisfactory service. However, major expenditure on uneconomic repair should be avoided.

(ii)   No Electronic Departmental Franking Machines will be allowed to operate beyond 31.3.2016.

(iii)   The Chief PMG can consider purchasing Remotely Managed Franking Machines available at DGS&D rate contract subject to availability of Plan funds under Plan activity from time to time. This purchase under Plan funds will be based on the allocation of physical targets and funds provided by the Directorate in 12th Five Year Plan, annually. Earlier instructions allowing consultation with CIFA are superseded.

(iv)   Both low and high speed Remotely Managed Franking Machine may be hired on click charge basis, if hiring is found economical and cost effective at Circle level observing usual formalities.

(v)   Contracts on click charge basis of Electronic Franking Machines already hired by Circle should not, in any case, exceed 30.6.2013.

        3.  It is requested that necessary action may kindly be taken in pursuance of instructions stated above. This may also be brought to the notice of all concerned for strict compliance.
        Please acknowledge its receipt.
                                                                                (Pratibha Nath)
                                                                                Director (PO&I)
Government of India
Ministry of Communications & IT
Department of Posts
Mail Business (Development & Operations) Division
Dak Bhawan, Sansad Marg, New Delhi-110001

No.12-1/2013-D                                                                                       Dated: 28.02.2013


Sub: Standardization of Nomenclature of Mails Offices and Rationalization of number of Mail Business Centres (MBCs)/Business Post Centres (BPCs)

The matter relating to standardization of nomenclature for various categories of mail offices as well as the need for rationalization of number of Mail Business Centres (MBCs)/ Business Post Centres (BPCs) was under consideration of the Directorate. This was necessitated by operational complexities being faced on account of functional overlap between mail offices and increased possibility of misrouting of mail due to lack of standardized nomenclature.

2.       After a review, the following instructions are issued with respect to standardized nomenclature for mail offices  and rationalization of number of BPCs/MBCs.

(a)     The nomenclature of mail offices across the county would be as follows:

(i)          Sorting mail offices located at Railway station: XXX RMS (e.g. Lucknow  RMS)

(ii)         Sorting mail offices located at Airport premised/near the airport: XXX APSO (e.g. Chennai APSO, for Chennai Airport Sorting Office)

(iii)        Sorting mail office not located at Railway Station or Airport premises/near the airport: XXX Sorting (e.g. Panvel Sorting)

(iv)       Transit Mail Office (TMO) located at Railway Station: XXX RSTMO (e.g. Hazrat Nizamuddin RSTMO)

(v)         TMO located at Airport/near Airport: XXX APTMO (e.g. Chennai APTMC)

(vi)       TMO located at Bus Stand/Station: XXX BSTMO (e.g. Bangalore Bus Station TMO)

(vii)      Automated Mail Processing Centre (AMPC) wherever such centres exist/to be set up: AMPC XXX (AMPC Delhi).

(viii)     Book Now Pay Later (BNPL) Processing Centres for Speed Post with direct bag closing facility for Sorting hubs: BNPL SP Hub XXX (e.g. BNPL SP Hub Kashmiri Gate, BNPL SP Hub BPC Anna Road)

(ix)       The existing nomenclature for Paper Sorting Offices PSOs) would continued as XXX PSO (e.g. Chennai PSO)

(b)     Name of the city/town should be suffixed to the name of the office so standardized for clarity in case of offices not having the name of the city. Standard nomenclature should be used on bag labels, manifests/mail lists, correspondence etc. The signage/name board of the mail offices/TMO should also carry standardized nomenclature and should be prepared in accordance with guidelines contained in the Corporate Branding Manual of the Department.

(c)     Mail office would no more be called Mail Business Centre (MBC). Wherever mail offices have been named as MBCs, the name of such offices should be restored as “XXX RMS” or “XXX Sorting” as the case may be. All MBCs opened in the past in addition to the BPCs may be closed/merged with the BPCs concerned. Delivery of mail to the bulk addressee may be done through Speed Post Sorting Hub/Intra-Circle Hub for Speed Post, through CRCs for Registered mail and through mail offices for unregistered mail wherever necessary. Accordingly a list of mail offices and BPCs may be sent in the form of ‘MIS on mail operations’.

(d)     The number of Business Post Centres (after closure/merger of MBCs) may further be rationalized by the Circles in order to eliminate/minimize fragmentation in processing of such mail.

          Receipt of this O.M may be acknowledged to Shri M.B.Gajbhiye, ADG (MO). An action report on standardized nomenclature, with a list of all mail offices (including BPCs) may be sent within 60days of receipt of this memo.
                                                                       Director (Mail Management)
All Chief Postmasters(s) General
All Postmaster(s) General

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