|Title:||Lodgement and Postage of Mail|
|Document ID:||Information Circular IC 0067/09|
|Date of issue:||Friday, 18 December 2009|
|Description:||Highlights responsibilities of staff in regard to lodgement and use of DOH Mail Services|
|Applicable to:||Department of Health|
|Period of effect:||from 14 December 2009 to 14 December 2014|
|Authorised by:||Young Yoo, A/Director Service Delivery, Health Information Network, 14-Dec-2009|
|Print version:||View print version|
Lodgement and Postage of Mail
Recent incidents of inappropriate use of the Department of Health (DOH) mail service have highlighted the need to remind staff of their obligations in relation to the use of mail services.
Private mail should not be sent through the DOH mail service for subsequent transmittal by Australia Post without appropriate postage stamps attached. Additionally the use of DOH stationery for private mail is not permitted. Inappropriate use of this kind is considered to be theft and can result in embarrassment to individuals, clients, the agency and the Government, as well as the potential for criminal charges.
Lodgement of Mail and Use of Australia Post Pillar Boxes
Envelopes bearing the “Postage Paid” imprint, should at no times be placed into the Australia Post Pillar Boxes. Where a DOH area has an established lodgement process in place with Australia Post for this mail, this should be followed and the appropriate lodgement forms submitted. Envelopes bearing the “Postage Paid” imprint, which are incorrectly lodged or placed in pillar boxes attract a postal fine and can dramatically increase the cost of postage for DOH.
All mail items must be packaged appropriately and be fully addressed. Return addresses should be sufficient to enable returned mail to be returned to the individual or section originally sending the mail.
Staff should be aware that some mail items are not permitted to be transmitted through Australia Post and details of these items are available on the Australia Post Website at:
All users are reminded that use may be audited at any time for the purposes of maintaining security and monitoring adherence. When breaches are detected, a report will be forwarded to local management and the Corporate Governance Directorate.
This circular last updated: Friday, 18 December 2009 at 1:20pm