NCR Mail Management Services

• Schedule
• Information
• How to securely seal a box
• Communal mailboxes
• List of Internal regions services by the mailroom

Schedule

Mailroom Hours of Operation

7:30 AM to 4:30 PM

Mailroom location

Phase IV building, Floor 01 next to the Post Canada store. Look for the sign that says Mail Distribution.

Service cut off time

Please bring your mailing request before the cut off time.

Mail run schedule

The time may vary due to volumes of mail to deliver.

For all enquiries, requests or comments, please send an email to the NCR Mailroom nc-fas-sfa-mailroom-salle_de_courrier@hrsdc-rhdcc.gc.ca or call:

• Mailroom Reception: 819-654-5954
• Mailroom Supervisor: 819-654-5973
• Mailroom Manager: 819-654-5966

Information

Boxes

Internal pick up request for large boxes, please send an email to the NCR Mailroom nc-fas-sfa-mailroom-salle_de_courrier@hrsdc-rhdcc.gc.ca with the following information:

1. Name
2. Quantity of items
3. Pick up location (Cubicule number, floor)
4. Pick up time and date

A completed ADM2022 form must also be attached to the items. Please see the process "Form" for more details.

The boxes must be properly closed for shipping. Please see the "How to close a box" process.

Form

• Request for messenger services (ADM2022)

When to use the ADM2022

• Internal shipments requiring a signature
• Boxes being shipped out of the building
• Distribution (Program related shipment)
• Internal region shipments requiring a signature
• Shipments to Canada, USA and International that are bigger than (380 MM X 270 MM X 20 MM) – (14.96 inch X 10.63 inch X 0.79 inch)
• Freight services – (Skids)

Financial information

All financial fields must be completed. Delay in sending mail/packages will occur when there is information missing.

• Company Code
• Cost Centre (CC)
• Fund
• Functional Area
• General Ledger (GL)
• Funds Commitments and Line items Number
• Cost Centre Manager name in bold letters
• Cost Centre Manager signature

Sender and recipient information

The (From and Deliver to) field must be completed electronically or a typed label. No hand written address will be accepted.

Requestable services and approximate costs

Services are delivery time frames to the recipient ONLY.

• Internal by hand within the department. - (Time of delivery may vary)
• Location of the destination
• The time of the form Submission
• Two or more business days. ($0 - $50)
• Next business day most major Canadian centres. ($0 - $75)
• Next business day before 10:30AM to most major Canadian centres. ($0 - $100)
• Same day within the National Capital Region. ($0 - $50) - Form submission before 2:00 PM
• International. ($0 - $100) * Please note this does not include freight.

Option information

Signature required upon delivery – Required by the recipient
Tracking required – A tracking number will be sent back to the sender.

Outgoing personal mail

For personal mail processing, your letter must already be stamped. If the letter is deemed personal with no stamp, it will be returned to sender.

Parcel tracking

You can track your parcel with the pin number sent by the mailroom.

Canada Post:

Purolator:

Local messenger services (Same day service):

Please send an email to the NCR Mailroom nc-fas-sfa-mailroom-salle_de_courrier@hrsdc-rhdcc.gc.ca with the following information:

• Name of the recipient
• Pin number
• Cost Centre number
• Date of shipment

Envelope to use

The only envelopes formats that can be process in the stamp machine are sealed paper envelopes up to (380 MM X 270 MM X 20 MM) – (14.96 inches X 10.63 inches X 0.79 inches).

Please do not use internal envelopes (String Env.). They will be returned to the sender, if possible.

Security level shipments

For Protected or Classified shipments, please consult Information Categorization Tool, if more information is needed please consult the Security group for more details.

How to securely seal a box

To ensure the content of a box is secure for shipping, here are the procedures.

Step 1

• Fold the bottom tabs of the box as showed in picture 1.
• Make sure that the box is full and the content is motionless.
• Fold the top tabs as showed in picture 1

Picture 1

Step 2

• Tape across the seams as showed in picture 2
  N.B. To make sure that your box is ready for shipping, press slightly on the top side of the box and see if the tabs caves in letting you see the content. If so, please stuff the box until the tabs do not cave in any more.

Picture 2

Step 3

• Address the boxes accordingly as per picture 3
• Top left corner, sender information
• Name of Sender, or;
• Group;
• Address;
• Mailstop
• Main middle label, the recipient information
• Name
• Address with floor, suite or office number
• Postal Code

Picture 3

Communal mailboxes

Every group in Phase IV, Phase II, Place du Centre and all other external building has a space in the communal mailboxes on each floor or regular pigeon holes in their print rooms.

These boxes are the property of the mailroom and should not be modified by clients.

For any modifications, please send an email to the NCR Mailroom: nc-fas-sfa-mailroom-salle_de_courrier@hrsdc-rhdcc.gc.ca.

The only communications allowed to be posted on the outside are:

• The groups name and mailstop number
• Memos from the mailroom
• The mailrooms contact sheet

All other items will be removed from the mailboxes.

Communal Mailbox Room access

Access is limited to the mailroom employees ONLY.

Envelope acquisition

For envelopes acquisitions, please refer to the site indicated below. Each group must purchase their own.

• Envelopes acquisition web site
• Ordering procedures (PDF, 1 MB)
• Contact the Forms and Publications portal: nc-forms_publications-formulaires_publications-gd@hrsdc-rhdcc.gc.ca

List of Internal regions services by the mailroom