SOP Exhibits

Title:

Measures to be Adopted re: Mail Transmittal System

SOP Number : GS-CR03

ANNEX B

MEASURES TO BE ADOPTED
RE: MAIL TRANSMITTAL SYSTEM

1. The following measures shall be observed when sending mails/packages through PAL pouch service, post office, and private messengerial services for control purposes:

1. The sending party shall inform the addressee thru wire the number of packages/mails sent, expected date of receipt, and the mode of transmittal. Likewise, the respective addressee shall acknowledge receipt of mail matters/packages sent.

2. The sender shall always make sure that the material for transmission has a return address and is addressed to the right person of office.

3. A listing of volume of records concealed in one envelope or crate addressed to different offices/persons must be posted outside the envelope/crate.

4. All mails/packages collected at the airport shall be verified/checked against list of mails/packages in the Airway bill (AWB).

5. Packages shall be opened at the presence of PAL/Land Transportation/Messengerial Services Representative to check lost items, broken parts, etc.

6. Any discrepancy in the items listed in the AWB as against the items actual collected shall be reported immediately to the releasing office and to the sender.

2. For regular communications not urgently required, the following Central Office to field offices and vice-versa mail transmittal network system shall be implemented in order to minimize mail transmittal cost and facilitate the activity.

2.1 Provincial Offices shall transmit their mails every Friday for the Central Office at a predetermined time and place in order that it may coincide with the simultaneous receipt of mails from t he Central Office.

2.2 The schedules of mail transmittal shall be strictly implemented. Only in cases of cancelled flights, typhoons, landslides or force majeure may they be revised following other alternatives so as to ensure receipt of mails at the Central Office not later than Monday noon.

2.3 Mechanics of implementation for each region shall be as follows:

Region I

La Union representative shall proceed to San Fernando, Pampanga passing by NFA Pangasinan and Tarlac for their mails. The La Union representative shall secure their mails and those for Tarlac and Pangasinan from the GSD representative in San Fernando which he will deliver on his return to Tarlac and Pangasinan.

Packages/mails from/to Abra and Ilocos Sur shall be sent thru Times transit while those for Laoag and Baguio shall be thru Farinas Transit and Pantranco, respectively.

Region II

Mails/packages from/to Isabela, Quirino, Nueva Vizcaya, Ifugao and Mt. Province shall be sent to Isabela via Pantranco while the provinces of Cagayan, Kalinga-Apayao and Allacapan shall be thru the PAL Pouch Service via Cagayan or thru the use of private messengerial services as authorized by the Department Manager for General Services/head of the field office considering the factors provided under II.F.1.2)

Region III

Central Luzon provinces shall bring/receive the mails/packages at San Fernando, Pampanga to be collected/brought by GSD representative.

Region IV

Packages/mails of Oriental Mindoro, Laguna, Lucena and Infanta shall be brought to the Regional Office in Batangas City. The courier of Batangas shall bring the mails/packages directly to Central Office. Mails/packages, for the above provinces shall be secured from Batangas to be brought in by the courier of Batangas from Manila.

Provinces with direct PAL flight like Marinduque, Romblon, Palawan, Occ. Mindoro and Mamburao shall avail of the PAL Pouch Service/private messengerial services as herein authorized.

Region V

Mails/packages for all Region V provinces shall be sent thru the PAL Pouch Service/private messengerial services as herein authorized.

Region VI

All Region VI provinces shall avail of the PAL Pouch Service/private messengerial services as herein authorized.

Region VII

Provinces of Cebu, Bohol and Dumaguete shall utilize the PAL Pouch Service/private messengerial services as herein authorized. Mails/packages for Siquijor shall be sent to Dumaguete.

Region VIII

Mails matters and packages for Tacloban, Naval, Eastern Samar, Maasin, Catbalogan and Catarman shall utilize the PAL Pouch Service/private messengerial services as herein authorized.

Region IX

To hasten delivery of mails/packages, the PAL Pouch Service/private messengerial services as herein authorized shall be utilized by Region IX provinces. Mails/packages for provinces with no flight coverages like Basilan shall be sent to NFA Zamboanga while those for Ipil/Malangas and Molave shall be sent to Pagadian.

Region X

Provinces of Cagayan de Oro, Butuan, Bukidnon, Bislig, Surigao and Tandag shall avail of the PAL Pouch Service/private messengerial services as herein authorized. Mails/packages for Camiguin shall be sent to Cagayan de Oro while those for Agusan del Sur shall be sent to NFA Butuan.

Region XI

Provinces of Davao del Norte and Marbel (South Cotabato) shall utilize the PAL Pouch Service/private messengerial services as herein authorized. Mails/packages for Davao Oriental and Digos shall be sent to NFA Davao City.

Region XII/XIV

All Region XII/XIV provinces shall utilize the PAL Pouch Service/private messengerial services as herein authorized.

Region XIII

Batanes shall avail of the PAL Pouch Service while mails from Cavite shall be ssent directly to Manila.

3. The foregoing mail transmittal system shall also be implemented for those communications with deadlines but can still be received by the department/office within the deadline set for the receipt and those for general circulation.

4. Responsibility in determining the fastest but most economical mode of transmission shall be the responsibility of the head office/department.