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Procedure: Daily Donation Mail Processing

Section: Human Resource Procedures 
Procedure Owner: Ignition633 Ministries Human Resources   
Procedure Name: Daily Donation Mail Processing Procedure 
Origination Date: December 2024   
 
Daily Donation Mail Processing Procedure
 
Purpose:
This procedure establishes guidelines for the secure collection, handling, and transfer of incoming donor mail at 633 Donor Solutions. It ensures that all donation correspondence is properly safeguarded from initial collection through delivery to the office for processing, maintaining the integrity and security of donor contributions while providing timely processing of all mailed donations. 

Scope:
This procedure applies to all 633 Donor Solutions employees who are authorized to collect, transport, and handle incoming donor mail. It covers the morning mail collection process from the designated mailbox locations and immediate transfer to the office for same-day processing. This procedure specifically focuses on maintaining chain of custody for all donor correspondence from point of collection to final delivery at the office. 

Procedure:

Morning Mail Collection:

  1. Designated employees check mailbox at scheduled morning time. 

  1. Employees must carry organization ID and designated mail collection bag. 

  1. Remove all mail from mailbox. 

  1. Place mail immediately in the secure collection bag. 

  1. Lock mailbox after collection. 

  1. Document time and date of collection in mail log. 
     

Direct Transport to Office:

  1. Transport mail directly from mailbox to office 

  1. Keep mail bag secured during transport. 

  1. Never leave mail unattended in vehicle. 

  1. If multiple stops are required, mail must remain secured. 

Security Measures:

  1. Report any signs of tampering immediately to the Office Manager 

  1. Always maintain confidentiality of donor information. 

  1. Never discuss mail contents or donor details outside of work. 
     

Documentation:

  1. Maintain daily mail collection log.

     

  2. Report any deviations from standard procedure. 

  3. Keep all documentation for a minimum of one year.

Emergency Procedures:

  1. If unable to complete morning collection, contact the Office Manager immediately. 

  1. In case of vehicle trouble, keep mail secured and call for assistance. 

  1. Have backup authorized employee available if needed. 

  1. Follow incident reporting procedures for any security breaches 

Responsibilities:
- Mail Collection Employee: Responsible for secure collection and transport. 
- Supervisor: Oversees process and handles emergency situations. 
- Office Personnel: Receives and processes incoming mail. 
- All Employees: Maintain confidentiality and security protocols. 

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 This procedure will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly.   

For any questions or further assistance regarding this procedure, employees should contact the HR department at hr@ignition633.org.   

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