CORRESPONDENCE UNIT: FUNCTIONS, STRUCTURE, IMPORTANCE - CULTURE VOCABULARY - 2025

The correspondence unit is a work station that receives, classifies, records and centrally distributes internal and external communications and documents for all members of an organization between the different divisions. Its objective is to guarantee that they are delivered to their recipient efficiently, quickly and in the best conditions.

Private and public entities or corporations implement this document management program to streamline correspondence control processes. It is a process that is integrated into the organizational dynamics and allows the achievement of the company's objectives.

The correspondence unit ensures the efficient and expeditious delivery of information within a company. Source: pixabay.com

From the old archives to the digital era, the organization method of this department has the purpose of allowing easy access to the documentary information of interest and safeguarding control records, files, procedures manuals and all the history of the company in physical and / or digital format.

Currently there are software developed to accelerate document management, which has had a positive impact on the environmental environment, since the physical file tends to disappear and the consumption of paper is avoided.

Likewise, the delivery or receipt of correspondence through the intranet and the extranet is made more dynamic and expeditious.

Features

The correspondence unit has specific functions destined to document, organize and efficiently distribute the correspondence that contains information inherent to the business or service being provided, as well as all the vital documentation to support the administrative and organizational activity.

The specific functions of the correspondence unit include the following:

- Control the entry and exit of documents.

- Distribute communications to the corresponding areas.

- Process correspondence and communications generated internally and externally.

- Scan documents.

- Order, classify and describe the documents of the company's documentary fund.

- Preserve and control documentary production.

- Assign consecutive numbers to the correspondence that is produced or received (filing).

- Select the documents and communications that must be kept and transfer them to the central archive.

Structure

The correspondence unit is organized according to the size and characteristics of the company or institution. It generally depends on a headquarters that is divided into two subunits: one for entry and one for exit.

Each subunit has specific functions aimed at the administration and control of everything that has to do with both internal and external correspondence. These types of units are structured as follows:

Leadership

It defines the regulations and policies that rationalize, standardize and regulate the production of documents, the methods of distribution, the sending and receiving of correspondence and the assignments of the members of the department. That is to say, in a coordinated way they mesh the document and archive management process and its efficient systematization.

Matching subunit

She is in charge of implementing the distribution and control methods in the document management area based on the policies and regulations established by the company. This is divided into:

Inbound correspondence

They are the documents that arrive and are directed to the different departments of the institution. Documents are received in this area. Before sealing the acceptance of the receipt, it must be verified that:

- They are indeed intended for the institution or company.

- The matter is inherent to the institution or company.

- They are duly sealed and signed.

- The annexes, if any, are complete. If they are not, the claim must be made immediately to the issuer in writing or verbally.

- The subunit stamp is affixed with the date and time of receipt.

Control and delivery

Then, the documents are classified by placing the symbol corresponding to the department where they must be sent. Registration is carried out according to the main control data, such as date of receipt, department to which it is destined, registration control number and the original sender's data.

After this documentation and classification stage, the distribution is carried out, which consists of sending the correspondence to each department or agency. Said department will proceed to put the stamp of acknowledgment of receipt and agreement.

In the event that it is determined that a document is not addressed to the institution or is not within its competence, it will be returned to the sender of origin with due explanation.

Outbound correspondence

This area is in charge of receiving correspondence and documents from each of the departments of the company or institution and organizing them according to their destination. It will make the dispatch through the pertinent channels once they validate the following:

- The documents must be written on institutional paper.

- The documents must be signed (both the original and the copy).

- Annexes must be attached.

- The recipient and address details must be correct.

- The check-out and check-out must appear with date and code.

After having reviewed and approved the data and characteristics established for the shipment, we proceed to grant proof of receipt.

This area assumes the responsibility of dispatch and delivery to destinations after classifying them according to the route (by mail, personally or directly, through an exchange, among others).

The envelopes will be labeled and the documents they contain will be identified in the delivery controls or invoices according to the means by which they are dispatched. You must return a copy of the documents stamped and signed as proof of receipt.

Finally, they are filed in alphabetical, numerical, thematic or chronological order to carry out the check-out and establish control.

Importance

The correspondence unit is a sensitive and highly confidential area. It depends on this that relations and communications within and outside the institution are carried out in an effective and timely manner.

The importance of the correspondence unit rests on the fact that it is this that must guarantee the preservation, custody and conservation of the documents that constitute the memory of the institution or company.

The main objective is to provide access in a timely manner to the written information that is handled within the entity.

References

1. "Correspondence Unit" at the University of Santiago de Cali. Retrieved on July 8, 2019 from the University of Santiago de Cali: usc.edu.co
2. Gutiérrez, E. "4 steps to correctly form and organize your company's records" in They are not papers. Retrieved on July 8, 2019 from No papers: nosonpapeles.com
3. Escobar, C. "Organization of documents" in Activities. Retrieved on July 8, 2019 from Activities: blogspot.com
4. "Internal regulations for filing and correspondence" in the National Fire Department of Colombia. Retrieved on July 8, 2019 from the National Fire Department of Colombia: firefighters.mininterior.gov.co
5. "The correspondence and archive units in the federal public sector" Monterrey Institute of Technology and Higher Studies. Retrieved on July 9, 2019 from the Monterrey Institute of Technology and Higher Studies: itesm.mx