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1203.07 Corporate Manual System (CMS) Category: Collection and Delivery Key Subject: Letter Carrier Routes Relay Bundles and Bags Document ID No.: 1203.07 CORPORATE DOCUMENT CONTROL Effective Date: June 23, 2020 CENTRE Audience: Delivery Facilities CANADA POST CORPORATION 2701 RIVERSIDE DR SUITE N0570 OTTAWA ON K1A 0B1 [email protected] PROTECTED –A– CMS – 1203.07 – Relay Bundles and Bags IMPORTANT UPDATES LAST UPDATED DATE DESCRIPTION LOCATION June 23, 2020 Complete review of the document as a result of a 4-year refresh Entire document with some minor revisions were made throughout the document (grammar, typos, style, formatting, hyperlinks, etc.). Added a Health and Safety section on safe lifting practices. Section 2 Table of Contents 1 Scope .......................................................................................................................................... 2 2 Health & Safety ........................................................................................................................... 2 3 Procedures and Guidelines ......................................................................................................... 2 3.1 Relay Bundles ............................................................................................................................... 2 3.2 Meeting Relay Bundle Dispatch Deadlines ................................................................................... 2 3.3 Use of Bags................................................................................................................................... 2 3.4 Labeling of Relay Bundles and Bags ............................................................................................ 3 3.5 Delivery of Relay Bundles ............................................................................................................. 3 3.6 Return of Bags and Tags .............................................................................................................. 4 3.7 Mail Not to Remain Overnight ....................................................................................................... 4 3.8 Defects or Irregularities Observed by Letter Carriers/ Drivers/ Others ......................................... 5 3.9 Bags Found Without a Label or Indication of Destination Attached ............................................. 5 4 Glossary ...................................................................................................................................... 5 5 References .................................................................................................................................. 5 June 23, 2020 PROTECTED –A– Page 1 CMS – 1203.07 – Relay Bundles and Bags 1 SCOPE This document outlines the procedures and guidelines concerning the handling of relay bundles and bags by Letter Carriers and Mail Service Couriers (MSC). 2 HEALTH & SAFETY Improper handling and lifting of heavy/awkward objects are major sources of musculoskeletal injuries. Be mindful of safe lifting practices when transferring relay bundles and bags to the vehicle and into the relay boxes. 3 PROCEDURES AND GUIDELINES 3.1 Relay Bundles 3.1.1 CONTENTS Mail for Relay Boxes Mail for Authorized Drops • Lettermail (do not include cheques if not in secure area) • Publications Mail • Publications MailTM • Personalized Mail • Personalized MailTM • Neighbourhood Mail • Neighbourhood MailTM • Parcels: PriorityTM, XpresspostTM, Expedited Parcel and Regular Parcel. Note: Do not place Collect-on-Delivery (COD) items, Custom Postal Import (CPI) items or International Registered items in relay bags. 3.1.2 SPOT CHECKS Supervisor spot checks relay bundle contents to ensure they conform to the above practices. 3.2 Meeting Relay Bundle Dispatch Deadlines The Letter Carrier will prepare relay bundles in time to meet scheduled departure times of relay bundle trucks. Note: Bundles must be available at the time when Letter Carriers reach their first relay stops. IF... THEN the Supervisor... the volume on individual walks cannot be sorted by the may request the employee to sort all priority mail scheduled normal departure time for delivery on that day. the truck bundle run departures are delayed will promptly notify affected drivers. Note: When the delay warrants additional trips, the Supervisor will make arrangements accordingly. 3.3 Use of Bags 3.3.1 ITEMS TO BE BAGGED INCLUDE BUNDLES DESTINED FOR: • authorized drop locations; and • relay boxes. Page 2 PROTECTED –A– June 23, 2020 CMS – 1203.07 – Relay Bundles and Bags 3.3.2 STRING BAGS Small newspaper/ parcel mail bags (560 mm x 590 mm or 22”x 23”) are normally used for bagging relay bundles. Large newspaper/ parcel mail bags (790 mm x 1,070 mm or 31”x 42”) may be used as a substitute when small bags are not available. The maximum weight for a relay bag or bundle is 22.7 kg or 50 lb. 3.4 Labeling of Relay Bundles and Bags The Letter Carrier will, Step Action by Letter Carrier 1 Label relay bundles or bags using a Letter Carrier Bundle Relay Tag (33-086-018). Note: Tags are available in 16 colours. Use a different colour for each truck route where colour coding has been adopted. 2 Using a permanent medium point marker, if possible, and print or legibly write the following on the tag: • Letter Carrier route number; • bundle drop number; • location of the relay box or drop locations; • bundle delivery route number that receives the bag of mail; • delivery sequence number that corresponds to the delivery order identified in the Inventory and Line of Route Form (33-082-103). 3 Insert the tags in the clear plastic Relay Bundle Tag Holder. 4 Fasten the holders to the appropriate relay bags using ties or shower curtain hooks. 3.5 Delivery of Relay Bundles 3.5.1 LOADING VEHICLE Step Action by MLC, MSC or CUS 1 Load relay bundles and containers into the vehicle as per the established order of delivery. This will facilitate the delivery of the relay bundles as quickly as possible to the established order of delivery. Note: Use Inventory and Line of Route Form (33-082-103). 2 Load any consolidated bags previously authorized by the Supervisor. These must be incorporated into the route where it most logically and efficiently fits. 3 Place any high volume drop locations at the rear of the vehicle, positioned safely and securely. 3.5.2 DELIVERING RELAY BUNDLES Step Action by MLC, MSC or CUS 1 Deliver relay bundles as quickly as possible according to the established order of delivery as per Inventory and Line of Route Form (33-082-103). June 23, 2020 PROTECTED –A– Page 3 CMS – 1203.07 – Relay Bundles and Bags 2 Using safe lifting techniques, properly remove the relay bag from the vehicle. 3 • open the relay box, place the relay bag into the relay box; and • double check bundle tag and box location. 4 When checking the relay boxes, contact your Supervisor immediately if you discover a miss-delivered drop or undelivered drop. No mail is to remain in a relay box overnight. The only item left in a relay box is the empty relay bags hanging on the door hook. 5 Remove empty relay bags. Bags are normally hanging on a hook on the relay door. 6 Ensure the box is securely locked before proceeding to the next stop. 7 Place empty bags flat in the designated area of the vehicle. 8 • Leave any relay bundles addressed to an authorized drop location inside the premises to which they are addressed. • Do not leave relay bundles in unsecured places such as public hallways, vestibules or other places open to the public. • Bundles are to be under the area of influence of reliable persons until picked up by the Letter Carrier. 3.5.3 UNLOADING VEHICLE Step Action by MLC, MSC or CUS 1 Unload flattened empty bags and containers. 2 Put them in the designated area near the dock. 3.6 Return of Bags and Tags Items Action by Letter Carrier Bags IF on a... THEN... motorized route return empty relay bags to the Post Office. • remove the relay tag; and foot walk • leave empty relay bags in relay box to be picked up and returned by the drivers. Do not leave empty relay bags: • in Street Letter Box (SLB) receptacles; or • at an authorized drop location. Tags When picking up relay bundles, detach the tags and return them to the delivery office. 3.7 Mail Not to Remain Overnight Letter Carriers pick up all mail from the relay boxes and authorized drop locations on the same day it is sent out. Do not leave mail in these locations overnight. Page 4 PROTECTED –A– June 23, 2020 CMS – 1203.07 – Relay Bundles and Bags 3.8 Defects or Irregularities Observed by Letter Carriers/ Drivers/ Others 3.8.1 LETTER CARRIERS AND/OR DRIVERS WILL REPORT ANY OF THE FOLLOWING TO THEIR SUPERVISOR WITHOUT DELAY: • defects in relay boxes or locks, or any improper site preparation that may cause a box to fall; • suspected tampering with, or mistreatment of, relay boxes or relay bundles; • relay bundles neither delivered as addressed, nor picked up by Letter Carriers; and • the location of any relay box not properly locked after having been opened to store or withdraw mail. 3.8.2 THE SUPERVISOR WILL: • make enquiries and reports regarding defects, irregularities or suspected tampering reported by Letter Carriers, drivers or other sources including the general public; and • periodically check relay box security when performing on-street supervisory duties. 3.9 Bags Found Without a Label or Indication of Destination Attached Step Action by Carriers/ Drivers/ Others 1 Immediately, and in conjunction with the Supervisor/ Postmaster, open the bag and examine
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