Quick Facts

1. Locate the interoffice envelope and outgoing mail basket.
2. If you don't already have it, use the Library Employee Directory to find the address or "mail stop code" for yourself and the person receiving the mail.
3. Write TO/FROM information on the front of the envelope in the next available blank space. Make sure to include the names and mail stop code for both the sender and receiver.
4. Enclose the items in the envelope and form a temporary seal at the top of the back.
5. Put the completed envelope in the outgoing mail basket.

Procedure

1. Locate the interoffice envelopes as well as the outgoing mail basket in your branch or department.
2. Use the employee directory to find the interoffice mail address or "mail stop code" for yourself and employee receiving the mail. A link to the employee directory can be found here: Library Employee Directory / Multnomah County Employee Directory 
   • You can search by first and/or last name. For example, the mail stop for Ann Knutson is 635/OPS/TECHSR. 
   • Some codes include a specific department within a building. For example, the technical services code is 635/OPS/TECHSR.
   • Codes for departments outside the library use two numbers. For example, the mail stop code for the County Communications Office is 503/6.
     
     Tip: All library mail begins with the number 635 and is followed by a branch or office abbreviation. The 635 code is specifically assigned to the Operations Center, and all interoffice mail going to the library from the rest of the County is routed to the Operations Center. From there, the incoming mail is distributed to library branches and/or offices. If you're unable to find the person you're looking for in the directory, but you know they work at a specific branch, you can use the location code. For example, something going to St Johns would be 635/STJ. Mail for on call employees should be sent to 635/OPS/ONCALL.
      
3. On the front of the manila envelope, find the next blank space in the row and write who the envelope is going to, followed by who the envelope is from. For example:
   
   TO: Leslie Stevens 635/CEN
   
   FROM: Dre Johnson 635/MID
    
4.  Enclose the items to be mailed inside the envelope and seal with the appropriate closure method. Place the envelope in the outgoing mail basket. Envelopes will be picked up by drivers the following day.

Policy

Multnomah County provides an interoffice mail delivery service that facilitates the movement of mail throughout the county. Library mail is managed by the Facilities and Logistics Supervisor.

Rationale

A standardized method of sending and receiving interoffice mail is efficient and cost effective. Mail is sent and received in large manila interoffice envelopes through the mail room at OPS.

Application

Use (and re-use) the interoffice envelopes when sending and receiving mail to/from other employees throughout the library system and county.