Offline continuity packet
Physical Mailroom Paper Forms
Network-independent procedure
- Maintain separate bound incoming and outgoing mail registers with pre-numbered or sequential entries.
- Assign
PPR-MAIL-{REGISTER}-{YYYYMMDD}-{ENTRY}at receipt or outgoing packet preparation and record local time/timezone, privacy class, custodian and safe next step. - Give a receipt copy when appropriate without exposing protected addresses, narrative, tracking credentials or restricted attachments.
- Use the packet/cover sheet that matches the work. Record certified/registered/tracked data exactly as supplied by the carrier/source; do not convert it into a legal conclusion.
- Log every physical handoff. Returned mail is appended, not substituted for prior history.
- For service-of-document matters, record the source matter/reference, method attempted/evidenced, dates and evidence. Write LEGAL EFFECT NOT DETERMINED BY MAILROOM; do not mark service legally effective unless a competent legal source separately determines it.
- After digital restoration, reconcile entries in register order. Preserve original local time, physical file location, optional scan hash/page count, and later reconciliation time. Link a GCR/GCO reference only if it verifies.
Government Physical Mailroom · FD11-35-R1
MAIL-0 — Bound Mail Register / Receipt
Form: MAIL-0 Controlled paper reference: PPR-MAIL---
Enter the reference in the bound register before routing. Never erase or reuse a number; voids remain logged with reason/date/initials.
Register ID:
Register entry no.:
Original local date/time:
Timezone:
Receiving/preparing staff initials:
Privacy class:
Related GCR/GCO, if verified:
Digital GPM reference after reconciliation:
Direction: □ Incoming □ Outgoing Class: □ General □ Document packet □ Registered/certified/tracked □ Service-document reference □ Returned □ Interoffice
Party / sender / recipient (PROTECTED as needed):
Subject / safe administrative label:
Safe next step / routing:
Physical routing / custody
| Date/time | From | To | Purpose | Initial/signature |
|---|---|---|---|---|
Digital reconciliation
Digital reconciliation GMT:
Authorized operator reference:
Physical original file location:
Scan SHA-256:
Source page count:
Second-check review/date/initials:
Exceptions/corrections noted without altering the paper original:
Provenance rule: Preserve original local handling time and later digital reconciliation time as separate facts. Retain the physical original under the owning records schedule; if no authorized destruction schedule applies, hold the original.
Government Physical Mailroom · FD11-35-R1
MAIL-1 — Incoming Physical Correspondence Cover Sheet
Form: MAIL-1 Controlled paper reference: PPR-MAIL---
Enter the reference in the bound register before routing. Never erase or reuse a number; voids remain logged with reason/date/initials.
Register ID:
Register entry no.:
Original local date/time:
Timezone:
Receiving/preparing staff initials:
Privacy class:
Related GCR/GCO, if verified:
Digital GPM reference after reconciliation:
Sender / return contact (PROTECTED):
Envelope/packet condition and contents count:
Requested/identified Government route:
Tracking/registered/certified source reference, if present:
Physical routing / custody
| Date/time | From | To | Purpose | Initial/signature |
|---|---|---|---|---|
Digital reconciliation
Digital reconciliation GMT:
Authorized operator reference:
Physical original file location:
Scan SHA-256:
Source page count:
Second-check review/date/initials:
Exceptions/corrections noted without altering the paper original:
Provenance rule: Preserve original local handling time and later digital reconciliation time as separate facts. Retain the physical original under the owning records schedule; if no authorized destruction schedule applies, hold the original.
Government Physical Mailroom · FD11-35-R1
MAIL-2 — Outgoing Packet Preparation & Dispatch
Form: MAIL-2 Controlled paper reference: PPR-MAIL---
Enter the reference in the bound register before routing. Never erase or reuse a number; voids remain logged with reason/date/initials.
Register ID:
Register entry no.:
Original local date/time:
Timezone:
Receiving/preparing staff initials:
Privacy class:
Related GCR/GCO, if verified:
Digital GPM reference after reconciliation:
Recipient / delivery address (PROTECTED):
Packet contents / enclosure inventory:
Related source document / GCO / matter reference:
Recorded channel: □ Registered □ Certified □ Tracked □ Courier □ Manual handoff □ Other
Carrier/source tracking reference (PROTECTED):
Released date/time and receiving carrier/handoff source:
Physical routing / custody
| Date/time | From | To | Purpose | Initial/signature |
|---|---|---|---|---|
Digital reconciliation
Digital reconciliation GMT:
Authorized operator reference:
Physical original file location:
Scan SHA-256:
Source page count:
Second-check review/date/initials:
Exceptions/corrections noted without altering the paper original:
Provenance rule: Preserve original local handling time and later digital reconciliation time as separate facts. Retain the physical original under the owning records schedule; if no authorized destruction schedule applies, hold the original.
Government Physical Mailroom · FD11-35-R1
MAIL-3 — Registered / Certified / Tracked Receipt Evidence
Form: MAIL-3 Controlled paper reference: PPR-MAIL---
Enter the reference in the bound register before routing. Never erase or reuse a number; voids remain logged with reason/date/initials.
Register ID:
Register entry no.:
Original local date/time:
Timezone:
Receiving/preparing staff initials:
Privacy class:
Related GCR/GCO, if verified:
Digital GPM reference after reconciliation:
Carrier/source name and reference (PROTECTED as appropriate):
Evidence type: □ Acceptance receipt □ Tracking event □ Delivery confirmation □ Signature evidence □ Failed attempt □ Other
Evidence date/time/timezone exactly as supplied by source:
Evidence description / attachment / scan hash:
Boundary: This sheet preserves reported evidence. It does not independently attest external receipt, legal notice, or legal service effectiveness.
Physical routing / custody
| Date/time | From | To | Purpose | Initial/signature |
|---|---|---|---|---|
Digital reconciliation
Digital reconciliation GMT:
Authorized operator reference:
Physical original file location:
Scan SHA-256:
Source page count:
Second-check review/date/initials:
Exceptions/corrections noted without altering the paper original:
Provenance rule: Preserve original local handling time and later digital reconciliation time as separate facts. Retain the physical original under the owning records schedule; if no authorized destruction schedule applies, hold the original.
Government Physical Mailroom · FD11-35-R1
MAIL-4 — Service-of-Document Administrative Reference
Form: MAIL-4 Controlled paper reference: PPR-MAIL---
Enter the reference in the bound register before routing. Never erase or reuse a number; voids remain logged with reason/date/initials.
Register ID:
Register entry no.:
Original local date/time:
Timezone:
Receiving/preparing staff initials:
Privacy class:
Related GCR/GCO, if verified:
Digital GPM reference after reconciliation:
Source case/matter/document reference:
Competent source/instruction authorizing or requesting service administration, if applicable:
Method attempted or evidenced (record fact/source only):
Date/time/timezone and place/address reference (PROTECTED as needed):
Person/source evidence / signature / return / affidavit reference, if supplied:
LEGAL EFFECT NOT DETERMINED BY MAILROOM. This form records service-related administrative evidence only; it does not decide jurisdiction, sufficiency, timeliness, receipt, or legal effectiveness.
Physical routing / custody
| Date/time | From | To | Purpose | Initial/signature |
|---|---|---|---|---|
Digital reconciliation
Digital reconciliation GMT:
Authorized operator reference:
Physical original file location:
Scan SHA-256:
Source page count:
Second-check review/date/initials:
Exceptions/corrections noted without altering the paper original:
Provenance rule: Preserve original local handling time and later digital reconciliation time as separate facts. Retain the physical original under the owning records schedule; if no authorized destruction schedule applies, hold the original.
Government Physical Mailroom · FD11-35-R1
MAIL-5 — Returned Mail / Undeliverable Record
Form: MAIL-5 Controlled paper reference: PPR-MAIL---
Enter the reference in the bound register before routing. Never erase or reuse a number; voids remain logged with reason/date/initials.
Register ID:
Register entry no.:
Original local date/time:
Timezone:
Receiving/preparing staff initials:
Privacy class:
Related GCR/GCO, if verified:
Digital GPM reference after reconciliation:
Original dispatch / tracking / related GPM-GCO reference:
Return date/time/timezone:
Return reason exactly as marked/reported by source:
Envelope/packet condition and retained attachments:
Administrative reroute / re-dispatch / hold decision source:
Physical routing / custody
| Date/time | From | To | Purpose | Initial/signature |
|---|---|---|---|---|
Digital reconciliation
Digital reconciliation GMT:
Authorized operator reference:
Physical original file location:
Scan SHA-256:
Source page count:
Second-check review/date/initials:
Exceptions/corrections noted without altering the paper original:
Provenance rule: Preserve original local handling time and later digital reconciliation time as separate facts. Retain the physical original under the owning records schedule; if no authorized destruction schedule applies, hold the original.
Government Physical Mailroom · FD11-35-R1
MAIL-6 — Reconciliation & Exception Control Sheet
Form: MAIL-6 Controlled paper reference: PPR-MAIL---
Enter the reference in the bound register before routing. Never erase or reuse a number; voids remain logged with reason/date/initials.
Register ID:
Register entry no.:
Original local date/time:
Timezone:
Receiving/preparing staff initials:
Privacy class:
Related GCR/GCO, if verified:
Digital GPM reference after reconciliation:
Paper forms included: □ MAIL-0 □ MAIL-1 □ MAIL-2 □ MAIL-3 □ MAIL-4 □ MAIL-5
Digital entry comparison / exceptions:
Related Government correspondence reference verification result:
Tracking/service evidence fields checked against paper source:
Physical routing / custody
| Date/time | From | To | Purpose | Initial/signature |
|---|---|---|---|---|
Digital reconciliation
Digital reconciliation GMT:
Authorized operator reference:
Physical original file location:
Scan SHA-256:
Source page count:
Second-check review/date/initials:
Exceptions/corrections noted without altering the paper original:
Provenance rule: Preserve original local handling time and later digital reconciliation time as separate facts. Retain the physical original under the owning records schedule; if no authorized destruction schedule applies, hold the original.