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Record of Postmark Date

Policy Code: 
DMT006-04.2
Effective Date: 
November 3, 2004
Revision Number: 
2

Purpose

To eliminate the requirement of retaining the physical envelope or an image of the envelope for documents received via United States Postal Service (USPS) or other postal carrier services.

Standard

When record of a postmark date is desired and the physical envelope or an image of the envelope is not retained by the receiving agency, the postmark date may be annotated on the document by recording the postmark date on the document together with the initials of the individual who notated the postmark date.  If the postmark is unreadable, annotate with the letters UR plus the date received.

This standard does not create an obligation on an agency to annotate a postmark date on documents when the agency does not retain the physical envelope or an image of the envelope.

Policy

This policy is applicable to all documents received via USPS or other postal carrier services. It is intended to provide evidence of the postmark date on the envelope of documents received where postmark date determines timeliness of document receipt.

Applicability

This standard applies to all executive branch state agencies excluding the University Systems Office and other higher education institutions, i.e. campuses and agricultural and research centers.

Definition

Postmark
Cancellation affixed by the USPS to show date of mailing.
UR
Unreadable.

Guidance

Refer to the EDMS Best Practices document.

Non-Compliance

Non-compliance with this standard shall be reported to the Office of the State Auditor.

 

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