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

  1. 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.
  2. 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.

Definition

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

UR -Unreadable.

Guidance

Refer to the EDMS Best Practices document.

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.

Scope

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

Statement of Commitment

North Dakota's CIO/CTO directs that IT Policy be created to establish statewide information technology policies and standards as defined within ND Century Code (Chapter 54-59-09).

Non-Compliance

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


Revision Number: 2
Revision Date: 2004-11-02
Effective Date: 2004-11-02
Last Reviewed: 2020-12-08
Number: POL0020030