10.51 Mail

This section summarizes how the lab’s official mail channels are managed.

Incoming

  • E-Mail is handled by the secretary (e-mail: see team website).
  • Physical mail is retrieved from the mailroom on a regular basis (Postfach Nr.: 44).
  • Incoming physical mail is tracked in 10.51 Ausgangspost _Eingangspost.xlsx.
  • Email: “Terminplanung” (UnivIS): primarily track the deadline for entering courses in FlexNow

Processing

  • Physical mail that needs to be archived in paper is added to 19 Archive:

    • Only mandatory documents are archived in paper form.
    • They receive a unique ID XXXXXX (Paginierstempel)
    • Scanned and added to 19.XXXXXX.
    • GW applies OCR (Nextcloud notifications are activated)

  • Physical mail (documents) related to theses:

    • For signed topic confirmations, thesis supervisors update the overview. Check and remind (if necessary): thesis advisors should have moved the documents related to the thesis to 35 theses.
    • Submissions, an issue must be created in the theses-confidential, uploading the digital version of the thesis. The paper version is archived immediately.
    • Reviews are scanned, the PDF is added to 14.04, and the paper version is sent to the examination office (no cover letter, Hauspost: Ref II/3).

Outgoing

  • Outgoing physical mail is tracked in 10.51 Ausgangspost _Eingangspost.xlsx.
  • Outgoing physical mail is scanned and archived in the relevant project directories.
  • Stamps are available at the secretary’s office.