Pre-checking Letters

Checking facility restrictions

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Checking for letters that need to be staggered

"Staggered letters", I mean pending letters from people who have received books in the last 2 months. To most fairly use our resources, we only sed books to any person once every 2 months.  So, we need to set aside repeat requests until 2 months has passed.

Checking for letters that need to be staggered is easy using the Testament database that we use to log packages.

1. Once you're logged into the database, go to 'Browse Records'.  On the right hand side of the screen will be a box titled 'Search the records'.
2. Select 'Inmates' from the 'Search ...' pulldown.
3. Enter the inmates DOC# or last name only in the 'for:' text box.
4. Click the 'Go' button.
5. If the name doesn't show up, they haven't and you can safely return the letter to the inbox.
6. If letter's inmate name and DOC# show up in the search results, that means they've received books from us before.  Click on the inmate's name/DOC# and you will see information about the inmate.
7. Look at the list of 'Packages received'.  If the date of the last package received is longer than 2 months ago, then you can place the letter in the inbox.
8. If the date of the last package received is less than 2 months ago, then write "FILL ON" and the date 2 months after the date of the last received package on the request envelope.  (i.e. if the last package was sent on 2009-01-29, write "FILL ON 3/29/2009" on the outside of the envelope.
9. Place the envelope in the "STAGGERED" section of the "SPECIAL LETTERS" accordion folder.

Checking that the return address is current

This section needs to be completed