We help IT Professionals succeed at work.

How do I track which mailing packs have been sent out?

An office here needs to send out around 1200 mailing packs.

But they are not going to be done all at once. They will be sent out around 40 a day.

What is the best way to track which ones have been sent out and which ones have not?

Presently, they are using Avery-type labels.

Is there a barcode or QR code solution where packets could be scanned on exiting the office?
Comment
Watch Question

Jim Dettman (EE MVE)President / Owner
Fellow 2019
Most Valuable Expert 2017

Commented:
Is this a one time deal?   Do you have a spreadsheet or some other file with the names and addresses?

 If so, I would take the simple route;for each address, when the package goes out, check it off as done.

 At 40 a day, it's not going to be all that hard to keep up with, and for 1,200, it's too few to develop something unless you are going to do this over and over.

 and if I missed the boat here, please come back with a little more detail on exactly what you have to work with and what the process is.

Jim.
John TsioumprisSoftware & Systems Engineer
Distinguished Expert 2019

Commented:
Simple..
You make a report that carries a the data of the recipient along with a barcode representive No  -to 1200
These are printed on Adhesive labels.
The Labels are printed either at once or in packs...you decide
Then you stick them on the packs (boxes? sry i am not i got it)
One employee sticks them and pass to the next to scan (barcode scanner) ..scan ensures that someone actually saw the pack...a double check can be made to ensure that the correct label is stickied..also date time is recorded ...and any other info that you probably want...
This is a pretty much standard procedure

Author

Commented:
Jim, the names and addresses are on Word documents ready for Avery label sheets.

System lacks rigor. Because sometimes some labels are taken out of sequence to jump the mailing queue. Then it is
a mess - because nobody knows 2 weeks later if such a recipient has been sent a pack or not. So yeah your list idea not bad at all. I would have to reconcile a list with these Avery labels in Word files though.

John, thanks for your suggestion - definitely more systematic than current solution.

Does anybody know of off-the-shelf software designed for this?
John TsioumprisSoftware & Systems Engineer
Distinguished Expert 2019

Commented:
I am not aware of a ready made solution but pretty much every Expert here more or less has dealt with something similar....for me it was part of my old job...from simple mailing labels to thermal printing with content tracking.
If this is going to be something frequent ...a thermal printer probably would be more suitable as it prints labels individually...(and yes i know it has a price tag)
President / Owner
Fellow 2019
Most Valuable Expert 2017
Commented:
<< I would have to reconcile a list with these Avery labels in Word files though.>>

 Not sure what you have to work with exactly, but all I'm saying is I don't think I'd try and develop something if it's a one time thing and don't over think this.

 All you want to know is if something has been sent or not.

 So maybe make the "check out" process is:

1. Make a copy of your Word doc(s)
2. As each package is placed in the pile with it's label on it, strike through the address in Word (or delete it)

 Just keep it simple.

 I just don't see where adding a number and a bar code is really going to help all that much.

Jim.

Author

Commented:
Thanks Jim and John.

Following on from Jim's suggestion. I will make a copy of the Word doc and then buy a clipboard. Anytime anyone sends out mailing packs they will first have to tick off those which have been sent.

Not high-tech but nice and simple!