THE RSARS BUREAU - What is it?
First many thanks to all Members and Net Controllers for ensuring that the change of Bureau location is advised when exchanges are being made both on and off Nets. Also thanks of course to our Vice-President and "MERCURY" Editor/Webmaster for getting new details in print ASAP. However, for interest, Chris G2ABR is still receiving cards, as at 24th April, at Harwich?
As a result of the first Bureau newsletter being published last month it has been suggested that maybe I should explain the Bureau and its workings, so here we go.
With thanks to Chris G2ABR the Bureau is housed in a smart three-drawer cabinet 58cm H x 40cm D and 38cm W and sits very comfortably to the left of my 19" FS monitor, which is to the left of the rigs, which themselves are above the PC. So if you can picture the work station it is all neatly contained and everything is within reach.
The lower drawer is the main activity drawer containing all cards received from Members. They are stored in membership number order so when sending in a large number (yes - we wish?) of QSL cards it does make my job easier if they are in number order as against callsign order, or even jumbled, back to front, upsidedown order, which happens. The two upper drawers contain the In and Out Registers for cards and stamps, plus envelopes, stamps, the very necessary Royal Mail measuring block for envelope size/thickness and of course scales for weighing the busy ones.
Records - In
On receipt of envelopes from Members they are opened, cards are counted and envelopes checked to see if they contain loose stamps. These are recorded in the "Cards & Stamps Received" book with stamps being secured and cards put to one side until all envelopes checked in. These cards are then placed in membership number order, the Management Sheet (Cards held in Bureau by members) updated in pencil and cards placed in the Bureau drawer. Stamps are removed from dead envelopes and held awaiting despatch to Alan G4BXQ. He passes them to XYL Brenda who ensures that they are passed to the MS Society - nothing goes to waste!
If you thought the Bureau comprised dusty old cupboards, a rickety old desk, the orange glow of a candle and a decrepit old man hovering over the ledger with quill pen - you may have got one thing correct - the decrepit old man hi! From there all information is transferred into the PC using the excellent system provided by Sandy G7MZR, our Society Records Officer. With regular updates from MemSec as to membership changes and the updating of data by me of cards/stamps received from and sent to Members I have a 100% correct record of card activity (number of) and stamps held by Members.
Records - Out
Holdings of cards are monitored by me against the Management Sheet (Para 5 above) to ensure that (a) cards are forwarded economically and (b) they are not held in store too long. Obviously I aim to maximise current postage costs by filling envelopes but with band conditions and the lack of exchange activity a bit of juggling is carried out and you will receive envelopes less than full.
When it has been decided that time is right to send out a batch of cards they are:-
- Removed from the drawer
- Checked to confirm that a card has not been misplaced
- Counted against the Management Sheet
- Logged out in the Despatch Book
- Transaction recorded on drawer record card
- Cover sheet produced stating number of cards sent and stamps balance
- Sheet explaining reason for returns if any produced.
- Envelope addressed from RSARS Database
- Measured and stamped
- Dropped into our local letter box, or in the case of Overseas Members' envelopes, priced by the local Post Office staff.
The PC database is updated with number of cards sent and one stamp taken from total held.
I am sure that the more astute members will be wondering in this day and age why we require books as well as the PC. This is quite simple for not all Members enjoy kicking PCs and are happier with books and pencils and whilst my PC is never off and backed up each night there is always Sod's Law to take into consideration. I also backup onto my USB dongle each weekend so in worse case of a Saturday total crash I lose no more than 6 days records - not a problem as they are in the books. However when conditions improve and cards arrive by van load instead of my still-friendly postman I may reconsider my activities?
The excellent database allows me to advise card movements as:-
Month/Year
|
Received
|
Sent
|
|
|
|
April 2005
|
669
|
801
|
April 2006
|
343
|
310
|
April 2007
|
501
|
233
|
Obviously these figures do not mean much in isolation and April 2007 includes cards that would have been processed, under normal circumstances, in March. Averaging receipts during March and April numbers would have been nearer 290. However one thing is very evident on looking back over the months/years - Bureau activity is slowing down in accordance with the trend in propagation - maybe.
Historically June has been a busy month for cards in and it is hoped that the May Anniversary Contest 2007 will create Bureau activity.
Next month's and subsequent Bureau reports will of course be much shorter than this - mainly down to cards in and whilst I will not be publishing a black list - for obvious reasons - I do have cards for Members without stamps in the Bureau. If you are one of those please note these cards will be "Returned to Sender" at the end of May.
73, Bryan
MØOIC
RSARS 3867
|
