A. Incoming Mail Monitor Software Overview

The Incoming Mail Monitor Program is a multifunction program for processing incoming e-mail correspondence addressed to one of the ECOMXXX addresses. It is operated by the docket clerks and performs the following functions:

• automatically screens incoming e-mail for one or more serial numbers in the subject line;

• automatically screens incoming e-mail for improper attachments (i.e., non- .gif or .jpg files);

• automatically sends either an acceptance or rejection e-mail back to the sender;

• Consolidates and formats all acceptable e-mail for printing;

• Uploads acceptable e-mail to TICRS;

• Sorts acceptable e-mail into various folders by date for future archiving purposes; and

• Allows the user to view the contents of any of the folders by simply double-clicking on the folder name in the main dialog box.

where XXX is the number of the law office. For example the Outlook path to law office 102 incoming e-mail is shown below.

B. Running the Incoming E-mail Monitor Software

1. Open the Incoming E-mail Monitor program by double-clicking on the desktop icon shown below.
   

2. Click on the button that says "Email monitor on."
   

3. Wait until the program sorts incoming mail and moves accepted e-mail into the "Awaiting Printing" folder.

4. Click on the "Print Items . . ." button.
   

5. Click on the "Print" button in the Print dialog box. Note: - The program will print a copy of the e-mail for each serial number listed in the subject line if more than one number is listed.
   

6. Confirm that all the listed e-mails and attachments printed correctly. A dialog box will appear asking "Did all documents print successfully?" If they did, click on "Yes." If not, see your manager or SLIE.
   

7. Check the "Delivery Issues" folder for returned mail errors by double-clicking on the folder name. Print any "Mailer Daemon" errors and process as returned mail.

8. Process the finished e-mail as regular mail. Amendments and responses should be batched with the files. Unresponsive e-mail such as general questions should be forwarded to the attorney, the senior attorney or the managing attorney for review.

   C. Work Steps for Handling Returned E-mail Office Actions

   Currently, this process begins with the Examining Attorney receiving a "Mailer-Daemon" e-mail message indicating that the e-mailed Office Action was undeliverable at the address to which it was sent. Until such time as the "Mailer-Daemon" messages are routed directly to the e-com mailboxes for the Contractor to act upon, Examining Attorneys should simply forward any "Mailer-Daemon" e-mail messages relating to e-mailed Office Actions to the Lead DTSV Contractor for handling.

   The following steps should be performed by the Contractor (currently DTSV) when a returned mail "Mailer-Daemon" (error message) is received.

   1. If the case is a 76/ series case, check the e-mail address in the application against the e-mail address in the Office Action header to confirm whether the e-mail was sent to the correct address. The 78/ series cases do not need to be checked as the address is entered by the applicant.

   2. If the address was incorrectly entered by the USPTO, the Office Action must be re-mailed using the following steps:
      • Re-send the Office Action to the correct e-mail address. A copy of the Office Action is in the "ecom e-mail box" (e.g., ecom115) assigned to the particular law office.

      • Print a file copy of the re-sent Office Action after sending the e-mail to reflect the correct transmission/mailing date.

      • Send an e-mail to TMCORRECT to have the correct Office Action transmission/mailing date changed in TRAM.

      • Return the file to the proper location (ARD, CSD, etc.).

   3. If the Office Action was sent to the correct e-mail address and returned as undeliverable, the e-mail address is unusable and the Office Action must be mailed by regular mail (USPS) using the following steps:
      • Print the “Mailer-Daemon” message showing the transmission error. In addition, photocopy the original e-mailed Office Action in the file. Attach a copy of the “Mailer-Daemon” message to both the file copy and the photocopied (mailing copy) of the Office Action.

      • Draft a cover sheet containing only the paragraph below on it, and attach a copy of this cover sheet to both the file copy of the original Office Action and the photocopy of the Office Action to be mailed to the applicant.

   The following header and paragraph should be used when sending undeliverable e-mailed Office Actions by regular mail.

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   A PROPER RESPONSE TO THIS OFFICE ACTION MUST BE RECEIVED WITHIN 6 MONTHS FROM THE ORIGINAL E-MAIL DATE OF THE ATTACHED ACTION IN ORDER TO AVOID ABANDONMENT. For your convenience and to ensure proper handling of your response, a label has been enclosed. Please attach it to the upper right corner of your response. If the label is not enclosed, print or type the Trademark Law Office No., Serial No., and Mark in the upper right corner of your response.
   E-mail Error Notice
   The attached Office Action was mailed via the United States Postal Service after the e-mailed electronic action was returned to the Trademark Office as undeliverable. Please check the e-mail address and notify the Trademark Office in writing of the correct address.