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Official Mail Management - Military guide to working in a post office
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Official Mail Acceptance Site
OFFICIAL MAIL CHAPTER  1 MANAGEMENT PROGRAM In   this   chapter   we   will   look   at   the   Official   Mail Management   program   and   its   implementation.   We   will talk   briefly   about   official   mail   acceptance   sites   and   the need   for   official   mail   training.   You   will   learn   about cost-saving   measures   such   as   the   consolidation   of mail   and   the   functions   of   Navy   consolidated   mail facilities   (CMFs).   Activities   not   served   by   CMFs   will discover   other   means   to   reduce   postage   cost   and   you will  also  be  given  information  on  how  to  establish  and maintain   security   of   postage   stamps. Official   mail   matter   is   any   letter,   flat,   publication, or   parcel   relating   exclusively   to   the   business   of   the U.S.    Government. The  Official  Mail  Management  Program  (OMMP) is   not   new.   Before   the   decentralization   of   official   mail, the   Navy   did   not   use   postage   applied   on   outgoing official   mail.   Positive   control   of   the   Official   Mail   Cost Control    Program    (OMCCP)    is    accomplished    by monitoring   and   surveying   outgoing   and   incoming official   mail.   Now   each   command   maintains   positive control   by   ensuring   each   command   has   an   Official Mail   Cost   Control   Program,   with   an   appointed   official mail   manager   (OMM).   Commands   will   implement   an official   mail   management   program   by   appointing   the necessary   personnel,   providing   regular   training,   and ensuring   the   security   of   postal   equipment   and   postage stock. The   overall   goal   of   the   OMCCP   is   to   control Department   of   Defense   (DOD)   official   mail   costs. This   is   accomplished   through   the   cost-effective   use   of the   United   States   Postal   Service   (USPS),   available d i s c o u n t s ,     D O D     o f f i c i a l     i n t r a t h e a t e r     m a i l, consolidated   mail   facilities,   guard   mail,   and   the   use   of alternative   carriers   such   as   Federal   Express,   United Parcel   Service,   and   so   forth. By  following  the   Navy   Official   Mail   Management I n s t r u c t i o n s ,    O P N A V I N S T    5 2 1 8 . 7 ,    w h i c h    is supported   by   the   DOD   Official   Mail   Manual,   D O D 4525.8-M,   Navy   postage   costs   can   be   reduced   by proactive    OMCCP    techniques. Q1.   Positive   control   of   the   OMCCP   is   gained   by performing   what   two   tasks? IMPLEMENTATION  OF  THE OFFICIAL  MAIL  MANAGEMENT PROGRAM Every   Navy   command   sets   up   an   official   mail management   program   (OMMP)   to   review   local mailing  practices.  This  program  is  used  to  ensure  all official   mailings   are   prepared   as   directed   by   the following    resources: USPS   regulations. Navy   Official   Mail   Management   Instructions, O P N A V I N S T    5 2 1 8 . 7 .    T h i s    i n s t r u c t i on supplements   policies   and   procedures   outlined   in the  DOD   Official   Mail   Manual   and  is  used  as  a guide  to  process  and  dispatch  Navy  mail. DOD   Official   Mail   Manual,   DOD    4525.8-M, provides   information   and   guidelines   for implementing   the   DOD   OMCCP.   This   manual also   explains   control   and   safeguard   procedures for   postage   meters   and   postage   stamps. Command    Standard    Operating    Procedures (SOP)   for   official   mail. Other   publications   that   are   required   at   locations where   postage   is   applied   to   official   mail   are: USPS   Domestic   Mal   Manual   (DMM).   The DMM   is   the   primary   USPS   manual   used   in operating   post   offices.   It   contains   regulations   of direct   interest   to   mailers   on   postage   rates,   mail classification,   and   mail   preparation   guidelines.   It is   used   at   each   postage   meter   location.   The activity’s   OMM   and   host   commander’s   activity OMM   also   maintains   a   DMM. USPS  International  Mail  Manual   (IMM).   The IMM   contains   regulations,   classifications,   and guidelines  for  mailing  between  the  United  States and   foreign   countries. A  Guide  to  Business  Mail  Preparation,  U S PS Publication   25.   This   publication   aids   personnel in   preparing   letter-size   mail   to   be   compatible with   USPS   automated   processing   equipment.   It also   allows   mailers   to   benefit   from   improved mail   service   and   reduced   mail   processing   costs. 1-1

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