Quantcast Inspections - 14198_58

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Official Mail Management - Military guide to working in a post office
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Security - 14198_59
forward a single Navy Prepaid Postage Report to the DOD Official Mail Manager. In   addition   to   the   information   required   by OPNAVINST  5218.7,  major  claimants  will  add  the following items to their prepaid postage report using the mail codes indicated in parenthesis: Funds  Remaining  on  Postage  Meters  (2001). Report  total  funds  remaining  on  postage  meters. Funds  Expended  with  Commercial  Carriers (2002).   Report   funds   expended   for   shipping material  with  commercial  carriers  (i.e.,  United Parcel Service, Federal Express) that previously would have been sent by mail. Support  Provided  to  Other  Claimants  (2003). Report  the  total  dollar  value  of  support,  by claimancy,  provided  to  other  commands. INSPECTIONS The OMM is also responsible for the inspection of official  material/mail  handling  at  all  activities  under his or her authority. Official  mail  management  regulations,  policies, and procedures are generated by the  Navy  Command Inspection  Program,  SECNAVINST  5040.3. Component   headquarters,   major   commands (MACOMs),   and   intermediate   commands   must conduct   internal   headquarters   OMM   inspections   at least once a year. Conduct inspections of subordinate installations  and  activities  at  least  every  3  years.  These inspections  may  be  combined  with  other  inspections and staff assistance visits. Installation   or   equivalent   OMMs   will   annually inspect  all  staff  activities,  subordinate  activities,  and tenant  activities.  These  inspection  reports  will  be  made available  for  review  during  MACOM  and  Inspector General  inspections  and  staff  assistance  visits.  Staff, subordinate,   and   tenant   activities   must   keep   all previous  inspection  reports  on  file  for  a  period  of  3 years. Q9. Upon completion of the OMM inspection, a copy should   be   filed   and   the   previous   year’s inspection checklist disposed of (T/F) CHECKLIST You   should   use   the   applicable   Official   Mail Manager’s   Inspection   Checklist,   provided   in OPNAVINST   5218.7,   for   inspections.   Local 5-4 reproduction is authorized. Be sure you understand the references  shown  at  the  end  of  each  inspection  item listed on the applicable form. To control DOD official mail costs and prepare for inspections, all OMMs must do the following: l l l l Make  sure  official  mail  users  know  when  and how to contact their OMM. Supervise  mailing  practices. Report  any  misuse  of  official  mail  to  the commanding  officer  of  the  alleged  violators. Set up controls on postal expenses to create a cost-effective mail management program. Command   OMMs   are   required   to   do   the following: l l l l l l l l Keep   their   commanders   informed   of   the effectiveness of the Official Mail Cost Control Program (OMCCP) and any problem areas. Supervise  the  command’s  OMCCP. Annually contact, provide assistance, guidance, and  training.  Discuss  mailing  requirements  with activities within their jurisdiction that produce forms,   publications,   and   periodicals.   (Keep records  of  these  discussions  to  make  future inspections   easier.) Inspect incoming mail at least once a week and report   discrepancies   to   the   originating command’s OMM. Inspect outgoing mail at least once a week at the final preparation point (1) to decide who needs additional   training   and   what   policies   and procedures need more emphasis and (2) to make sure  outgoing  official  mail  with  discrepancies  in preparation   is   returned   for   correction. Review   spoiled   postage   meter   tapes   and establish procedures to reduce their occurrence and  ensure  proper  disposition  has  been  made. Analyze the use of commercial postage and use the  results  to  make  your  official  mail  usage program  more  cost-effective. Coordinate   with   supporting   supply   and procurement  activities  to  ensure  postal-related items being procured such as envelopes, cards, and  labels  meet  the  following  standards: USPS regulations

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