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.
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
Q9. Upon completion of the OMM inspection, a copy
should be filed and the previous years
inspection checklist disposed of (T/F)
You should use the applicable Official Mail
Managers Inspection Checklist, provided in
OPNAVINST 5218.7, for inspections. Local
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:
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
Keep their commanders informed of the
effectiveness of the Official Mail Cost Control
Program (OMCCP) and any problem areas.
Supervise the commands 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
Inspect incoming mail at least once a week and
report discrepancies to the originating
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: