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Chapter I Official Mail Management Program
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Official Mail Management - Military guide to working in a post office
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Navy Consolidated Mail Facilities (CMFs)
U S P S    P o s t a l    B u l l e t i n .    T h i s     b i - w e e k ly publication   provides   updates   to   the   DMM   and IMM,  as  well  as  other  mail  related  items. Postage   Rates,   Fees,   USPS   Poster   123-L   or 123-S.  This  poster  is  used  at  each  location  where domestic   postage   rates   are   calculated. International   Postage   Rates   and   Fees,   USPS Poster   51.   This   poster   is   used   at   each   location where   international   postage   rates   are   calculated. Postal   Zone   Chart.   The   Chart   lists   the   zones   in which   the   various   ZIP   Codes   are   located   in relation   to   your   local   mailing   address.   Use   this chart  at  each  location  where  postage  rates  are calculated. OFFICIAL   MAIL   ACCEPTANCE   SITE Ensure    all    previously    mentioned    publications, manuals,   and   instructions   are   on   hand   at   the   official mail    acceptance    site.    Establish    operating    and controlling   procedures   to   ensure   official   mail   is processed,   dispatched,   and   delivered   as   fast   and efficiently   as   possible.   Maintain   proper   safeguards   and security   controls   to   prevent   the   destruction   or   theft   of official  mail  and  the  compromise  of  any  classified matter. In   addition   to   required   publications,   manuals,   and instructions,   your   official   mail   acceptance   site   will require   a   mechanical   or   electronic   scale   that   measures from   1   ounce   to   70   pounds.   This   necessary   equipment is   used   to   determine   the   weight   of   mailings   and   the amount   of   postage   required   on   outgoing   official   mail. Monitor   unauthorized   use   of   official   mail   and notify  the  activity  OMM  or  commanding  officer  of  any incident   of   unexplained   missing,   misdirected,   or delayed   official   mail. Installations,   activities,   and   staff   elements   will appoint   OMMs.   In   the   absence   of   the   OMM,   the commanding   officer   may   appoint   an   assistant   OMM to   perform   the   official   mail   manager’s   duties. The   appointment   may   be   a   collateral   duty assignment.    The    commander    will    execute    the appointment   by   an   official   letter.   The   letter   includes the   appointee’s   official   address,   telephone   number, and   e-mail   address   (if   available)   in   the   letter. Distribute  copies  as  follows: Major     claimant     OMMs—send     copies     to     the appropriate   Immediate   Superior   in   Command (ISIC),  OMM,  and  the  Navy  OMM Tenant   command   OMMs—send   copies   to   the appropriate   ISIC   OMM   and   host   command OMM Host   command   OMMs—send   copies   to   the appropriate   ISIC   OMM. OMMs   must   be   E-7   or   above,   or   a   DOD   civilian GS-7  or  above.  This  requirement  is  waived  only  when the  command  concerned  has  no  personnel  in  the  grades specified.  The  OMM  must  be  from  the  support  element within   the   command. When  charged  with  the  operation  of  a  military  post office  (MPO)  or  assigned  duty  in  an  MPO,  the  person designated   as   postal   officer   for   the   command   may NOT   be   designated   as   the   command   OMM,   as   a conflict   of   interest   may   result. Q2.   An   OMM   may   be   a   DOD   civilian   GS-7 (minimum)   or   an   active   duty   military   person   of what   minimum   paygrade? OFFICIAL   MAIL   TRAINING The   establishment   of   formal   training   for   all personnel   involved   with   the   handling   of   official   mail is  a  must.  Commands  should  provide  local  training  for administrative    personnel    on    an    annual    basis. Assistance  in  establishing  training  at  the  command level   should   be   provided   upon   request. The   OMM   of   the   host   command   or   the   command operating   the   meter   site   should   conduct   annual mandatory   training   for   the   tenant   command/activity OMMs.   Training   seminar   schedules   should   be published   30   days   in   advance. The  OMM  should  be  available  to  give  command level   briefings   upon   request. CONSOLIDATION Consolidation  is  the  process  of  combining  into  one container   two   or   more   pieces   of   mail   directed   to   the same   addressee   or   installation   on   the   same   day.   That one  container  is  then  sent  to  the  addressee  as  one  piece of  mail.  The  container  may  be  a  bag,  envelope,  box,  or pouch   that   holds   two   or   more   pieces   of   mail. C o n s o l i d a t e d    m a i l    i s    a    r e l i a b l e    w a y    t o    s h ip administrative   and   operational   communications   or logistical   items   between   headquarters,   depots, contractors,   installations,   and   operational   units.   The mail   remains   intact   while   in   transit   and   reduces   the number   of   times   the   contents   are   sorted.   This   reduces 1-2

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