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Figure 4-2.-POstal Service (PS) Form 3877
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Personnelman 3 & 2 - Military manual for government personnel administration
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Routing and Filing of Correspondence
loose-leaf  binder,  a  file  folder,  or  a  two-post  clipboard. These logs consist of the second carbon copy of the Correspondence/Material   Control   Form,   OPNAV 5216/10.   Control   forms   are   filed   numerically   by activity  control  number  (ACN). Outgoing Mail Log An outgoing mail log is maintained for material transmitted  via  certified  or  registered  mail  (including registered guard mail and Confidential or unclassified material when sent via certified/registered mail). This log is maintained by one of your command’s Yeomen and  should  contain  the  following  information  on  each piece of mail that is dispatched: Registry/certified  number Contents Addressee Signature of person preparing item for mailing Date and time of delivery to GMPO Signature  of  GMPO  to  whom  delivered The purpose of the outgoing mail log is to have a chronological  record  of  all  outgoing  material  from  the command whether the material is sent via registered or certified mail. Top Secret material is transmitted by the Defense Courier Service (DCS) and other authorized individuals as specified in chapter 15 of  Department  of the Navy Information and Personnel Security Program Regulation,  OPNAVINST  5510.1. RECEIPT  PROCEDURES Normally,  designated  YNs  or  PNs  receive  all incoming   mail   except   Top   Secret.   All   of   the commanding  officer’s  mail  should  be  opened  upon receipt, and a quick check made for correspondent that deserves immediate attention. When registered mail is received at your command, log receipt of this mail in the  GMPO  log. When the designated YN or PN has opened the incoming  mail  and  determined  that  it  is  unclassified, he/she must sort it into two categories—routing without a route slip or routing with OPNAV Form 5216/10. Unclassified   Correspondence For unclassified mail not requiring control, a rubber stamp (fig. 4-3) with check boxes is used for routing. Figure 4-3.—Sample routing stamp. Thus, the correespondence itself bears a complete record of individuals who have to see it. Most commands have their own routing stamp. This stamp shows a command’s internal departmental structure and is similar to the one shown in figure 4-3. Control Mail Mail to be controlled is routed using the OPNAV Form  5216/10  (fig.  4-1).  Mail  to  be  controlled  may consist  of  unclassified  mail  that  requires  action,  mail  of historical importance to the command, and mail that has future  reference  value. Confidential  and  Secret  Correspondence Confidential  correspondence  may  be  divided  into two  categories: 1. 2. Noncontrolled  Confidential  mail,  which provides  general  information  and  does  not require  a  reply  and  for  which  routing  is accomplished by the use of a rubber stamp. Controlled Confidential mail, which requires action,  has  historical  importance,  or  future reference  value. 4-5

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