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Outgoing Mail Log
Personnelman 3 & 2 - Military manual for government personnel administration
Figure  4-4.óRecord of Disclosure, OPNAV Form 5511/13
When   the   command’s   designated   YN   or   PN determines  that  incoming  mail  is  Secret  or  controlled Confidential,  he/she  should  prepare  OPNAV  Form 5216/10. Classified  material  is  also  received  via  supply channels. The supply department and any departmental Yeoman  or  spare  parts  petty  officer  receiving  any classified material directly must be informed that he/she must deliver it to the appropriate command’s designated YN  or  PN  for  processing. Top  Secret  Correspondence Top  Secret  correspondence  is  handled  by  the  SM, or if one is designated, the Top Secret control officer (TSCO).  He/she  assigns  an  ACN  to  each  piece  of incoming Top Secret correspondence and enters this number  in  the  DCS  log.  This  log  is  a  part  of  the continuous chain of receipts system and is similar to the GMPO log. ROUTING AND FILING OF CORRESPONDENCE The  following  sections  contain  a  discussion  about routing and filing Unclassified, Secret, Confidential, and  Top  Secret  correspondence. Unclassified  Correspondence The  ship’s  secretary  routes  correspondence  by indicating  the  individuals  responsible  for  action, information,  and  permanent  retention.     He/she designates a department head as the action officer for lead on all action correspondence and instructs the junior YNs or PNs on internal routing procedures. Any individual who wants to either permanently or temporarily  retain  mail  must  indicate  this  intention  on the  correspondence.  If  a  copy  of  the  correspondence  is desired for routing within a department or for other reasons, this also must be indicated. On completion of routing,  correspondence  is  delivered  to  the  ship’s secretary, who monitors the actions required for filing, or  disposition  of  the  correspondence. Unclassified correspondence is normally filed in the command’s unclassified files. If desired, filing may be indicated by circling the file number on the incoming mail log control form. On completion of routing, the original control form is  normally  filed  in  the  command’s  files  with  the correspondence and the command’s file copy of any 4-6 reply required.     If  the  document  is  retained  by  a department  head,  his/her  custodial  assumption  must  be indicated  on  the  original  OPNAV  Form  5216/10.  One flimsy is retained by the department head as the control sheet for his/her record, and the original is returned to the command’s administrative office, attached to an 8- by 10-inch sheet of paper, and filed in the command’s subject files. Secret  and  Confidential  Correspondence The  command’s  individuals  authorized  to  handle Secret and Confidential correspondence must follow the  same  procedures  as  detailed  for  unclassified correspondence. The following rules apply to Secret and  Confidential  correspondence: Secret and Confidential correspondence must be properly safeguarded while in routing. Normally, Secret and Confidential correspondence is filed in the command’s classified files. Circle the file number on the incoming mail log control form to indicate the need for filing. Secret and Confidential material may only be reproduced  when  specifically  approved  by  designated officials.  This  correspondence  may  be  reproduced  only on equipment designated for reproduction of classified material. Upon completion of routing, file the original control   form   in   the   command’s   files   with   the correspondence and the command’s file copy of any reply required.     If  the  document  is  retained  by  a department head, his/her custodial assumption must be indicated  on  the  original  OPNAV  5216/10  (in  the appropriate block and dated). The department head should retain one flimsy as the control sheet for his/her record.  The  original  is  returned  to  the  administrative officer and filed in the command’s subject files. Classified material must be handled according to the guidelines contained in OPNAVINST 5510.1. Classified material must be under constant surveillance by appropriate cleared personnel when outside of the safes. Top  Secret  Correspondence The TSCO informs the commanding officer and executive officer when Top Secret material is received on  board.  The  TSCO  prepares  the  OPNAV  Form 5216/10 and the Record of Disclosure, OPNAV Form

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