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Mail Orderlies' Responsibilites
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Personnelman 3 & 2 - Military manual for government personnel administration
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Figure 4-7.—Routine Reply, Endorsement, Transmittal or Information Sheet, OPNAV Form 5216/158
DESIGNATION OF MAIL CLERKS AND MAIL ORDERLIES Commanding   officers   or   their   designated representatives  must  designate  command  mail  clerks. Mail  orderlies  may  be  designated  by  responsible officials  for  those  offices  and  activities  requiring  mail orderly  service.    Designations  must  be  accomplished using   DD   Form   285   before   personnel   assume mail-handling  duties.  The  number  of  designated  mail clerks or mail orderlies and alternates should be held to a minimum, consistent with the requirement to handle mail  efficiently  and  effectively.  A  command  should designate a minimum of one primary and one alternate mail orderly. TRAINING REQUIREMENTS Before  entering  into  mail-handling  duties,  all selected personnel must be instructed in the proper performance of these duties. Upon  designation,  command  mail  clerks  and command mail orderlies must complete mail service training. This required training should emphasize the importance  of  safeguarding  mail,  handling  of accountable  mail,  timely  delivery,  and  the  serious consequences   of   negligence   of   duty.   Training   is accomplished through proficiency training programs and locally-developed training courses or instructions. SECURITY OF MAIL The  loss  of  mail,  delivery  of  mail,  overnight storage, transporting mail, and privileged nature of mail, all of which relate to the security of U.S. mail, is discussed in this section. Loss of Mail If you are designated as a mail clerk or mail orderly, you may be held liable for any loss caused by your failure to handle mail properly. Mail-handling areas and all receptacles for accountable mail must be locked when you are not physically present. Delivery of Mail You  should  deliver  mail  only  to  authorized addressees, agents named in writing by addressees, or the serving postal activity. Mail may not be delayed, intercepted,  opened,  rifled,  or  left  unattended  when  not in an authorized secure area. You may not remove stamps  from  mail  entrusted  to  you. Overnight Storage UMRs that store official registered mail overnight must have an approved security container that meets the requirements  for  storing  Secret  material. Transporting Mail A  closed-body  vehicle  equipped  with  lockable doors must be used to transport mail to and from mail service  areas. When   a   closed-body   vehicle   is unavailable and another kind is used, you as a mail clerk or mail orderly, must ride in the compartment that holds the  mail  (if  practical).  If  conditions  prohibit  you  from riding in the compartment with the mail, maintain visual contact  with  the  mail  at  all  times. Mail   being transported in other than closed-body vehicles must always  be  protected  from  the  elements  (inclement weather). Privately  owned  vehicles  may  not  be  used  to transport mail. If  an  emergency  situation  occurs requiring a privately owned vehicle to be used on a temporary basis, its use must be requested by the unit commander and approved by the serving postal activity. Privileged Nature of Mail and Postal Records The privacy of the mail may not be violated. You, as mail clerk or mail orderly, may not break or permit the   breaking   of   the   seal   of   any   mail   matter. Additionally,  information  regarding  mail  or  postal records  can  be  released  only  under  certain circumstances. You should contact the serving post office for assistance if any of the following situations applies: . You are requested to provide a mail cover. . An examination, search, or seizure of mail or postal  records  is  attempted  or  requested.  (Notification of   examination   of   records   in   compliance   with inspection  requirements  outlined  in  paragraph  307  of DOD  4525.6-M  is  not  required.) . Authorities request a controlled delivery of mail. . Damage, destruction, or forced entry occurs to the mailroom or postal service center. l  Mail  in  the  UMR  or  postal  service  center  is suspected of contacting dangerous material. . You are requested to release postal records that include names and addresses of personnel served. 4-11

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