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Principles of Mail Control
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Yeoman Basic
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Chapter 5 Correspondence/Message Files and Disposal
guidelines   are   contained   in   the   Security Manual  and  chapter  8  of  this  manual. INCOMING   MESSAGE   TRAFFIC Once again, local practice may require that a   log   be   maintained   for   all   outgoing correspondence. However,   this   tends   to   be time-consuming  and  bulky.  A  well-kept  file of   outgoing correspondence should   be sufficient  for  identification  of  when  and  where correspondence  was  sent. DISPATCHING After  a  letter  is  signed,  it  is  date-stamped or   typed,   serialized   (if   serial   numbers   are used),  and  given  a  final  check  for  enclosures. The  file  and  information  copies  are  removed and  appropriately  filed  and  routed.  The  letter is now ready to go into its envelope and on its way.  When  a  number  of  letters  are  addressed to the same activity, they should be sent in the same   envelope. MESSENGER   SERVICE Since  shore  activities  are  generally  spread out,  correspondence  routing  is  usually  handled through a messenger system, usually known as guard  mail  or  yard  mail.  A  messenger  picks it  up  in  the  originating  office  and  carries  it  to the  next  person  listed  on  the  envelope.  The post  office  on  base  may  have  the  facilities  to deliver  guard  mail. Where  different commands are located in the same geographical  area,  official  correspondence  can also  be  sent  via  this  messenger  system. PROCESSING   MESSAGE   TRAFFIC Messages  are  the  quickest  form  of  written communications  system  in  the  Navy.  Our telecommunications  system  is  designed  to  get time-sensitive   or   critical   information   to addressees   rapidly   for   the   effective   use   of information. Complete   procedures   for processing  naval  messages  are  contained  in NTP-3.  The  information  provided  in  the  next few  paragraphs  will  aid  in  the  processing  of message   traffic. With  the  automation  of  message  traffic (use   of   computers),   incoming   message   traffic has  become  quite  simple.  The  Chief  of  Naval Operations  has  endorsed  the  Message  Text Formatting  (MTF)  Editor  as  the  standard naval message preparation program. Messages  received  by  the  communications center   via   MTF   processing   systems   for delivery  to  over-the-counter  (OTC)  commands will  be  stored  on  diskettes  provided  by  each command.   These   diskettes   will   be   placed   in the   commands   message   box   for   pickup.   The messages are retrieved from the diskette at the command.  The  messages  can  either  be  run off  on  hard  paper  copy  or  the  diskette  be passed   from   reader   to   reader.   Passing   the diskette  from  reader  to  reader  will  reduce  the amount  of  paper  accumulated  by  making  hard copy  messages  and  thus  reduce  the  cost  of message  preparation. OUTGOING   MESSAGE   TRAFFIC Diskettes   containing   outgoing   messages must   be   prepared   according   to   the   NTP-3 before  delivery  to  the  communications  center for   transmission.   Customers   are   encouraged to  use  3  1/2-inch  floppy  diskettes.  Commands are   required   to   affix   a   write   protect   tab   to each  diskette  and  also  to  scan  each  one  for computer   viruses   before   delivery.   Commands are  responsible  for  ensuring  all  messages  are properly formatted   and   delivered   by authorized   courier. All  previously  used diskettes   must   be   cleared   and   reformatted before  being  reused  for  message  storage. SUMMARY This  chapter  has  given  you  basics  on  how to  process  correspondence  and  messages.  You will   become   better   at   this   as   you   gain knowledge  and  experience.  However,  it  is always  wise  to  refer  to  the  references  listed  in this  chapter.  Remember,  when  in  doubt,  go  to the  manuals. 4-7

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