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control  form.  The  office  code  and  file  symbol are  placed  on  the  letter  itself. When  mail  is  being  routed  to  several offices,  a  stamp  may  be  used  with  check boxes  for  several  addressees  (fig.  4-3). PRINCIPLES   OF   MAIL   CONTROL Mail  control  is  defined  in  the  Navy  as  any procedure   used   to   make   a   record   of   the receipt,   location,   or   dispatch   of   mail.   The definition  includes  logging  or  preparing  other records  to  indicate  receipt,  providing  signature for  classified  and  registered  mail  if  required, following  up  to  ensure  action,  and  providing information  on  location  of  the  item. The  mail  control  form,  already  mentioned as  a  device  for  routing  mail,  is  a  combination of  a  mail  log  and  a  route  sheet.  It  may  also serve as a follow-up r e c o r d    a nd cross-reference  sheet.  The  routing  is  marked on  the  control  form.  Space  is  provided  for  the initials  of  addressees  and  for  their  comments or  notes  regarding  action.  The  date  of  the letter  and  date  of  its  receipt  are  included.  In the  cases  of  mail  requiring  action  by  a specific   date,   a   follow-up   date   is   added. Maintaining   a   tickler   system   for   action correspondence  is  important.  Whenever  you use  a  control  form,  retain  one  of  the  copies, so  you  know  when  the  response  is  required  to leave  the  command. HANDLING   OUTGOING   MAIL With  outgoing  mail,  as  with  incoming,  the same  basic  functions  are  performed  afloat  and ashore,  but  exactly  how  they  are  performed  is governed  by  the  needs  of  the  activity. Generally,   the   shipboard   procedures   are simpler  since  a  relatively  small  amount  of mail  is  processed  out  and  most  of  it  is  signed by  the  captain. Department   heads   and   their   assistants frequently   draft   letters   dealing   with   their departments,   although   many   letters   are prepared  completely  in  the  captain’s  office. REVIEWING   OUTGOING   MAIL The  person  in  charge  of  the  captain’s office  usually  is  responsible  for  reviewing  all outbound  correspondence  before  it  is  given  to the  captain  for  signature.  Sometimes  a  letter may  require  review  and  approval  by  a  number of  persons  before  it  is  ready  for  signature.  In this    case    a    routing    slip    may    be    used. Generally,  persons  whose  approval  is  required indicate  this  approval  by  initialing  the  official file   copy. RECORDS   OF   OUTGOING   MAIL All   outgoing   mail   classified   Secret   must be  registered.  Confidential  material  must  be registered  if  it  is  to  be  sent  outside  the continental  United  States  or  to  an  FPO  or APO  address;  otherwise,  it  may  be  sent  via First-Class   Mail   or   certified   mail.   Specific Figure 4-3.-Stamp for routing routine mail. 4-6

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