Quantcast Appointment of Official Mail Managers (OMMS)

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Chapter 13 Official Mail
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Postal Clerk - Military guide to working in a post office
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Treatment of Official Mail
   Navy  Official  Mail  Management  Instruction, OPNAVINST 5218.7, supplements policies and procedures  outlined  in  the  DOD  Official  Mail Manual  and emphasizes the use of the class of mail,  and  special  and  supplemental  postal services  that  meet  the  security,  accountability, and delivery requirements of the material being shipped  at  the  most  economical  cost  to  the Government.    DOD  Official  Mail  Manual,  DOD  4525.8-M, provides  information  and  guidelines  for implementing the DOD OMCCP.  This manual also explains control and safeguard procedures for postage meters and postage stamps.    Command  Standard  Operating  Procedures (SOP) for official mail. Other  publications  and  related  items  used  in  the official mail program are:    USPS  Domestic  Mail  Manual  (DMM). The DMM is the primary USPS manual used in mail operations. It  contains  regulations  of  direct interest  to  mailers  such  as  postage  rates,  mail classifications, and mail preparation guidelines. It must be used at each official mail acceptance site.  The activity’s OMM and host commander’s activity OMM also must have access to a DMM.    USPS International Mail Manual (IMM).   The IMM  contains  regulations,  classifications,  and other guidelines for mailing between the United States and foreign countries.  This publication is only  required  where  international  mail  is frequently accepted.    USPS   Postal   Bulletin. This   bi-weekly publication  provides  updates  to  the  DMM  and IMM,   as   well   as   other   information   on mail-related items.    Postage Rates and Fees, USPS Poster 123-L or 123-S.   These posters are used at each location where domestic postage rates are calculated.    International Rates and Fees, USPS Poster 51. This  poster  is  used  at  each  location  where international postage rates are calculated.    Postal Zone Chart.  This chart lists the zones in which  the  various  ZIP  Codes  are  located  in relation to your local mailing address.  Use this chart  at  each  location  where  postage  rates  are calculated. When the publications and instructions mentioned are  on  hand  at  the  official  mail  acceptance  site, operating   and   control   procedures   can   than   be established  to  make  sure  official  mail  is  quickly delivered,  processed,  and  dispatched  correctly. An official  mail  program  must  also  include  proper safeguards  and  security  controls  to  prevent  the depredation of official mail or the compromise of any classified  material. Guidance  on  these  issues  is contained   in   DOD   4525.8-M   and   OPNAVINST 5218.7. In addition to required publications, instructions, and notices, your command’s official mail acceptance site will need (depending on the size and scope of the operation)  either  a  16-ounce,  4  pound,  and/or  a 70-pound  mechanical  or  electronic  scale(s). This equipment  is  used  to  weigh  articles  to  determine  the amount of postage required on outgoing official mail. Be  aware  of  unauthorized  uses  of  official  mail. Make  sure  you  notify  the  OMM  of  all  incidents  of unexplained missing, misdirected, or delayed official mail. APPOINTMENT OF OFFICIAL MAIL MANAGERS (OMMS) Installations,  activities,  and  staff  elements  must appoint OMMs.   Commanders may appoint assistant OMMs to perform the OMM duties when the OMM is absent.   The  OMM  appointment  may  be  a  collateral duty  assignment. The  commander  must  make  the appointment by official letter.  Include the appointee’s official address, e-mail address, and telephone number in the letter.  Distribute copies as follows:    Staff  element  OMMs,  send  copies  to  their command OMM.    Command  OMMs,  send  copies  to  their  next higher command’s OMM.    Tenant  command  OMMs,  send  copies  to  their host installation OMM. OMMs must be an E-6 or above, or a DOD civilian GS-6 or higher.  This requirement is waived only when the command concerned has no personnel in the grades specified. DIRECT ACCOUNTABILITY Direct   accountability   is   a   term   with   which everyone in the Navy is familiar.  The Navy, like all the other  branches  of  the  military  services,  is  directly 13-2

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