Now turn to appendix 1 to check your answers.
Learning Objective: Recall the procedures
for collecting and preparing outgoing mail for
Now we will cover procedures for the processing
and makeup of outgoing mail at all MPOs. The
processing and makeup of mail is the first and most
important step in the mail delivery cycle. This phase of
operation involves the following:
· Collecting raw mail
· Facing the mail
· Postmarking the mail
· Sorting the mail
· Pouching the mail
· Traying letter mail or First-Class flats
· Labeling pouches, letter mail, and flat trays
By following the proper procedure for the above
tasks, you will prevent unnecessary delay of the mail.
FACILITIES FOR MAIL DEPOSIT
Learning Objective: Recall the recommended
locations for placement of mail collection
boxes, their construction, and security
If at all possible, you should not require persons to
bring outgoing letter mail to the post office. Aboard
ship, collection boxes should be installed in various
spaces such as the crews living quarters, general mess,
library, CPO mess, wardroom, or any other area
convenient for crewmembers.
At shore activities,
street-type collection boxes are placed in high-traffic
areas that are easily accessible to the greatest number
of personnel. One box should be placed outside, in
front of the post office. Other boxes may be placed in
housing areas, near the galley, BOQs and BEQs,
exchange, and so forth.
In addition to collection boxes, you should have a
letter drop inside the station post office. It should be
located in a convenient place for your customers and
for you when sorting, canceling, and casing mail. For
example, if your post office mail drop were directly
below one of your finance windows, it would be
inconvenient to everyone. The mail drop should be low
enough and the slot made in such a way as to protect the
mail and prevent it from being taken back out through
Collection boxes aboard ship are usually supplied
by Commander, Naval Sea Systems Command
(COMNAVSEASYSCOM), in the initial commission-
ing allowance. If, for any reason, the standard issue
letter collection boxes are not available, or if you
require additional collection boxes, it may be
necessary to have them constructed.
Sheet metal is the best material to use in the
construction of collection boxes.
modification, some containers can be good substitutes
for the standard collection box.
When designing collection boxes for your ship,
you might pattern them after the collection boxes used
by the USPS (see figure 9-7). The design need not be
elaborate to be functional. A slot approximately 1 1/2
inches wide by 11 inches long will accommodate most
letters, flats, and film mailers.
When installing collection boxes, make sure they
are secured in such a way as to discourage attempts to
remove them. On board ship, the bolts holding the
collection box may be welded to the bulkhead with
nuts inside the box. This way the box must be open to
remove the nuts from the bolts.
LOCKING DEVICES FOR COLLECTION
A government issue (GSA), three position- tumbler,
series-type lock is the best for collection boxes. You can
requisition this type of lock in quantities of 8 or 12, with a
key for each lock and one master key that will open all the
locks in the series. One good security feature of this type
of lock is that the key cannot be removed until the lock is
secured. This prevents the possibility of leaving the
collection box unlocked when you pick up the mail. If,
for some reason, you cannot obtain the GSA series-type
lock, any three position-tumbler type of lock will be
adequate until you can acquire the GSA series-type lock.
If you are the COPE for your post office, you are
always responsible for the keys of your post office and
collection boxes. Keys to collection boxes should be
placed in a secure area when the keys are not in use.