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Figure 14-13.—An example of a Mail on Hand/Dispatch Report.
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Postal Clerk - Military guide to working in a post office
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Figure 14-14.—An example of a Mail Routing Instruction (MRI).
auxiliary ships, naval stations, and so forth.  Embarked units  should  always  be  indicated  as  embarked  on  a ship’s  MRI;  however,  this  does  not  relieve  the embarking/debarking  unit  of  the  responsibility  of submitting its own MRI.   MRIs should be sent using PRIORITY precedence, (info addresses should be sent ROUTINE), and as far in advance as possible to ensure the successful receipt of mail (see figure 14-14).   The MRI  should  remain  current  and  should  project  mail routing information for a reasonable length of time to provide positioning of all classes of mail. Major  commanders  may  designate  area  mail coordinators responsibility for issuing and coordinating intra-theater routing for mobile units in their respective area.     Many  of  the  area  mail  coordinators  issue instructions that are unique to their particular area of responsibility.  These instructions are helpful to mobile commands  in  the  preparation  of  MRIs  and  also  in dispatching and receiving mail. SPECIAL REPORTS OF POSTAL VIOLATIONS, LOSSES, AND OFFENSES Postal offenses are occurrences of violating laws, agreements,  or  USPS  and  DOD  regulations,  which jeopardize the security of mail, postal effects, and other USPS or DOD property.   The DON Postal Instruction and  the  DOD  Postal  Manual,  Volume  1,  provides detailed information about reporting postal losses and offenses. DOD  is  responsible  for  making  sure  USPS  is reimbursed  for  the  loss  of  funds,  postage  stock,  and accountable   mail   because   of   embezzlement, negligence, or theft while in the custody of the MPS. Investigation by the military services may be required to determine individual liability.  An investigating officer may  be  a  commissioned  officer,  warrant  officer,  or senior enlisted person (E-7 through E-9) appointed to investigate postal offenses or losses. Examples   of   postal   offenses   that   must   be investigated are as follows: ·   Theft,  destruction,  manipulation,  misappro- priation or embezzlement of postal funds, blank money order forms, money order imprinters, mail keys, stamps, stamped paper, or meter postage or postmarking devices ·   Altering, counterfeiting, forging, or fraudulently passing money orders and other postal paper The  DOD  Postal  Manual,  Volume  1,  chapter  14, lists various other postal offenses that must be reported. Reports  are  made  in  message  format  (see  figure 14-15) within 72 hours of discovery with follow up reports made every 30 days thereafter or until MPSA closes  the  case.   Postal  losses  such  as  stamp  stock account shortages or missing money order vouchers discovered during routine audits are not required to be reported  as  postal  offenses  unless  criminal  intent  is suspected. Q14-14.   What type of correspondence is the Navy’s quickest form of written communication? Q14-15.   Explain  the  purpose  of  a  postal  net  alert (PNA). Q14-16.   What   specific   format   is   used   when submitting a PNA message? Q14-17.   What  units  are  required  to  submit  mail  on hand/dispatch reports? Q14-18.   What   individual   is   responsible   for submitting a mail routing instruction? Q14-19.   Postal offenses that occur in a Navy postal facility should be reported within what total number of hours after discovery? Now turn to appendix 1 to check your answers. POST OFFICE FILES AND RECORDS Learning Objective:   Recall the procedures for setting up and maintaining postal files and records. The  size  and  type  of  an  MPO  will  generally dictate  the  type  of  container  or  space  needed  for maintaining  files  and  records. Large  shorebased MPOs  will  in  some  cases  need  a  separate  space  for administrative files where as a small shipboard MPO will  only  use  a  filing  cabinet. The  following information  will  aid  in  setting  up  a  postal  filing system, and ensuring your system provides adequate security. SETTING UP POSTAL FILES As  a  minimum,  your  filing  system  should  be organized into five main sections: (1) Administration, (2)  Financial,  (3)  Supply,  (4)  Operations,  and  (5) Records.   Additional  file  sections  may  be  added  as needed.   Correspondence on each individual section should be filed as shown below. 1.  ADMINISTRATION 14-27

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