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Receipt for Damaged Registered Mail
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Figure 7-17.—An example of a PS Form 3826, Registry Irregularity Report.
·   The  addressee  inventories  any  contents  of  the damaged  article  and  attempts  to  determine  if they are intact. ·   The  extent  of  the  damage  to  the  article  is summarized on the inside bill and coupon. ·   The  coupon  is  returned  to  the  dispatching activity. ·   The  damaged  article  is  processed  according  to the instructions received from the investigating agency. An initial report to MPSA should be made by naval message within 24 hours of the discovery.  The MPSA, if  deemed  necessary,  will  assign  a  case  number  for reference purposes and all subsequent correspondence on the reported offense(s) must be referenced by the case number assigned by MPSA. Receipting for Damaged Official Mail In the event official registered mail is received in damaged condition, you should endorse the inside bill and coupon RECEIVED IN DAMAGED CONDITION and return the coupon to the dispatching activity.  If actual or possible compromise of classified information  is  apparent,  then  the  incident  should  be reported according to the security procedures outlined by  SECNAV  Instruction  5510.36,  Department  of  the Navy  (DON)  Information  and  Personnel  Security Program (ISP) Regulation. REPORTING IRREGULARITIES When   irregularities   in   the   preparation   or acceptance  of  a  registered  article  are  noted,  the accepting post office should be advised of this fact by PS Form 3826, Registry Irregularity Report (see figure 7-17).  The receiving post office completes this form in addition to completing the coupon of PS Form 3854. PROCESSING UPON RECEIPT Always  have  a  witness  available  when  you  open registry pouches.  You should first check the labels of the pouches to make sure that the mail is addressed to your activity.  Next, a careful examination of the pouch should be made to make certain there are no holes or ripped seams through which registered mail could have been removed or lost. All registered pouches should be opened individually by performing the following steps (see figure 7-18): Step 1:  Verifying the seal number of the pouch against the  seal  number  listed  on  the  inside  bill.    Do  NOT discard  the  seal  until  a  check  of  the  contents  is completed and no discrepancy is noted.  The slide label should  be  retained  for  30  days. Recommendation: Attach  the  slide  label  to  the  respective  inside/outside bill. Step 2:  Checking the registry numbers listed on the bill against the registry numbers on the articles. Step  3:    Entering  on  this  line  the  number  of  articles received on this bill. Step  4:   Writing  the  notation  WITNESS  or  WIT  and have the witness sign on this line.  At a one-clerk MPO, where no witness is readily available, a witness should be obtained (usually your alternate PC) before opening registered pouches.  If circumstances preclude use of a witness, the commanding officer may authorize the use of NWA for no witness available.  If authorized, NWA should be entered on the line below the Postal Clerk’s signature. Step 5:  Signing your name on this line. Step 6:  Entering the current time here. Step 7:   Postmarking the bill and the coupon with the APDS. Step  8: Backstamping  all  registered  mail  received (letters  and  OSPs). Be  careful  not  to  overlap  or obliterate previous backstamps. BILL DISCREPANCIES If the pieces received do not agree with the inside bill,  the  following  procedures  apply  and  must  be followed: ·   The dispatching office is contacted immediately by phone, E-mail, or naval message. ·   The  appropriate  JMPA  is  notified  if  the  pouch originated in the U.S. ·   For  articles  received  but  not  listed  on  the dispatch bill, you should enter the article number on  the  bill  with  a  note  of  explanation. In addition,  you  should  immediately  contact  the dispatching activity by phone, E-mail, or naval message,  while  also  returning  the  annotated coupon. ·   Registered  articles  that  were  missent  to  your office  are  stamped  with  the  APDS  to  indicate they  were  missent.   Endorse  the  manifold  bill and  coupon  to  indicate  which  articles  were missent. Return  the  coupon  portion  to  the 7-16

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