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Processing Directory Mail
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Processing Undeliverable-as-Addressed Mail
the  event  that  the  e  was  incorrectly  added,  or  was omitted but should have been used.   Do not consider any  piece  of  mail  undeliverable  until  you  have considered every possible card in your directory file. Now  that  you  have  learned  how  to  set  up  and maintain your directory files, you are ready to process directory  mail.     Express  Mail  must  be  provided directory service immediately, First-Class and Priority mail within 24 hours of receipt, and other classes of mail as soon as possible after receipt.  Directory mail received on weekends or holidays must be processed no later than the next duty day. First you should separate the mail by classes and categories, such as First-Class letter mail, magazines and  newspapers,  parcels,  and  so  forth.    Then  you should put the mail in alphabetical order, since your directory  files  are  maintained  this  way  (for  the automated system, this is not necessary). Now that you have  everything  in  order,  look  up  the  name  of  the person in your directory files.  If there is a forwarding address on file, the following general guidelines apply:    Draw a single diagonal line through the incorrect address.    Make required endorsements neatly and legibly, use the least amount of space as possible on the front of the mail.    Place the initial forwarding address below and to the right of the original address.  If all available space  on  the  front  of  the  mail  is  used,  write OVER   on   the   front   and   place   additional endorsements on the back.    Gummed   labels   may   be   placed   over   old addresses  to  give  additional  writing  space  if needed.    However,  the  name  of  the  addressee should not be written or stamped over or covered by gummed labels.    When using the automated directory system, a label printed with the forwarding address must be placed over the incorrect address.  However, the name of the addressee must not be covered up.    If letter mail being directorized bears a bar code, directory clerks must totally obliterate this code. If this code is not obliterated, letter mail being forwarded will be returned because of the USPS automated  system,  which  reads  bar  codes,  not the forwarding addresses.    If the mail is being forwarded to a military unit, include the due-in date. However, this procedure is not necessary if the date is already past.    All Priority, First-Class, Standard Mail (A); and Standard Mail (B) articles endorsed ADDRESS SERVICE  REQUESTED  and  FORWARDING SERVICE REQUESTED must be endorsed with a  forwarding  address  if  one  is  available  and forwarded to the addressee.    Priority  Mail  and  Standard  Mail  (A)  and  (B) articles  being  forwarded  must  be  endorsed CHANGE OF ADDRESS DUE TO OFFICIAL ORDERS. However,  if  the  mail  bears  an endorsement  that  restricts  forwarding,  then  it should be returned to the mailer. THE DIRECTORY SERVICE STAMP Each  piece  of  mail  given  directory  service, including hold mail, should be stamped on the reverse side of the article with the directory service stamp (see figure 11-6).   The directory service stamp should not be larger than 1 l/2 by l 1/2 inches and should contain the following information:    The name of the command or activity.    The date the article was received in the directory section.    The date the mail was forwarded or returned to the sender.    The directory clerk’s initials. When  using  the  computerized  Navy  Directory Service  Program,  it  is  not  necessary  to  apply  the directory service stamp on the reverse side of articles, because  the  date  the  mail  was  forwarded  and  the directory clerk’s initials print out on the label. 11-6 AOf1106 DIRECTORY SERVICE Name of Command Date Recd Date Fwd Clerk Figure 11-6.—An example of a directory service stamp.

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