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Figure 7-21.—An example of a DD Form 2261 (Front and Reverse).
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Postal Clerk - Military guide to working in a post office
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Combination Locks
·   A letter or naval message should be sent to the accountable postmaster or postal officer of the dispatching activity with instructions to notify the mailer of the possible loss.  In addition, you should also request: The  name  and  address  of  the  mailer  and addressee; Information  on  the  contents  of  the  missing item; Information  on  the  classification,  if  the missing item was official mail; and Evidence  that  the  addressee  has  or  has  not received the item. If  a  reply  is  received  verifying  the  article  was received, then you should prepare PS Form 3849 and file the form with the registry records.  In the event that all  the  actions  above  failed  to  locate  the  missing registered  item,  you  should  then  begin  to  initiate  a postal  offense  investigation  as  directed  in  the  DOD Postal Manual, Volume I, and OPNAVINST 5112.6. Supporting   documentation   for   registry transactions should be maintained for 2 years. Transferring Accountability Fleet  mail  centers  should  use  DD  Form  2261  to transfer  accountability  between  registry  clerks  upon change of shifts or any time a registry clerk surrenders custody  of  registered  items. When  only  one  clerk operates the registry section, it should be closed during periods   of   temporary   absences,   or   if   possible, temporarily transferred to another Postal Clerk.   The transfer should be done by completing PS Form 3854 in  two  copies  listing  the  registry  pieces  on  hand  by assigned  registry  numbers. The  bills  should  be numbered consecutively, starting on 1 January of each year. The original copy should remain in the MPO files and the clerk being relieved should retain the duplicate copy.  When the regular clerk returns, the procedure is repeated. If the acceptance window is a separate operation from the registry section, accountability is transferred to the registry clerk, using PS Form 3854.   Accepted registered articles need not be transferred as they are taken  in  through  the  finance  section.   The  registered articles may be stored in a safe or a secured cabinet in the  immediate  proximity  of  the  accepting  finance clerk.   Depending on the local operating schedule of the MPO’s registry section, transfer of registered mail between the finance section and registry section should be  made  at  the  close  of  each  business  day  or  when required by the outgoing registry mail scheme for the MPO or FMC. REGISTRY CAGE When it is necessary for the handling and storage of large quantities of registered mail, a security cage may be provided within the post office or other secure space.  Postal activities that handle and store registered mail  should  designate  a  secure  area  as  the  registry section.  The registry section for land-based permanent structure MPOs must be built and equipped to provide the   adequate   security   measures   needed   for   the protection  of  registered  mail. The  registry  section should be separated from the rest of the work areas by a wire partition extending to the ceiling or provided with a wire top. Small land-based and shipboard MPOs may be  exempt  from  the  requirements  to  build  a  separate registry section because of the physical constraints that make it impractical or impossible.  When an MPO does not have a separate registry section, precautions must be  taken  to  see  that  registered  mail  is  kept  separate from  ordinary  mail  and  protected  from  damage  or theft. Security of the Registry Cage The  registry  cage  must  be  properly  manned  or secured  at  all  times.   The  registry  section  must  also, unless staffed at all times, be equipped with a safe with a  built-in  three-position,  dial-type  combination  lock for the storage of official registered mail.  To maintain proper  security,  the  following  policies  must  be complied with at all times: ·   Containers  used  for  official  registered  mail should  not  be  used  to  store  postal  effects  or personal property. ·   During  business  hours,  the  container  and  the registry  section  must  be  secured  when  not  in direct control of registry clerks. ·   After business hours and during nonduty hours, official  registered  mail  must  be  stored  in  an authorized  secure  container  within  the  registry section, if possible. ·   Opening  and  closing  of  registry  safes  must  be documented and a security review conducted at the close of registry business each day. 7-25

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