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Unit Mailroom Operations and Mail Orderly Service
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Delivery of Official Accountable Mail
Mail-handling  areas  and  all  receptacles  for accountable mail (registered, Express Mail, numbered insured,  and  certified)  must  be  locked  when  the responsible individual(s) are not physically present. While  mail  is  in  the  custody  of  mail  clerks  or  mail orderlies, it must not be subject to delay, interception, seizure, rifling, or confiscation by any person.   Mail clerks and mail orderlies must deliver mail only to the addressee  or  an  agent  designated  in  writing  by  the addressee.     Unit  mailrooms  that  store  official registered mail overnight must have a GSA approved security container that is properly secured to prevent easy  removal  or  the  mailroom  must  meet  the requirements for storing classified material. TRANSPORTING MAIL A  closed  body  vehicle  equipped  with  lockable doors must be used to transport mail to and from mail service  areas.    If  such  a  vehicle  is  unavailable  and another  kind  is  used,  mail  clerks  and  mail  orderlies should ride in the compartment that holds the mail.  If conditions  prohibit  personnel  from  riding  in  the compartment  with  the  mail,  visual  contact  should  be maintained with the mail at all times.  Privately owned vehicles  will  not  be  used  to  transport  mail.    If  an abnormal  situation  occurs  where  a  privately  owned vehicle must be used, approval must first be obtained from the Commanding Officer.  All mail except outside pieces (OSPs) should be transported in USPS mailbags. DELIVERY OF ORDINARY MAIL Personal mail should be delivered to the addressee through the use of individual mail receptacles or by using the mail orderly system.  When the mail orderly system is used, check the member’s DD Form 285 and verify it against the member’s ID card. The  mail  orderly  system  is  the  most  common method used by overseas shore activities and ships. Mail  orderlies  pick  up  mail  for  their  department  or division  and  redistribute  the  mail  to  the  addressee. Under  no  circumstances  should  they  place  mail  on bunks or tables, in open boxes, or similar places, or otherwise  leave  mail  unprotected  while  awaiting delivery.  Undelivered mail must be stowed in securely locked containers or spaces for future delivery to the addressee(s)  or  returned  to  the  MPO  or  UMR  for safekeeping.  Mail orderlies must print and sign their name on a suitable log or sheet when they pick up mail for their activity. The log should also show the name of the activity and the date and time the mail was picked up (see figure 9-1). These general guidelines should be followed when accepting, processing, and delivering mail:    Before receipting for mail at the serving postal activity,  mail  clerks  and  mail  orderlies  must ensure  that  damaged  articles  are  properly endorsed  and  the  articles  are  repaired  or rewrapped, if necessary.  If damaged articles are received in closed bags; unit mail clerks must repair   the   articles   and   endorse   them, DAMAGED IN HANDLING IN THE POSTAL SERVICE.   The date of receipt and identity of the  unit  that  made  the  repairs  should  also  be endorsed on the articles.    Mail  suspected  of  containing  harmful  matter must be immediately reported to a supervisor.    Mail  addressed  to  unit  members  by  title (commanding officer, administrative officer, and so forth) is considered official mail, and must be delivered through official mail channels.    Mail  addressed  in  care  of  another  person  or addressed  to  more  than  one  addressee  may  be delivered to any addressee listed in the address.    At shore activities a competent member of the family who has a valid ID card may be given mail addressed  to  the  family,  except  mail  items reflecting  restricted  delivery.  However,  the sponsor  may  state  in  writing  that  no  member, other than the sponsor, should have access to the mail.    Registered mail received as ordinary mail must be returned to the registry section of the serving post  office. PS  Form  3877  is  prepared  in duplicate  and  modified  for  the  return  of registered mail with the endorsement, FOUND IN ORDINARY MAIL AT (location), placed on the front of the bill (see figure 9-2).    Other  accountable  mail,  such  as  insured  and certified received as ordinary mail must also be returned  to  the  serving  post  office  for  proper accountability.    C.O.D.  service  is  not  available  in  the  military postal service.   C.O.D. mail will be returned to the serving post office for processing.    Postage-due  mail  will  be  delivered  as  regular mail without the collection of postage.    Mail  opened  by  mistake  must  be  resealed, endorsed OPENED BY MISTAKE, and signed by the person who opened the mail.   The mail 9-3

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