Quantcast Unit Mailroom Operations and Mail Orderly Service

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Chapter 9 Mail Handling and Transportation
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Postal Clerk - Military guide to working in a post office
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Transporting Mail
   Maintaining an up-to-date mail directory file of all  personnel  served,  due  to  report,  and  of personnel who have transferred during the last 12 months (3 months for personnel who were on temporary duty [TAD], or trainees stationed less than 6 months at a training command)    Performing  prompt  directory  service  on  all undeliverable-as-addressed mail and returning it to the serving post office as soon as possible, but no later than the following workday after receipt    Maintaining  accountable  mail  records  when provisions   are   implemented   to   deliver accountable mail from the unit mailroom    Correcting all discrepancies noted on mailroom inspections as soon as possible    Reporting known or suspected postal offenses to the  unit  postal  officer  or  commanding  officer immediately Q9-1.     Explain the meaning of the term, mail orderly. Q9-2. Define the term unit mailroom. Now turn to appendix 1 to check your answers. UNIT MAILROOM OPERATIONS AND MAIL ORDERLY SERVICE Learning  Objective: Recall   the   structural requirements   for   unit   mailrooms;   security requirements for keys, combinations, mail, and mailroom   spaces;   and   the   procedures   to transport, process, and deliver mail. Commanding officers must furnish the command mail  clerk  with  mailroom  space  and  equipment  as needed  for  the  proper  processing  and  security  of  the mail.  Only essential furniture, mail, and mail records should be kept in mailroom spaces.  Mailrooms should be kept in an orderly condition at all times.  A notice or sign should be posted showing the hours of operation and times of mail call designated by the commanding officer. This  notice  or  sign  should  be  posted  in  a prominent place outside the mailroom.  An example of the  unit  mailing  address  should  also  be  posted  in  a prominent place outside the mailroom. MAILROOM STRUCTURAL REQUIREMENTS Mailrooms must be built in a manner that provides adequate  security  for  the  mail  and  must  meet  the following requirements:    Doors  must  be  provided  with  suitable  locks. Door  hinges  must  be  mounted  inside  so  the hinges  cannot  be  removed  from  outside  the mailroom.    Windows  easily  accessible  from  the  outside must be barred or covered with heavy wire mesh.    Walls and ceilings must be built of materials that prevent forcible entry.    Mail  receptacles  (individual  mailboxes),  when used, should be installed so that only authorized personnel have access to them. Control of Keys and Combinations The keys or combinations to the mailroom, locked containers, safes, or other locked mail receptacles must be in the possession of the senior or other responsible unit mail clerk.  Keys must be safeguarded at all times to prevent them from being obtained by unauthorized personnel.  Duplicate keys and copies of combinations must be sealed in separate duplicate key envelopes (PS Form 3977). The sealed envelopes must be endorsed to indicate their contents and secured in a safe controlled by   the   commanding   officer   or   a   designated representative.  These duplicate keys or combinations must be strictly accounted for.  The individual holding the  duplicate  key  or  combination  and  the  individual holding  the  original  key  or  combination  must  sign across  the  flap  of  the  sealed  envelope. Whenever accountability for combinations or keys change, new envelopes must be prepared. Access to the Mailroom The only personnel authorized to enter a UMR are those personnel conducting official business.   Proper identification  and  authorization  must  be  verified before  allowing  entry. This  requirement  does  not apply to a properly supervised and authorized working party handling closed mails. SECURITY OF MAIL Mail clerks and mail orderlies may be held liable for  any  loss  caused  by  their  failure  to  handle  mail properly. 9-2

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