CHAPTER  5 MAIL PROCESSING PROCEDURES This chapter describes the processing of outgoing official   mail   through   the   collection,   postmarking, sorting,   pouching,   sacking,   and   traying.   You   will recognize  the  importance  of  monitoring  official  mail operations  in  detecting  abuse  and  determining  cost saving methods that should be implemented. You will learn the proper addressing format for official mail. At the end of this chapter, you should understand how to prepare the prepaid postage report. You will be given guidance   on   conducting   inspections   and   the significance   of   maintaining   proper   security   of registered mail and postal effects. PROCESSING  OFFICIAL  MAIL At   the   end   of   each   day   you   should   collect, consolidate,  classify,  and  dispatch  outgoing  official mail  to  the  local  post  office  or  military  post  office (MPO) for further processing. COLLECTION Official mail must not be deposited in U.S. Postal Service  (USPS)  collection  boxes.  If  official  mail  is found in mail collection boxes, postal personnel will return   official   mail   to   the   local   Official   Mail Consolidation Office (OMCO) for further disposition. The  OMCO  returns  the  official  mail  to  the  office personnel   who   put   the   mail   in   the   USPS   mail collection box. The OMCO should then decide if those office   personnel   dealing   with   official   mail   require further training in official mail procedures. As the host command  official  mail  manager  (OMM),  you  should explain   to   office   personnel   the   importance   of collecting  official  mail  from  unit  mail  orderlies, clerks, or other official mail distribution centers. Q1.   Official   mail   may   be   deposited   in   USPS collection  boxes.  (T/F) Postmark   official   mail   along   with   ordinary outgoing  mail.  Do  not  postmark  mail  deposited  after the  last  scheduled  collection  until  the  following  day. Postmark  missent  official  mail  on  the  back  to  show  the date   received   before   dispatching   it   to   its   final destination. Q2. You  should  not  postmark  mail  deposited  after  the last  scheduled  collection  until  the  following  day. (T/F) SORTING Official   mail   is   sorted,   bundled,   and   dispatched with   ordinary   outgoing   mail.   Handle   official   mail   the same   as   ordinary   outgoing   mail,   provided   the   official mail   has   no   registered   mail   or   special   services   added. Registered   mail   is   always   handled   with   more   security than  ordinary  mail. Incorrect   sorting   or   bagging   of   mail   will   result   in mail  delays.  Strict  adherence  to  proper  procedures  is of   the   utmost   importance   and   will   help   prevent unnecessary   mail   delays.   Place   certified   mail   and balloting   materials   on   top   of   working   letter   bundles. Never   place   this   mail   in   firm   or   unit   direct   letter bundles. Military   and   civilian   employees   are   responsible for   depositing   personal   mail   at   a   USPS   branch   office or   an   authorized   USPS   mail   receptacle.   Outgoing personal   mail   found   in   an   official   mail   receptacle   will be   returned   to   the   originator   for   proper   disposition. Q3. Q4. Official  mail should never be sorted, bundled, and dispatched with ordinary outgoing mail. (T/F) Personal   mail   found   in   an   official   mail receptacle  should  be  dispatched  with  the  official mail. (T/F) POUCHING, SACKING, OR TRAYING OUTGOING OFFICIAL MAIL A pouch is a mailbag that is identified by a leather strap and locking device on the neck of the pouch. The leather strap and locking device are used to secure the pouch.  The  pouch  is  commonly  used  for  First-Class Mail  and  registered  mail.  Use  the  special  blue  and orange pouch for Express Mail service. POSTMARKING 5-1