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A memorandum
cannot be used by a command to
issue directives.
Refer to SECNAVINST
5216.5 to
view sample memorandums.
SERIALIZATION
OF CORRESPONDENCE
Serialization
of
a command’s
outgoing
correspondence
depends on local practice and volume.
Activities
that produce little
correspondence,
all of it
unclassified,
probably do not need serial numbers. The
added control
must be weighed
against
the added
complications
of typing
or stamping
serial numbers.
An activity
that
uses serial
numbers
starts
a new
sequence of numbers at the start of each
year and assigns numbers consecutively.
new calendar
All
classified
correspondence
created
by your
activity
must be given
a serial
number.
The serial
number
must
be preceded
by
a classification
abbreviation
(C, S, T) depending
on the classification
of correspondence. C signifies
Confidential,
S signifies
Secret, and T signifies Top Secret. Also, serial numbers
used for classified
correspondence
should
be kept
separate from unclassified
serial numbers.
Aboard ship, the captain’s office controls incoming
and outgoing
correspondence.
The security
manager
(SM)
is responsible
for making
sure that
correct
procedures for handling
classified correspondence
are
followed as per the Department of the Navy Information
and
Personnel
Security
Program
Regulation,
OPNAVINST
55 10.1. All incoming
correspondence
should
have
either
a
routing
slip
or
a
Correspondence/Material
Control
Form,
PPNAV
5216/10, attached. A blank sample of an OPNAV Form
5216/10 is shown in figure 4-l.
Officers
who
receive
internally
routed
correspondence should read it, take whatever
action is
required, initial
it, and return it to the controlling
point.
Original
routed copies of all incoming
correspondence
are maintained
in the captain’s office.
RECORDS
The following
paragraphs
contain
a discussion
of
the following
records when
handling
correspondence
according
to OPNAVINST
3120.32: guard mail petty
officer’s log, firm mail book for registered and certified
mail, and the outgoing mail log.
CORRESPONDENCE
PROCEDURES
Guard
Mail
Petty
Officer’s Log
When you hear the word
correspondence,
you
usually
think
about
letters.
But
correspondence
involves
more than just preparing
letters. It involves
actual
handling
of all
correspondence,
mailing
correspondence,
receipt of correspondence
from other
commands
or
activities,
and
classification
of
correspondence.
In the following
paragraphs,
you will
learn
about
handling
correspondence
according
to
section
620.5 of the Standard
Organization
and
Regulations
of the U.S. Navy,
OPNAWNST
3120.32.
As you read, you will realize that the security and
accountability
of correspondence
is very important,
whether
you
handle
classified
or
unclassified
correspondence. You may or may not be authorized
to
handle
certain
types
of classified
correspondence.
Handling
such correspondence
depends on the duties
and responsibilities
you will
be assigned at your duty
station.
As you continue to read, you will find a discussion
of the different logs that are maintained
to keep track of
certain
types of correspondence.
Also discussed
are
some of your
responsibilities
when
handling
such
correspondence.
4-2
The guard mail
petty
officer’s (GMPO)
log is a
record of all incoming
registered U.S. and guard mail
and all outgoing registered guard mail transported
to
and from your command and guard mail centers of post
offices by your command’s GMPO.
The purpose of this log is to record accountability
for outgoing
registered
guard mail and all incoming
registered
U.S. and guard
mail.
The GMPO
log is
.
di
it
.vided into an
should contai
incoming
and an
n the following
in
outgoing section ., and
Lformation about each
piece of incoming
registered or certified
U.S. or guard
mail and each piece of outgoin .g regi stered guard mail:
Registered/certified
number
Originating
command
Addressee
Unit or office to which delivered
Date and time of delivery
Signature
of person to whom delivered
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