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Navy Official Mail Management Instruction,
OPNAVINST 5218.7, supplements policies and
procedures outlined in the DOD Official Mail
Manual and emphasizes the use of the class of
mail, and special and supplemental postal
services that meet the security, accountability,
and delivery requirements of the material being
shipped at the most economical cost to the
Government.
DOD Official Mail Manual, DOD 4525.8-M,
provides information and guidelines for
implementing the DOD OMCCP. This manual
also explains control and safeguard procedures
for postage meters and postage stamps.
Command Standard Operating Procedures
(SOP) for official mail.
Other publications and related items used in the
official mail program are:
USPS Domestic Mail Manual (DMM).
The
DMM is the primary USPS manual used in mail
operations.
It contains regulations of direct
interest to mailers such as postage rates, mail
classifications, and mail preparation guidelines.
It must be used at each official mail acceptance
site. The activity’s OMM and host commander’s
activity OMM also must have access to a DMM.
USPS International Mail Manual (IMM). The
IMM contains regulations, classifications, and
other guidelines for mailing between the United
States and foreign countries. This publication is
only required where international mail is
frequently accepted.
USPS Postal Bulletin.
This bi-weekly
publication provides updates to the DMM and
IMM, as well as other information on
mail-related items.
Postage Rates and Fees, USPS Poster 123-L or
123-S. These posters are used at each location
where domestic postage rates are calculated.
International Rates and Fees, USPS Poster 51.
This poster is used at each location where
international postage rates are calculated.
Postal Zone Chart. This chart lists the zones in
which the various ZIP Codes are located in
relation to your local mailing address. Use this
chart at each location where postage rates are
calculated.
When the publications and instructions mentioned
are on hand at the official mail acceptance site,
operating and control procedures can than be
established to make sure official mail is quickly
delivered, processed, and dispatched correctly.
An
official mail program must also include proper
safeguards and security controls to prevent the
depredation of official mail or the compromise of any
classified material.
Guidance on these issues is
contained in DOD 4525.8-M and OPNAVINST
5218.7.
In addition to required publications, instructions,
and notices, your command’s official mail acceptance
site will need (depending on the size and scope of the
operation) either a 16-ounce, 4 pound, and/or a
70-pound mechanical or electronic scale(s).
This
equipment is used to weigh articles to determine the
amount of postage required on outgoing official mail.
Be aware of unauthorized uses of official mail.
Make sure you notify the OMM of all incidents of
unexplained missing, misdirected, or delayed official
mail.
APPOINTMENT OF OFFICIAL MAIL
MANAGERS (OMMS)
Installations, activities, and staff elements must
appoint OMMs. Commanders may appoint assistant
OMMs to perform the OMM duties when the OMM is
absent. The OMM appointment may be a collateral
duty assignment.
The commander must make the
appointment by official letter. Include the appointee’s
official address, e-mail address, and telephone number
in the letter. Distribute copies as follows:
Staff element OMMs, send copies to their
command OMM.
Command OMMs, send copies to their next
higher command’s OMM.
Tenant command OMMs, send copies to their
host installation OMM.
OMMs must be an E-6 or above, or a DOD civilian
GS-6 or higher. This requirement is waived only when
the command concerned has no personnel in the grades
specified.
DIRECT ACCOUNTABILITY
Direct accountability is a term with which
everyone in the Navy is familiar. The Navy, like all the
other branches of the military services, is directly
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