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auxiliary ships, naval stations, and so forth. Embarked
units should always be indicated as embarked on a
ship’s MRI; however, this does not relieve the
embarking/debarking unit of the responsibility of
submitting its own MRI. MRIs should be sent using
PRIORITY precedence, (info addresses should be sent
ROUTINE), and as far in advance as possible to ensure
the successful receipt of mail (see figure 14-14). The
MRI should remain current and should project mail
routing information for a reasonable length of time to
provide positioning of all classes of mail.
Major commanders may designate area mail
coordinators responsibility for issuing and coordinating
intra-theater routing for mobile units in their respective
area. Many of the area mail coordinators issue
instructions that are unique to their particular area of
responsibility. These instructions are helpful to mobile
commands in the preparation of MRIs and also in
dispatching and receiving mail.
SPECIAL REPORTS OF POSTAL
VIOLATIONS, LOSSES, AND OFFENSES
Postal offenses are occurrences of violating laws,
agreements, or USPS and DOD regulations, which
jeopardize the security of mail, postal effects, and other
USPS or DOD property. The DON Postal Instruction
and the DOD Postal Manual, Volume 1, provides
detailed information about reporting postal losses and
offenses.
DOD is responsible for making sure USPS is
reimbursed for the loss of funds, postage stock, and
accountable mail because of embezzlement,
negligence, or theft while in the custody of the MPS.
Investigation by the military services may be required to
determine individual liability. An investigating officer
may be a commissioned officer, warrant officer, or
senior enlisted person (E-7 through E-9) appointed to
investigate postal offenses or losses.
Examples of postal offenses that must be
investigated are as follows:
Theft, destruction, manipulation, misappro-
priation or embezzlement of postal funds, blank
money order forms, money order imprinters, mail
keys, stamps, stamped paper, or meter postage or
postmarking devices
Altering, counterfeiting, forging, or fraudulently
passing money orders and other postal paper
The DOD Postal Manual, Volume 1, chapter 14,
lists various other postal offenses that must be reported.
Reports are made in message format (see figure
14-15) within 72 hours of discovery with follow up
reports made every 30 days thereafter or until MPSA
closes the case. Postal losses such as stamp stock
account shortages or missing money order vouchers
discovered during routine audits are not required to be
reported as postal offenses unless criminal intent is
suspected.
Q14-14. What type of correspondence is the Navy’s
quickest form of written communication?
Q14-15. Explain the purpose of a postal net alert
(PNA).
Q14-16. What specific format is used when
submitting a PNA message?
Q14-17. What units are required to submit mail on
hand/dispatch reports?
Q14-18. What individual is responsible for
submitting a mail routing instruction?
Q14-19. Postal offenses that occur in a Navy postal
facility should be reported within what total
number of hours after discovery?
Now turn to appendix 1 to check your answers.
POST OFFICE FILES AND RECORDS
Learning Objective: Recall the procedures
for setting up and maintaining postal files and
records.
The size and type of an MPO will generally
dictate the type of container or space needed for
maintaining files and records.
Large shorebased
MPOs will in some cases need a separate space for
administrative files where as a small shipboard MPO
will only use a filing cabinet.
The following
information will aid in setting up a postal filing
system, and ensuring your system provides adequate
security.
SETTING UP POSTAL FILES
As a minimum, your filing system should be
organized into five main sections: (1) Administration,
(2) Financial, (3) Supply, (4) Operations, and (5)
Records. Additional file sections may be added as
needed. Correspondence on each individual section
should be filed as shown below.
1. ADMINISTRATION
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