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The addressee inventories any contents of the
damaged article and attempts to determine if
they are intact.
The extent of the damage to the article is
summarized on the inside bill and coupon.
The coupon is returned to the dispatching
activity.
The damaged article is processed according to
the instructions received from the investigating
agency.
An initial report to MPSA should be made by naval
message within 24 hours of the discovery. The MPSA,
if deemed necessary, will assign a case number for
reference purposes and all subsequent correspondence
on the reported offense(s) must be referenced by the
case number assigned by MPSA.
Receipting for Damaged Official Mail
In the event official registered mail is received in
damaged condition, you should endorse the inside bill
and
coupon
RECEIVED
IN
DAMAGED
CONDITION and return the coupon to the dispatching
activity. If actual or possible compromise of classified
information is apparent, then the incident should be
reported according to the security procedures outlined
by SECNAV Instruction 5510.36, Department of the
Navy (DON) Information and Personnel Security
Program (ISP) Regulation.
REPORTING IRREGULARITIES
When irregularities in the preparation or
acceptance of a registered article are noted, the
accepting post office should be advised of this fact by
PS Form 3826, Registry Irregularity Report (see figure
7-17). The receiving post office completes this form in
addition to completing the coupon of PS Form 3854.
PROCESSING UPON RECEIPT
Always have a witness available when you open
registry pouches. You should first check the labels of
the pouches to make sure that the mail is addressed to
your activity. Next, a careful examination of the pouch
should be made to make certain there are no holes or
ripped seams through which registered mail could have
been removed or lost. All registered pouches should be
opened individually by performing the following steps
(see figure 7-18):
Step 1: Verifying the seal number of the pouch against
the seal number listed on the inside bill. Do NOT
discard the seal until a check of the contents is
completed and no discrepancy is noted. The slide label
should be retained for 30 days.
Recommendation:
Attach the slide label to the respective inside/outside
bill.
Step 2: Checking the registry numbers listed on the bill
against the registry numbers on the articles.
Step 3: Entering on this line the number of articles
received on this bill.
Step 4: Writing the notation WITNESS or WIT and
have the witness sign on this line. At a one-clerk MPO,
where no witness is readily available, a witness should
be obtained (usually your alternate PC) before opening
registered pouches. If circumstances preclude use of a
witness, the commanding officer may authorize the use
of NWA for no witness available. If authorized, NWA
should be entered on the line below the Postal Clerk’s
signature.
Step 5: Signing your name on this line.
Step 6: Entering the current time here.
Step 7: Postmarking the bill and the coupon with the
APDS.
Step 8:
Backstamping all registered mail received
(letters and OSPs).
Be careful not to overlap or
obliterate previous backstamps.
BILL DISCREPANCIES
If the pieces received do not agree with the inside
bill, the following procedures apply and must be
followed:
The dispatching office is contacted immediately
by phone, E-mail, or naval message.
The appropriate JMPA is notified if the pouch
originated in the U.S.
For articles received but not listed on the
dispatch bill, you should enter the article number
on the bill with a note of explanation.
In
addition, you should immediately contact the
dispatching activity by phone, E-mail, or naval
message, while also returning the annotated
coupon.
Registered articles that were missent to your
office are stamped with the APDS to indicate
they were missent. Endorse the manifold bill
and coupon to indicate which articles were
missent.
Return the coupon portion to the
7-16
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