Updated to address specific Roles and Responsibilities. Overnight mail procedures updated.

Transcription

1 BY ORDER OF THE COMMANDER USTRANSCOM INSTRUCTION UNITED STATES TRANSPORTATION COMMAND 17 APRIL 2015 Communications and Information OFFICIAL MAIL PROGRAM COMPLIANCE WITH THIS PUBLICATION IS MANDATORY NOTICE: This publication is available electronically on the USTRANSCOM electronic library. RELEASABILITY: There are no releasability restrictions on this publication OPR: TCJ6-DI Approved By: TCJ6 (Brig Gen Mitchel H Butikofer, USAF) Supersedes: USTRANSCOMI 33-20, 10 Jan 13 Pages: 7 Distribution: e-publishing This instruction establishes the Official Mail Management Program within United States Transportation Command (USTRANSCOM). It implements Department of Defense (DOD) M, DOD Postal Manual; DODI /Air Force Instruction (AFI) , DOD Official Mail Management; and DOD M/AFMAN , DOD Official Mail Manual. This instruction applies to all USTRANSCOM personnel assigned to Scott Air Force Base. Refer recommended changes and questions about this publication to the office of primary responsibility using Air Force Form 847, Recommendation for Change of Publication. Ensure that all records created as a result of processes prescribed in this publication are maintained in accordance with USTRANSCOM Instruction 33-32, USTRANSCOM Records Management Program. The use of a name or mark of any specific manufacturer, commercial product, commodity or service in this publication does not imply endorsement by USTRANSCOM. SUMMARY OF REVISIONS Updated to address specific Roles and Responsibilities. Overnight mail procedures updated. 1. References and Supporting Information. References, related publications, abbreviations, acronyms, and terms used in this instruction are listed in Attachment Roles and Responsibilities TCJ6-DI will: Act as the Activity Distribution Office (ADO) responsible for receiving/dispatching all official USTRANSCOM mail weighing less than 70 pounds. Contact TCJ6-DI for packages over 70 pounds Process all official accountable United States Postal Service (USPS) and special service mail in accordance DOD M/AFMAN

2 2 USTRANSCOMI 33-20, 17 APRIL Establish and provide training to Directorate/Command Support Group (CSG) appointed Official Mail Managers (OMM) Ensure all mailroom assigned personnel attend ADO training within four months of being assigned Assist offices outside of building 1900 with delivery and pick up of large or bulk packages, as needed Directorate/CSG offices will: Establish a central official mail distribution point and appoint an OMM and alternate OMM. See Attachment 2 for sample appointment letter. Letter must be routed through the USTRANSCOM Security Service Center or Directorate/CSG security representative prior to TCJ6-DI to verify the appointee s clearance Directorate/CSG OMM will: Pick up/drop-off official mail from the TCJ6-DI ADO. The OMM may contact TCJ6-DI ADO to request assistance if needed for both incoming and outgoing mail Establish procedures for receipt and dispatch of Directorate/CSG official mail in accordance DOD M/AFMAN Establish and maintain a container number log for use with the DD Form 2825, Internal Receipt, and AF form 310, Document Receipt and Destruction Certificate, when dispatching accountable packages. The container number consists of the office symbol, year, and container number (example, J2-J ) and will be placed directly under the FROM element on the inner and outer wrappers. 3. Addressing envelopes/packages. All outgoing official mail must be addressed correctly. All labels must be typed using all capital letters Return address. All USTRANSCOM offices on Scott AFB will use the below return address when sending official mail. The last line in the Return Address must be OFFICIAL BUSINESS. USTRANSCOM/OFFICE SYMBOL 508 SCOTT DRIVE SCOTT AFB IL XXXX OFFICIAL BUSINESS 3.2. Addressee. The ATTN line is optional. All official mail must be addressed to an office. Use of the physical address rather than a P.O. Box is preferred. Coordinate with the addressee to verify the correct address.

3 USTRANSCOMI 33-20, 17 APRIL COMMAND AND OFFICIAL SYMBOL OR MAIL STOP ATTN: MSGT GETTING MAIL PHYSICAL ADDRESS CITY STATE ZIP+4 CODE 3.3. Use an Optional Form 65, U.S Government Messenger Envelope, for official mail going to an office on Scott AFB. The Optional Form 65 may also be used for Pouch Service to most Air Force Bases. See TCJ6-DI for the pouch service schedule. 4. Overnight Packages. Before using an overnight mail service, determine if information can be ed, faxed, or telephoned to recipient or sent by priority mail to accomplish the mission All overnight mail must be fully justified by submitting an express overnight justification letter (see Attachment 3). Overnight mail will only be used when no other means will fit the requirement Justification must include a package description, address information with the name of the person that requires the parcel, and justification. By signing the justification the requestor is certifying using overnight mail is the only way mission requirements will be met If Saturday delivery is required, state so in the justification letter. Requester must ensure receiver is available to sign for the package Outgoing overnight mail must be delivered to TCJ6-DI by 1030 on normal business days Overnight mail will not be used: To respond to direct actions or requests for information except when imperative to accomplish the mission To meet established suspense dates except when imperative to accomplish the mission For Post Office Boxes, Rural Routes, or Army/Air Force Post Office (APO) or Fleet Post Office (FPO) addresses. 5. USPS Express Mail is for correspondence requiring immediate delivery to an APO/FPO. Delivery in three to four days; available only to selected APOs. Call TCJ6-DI to verify which APOs are serviced. Justify express mail by completing a letter of justification (see Attachment 3) and attaching it to the package. 6. Special USPS Mail Services Registered Mail. The most secure service the USPS offers. Use when a chain of receipts from the time of acceptance into the USPS mail system to final delivery is needed.

4 4 USTRANSCOMI 33-20, 17 APRIL Certified Mail. This type of mail must be sent at the regular First Class Mail or Priority Mail rate. It is sent and handled in transit as ordinary mail. Use when a receipt at the time of mailing is needed. For an additional fee, a return receipt can be requested. If lost, this type of mail cannot be traced. 7. Classified Mail. Will be mailed in accordance with procedures outlined in DOD M/AFMAN , DOD Official Mail Manual and DODM , Vol 3, DOD Information Security Program: Protection of Classified Information. DAVID G. CLARKSON Major General, USA Chief of Staff

5 USTRANSCOMI 33-20, 17 APRIL References Attachment 1 GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION DOD M, DOD Postal Manual DODI / AFI , DOD Official Mail Management DOD M /AFMAN , DOD Official Mail Manual DODM , Vol 3, DOD Information Security Program: Protection of Classified Information Adopted Forms OF 65, U.S. Government Messenger Envelope DD Form 2825, Internal Receipt AF Form 310, Document Receipt and Destruction Certificate Abbreviations and Acronyms ADO Activity Distribution Center CSG Command Support Group DOD Department of Defense OMM Official Mail Manager USPS United States Postal Service USTRANSCOM United States Transportation Command Terms NOT USED

6 6 USTRANSCOMI 33-20, 17 APRIL 2015 Attachment 2 DESIGNATION OF DIRECTORATE/CSG OFFICIAL MAIL MANAGER AUTHORIZED TO RECEIPT FOR ACCOUNTABLE MAIL TEMPLATE MEMORANDUM FOR TCJ3-F Security Service Center TCJ6-DI IN TURN (date) FROM: YOUR OFFICE SYMBOL SUBJECT: Designation of Official Mail Manager and Alternate Authorized to Receipt for Accountable Mail 1. The following individuals are authorized to sign for classified documents and accountable mail. Rank/Name Phone Address Clearance 2. Point of contact is (name/phone number). Director/CSG Chief or Deputy SIGNATURE BLOCK 1 st IND, TCJ3-F Security Service Center (date) MEMORANDUM FOR TCJ6-DI Clearances for above listed personnel have been verified. USTRANSCOM Security Service Center or Directorate/CSG Security Manager

7 USTRANSCOMI 33-20, 17 APRIL Attachment 3 EXPRESS MAIL JUSTIFICATION LETTER TEMPLATE MEMORANDUM FOR TCJ6-DI (date) FROM: TCXX-XX SUBJECT: Request for Next Day Package Delivery 1. Next day package delivery is requested for the following shipment(s): a. PACKAGE DESCRIPTION: This shipment consists of (specifically state what is in the shipment. Do not use written correspondence or tapes as a description). The package is (classified/unclassified) and (does/does not) contain hazardous material. b. PACKAGE IS ADDRESSED TO: (Need complete address with a point of contact (POC) and a commercial phone number. If you have multiple shipments going to different locations, all addresses, phone numbers, and POCs must be listed) c. JUSTIFICATION: This package must be received by (name/office) by (date) for (explain in detail why package must be received next day). (Do not use for mission accomplishment or to meet suspense date as justification) d. ALTERNATE DELIVERY METHODS: I certify that first class mail, to another base, message, fax, or dispatching this package using standard small package procedures will not ensure delivery to the final destination in time to meet mission requirements. I further certify that the recipient is aware of this special delivery and will be available for pick-up on non-duty days, if necessary. 2. Point of contact is (name/office symbol/phone number/ address). Director/CSG Chief or Deputy (Exec. Officer/Div. Chief) SIGNATURE BLOCK Note: Drop off time at TCJ6-DI is