Bidders Library JITC Instructions - JITCI 210-15-01.pdf

DEFENSE INFORMATION SYSTEMS AGENCY

P. O. BOX 549

FORT MEADE, MARYLAND 20755-0549

JITC INSTRUCTION 210-15-01* 18 June 2013

ADMINISTRATION OF WRITTEN COMMUNICATIONS

Document Control, Mail Distribution, and Document Reproduction

1. Purpose. This instruction prescribes policy and assigns responsibility for document control; mail distribution; use of the U.S. Postal System (USPS), Federal Express (FedEx) and other expedited mail/package services;

and document reproduction for the Joint Interoperability Test Command (JITC).

2. Applicability. This policy applies to all military and government personnel assigned to JITC, contractors engaged in work on behalf of JITC, and visitors to JITC.

3. References.

3.1 Defense Information Systems Agency Instruction 200-15-

6, Document Control and Mail Distribution, dated, 5 March 2013.

3.2 Department of Defense (DoD) Instruction 4525.08, “DoD

Official Mail Management,” dated, August 11 2006.

3.3 DoD Manual 5200.01, Volume 3, DoD Information Security

Program: Protection of Classified Information, dated, 24 February 2012.

4. Definitions.

4.1 Document. Includes letters, memorandums, postcards, test plans/reports, packages, publications, directives, forms, and any other written communications; whether in hard or soft copy.

4.2 Mail. Includes all documents required by law to be

carried by the USPS and received for distribution or dispatch.

4.3 Certified Mail. A special service that provides the

sender with a receipt at the time of mailing, with a record of delivery being kept at the post office of address. This type of mail must be sent at the regular first class mail or priority mail rate. It is dispatched and handled in transit as ordinary mail. If a return receipt is requested there are additional fees; but in this case no record is kept at the mailing post office, so if the item is lost it cannot be traced.

4.4 Expedited Mail Services. Commercial carrier services, such as FedEx and United Parcel Service (UPS) that provide overnight, two-day, and longer delivery services, with tracking capabilities for correspondence and packages.

Commercial carriers are used only to prevent mission failure or financial loss, and require Branch or Division/Portfolio Chief approval.

4.5 Express Mail. The USPS’ quickest and most costly

means to dispatch mailable items; it is used only to prevent mission failure or financial loss. It includes expedited USPS overnight to two-day delivery service for mailable matter (up to 70 pounds), subject to certain standards. Express mail international service is available for foreign destinations.

4.6 First Class Mail. Any mailable item weighing 13

ounces or less. First class mail comprises three subclasses: post cards and stamped cards, letters and sealed parcels, and priority mail. Any mailable matter may be sent as first class mail.

4.7 Flat-Size Mail. A mail piece that exceeds one of the

dimensions for letter-size mail (11 1/2 inches long, 6 1/8 inches high, 1/4 inch thick), but does not exceed the maximum dimension for this mail-processing category (15 inches long, 12 inches high, 3/4 inch thick). The dimensions are slightly different for automation rate eligibility. It may be unwrapped, paper-wrapped, sleeve-wrapped, or enveloped.

4.8 International Mail. Mail originating in one country

addressed to a destination in another. It is classified as Postal Union Mail (letters and cards and other articles, postal parcels, and express mail international service).

Mail to and from Military Post Offices (MPOs) is considered domestic mail and not international mail, as long as the return address is an MPO or domestic address, and the delivery address does not include the name of a foreign city and country.

4.9 Priority Mail. First class mail weighing more than 13

ounces.

4.10 Registered Mail. The most secure service the USPS

offers. It incorporates a system of receipts to monitor mail movement from the point of acceptance to delivery.

4.11 Return Receipt. A postal service available only on

registered or certified mail. The USPS domestic return receipt (PS Form 3811) shows to whom and when mail is delivered, and is used only when the mailer must have proof of delivery or date of delivery. Return receipt must be paid for at time of mailing.

5. Policy.

5.1 JITC correspondence distribution, controlled mail

processing, and reproduction will be performed at the lowest possible cost without sacrificing efficiency, security, or privacy. Mailing costs will be kept to the minimum necessary to conduct essential government business.

Expedited and contract mail (FedEx/UPS) services will be used only to prevent mission failure or financial loss.

The shipment of equipment, large or heavy items, and accountable property will be coordinated with the Accountable Property/Supply Officer to ensure the most cost effective method of shipping is used to meet mission requirements.

5.2 JITC will operate a Distribution/Reproduction Center

at Fort Huachuca to facilitate printing and mailing of classified and unclassified official documents and material. Convenience copiers/scanners are placed at key locations for small, self-help printing needs.

5.3 Classified documents and mail will be handled, processed, and stored in accordance with Reference 3.1.

5.4 The use of expedited mail service must be approved by

the Division, Portfolio or Branch Chief. At Fort Huachuca, JITC Form 9 (Enclosure 1) will be used to approve the use of expedited mail service and the requestor will provide a line of accounting for billing purposes. The Form must be signed by an individual, whose name appears on the DA Form

1687 signature card on file with the Central Mail Room to authorize the use of expedited mail/contract mail services.

Expedited mail must be delivered to the JITC Distribution Center prior to 1300 hours for processing to the FH Central Mailroom. Personnel at Indian Head will follow Indian Head Standard Operating Procedure “Property-012” (Enclosure 2) to request expedited mail service and use the local "JITC Request for FEDEX Shipment" form (Enclosure 3), along with the FedEx Air Bill (Enclosure 4). JITC personnel at Fort Meade will obtain approval and funding information from their Branch or Division Chief, prepare the appropriate labels and deliver their package to the Document Control & Mail Distribution (DCMD) center in Room W2B14 in the Warehouse Building. Classified and/or accountable mail will be delivered to the Accountable Mail Center (AMC) in Room M2B02 in the Commons Building. JITC personnel on temporary assignment to other locations will follow the locally established policy and procedures for obtaining expedited mail service.

5.5 JITC FedEx account numbers will not be provided to

customers, contract vendors, or other outside agencies or personnel. Shipments of equipment or the sending of documents to JITC, using the “Bill Receiver” option is strictly prohibited without prior approval from the receiving Portfolio/Division Chief and certification from CFE that the appropriate funding is available.

5.6 The JITC Distribution Center at Fort Huachuca and

Security Office at Indian Head will not process personal mail, except newly assigned personnel may receive personal mail via the JITC Distribution Center or Indian Head Security Office for up to sixty days while permanent residency is being established.

5.7 All JITC government and contractor personnel will in-

and-out process through the Distribution Center at Fort Huachuca or the Security Office at Indian Head as appropriate.

5.8 Non-personal, official, mission-related mail that is

addressed to an individual will not be opened in the Distribution Center or Security Office unless requested by the addressee. Items received that have already been opened will be sealed/taped.

5.9 Documents will be reproduced using the most cost

effective method. Unless prohibited by time constraints or other mission requirements, print and document reproduction jobs exceeding 50 pages should normally be sent to the Reproduction Center rather than using network printers or convenience copiers due to their higher cost of operation and maintenance.

5.10 The JITC Distribution Center will operate a central

facsimile device for common use. Additionally, individual JITC Divisions may make facsimile devices available for their employees.

6. Procedures.

6.1 Divisions will:

6.1.1 Collect mail from their Distribution Center

mailboxes on a regular basis.

6.1.2 Contact the Distribution/Reproduction Center or

Supply to arrange for special delivery or pickup of items.

6.1.3 Ensure all incoming and outgoing accountable

property actions are coordinated with the Accountable Property Officer.

6.1.4 Ensure that JITC Form 7 “Facsimile Header Sheet” is

used when transmitting outgoing facsimiles through the Distribution Center or from local fax machines.

6.1.5 Designate at least two individuals to process mail

to and from the Distribution Center. Two keys will be issued to each Division Office Manager.

6.1.6 Coordinate with the JITC Security Office to mail or

reproduce classified documents.

6.2 Distribution/Reproduction Center will:

6.2.1 Maintain operating hours of 0700-1600, Monday

through Friday, except for Federal Holidays or other JITC approved exceptions.

6.2.2 Perform daily distribution runs to on-Post and off-

Post activities, such as the Central Mailroom, Directorate of Contracting, various airline ticketing offices, U.S.

REQUEST FOR EXPEDITED MAIL SERVICE

JITC REQUEST FOR FEDEX SHIPMENT JITC FORM 9 DATED MAR 2013

Enclosure 1

INDIAN HEAD SOP PROPERTY-012

Date Originated: 10 February 2009 Date Reviewed: 23 March 2012

Title: Property-012-IH Purpose: To establish procedures for outgoing shipment(s) Reference(s): Form S1-1 JITC Request for FedEx Shipment Instructions and FedEx US Airbill Express Enclosure(s): N/A Actions:

The only authorized shipping point for outgoing accountable property is JITC-IH warehouse, building 3050. The Accountable Property Officer (APO) must be notified prior to shipping any accountable property. The Property Custodian (PC) must obtain a Return Material Authorization (RMA) number prior to shipping property for vendor repair or replacement. JITC-IH Shipping and Receiving Clerk will assist customers in processing the following types of shipments from the JITC-IH warehouse:

a. Federal Express (FedEx) Shipments

b. Freight Shipments

c. Overseas Shipments

d. Lateral Transfer shipment

1. FedEx “Express” Shipments. FedEx “Express” shipments will not exceed

150 pounds; shipments exceeding 150 pounds must be sent FedEx “Express Heavy” when expedited delivery is required. The daily delivery and pickup time for FedEx express is approximately 10:00 A.M. Monday through Friday.

Any pickups after 10:00 a.m require FedEx to be notified before 12:00 p.m to allow for a 2-hour window with pickup by 3:00 P.M. JITC is contracted with FedEx and does not ship by UPS unless the shipper has a prepaid or Authorized Return Shipment (ARS) label. To ship by Federal Express use the following procedures:

a. Obtain copy of the JITC-IH Request for FedEx Shipment document and a FedEx US Airbill Express request from your Branch Office Manager or the Shipping and Receiving Clerk in bldg 3050.

b. The completed form must be approved by the Chief Financial

Executive (CFE) office in building 900.

c. Deliver the documents along with the item(s) to Shipping and Receiving in Building 3050 for processing. The Shipping Clerk will assist with packing the goods and will coordinate the pickup, provide the customer with a copy of the documents for tracking, and retain the original documents for audit purposes.

d. The warehouse personnel are available to assist customers upon request with tracking issues.

2. FedEx “Freight” shipments. Large items weighing over 150 pounds are classified as freight and will be handled on a case-by-case basis. Any freight shipment of accountable property must be coordinated through the APO.

Overseas shipments cannot be shipped to a post office box. The following procedures apply:

a. Follow instructions in paragraph 1.a – d above.

b. The method of shipping will be determined based on the destination and requirements. The Shipping Clerk will process the shipment under the direction of the APO.

3. Lateral Transfer Shipment. The Shipping and Receiving Clerk is available to assist customers with packing accountable property. Follow the necessary procedures:

a. The following must be brought to building 3050 for processing:

1) Signed copy of the DD Form 1149 Shipping Document

2) Signed copy of the DD Form 1150 Request for

Issue/Transfer/Turn-In

3) Signed copy of OF 7 Property Pass

4) Equipment to be shipped

5) Receiving APO and Property Custodian with contact information

6) Approved shipment funding documents

b. The Shipping Clerk will receive the unpackaged item(s) to be shipped from the PC and verify equipment against transfer document. If the property is packed prior to arrival at the warehouse, the PC will provide a signed statement verifying the contents of the package.

c. Upon verification, the Shipping Clerk will pack the goods and ship to the destination provided by the customer.

d. The customer is responsible for assisting the APO in obtaining a signed receipt copy of the DD Form 1149 shipping document for the APO’s files.

Enclosure 2

JITC REQUEST FOR FEDEX SHIPMENT INSTRUCTIONS FOR

ENCLOSURE 3

Form S1-1 JITC Request for FedEx Shipment Instructions

TITLE DESCRIPTION

TO: JITC-IH Shipping and Receiving

Warehouse Date: Current date Sender’s Name: Name of Sender Office Symbol/Contractor: Enter Branch Symbol (if Contractor, identify Contractor) If Contractor, Who is Government

POC:

Enter Government POC, Funding Info, and Signature

FEDEX Service Requested: Select ship method and justify accordingly (if necessary)

Chapter 2 Agency or Company Identify Company or Agency Chapter 3 office Symbol & POC Name: Enter Office Symbol and Point of

Contact Street/Bldg#/Suite/Room: Enter address of Recipient POC Commercial Phone #: Enter contact phone number

JITC REQUEST FOR FEDEX SHIPMENT

Enclosure 3

FEDEX US AIRBILL EXPRESS INSTRUCTIONS FOR ENCLOSURE 4

FedEx US Airbill Express

FIELD TITLE DESCRIPTION

1 From: Date/Sender’s FedEx

Account Number/Sender’s Name/Phone#/Company/Address/ City/State/Zip Code

Enter appropriate information. The FedEx account number will be entered by the Shipping Clerk.

2 N/A N/A 3 To: Recipient’s

Name/Phone/Company/Recipient’s Address/City/State/Zip Code

Enter appropriate information. Please provide a good contact phone number.

4a-b Express Package Service Select type of shipment.

5 Packing Select packing 6 Special Handling Indicate if necessary 7 Payment Leave blank

FEDEX US AIRBILL EXPRESS FORM

Enclosure 4