NUWCDIVKYPT 5218.1.pdf

NUWCDIVKPTINST 5218.1

Dec 2017

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NAVAL UNDERSEA WARFARE CENTER

DIVISION, KEYPORT

MAIL HANDLING

PROCEDURES AND

GUIDELINES

NUWCDIVKPTINST 5218.1A

Date: 12/8/2017

Process Owner: Supply Officer

Directive Author: Supply Officer

Canceled Directives: This directive supersedes NUWCDIVKPTINST 5218.1

Approval Signature:

In v a l id s ig n a t u r e

X C h a r l e s M . R e e d , C D R

S ig n e d b y : R E E D . C H A R L E S . M E D . 1 1 0 7 9 6 1 5 2 2

1. PURPOSE:

1.1. The purpose of this directive is to provide effective mail handling, processing, and distribution at Naval Undersea Warfare Center (NUWC) Division, Keyport and

Detachments. This is in accordance with regulatory controls and compliance with government laws, directives, and regulations.

2. POLICY:

2.1. Our policies support minimum standards set forth in higher directives. More stringent local standards may be adopted if/when the situation warrants. If our Detachments, remote sites or work areas have a need to develop procedures specific to their function or location, those procedures may not be less restrictive than this policy and must be approved by the Official

Mail Manager. Incoming mail not deliverable due to incomplete address will be sent to the appropriate B Code for distribution.

3. SCOPE:

3.1. This procedure governs the actions and responsibilities of personnel (civilian, military, and contractor) associated with NUWC Division, Keyport, Detachments and offsite offices who require mail services.

4. APPROVED WAIVERS:

4.1. All NUWC employees shall comply with the requirements of this directive, except as noted by an approved waiver on file in the Keyport Directives library.

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5. PROCESS BOUNDARIES:

5.1. The process starts when the customer has a requirement for incoming and/or outgoing mail and ends when the mail has been mailed through the United States Postal Service or when the mail has been delivered to the internal customer.

6. RESPONSIBILITIES:

6.1. Official Mail Manager:

6.1.1. Revise this directive and attachments annually.

6.1.2. Provides guidance, interpretation and conflict resolution, as required.

6.1.3. Supervises mail practices.

6.1.4. Reports misuse of official mail to the NUWC Division, Keyport Commanding

Officer.

6.1.5. Ensure appropriate personnel have valid mail handling and courier cards.

6.1.6. Ensure only authorized mail handlers/drivers have access to the Official Mail

Center (OMC).

6.2. Supply Technician:

6.2.1. Provide services to ensure systemic mail handling.

6.2.2. Prepare outgoing mail for Consolidated Mail Facility metering.

6.2.3. Process incoming mail from OMC daily.

6.2.4. Secure all accountable mail in security container until received by addressee or agent.

6.3. Requestor:

6.3.1. Follow approved correspondence and security procedures in preparation and internal handling of official mail in accordance with DoD 4525.8-M and the

United States Postal Service Domestic Mail Manual.

6.3.2. Receive/Send official mail through the OMC either through local or hand delivery.

Hand delivery is Accountable Mail.

6.3.3. Ensure the receiving party/company has the appropriate security classification for mail being sent.

6.3.4. Prepare mail per applicable process which includes NAVSUP Fleet Logistics

Center Official Mail Addressing Standards (Attachment A) and Intra/Inter Area

Mail (Attachment B).

7. AUTHORITY:

7.1. Commanding Officer designates the Official Mail Manager position in writing.

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Incoming Mail Process O

M M

O

M M

A O

M C

Lo ca l D el iv er y C u st o m er

Phase

Start

Pick-up mail from

United States Postal Service

Deliver mail to

OMM or OMMA

Process for delivery and stage for delivery drivers

Deliver mail to customer

Receives mail

End

Incoming Mail Process

Responsibility Step Action

OMC 10 Pick-up mail from United States Post Office (USPS).

OMC 20 Deliver mail to OMM or OMMA.

OMM & OMMA 30 Process for delivery and stage for delivery drivers.

Local Delivery 40 Deliver mail to customer.

Customer 50 Receives mail.

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Outgoing Mail Process Lo ca l D el iv er y

C u st o m er

O M

M

O M

M A

O M

C

Phase

Start

Prepare and stage mail for routing

Pick up mail and deliver to OMM or

OMMA

Deliver mail to OMC

Deliver mail to

RCMF for metering and delivery to USPS

End

Outgoing Mail Process

Responsibility Step Action

Customer 10 Prepare and stage mail for routing.

Local Delivery 20 Pick up mail and deliver to OMM or

OMMA.

OMM & OMMA 30 Deliver to OMC.

OMC 40

Delivers to RCMF for metering and delivery to

USPS.

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Incoming Accountable Mail Process

Responsibility Step Action

OMC 10 Pick-up mail from United States Post Office (USPS).

OMC 20 Deliver mail to OMM or OMMA.

OMM & OMMA 30 Process for delivery and stage for delivery drivers.

Local Delivery 40 Deliver mail to customer.

Customer 50 Receives mail and signs proof of delivery.

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Outgoing Accountable Mail Process

Responsibility Step Action

Customer 10 Prepare and stage mail for routing.

Local Delivery 20 Pick up mail and deliver to OMM or OMMA.

OMM & OMMA 30 Prepare accountable mail.

OMM & OMMA 40 Deliver to OMC.

OMC 50 Reviews and certifies mail.

OMC 60 Delivers to RCMF for metering and delivery to USPS.

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REFERENCES

HIGHER AUTHORITY

Document Number Document Title

NUWCDIVKPT 5216.1 Correspondence Procedures and Guidelines

NUWCDIVKPT 5510 Information and Personnel Security Program

OPNAVINST 5218.D Navy Official Mail Management Program

DoD 4525.8-M DoD Official Mail Manual

N/A U.S. Postal Service Domestic Mail Manual

REVIEW / REVISION HISTORY

Revision Date Brief Description of Change

NR 2/5/2015 New directive. Consolidated 5218 and 5218-01 into one directive.

A 12/8/2017

Mail with incomplete address will be sent to the appropriate B

Code, directive will be revised annually, add FLC and C107

POCs.

FORMS

Document Number Document Title

DD Form 1149 Requisition and Invoice Shipping Document

DD Form 2501 Courier Authorization

DD Form 285 Appointment of Military Postal Clerk, Unit

Mail Clerk Or Mail Orderly

OPNAV 5511/10 Record of Receipt

NUWC Keyport 5216/06 Documental Transmittal

NUWC Keyport 5216/38 Mail Control Sheet

NUWC Keyport 5216/39 Accountable Mail Receipt

PS Form 2865 Return Receipt For International Mail

PS Form 3811 Return Receipt For Domestic Mail

PS Form 3576 Change of Address Request for:

Correspondents, Publishers and Businesses

ATTACHMENTS

A NAVSUP Fleet Logistics Center PS Official Mail

Addressing Standards.

B Intra/Inter Area Mail in Navy Region NW.

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ATTACHMENT A

NAVSUP FLEET LOGISTICS CENTER PS

OFFICIAL MAIL ADDRESSING STANDARDS

(EFFECTIVE 01 DEC 2014)

EXAMPLE OF CORRECT RETURN ADDRESSES (AUTOMATION COMPATIBLE)

DEPARTMENT OF THE NAVY DEPARTMENT OF THE NAVY

DIRECTOR COMMANDER

ATTN CODE 310 ATTN CODE 105 6

NAVSUP FLC PUGET SOUND NAVSHIPYD AND IMF PUGET

SOUND

467 W STREET 1400 FARRAGUT AVE

BREMERTON WA 98314-5100 BREMERTON WA 98314-5001

OFFICIAL BUSINESS OFFICIAL BUSINESS

EXAMPLES OF CORRECT DELIVERY ADDRESSES (AUTOMATION COMPATIBLE)

COMMANDING OFFICER COMMANDING OFFICER

ATTN CODE 400PM ATTN ADMIN OFFICER

NAVSUP FLC PS USS ALABAMA SSBN 731

467 W ST UNIT 100112 BOX 1

BREMERTON WA 98314-5100 FPO AP 96698

SIXTEEN THINGS TO REMEMBER

1.) Prepare the return address portion of envelopes, labels and mailable forms with DEPARTMENT OF THE

NAVY above the return address and OFFICIAL BUSINESS below it.

2.) Type or print by mechanical means the delivery and return addresses in UPPERCASE (capital) letters.

Not handwritten.

3.) Use no punctuation or special characters except for the hyphen in the ZIP + 4 code.

4.) Use a different type and or font for the delivery and return addresses. Recommend that all return addresses

(including DEPARTMENT OF THE NAVY and OFFICIAL BUSINESS) be 9 POINT ARIAL. and all delivery addresses typed in 12 POINT COURIER NEW.

5.) Limit all delivery and return addresses to a maximum of 40 characters (including spaces) per line with a maximum of 8 separate words.

6.) Delivery and return addresses must have a uniform left margin and possess at least three lines but no more than five.

7.) Do not use rubber stamps for either return or delivery addresses.

8.) Building numbers in delivery and return addresses shall not be used.

9.) Handwritten addresses are not authorized.

10.) Although the long title of addresses appears in the Standard Navy Distribution List (SNDL) the short title of the Plain Language Address (PLAD), less city and state will be used.

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11.) Geographical locations shall not be used with a Fleet Post Office (FPO) or Army/Air Force Post Office

(APO) number in a mail address unless assigned as a part of the official title.

12.) Mail for mobile commands (e.g. Ships, Submarines, Squadrons, etc.), staffs, units, or detachments shall not be addressed to shore activities, flagships, or ships on which they are based.

13.) Use return addresses on all official mail and parcels.

14.) White Out and Correction Tape are not authorized.

15.) If you have envelopes, labels and mailable forms that do not meet the mailing standards for the return address you can still use them until the old supply is exhausted by placing thick Avery labels over the old addresses. The old addresses, lines and other data must be totally covered by the label. The label must be thick enough so the old address, lines and other data below cannot be seen.

16.) The NBK-Bremerton Consolidated Mail Facility(CMF), NAS Whidbey Island, Naval Station Everett, NBK-Bangor and NBK-Keyport Mailrooms are all authorized to,(and will), return official mail to the originator for correction if the addresses are not in compliance with the proper address format effective 1 July 2011.

EXAMPLES OF CORRECT ADDRESSES

(BUILDING NUMBERS ARE REQUIRED FOR NBK BANGOR, NS EVERETT AND NAS WHIDBEY

ISLAND)

SUPERVISOR ADMIN DEPT

BANGOR MAIL FACILITY NAVAL STATION EVERETT

BLDG 2650 BLDG 2000

2650 OHIO ST 2000 W MARINE VIEW DRIVE

SILVERDALE WA 98315 EVERETT WA 98207

EXAMPLES OF INCORRECT ADDRESSES

(BUILDING NUMBERS ARE NOT AUTHORIZED FOR NBK BREMERTON)

SUPERVISOR ADMIN DEPT

CONSOLIDATED MAIL FACILITY NAVSHIPYD AND IMF PUGET SOUND

BLDG 556 BLDG 850

556 S WYCOFF AVE 1400 FARRAGUT AVE

BREMERTON WA 98314-5202 BREMERTON WA 98314-5001

(GEOGRAPHIC LOCATIONS ARE NOT AUTHORIZED FOR COMMANDS WITH FPO

ADDRESSES REGARDLESS OF LOCATION)

COMMANDING OFFICER COMMANDING OFFICER

USS OHIO BLUE USS JOHN C STENNIS CVN 74

SILVERDALE WA 98315 BREMERTON WA 98314

POINTS OF CONTACT FOR YOUR MAILING NEEDS

NUWCDIVKPT POC for Mailing Needs OMM 360-315-3372

CMF Bremerton Supervisor Rob Lutfy 360-476-7505

CMF Bremerton Lead Mail Clerk Rowena Leyson 360-476-7613

NAS Whidbey Mailroom Mario Bruno 360-257-2060

NAVSTA Everett Mailroom Brent Lewis 425-304-3657

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NBK Bangor/Keyport Supervisor John Wakefield 360-396-4332

Postal Business Analyst LSC Loup 360-476-9429

NRNW Postal Operations Manager Rick Buchart 360-476-5931

NAVSUP FLC Puget Sound C400 John Zollo 360-476-5922

NAVSUP FLC Puget Sound C501.2 Eric Koletzky 360-396-2187

NUWC Keyport C1072 Andrew Ringstad 360-315-0960

Online document is the master Retrieved from server on: 8 December 2017 Printed copy is an uncontrolled copy

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