Inter-Service Postal Training Activity
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Inter-Service Postal Training Activity




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Presentation on theme: "Inter-Service Postal Training Activity"— Presentation transcript:

Slide1

Inter-Service Postal Training Activity

Process Registered Mail

JUNE 2018

Slide2

Federal Penitentiary for

Postal Officers, MPC, and PFO

20 years for one bag of registered mail!

Would you like to become a long-time guest here?

Slide3

LESSON OUTCOME

Students will familiarize with and learn all aspects of registered mail IAW USPS and DOD directives/guidance to include security, processing, receiving, delivering, dispatching, and closing a registry section in support of postal operations.

Action:

Process Registered Mail

Conditions:

In a classroom environment, given access to Department of Defense (DoD) 4525.6-M Postal Manual, Domestic Mail Manual (DMM), PS Form 3849 (Notice of Delivery), PS Form 3854 (Manifold Registry Dispatch Book), PS Form 3877 (Firm Mailing Book for Registered, Insured, Cash on Delivery (COD) and Certified Mail and Express Mail), PS Form 3883 (Firm Delivery Receipt for Accountable and Bulk Delivery Mail), DD Form 2261 (Balance and Inventory), several articles of registered mail, necessary rubber stamps, stamp pad, student handout, and an awareness of Operational Environment (OE) variables and actors

.

Standards:

Process registered mail by verifying all registered mail in pouches and sacks, opening all mail in the presence of a witness, taking appropriate action if any discrepancies are found, completing the correct forms, deliver and dispatch registered mail, secure the registry section and all registered mail and provide postal security. Students will be assessed with a minimum of 80% accuracy during the following learning activities:

TERMINAL LEARNING OBJECTIVE

1

. Process Incoming Registered Mail.

2. Receive Registered Mail from other sources.

3. Deliver Registered Mail.

4. Dispatch Outgoing Registered Mail.Close a Registry Section.The Army Learning Areas (ALA) are the baseline focal points Soldiers and Army Civilians must possess to prevail in the ambiguous environments that challenge the Army today. The four ALAs are: Army Profession and Leadership; Mission Command; Human Dimension; and Professional Competence. The Army Learning Area taxonomy provides a framework to assist in grouping the General Learning Outcomes. The four Army Learning Areas serve as the framework to catalogue the 14 General Learning Outcomes. The General Learning Outcomes (GLOs) are essential outcomes resulting from training, education, and experience along a career continuum of learning. There are three primary purposes for the Army General Learning Outcomes. First, they provide trainers and educators a lens into how effective they are in conveying their support material. Second, it assists in improving instructional design and/or training support packages. Finally it places responsibility on training and education proponents to be nested with ALAs. ALA: Professional Competence GLOs  GLO 14: Soldiers and Army Civilians are technically and tactically competent.

TLO – Process Registered Mail

Slide4

4

Operational Variables (OE)

Slide5

Definition of Terms

Let’s turn to Student Handout, page 1, to review definitions that are associated with working registered mail.

JANUARY 2018

Slide6

Check on Learning

Q: What

three functions does PS Form 3854 serve?A: Truck Bill, Inside Bill, and Transfer BillQ: What is the difference between personal and official accountable mail?

A: Personal

mail is addressed to an individual by name; official mail is addressed to a commander or individual by title. 

Q: Who is held responsible for the safety and security of registered mail when it’s being transported from one location to another?

A: The mail guard

Slide7

Process Incoming Registered Mail

Mail guard gives articles and two copies of truck bill to registry clerk.

Registry clerk properly receipts for registered mail by:Verifying articles listed with articles received.Verifying articles are addressed to your MPO.Completing bottom part of truck bill.

Slide8

Anthony L. Smith

Rochelle Sanders

0800

1100

2

4

5

REGISTERS

3

Brad Long

3815 Shandon St.

Atlanta, GA 30257

SGT Mia Long

HHC, 3/77 AR BN

Unit 29907, Box 153

APO AE 09086

RB 812 754 230 US

REGISTERED OUTSIDE

1

Receiving Articles on Truck Bill

Slide9

Common Discrepancies

Discrepancies found on bills:

Seal numbers do not match.

Registry number transposed on bill.

Registry number listed but article not present.

Article received but number not listed.

Article “MISSENT” to your APO/FPO.Article received in defective pouch.

Registry pouch improperly sealed.

Slide10

Annotating Discrepancies

(on the Bill)

If missent: write “MISSENT TO APO ___.”If numbers are transposed: write “SHOULD READ” and enter correct number.

If article is listed but not received: write

“NOT RECEIVED.”If article is received but not listed: write article number then

“RECEIVED BUT NOT LISTED.”

Slide11

Annotating Discrepancies

(on the Coupon)

(Front Side):Write the number of pieces received.Write "WIT:" and have witness sign. You sign below the witness's signature.

(Reverse Side):

Write the article number and irregularity for each irregularity found.

Slide12

Receiving Articles on Inside Bill

MUST have a witness present when opening registered pouches.

PS Form 3854 is found between 1st and 2nd articles.Verify contents listed against contents received then receipt for the articles.

Slide13

WIT:

Jerry Ryder

Troy Black

0930

1030

WIT:

Rebecca Solis

Anthony L. Smith

4

5

6

WIT:

Jerry Ryder

Rochelle Sanders

7

2. Verify article numbers and describe any irregularities found.

1

3. Enter number of articles actually received

REGISTERS

Slide14

WIT:

Rebecca Solis

Anthony L. Smith

WIT:

Jerry Ryder

Troy Black

0930

1030

WIT:

Jerry Ryder

Rochelle Sanders

RB473580371US ‘SHOULD READ’ RB473850371US

RB448703211US – ‘MISSENT’

RB770618100US – ‘NOT RECEIVED’

10

8

9

After completing the coupon, detach it from the bill and return it to the dispatching activity.

Slide15

Practical Exercise

PE X Situation 1 & 2

Slide16

Check on Learning

Q: What

is a transfer bill? A mail guard?A: A transfer bill is a PS Form 3854 used by window clerks to transfer registered mail accepted over the counter to the registry section. A mail guard is an individual who accompanies the mail and is

responsible for the safe and secure transportation of mail

.

Q: What distinguishes a pouch from an outside piece on a truck bill?

A: A pouch is represented by a seal number that has an “S” preceding the number. An outside piece has an “O” preceding the article number.

Q: What

are some common discrepancies found on incoming bills

?

A

:

Seal number used doesn’t match seal number on the bill; registry number transposed; registry number listed but article not present; registry article received but number not

listedQ: What must be present before you open a registered pouch

?A: A witness

Slide17

Receive Registered Mail from

other sources

Registered mail is received from various sources such as:Unit mail clerks using PS Form 3877 (Firm Mailing Book).Outlying units using PS Form 3854 (Truck Bill).Window clerks using PS Form 3854 (Transfer Bill).

Registry clerks consolidate mail and prepare for dispatch.

Slide18

Mail Received on PS Form 3877

Organizations that generate large volumes of official registered mail:

Prepare PS Form 3877 in duplicate.Compute postage and fees.Obtain appropriate postage.Bring the mail and completed forms to the registry section.Original is given to the registry clerk; Duplicate remains in the book.

Slide19

X

Accepting clerk postmarks

with the APDS

RB239901005US

RB239901006US

RB239901007US

RB239901008US

545 MP CO

FT HOOD, TX 76544

HQ, CAC

FT LEAVENWORTH, KS 66207

AGS

FT JACKSON, SC 29207

HQ, 5

TH ARMYFT SAM HOUSTON, TX 782341.11 .871.11 .41

9.50

9.50

9.50

9.50

N/A

N/A

N/A

N/A

Accepting clerk enters number of articles received and signature

HHC, 3/77 AR BN

APO AE 09086

TROY BLACK

4

4

Slide20

Transfer of Mail Using PS Form 3854

Mail received from customers is transferred during or at end of business day.

PS Form 3854 is prepared in duplicate.

Original is given to registry clerk.

Duplicate stays in book.

Mail is hand-carried and does not require a witness.

Slide21

Tracy England

Troy Black

1435

1440

A “WITNESS” is

NOT

required on Transfer Bills

REGISTERS

Slide22

Receiving Mail from Outlying Units

They are branches of the Parent MPO who provides support to surrounding military organizations.

They use the same MPO number as Parent MPO along with a unit number.For example: If Parent unit is “09086” - Outlying unit would be: 09086-1, 09086-2, etc.

Mail is dispatched using PS Form 3854 for ‘inside’ and ‘truck’ bills.

Slide23

Janet Lindsey

Troy Black

REGISTERS

0800

1000

Slide24

Q: Which

copy of PS Form 3877 is given to the registry clerk upon receipt of registered articles? A:

OriginalQ: What indicates that mail is originating from an outlying unit? A: The unit number will follow the parent MPO number

Q: What

must organizations do prior to bringing large volumes of registered mail to the MPO for processing? A:

Prepare PS Form 3877 in duplicate, compute the postage and fees, obtain the appropriate official postage, and bring the registered mail with the completed forms to the Registry Section.

Q: Does mail transferred from window clerks to registry clerks require a witness?A:

No, it is hand-carried.

Check on Learning

Slide25

X APO AE 09086

3

19 Dec

16 0900

4

19 Dec

16 Michael Victor

2

1

X

X

5

6

X

RB812754230US8SGM Nathaniel Ramos 1/10th CAV, Unit 23305, Box 11 APO AE 090869

R. Sanders 19 Dec

16

10

7

What is personal mail?

Use PS Form 3849, Delivery Notice/Reminder/ Receipt.

Delivering Personal Mail

(1 of 2)

Slide26

Delivering Personal Mail

(2 of 2)

11

Nathaniel Ramos

Ramos, Nathaniel

1/10

th

CAV, Unit 23305 Box 11,

APO AE 09086

Slide27

Key Points to Remember

Positive identification is required.

Only addressee or authorized agent may sign.

Use PS Form 3849 for delivery of personal accountable mail.

File PS Form 3849 numerically by last two digits of article number.

Slide28

Delivering Official Mail

What is official mail?

Use PS Form 3883, Firm Delivery Receipt for Accountable and Bulk Delivery Mail.Prepared in triplicate: copy 1-UMC; copy 2-destroyed; copy 3-registry files.

Number in sequence starting with “1” each calendar year.

Each unit served has their own delivery book.

Slide29

Julie Barnett

x

1

2

7

9

4

5

6

BLACK, Troy

Troy Black

8

3

Slide30

Q: What

is the difference between personal and official registered mail?A:

Personal mail is mail addressed to a person by name. Officialmail is mail addressed to a unit or commander of a unit.Q: T

or F: When delivering personal registered mail, the UMC may sign for it then deliver it to the addressee.

A: False – Personal mail is delivered to the customer or an authorized agent only

Q: How many copies of PS Form 3883 are used to prepare mail for delivery?

A: Three

Q: What

form is used to deliver registered mail to the addressee

?

A:

PS Form 3849, Delivery Notice/Reminder/Receipt.

Check on Learning

Slide31

Dispatch Outgoing Registered Mail

Registry clerks prepare an inside bill which includes:

all pieces received from local sources.Any missent mail.All pouchable mail is enclosed and a slide label is attached.

Registry clerks prepare a truck bill which includes all pouches and OSPs.

Slide32

Items Needed for Dispatch

PS Form 3854

Tin Band Seal

Pouch

Slide Label

Registered Mail

Witness

Standard Equipment

Slide33

REGISTERS

2

3

4

7

9

1500

5

11

12

1

6

Troy Black

WIT:

Whitney Brown

These are articles received on PS Form 3877 from one of the local units. (see slide 17)

These are articles received on the transfer bill from the window clerk. (see slide 19)

These are articles received on an inside bill from the outlying units.

This is a missent article received from AMF Kennedy. (see slide 12)

8

10

Slide34

Preparation of Registered Pouch

(1 of 3)

Select and examine the pouch.Count and check pieces listed on inside bill for accuracy.Bundle no more than 30 pieces with address facing upward.

Place

ORIGINAL outgoing inside bill with coupon attached under 1st item in bundle.

Slide35

Retain DUPLICATE copy inside book.

Place small parcels and bundled letters inside the pouch.

Do not place more than 180 pieces in a single pouch.Close and secure pouch with a numbered tin band seal.

Preparation of Registered Pouch

(2 of 3)

Slide36

Use a numbered tin band seal.

Contents are verified in the presence of a witness.

Attach destination tag or label.

- Close hasp over the staple.

- Slide the small plain end of the seal with the number side down through the bottom of the staple.

- Thread the seal through two grommets (eyelets).

- Bend the seal back and thread the plain end over the staple and into the head of the seal so the number appears on the outside of the seal. You should hear a “clicking” sound when the seal locks into place.

Preparation of Registered Pouch

(3 of 3)

Slide37

Enhanced Distribution Label

Breakdown

 

 

Dispatching Date and Time

Destination ZIP

Destination Of Mail Pouch

Class Type

Dispatching Postal Activity

Barcode

An EDL is a

unique

destination barcode applied as a slide label. It will be scanned prior to the Piece-to-Bag Nesting, Bag Closing, and Bag Dispatching processes via AMPS

The EDL barcode will be affixed to the receptacle and will provide information on the destination and mail class of the mail items

Retrograde EDL’s will be used on bags being routed to servicing ISC

 

 

 

 

 

 

 

 

Slide38

Preparation of Truck Bill

Seal numbers and OSPs are listed on PS Form 3854.

Bill is prepared in triplicate.Original and duplicate accompanies mail guard.Triplicate is retained at dispatching MPO.

Mail guard receipts for and accompanies mail to another MPO, AMT or FMC.

Slide39

REGISTERS

Troy Black

1520

1

2

3

4

6

7

9

10

11

8

5

Mail guard signs triplicate copy

only

which is retained by the registry clerk until original comes back signed.

12

KEVIN INDIE

1520

OUTGOING TRUCK BILL

Slide40

Practical Exercise

PE X Situation 3, 4, & 5

Slide41

Q: What

symbol is used to indicate the last page of a bill?A:

An “X” after the numberQ: What is done to any unused portion of a bill?A: Draw a diagonal line through them

Q: What

information is required on a Enhance Distribution Label being used for dispatching registered mail?

A: Final destination, the word “REGISTERED”, dispatching APO/FPO, APDS.

Q: How many pieces of registered letters can be bundled together and how are they arranged?

A:

Up to 30 pieces with the address side facing up.

Check on Learning

Slide42

Close a Registry Section

Clerk must account for all articles received, delivered, dispatched, and on hand.

Accountability is shown on DD Form 2261, Registered Mail Balance and Inventory.MPO supervisor or designee verifies and signs DD Form 2261.

Slide43

Preparation of DD Form 2261

Entries are self-explanatory.

Corrections are permitted in the heading, Part III, and Part IV.If errors are made in Parts I and II, prepare a new DD Form 2261.

Slide44

Completion of Part I

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

Slide45

18

19

20

21

22

Completion of Parts II and III

Slide46

Represents amount in Part I, Block 14.

23

Completion of Part IV

Slide47

Security of Registry Cage

Cage must be secured by a three-position changeable combination padlock.

Safe used must also be equipped with a built-in three-position, dial-type combination lock.

Slide48

Registry Room Policies

Registered mail must be stored separate from postal effects or personal property.

Store official registered mail in an authorized secure container.Secure the container and the registry section when not in direct control of registry clerks.Document opening and closing of safes.

Slide49

Authorized Access

The

only persons allowed entry into the registry section are:Clerks on dutyWitnessesSection supervisor

Authorized inspectors and auditors

Shift operations must provide each shift a separate 3-position, changeable combination padlock.

Slide50

Practical Exercise

PE X Situation 6

Slide51

Q: What

part of DD Form 2261 does not permit errors and what action is taken if errors are made?A:

Parts I and II; If errors are made a new DD Form 2261 must be prepared.Q: Articles delivered on PS Form 3849 are written on which part of DD Form 2261 and how are they written?A: Part I, Section c; written vertically

Q: What

kind of lock is used to secure the registry section

?A: A 3-position, changeable, combination lock

Check on Learning

Slide52

LESSON OUTCOME

Students will familiarize with and learn all aspects of registered mail IAW USPS and DOD directives/guidance to include security, processing, receiving, delivering, dispatching, and closing a registry section in support of postal operations.

Action:

Process Registered Mail

Conditions:

In a classroom environment, given access to Department of Defense (DoD) 4525.6-M Postal Manual, Domestic Mail Manual (DMM), PS Form 3849 (Notice of Delivery), PS Form 3854 (Manifold Registry Dispatch Book), PS Form 3877 (Firm Mailing Book for Registered, Insured, Cash on Delivery (COD) and Certified Mail and Express Mail), PS Form 3883 (Firm Delivery Receipt for Accountable and Bulk Delivery Mail), DD Form 2261 (Balance and Inventory), several articles of registered mail, necessary rubber stamps, stamp pad, student handout, and an awareness of Operational Environment (OE) variables and actors

.

Standards:

Process registered mail by verifying all registered mail in pouches and sacks, opening all mail in the presence of a witness, taking appropriate action if any discrepancies are found, completing the correct forms, deliver and dispatch registered mail, secure the registry section and all registered mail and provide postal security. Students will be assessed with a minimum of 80% accuracy during the following learning activities:

TERMINAL LEARNING OBJECTIVE

1

. Process Incoming Registered Mail.

2. Receive Registered Mail from other sources.

3. Deliver Registered Mail.

4. Dispatch Outgoing Registered Mail.Close a Registry Section.The Army Learning Areas (ALA) are the baseline focal points Soldiers and Army Civilians must possess to prevail in the ambiguous environments that challenge the Army today. The four ALAs are: Army Profession and Leadership; Mission Command; Human Dimension; and Professional Competence. The Army Learning Area taxonomy provides a framework to assist in grouping the General Learning Outcomes. The four Army Learning Areas serve as the framework to catalogue the 14 General Learning Outcomes. The General Learning Outcomes (GLOs) are essential outcomes resulting from training, education, and experience along a career continuum of learning. There are three primary purposes for the Army General Learning Outcomes. First, they provide trainers and educators a lens into how effective they are in conveying their support material. Second, it assists in improving instructional design and/or training support packages. Finally it places responsibility on training and education proponents to be nested with ALAs. ALA: Professional Competence GLOs  GLO 14: Soldiers and Army Civilians are technically and tactically competent.

TLO – Process Registered Mail

Slide53

QUESTIONS?