Unit 2-Official Mail Management Flashcards
The total system that collects processes and delivers Communications and containers between organizations on an Air Force installation, and receives and dispatches mail from servicing post office and delivery companies.
Base information transfer system (BITS)
Who must provide facilities, equipment, vehicles, resources, and services for efficient operations of the system?
The installation commander
All the people processes that move our mail
Bits
Building under the control of the chief, plans and resources play
Official mail center
Processes parcels and communications
OMC
The exchange point between the OMC and action offices within the organization
Activity distribution office, ADO
Where all the mail for an organization is delivered and picked up
ADO
Who provides referral service for incoming communications not properly addressed, including those sent to individuals in the unit without an office symbol?
Activity distribution office
When would you use optional form 65b or 65C, US government messenger envelope a.k.a. holy Joe?
When sending unclassified communications through intrabase distribution into those locations that receive a direct pouch from the OMC
The office that uses or responds to a communication
Action office
The beginning and ending point for official communications; personnel assigned are responsible for preparing communications for dispatch and receiving communications from distribution offices
Action office
Personnel whose responsibilities include opening a official mail must ensure they release sealed inner envelopes with “? Or ?” Markings only to a person with the proper clearance
Secret or Confidential
Postcards, letters, and large animals can be sent using what?
First class mail
What is the weight limit for first class mail?
13 ounces
Delivers documents and packages in an average of 2 to 3 days
Priority mail
Mail that is for any destination and any weight up to a 70 pound maximum when you use either flat rate envelopes or flat rate boxes. Delivered to every address in United States including PO Box is a military addresses
Priority mail
Fastest and most expensive mail service offered by the US Postal Service
Express mail
Only used for special circumstances in the Air Force
Express mail
Consists of newspapers and publications should regularly and on a continuing basis. Reserved for authorized publishers and registered newsagents
Periodical mail
Requires a minimum of 200 pieces or 50 pounds per mailing. Each piece must weigh less than 15 ounces cannot be used for sending personal correspondence – handwritten or typewritten letters
Standard mail
Limited to two instances when required by law, by DOD or Air Force policy, or when mission essential
Special mail services
Most secure service the USPS system offers, provides a continuous chain of receipts from the moment the USPS accepts the memorandum or package to its final delivery, has the lowest service rate
Registered mail
Use this type of mail only with the US domestic and military post system and only when law, DOD, or Air Force policy requires it. Gives access to online delivery information. You receive the receipt stamped with the date of mailing
Certified mail
A receipt that provides evidence of the date your mail was presented to the Postal Service for mailing, can only be purchased at the time of mailing, only official records available
Certificate of mailing
You can get the confirmation of delivery including date, time, location, and you can request to have a letter faxed and mailed to you with a copy of the recipients signature
Signature confirmation
Protects your mail against loss or damage
Insured mail
What official forms are used when sending unclassified communications to another unit on The same base?
Official form 65B or official form 65C
Do you continue using official form 65B until all the blocks are filled?
Yes
Communications for which accountability must be maintained
Accountable mail
When dealing with accountable communications the Air Force uses what to help control the communications while they are in the Air Force channels
Container numbers
Can be used when consolidating items, allowing us to avoid paying additional United States Postal Services registered or certified mail fees on each accountable communication
Container numbers
What form is enclosed in all consolidated shipments?
DD form 2825
Was the best choice for ensuring that accountable containers remains in a controlled environment?
Registered mail
When you receive an accountable container from the ado or your oMC what do you do?
Compare the container number with the number listed on the container receipt to make sure you are signing for the correct package
What you do you do if you find a discrepancy on the package?
Tell the sender immediately and return an annotated, signed copy of the receipt to the sender
What is initiated if a sender does not receive a signed receipt back within 30 days for material sent conus, or 45 days for Oconus
Tracer action
Containers containing the endorsement “DO NOT FORWARD”are treated as what?
Ordinary first-class mail
If the OMC or a ADO is holding unprocessed undelivered first-class mail bearing the do not forward notice at the end of the workday what is done with it?
It is placed in a classified storage container
What is the goal of the information security program?
Efficiently and effectively protect Air Force information by delegating authority to lowest levels possible, encouraging and advocating use of risk management principles, focusing on identifying and protecting only the information requiring protection, integrating security procedures into our business processes so they become transparent, and ensuring everyone understands there security roles and responsibilities
Who is the original classification authority?
Secretary of the Air Force
Classifications are either__ or__?
Original or derivative
The initial decision that an item of information could be expected to cause damage to the national security if it subjected to unauthorized disclosure and that the interests of the national security are best served by applying the safeguards of the Infosec program to protect it
Original classification
The act of incorporating , paraphrasing, restating, or generating in the form information that is already classified and marking the newly developed mate is consistent with the markings of the source information?
Derivative classification
Who can perform derivative classifications?
Within DOD, all cleared personal.
Why would damage assessment be conducted?and what for?
If a security incident leads to the actual or probable compromise of classified information. To judge the effect the compromise has on national security.
What is the definition of a security violation?
Any knowing, willful, or negligent action that could be expected to result in an unauthorized disclosure of classified information
What is the definition of security infraction?
Any knowing, willful,nor negligent action contrary to the requirements of executive order 12958 that is not a security violation
Are individuals with the proper security clearance but not the proper need to know considered authorized?
No
What is it when an investigating official concludes that a compromise of classified information more than likely occurred as a result of a security incident?
A potential compromise
What is a comparable container number?
Uub-05-34
Who has the responsibility of determining and assigning the need to know?
Authorized possessor of the classified information
How do you deal with sending written materials of different classifications in one package?
Put all into a single inner envelope, attach receipt for each piece of classified material requesting a receipt, and mark the inner envelope with the highest classification in the contents.
Who do you address classified materials too?
Directly to the office that is to take action on the subject
What is considered official mail?
Official US government business.
What is the term referring to the total system that collects, processed and delivers communications?
BITS
Who is responsible for establishing a bits to provide on-base distribution of communications?
Installation commander
Who acts as the bridge between the action office and the OMC?
Ado
What office uses/ or responds to official communications?
Action office
What is done with undelivered mail containing the endorsement “DO NOT FORWARD” at the end of the workday?
Must be stored In a classified storage container
If you are suspicious of a mailing and you are unable to verify the contents with the addressee or sender what should you do?
- Protect yourself, office, and mail room.
- Stop. Do not open or handle package
- Isolate the article and evacuate the immediate area.
- Do not put package in water or confined space
- Open windows in immediate area
- Do not take chances, any reason to believe package is dangerous contact security forces or local law enforcement
- Post the USPS poster 84 “suspicious mail or package” in the work area.
Name five ways to identify a suspicious package.
- Return address
- Restrictive markings.
- Sealed with tape.
- Misspelled words or badly typed or written
What must personnel who discover a security incident do?
Immediately take custody of an safeguard the material, if possible, and immediately reported to the commander or equivalent, supervisor, or security manager who will in-turn. Report the accident to the servicing information security program manager
Who are the only people you can divulge classified information?
To people who have a need to know, proper security clearance, and a nondisclosure agreement.
Who is responsible for the Need to know determination?
The authorized possessor of the classified information
What is the form you before releasing information?
A signed standard form 312, classified information nondisclosure agreement
May you send secret and confidential information in appropriate containers through the BITS for on-base distribution? What about top secret?
Yes. No
What are the transmit requirements of top-secret information Through the department of state diplomatic courier service?
Through or within countries hostile to the US or any foreign country them inspected, transporting to instillation service but if medico
What are the transmit requirements of secret information?
Current holder of the GSA contract for overnight delivery of secret information in urgent cases and when the delivery is between DoD components and their clearing contractor facilities with that US and its territories
What are the transmit requirements of confidential information?
Recipients must protect the confidential material as is unless they determine the contents are unclassified. the outer envelope or wrapper shall be endorsed with return service requested instead of “postmaster do not forward”
When classified material hand carried outside of an activity, is a locked briefcase allowed to serve as the outer wrapper?
Yes
Do you have to use an outer container when entering secret and below material into the OMC?
You don’t have to use one
How do you send out different classifications in one package?
Pull them all into a single an envelope or container, and attached or enclose a receipt listing all the classified material for which a receipt is requested, and mark an envelope or container with the highest classification of the contents
What DOD form can commanders, staff agency chiefs, and security managers issue?
DD form 2501
