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