Unit 2-Official Mail Management Flashcards by Avery Smalley

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)

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Who must provide facilities, equipment, vehicles, resources, and services for efficient operations of the system?

The installation commander

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All the people processes that move our mail

Bits

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Building under the control of the chief, plans and resources play

Official mail center

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Processes parcels and communications

OMC

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The exchange point between the OMC and action offices within the organization

Activity distribution office, ADO

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Where all the mail for an organization is delivered and picked up

ADO

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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

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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

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The office that uses or responds to a communication

Action office

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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

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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

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Postcards, letters, and large animals can be sent using what?

First class mail

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What is the weight limit for first class mail?

13 ounces

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Delivers documents and packages in an average of 2 to 3 days

Priority mail

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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

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Fastest and most expensive mail service offered by the US Postal Service

Express mail

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Only used for special circumstances in the Air Force

Express mail

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Consists of newspapers and publications should regularly and on a continuing basis. Reserved for authorized publishers and registered newsagents

Periodical mail

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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

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Limited to two instances when required by law, by DOD or Air Force policy, or when mission essential

Special mail services

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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

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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

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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

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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?

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?

1. Protect yourself, office, and mail room. 2. Stop. Do not open or handle package 3. Isolate the article and evacuate the immediate area. 4. Do not put package in water or confined space 5. Open windows in immediate area 6. Do not take chances, any reason to believe package is dangerous contact security forces or local law enforcement 7. Post the USPS poster 84 "suspicious mail or package" in the work area.

Name five ways to identify a suspicious package.

1. Return address 2. Restrictive markings. 3. Sealed with tape. 4. 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