DATE (YYYYMMDD)
UNIT MAIL ROOM (UMR), CONSOLIDATED MAIL ROOM (CMR), AND POSTAL
SERVICE CENTER (PSC) INSPECTION CHECKLIST
For use of this form, see AR 600-8-3; the proponent agency is DCS, G-1.
NAME AND GRADE OF COMMANDER
NAME AND GRADE OF UNIT CLERK
UNIT INSPECTED
ITEM #
DESCRIPTION OF ITEM
GO
NO/GO
N/A
Did the commander appoint an E-6 or above or civilian (GS-6 equivalent or above) in writing as
1.
the unit postal officer and an E-6 or above or civilian (GS-6 equivalent or above) as the
alternate postal officer?
Is access to unit mailrooms limited to designated unit/postal personnel conducting official
2.
business (inspections/visits) at the facility?
3.
Are unit postal officers/supervisors conducting daily and monthly inspections?
Are the UMR, CMR, and PSC being maintained in an orderly condition and have adequate
4.
space and equipment been provided?
Is DD Form 1115 (Mail Room Sign) or other appropriate flyers completed and displayed at
5.
the entrance to the UMR, CMR, and PSC?
Are mail clerks and mail orderlies appointed properly? (2 NOs constitute a NO/GO in this
6.
area.)
a. Is DD Form 285 (Appointment of Military Postal Clerk, Unit Mail Clerk or Mail Orderly)
used to appoint unit mail clerks (UMC) and mail orderlies?
b. Are appropriate items checked, to indicate items UMC is authorized to collect, on DD
Form 285?
c. Is DD Form 285 signed by unit commander or unit postal officer and validated by the
servicing postal facility?
d. Are copies of DD Form 285 and DD Form 2260 (Unit Mail Clerk/Orderly Designation Log)
kept on file at unit and servicing facility?
e. Do UMC and mail orderlies carry a copy of DD Form 285 when performing mail duties?
Have qualified mail clerks and mail orderlies received on-the-job training? (Memorandum
7.
from commander.)
Does the CMR, PSC, and UMR have all references on hand or automation
access to include the daily operation Standard Operating Procedures (SOP)?
8.
__ DOD 4525.6M (Postal Manual), dated 15 Aug 02
__ AR 600-8-3 (Unit Postal Operations)
__ FM 1-0 (Human Resource Support) (Chap 8)
__ Unit Mail Handling SOP
Does the CMR, PSC, and UMR provide adequate security? (3 NOs constitute a NO/GO in
9.
this area.)
Page 1 of 4
DA FORM 7698, OCT 2012
APD LC v1.00ES
DATE (YYYYMMDD)
UNIT MAIL ROOM (UMR), CONSOLIDATED MAIL ROOM (CMR), AND POSTAL
SERVICE CENTER (PSC) INSPECTION CHECKLIST
For use of this form, see AR 600-8-3; the proponent agency is DCS, G-1.
NAME AND GRADE OF COMMANDER
NAME AND GRADE OF UNIT CLERK
UNIT INSPECTED
ITEM #
DESCRIPTION OF ITEM
GO
NO/GO
N/A
Did the commander appoint an E-6 or above or civilian (GS-6 equivalent or above) in writing as
1.
the unit postal officer and an E-6 or above or civilian (GS-6 equivalent or above) as the
alternate postal officer?
Is access to unit mailrooms limited to designated unit/postal personnel conducting official
2.
business (inspections/visits) at the facility?
3.
Are unit postal officers/supervisors conducting daily and monthly inspections?
Are the UMR, CMR, and PSC being maintained in an orderly condition and have adequate
4.
space and equipment been provided?
Is DD Form 1115 (Mail Room Sign) or other appropriate flyers completed and displayed at
5.
the entrance to the UMR, CMR, and PSC?
Are mail clerks and mail orderlies appointed properly? (2 NOs constitute a NO/GO in this
6.
area.)
a. Is DD Form 285 (Appointment of Military Postal Clerk, Unit Mail Clerk or Mail Orderly)
used to appoint unit mail clerks (UMC) and mail orderlies?
b. Are appropriate items checked, to indicate items UMC is authorized to collect, on DD
Form 285?
c. Is DD Form 285 signed by unit commander or unit postal officer and validated by the
servicing postal facility?
d. Are copies of DD Form 285 and DD Form 2260 (Unit Mail Clerk/Orderly Designation Log)
kept on file at unit and servicing facility?
e. Do UMC and mail orderlies carry a copy of DD Form 285 when performing mail duties?
Have qualified mail clerks and mail orderlies received on-the-job training? (Memorandum
7.
from commander.)
Does the CMR, PSC, and UMR have all references on hand or automation
access to include the daily operation Standard Operating Procedures (SOP)?
8.
__ DOD 4525.6M (Postal Manual), dated 15 Aug 02
__ AR 600-8-3 (Unit Postal Operations)
__ FM 1-0 (Human Resource Support) (Chap 8)
__ Unit Mail Handling SOP
Does the CMR, PSC, and UMR provide adequate security? (3 NOs constitute a NO/GO in
9.
this area.)
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DA FORM 7698, OCT 2012
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ITEM #
DESCRIPTION OF ITEM
GO
NO/GO
N/A
a. Are separate and secure facilities provided as the CMR, PSC, and UMR?
9. Cont'd
b. Do the doors have suitable locks, inside mounted hinges, and locking mechanisms?
c. Are windows too easily accessible from outside? Are they barred or meshed?
d. Are walls and ceilings constructed of such material as to prevent forcible entry?
e. Are receptacles, when used, installed to prevent access from other receptacles or
customer service window?
f. Is a separate security container (meeting requirements for SECRET material storage)
available for storage of accountable mail overnight?
10.
Are duplicate keys and/or combinations properly retained in a separate secure location?
Is mail transported in official United States Postal Service (USPS) approved mail bags or
11.
approved containers?
Is mail transported in an authorized closed-body vehicle with proper protection and
12.
security given to the mail?
Is mail secure and in the possession of UMC at all times during transportation?
13.
Is accountable mail being delivered to the addressee or authorized agent or properly
14.
appointed postal representative?
Is the unit postal officer verifying daily the delivery of accountable mail to the addressee or to
15.
an authorized agent?
Are mail handlers familiar with instructions governing security and delivery of personal
16.
accountable mail? (3 NOs constitute a NO/GO in this area.)
a. Are PS Forms 3849 prepared properly?
b. Are accountable articles stored separately from nonaccountable mail?
c. Are final notices prepared properly?
d. Is accountable mail held for the appropriate period of time?
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DA FORM 7698, OCT 2012
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ITEM #
DESCRIPTION OF ITEM
GO
NO/GO
N/A
e. Are accountable articles delivered only to the addressee or authorized agent?
16. Cont'd
f. Are PS Forms 3849 maintained and filed properly?
g. Is a “CHAIN OF RECEIPT” maintained for accountable mail?
Upon receipt, is all incoming mail back-stamped daily to indicate date of receipt?
17.
Are the DA Forms 3955 (Change of Address and Directory Card) being properly completed,
18.
filed, and maintained for the required period? (2 NOs constitute a NO/GO in this area.)
a. Is DA Form 3955 used for all assigned/attached unit personnel?
b. Are DA Forms 3955 maintained in alphabetical order regardless of grade?
c. Do DA Forms 3955 include all required information?
d. Are DA Forms 3955 destroyed 12 months after the sponsor departs the unit?
(First week of the 13th month.)
e. Is a DA Form 3955 prepared for a Family member with a different last name, filed
separately, and crossed referenced with the sponsor’s card?
Are mail clerks and mail orderlies properly trained and do they understand all orders and
19.
directives applicable to the operation of the CMR, PSC, and UMR? (3 NOs constitute a
NO/GO in this area.)
a. Handling of articles received in damaged condition?
b. Procedures for delivering and forwarding mail addressed to the commander?
c. Procedures for mail of individuals due to arrive at unit?
d. Procedures for processing casualty mail?
e. Procedures for processing unauthorized absence (such as, AWOL), deserter, or confined
personnel?
f. Procedures for handling known or suspected postal offenses?
g. Procedures for redirecting mail undeliverable as addressed?
Is the mail clerk aware of the privileged nature of mail and the privileged nature of postal
20.
records?
Page 3 of 4
DA FORM 7698, OCT 2012
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ITEM #
DESCRIPTION OF ITEM
GO
NO/GO
N/A
Is the mail clerk's personal mail handled properly and are the CMR, PSC, and UMR free of
21.
any personal stored items?
Are unit mail clerks picking up mail everyday and at the specified times that a unit mail call is
22.
conducted at the servicing military post office?
Do mail orderlies return undeliverable mail to the CMR, PSC, and UMR the same day?
23.
24.
Are receptacles being utilized and maintained properly?
Have all discrepancies noted on the last inspection been corrected?
25.
REMARKS/Items not covered in checklist (list item number and deficiency).
PERSON IN-BRIEFED AND TITLE
DATE IN-BRIEFED (YYYYMMDD)
PERSON OUT-BRIEFED AND TITLE
DATE OUT-BRIEFED (YYYYMMDD)
INSPECTION RATING
SATISFACTORY
UNSATISFACTORY
The rating above is based on a review of the items covered by this checklist and observations of the daily procedures of the unit mailroom. An
unsatisfactory rating is mandatory if any three items of 3, 6, 9, 16, 18, or 19 are marked or a total of five or more of any items (numbered
deficiencies not lettered deficiencies).
INSPECTOR'S NAME AND GRADE
SIGNATURE OF INSPECTOR
DATE SIGNED (YYYYMMDD)
Page 4 of 4
DA FORM 7698, OCT 2012
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