14 FAH-4 H-250
INCOMING POUCHES
(CT:DPM-30; 05-11-2018)
(Office of Origin: A/LM)
14 FAH-4 H-251 picking up iNCOMING
POUCHES
(CT:DPM-11; 07-31-2014)
a. After receiving classified pouches from the courier,
posts escort is not to stop or leave the pouches unattended until the pouches
reach posts controlled access area. All agencies share pouch escort duty at
posts that use the classified pouch (see 12 FAM 151.1,
paragraph a).
b. Unclassified pouches must be retrieved from the
airport as soon as possible after arrival. The employee, contractor, or
commercial freight forwarder receiving the pouches from the carrier must
compare the number of pouches with the airway bill before leaving the airport
facility. Report all pouch discrepancies to the Pouch Control Officer (PCO)
and the Diplomatic Pouch and Mail (DPM) Answerperson
(DPM-Answerperson@state.gov) immediately.
14 FAH-4 H-252 receiving INCOMING
POUCHES
14 FAH-4 H-252.1 Opening Pouches
(CT:DPM-30; 05-11-2018)
a. Check for a tag and the seal integrity. If the seal
is missing or broken on unclassified pouches, report the situation to the PCO,
contact the originator by email; copy DPM-Answerperson@state.gov; and process through the Post mail screening
facility, as the safety of the pouch contents cannot be assured. If the seal
is missing or broken on classified pouches, follow the procedures in 14 FAH-4
H-212.2-5 to report a suspected compromise of pouch contents.
b. Only Top Secret-cleared U.S. citizen employees may
open classified pouches. The PCO may designate Locally Employed Staff or other
employees to open unclassified pouches (except those identified as an
Unclassified Controlled Air Pouches (UCAP), which
must be opened by a Top Secret-cleared U.S. citizen employees) in the
classified mailroom.
c. Each pouch must have Form DS-3082, Pouch Invoice
Form (see14
FAH-4 H-232.1, paragraph and 14 FAH-4 H-242).
The form should be on the top of the items in the pouch. Pouch bags must not
be stored or reused until the invoice is located. If no invoice is found,
contact the originator via e-mail and copy DPM-Answerperson@state.gov.
d. The employee opening the pouch must verify that the
pouch contents match the Pouch Invoice.
e. Posts receiving pouch containers that are not
properly prepared (such as multiple items in a W bag or overweight bag) must
notify the originator by email and copy DPM-Answerperson@state.gov.
14 FAH-4 H-252.2 Reporting Delayed
or Missing Pouches
(CT:DPM-11; 07-31-2014)
a. Any break in the sequence of pouch invoice numbers
indicates that the pouch has been misrouted or lost, or that the invoice number
has been invalidated. In the Integrated Logistical Management System
Diplomatic Pouch and Mail tracking system (ILMS DPM), breaks in sequence occur
when an invoice is generated but not used; the computer-based system helps to
identify breaks in sequence and why they occur.
b. Any break in invoice numbers must be reported
immediately via e-mail to the originator and copy DPM-Answerperson@state.gov.
c. The following information must be included in
emails reporting breaks in pouch invoice series:
(1) Sending/receiving post;
(2) Missing series numbers, i.e., A-36 through A-40;
(3) The air waybill number if known; and
(4) Any additional information that might aid in pouch
tracing.
14 FAH-4 H-253 CHECKING Accountable
ITEMS
(CT:DPM-11; 07-31-2014)
a. The integrity of the diplomatic pouch system depends
on the accurate handling of all accountable items.
b. For each accountable item listed on the invoice,
there must be a corresponding item in the pouch. If the invoice lists an
accountable item that is not in the pouch, or if accountable tracking numbers
do not match the invoice, you must notify the originator via e-mail within 24
hours.
14 FAH-4 H-254 processing INVOICES
(CT:DPM-11; 07-31-2014)
a. Incoming pouches must contain a copy of the Pouch
Invoice (Form DS-3082). Receipt of registered items must be verified and
entered as received in ILMS. The following steps must be followed:
(1) Registered item numbers listed on the invoice must
be verified against the items in the pouch (do not take for granted the
invoice/contents match);
(2) Once the items have been verified, enter the item
information in ILMS; and
(3) File the invoice or destroy by shredding.
b. If any discrepancies are identified, contact the DPM
Answerperson (DPM-Answerperson@state.gov) for
assistance.
14 FAH-4 H-255 distributing items
14 FAH-4 H-255.1 Safeguarding Items
(CT:DPM-11; 07-31-2014)
a. Receipt by mailroom personnel of accountable and
non-accountable items arriving by classified or unclassified pouch does not
constitute final receipt of the item. Final receipt occurs when the item is
picked up by or delivered to the destination office or individual addressee.
The PCO is responsible for the safeguarding of items under their control until
final receipt.
b. Inbound classified items must be stored under the
control of the PCO in approved security containers in a controlled access area
or in open storage in a vault until final receipt.
c. Inbound unclassified accountable items must be
stored under the control of the PCO in a bar lock container, usually in the
locked unclassified mail room, until final receipt. Other inbound unclassified
items should be distributed to the addressees mail receptacle or open-shelf
storage area, in the locked unclassified mail room, as soon as possible after
receipt of the pouches.
14 FAH-4 H-255.2 Signing for
Accountable Items
(CT:DPM-11; 07-31-2014)
a. All accountable items, whether classified or
unclassified, must be signed for before release. The signatory may be either
the addressee or his/her designee. For classified/unclassified item pickup,
the signatory must show a piece of U.S. Government photo identification to the
PCO or mail clerk.
b. At posts, the system produces the Registered Mail
Invoice DS-712 that lists all undelivered accountable items by agency. The
signatories sign for accountable items, which is filed in the mail room as
proof of delivery.
c. At posts, after delivery of accountable items to
the addressee or designee, the PCO or designee must enter the signatorys name
(Release To) and Actual Pickup date into ILMS, as evidence of final delivery.
14 FAH-4 H-255.3 Items for Other
Agencies
(CT:DPM-11; 07-31-2014)
a. Abroad: Posts may or may not provide messenger
service to other agencies. When an agency is in doubt, its post representative
that should contact its parent agency to confirm that Post does or does not
provide the service to that agency. If service is not provided to the agency,
then the subject agency is responsible for arranging pick-up from the Embassy
mailroom.
b. In Washington: Items from other agencies for onward
mailing either within the continental United States (CONUS) or to DPO addresses
are delivered to the originating agencys headquarters. Agencies must pick up
classified mail at their offices in the National Capital Region.
c. DIA only accepts items for onward mailing that U.S.
Defense Attach office send. It does not accept mail for the Office of Defense
Cooperation (ODC), Security Assistance
Office (SAO), Military Assistance Group
(MAG), or any other military element.
14 FAH-4 H-255.4 Forwarding Items
for Transferred Employees
(CT:DPM-11; 07-31-2014)
a. Personal letters, flats, and parcels received by
pouch for employees transferred to other posts should be forwarded directly to
the new post, domestic Department address, or personal domestic address, when
economically feasible:
(1) Forward first class, priority, and express mail to
the new address for 12 months after the employees departure. After 12 months,
mark the mail return to sender and return to SA-32;
(2) Forward periodicals (includes newspapers and
magazines) to the new address for 60 days. Periodicals should be marked
return to sender after 60 days only if the publisher has indicated Address
Service Requested or has another similar endorsement. If there is no
endorsement, dispose of periodicals after 60 days; and
(3) Forward parcels to the new pouch address for 12
months. Do not forward parcels to a domestic Department address. To forward
parcels to a domestic personal address, contact the addressee for instructions
on how to pay mailing costs imposed by the USPS.
b. United States Postal Service (USPS) forwarding
guidelines are very detailed depending on the mailers endorsement type.
Mailer endorsements are:
(1) Address Service Requested;
(2) Forwarding Service Requested;
(3) Return Service Requested; and
(4) Change Service Requested
c. For further guidance, contact the DPM-Answerperson
(DPM-Answerperson@state.gov). It may be necessary for A/LM/PMP/DPM to
coordinate with the USPS to answer your inquiry.
14 FAH-4 H-256 THROUGH H-259 UNASSIGNED