DISA Instruction on Document Control and Mail Distribution
This document provides comprehensive policies and responsibilities for document control and mail distribution within the Defense Information Systems Agency. It outlines procedures for managing incoming and outgoing mail effectively. This instruction is essential for DISA activities aiming to maintain optimal mail management standards.
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How do I fill this out?
To fill out this instruction, start by reviewing the policy and applicable sections relevant to your department. Next, follow the guidelines for establishing mail control and responsibilities as outlined. Finally, ensure that all designated personnel are informed of their roles in the mail management process.
How to fill out the DISA Instruction on Document Control and Mail Distribution?
1
Understand the policies set out in the instruction.
2
Designate appropriate mail control officers.
3
Establish procedures for managing incoming and outgoing mail.
4
Ensure compliance with USPS and DoD mail regulations.
5
Maintain clear communication with involved personnel.
Who needs the DISA Instruction on Document Control and Mail Distribution?
1
DISA Personnel who are responsible for mail operations.
2
Mail Control Officers overseeing document control.
3
Directors needing to establish mail management policies.
4
Employees engaged in postal services within DISA.
5
Administrative staff managing communication and compliance.
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Make any necessary changes to the document content.
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What are the instructions for submitting this form?
To submit this form, ensure it is thoroughly completed according to the guidelines. You can send it via email to the designated mail manager or fax it to the appropriate number listed in the document. Physical submissions should be directed to the agency's main office at Fort Meade, Maryland.
What are the important dates for this form in 2024 and 2025?
The current DISA instruction was published on 1.1.2013 and remains the standard for mail management. It's recommended to review this instruction annually to stay updated on any regulatory changes. Watch for updates in 2024 and 2025 as the policies may evolve.
What is the purpose of this form?
The purpose of this form is to provide clear guidance on the management and distribution of documents and mail within DISA. It establishes the responsibilities of various personnel in ensuring effective mail handling practices are followed. This instruction also aims to promote cost-efficient mail operations while maintaining compliance with USPS and DoD regulations.
Tell me about this form and its components and fields line-by-line.
- 1. Mail Control Officer: Identifies the individual responsible for overseeing mail operations.
- 2. Mail Distribution Policy: Details the policy for handling incoming and outgoing mail.
- 3. Delegation of Authority: Designates individuals authorized to manage mail.
What happens if I fail to submit this form?
Failing to submit this form can lead to disorganization in mail handling and potential violations of USPS regulations. It is crucial for maintaining compliance and ensuring timely communication.
- Delayed Mail Processing: Without proper submission, important communications may be delayed.
- Compliance Issues: Lack of adherence to mail management policies can lead to compliance failures.
- Increased Costs: Inefficient mail handling may result in unnecessary expenditures.
How do I know when to use this form?
- 1. Creating Mail Control Procedures: Use this form to set up procedures for managing incoming and outgoing mail.
- 2. Designating Mail Control Officers: It helps in appointing individuals responsible for overseeing mail processes.
- 3. Regular Policy Reviews: Utilize this form during periodic reviews of mail management policies.
Frequently Asked Questions
What is the purpose of this instruction?
The instruction outlines the policies for document control and mail distribution within DISA.
Who should fill out this form?
This form should be completed by designated mail control officers and DISA personnel responsible for mail operations.
How can I edit the PDF?
You can edit the PDF using PrintFriendly’s PDF editor, allowing you to modify text and information as needed.
Can I save the edited PDF?
Yes, you can download the edited PDF after making the necessary changes.
What happens if I don't follow the instructions?
Failure to follow the instructions may lead to mail processing delays and compliance issues.
Is training required for mail control officers?
Yes, ongoing training ensures that all personnel are informed about current mail management practices.
Where can I find the definitions mentioned in the document?
Definitions can be found within the enclosure sections provided in the instruction.
How do I contact the Official Mail Manager?
Contact information for the Official Mail Manager is included in the instruction document.
Are there any related forms I need to be aware of?
Yes, additional forms for mail control are detailed in the enclosures of the document.
How often should mail be inspected?
Incoming and outgoing mail should be inspected at least once a week.
