The overall mission of the Official Mail Branch, in reality, has many aspects.
“The branch oversees the Official Mail cost control program, both incoming and outgoing mail distribution of Official Mail on the installation, document security, quality assurance surveillance of the Postal Center contracts for the mail delivery to individuals living in the dormitories, general delivery and administrative communications, encompassing all of the office symbol changes on the installation,” said Shannon Carroll, Official Mail Branch chief for the 88th Communications Squadron and also the Official Mail manager for the installation. “The branch also updates the Wright-Patt automated telephone directory.”
An important part of the branch’s mission is document security, encompassing all accountable mail coming into or going out of the installation. Accountable mail includes, but is not limited to, certified mail and registered mail. Carroll said it could include classified mail the branch delivers throughout the base or classified mail being sent elsewhere.
“We deliver to MAJCOM headquarters, to AFLCMC (Air Force Life Cycle Management Center), the Air Force Research Laboratory, all four wings … that is NASIC, the 711th Human Performance Wing, the 445th Airlift Wing, the 88th Air Base Wing … and more than 90 tenant organizations,” said Carroll.
She said that with only 11 of 16 positions staffed in the branch, maintaining the required quality of service they provide is no small task.
The section delivers the mail four days a week with two runs in the morning and two runs in the afternoon. On the fifth day, they do one run in the morning to the 88th Medical Group and to the dormitories.
Under the heading of document security, in fiscal 2016 they distributed more than 2,800 pieces, amounting to nearly 3,000 pounds of mail throughout the installation. The handling includes bagging the pieces in special yellow bags and tagging them in such a way so they are sealed to ensure only the recipient can open them.
For this fiscal year, the branch is on track to do around 4,000 letters, flats and parcels with the designation of registered mail, certified mail and insured mail, Carroll added.
“We spent just over $52,000 sending out accountable mail,” Carroll said, referring again to fiscal 2016. Fiscal 2017 expenditures for the process are projected to be close to $60,000, she said.
Carroll used medical records as an example. The branch currently sent out certified mail, including a tracking number on the mail; the mail is signed for upon delivery and a receipt in the form a green card is signed by the recipient then sent back to the 88th MDG as a record of the delivery.
Carroll said that recent U.S. Postal Service changes could help reduce costs for mail service.
“They are more than welcome to either come to the Official Mail Center or call us,” Carroll said of those needing details about the changes. “We can walk them through what is going to be the most fiscally responsible way to send official mail. We can save them money but still secure their package and get it to its destination in the time that they require.”
To contact the Official Mail Center and learn more, call 937-257-7208.
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