IG ROUTING REFERRAL

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TASKER NUMBER: DATE RECEIVED: DATE TASKED:

SUSPENSE D ATE: IG SUSPENSE DATE:

OFFICE A C I SPECIAL INSTRUCTIONS

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A-ACTION C • COORDINATION I - INFORMATION

PRECEDENCE: IMMEDIATE ()PRIORITY ()ROUTINE

DOCUMENT LOCATION: T:\

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A-APPROVA L C - COORDINATION I - INFORMATION S ·SIGNATURE

REMARKS: During final case review noted I.hat the situation report did not have any initials. Re-submitted for initials.

CLASSIFICATION: ( ) SECRET ( ) CONFIDENTIAL ( ) FOR OFFICIAL USE ONLY ( ) UNCLASSIFIED

DIA Form (8-00) DO NOT REMOVE THIS FORM FROM DOCUMENT

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DEFENSE INTELLIGENCE AGENCY REGULATION NO. 12-30 WASHINGTON, DC 20301·7400 27October1995

ADMINISTRATION

Mail and Dlslribution Management Program

SUMMARY

This regulation concerns mall and distribution services in DIA. All persons involved in prepara­tion of mail and dislributlon or who use these services must read and comply with this regulation.

This regulation establishes procedures for preparlng mall and distribution and explains avail­able services and how to obtain them. It defines terms and specifies responslbilitles.

1. Purpose: To establish policy and procWures for the transmission and distribution of official unclassi 'ed and collateral (throu h collateral SECRET onl

Collateral TOP SECRET and NATO material is controlle by the Agency who should be contacted for details on lhe special account­ability and transmission requirements for this material.)

2. References:

a. DIAM 10-1, "Written Communications"

b. DJAR I0-6. "Use of Serial Numbers and TOPSECRETControl Numbers"

c, DoD Directive 5200, IR (OIAR 50-2), "Infonnation Security Program''

d. DoD Manual 45:25.B·M. "DoD Official Mail Manual"

e. U.S. Postal Service Domestic Ma11 Manual

f, U.S. Postal Service International Mall Manual

4. Supersession: This regulation supersedes DIAR 12-30, 11Mall and Dlstribution Management Program.'' 16 November 1992. Because changes arc extensive, they are not so noted.

S. Policy: All Mall and Dlstribution services ckscribed in this regulation will be used exclusively for matters per­taining to the official buslness ofDIA or the US Government.

6. Responsiblllt!es: . has the overall responsibiUty for establishlng mail and distribution management policy and pub-guidance for the Agency. All incoming and outgoing mail and distributionishln mnst be processed through Mailrooms.

a. All personnel responsible for preparing mail and dlslributlon or using these servjces must follow the p ­dures contained in this regulation.

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DJAR 12.Jcr

b. The originating office is responsible for preparing items for mailing prior to bringing them to Ute ma.ilroom for dispatch. This includes responsibility for correct contents and proper, aceurate marking of security classification,

c. Mailroom personnel will review all mail and distribution items when presented; rejecting improperly and providing guidance to customers for corrections.

d. As required by reference d,. . will appoint an Agency Official Mail Manager (OMM) who will be the Agency..rlmary technical advisor on mail policies. The OMM will establish controls on postal expenditures,'s inspect mail operations, act as liaison with postal and diplomatic pouch authorities, and be authorized to open an inspect any official mail or distribution ilem to insure compliance with th.ts regulation or references c. throughf.

7. Incoming Mall:

a. Addresses for Incoming Mail. To speed delivery of mall, DIAbas established three separate addresses for incom­

ing mail. To avoid delays in receipt of mail, advise all correspondents to use the complete and proper address (to include current office symbol) for your element' s physical location. The address formats shown below are pro· scribed by the US Postal Service and are designed for compatibility wlth their automated sorting equipment

(1) DIAelements- DIAC & Washington Navy Yard(WNY):

ATI'N DEFENSE INTELLIGENCE AGENCY 200 MACDILL BLVD WASHINGTON DC20340-SIOO

b. Distribution Bin&'Level of Sorting. Dlstrlbutlon Bins are assigned based on organizational structure and mail/ distribution volume. Normal soomg is no lower than Division level. Exceptions are routinely made when branches of the same division are located in different build' s. Assl ent of new blns wilJ be requested vla memo to the

• DIA elements will notify .. of organl·

c. Authorization to Plck-up and Deliver at Mailroorns.- of ea.ch clement assigned a distribution bln must provide the local Mailroom a lhl in memo format) of persoMcl authorized to plck-up and deliver mail and ilistribu tion (to include accountable mail). Updates must be provided as soon as changes occur.

d, Routing of Incoming Mail. Mail addressed:

(L) With a current DIA office symbol is routed to that office unopened.

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DIAR12

(2) With an outdated DIA office symbol or only to "Director, DIA" ls opened to detennine routing. Actions items are referred to EST for tasking control.

(3) "Conunandin Officer of ..." or marked "To be opened by a commissioned offie-0r only" Is forwarded unopened to

(4) To an individual with no further Agency identifier is compared to the Agency's Automated Locator for

routing, unopened, to the employee. Any mail of this type that cannot be routed via the Locator will be returned to sender. Employees should update their data on the Automated Locator as soon as changes occur.

e. Accountable Mail. US Postal Service (USPS) Express, Registered, Certified, and Insured Mail. as well as many items from carriers such as Federal Express. United Parcel Service, etc. are accountable items and must be signed for when received from the Mailroom. For Accountable Mail containing classified material. it is the addressee's responsibility to sign and return any classified document recelpts to the sender.

f. Mail for lnbound PeISOnnel. All mail received with the endorsement "HOLD FOR ARRIVAL" or "FOR­WARDED DUB 10 OFFICIAL ORDERS" will be held in the DIAC Mailroom for a maximum of 60 days or for 10 days after the individual's scheduled reponing by -. Sponsors should advlse newly arriving personnel to contact the DIAC Mailroom any mail inquiries.

g. Mail for New ArrivaJs. Newly assigned Agency personnel relocating into the Washington Metro area are

authOrized to receive personal mail at their DlA address for not more l.han 45 days after arrival. However, they must complete a DIA Fonn 2, Personnel Locator, at one of the Mailrooms. After the 45 day period, personal mail will be refused when delivered.It is the individual's responsibility to notify all correspondents of anew residence address. Consult your Iocal post office for change of address kits.

h. Complimentary Magazine SubscripUons, Advertlslng Mau, auatogs. etc. Employees will use their residence address and not their Agency address to order these types of items. Many providers of these items routinely sell lheir maillng lists to other companies generating additional unsolicited mailings. These mailings, if received at

DIA. require use of government tesources for handling wiwanted mall not related to the Agency's official business,

8.. Internal DistrlbutJon: Internal Distribution consists of items sent between DIA eleme.qts in the Washington, DCarea.

a. Items may be sent loose or enveloped, as necessary.

b. Always use a routing slip with loose items. Classified items sent loose must have a cover sheet attached.

e. Enve lopes must have the seeurlty classification marked prominently on front and back. US Government Mes· senger (.. Shotgun'') Envelopes will not be used.

d. AddreSs internal distribution as follows:

John Doe OC-5 Pentagon

c. Receiptsfor classified material are not required.

9. ''Green And White Rockel" (GWR) Distrlbntlon: Urgent Agency documentsmay be sentusln--is expedited Internal distribution service. Service Is available only to DIA elements and only between the DIAC

-.

a. GWRs are carrled on normal cour.ierruns separate from otherdisb'ibutlon and are the first items processed by thereceiving Mallroom.

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DIAR 12-30

b. Addressees are <:aJled as soon as the GWR arrives. Ifnot plcked up within 30 mlnutes, the GWR is pitched in

the addressee's distribution box,

c. Items for GWR service must be hand-carried to the Mailroom. Mailroom personnel will assist in preparation .

d. Receipts for classified materia1 are not required.

10. OUTGOING MAIL: -

a. Minltnum Size. Mail must be at least .<XXJJ of an inch thick and measure at least 3 112'' x 5". Items smaller than these dimensions cannot be processed on the automated sorting equipment used by USPS and lhe Department ofState Diplomatic Pouch System.

b. Maximum She and Weight.

(I) The U.S. Postal Service will not accept any item that weighs more than 70 lbs. All items, regardless of weight, may not exceed I08 inches measured as the sum of length plus girth. To detennin ifapackage is n1ailable; first. measure the item's longest side. Then, m ure the distance around the item at its' thickest part (the girth). Add the two measurements.

(2) The Department of State Dlplomatlc Pouch and Mail DivJsion imposes a weight restriction of 70 lbs for classified items and 4-0 lbs for unclassified items. For all pouch items. the maximum size is 108 inches (sum of length plus girth).

shlp items which exceed these linlits must coordinate dkectly wilh-­use of appropriate carriers.

e. Shipping Agency EquJpmenl The MaUrooms cannot acce t an A nc ui means unless the .shipment has by ship equipment should as soon as the requirement is known. means for shlpping. This also appJies to equipment that has been loaned to DIA and ls

for shipment via any • Ofllces wish.Ing to ·

will detennine the best lng returned to the loaner.

d. Prohibited Items. For safety reasons. both the United States Postal Service and the Department ofState Diplo­matic Pouch System prohibit the mailing o r pouching of flammable, combustible, explosive, caustic, and corrosive materials. Both agencies also reserve the right to reject any item that they believe could potentially cause collateral

damage to other mail and pouch items; damage to aircraft, or lnjury to mall/pouch handlers.

e. Mailing/Pouching Unclassified Material. Fotward this mall to the Mallroom In a sealed envelope or box:

(I) Complete addresses (both destination and return) are required.

(2) Addresses must be typewritten or on machine-printed labels. Optical character readers in sorting equip­ment used by USPS and lhe Department of State Pouch Facility cannot read hand·wrltten addresses. Avoid using scr1.Pl or ita.llc fonts.

(3) Use a nylon filament or water-ac ivated paper tape to seal large envelopes and boxes. Both USPS and the Dlplomatic Pouch System reserve Che right to reject large enveloi>es and boxes sealed with cellophane or masking !ape (both provide negligible reinforcement),

(4) lfRegistered or Certified Mail service is requ.ired. attach a short statement explaining the requirement and also indicate 1f a USPS Return Receipt ls needed as proof of delivery. (Registered Mail provides a continuous cha.in of custody from malliDg to delivery, while Certified Mail provides proof of malling and a record ofdelivery, but no accounting in transit).

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DIAR 12-30

(6) For Official Use Only (FOUO) material js mailed as unclassified. Do not mark the envelope, box or wrap­per "FOUO",

f. Mailing/Pouching Classifi ed Material. Forward this mail to the Mailroom in a sealed envelope or box. The

envelop e or wrapping MUST be OPAQUE. For SECRET material, you must enclose a DIA Form 56 as the addressee's receipt. (Receipts for CONFIDENTIAL are optional). See reference c. and your Security Officer for details.

(1) ALWAYS SJNGLE-WRAP! NEVER DOUBLE-WRAP! The DIAC Miscellaneous Registry Unit will do the second wrapping at time of mailing.

(2) Mark the security classification prominently on the front and back of the envelope and on all sides of a box.

(3) Complete addresses (both destination and return) are required. Addresses may be typewritten or handwritten.

(4) Place a control number on the front of the package (see your Security Officer for details).

(5) Always use nylon filament or water-activated paper tape for sealing. Cellophane and masking tapes pro­vide negligible reinforcement and are easily tampered with.

(6) To maintain control of the item prior to mailing, complete a DIA Fonu 13 for ''ONE SEALED PACK­AGE" in three copies and attach it to the outs ide of the package. Make sure the information on the Fonn and pack­age match. The Mailroom at your location will sign for the item at your request and the Miscellaneous Registry Unit will send a copy of the fonu to you annotated with the Registered Mail or pouch control number.

11. Express Services: Express Services are available through the US Postal Service (EXPRESS MAIL) an d an

annually designated GSA commercial contractor. (The name of the current contractor is available on DIALog by searching for "express contractor''). The maximum weight and size for Express service items ls 70 lbs and 108" (sum of length plus girth).

a. EXPRESS MAIL:

(1) Provides next-day service to most, but not all US destinations (AJaska. Hawaii, and some areas in CONUS receive only two-day service).

(2) 3-4 day service is available to many1 but not all APOs and FPOs. Transit times to APOs/FPOs does not include Saturdays, Sundays and holidays.

(3) May be used for material classified up to COUATERAL SECRET mailed within and between the SO states, District of Columbia and Commonwealth of Puerto Rico, but NOT to a n APO/FPO or international address. Mailings must be addressed to a US gover nmetlf activity or properly cliared DoD contractor.

b. GSA EXPRESS CONTRACTOR:

(l) Provides next day service to all 50 states and 3-5 day service to over 130 countries.

(2) Cannot deliver to Post Office Box addresses in the US or APO/FPO addresses overseas.

(3) Requires a complete street address and local commercial (not DSN) phone number for the reciplenl

(4) International shipments are very expensive. They are also subject to foreign customs inspection, duties and taxes. Non-document shipments will require that you provide very detailed infonnation on the item(s) being shipped to satisfy fordgn customs regulations. The amount of detail will vary with the country of destination. Many countries also specifically proWbit importation ofcertain commodities.

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(5) May be used for material classified up to COUATERAL SECRET sent to DoD activities or properly cleared DoD contractors within CONUS only. It may not be u ed to Alaska, Hawaii, Puerto Rico. APO/FPO or international addresses.

c. Requesting Express Services. Use the fonnat at Enclosure 1 for your request, answering all of the questions:

(I) Package wiclassified material in a sealed envelope or box with complete destination and return addresses -(may be handwritten).

(2) For classified material, follow the procedures in paragraph lOf (1)-(6), above.

(4) Bring your package and written request to the Mallroom at your location PRIOR TO 1400 hours.

presented after 1400 hours cannot be sent out the same day.

12. Material For Delivery To Other Local Agencies Via Courier Or Mall/DJstributlon Exchange: Consult DIAiog for information on courier service to or mailfdistribution exchanges with other local Agencies, (Search for "Courier Schedule" and "Distribution Exchange", respectively).

a Unclassified material must be packaged in a sealed envelope or box with complete destination and return addresses (may be handwritten).

b. For classified material, follow the procedures in paragraph lOf. (1}(6), above.

l 1 l

JOHN T. BERBRICH Chief of Staff

DISTRIBUTION: D

3 Enclosures I, Format/or EXpress Services Request 2. Information on Letter and Parcel Bombs 3. information on Reducing Postage Costs

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required, For international shipments, contact the OMMat-

4. Classification OfContents:

DIAR 12-30

EXPRESS SERVICES REQUEST

- PLEASE PRINT AND FILL OUT COMPLETELY

1. Originator:

TODAY'S DATE: YOU OFFICE SYMBOL:

BLDG: ROOM#: PHONE NUMBER:

2. Destination:

AGENCY/COMPANY NAME:

ATIN: (OFFICE SYMBOL & INDIVIDUAL'S NAME):

STREET:

CITY. STA1E & ZIP CODE:

PHONE NUMBER (Commercial only. Express carriers do not have DSN/AUTOVON access):

3. Contents (NOTE: For shipments within the US, a general description of contents is sufficient. For international shipments via Federal Express, an itemized list of contents must be provided and other mformation may be

to determine what information is needed}:

S. What Is The Required Deliver.)' Date And Why:

SIGNATURE OF

EHCLOSURE1

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DIAR 12-30

LmER AND PARCEL BOMBS

The likelihood of your ever receiving a bomb in the mail is very remote. Annually, the US Postal Service han­dles over 170 billion pieces of mall: with about a dozen explosive devices discovered. However, as one well-publi­cized case in 1993 showed, private carriers are also a method for dellvering a bomb. Private carriers such as

Federa1 Express, United Parcel Service and others make daily deliveries to all DIA Mailrooms.

ENCLOSURE:!

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DIAR t2-30

REDUCING MAIL COSTS

Effective l Jan 95, new higher postage rates went into effect. While the Agency continues its' efforts to expand electronic dissemination of intelligence, there is no doubt that mail will continue to exist in significant quantities for the near future. There is also no doubt that postage rates will continue to increase every three years or so, add· ing to the Agency's operating costs- but we can all work together to minimize the impact.

Obviously, the first step is to make sure that we mail out only what's absolutely necessary to meet mission requirements. Will a phone can or fax suffice? Remember DSN lines are LEASED by DoD at a flat rate.

Consolidating mailings to the same addressee, whenever possible.

Beyond that, here are some other ways we can an help to reduce our mailing costs:

a. For unc1assified material, use a letter-size envelope for five sheets or less of bond paper. (Yes, you can use a letter-size envelope as an inner wrapper for classified material but not a standard white one - the envelope must be opaque). Mailing those same five sheets flat would cost 71% more.

b. If you are malling heavy, bulky unclassified material (such as publications) and deferred delivery (7 to l 0 days in the US or 10 to 21 days to APO/FPO) is acceptable ask the mailroom to use Fourth Class Mail. It's about half the cost of First Class Mail.

c. For large items, use the right size envelope or box. For. non-fragile items, make sure that the envelope or box will closely fit around the item. The more an item can move around, the more likely it is that the p'ackage can

break open or be damaged. For a fragile item, make sure that it's adequately cushioned (crumpled newspaper is excellent padding); but don't use a box so large that you have to overstuff it wjth padding.

d. When submitting printing requests for publications that will later be mailed out; print on both sides of the paper whenever possible and select the lightest paper stock that will meet the requirements for the end product

e. Insure that any mailing lists maintained by your office are kept up-to.date. Mall that's returned is money

f. If you often send out "fonn'• replies (e.g. "This is to acknowledge receipt of your inquiry") a pre-printed post card (at least 3s• x S" and no bigger than 4.5" x 6" would save 35% over the cost of a letter.

ENCLOSURE3

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