U.S. DEPARTMENT OF TRANSPORTATION 

OFFIC COPK E OF HEARINGS Q f^ ^ r 

WASHINGTON, DC ^'"'t ^^X^tzl\i^r \ 

FEDERAL AVIATION ADMINISTRATION, M \ 3 Q 2010 

^"•"'"''"'"' ' 'BEARIN G DOCKE T 

VS. FAA Docket No. CP09SO0014 

DMS No. FAA-2009-1045 

TEXAS ARMY NATIONAL GUARD FAA Case No. 2008SO700389 

Respondent. 

JUDGE RICHARD C. GOODWIN 

RESPONDENT'S ANSWER TO COMPLAINANT'S MOTION FOR DECISION 

Pursuant to 14 C.F.R. § 13.218(i)(5), the Texas Army National Guard, Respondent, 

files this Answer to the Motion for Decision, filed by Complainant, Federal Aviation Agency, 

and served on Respondent on June 21,2010. In support of the Answer, Respondent shows 

as follows: 

1 . f;^] 

-—I 

Respondent has never contested liability in this controversy. ; ; 

I - : 

Respondent has always contested the amount of the civil penalty sought to be imposed 

by Complainant. Respondent promptly changed its procedures for shipping volatile and 

flanmiable air cargo, prevent recurrence of the single incident underlying this action. The 

changes have included additional education for, and more detailed policies to be followed 

by, persons handling such cargo. These good faith corrections and changes should be 

reflected in the penalty actually imposed, but complainant has not taken them into account. 
itf(|0O> f the changes are attached hereto as Exhibit "A." 

Complainant has not discussed settlement of this matter in good faith. Instead, 

Complainant continues to invoke formal administrative proceedings when these proceedings 

are not necessary, and are counter-productive to resolution of this matter. Invoking these 

proceedings is an unnecessary expense of time and money for the parties and this tribunal, 

and has uimecessarily prolonged this case. 

WHEREFORE PREMISES CONSIDERED, Respondent, Texas Army National 

Guard, prays this honorable court deny Complainant's Motion for Decision with respect to 

the amount of penalty sought by Complainant, and impose a more reasonable civil penalty 

that reflects the good faith efforts made by the Guard both to prevent recurrence of the 

violations upon which this action is based, and to resolve this case without formal 

adjudication. 

Respectfully submitted, 

GREG ABBOTT 

Attorney General of Texas 

ANDREW C. WEBER 

First Assistant Attorney General 

FAA/Respondent 's Answer to Complainant's Motion for Decision Page 2 of 4 
DAVID S. MORALES 

Deputy Attorney General for Civil Litigation 

BARBARA B. DEANE 

Chief, Environmental Protection and 

AdministrativeiawX)ivision 

ICHAEL a. CROWLE^ 

Assistant Attorney General 

State Bar No. 05170300 

OFFICE OF THE ATTORNEY GENERAL OF TEXAS 

Envirormiental Protection and Administrative 

Law Division 

P.O. Box 12548, Capitol Station 

Austin, Texas 78711-2548 

Phone: (512)475-4208 

Fax: (512)474-1062 

FAA/Respondent's Answer to Complainant's Motion for Decision Page 3 of4 
CERTIFICATE OF SERVICE 

I certify that a true and correct copy of the above and foregoing instrument has been 

served on this the j^_'da y of June 2010 on the following counsel of record: 

Hearing Docket Clerk 

FAA, AGC-430, Suite 2W1000 

Wilbur Wright Building 

800 Independence Avenue, SW 

Washington, DC 20591 

Gerald A. Ellis, Attorney 

U.S. Department of Transportation 

Office of the Regional Counsel, Southern Region 

Federal Aviation Administration 

P.O. Box 20636 

Atlanta, Georgia 30320 

Attorney for Complainant 

The Honorable Richard C. Goodwin 

DOT, Administrative Law Judge 

Office of Hearings, M-20 

1200 New Jersey Avenue, SE 

East Building Ground Floor 

Room El2-320 

Washington, DC 20590 

^C. CROWLEY 

Assistant Attorney General 

FAA/Respondent's Answer to Complainant's Motion for Decision Page 4 of 4 
Adjutant General's Department of Texas 

Mail Distribution Center 

JFTX-GAR-MDC 

2200 West 35* Street #: 64-A 

Austin, Texas 78703-2210 

[512] 782-1448 [Fax] 782-5567 

28 July 2008 

REPLY TO 

ATrewnONOF: 

CatS&m'Umilagnutaur 

LTC David W. Madden 

Deputy Garrison Commander 

Camp Mabry-Auatiln 

2200 West 35"* Street #:64 

Austin, Texas 78703-2210 

512-782-6822 

Sir, 

On the morning of 2 July 2008, I received a telephone call from a LouisvilleKY UPS representative that a hazardous material irregularity had occurred 

with a shipment sent from El Paso-TX and that further information will 

follow. 

Information was as follows: UPS Hand Airway Bill number 12RF25602310321440 

was attached to a cardboard box and sealed. Box weight at 100 pounds. 

Contents packaged inside the box were 2 separate boxes that contained 4 

aluminum cans each of Duraplex 800 Exterior Alkyd Flat removal paint. 

Several of the cans have broken their seals and spilled the contents inside 

the boxes. The spillages overflowed to the second box causing the taped 

restraints to deteriorate. The spillage continued outward thus making contact 

with other packages lying close to the damage El Paso package. 

Louisville-KY OPS warehouse attendant opened the damage package to see what 

the problem was and having identifying the source, telephoned the HazMat team 

from their area to contain the problem. 

It was requested from the Louisville-KY representative that I come to the OPS 

location and physically see the damage; I declined since the damage was in 

Kentucky and I was in Texas. I requested photos to be sent to my UPS 

Representative so the proper procedures can be met. 

I ask the Louisville-KY UPS representative if any injury or loss of other 

packages had occurred during this unfortunate mishap and was relieved to 

learned the answer was no. 

The contents would be properly disposed and that HazMat Louisville will 

forward a report to OPS. 
upon investigation, it was found that SSG Anthony Jackson - 1836"" 

Transportation Company, Ft. Bliss-TX had intended for the package to arrive 

at the Killeen Armory in care of SSG Lynelle Patterson. When asked why the 

proper paperwork or packaging of this material was not followed by the 

regulations set by UPS, the response was "I did not know". 

I sent the following e-mail to SSG Jackson just prior to my meeting with our 

UPS representative Mr. Joe Boudreau. 

From: Gruetzner, Cathleen 0. CIV AGDTX 

Sent: Tuesday, July 22, 2008 12:42 PM 

To: Patterson, Lynelle M. SSG NGTX 

Cc: Jackson, Anthony E. SSG TXTUING 

Subject: FW: Photos of undeclared report 572 

goodjljiemoon SSQ Jac^on, 

^ndosedis tHepRotos qftfie materiaCtRat -was ddmagedin tHe tmnsportfrom T.C(Baso to LouisviOk (Due to 

the contents, Being of a corrosive nature the t^HazMa t team was aUkcCin andaformaCinvestigation is new 

underway, I am sending you wRat information I Have so you wilt Be aBk to understandwRat is Happening and 

I suggest tRatyouprint andRfep tRis information inyourJi&sforaperiodqfZyears. Asyou canseeit 

estpibdedinside the Bo:^andspiUdge Ha^donto tReftoor contaminating sevemCotRerpac^es in tRe same 

area. 

I wilt Be meeting witR tRe UfPS ^Sfpresentativefrom tReJlustin office 'Wednesday afternoon so we can discuss 

tRis matter and wRat procedures tReTe;(as !NationaCguard!MaiC(DistriBution Center will need to do nej^f. 

I am also requesting tRat a JCazMat representative Be sent to your location for a rtfresRer course in tRe 

RandSng andpacRfiging ofdnngerous materials. IwonderiftRey wiSrefresR my team too? 

SSQ Jac^on please Rave your team mal^ contact to tRe closest V^S Store and teams tRe proper way to fi t out 

tRe JfazMatfirm. ^memBertRe rule oftRumB: If it cangoS9{^<P- CSiM^KlfE- or (BOOM tRen it is a 

JKazMat matter and tRe paperwor^must Be done. 

T a ^ Care, 

Cathleen Ursula Gruetzner 

Mailroom Supervisor 

[512] 782-5195 

On 24 July 2008 at 2:10 in the afternoon, I met with our UPS Representative 

Mr. Joe Boudreau about this matter. I was informed that this was just our 

first violation with UPS and the transportation of Hazardous Materials and if 

we should have two more violations then the Texas National Guard will loss 

the UPS contract. He requested a letter be sent to him about what procedures 

we will do to correct this matter and prevent another. No charges will be 

brought against the Texas National Guard, SSG Jackson or I. The packages that 

were tainted by the contents of the paint were repackaged and delivered to 

their assigned locations. I would like to request the following options to 

oc.cur if possible. 
1. To have all Texas National Guard Mail Managers/Clerks and Campus Ship 

operators go to the UPS website and text in Hazardous Material. It is 

at this site they will find the following information. 

Welcome to the tJPS Hazardous Materials Online Guide 

This online guide was developed as a replacement for the publication, "UPS 

Guide for Shipping Ground and Air Hazardous Materials." As new hazardous 

materials shipping information develops, UPS will keep you informed by 

providing the latest information in this online guide. Visit this site 

routinely to obtain current information. 

This guide is meant to accomplish the following: 

Replace the publication UPS Guide for Shipping Ground and Air Hazardous 

Materials — all information formerly included in the printed versions will 

now be maintained online. Inform you of chemical additions, deletions, and 

changes in classification. Allow you to download the entire hazardous 

materials chemical table. Present information regarding OPS's contract-only 

hazardous materials service. Provide the latest contract updates required of 

all shippers who send hazardous materials through UPS. Provide information 

about UPS hazardous materials regulations for shippers, auditors, and UPS 

personnel. Provide an information source for UPS-approved third-party 

vendors. 

Refer to the OPS Guide for Shipping Ground and Air Hazardous Materials for 

the information you will need to properly prepare your shipment for 

transportation within the OPS system. 

If you have any questions about shipping hazardous materials with UPS, please 

call the UPS Hazardous Materials Support Center at 1-800-554-9964. 

UPS Guide for Shipping Ground and Air Hazardous Materials 

About this Guide 

UPS is committed to safely transporting your 4 9 CFR and lATA compliant 

hazardous material shipments. We offer state-of-the-art technology, 

personalized customer support, and a comprehensive portfolio of services. 

The information below is designed to help guide you through the process of 

properly preparing your hazardous material shipment for transport within the 

UPS system. If you need additional information, please contact the OPS 

Hazardous Materials Support Center at 1-800-554-9964. 
UPS Ceurrier Variations and Guidelines 

Due to heightened security concerns, even greater scrutiny is being given to 

shipment content. Based on regulatory changes, OPS procedures for shipping 

air hazardous materials have been modified. Therefore, all hazardous 

materials shippers must process their shipments using a OPS compliant 

shipping solution in conjunction with hazardous materials shipment 

preparation software. You may utilize UPS provided WorldShip® 2008 version 

10.0 (or higher), purchase approved third-party software or use a comparable 

system, which will provide UPS with the necessary electronic Information. 

Shipping Ground or Air with UPS 

As a UPS hazardous materials contract customer, you must comply not only with 

4 9 CFR and lATA but also with UPS carrier variations for domestic air and 

ground hazardous materials shipments. 

4 9 CFR and UPS 

lATA and UPS 

Hazardous Materials Service Definition 

UPS Standard Dangerous Goods Service between Canada and the U.S. 

Shipping Hazardous Materials 

Shipping hazardous materials provides information that will help you 

understand the importance of properly Identifying, labeling, packaging and 

marking your UPS hazardous materials packages. 

Shipper's Responsibilities 

49 CFR Shipping Examples 

Common Items that May Be Hazardous 

New Requirements 

Additional Resources 

This section provides valuable downloadable hazardous materials information 

as well as providing you the details on how to participate in UPS HazMat 

seminars. 

Hazardous Materials Download Area 

For more information, please call the UPS Hazardous Materials Support Center 

at 1-800-554-9964. These carrier variations and guidelines supplement Title 

49 of the Code of Federal Regulations - Transportation and the lATA Dangerous 

Goods Regulations (DGR). Use this Online Guide for Shipping Hazardous 

Materials to answer your questions regarding shipping hazardous materials 

using UPS. Hazardous Material shipped to Alaska, Hawaii, Puerto Rico and 

Catalina Island using OPS Ground service must comply with OPS procedures for 

shipping Air Hazardous Materials. 

2. Allowing the mail handlers to attend a OPS Seminar within their area. A 

DPS representative will come to an armory provided that we meet the 

requirements. 

In-House Seminars Available 

Private In-house seminars are now available: 

For companies training six or more employees 

Seminars can take place at your facility, eliminating your travel expenses 
Same curriculum as our public seminars 

Can be tailored to your needs and your products 

For additional information, call 800.554.9964 

UPS Hazardous Materials/Dangerous Goods Soninar 

UPS now offers seminars for preparing shipments according to lATA or 49CR 

Why You Need the UPS HazMat Seminar 

Educating your employees on proper handling and shipping of hazardous 

materials ensures the safety of your workers and increases the efficiency of 

your business. For this reason, the OPS Dangerous Goods Seminar has proven to 

be a successful and valuable service to customers. 

When you attend a DPS Dangerous Goods Seminar, you'll receive the most 

current information available on safe and proper shipping and handling of 

hazardous materials through the OPS ground and air network, including: 

How to prevent the delay of shipments due to improper paperwork 

How the right packaging can assure safe and prompt delivery of your hazardous 

materials shipments 

Professional dangerous goods instructors at the seminar provide you with 

necessary regulatory Information to ensure that your business complies with 

the latest government regulations pertaining to shipping procedures and 

employee training. 

The Onited States Department of Transportation recurrent training requirement 

is every three years for forwarders and shippers. Compliance remains the 

responsibility of the shipper. The international recurrent training 

requirement is every two years. 

Who Should Attend 

You should attend if you are: 

A manager directly supervising shipping and/or receiving of dangerous goods 

An employee responsible for preparing hazardous materials packages for 

transportation 

A member of the health and safety and/or environmental compliance staff 

inspecting dangerous goods packages prepared for transportation 

For more information, dates and locations, and to register call our 

-reservation hotline at 800.634.5656 or visit www.seeuthere.com/upsseminars 

The next HazMat Seminars 

2008 UPS Dangerous Goods Seminars 

Shipment prepared under lATA 

(Dallas - September 10-11, 2008) 
3. To have trained Texas National Guard HazMat personnel from each armory 

attend the OPS Seminar and then train the mail handlers as a backup for 

all new mall handlers who replaced the last personnel at the last 

movement. I have found that many individuals who have read the Mall 

Manual and OPS training aides are no longer with the unit or even in 

the guard. 

4. Keeping the Post Master, Mall Operation Supervisor, and Armory Mall 

Managers of the Texas National Guard aware of new Mail Handles prior to 

the last handler leaving. This office does not receive word for several 

weeks if not months after the removal of the last handler has departed. 

5. Updating the Mail Handlers SOP. This is an on-going mission for the 

updates, training lessons and vital information should be placed out as 

soon as possible. 

This concludes my report. 

Respectfully, 

//// signed ///// 

Cathleen Orsula Gruetzner 

Post Master-Texas National Guard 

Cc: Mr. Joe Boudreau 

29 July 2008 

After meeting with Deputy Garrison Commander LTC David W. Madden, it was 

recommended that a private OPS Hazardous Material/Dangerous Goods Seminar be 

set up with the El Paso Armories and FMS shops. Contact will be made with the 

Sr QIC's from each location and a UPS Representative so that a set date may 

be found for such a class. 

If this should prove successful than other classes will be scheduled 

throughout the larger armories in Texas. 

Second recommendation will be to install the OPS HazMat material in the Mail 

Handlers SOP for quick reference. 

CubGrtz. 
Subjacb Photos of undedBred report 572 

'fSm 


10 
11 
12 
Adjutant General's Department of Texas 

Mail Distribution Center 

JFTX-GAR-MDC 

2200 West 35* Street #: 64-A 

Austin, Texas 78703-2210 

[512] 782-1448 [Fax] 782-5567 

REPLyTO 10 June 2009 

ATTEimONOF: 

Cat/UtmtfmCignutziitr 

LTC David W. Madden 

Deputy Garrison Commandar 

Caj&p Mabzy-Austin 

2200 West 35^ Street #:64 

Austin, Texas 78703-2210 

512-782-6822 

Sir, 

At 11:05 this morning, I received a telephone call from Captain Sergio 

Tristan, who had requested an update on what training and information 

distributed to the Texas National Guard Mall Handlers and Managers. 

As of this date with the assistance of Ms. Sharon K. Jones (Environmental 

Services), the following information had been sent to the Texas Armories. 

1. HazMat Transportation Security Awareness training Module 

2. HazMat Fcunlliarization & Safety in Transportation (AMMO-67) 

3. Texas Military Forces Hazardous Waste & Hazardous Materials Management 

Training Series 

4. Hazmat Training for Non-certifying Officials (May 2007) 

5. 101 Mail Handlers v2 (May 2009) 

6. SOP Mail Handlers (May 2009) 

It had been requested that all personnel read the material and do the 

training disc. Certification of completion of the training disc is to be 

submitted to Ms. Jones and entry will be placed in the soldiers 201 file. 

Other information for Hazardous Materials in transportation via OS Mail or 

private courier can be obtained thru the web site for either the www.ups.com 

or www.USPS,com/dmm. 

Respectfully, 

Cathleen Orsula Gruetzner 

Sr. Mail Manager - Texas National Guard 

2200 West 35'" Street #: 64-A 

Austin, Texas 78703 

512-782-5195 

Cc: TRISTAN, Sergio CPT-TXARNG 

JONES, Sharon CIV Enviromental Services 

13 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Mailroom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

\ . •^- V V V • "V/^V.. "V/A- V 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Mailroom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Welcome to Mailroom Operations 101 v.2 

Tedsle o f Contents: 

Welcome 

Pric e Tadale 

Shape Base Pricing 

Customs Declaration CN 22 

PS Form 2 97 6-A 

Basic Addressing 

Certified Mail 

Insured Mail 

Physical Standards 

Flex Test 

Physical Standards for Parcels 

Suspicious Mail or Packages 

Replica or Inert Munitions 

Request for Postage Stamps 

Websites and Acknowledgements 

Hazardous, Restricted, and 

Perishable Materials 

Gesundheit 

Page 3 

Page 4 

Page 5 

Page 9 

Page 11 

Page 14 

Page 15 

Page 20 

Page 24 

Page 26 

Page 29 

Page 32 

Page 36 

Page 38 

Page 39 

Page 40 

Page 47 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Maiboom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Welcome to Mailroom Operations 101 v.2: 

Congratulations, you are now either the Armory's MUXLROOM Muouam or the Onlt's MM L 

CLBSK/HUUILXB. The responsibility has now just Increased for there is much for you to be 

aware of and process in the performance of this duty. 

Let us begin with turning on the Pitney Bowes Digital Mailing System Postal Meter. For 

the units without a postal meter, why not pull out the postage stamp lock box. 

The new OS Postal rate fees are in effect as of May 11, 2009 and there are changes... not 

only in the price of the stamp but also in the style of the letter. 

Mailing Services Prices Effective Monday, May 11, 2009 

On May 11, 2009 the price for a 1-ounce First-Class Mail stamp will Increase from 424 to 

440. Prices for other mailing services — Standard Mail, Periodicals, Package Services 

(including Parcel Post), and Extra Services — will change. The average Increase by class 

of mail is at or below the rate of inflation as measured by the Consumer Price Index. 

Customers can use their Forever Stamps — regardless of when purchased — to mail 1-ounce 

letters after the price change, without the need for additional postage. Forever Stamps 

are widely available through Post Offices, commercial retail outlets such as grocery 

stores, and online. 

Frioas for mailing aarvlces will continue to adjust each May. Prices for most shipping 

services, including Express Mail and Priority Mall, were adjusted In January and will not 

change in May. 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Maiboom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

Select Prices: 

Flrst-Class Mbil 

Type 

Letters 

Large envelopes 

Parcels 

Parcels 

Postcard 

Stamped Card 

Stamped Envelope 

Weight 

first ounce 

first ounce 

first ounce 

Additional ounces 

Price 

$0.44 

$0.88 

$1.22 

$0.17 

$0.28 

$0.31 

$0.54 

First-class Mail Inteucnatlonal 

Type 

Canada 

Mexico 

All other countries 

Postcards & Letters 

first ounce 

Price 

$0.75 

$0.79 

$0.98 

Extra Servioes 

Type 

Certified Mail 

Return Receipt 

Return Receipt 

Money Orders 

Money Orders 

Printed copy 

Electronic copy 

Op to $500 

$500.01 to $1,000 

Price 

$2.80 

$2.30 

$1.10 

$1.10 

$1.50 

Delivery Confirmation 

Type 

Priority Mail 

Flrst-Class Mail 

Package Services 

Signature Confirmation 

Insurance 

Insurance 

Insurance 

Insurance 

Insurance 

Insurance 

parcels only 

parcels only 

Op to $50 

$50.01 to $100 

$100.01 to $200 

$200.01 to $300 

$300.01 to $5,000 

plus $1 for each $100 

(Retail) 

$0.70 

$0.80 

$0.80 

$2.35 

$1.75 

$2.25 

$2.75 

$4.70 

$4.70 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Mailroom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

Shape-Based Pricing 

In the past, many rates were based on the weight of a mail piece. Onder the new rate 

structure, the size and shape of a mall piece could have an even greater impact. 

Latter Oinnkensions 

tMMgltH 

Ftart Dimensions 

Si/ » 

H«>iM 

iL^ntym 

R«re«l CMmensloiM. 

Htfafm 

Because the shape will determine postage, it is called Shape Based Rating. With the new 

structure, a letter-sized piece is considered nonmachinable and would be subject to the 

rates for flats if it has any of the following characteristics, regardless of weight: 

1. Weighs more than 3.5 ounces. 

2. An aspect ratio (length divided by height) of less than 1.3 or more 

than 2.5. 

3. Measures > 4-1/4" high or 6" long and the thickness is less than 

0.009". 

4. Pieces, which are rigid or contain odd shaped contents. 

5. Is polybagged, polywrapped, or enclosed in any plastic material. 

6. Clasps, strings, buttons or similar closure devices. 

7. Self-mailer with folded edge perpendicular to the address and not 

folded and secured. 

8. Booklet with bound edge along top of piece or along shorter 

dimension and not secured. 

OK, let us place this in visible terms: 

A standard number 10 letter envelope measures 4" x 9 H". That should weigh less than 1 

ounce will cost $0.44 cents per envelope. 

Now the same weight inside a non-standard envelope, oh let us say 5 W x 8", will now 

cost $0.88 cents. 

You are just going to love this part, a standard flat envelope measures 12" x 15" and 

will cost $1.22 cents at the same weight. 

Onderstand where I am going with this... The difference in the size of the envelope is the 

increase of the postage we affix. 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Mailroom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

A few of the postal meters will have an adapter installed on the equipment whereas; the 

responsibility to separate the envelopes will fall to the mail handlers. Each piece will 

need to be physically separated and then priced. Failure to do this extra procedure could 

cost delay in delivery of the document and extra cost for returns. 

A Letter-size Mail Dimensional Standard Template should be within reach of the postal 

worktable and this template will guide you until you find yourself comfortable enough in 

separating the pieces without the gauge. 

The standard Postcard measures 3 W x 5" but the maximum. Postcard dimensions can be 4 W 

X 6" . The cost is $.28 cents. BE CAREFOL - just because the literature is printed on card 

stock paper, does not always makes the paper a postcard. Mind the measurements. 

Let us review: 

General Mallability Standards: All mail pieces (except keys and identifications devices 

mailed under the applicable standards) that are W inch thick or less must be rectangular, 

at least 3 h inches high and at least 5 inches long. All .Irregular/Outside mailable 

matter (APO's fall in this category) must be at least 0.007-inch thick, weigh no more 

than 70 pounds, and be no more that 108 inches in length and girth combined. 

I will talk more about the APO's restrictions in detail later in the session. 

Letter Size Mail: 

Dimensions: 

a. At least 5 inches long x 3 H inches high and 0.007 inch 

thick. 

b. Not more than 11 ^ inches long x 6 1/8 inches high or H 

inch thick. 

Flat Size Mail: 

Dimensions: 

a. More than 11 ^ inches long or more than 6 1/8 inches high 

or more than H inch thick. 

b. Not more that 15 inches long x 12 inches high or »i inch 

thick. May be wrapped, unwrapped, sleeved or enveloped. 

Machinable Paroels: 

Dimensions: 

a. At least 6 inches long x 3 inches high, and ^ inch thick. 

b. Not more than 34 inches long x 17 inches high, and 17 

inches thick. 

c. Weigh at least 8 ounces, but not more than 35 pounds 

(Books and other printed matter, 25 pounds); pieces 

between 6 and 8 ounces are mafchinable if all sides are 

rectangular and meet or exceed the other minimum 

dimensions. 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Mailioom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

Irregular/Outside Parcels: 

Dimensions: 

Parcels that do not meet the dimensional criteria of machinable parcels and 

others that cannot be processed by parcel sorters, including; 

a. Rolls and tubes up to 26 Inches long and merchandise 

samples not Individually address. 

b. Onwrapped, paper-wrapped, or sleeve-wrapped articles that 

are not letter size or flat size. 

c. Articles enclosed in envelopes that are not letter size, 

flat size or machinable parcels. 

The Onited State Postal Service accepts properly packaged and marked parcels but reserves 

the right to refuse non-mailable or improperly packaged articles or substances. Items 

must be packaged to withstand mail procession and transportation. Markings for handling, 

content and service are placed below the postage and above the address. 

More about the proper technique in addressing to come later in the session, with 

pictures! 

This Memorandum sent 25 April 2007, should help in justifying the reason for the new age 

postage stamp known as "The Forever Stamp". 

All: Chiefs, please pass this on to your Postal operations. 

In case some one is confused with the term "Forever" stamp, this information 

is from Mr. John Hall (DA-OMM) Department of the Army Official Mail Manager. 

We can use that stamp within the government, but folks should not go out a purchase 

thousands of dollars worth of these stamps because eventually they will become damaged, 

stick together, get lost, etc. 

You can use the forever stamp to cover the cost of a first class letter weighing less 

than an ounce as long as you have that stamp even if the price increases and you 

purchased the stamp at 41 cents. However, when there is a rate Increase, to purchase new 

"forever" stamps you have to pay the price for a first class stamp effective with the 

rate increase. 

The real purpose of the forever stamp is so that when postage rates Increase people do 

not have to run out and try to purchase one or two cent stamps to add to the stamps they 

already own. The forever stamp is good for as long as you have them regardless of price 

increases. 

V/R 

Ms. Tina V. Rios 

ARNG Records Manager 

National Guard Readiness Center 

703-607-8652(DSN-327) 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Mailroom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

Shape-Based Pricing 

In the past, many rates were based on the weight of a mail piece. Onder the new rate 

structure, the size and shape of a mail piece could have an even greater impact. 

Flat Dtmensions 

'v/' 

Httlohl i 

IUA0(* > 

Pnmml Dimensions 

L*(ial*> 

Postcards: 

While rates are increasing by one cent, postcards still provide a cost-effective way to 

communicate to customers and prospects. 

Letters: 

Mail that is too thick or rigid to run on the OSPS processors will now cost more to 

mail. Creating mail that is "machinable" can help you save money. 

Flats: 

The cost for flats will increase much more than the cost for letter-size mail. 

example: 

For 

Once your mail piece exceeds 13 ounces, First-Class Mail* will be priced according to the 

Priority Mail® schedule. This is important if you are sending parcels, because oversized 

packages may be subject to special rating guidelines that will vary based on how large 

the package is and how far the package is going. In Zones 1 to 4, oversized packages less 

than 20 pounds may be subject to "balloon rating". For Zones 5 to 8, such packages may be 

subject to dimensional-weight (also known as DIM-WT). 

Oversea Packages: 

It is the responsibility of the sender to prepare items and to address them clearly and 

correctly. In preparing items for mailing, the sender must (1) use strong envelopes or 

durable packaging material to prevent deterioration or degradation, and (2) consider the 

nature of the articles being mailed and the distance they must travel to reach the 

addressee. (See DMM 601 for detailed instructions.) 

Only two customs declaration forms are used, as required under DMM 123.6, for 

international mail: 

PS Form 2976, Customs Declaratio n CN 22 - Sender's Declaratio n (green label) 

PS Form 2976-A, Customs Declaratio n and Dispatch Note — CP 72 

PS Form 2976-E, Customs Declaratio n Envelope — CP 91 , is used as a carriage document for 

PS Form 2976-A. 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Mailroom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

PS Form 2976, Customs Declaration CN 22 — Sender's Declaration (green label) 

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Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Maikoom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

Sender's Preparation of PS Form 2976 

PS Form 2976, Customs Declaration CN 22 - Sender's Declaration (green label) 

A sender must complete PS Form 2976, Customs Declaratio n CN 22 - Sender's Declaratio n 

(green label), See Exhibit 123.711 for a copy of PS Form 2976. 

a. Check the appropriate box to indicate whether the package contains a gift, 

documents, commercial samples, or other items. 

b. In block (1), provide a detailed description, in English, of each article and the 

quantity for each article. General descriptions such as "food," "medicine," 

"gifts," or "clothing" are not acceptable. In addition to the English text, a 

translation in another language is permitted. 

c. In block (2), give the weight of each article in pounds and ounces, 

if known. 

d. In block (3), declare the value of each article In U.S. dollars. 

Note: The sender may declare that the contents have no value. However, 

declaring that the contents have no value does not exempt an item from 

customs examination or charges in the destination country. 

e. The sender must enter the actual value of an item for registered items in a 

consistent manner on PS Forms 3806 and 2976 — i.e., the value entered must be 

identical. Items on which identical values are not declared will be refused. (See 

334.12.) 

f. In blocks (4) and (5) — which are only for commercial items (i.e., any goods 

exported/imported in the course of a business transaction, whether or not they are 

sold for money or exchanged) — enter, if known, the HS tariff number (6 digits), 

which must be based on the Harmonized Commodity Description and Coding System 

developed by the World Customs Organization, and the country of origin, which is 

the country where the goods originated (i.e., where they were produced, 

manufactured, or assembled). 

g. In block (6), give the total weight of the item, if known. 

h. In block (7), give the total value of the item in O.S. dollars. 

i. In block (8), sign and date in the blocks indicated on the left side and the right 

side of the form. The sender's signature certifies that all entries are correct and 

that the item contains no dangerous article prohibited by postal or customs 

regulations 

j. Enter the sender's full name and address and the addressee's full name and address 

in the blocks indicated. 

k. Affix the form to the address side of the item and present the item for mailing. 

10 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Maikoom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

PS Form 2976-A, Customs Declaration auid Dispatch Note — CP 72 

Please print this form in English using blue or black Ink, pressing firmly so all 

information transfers to all copies. Complete the declaration fully and legibly; 

otherwise, delay and inconvenience may result for the addressee. A false or misleading 

declaration may lead to a fine or seizure of the item. You may add a translation of the 

contents in a language accepted in the destination country. 

Your goods may be subjected to restrictions. It is your responsibility to comply with 

import and export regulations (e.g., quarantine, pharmaceutical, etc.), and to determine 

what documents (e.g., commercial invoice, certificate or origin, health certificate, 

license, authorization for goods subject to quarantine such as plant, animal or food 

products, etc.) if any are required in the destination country. 

FROM: (Sender information) ant TO (Addressee Information) section's: The sender and 

addressee's full name and full address must be entered in the blocks provided on the 

2976-A. Incomplete names (e.g., initials) or Incomplete address entries on the 2976-A 

will result in delayed handling by Customs and/or the delivery office. 

1: Enter a detailed description of each article - e.g., 

General descriptions - e.g., "samples", "food products' 

permitted. 

"men's cotton shirts", 

or "toiletries" are not 

2: - 4: Enter the quantity, net weight (in pounds and ounces) and value (in O.S. 

dollars) of each article. 

11 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Mailroom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

5: Check the box specifying the category of the item. 

6: Select mail handling method. 

7: Identify if special conditions or restrictions apply to package being mailed, if 

applicable. 

8: Enter the total weight of the package in pounds and ounces, including packaging, 

which corresponds to the weight used to calculate the postage. 

9: Enter the total value in U.S. dollars. 

10: Check the box specifying instructions in case of non-delivery. Items returned 

to sender are subject to return charges at the sender's expense. 

11: Enter an Exemption or Exclusion Legend (EEL) or proof of Filing Citation (PFC). 

In general, mailpieces containing any type of goods (per Schedule B Export Codes at 

iztfcp;//wv.census.gov/foreign-trads/schedu2es/b) valued at more than $2,500.00 or 

requiring an export license under O.S. law must have a Proof of Filing Citation 

(PFC) issued by the O.S. Census Bureau, subject to certain exceptions. Mailpieces 

that are exempt from filing must have an EEL. Either an EEL or PFC must be 

displayed in block 11 before a package is presented to the Postal Services for 

mailing. To file electronically through the Automated Export System (AES) or for 

additional information, please log on to the Census Bureau's internet site at 

http://www.gov/foroign-trade/aes or call 1-800-54 9-0595. 

12: Check the box if the contents are subject to quarantine restrictions (plant, 

animal, food products, ect.) 

13: Sign and date the form. Your signature certifies that all entries are correct 

and the item(s) being mailed contains no dangerous, prohibited, or restricted 

contents per postal, customs, or destination country regulations. Your signature 

also certifies compliance with Foreign Trade Regulations and confirms your 

liability for the Item(s) being mailed. 

14: Enter Sender's Customs Reference Number, if applicable. 

15: If applicable, enter addressee's Importer's Reference number. (This might be a 

tax, code, or VAT number used for sales tax.) 

16: If known, please provide addressee's telephone, email address or fax number, as 

this could be used to facilitate customs clearance or delivery. 

12 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Maikoom) 

Instructor: Ms. Careen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

17: - 21: Enter License, Certificate, and/or Invoice number, if applicable in 

Blocks 17-19. In Block 20, enter the 6-digit HS tariff number (if known), which 

must be based on the Harmonized Commodity Description and Coding System developed 

by the World Customs Organization. In Block 21, "Country or Origin" (if known) 

means the country where the goods originated - e.g., where produced/manufactured or 

assembled. 

Insert the completed form into the PS Form 2976-E, Customs Declaration Envelope-CP 

91. Enclose any commercial documents into the envelope. Do not fold form or wrap 

around the package. The entire barcode and all information must be visible. Remove 

the backing sheet and affix the envelope to the package on the address side. 

Ok now let us review what just happened. Take the OSPS Customs Declaration and Dispatch 

Note - CP72 PS Form 2976-A (January 2009) tfew Oata/New Form - pay attention now, and fill 

out as normal. Just follow the Instructions if you should have questions and press down 

hard so all copies are filled in. I, personally use a standard 1MB Selects III 

typewriter, (it is a machine invented long before Michael Dell was a glimmer in his 

mother's eye) or you could go to the website www.usps.com - calculate postage (domestic) 

and than hit the APO/FPO restriction line. Follow the instructions, fill In the blocks, 

turn the pages and when completed, as the commercial states, point, click and print! 

Can't you just die...? Onward and upward to the other pages. 

And the next Question is: Can you address an envelope? Do you know where to place the 

Certified Tab and Return Mail Card? How about the processing of the Insurance? 

Keep reading and learn. 

13 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Maikoom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

Basic Addressing: 

Adjutant General' s Department of Texas 

JFTX-GAR-MDC #:64-A 

2200 West 35* Street 

Austin, Texas 78703-2212 

^gtumjiddhss 

Stamp 

(DeGvetyJlddress 

ISGT Cathleen Ursula Gruetzner 

H Q 36'" ID DivArty #: 21-456 

4255 IH 35 North 

San Antonio, Texas 78258-1601 

The delivery address specifies the location to which the Onited States Postal Service is 

to deliver a mail piece. The mail piece must have the address of the intended recipient, 

visible and legible, on only the side of the mail piece bearing postage. 

All mail not bearing a simplified address must bear a delivery address that contains at 

least the following elements in this order, 

• Intended recipient's name or other identification, 

• Street and number. Include the apartment, building or suite number, Post Office Box 

number. General Delivery, Rural or Highway contact route designation and box number 

as recipient. 

• City and State. 

• ZIP Code (5 digit ZIP + 4) where required. Zip codes are also required in the 

return address of mail on which postage is paid by stamps pre-canceled by bars only 

and in the sender's return address on second-class mail when service is requested.) 

14 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Maikoom) 

Instructor; Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

Leave a clear space on all mail for the address, stamps, postmarks and postal 

endorsements. 

Additional standards apply to overseas military mall. Department of the State mall, mail 

in window envelopes, international mail and mail claimed at any automation rate. 

Certified Mall: 

The Certified Mall fee must be paid in addition to the correct postage, 

postage may be paid with ordinary postage stamps or meter stamp. 

The fee and 

Certified Mall service provides the sender with a mailing receipt (the card) and upon 

request, electronic verification that an article was delivered or that a delivery attempt 

was made. Your customers may retrieve the delivery status in three ways: 

(1) Over the Internet at www.usps.com by entering the 

Tracking Number. 

(2) By telephone at 1-800-222-lBll. 

(3) By Domestic Return Receipt [the card]. 

Certified Mail: 

Certified Mail is dispatched and handled in transit as ordinary mail. No Insurance 

coverage is provided. OS Postal Service maintains a record of delivery (which includes 

the recipient's signature) for a specified period. Customers may obtain a delivery record 

by the purchase of Return Receipt service. 

Rule of Thumb: ONLY mailable matter on which postage is paid at a First class mail rate 

(including Priority Mall) may be accepted as Certified Mail. 

Available Destinations for Certified Mail may be addressed for delivery only in the 

United States and its territories and possessions, through APOs and FPOs [with 

limitations], or through the Onited Nations Post Office, New York. 

Certified Mall must bear a barcode green PS Form 3800. The label part of the form must be 

placed ABOVE the delivery address and to the szoax of the return address, or to the left of 

the delivery address on parcels. 

15 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Maikoom) 

Instructor; Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

Exhibit 3.3.3 Form 3800 

Adjutant General' s Department of Texas 

JFTX-GAR-MDC #:34-l 14 

2200 West 35* Street < 

Austin, Texas 78703-2212 

^ptumAdi&Bss 

US Postal Service 

Certified Mail Receipt 

Domestic Mail Only; 

(Jfio Insurance Coverage Provided) 

imuiiiimiiinniiiiuiniiii 

7005 2570 0001 7351 7956 

! 

Place Sticker at the TOP of Envelops to the RIGHT 

of the KETURH Addxaaa. Fold at DOTXBD Lines Stamp 

(DeBveiy Address 

ISGT Cathleen Ursula Gruetzner 

HQ 36*^ ID DivArty #: 21-456 

4255 IH 35 North 

San Antonio, Texas 78258-1601 

16 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Maikoom) 

Instructor: Ms . Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 P M 

Return Receipts: 

Return Receipt (PS Form 3811) service provides a mailer with evidence of delivery - To 

whom the mall was delivered and date of delivery - along with information about the 

recipient's actual delivery address. 

Available for: First-class mail. Priority Mail, when purchased at time of mailing with 

Certified Mail, Insured mail for more than $200 dollars or Registered Mall services. 

May be combined with: Delivery Confirmation, Parcel Airlift (PAL), Returned Receipt, 

Signature Confirmation and Special Handling. I will talk about this special processing 

later in the session. 

ROLE: The National Guard will never, as in ever has a packet, article or parcel sent out 

as a Collection on Delivery (COD). This is in direct violation of Army Regulation 25-51. 

Placement of the PS Form 3811, Domestic Return Receipt: 

The green in color CMR is to be placed to the right of the return address and just above 

the recipient's address. Keep the white section intact so the counter clerk can date 

stamp the form for your records. This form is to be kept for a two-year period. 

17 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (Tlie Maikoom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

The green postcard shaped returned signature card is to be placed on the back of the 

envelope as centered as possible or to the left of the recipient's address when attached 

to a parcel. This card is not to be used as a form of address only. The recipient's 

address MUST be a separate entity. Be sure to check only one of the boxes. You may check 

Certified Mail, Expressed Mail or Insured Mail. This form is to be attached to the 

stamped receipt form and kept on file for a two-year period. 

t&ilroom Operations 101 v.2: 

Place Sticker at the TOP of Envelope to the RIGHT 

of the RETURN AddrasB. Fold at DOTCED Lines 

Sender Complete this section 

Article Number. VMS 2S70(MiOt 7351 7956 

Name 

Address 

City, State Zip 

Green Card 

Complete this Section on Oelivcry 

LEAVE THIS SECTION 

Service Type: 

Pick only one box. 

Back Side 

Basic Informat^ion: 

Description: 

Certified Mail service provides the sender with a mailing receipt and, upon request, 

electronic verification that an article was delivered or that a delivery attempt was 

made. Customers can retrieve the delivery status in three ways: (1) over the Internet at 

www.usps.com by entering the article number shown on the mailing receipt; (2) by 

telephone at 1-800-222-1811; or (3) by bulk electronic file transfer for mailers who 

provide an electronic manifest to the USPS. Certified Mall is dispatched and handled in 

transit as ordinary mail. No insurance coverage is provided. USPS maintains a record of 

delivery (which includes the recipient's signature) for a specified period of time. 

Customers may obtain a delivery record by purchasing return receipt service. 

18 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Mailroom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

Eligible Matter 

Only mailable matter on which postage is paid at a First-Class Mail rate (including 

Priority Mall) may be accepted as Certified Mall. 

Additional Services: 

Purchasing Certified Mail service allows customers to then purchase restricted delivery 

service or a return receipt. 

Where to Mail: 

A mailer may mail Certified Mail at a post office, branch, or station or give it to a 

rural carrier. Certified Mail may also be deposited in a post office mail drop, a street 

letterbox, a non-personnel unit, or any other receptacle for Flrst-Class Mail. 

Available De8t:inations: 

Certified Mail may be addressed for delivery only in the United States and its 

territories and possessions, through APOs, ETOs and FPOs, or through the United Nations 

Post Office, New York. 

Form 3800 

Certified Mail must bear a bar-coded green Form 3800 (see Exhibit 3.3.3). The label part 

of the form must be placed above the delivery address and to the right of the return 

address, or to the left of the delivery address on parcels. 

19 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Mailroom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

InsvTBd Hail: 

S200 and uiidEr 

0 F F 

«r«*Jillir«i«r«t 

•vtrmftrti 

'C 1 

1 

A L 

s 

«n!H 

•W<A 

^ 

U S E 

tVMM JHllifl**j« 

Exhibit 4.3.3a Insured Mail Form 3813 

r.xrsTii: .i.wi' 

Over$200 

NOTICE: Separat a styl e forms for insurance . 

Black form UNDER $200 [$199.99 t o $10.00) 

Blue form OVER $200 [$200.00 t o $5,000.00 ] 

20 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Mailroom) 

Instructor; Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operation s 101 v.2 : 

Insure d tOiil Fees 

Fee, in addition to postage and other fees, for merchandise insurance liability , per 

piece: 

Fee and Postage: 

The applicable insurance fee must be prepaid in addition to the postage, except on 

official mail sent under applicable provisions. The fee and postage may be paid with 

postage stamps, meter stamps, or permit imprints. The mailer guarantees to pay return and 

forwarding postage, unless the mailer writes instructions on the wrapper or envelope not 

to forward or return the mail. 

Basio Information: 

Description: 

Insured mail provides the following features: 

a. Insured mail purchased at a retail post office provides up to $5,000 indemnity 

coverage for a lost, rifled, or damaged article, subject to the standards for the 

service and payment of the applicable fee. 

b. Insured mall purchased online provides up to $500 indemnity coverage for lost, 

rifled, or damaged articles, subject to the standards for the service and payment of 

the applicable fee. 

c. A bulk Insurance discount is available for insured articles entered by authorized 

mailers who meet the criteria. This service is not available for insurance purchased 

online. 

d. Insured mail service provides the mailer with a mailing receipt. No record of 

insured mall is kept at the office of mailing. For mall insured for $200 or less, the 

USPS maintains delivery information (not including a signature) for a specified period 

of time. For mail insured for more than $200, the USPS maintains a delivery record 

(which Includes the recipient's signature) for a specified period of time. Customers 

may obtain a delivery record by purchasing additional services. 

Eligible Matter: 

The following types of mail may be insured: 

a. First-Class Mail (including Priority Mail), if it contains matter that may be 

mailed as Standard Mail or Package Services. 

b. Standard Mail pieces prepared as machinable or irregular parcels (bulk Insurance 

only). 

c. Package Services. 

d. Official government mail endorsed "Postage and Fees Paid." 

21 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Mailroom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Opsrations 101 v.2: 

Ineligible Matter: 

The following types of mail may not be insured: 

a. Parcels containing matter offered for sale, addressed to prospective purchasers who 

have not ordered or authorized their sending. If such matter is mailed, payment is not 

made for loss, rifling, or damage. 

b. Non-mailable matter. 

c. Articles so fragile that they cannot be carried safely in the mail regardless of 

packaging. 

d. Articles not adequately prepared to withstand normal handling in the mail. As a 

rule, any mailable package should be insurable. 

e. Mail not bearing the complete names and addresses of the sender and addressee. 

f. Standard Mail letters, flats, and NFMs. 

g. Matter mailed at Flrst-Class Mail rates (including Priority Mail) that consists of 

items described in EMM 123.3.0 , Content Standards for Priority Mzd.1/ DMM 133.3.0 , 

Content Standards/ DMM 233.2.0 , Content Standards for First-Class Mail Iietters/ DMM 

333.2.0 , Content Standards for First-Class Mail Flats,- and DMM 433.2.0 , Content 

Standsurds for First-Class Mail Paroels, and required to be mailed at First-Class Mail 

rates. 

Addi'tional Services 

Insuring an item for more than $200 allows customers to purchase restricted delivery 

service or return receipt service. The following services may be purchased at a retail 

post office and combined with insurance if the applicable standards for the services are 

met and the additional service fees are paid: 

a. Delivery Confirmation. 

b. Parcel airlift service (PTVL) . 

c. Return receipt for merchandise (for items insured for $200 or less). 

d. Signature Confirmation. 

e. Special handling. 

Mailing: 

Where to Mail; 

Insured mail may be mailed as follows: 

a. A mailer must mail insured mail at a post office, branch, or station or give the 

mail to a rural carrier. Such mail may be placed in, but not on, a rural box. Such 

mail must not be placed in a post office mail drop or in or on a street letterbox. A 

mailer may leave the mail in a rural box with a note showing the requested amount of 

insurance, if stamps are affixed for postage and fees, or money for postage and fees 

is left in the box. The USPS is not liable for any article or money left in a rural 

box until the carrier receipts the article. A mailer at a non-personnel rural unit 

must meet the rural carrier at the unit for insurance service. 

22 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Maikoom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v,2: 

b. A mailer who purchases insurance online may mail at a post office, branch, station, 

give the mall to the carrier assigned to that delivery address, or place the mail in a 

post office mall-drop or a collection box. A mailer may leave the mail in a rural box, 

schedule a Pickup on Demand, or schedule a carrier pickup using www.usps.oom. The DSPS 

is not liable for any article or money left in a rural box until the carrier receipts 

the article. 

OSPS Inquiries: 

OSPS employees are required to ask whether the mail piece presented for insurance 

contains anything liquid, fragile, perishable, flammable, or potentially hazardous. 

Markings and Forms: 

The treatment of pieces is determined by the insurance amount: 

a. Retail pieces insured for $200 or less: The mailer must affix a bar-coded Form 3813 

(see Exhibit 4.3.3a) to each piece above the delivery address and to the right of the 

return address. No signature is obtained. 

b. Retail pieces insured for more than $200: The mailer must affix a bar-coded Form 

3813-P (see Exhibit 4.3.3b) to each piece above the delivery address and to the right 

of the return address. 

c. Mail for which insurance is purchased online must include the text "Insured" in the 

indicia area of the online label; the markings In 4.3.3a and 4.3.3b are not required. 

d. All Insured pieces, regardless of Insurance amount, must be postmarked unless 

postage is paid by postage meter stamp, permit imprint, or PC Postage (when insurance 

13 purchased online). 

23 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Maikoom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

Physical Standards: 

Physical Standards for Itetters: 

Dimensional Standards for Letters: 

Letter-size mail is: 

a. Not less than 5 inches long, 3-1/2 inches high, and 0.007-Inch thick. 

b. Not more than 11-1/2 inches long, or more than 6-1/8 inches high, or more than 1/4-

inch thick. 

c. Not more than 3.5 ounces. 

d. Rectangular, with four square corners and parallel opposite sides. Letter-size, 

card-type mail pieces made of cardstock may have finished corners that do not exceed a 

radius of 0.125 inch (1/8 inch). See Exhibit l.ld. 

Exhibit l.ld Maximum Corner Radius for Letter-Size, Card-Type Mall pieces 

ir 

CSraphlc jat i OOSKgi 

Platoo- ma.1lp1ecH» a^seLlnst 

t)G»m pl£itia> to toKSt jaicxuj ratcv 

Nonmachinable Criteria: 

A letter-size piece is nonmachinable if it has one or more of the following 

characteristics (see DMM 601.1.4 to determine the length, height, top, and bottom of a 

mail piece): 

a. Has an aspect ratio (length divided by height) of less than 1.3 or more than 2.5. 

b. Is polybagged, polywrapped, or enclosed in any plastic material. 

c. Has clasps, strings, buttons, or similar closure devices. 

d. Contains items such as pens, pencils, or loose keys or coins that cause the 

thickness of the mail piece to be uneven (see DMM 601.11.18, Odd-Shaped Items in 

Paper Envelopes). 

e. Is too rigid (does not bend easily when subjected to a transport belt tension of 

4 0 pounds around an 11-lnch diameter turn). 

f. For pieces more than 4-1/4 inches high or 6 inches long, the thickness is less than 

0.009 inch. 

g. Has a delivery address parallel to the shorter dimension of the mail piece. 

h. Is a self-mailer with a folded edge perpendicular to the address if the piece is 

not folded and secured according to DMM 201.3.13.1. 

24 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Mailroom) 

Instructor: Ms . CaAleen Ursula Gruetzner 

6/10/2009 3:32:28 P M 

i. Booklet-type pieces with the bound edge (spine) along the shorter dimension of the 

piece or at the top, unless prepared according to DMM 201.3.13. 

Physical Standards for Flats: 

General Definition: 

Flat-sise mail is: 

a. More than 11-1/2 inches long, or more than 6-1/8 inches high, or more than 1/4 inch 

thick. 

b. Not more than 15 Inches long, more than 12 inches high, or more than 3/4 inch 

thick. 

c. Flexible (see 2.2). 

d. Rectangular. 

e. Uniformly thick (see 2.3). 

f. Unwrapped, sleeved, wrapped, or enveloped. 

Minimum Flexibility Criteria for Flat-Sise Pieces: 

Flat-size pieces must be flexible. Boxes—with or without hinges, gaps, or breaks that 

allow the piece to bend—are not flats. Tight envelopes or wrappers that are filled with 

one or more boxes are not flats. Test flats as follows: 

a. All flats (see Exhibit 2.2a): 

1. Place the piece with the length parallel to the edge of a flat surface and 

extend the piece halfway off the surface. 

2. Press down on the piece at a point 1 inch from the outer edge, in the center of 

the piece's length, exerting steady pressure. 

3. The piece is not flexible if it cannot bend at least 1 inch vertically without 

being damaged. 

4. The piece is flexible if it can bend at least 1 Inch vertically without being 

damaged and it does not contain a rigid insert. No further testing is necessary. 

5. Test the piece according to 2.2b or 2.2c below if it can bend at least 1 inch 

vertically without being damaged and it contains a rigid insert. 

25 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Maikoom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

Exhibit 2.2a Flexibility Test-All Flats 

R-BKTESrr 

Lengli runs 

petstm l o Btrtace 

Fot-talB, 

lenglh Is 

ihB iongssl 

dmeriBlon 

1'• mifiimum 

-ICDdUlty tecfuKci 

b. Flats 10 inches or longer that pass the test in 2.2a and contain a rigid insert 

(see Exhibit 2.2b): 

1. Place the piece with the length perpendicular to the edge of a flat surface and 

extend the piece 5 inches off the surface. 

2. Press down on the piece at a point 1 inch from the outer edge, in the center of 

the piece's width, exerting steady pressure. 

3. Turn the piece around and repeat steps 1 and 2. The piece is flexible if both 

ends can bend at least 2 inches vertically without being damaged. 

26 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Mailroom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

Exhibit 2.2b Flexibility Test—Flats 10 Inches or Longer 

Fa-tBlB, length l3 

Ida iangeBl dmansioi 

•??••••• • 

<KHLIUl'JI.IJI!IU».l«DL*WHje--'-l."!l^' 

PLEXTttT 

natsio'a-langfiilial oomain ahglcllneEM: 

petpenclaJo- TO Birtacc 

-laxlsiny 

ieq|ul«cl 

c. Flats less than 10 inches long that pass the test in 2.2a and contain a rigid 

insert (see Exhibit 2.2c): 

1. Place the piece with the length perpendicular to the edge of a flat surface and 

extend the piece one-half of its length off the surface. 

2. Press down on the piece at a point 1 inch from the outer edge, in the center of 

the piece's width, exerting steady pressure. 

3. Turn the piece around and repeat steps 1 and 2. The piece is flexible if both 

ends can bend at least 1 inch vertically without being damaged. 

27 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Mailroom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2 : 

Exhibit 2.2c Flexibilit y Test-Flats Less Than 10 Inches Long 

Fo»-lais. langnis 

IhB langsetclmenEtan 

MMMSr, 

X l 

FUEKTBST 

f=iaia latss ihan 10 ' tiol' 

contain a Haid inaert-; 

psrpenOCLf sr io surlEiQe 

3 ^ ^ 1 •• mncTum 

Z^M- lledUlly lequiecl 

Uniform Thickness: 

Flat-size mail pieces must be uniformly thick so that any bumps, protrusions, or other 

irregularities do not cause more than 1/4-inch variance in thickness. Exclude the outside 

edges of a mail piece (X inch from the edge) when determining variance in thickness. 

Mailers must secure non-paper contents to prevent shifting of more than 2 inches within 

the mail piece. 

Flat-Size Pieces Kot Eligible for Flat-Size Rates: 

Mail pieces that do not meet the standards in 2.1 through 2.3 are not eligible for.flatsize rates and must pay applicable parcel rates. 

28 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Maikoom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

Physical Standards for Paroels: 

Maximum Weight and Size: 

No mail piece may weigh more than 70 pounds. Lower weight limits apply to First-Class 

Mail, Standard Mall, and Bound Printed Matter. Pieces may not measure more than 

108 inches in length and girth combined, except Parcel Post, which may not measure more 

than 130 inches in length and girth combined. For parcels, length is the distance of the 

longest dimension and girth is the distance around the thickest part. 

Lower size or weight standards apply to mail addressed to some APOs, ETOs and FPOs 

subject to DMM 703.2.0 and DMM 703.4.0 and for Department of State mail, subject to DMM 

•703.3.0. 

Two or More Packages: 

Two or more packages may be mailed as a single parcel, if they are about the same size or 

shape or if they are parts of one article, if they are securely wrapped or fastened 

together, and if they do not together exceed the weight or size limits. 

Machinable Parcels: 

A machinable parcel is any piece that is (see Exhibit 3.3): 

a. Not less than 6 inches long, 3 inches high, 1/4 inch thick, and 6 ounces in weight. 

(A mail piece exactly 1/4 inch thick is subject to the 3 1/2-inch height minimum under 

DMM 601.1.2.) 

b. Not more than 34 inches long, or 17 Inches high, or 17 Inches thick, or 35 pounds 

in weight. For books, or other printed matter, the maximum weight is 25 pounds. 

MMmu m wvTcfii aSSpoundo 

BOOKS anei ftWma mame- mt / 

not Wi«l9h (TCMinan 23 pajnds. 

Mrtmum'A*ighn •• aoe. 

fib,- cMcan BM (TaaonnaoiB pacA' 

cfiBLYiiro40f. r.a v 

Exhibit 3.3 Machinable Parcel Dimensions 

29 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Mailroom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

Soft Goods and Enveloped Printed Matter: 

Soft goods wrapped in paper or plastic bags and enveloped printed matter are machinable 

only if all packaging standards in DMM 601.2.0 are met. 

Irregular Parcels: 

An irregular parcel is a parcel not meeting the dimensional criteria in Machinable 

Parcels. This processing category also includes parcels that cannot be processed by Bulk 

Mail Center parcel sorters, Including rolls and tubes up to 26 inches long; merchandise 

samples that are not individually addressed and are not letter-size or flat-size; 

unwrapped, paper-wrapped, or sleeve-wrapped articles that are not letter-size or flatsize; and articles enclosed in envelopes that are not letter-size, flat-size, or 

machinable parcels. 

Additional. Physical Standards for Bxpress Mail: 

Physical Standards of Mail pieces 

Each piece of Express Mail may not weigh more than 70 pounds. The combined length and 

girth of a piece (the length of its longest side plus the distance around its thickest 

part) may not exceed 108 inches. Lower size or weight standards apply to Express Mail 

addressed to certain APOs, ETOs and FPOs. 

Outside Parcels: 

Express Mail items not required to be presented in a pouch (outside parcels) must be 

large enough to hold the required mailing labels and indicia without bending or folding 

on a single optical plane. 

Two or More Packages 

With the exception of USPS-produced Express Mail flat-rate envelopes, two or more 

packages may be mailed as a single parcel if they are about the same size or shape, are 

securely wrapped or fastened together, and do not exceed the weight or size limits. 

Additional Phyalaal Standards fox Priorit y Mail: 

Physical Standards of Mail pieces: 

The maximum weight la 70 pounds. The combined length and girth of a piece (the length of 

its longest side plus the distance around its thickest part) may not exceed 108 inches. 

Lower size and weight standards apply for some APO, ETO and FPO mail subject to.DMM 

703.2.0, Overseas Military Mail, and DMM 703.4.0, Mail Sent by U.S. Armed Forces, and for 

Department of State mail subject to DMM 703.3.0. 

30 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Mailroom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

Two or More Packages 

With the exception of USPS-produced Priority Mail flat-rate envelopes or boxes, two or 

more packages may be mailed as a single parcel if they are about the same size or shape, 

are securely wrapped or fastened together, and do not exceed the weight or size limits. 

Additional Physical Standards for First-Class Mail: 

Maximum Weight and Size: 

Matter at Flrst-Class Mail rates cannot exceed 13 ounces. Flrst-Class Mail weighing more 

than 13 ounces is Priority Mail (123, Rates and Eligibility). The combined length and 

girth of a piece (the length of its longest side plus the distance around Its thickest 

part) may not exceed 108 inches. Lower size or weight standards apply to mail claimed at 

certain rates or addressed to some APOs, ETOs and FPOs subject to DMM 703.2.0 and DMM 

703.4.0 and for Department of State mall subject to DMM 703.3.0. 

Minimum Standards 

Pieces are subject to the minimum standards in DMM 601.1.2 and may be subject to other 

minimum dimensions, based on the standards for specific rates. 

Summary of Changes by Effective Date: 

May 11, 2009 

Docket Ntomber R2006-1 Pricing Change: 

Revised standards throughout the DMM to support the pricing change recommended by the 

Postal Regulatory Commission in Docket No. R2006-1 and approved by the Governors of the 

United States Postal Service. Our new prices reflect changes in operations and the 

marketplace and will enhance efficiency, offer more choices, and ensure that all types of 

mail cover their costs. We will implement new prices on May 11, 2009, for all classes of 

mail except Periodicals. We will implement new prices and mailing standards for 

Periodicals mail on July 14, 2008. We published this information in the April 5, 2009, 

Postal Bulletin. 

31 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Mailroom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

SUSPICIOUS MAIL OR PACKAGES 

Protect yourself, your business^ and your mailroonip 

4lfey6ureo8lve.asu8pfclous^'i?Svii;^;\\:^;MI.^^ i^ \ 

\i»^A^&Z^ -L-Ll —"'k: •''''''1 . '.'' . ••!•.••••.•.•.'•••••.: ' • • • -j-'V::'.'••:•• • •. ' • • ••••• • 

^h-:-A\:iy^iMiMih 

If you suspect the mail or package contains a bomb (explosive), 

or radiological, biological, or chemical threat: 

• IsDble area immediately •Cal l 91 1 •Wash your Imnds with soap and water 

/ ^ 9 

i-iL 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Maikoom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

Charaaterist:ics of a Suspioious Package 

Characteristics of a suspicious package always remain aware! 

Look for the anomalies: 

Rigid or bulky - lopsided or uneven - wrapped in string - badly written or 

misspelled labels generic or incorrect titles - excessive postage - no postage -

foreign writing, postage, or return address - missing, nonsensical, or unknown return 

address - leaks, stains, powders, or protruding materials - ticking, vibration, or 

other sounds. 

1. Leave the mall piece or substance where it was found. 

2. Do not disturb. 

3. Do not try to clean up the substance. 

4. Clear the immediate area of all persons and keep others away. 

5. Instruct people in the Immediate area to wash hands and other exposed skin with 

soap and water. 

6. Direct these people to a designated area away from the substance to await further 

instruction. 

7. List the names of the persons in the Immediate area of the mall piece or substance. 

8. Cordon off the immediate area. Shut down all equipment in the immediate area and 

HVAC systems (heating, ventilation, and air conditioning). If possible without 

disturbing the mall piece or substance, document: 

33 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Maikoom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

9. Contact and pass information to the appropriate agency. 

A list of Contacts in Case of Emergency: 

Life-threatening Emergencies Dial 911 & follow your building's procedures, then: 

The Commanding Officer of assigned Armory 

The Security Officer of assigned Armory 

The Sr. Mail Manager for Texas National Guard - 512.782.5195 /DSN.954-5195 

Notify the Federal Protective Service (FPS) 

National Toll Free Number: 

1-877-4FPS-411 (1-877-437-7411) 

Non-Life-threatening Emergencies Security Issues - contact local building security 

management representative, then call: 

Federal Protective Service (FPS) 

National Toll Free Number: 

1-877-4FPS-411 (1-877-437-7411) 

NEBRASKA AVENUE COMPLEX PROCEDURES 

Medical Emergencies Dial 911, then call: 

NAC Security Desk Phone: (202) 282-9700 

Non-Life-threatening Emergencies 

NAC Security Desk Phone: (202) 282-9700 

NON-FEDERAL BUILDINGS 

Dial 911 or follow your building's procedures. 

Should you have any other questions just call the U.S. Department of Homeland Security 

Office of Security Phone: (202) 447-5010 

E-mail: OfficeofSecurityedhs.gov 

34 

|:^ 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Maikoom) 

Instructor Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

CHECKLIST OF ACTIONS TO TAKE: 

Description of substance: 

Description of mail piece (markings, labels, declarations, postage): 

Addressee's name and address: 

Mailer's name and address: 

10. Take actions and make appropriate notifications as directed or as published 

in your local emergency plan. Common sense should play in this matter - but just in 

case, you have read the list and now you know. 

I have more pages for you to read and learn from, just a few more of "I know about 

this already!" it is more for the individuals who do not know. 

35 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Maikoom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

POSTAL SERVICE 24 December 2008: 

New Standards Prohibit the Mailing of Replica or Inert Munitions 

The Postal Service is proposing new standards to prohibit the mailing of replica or 

inert munitions such as grenades or other simulated explosive devices. 

Current Postal Service standards do not prohibit look-alike weapons from 

the mail. In order to ensure safety of postal employees and prevent damage to 

postal property or other mailpieces, inert munitions have been handled as "live 

ammunition" when found in the mail. In the past, facilities have been evacuated 

when inert replicas have been identified in the mail stream. In 2006, the Postal 

Service recorded 849 suspicious incidents involving mail that exhibited 

characteristics of possible explosives. Postal facilities were evacuated on 100 

separate occasions, due to these occurrences. Postal Inspectors or local 

emergency first responders reacted to each of these occurrences to assess the 

items. Evacuations cost the Postal Service time and money, create unnecessary 

stress for employees, and can impact service commitments. 

Most Importantly, employee safety can be jeopardized when facsimiles of 

potentially dangerous items are permitted in the mail. Both real and replica 

explosives have been found in the mall and the replicas often are not readily 

distinguishable from the real articles. The Postal Service is concerned that 

without prohibition of these types of mall pieces, continued exposure to replicated 

munitions, over time, will lead to desensitized reactions should an employee 

encounter items in the mail that should be regarded as dangerous. 

This proposed rule is part of our ongoing commitment to increase the 

safety of the mail and provide a safe working environment for our employees 

Although we are exempt from the notice and comment requirements of the 

36 
Adjutant General's Department for the National Giiard of Texas 

JFTX-GAR-MDC (The Mailroom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

Administrative Procedure Act [5 U.S.C. of 553(b), (c)] regarding proposed 

rule making by 39 U.S.C. 410(a), the Postal Service invites public comment on 

the following proposed revisions to Mailing Standards of the United States Postal 

Service, Domestic Mail Manual (DMM), incorporated in the Code of Federal 

Regulations. See 39 CFR 111.1. 

The standard practice is properly package the weapons (real, replica or 

inert) with the proper paperwork (clearly printed in block letters) that can be seen 

by all personnel who may come in contact with the package and by all means have the 

package registered. Keep all documents for a two-year period and be sure that you have 

the receivers paperwork attached to the originals. 

37 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Maikoom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

Texas National Guard 

ATTN: Mail Managers 

June 10, 2009 

Dear Mail Managers of the Texas National Guard Armories: 

Please do the following when requesting stamps for your postal needs. 

1. The PHYSICAL ADDRESS/TELEPHONE # of th e Armory: 

2200 West 35"=" Stree t #: 64-A 

Austin , Texas 78703-2210 

The NBME OF MRIL MAMAGER of th e Armory is : LTC Michael DIETZ 

2 . The AKOUHT on hand: NONE The AMOUNT requested : See Below 

Type of 

Stamps 

$0.24 

$0.37 

$0.60 

$1.00 

$1.00 

TOTAL 

Count on 

Hand 

0 

0 

0 

0 

Total 

Amount 

0 

0 

0 

0 

Type of 

Stamps 

$0.02 

$0.44 

$1.00 

TOTAL 

Count 

Requested 

2000 

2000 

100 

4100 

Total 

Amount 

20.00 

880.00 

100.00 

1000.00 

3 . MAILROOM SUPPORTS: (i.e. : Family Support/Recruiters/Units/TSG) 

A: Family Service s 

4. UPS CAMPUS SHIP PROGRAM: 15 JULY 2008 

38 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Maikoom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

Websites: 

http://www.usps.com/postalone 

http://pe.usps.com/FederalReglsterNotlces.asp 

http://www.usps.com 

Acknowledgements: 

US Postal Service 

Domestic Mail Managers Booklet 

National Guard Post Master General 

US Army Regulations 25-50 

US Army Regulations 340-25 

Department of Defense Official Mail Manual 4525-8M 

Department of the Army Training Circular TC 38-3 

39 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Mailroom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

Hazardous, Restricted, and Perishable Materials 

This guide identifies many household products by their commonly used name (e.g., 

perfume rather than perfumery) that help determine mallability. Use this guide to 

quickly determine the mailing restrictions for potentially dangerous, but common, 

household products. 

Identifying and categorizing hazardous materials can sometimes be difficult due to the 

technical makeup of the items and the complexity of the regulations surrounding them. 

Domestic Mail Manual (DMM) 601.8.0-601.11.0 contains the standards that apply to the 

mailing of hazardous, restricted, and perishable mail. 

Publication 52, Hazardous, Restricted , and Perishabl e Mail, provides Important 

information to help mailers determine what may be mailed and how certain items must be 

packaged to keep the mail safe. It also provides guidance to USPS employees accepting 

this mail. 

Hazard Class 1 Explosives 

Explosives Fireworks, dynamite, grenades, small arms ammunition 

601.10.11 341.21 All explosives are prohibited except as specified in DMM 

601.10.0. 

Hazard Class 2 Gases (Under Pressure) 

Flammable Hairspray (in aerosol can) 601.10.12 342.2b ORM-Dl only. 

Propane, camp stove fuel 601.10.12 342.22c ORM-Dl only. 

Spray (in aerosol can) 601.10.12 342.22f ORM-Dl only. 

Non-Flammable Fire extinguishers 601.10.12 342.22d Fire extinguishers containing 

methyl bromide prohibited. 

40 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Mailroom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operation s 101 v.2 : 

Hazardous, Restricted, and Perishable Mat:erials 

Nitrogen, compressed air 601.10.12 342.2b ORM-Dl only. 

Toxia T^mmonla, chlorine, carbon monoxide 601.10.12 342.21 All toxic gases are 

prohibited. 

Hazard Class 3 Flammable and Combustible Liquids 

Flammable Liquids (Flashpoint not more than 141* F) 

Acetone, rubbing alcohol, witch hazel 601.10.13 343.21 ORM-Dl only (dependent on 

flashpoint). 

Gasoline and items containing gasoline or gasoline fumes 601.10.13 343.23b Gasoline 

and items containing gasoline or gasoline fumes are always prohibited. 

Paint, paint-related materials 601.10.13 343.26 ORM-Dl only (dependent on flashpoint). 

Cigarette lighter, cigar lighter, lighter fluid (flammable liquid) 601.10.13 34 3.25 

Pte-approval from PCSC required as per DMM 601.10.13. 

Combustible liquids (Flashpoint sbove 141' F and below 200° F) 

Diesel fuel, kerosene 601.10.13 343.24e ORM-Dl only. Flashpoint must be greater than 

141'*F. 

Waxes & polishes 601.10.13 343.24j ORM-Dl only (dependent on flashpoint). 

Adhesives, cements, and glue 601.10.13 343.24g ORM-Dl only (dependent on flashpoint). 

Perfumes and colognes (liquids) 601.10.13 343.24 ORM-Dl only (dependent on 

flashpoint). 

Hazard Class 4 Flammable Solids 

Flammable Matches 

Card matches, book matches, safety matches 601.10.14 344.3b Must be properly packaged. 

Pub 52, 

Appendix C. 

Flammable Matches 

Strike anywhere matches 601.10.14 344.21 Prohibited. 

41 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Maikoom) 

Instructor: Ms. Cathleen Ursula CJruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operation s 101 v.2 : 

Hazardous, Restricted , and Perishabl e Materials 

Spontaneously Combustibl e 

Iro n oxide 601.10.14 344.1b ORM-Dl only. 

DangerouB When Wet 

Aluminum powder, calcium, lithium, sodium 601.10.14 344.1c ORM-Dl only . 

Hazard Class 5 Oxidizin g Substances, Organi c Peroxide s Oxiders/Organi a Peroxide s 

Ammonium nitrate , fertilizer , swimming pool chemicals 601.10.15 345.22a ORM-Dl only -

Frictio n top s unacceptable . 

Hydrogen peroxid e (less than 20% solution ) 601.10.1 5 345.22b 

No restriction s up t o 8ft. 

Solutio n strengt h up t o 20% is acceptable , i f ORM-Dlonly. 

Hazaurd Class 6 Toxic Sxibstances 

Poisons Tear gas (except those containing oleoresin capsicum) 601.10.16 346.221b All 

irritants are prohibited. 

Flea collars, cyanide, pesticides & herbicides 601.10.16 346.211 Must check specific 

materials in Pub 52, Appendix A. ORM-Dl only. 

Infectious Substances 

Nonifecl^ous Specimens 

Blood, urine, saliva, stool 601.10.17 34 6.2 Must be properly packaged. 

Biological fi ifodiaal Materials 

Used sharps, medical devices 601.10.17 34 6.2 Items must be properly packaged for 

mailing; some require approval before mailing. 

Hazard Class 7 Radioactive Material 

Radioactive Materials 

Devices containing radioactive materials 601.10.18 347 Items must be properly 

packaged. International mail requires approval before mailing. 

42 
Adjutant General's Department for the National Guard of Texas 

JFTX-G/Ul-MDC (The Mailroom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

Hazardous, Restricted, and Perishable Materials 

Hazau:d Class B Corrosives 

Liquid and Solid Batteries with liquid electrolyte, hydrochloric acid 601.10.19 48.21a 

Nonspillable batteries may be permitted per DMM 601.10.19. 

Primary lithium batteries (small non-rechargeable consumer-type batteries) 601.10.20. 

5348.22 5 pound maximum weight without equipment, 11 lbs. maximum weight with 

equipment. Lithium content restrictions, see 601.10.20.7. 

Secondary lithium-ion batteries (small rechargeable consumer type batteries) 

601.10.20. 6348.22 No more than 3 batteries. 

Lithium content restrictions, see 601.10.20.7 and 601.10.19. 

Mercury, mercury containing items (thermometer, etc.) 601.10.19 App. A Mercury and 

items containing mercury are always prohibited. 

Hazard Class 9 Miscellaneous Hazardous Materiala 

Miscellaneous Dry ice 601.10.20. 4349.23 5 lbs. maximum for air (surface may exceed 5 

lbs.) (Proper forms/warning labels required for air only). 

Magnets, magnetized materials 601.10.21 349.24 Depends on magnetic strength. 

Firearms Handguns (concealable fire arms) 601.11.1 43 Except between authorized 

parties; International mail subject to ICL6 restrictions/prohibitions. No content 

markings on outside of mailpiece are permitted. 

Rifles, shotguns, antique guns (unloaded) 601.11.2 601.11.3 43 No content markings on 

outside of mailpiece are permitted. Ammunition strictly prohibited. 

Human Ashes - Animal Ashes - Pet Ashes 

Cremated remains 4 62.2 Registered mall required. International mall subject to ICL6 

restrictions/prohibitions. 

Intoxicating Liquors Wine, bourbon, vodka, liquor, beer 601.11.7 42 Includes 0.5% 

alcohol content or greater. 

Mbtor Vehicle Master Keys Including locksmith devices 601.11.10 47 Only if sent 

between authorized parties. 

43 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Mailroom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2: 

Hazardous, Restricted, amd Perishable Materials 

Odor-Producing Materials 

Food, non-toxic inks and dyes, paper 601.11.8 45 Not considered hazardous material. 

Controlled Substances 

Narcotics 601,11.11 48 Generally, both the mailers and the addressee must meet special 

conditions. 

Drugs Prescription, nonprescription medicines, medications, prescription drugs 

601.11.11 48 No content markings on outside of mail piece permitted. ICL6 

restrictions/prohibition apply for international mall. Must meet state and federal 

laws. 

Drug Paraphernalia 

Illegal drugs, pipes 601.11.12 481.3 See Controlled Substance Act for more information 

on drug paraphernalia. 

Battery-powered Devices 

Toys, clocks (operated by househoid-use-type battery) 601.11.17 348 Battery must be 

permitted by DMM 601.11.17. 

Sharp Instruments 

Knives, razors, switchblades 601.11.5 44 Only if sent between authorized parties. 

International mail subject to ICL6 restrictions/prohibitions for each country. 

Perishable Matter Animals 

Bees Honey bees (Queen bees) 601.9.3.8 526.2 Disease-free queen bees may be 

accompanied by up to eight attendants by air. Honeybees without queen bees, surface 

only. 

Adult Birds acceptable 

Geese, turkeys, guinea fowl, doves, pigeons, pheasants, partridges, quail, ducks, 

chickens, swans 601.9.3.4 526.4 Disease-free geese, turkeys, guinea fowl, doves, 

pigeons, pheasants, partridges, quail, ducks, chickens, swans. 

44 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Mailroom) 

Instructor: Ms. Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

MAllroom Operations 101 v.2: 

Hazardous, Restricted, and Perishable Materials 

Adult Birds unacceptable 

All other types of birds not listed above, such as canaries, parakeets, parrots 

601.9.3.6 526.4 Prohibited. 

Day-old Poultry Chicks, ducks, geese, quail, partridges, pheasants (April through 

August), turkeys 601.9.3.2 526.3 Day-old poultry vaccinated with Newcastle disease 

(live virus) is nonmailable. 

Dead Animals Dried parts of game birds or fish 601.9.4 526.7 Includes hides and furs. 

International mail subject to ICL6 restrictions/prohibitions. If dry ice is used, see 

DMM 601.9.4. 

Live, cold blooded 

Goldfish, crickets, worms 601.9.3.3 526.6 Some exceptions. 

Reptiles Snakes, turtles 601.8.5 525.3 See Pub 52. 

Live, wsum blooded 

Hamsters, mice, cats, rabbits, dogs, guinea pigs, or rats 601.9.3.6 525.2 Some adult 

birds permitted in domestic mail. See DMM 601.9.3.6. 

Scorpiuons (live) 

Scorpions 601.9.3.10 526.5 Only for medical research or manufacture of antlvenln. 

Perishable Matter Food 

Meats and Meat products 

Fresh meat & fish. Frozen meat & fish. 601.9.1 55 International mall subject to IC6 

restrictions/prohibitions. If dry ice is 

used, see DMM 601.9.1. 

Fresh Foods Fruits, vegetables 601.9.1 53 International mail subject to IC6 

restrictions/prohibitions. If dry ice is used, see I3MM 601.9.1. 

45 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Maikoom) 

Instructor: Ms . Cathleen Ursula Gruetzner 

6/10/2009 3:32:28 P M 

Mailroom Opo^^^ions 101 v.2: 

Hazardous, Restricted, euid Perishable Materials 

Plants Trees, citrus, cactus 601.9.6 56 International mall subject to ICL6 

restrictions/prohibitions. USDA regulations/prohibitions apply. 

1. Other Requlated Material (ORM). 

2. Except as permitted by mailing standards. 

3. Specimens only with prior HQ permission per IMM and Pub. 52, Hazardous, Restricted , 

and Perishable Mall. 

4. Only with written permission per IMM and Pub. 52. 

5. Prohibited without the equipment they operate. 

6. ICL—International Country Listing in International Mail Manual (IMM). 

7. Q-Queen Bee. 

46 
Adjutant General's Department for the National Guard of Texas 

JFTX-GAR-MDC (The Maikoom) 

Instructor: Ms. (Dathleen Ursula Gruetzner 

6/10/2009 3:32:28 PM 

Mailroom Operations 101 v.2i 

Thank-you for taking the time to read this informal training issue, it was fun. 

Catliken Vr^ufa gruetzner 

Sr. MaiCManager 

Texas National guard 

22001'Uest 35^ Street 

Jlustin, Texfls 78703-2210 

[512] 782-5195 

((DS7^ 954-5195 

47 

J