14 FAH-4 H-200
DIPLOMATIC POUCH DESCRIPTIONS AND PROCEDURES
14 FAH-4 H-210
DIPLOMATIC POUCHES
(CT:DPM-40; 08-07-2024)
(Office of Origin: A/LM)
14 FAH-4 H-211 USE OF THE DIPLOMATIC POUCH
(CT:DPM-40; 08-07-2024)
a. The diplomatic pouch transports official items for the official use of the U.S. mission across international frontiers without procedural delay, interior inspection (including x-ray or other scanning), or physical opening of a diplomatic pouch by host-nation foreign government officials. Article 27(3) of the Vienna Convention on Diplomatic Relations (VCDR) mandates, “The diplomatic bag shall not be opened or detained.”
b. Pouches that contain classified items are prepared and documented in the same manner as pouches containing unclassified items. The only difference is that classified pouches are dispatched and accompanied by a diplomatic courier or a direct-hire U.S. citizen employee with a TOP SECRET (TS) security clearance, appropriately approved as a nonprofessional diplomatic courier according to 12 FAM 142. See 14 FAM 728.5 for more information on diplomatic couriers.
c. The primary purpose for diplomatic pouch is to transport U.S. Government items and to protect diplomatic and national security information. It is not intended to protect items of great monetary value or to function as an express mail service. Items sent in the diplomatic pouch are sent solely at the risk of the sender. The Department assumes no responsibility for loss of or damage to items sent via the diplomatic pouch.
d. The unclassified pouch is one of the fastest but most expensive modes of transportation available and must not be used for shipment of bulk items. The Department’s policy requires the shipment of official supplies through the U.S. despatch agency. The sender of emergency, urgent bulk, or oversized shipments must make advance arrangements with the Diplomatic Pouch and Mail Division (A/LM/PMP/DPM) to pay for these shipments. See 14 FAM 723.3 regarding bulk shipments.
14 FAH-4 H-212 POUCH DISPATCH CHANNELS
(CT:DPM-40; 08-07-2024)
a. Pouch channels differ according to the means of transportation and pouch contents. Channels are characterized by the following letter codes: [A], AIRFREIGHT, for unclassified pouches and [C], COURIER, for classified pouches. The letter code must appear on the pouch tag and pouch documentation.
b. When the [A] channel is used to dispatch {O}, {W}, and {Crate} pouches (see 14 FAH-4 H-213.1-1), originating posts must contact the carrier and refer to the pouch restrictions list on the DPM website to determine if the dispatch can be accommodated. The originating post must also advise the receiving post of the shipment using the Advanced Shipment Notification (ASN) function in the Integrated Logistics Management System, Diplomatic Pouch and Mail (ILMS- DPM) module.
c. When the [C] channel is used to dispatch {O}, {W}, and {Crate} pouches, the sending post must refer to the pouch restrictions list on the A/LM/PMP/DPM website and contact the nearest regional courier office for authorization (see the A/LM/PMP/DPM website).
14 FAH-4 H-212.1 Airfreight [A] Pouches
(CT:DPM-40; 08-07-2024)
14 FAH-4 H-212.1-1 Description of [A] Pouches
(CT:DPM-40; 08-07-2024)
a. Subject to host-country restrictions, {Crate}, {W}, {O}, {X}, {L}, and {B} bags may be used. See the list of pouch restrictions for host countries, posts, or other on the A/LM/PMP/DPM website. See 14 FAH-4 H-213.1 for a description of pouch containers.
b. [A] pouches are transported by commercial air carrier and are unaccompanied.
14 FAH-4 H-212.1-2 Contents of [A] Pouches
(CT:DPM-40; 08-07-2024)
Primary contents of [A] pouches are official, unclassified, registered, or unregistered items. For regulations on items that may and may not be transported in diplomatic pouches, see 14 FAM 723.1 and 14 FAM 723.2. For regulations on sending personal items through the pouch, see 14 FAM 742.2.
14 FAH-4 H-212.1-3 Dispatch and Routing of [A] Pouches
(CT:DPM-40; 08-07-2024)
a. Mailroom personnel are required to use the Integrated Logistics Management System (ILMS-DPM) to operate Diplomatic Pouch and Mail (e.g., dispatch pouches). In general, when dispatching from post to the Department or another post, the mailroom personnel must:
(1) Utilize direct dispatches when most cost-beneficial to the U.S. Government. [A] pouches sent by commercial air carrier should route directly to the destination post. They are not normally sent to an intermediate post or the Department for transshipment;
(2) Ensure all pouch dispatches to the Department specify Dulles International Airport (IAD) on the air waybill (AWB) as the final destination. The AWB must include the total number of pouches in the shipment and the list of pouch identification numbers associated with the shipment; and
(3) Establish a routing that offers the most expeditious and economical service, when dispatching [A] pouches to the Department on a regular basis.
b. When dispatching from the Department to post:
(1) In the Department, days of dispatch and routing are selected by DPM based on published airline schedules and on airline past performance for transporting pouches;
(2) The minimum frequency for pouch dispatch is once weekly. Posts with large volumes may require additional dispatch days; and
(3) Posts with Diplomatic Post Offices (DPOs) will receive a weekly dispatch of unclassified pouch.
14 FAH-4 H-212.1-4 Receipt of [A] Pouches
(CT:DPM-40; 08-07-2024)
a. [A] pouch air cargo schedules are published on the A/LM/PMP/DPM website under “Unclassified Pouch” “Frequency Schedule.” Schedules are not absolute but based on best-case scenarios.
b. ILMS will send an automated notice to the receiving post via an ASN of the AWB, airline, date, and number of pouches destined to post once the pouch is dispatched in ILMS. Upon flight arrival, post must retrieve the air cargo shipment from the airport as soon as possible. The longer pouches remain unclaimed, the longer they are subject to pilferage or costly storage fees.
14 FAH-4 H-212.1-5 Unclassified Controlled Air Pouches (UCAP)
(CT:DPM-40; 08-07-2024)
a. UCAPs are used to transmit Sensitive But Unclassified (SBU) material that might disclose the nature of a classified project if the contents were known. Therefore, mailroom personnel must prepare and handle them as follows:
(1) Post to Department or another post:
(a) The material must be delivered to the classified pouch room and the pouch must be prepared and closed only by cleared U.S. citizen personnel;
(b) Use regular [A] invoice series and [A] pouch tag. Either a U.S. citizen employee or a locally employed (LE) staff may prepare the invoice and tag. Ensure the radio button in ILMS for UCAP is selected and document the pouch on the same form used for regular air pouches that are turned over to an airline for transport;
(c) LE staff and personal service contractors (PSCs) are authorized to deliver the pouches to the airline and, when possible, supervise loading;
(d) Sending posts do not need to notify the Department when sending UCAP pouches to A/LM/PMP/DPM/UPM; and
(e) Posts must notify addressee posts of the dispatch of a UCAP using the ASN function; and
(2) Department to post:
(a) Forward controlled air pouches to post using the regular [A] invoice series; and
(b) Send an ASN email to post using ILMS DPM. The ASN email provides shipping information, i.e., air waybill number, date of dispatch, and pouch/invoice number and specifies that the dispatch contains controlled pouches. The last column of the ASN under UCAP will show:
“Y” indicating that the pouch is controlled; or
“N” indicating that the pouch is not controlled.
b. UCAP pouches must be delivered to the classified pouch room for opening, distribution, and storage by cleared U.S. citizen personnel.
c. When controlled air pouches do not arrive within three (3) days of the scheduled arrival, the pouch control officer (PCO) must send an email to the originator to initiate a tracer action.
d. The PCO must inspect incoming controlled air pouches for tampering prior to opening the pouch bags. If tampering is suspected, the PCO must report it using the procedures in 14 FAH-4 H-212.2-5.
e. UCAP services are not available when domestic orders placed through vendors are shipped directly to SA-32 for forwarding to overseas posts. Posts desiring UCAP services for domestic orders must have those orders shipped to a domestic office/agency for coordination. UCAP shipments may be coordinated through the Secure Logistics Division's Warehouse Branch. If you need assistance, contact springfieldwarehouse@state.gov. Posts should coordinate all UCAP shipments with their RSO before placing vendor orders. Only the Secure Logistics Warehouse Branch or a domestic office/agency can prepare, manifest, and deliver UCAP shipments to SA-32. UCAP shipments are subject to the standard unclassified DPM "Bulk Shipping" rules.
14 FAH-4 H-212.2 Courier [C] Pouches
(CT:DPM-40; 08-07-2024)
14 FAH-4 H-212.2-1 Description of [C] Pouches
(CT:DPM-40; 08-07-2024)
Subject to host-country restrictions, {Crate}, {WT}, {OT}, tangerine {XT}, {BT}, {KT}, and {GT} bags may be used. Canvas and nylon bag types must be tangerine in color. {LTD} bags must not be used. See the pouch restrictions list on the A/LM/PMP/DPM website for host-country or other restrictions. See 14 FAH-4 H-213.1 for a description of pouch containers.
14 FAH-4 H-212.2-2 Contents of [C] Pouches
(CT:DPM-40; 08-07-2024)
a. Contents of [C] pouches are generally limited to official classified and administratively controlled items (i.e., SENSITIVE BUT UNCLASSIFIED-SENSITIVITY WARRANTS COURIER HANDLING, CONFIDENTIAL, SECRET, and TOP SECRET). In addition, all items must bear one of these classifications. All items must be registered by a registry number on a barcoded Form DS-0007, Diplomatic Pouch Mail Registration, or a similar barcode-readable control number from point of origin to addressee/destination.
b. Lateral [C] pouches (pouches between posts abroad) may contain small amounts of unclassified items if there is no regularly scheduled [A] pouch service between the two posts or the amount of unclassified mail to be shipped falls 25 percent below the minimum air cargo weight requirement.
c. Posts and/or agencies will be billed for transportation charges when unclassified items are improperly shipped by classified pouch.
14 FAH-4 H-212.2-3 Dispatch and Routing of [C] Pouches
(CT:DPM-40; 08-07-2024)
a. In the Department, items for [C] pouches are dispatched from A/LM/PMP/DPM/CPM at SA-8. Items are received at A/LM/PMP/DPM/CPM in several ways:
(1) Classified items are transported from the Harry S Truman Building (HST) or Department annexes to SA-8 via the Department's Internal Mail and Messenger Service (IMMS; see 14 FAM 732);
(2) Department offices, Department contractors, and non-Washington offices of other Federal agencies may send items classified through SECRET by private carriers via overnight express service or by United States Postal Service (USPS) Registered Mail or Priority Mail Express to the Supervisor, Pouch and Mail Branch, HST Room B-437, for inclusion in [C] pouches to posts abroad. Other federal agencies must contact DPM via ILMS Service Portal - ILMS Support Desk and create an ILMS Support Desk Ticket to “DPM/DPO Official Mail AnswerPerson Policy Request” before sending material to ensure they are an authorized user of the classified diplomatic pouch. See 14 FAM 727. The waiver of signature block must not be executed. See 14 FAH-4 H-320 for procedures;
(3) Vendors who have received random procurement orders are instructed by the Office of Acquisitions to ship items to A/LM/OPS/SL/W's Secure Logistics Warehouse at SA-10A, where the items are identified by recipient post, labeled for transport, and delivered to SA-8; and
(4) Washington offices of other Federal agencies deliver classified items for dispatch directly to SA-8.
b. [C] pouches are always dispatched by TOP SECRET-cleared U.S. citizens and transported across international borders by professional diplomatic couriers or nonprofessional couriers appropriately approved according to 12 FAM 142 or the Defense Courier Division (DCD). Frequency and routing of routine dispatches are controlled by the Office of the Diplomatic Courier Service (DS/C/DC; see 12 FAM 100).
14 FAH-4 H-212.2-4 Receipt of [C] Pouches
(CT:DPM-40; 08-07-2024)
a. All [C] pouches must be signed by authorized persons as described in 12 FAM 126.
b. [C] pouches must be opened, closed, or inspected in the classified pouch facility, and only by Top Secret-cleared U.S. employees.
14 FAH-4 H-212.2-5 Security Violations and Suspected Compromise of Classified Pouch
(CT:DPM-40; 08-07-2024)
a. Examples of security violations and suspected compromises that must be reported include but are not limited to:
(1) An unregistered classified item;
(2) An improperly sealed pouch that permits access;
(3) A classified diplomatic pouch-out-of-control incident, where a classified registered item has been out of control of the cleared U.S. citizen (see 12 FAM 130); or
(4) Information about pouches given to unauthorized persons.
b. Upon discovery of any of the security violations listed above, the pouch control officer (PCO) must report the violation, along with suspected compromise of contents, within 24 hours by:
(1) Submitting a Pouch Discrepancy Report in ILMS-DPM;
(2) Notifying the RSO at the receiving post; and
(3) Notifying the Program Applications Division (DS/IS/APD; see 12 FAM 550).
c. Reports on suspected compromises must provide full details. The PCO must give the seals, tags, invoices, and the pouch itself (when covert penetration is suspected) to the RSO at the post where the suspected compromise was discovered.
14 FAH-4 H-213 POUCH CONTAINERS
(CT:DPM-40; 08-07-2024)
14 FAH-4 H-213.1 Types of Pouch Containers
(CT:DPM-40; 08-07-2024)
Most commonly used pouch container types are {Crate}, {W}, {O}, {X}, {B}, {K}, {G}, and {L}. A “T” suffix indicates that the bag is tangerine in color and specifically used for classified pouch shipments.
14 FAH-4 H-213.1-1 {Crate}
(CT:DPM-40; 08-07-2024)
a. Any non-conveyable item prepared and documented as a diplomatic pouch is called a {Crate} pouch. {Crate} pouches are either tri-wall cardboard containers, wooden boxes constructed around the item(s), or hard cases, e.g., “Pelican” cases (also called “Zero” cases).
NOTE: Tangerine/orange hard cases may be shipped as classified diplomatic crate pouches. Hard cases must be legibly marked “U.S. DEPARTMENT OF STATE – DIPLOMATIC POUCH” on at least one side. Tangerine hard cases must not be used for unclassified shipments. All hard cases of any other color must be shipped in a pouch bag. If travel is urgent and pouches are unavailable, each hard case must be stenciled or otherwise legibly marked: “U.S. DEPARTMENT OF STATE – DIPLOMATIC POUCH” on at least one side. In such instances, post must coordinate the shipment in advance with its supporting Regional Courier Division or Hub, as unbagged hard cases are not easily identifiable as diplomatic pouches.
b. The Vienna Convention on Diplomatic Relations does not require {Crates} to be covered to be considered diplomatic pouches. However, the Department requires that unclassified {Crates} be covered in burlap to prevent confusion with household effects (HHE) and other cargo shipments. The Department also requires that classified {Crates} be covered on all sides in burlap or a tangerine-colored equivalent material to completely shield the item from view and make casual penetration difficult. Burlap must be secured with sufficient staples or adhesive to withstand transport.
c. To meet Department security requirements, {Crate} pouches must be cross-banded with metal or plastic bands. Plastic bands are preferred for safety reasons. Additionally, it is the originating office’s physical and fiscal responsibility to obtain materials and cover and band containers.
NOTE: Unbagged hard cases do not need to be banded if they are appropriately locked and sealed to prevent opening during transit.
d. To reduce the risk of damage, when {Crate} pouches contain more than one item, employees must ensure that items are packed well enough to withstand rough handling and storage. If {Crates} contain more than one item, only one registry number should be placed on the outside of the {Crate} for identification purposes. {Crates} made from bulk containers for bundling multiple items, may not exceed Normal Restrictions, or the post-specific restriction (whichever is smaller) without obtaining an exception from the Regional Diplomatic Courier Office. The restrictions are located on the A/LM/PMP/DPM website.
e. {Crates} should be sturdy enough to withstand transport. Single-layer cardboard often bends or tears in transit causing damage to items, displaying contents, and can compromise national security. {Crates} should be strong enough to support rough handling and the weight of the material inside. See 14 FAM 723.2 c for recommendations.
f. Small, lightweight crates should not have skids on them. Large crates, or crate pouches weighing more than 50 kgs /110 lbs. are usually moved by forklift or pallet jack and therefore require skid runners equal in size to the crate. Do not band pallets to crates.
g. Tri-wall cardboard is preferred over wood. Wooden crates are heavier and more costly to move. In accordance with the Department of Agriculture (USDA) (7 CFR 319.40) if wood materials are used for importing of goods, it must be heat-treated (preferred) or fumigated (see 14 FAM 614.9).
h. When host nations permit crates, any items weighing more than 50 kgs / 110 lbs. should be crated instead of placed in a pouch bag. This will reduce the risk of damage to contents and minimize injury to pouch handlers.
i. Classified pouch customers sending five or more items for a single destination must burlap and band all items. High-volume customers must burlap and band all items. In general, high-volume customers are defined as those who deliver 25 or more items per week. Exceptions to the burlap requirement are items for posts with no-crate restrictions and items smaller than 1 cubic foot / 0.3 cubic meters.
14 FAH-4 H-213.1-2 {W} Bag
(CT:DPM-40; 08-07-2024)
{W} bags are the largest type of canvas/nylon pouch currently available. Use them for single oversize items. Place only one item in a {W} bag or secure multiple parcels together so they travel as one. When this option is used, items must be secured in a manner that will withstand transportation. {W} bags with multiple loose items, or items that become loose inside are a safety hazard for pouch handlers. Although bag sizes can vary, the general dimensions of a {W} bag are 42” x 28” x 26” (length by width by height). The maximum weight for a {W} bag is 50 kgs / 110 lbs. Pouches for posts with a host nation no-crate restriction may exceed this weight when an item must be shipped via classified pouch and cannot be broken down but remember that these pouches are moved physically by people, and not by machines. Any other exception to exceed the weight limit of a (W) bag must be approved in advance by the Branch Chief, A/LM/PMP/DPM or the Regional Diplomatic Courier Office via the ILMS Self-Service Portal.
14 FAH-4 H-213.1-3 {O} Bag
(CT:DPM-40; 08-07-2024)
The general dimensions of the {O} and {O+} bags are 40” x 20” x 20”. When transporting multiple items, the maximum combined weight of all items in the {O} bag is 30 kgs (66 lbs.).
14 FAH-4 H-213.1-4 {X} Bag
(CT:DPM-40; 08-07-2024)
The {X} bag is the standard diplomatic pouch bag for the Department and is designed to contain single or multiple items. There are four sizes of {X} bags: {X3}, {X4}, {X6}, and {X7}. When transporting multiple items, the maximum combined weight of all items in the {X} bag is 30 kgs (66 lbs.). Maximum single item dimensions for the various types of {X} bags are:
· {X3}: 28" x 18" x 10"
· {X4}: 26" x 16" x 13"
· {X6}: 24" x 15" x 15"
· {X7}: 30" x 18" x 12"
14 FAH-4 H-213.1-5 {B} Bag
(CT:DPM-40; 08-07-2024)
The general dimensions of the {B} bags are 57” in length and 44” in width and they are constructed of a lightweight polypropylene material. Use this bag for single or multiple items (e.g., letters, flats, and parcels). When transporting multiple items, the maximum combined weight of all items in the {B} bag is 25 kgs (55 lbs.).
14 FAH-4 H-213.1-6 {K} Bag
(CT:DPM-40; 08-07-2024)
There are two types of {K} bags, {KT} and {K5}. Both are tangerine in color only. Use these bags only for lightweight courier dispatches of letters and flats. The general dimensions of a {K} bag are 18” in height and 15” in width. When transporting multiple items, the maximum combined weight of all items in a {K} bag is 7 kgs (15 lbs.).
14 FAH-4 H-213.1-7 {G} Bag
(CT:DPM-40; 08-07-2024)
There are two types of {G} bags, {GT} and {G4}. Both are tangerine in color. This is the smallest standard size bag. Use this bag only for lightweight courier dispatches of letters and flat mail. When transporting multiple items, the maximum combined weight of all items in the {G} bag is 2 kgs (5 lbs.).
14 FAH-4 H-213.1-8 {L} Bag
(CT:DPM-40; 08-07-2024)
a. The general dimension of the {L} bags are 30” in length and 23” in width and they are constructed of a lightweight polypropylene material. It is not as sturdy as a canvas/nylon bag and is limited in the number of dispatches. If the fabric is not torn, ripped, or frayed, this bag can be reused.
b. The maximum combined weight of all items in the {L} bag is 15 kgs (33 lbs.).
c. Do not use this bag for other than its original purpose. Do not use for classified material or courier dispatch.
d. Reference 14 FAH-4 H-217 for destroying damaged pouches.
14 FAH-4 H-213.2 Container Markings
(CT:DPM-40; 08-07-2024)
a. All shipping containers used as a diplomatic pouch must legibly display on at least one surface:
U.S. DEPARTMENT OF STATE
DIPLOMATIC POUCH
b. Canvas, nylon, or plastic bag containers used as diplomatic pouches must have a Pouch ID (a unique two-part alphanumeric identifier) displayed on at least two of its opposite surfaces that include the Bag Type and Pouch Number, e.g., “W-09601.”
c. {Crate} pouches from posts have the Department's or the sending agency's registry number preceded by “A-” or “C-” displayed on the tag.
d. Do not ship items by the diplomatic pouch that require outside labeling, marking, or identification on the diplomatic pouch (such as “fragile,” “this side up,” or “hazardous cargo”). These markings violate the integrity, safety, and security of the diplomatic pouch.
14 FAH-4 H-213.3 Container Seals
(CT:DPM-40; 08-07-2024)
14 FAH-4 H-213.3-1 Information About Seals
(CT:DPM-40; 08-07-2024)
a. Pouches must be sealed with Department-approved self-locking zip-type plastic ties.
b. Lead and/or plastic string-type seals are prohibited unless required by the host country. For additional information, see the A/LM/PMP/DPM website). Barring a host-country requirement, all other posts must dispose of outdated lead and/or plastic string-type seals. Surplus lead seals must be placed in closed containers, labeled as a lead hazard and locally recycled. If recycling is not an option, lead seals must be disposed of as hazardous waste in accordance with local practices. For further guidance on safe handling and disposal of lead seals, see the A/LM/PMP/DPM website.
c. Department-issued self-locking zip-type plastic seals have a seal number with a matching barcode imprinted on them to provide an enhanced level of security against tampering and expedited pouch processing in ILMS. Gray seals for unclassified pouches have the letter U followed by eight consecutive digits. Red seals for classified pouches have the letter C followed by eight consecutive digits. ILMS DPM posts must enter the seal number into ILMS DPM as directed in 14 FAH-4 H-213.3-2. Both classified and unclassified seals are considered controlled items. As such, locally employed (LE) staff must ask the Pouch Control Officer (PCO) or their cleared American supervisor, or designee for the exact number of (unclassified) seals required for each day’s pouching.
d. Pouch seal numbers are required to create a pouch tag/invoice in ILMS DPM. To alleviate pressure on posts, DPM encourages the use of ITCCB-approved scanners common at many DPO locations. These scanners plug into a USB port and read and populate any field with the associated barcode number.
e. If you need additional pouch items for UNCLASS or CLASS, submit a request via the ILMS Self Service Portal and DPM will send you the pouching materials at no cost to post via Pouch mail. Upon request, the newer self-locking plastic seals will be shipped to post by DPM and tracked in ILMS. Ordering information is available on the A/LM/PMP/DPM website.
14 FAH-4 H-213.3-2 Using Seals
(CT:DPM-40; 08-07-2024)
a. {W}, {O}, {X}, and some {BT} pouches have a belt and hasp around the top of the pouch. Cinch the bag tightly and close the hasp over the staple. Take the plastic self-locking seal and lace the seal through the staple and the tag eyelet and tighten. Pull the tail of the seal until the seal is secured tightly around the staple.
b. For canvas, nylon, or plastic bags without a belt and hasp, gather the top of the bag as tightly as possible. Take the plastic self-locking seal and strap it around the top of the pouch and through the eyelet of the tag and tighten. Pull the tail of the seal until it is secured tightly around the top of the pouch bag. The {B} and {L} bags have holes near the top of the pouch bag. Make sure that the seal is run through these holes in order to secure the pouch and prevent tampering.
c. After sealing the pouch, check to see if the pouch is properly secured. If it is determined that there is an opening large enough for an item(s) to be removed from or inserted into the pouch, it must be resealed.
d. For {B} and {L} pouches, do not place seals so low on the pouch bag that the pouch number or the diplomatic markings are obscured.
e. For cross-banded {Crate} pouches, place the barcoded seal at the cross-band location closest to the pouch tag. Pull the tail until the seal is tight around the bands. If post wishes to use a second seal for another cross-band location, do not use a second barcoded seal; instead, use a plain electrician's cable tie or string-type seal. Post must enter the seal number in the "Pouch Seal" field on the Quick Pouch Build page or the Build/Modify Pouch page.
f. For hard cases that are unbanded, place the seal through the preformed holes intended for a lock.
14 FAH-4 H-214 POUCH TAGS
(CT:DPM-40; 08-07-2024)
14 FAH-4 H-214.1 Information About Pouch Tags
(CT:DPM-40; 08-07-2024)
a. All containers used as pouches must have a pouch tag attached. {Crate} pouches may have the tag (1) stapled on the surface; (2) attached to the cross band using a seal; or (3) placed inside a custom plastic shipping envelope affixed to the crate.
b. The standard size of a pouch tag is 7 inches by 4 1/2 inches.
c. All pouches must bear a Department-approved reusable Diplomatic Pouch Tag rather than a single-use locally procured pouch tag (see 14 FAH-4 Exhibit H-214). The letter of the pouch channel ([A] or [C]) is in bold in the lower right corner on the front of the tag. [A] tags are bordered in blue; [C] tags are bordered in red.
d. DPM offers lifting hazard tags to help protect employees from back injuries while attempting to move heavy items. Heavy object warning tags instruct people on how to properly lift the item, and to be aware of tip-over hazards. Heavy warning tags are yellow with a dashed black border and larger than [A] or [C] tags to see easily.
e. DPM will distribute pouching materials at no cost. Upon request, the Department-approved pouch tags will be shipped to post by DPM. Ordering information is available on the A/LM/PMP/DPM website.
14 FAH-4 H-214.2 Using Pouch Tags
(CT:DPM-40; 08-07-2024)
a. The Department-approved reusable tag has the Seal of the United States and the words DIPLOMATIC POUCH on the back of the tag.
b. Posts are required to affix a system-printed label that includes a barcode and other information to the front of the tag. Department-approved pouch tags can be reused by peeling off the old ILMS DPM sticker and applying a new one for post’s outbound shipment.
c. All containers used as diplomatic pouches must show the Department or one of its posts abroad as addressor and addressee on the pouch tag even if its entire contents are for another agency.
d. Heavy object warning tags should be placed under [A] or [C] tags for any pouch bag that weighs more than 50 lbs./23.5 kgs.
14 FAH-4 H-215 ORDERING POUCH SUPPLIES
(CT:DPM-18; 12-18-2014)
Requisition pouch and mail supplies along with all other general office supplies in accordance with 14 FAM 230. Authorized pouch supplies, recommended vendors, and estimated prices can be found on the A/LM/PMP/DPM website.
14 FAH-4 H-216 RETURNING SURPLUS POUCHES
(CT:DPM-40; 08-07-2024)
a. Posts must return empty canvas or nylon pouches (“sacs vides”) in excess of post's immediate needs to the Department. Surplus pouches must be returned on a regularly scheduled basis and must not be allowed to accumulate for long periods of time.
b. Posts are responsible for the transportation cost of sac vide shipments.
c. Posts must return sacs vides via unclassified pouch. Do not mail sacs vides by the Military Postal Service or DPO.
d. Use the following pouching procedures:
(1) Inspect the condition of pouches. Pouches that have powders or other residues that could be considered suspicious should not be returned because the residue would cause disruption to SA-32 operations. Damaged or otherwise unusable pouches must be destroyed locally at post, e.g., shredding, burning, etc. Damaged pouches must be destroyed in a manner to prevent reuse for any other purpose. This activity must be logged in ILMS DPM so that the pouch is permanently removed from the pouch inventory. Destruction of damaged or unusable sacs vides must be certified by the Pouch Control Officer (PCO) using Integrated Logistics Management System (ILMS) software. This policy applies to reusable tangerine or white canvas/nylon sacs vides and disposable black plastic pouches. Damaged or unusable pouches may be returned to DPM (SA-32) if post is unable to destroy on site;
(2) Stuff a white (not tangerine) canvas {X} or {O} diplomatic pouch bag with surplus empty pouches. Surplus white and tangerine bags may be mixed in the same pouch bag, but do not put correspondence or packages (“live mail”) in the same pouch as sacs vides;
(3) Click on the "Sac Vide" radio button in ILMS and enter each of the empty bags you are sending back. Use the normal [A] pouch tagging and sealing procedures to close the pouch; and
(4) Take great care to assure sacs vides do not contain any prior invoices or pouch contents.
14 FAH-4 H-217 DESTROYING DAMAGED POUCHES
(CT:DPM-40; 08-07-2024)
Damaged or otherwise unusable pouches must be destroyed locally at post, e.g., shredding, burning, etc. Damaged pouches must be destroyed in a manner to prevent reuse for any other purpose. Pouch bags with a hole large enough to remove the invoice or items should be returned to DPM for patching (if otherwise in good condition) or destroyed as noted above. Destruction of damaged or unusable sacs vides must be certified by the Pouch Control Officer (PCO) using Integrated Logistics Management System (ILMS) software. This policy applies to reusable tangerine or white canvas/nylon sacs vides and disposable black plastic pouches. Damaged or unusable pouches may be returned to DPM (SA-32) if post is unable to destroy on site.
14 FAH-4 H-218 AND 219 UNASSIGNED
14 FAH-4 Exhibit H-214
Pouch Tags
(CT:DPM-18; 12-18-2014)
