[Federal Register Volume 59, Number 233 (Tuesday, December 6, 1994)]
[Unknown Section]
[Page 0]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 94-29957]


[[Page Unknown]]

[Federal Register: December 6, 1994]


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GENERAL SERVICES ADMINISTRATION

41 CFR Part 101-9

[FPMR Amendment A-53]
RIN 3090-AF14

 

Federal Mail Management

agency: Federal Supply Service, GSA.

action: Final rule.

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summary: This regulation establishes Federal mail management policy 
within the Federal Property Management Regulations. The regulation is 
necessary to improve the management of Federal incoming, internal, and 
outgoing mail, and to reduce mail costs through a comprehensive mail 
management program. This mail management program requires that agencies 
keep mail processing steps to a minimum; apply sound workflow 
principles; use automation and modern equipment, supplies, and training 
to the maximum extent cost-effective; and streamline operations to 
increase efficiency. Each Federal agency is expected to establish an 
appropriate program for the management of mail at each agency facility 
as well as on an agencywide basis.

effective date: December 6,1994.

for further information contact: Bill Percival, Mail Management Branch 
(703-305-7577).

supplementary information: The General Services Administration (GSA) 
has determined that this rule is not a significant rule for the 
purposes of Executive Order 12866.

Regulatory Flexibility Act

    This final rule is not required to be published in the Federal 
Register for notice and comment. Therefore the Regulatory Flexibility 
Act does not apply.

List of Subjects in 41 CFR Part 101-9

    Government property management, Mail management.

    For the reasons set forth in the preamble, 41 CFR Chapter 101 is 
amended as follows:
    Part 101-9 is added to Subchapter A, General, to read as follows:

PART 101-9--FEDERAL MAIL MANAGEMENT

Sec.
101-9.000  Scope of part.

Subpart 101-9.1--General Provisions

101-9.101  Authority.
101-9.102  Objective.
101-9.103  Definitions.

Subpart 101-9.2--Program Implementation

101-9.201  Agency responsibilities.
101-9.202  Operational cost control functions at a facility level.

Subpart 101-9.3--Reporting Requirements

101-9.301  Agency mail manager information.
101-9.302  Agency mail program data.

Subpart 101-9.4--GSA Responsibilities and Services

Subpart 101-9.5--U.S. Postal Service Assistance

Subpart 101-9.49--Illustrations

101-9.4900  Scope of subpart.
101-9.4901  [Reserved]
101-9.4902  Format for mail profile data.

    Authority: Sec. 2, Pub. L. 94-575, as amended; 44 U.S.C. 2904; 
Sec. 205(c), 63 Stat 390; 40 U.S.C. 486(c).


Sec. 101-9.000  Scope of part.

    This part sets forth policy for efficient, effective, and 
economical management by Federal agencies of incoming, internal, and 
outgoing mail.

Subpart 101-9.1--General Provisions


Sec. 101-9.101  Authority.

    Section 2 of Public Law 94-575, the Federal Records Management 
Amendments of 1976 (FRMA), as amended, requires the Administrator of 
General Services to provide guidance and assistance to Federal agencies 
on records management, which includes the processing of mail by a 
Federal agency. GSA's responsibility extends to all Federal agencies.


Sec. 101-9.102  Objective.

    The objective of mail management is to ensure rapid handling and 
accurate delivery of mail throughout the agency at minimum cost 
consistent with agency mission requirements.


Sec. 101-9.103  Definitions.

    In part 101-9, the following definitions apply:
    Addressing standards means the rules and regulations governing the 
addressing of mail, developed by the U.S. Postal Service, that enhance 
the processing and delivery of mail, reduce ``undeliverable as 
addressed'' mail, and provide cost reduction opportunities.
    Class of mail means the classes of mail (First-Class, Second-Class, 
Third-Class, Fourth-Class, and Express Mail) established by the U.S. 
Postal Service for U.S. domestic mail.
    Courier means a private delivery company or an individual that 
works for such a company.
    Expedited mail is a generic term used to describe mail to be 
delivered faster than U.S. Postal Service delivery of First, Second, 
Third, and Fourth-Class mail.
    Facility means any location where mail is processed for dispatch.
    Facility mail manager means the persons responsible for mail 
management at a facility.
    Federal agency or agency means any executive department as defined 
in 5 U.S.C. 101, a wholly owned Government corporation as defined in 31 
U.S.C. 9101, any independent establishment in the executive branch as 
defined in 5 U.S.C. 104, any establishment in the legislative or 
judicial branch of the Government (except the Supreme Court, the 
Senate, the House of Representatives, and the Architect of the Capitol 
and any activities under the direction of the Architect of the 
Capitol).
    Incoming mail means mail coming into the agency delivered by an 
outside source (vendor or agency).
    Internal mail means mail that is transmitted within an agency by 
that agency's mail center staff, including worldwide distribution, and 
is not processed for delivery by the U.S. Postal Service or any private 
company.
    Letter means a message directed to a specific person or address and 
recorded in or on a tangible object. A message consists of any 
information or intelligence which is recorded on tangible objects such 
as paper in sheet and card form, or magnetic media.
    Mail means letters, hard copies of electronic communications, 
memoranda, post and postal cards, documents, drawings, microfiche, 
publications, catalogs and other hard copy communications, as well as 
packages meeting U.S. Postal Service size and weight requirements, for 
distribution or dispatch regardless of the distribution, dispatch, or 
delivery method including messengers and couriers. An item is 
considered mailable if it meets the following requirements set by the 
U.S. Postal Service: a mailable item is an item that will not injure 
people or property, weighs 70 pounds or less, and is not more than 108 
inches (combined length and girth). Mailability requirements, 
restrictions, and exceptions are found in the U.S. Postal Service's 
Domestic Mail Manual (other mail vendors provide similar written 
guidance for items sent via their delivery services).
    Mail center means a centralized location where mail is processed.
    Mail piece design means preparation of letters, cards, and flats 
consistent with U.S. Postal Service requirements and recommendations.
    Mail preparation means those processes involved in preparing mail 
for dispatch in such a way that it meets U.S. Postal Service 
requirements. These processes include, but are not limited to: sorting, 
barcoding, banding, air control tagging (ACT), designing mail pieces, 
and palletizing.
    Messenger means an agency employee who delivers agency mail.
    Outgoing mail means mail generated from within an agency facility 
that is addressed for delivery outside that facility; i.e., within or 
outside the agency, and is processed for delivery by the U.S. Postal 
Service or a private company.
    Service standard means the dependability (consistency of arrival at 
addressee's location) and timeliness (meets delivery standard 
established for the class of service procured) of mail delivery.
    Special services means services for fees other than postage; e.g., 
registered, certified, insured, business reply mail, merchandise 
return, certificates of mailing, and return receipts.
    Worksharing means presorting, barcoding, or otherwise processing 
outgoing mail in such a way as to qualify for reduced postage rates. 
Agencies may participate in worksharing through contracts with vendors, 
when authorized by that agency to enter into such contracts, or through 
in-house efforts.

Subpart 101-9.2--Program Implementation


Sec. 101-9.201  Agency responsibilities.

    The head of each agency, or his or her designee, must designate an 
agency mail manager to be responsible for establishing an agencywide 
mail management program. The agency mail manager must have visibility 
within the agency and be at a managerial level enabling him or her to 
execute an agencywide program. The responsibilities of the agency mail 
manager include:
    (a) Ensuring agencywide awareness and compliance with the mail 
management standards set forth by the U.S. Postal Service in the 
Domestic Mail Manual, the International Mail Manual, the Memo to 
Mailers, and the Postal Bulletin, as well as GSA standards and 
guidelines.
    (b) Negotiating on behalf of the agency with the U.S. Postal 
Service for mail related services and implementing operational 
procedures for services acquired from private delivery vendors and 
couriers.
    (c) Developing and distributing throughout the agency an agency 
mail cost control program. The agency cost control program must 
include, in addition to written policies regarding actions and 
procedures necessary to provide timely and cost-effective dispatch and 
delivery of mail, a plan for transition to automated mailing 
procedures, including: automated addressing, address list management, 
and electronic mail. This program must include:
    (1) Developing and issuing on an agencywide basis program 
directives, guidance, and policies for timely and cost-effective mail 
management. Copies of program directives, policies, and guidance must 
be available for inspection by GSA. This includes at a minimum:
    (i) Instructing mailers to use expedited mail only when required. 
Mail managers should require that mailers avoid excessive use of 
expedited mail services. Generally, expedited mail should not be used 
on Fridays, weekends, or the day before a holiday. When expedited mail 
is needed on Fridays, weekends, or the day before a holiday, the mail 
manager must coordinate with the mailer to ensure delivery to the 
addressee. For example, if the addressee's building will not be opened 
consider other delivery arrangements. The mail manager must establish 
control procedures including written instructions on cost-effective use 
of expedited mail and must review scheduled expedited mail dispatches 
to determine if expedited service is necessary. If expedited mail is 
not necessary, alternatives to be considered include, but are not 
limited to: First-Class and Priority Mail, from the U.S. Postal Service 
and package delivery services from other vendors, if the agency has the 
authority to contract for or enter into agreements with such vendors 
and in accordance with any existing contracts or agreements for such 
services to which the agency is a party.
    (ii) Maximizing agency cost-effective participation in worksharing 
programs. This includes proper address list management, compliance with 
automation addressing standards, presorting, and barcoding.
    (2) Monitoring through the agency's local mail managers at all mail 
facilities, mailings, and other mail management activities using onsite 
inspections, checklists, or other inspection/review methods.
    (3) Developing and directing agency programs and plans for proper 
use of transportation, equipment, and supply vendors, relative to mail 
management.
    (4) Maintaining records of agencywide volumes (in pieces) and 
agency postage expenditures (in dollars) by class, weight, special 
services, and subclass/rate category of mail. One consolidated report 
on outgoing mail volumes, postage expenditures, and mailable matter 
dispatched to all carriers must be maintained. (Suggested format 
appears in Sec. 101-9.4902.)
    (5) Establishing procedures for the review and verification of 
vendor charges including charges contained in the U.S. Postal Service's 
Official Mail Accounting System billings. U.S. Postal Service charges 
and other vendor charges must be reviewed and verified at each facility 
to ensure billing accuracy.
    (6) Ensuring that facility mail managers increase their knowledge 
and skills in mail management on a continuing basis. Training sources 
include, but are not limited to: U.S. Postal Forums, Postal Customer 
Council meetings, and training offered by the GSA Interagency Training 
Center.


Sec. 101-9.202  Operational cost control functions at the facility 
level.

    The following operations and procedures are applicable to all 
Federal mail centers, facilities, and offices that generate and process 
mail. Each facility must designate a mail manager. The facility mail 
manager is responsible for:
    (a) Reviewing, on a continuing basis, facility mail practices and 
procedures to identify opportunities for improvement and 
simplification.
    (b) Providing centralized control at each facility of all mail 
processing activities including regularly scheduled and specialized 
mail messenger services, equipment, and personnel.
    (c) Providing training which:
    (1) Informs all levels of facility personnel on cost-effective 
mailing practices for incoming, internal, and outgoing mail.
    (2) Includes supplemental guidance and instruction in a format 
designed for easy reference, revision, and use by persons processing 
incoming, internal, and outgoing mail or using mail messenger 
operations. Such information must be distributed to all persons 
processing mail and users of mail messenger services.
    (d) Establishes a policy of and procedures for participation in the 
Cooperative Administrative Support Unit (CASU) program where applicable 
and when cost-effective. A CASU can typically provide pickup, sorting, 
and dispatch of mail through a CASU-managed mail center.
    (e) Where authorized, contracting for worksharing programs when 
mail volumes or lack of resources for proper mail preparation; e.g., 
presorting and barcoding, make contracting for worksharing the cost-
effective choice. Any solicitation for contracting for a mail center 
must require the contractor to comply with operational procedures of 
the agency mail cost control program.
    (f) Conducting discussions with local U.S. Postal Service for mail 
related services and implementing operational procedures for services 
acquired from mail delivery vendors or couriers.
    (g) Processing mail by class with expedited mail, First-Class, and 
Priority Mail being processed before lower classes of mail.
    (h) Attempting to deliver mail to the action office (the office 
responsible for taking action on the mail once it is received) within 6 
hours after it is received by the agency from the carrier. Every 
attempt should be made to deliver mail to the address or addressee's 
office; however, incoming bulk business rate mail addressed to an 
individual may be discarded if the facility cannot readily ascertain 
the name or whereabouts of the addressee. Incoming First-Class mail 
that cannot be delivered must be returned to the sender, per the U.S. 
Postal Service's Domestic Mail Manual.
    (i) Reporting unauthorized use of agency postage including penalty 
or commercial mail stamps, meter impressions, or other postage indicia 
immediately upon discovery to the agency Inspector General or internal 
security office, as appropriate.
    (j) Reporting mail center deviations from the agency's 
occupational, safety and health program, in accordance with 29 CFR part 
1960 and 29 CFR part 1910.
    (k) Establishing and implementing procedures to ensure that mail 
complies with U.S. Postal Service addressing standards which include 
automated and electronically generated mailing addresses in order to 
eliminate as many handwritten addresses as possible. Compliance 
includes ensuring machine readability, proper formatting, use of 
directionals (N. Main St., 4th St., NW, etc.), and accurate mail 
preparation for the various classes and discount rates and/or for the 
best possible delivery service. The U.S. Postal Service publications 
(Domestic Mail Manual, International Mail Manual, Memo to Mailers, and 
the Postal Bulletins) contain all U.S. Postal Service regulations for 
proper mail preparation and dispatch, and must be utilized at each 
location where outgoing mail is processed.
    (l) Establishing and reviewing annually in conjunction with the 
agency security office, a mail security program to ensure appropriate 
security requirements while not creating undue delay in mail 
processing. The mail security program must, at a minimum, detail policy 
and procedures for safe and secure facility operations and for the safe 
transportation and processing of mail.
    (m) Reviewing, prior to the creation of the pieces to be 
dispatched, all mailings which will (i) consist of 200 or more pieces, 
or (ii) weigh 50 or more pounds, including mail to be dispatched on 
behalf of the agency by a third party, for example, the Government 
Printing Office, to ensure that the agency's needs are met at the 
lowest possible cost. Mail managers will coordinate with agency 
printing specialists about the mailing portion of contracted printing 
jobs prior to entering into a printing agreement.
    (n) Establishing and publishing the facility's mail delivery and 
pickup times, based on need for service, established through the study 
of mail volumes and service requirements. The facility mail manager's 
goal is to provide service to the facility at the lowest possible cost. 
Consistency in mail pickup and delivery can help achieve the goal.
    (o) Maintaining close liaison with agency correspondence managers 
and providing guidance on correspondence management decisions such as 
the development and design of mailing materials including: Business 
Reply Mail, letterhead, mailing labels, and envelope design.
    (p) Notifying facility personnel that personal incoming, internal, 
and outgoing mail may not be processed in agency facilities. An 
exception may be granted at a facility for personnel living on the 
facility, personnel stationed outside the United States, or other 
situations where agency/facility personnel would otherwise suffer 
hardship.

Subpart 101-9.3--Reporting Requirements


Sec. 101-8.301  Agency mail manager information.

    Agencies will provide GSA with the name, title, mailing address, 
voice and fax telephone number (if applicable) of the designated agency 
mail manager (see Sec. 101-9.201), and must update the information as 
necessary. This information will be submitted to GSA as follows: 
General Services Administration, Attn: Mail Management Branch (FBXM), 
Room 815, Washington, DC 20406-0001.


Sec. 101-9.302  Agency will program data.

    (a) Agencies will maintain data, on mail volumes and postage 
expenditures. This data will conform with the requirements of Sec. 101-
9.201(c)(4) of this part. Maintaining this information is critical for 
agencies to accurately manage their mail programs and to gauge the 
impacts of rates and classification changes.
    (b) Agencies are encouraged to submit narratives, at the end of 
each fiscal year, on cost savings achieved through more efficient mail 
management, especially worksharing efforts. The narratives should 
highlight specific cost savings achieved as a result of mail 
consolidation, presorting, barcoding, use of a more cost-effective 
class of mail, etc. In addition, the narrative should specify whether 
discounts in mail presorting and barcoding are gained through contracts 
with vendors or through in-house worksharing efforts. Submit narratives 
to the GSA address in Sec. 101-9.301.

Subpart 101-9.4--GSA Responsibilities and Services

    GSA provides agency support in the following areas: arranging for 
extensions of service from the U.S. Postal Service (i.e., enhancements 
of services based on specialized requirements as defined by the 
Domestic Mail Manual); establishing liaisons with U.S. Postal Service 
at the national level; providing support in developing procedures with 
mail delivery vendors; providing assistance in developing and 
implementing worksharing programs; providing assistance in developing 
policy and guidance in mail management and mail operations; providing 
onsite assistance visits; assisting with mail center layout and design 
specifications; and providing training in mail program management and 
effective mail operations.

Subpart 101-9.5--U.S. Postal Service Assistance

    The U.S. Postal Service provides agency support in the following 
areas: supplies required for mail processing such as bags, tags, trays, 
hampers, priority envelopes, etc.; guidance on mail processing through 
national account representatives and other U.S. Postal Service 
personnel assigned to assist customers; training such as Postal 
Customer Councils and U.S. Postal Forums; and brochures, booklets, 
pamphlets, video tapes, posters, and other published materials on mail 
processing, mail classes, discount procedures, and current rate 
structure.

Subpart 101-9.49--Illustrations


Sec. 101-9.4900  Scope of subpart.

    This subpart contains illustrations suggested for use in connection 
with the subject matter covered in Part 101-9.


Sec. 101.9-4901  [Reserved]

BILLING CODE 6820-24-M

TR06DE94.023


BILLING CODE 6820-24-C
    Dated: September 29, 1994.
Julia M. Stasch,
Acting Administrator of General Services.
[FR Doc. 94-29957 Filed 12-5-94; 8:45 am]
BILLING CODE 6820-24-M