[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