[Federal Register Volume 79, Number 112 (Wednesday, June 11, 2014)]
[Rules and Regulations]
[Pages 33477-33482]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2014-13592]


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GENERAL SERVICES ADMINISTRATION

41 CFR Part 102-192

[Change 2014-02; FMR Case 2008-102-4; Docket 2008-0001; Sequence 7]
RIN 3090-AI79


Federal Management Regulation (FMR); Mail Management; 
Requirements for Agencies

AGENCY: Office of Asset and Transportation Management (MA), Office of 
Government-wide Policy (OGP), GSA.

ACTION: Final rule.

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SUMMARY: The U.S. General Services Administration (GSA) is amending the 
Federal Management Regulation (FMR) by revising its mail management 
policy. This amendment revises the term ``commercial payment process'' 
and removes the requirement that agencies pay the United States Postal 
Service (USPS) using only commercial payment processes. This final rule 
changes the date of the annual mail management report, removes the 
description of facility and program mail manager responsibilities, and 
requires all agencies to expand existing mail security policy to 
include guidance for employees receiving incoming and sending outgoing 
official mail at alternative worksites. Finally, this final rule 
encourages agencies to implement the process of mail consolidation, 
increase sustainable activities in their mail programs, and makes 
editorial and technical corrections. This case is included in GSA's 
retrospective review of existing regulations under Executive Order 
13563.

DATES: Effective: August 11, 2014.

ADDRESSES: Additional information is available at www.gsa.gov/improvingregulations.

FOR FURTHER INFORMATION CONTACT: For clarification of content, contact 
Linda Willoughby, Office of Government-wide Policy, Mail Management 
Policy, at 202-219-1083, or by email at linda.willoughby@gsa.gov. 
Please cite FMR case 2008-102-4. For information pertaining to status 
or publication schedules, contact the Regulatory Secretariat (MVCB), 
1800 F Street NW., Washington, DC 20405, 202-501-4755.

SUPPLEMENTARY INFORMATION:

A. Background

    GSA is amending this regulation to reverse an interim rule first 
issued on June 6, 2002, in the Federal Register (67 FR 38896) that 
required all payments to the United States Postal Service (USPS) to be 
made using commercial payment processes, not the Official Mail 
Accounting System (OMAS). As a result of agency comments and waiver 
requests received, it became clear that many agencies were unable to 
move to commercial payment. Additionally, enhancements in OMAS allowed 
for accountability to agencies at the program level, which is important 
for cost containment. This rule allows agencies to pay the USPS using 
commercial payment processes, their existing OMAS account, or a 
combination of the two. This approach is consistent with comments 
received on the proposed rule published in the Federal Register on 
January 9, 2009 (74 FR 870). In addition, this rule incorporates 
several changes that GSA drafted in conjunction with the Federal Mail 
Executive Council.
    A proposed rule was published in the Federal Register on May 13, 
2013 (FMR Case 2008-102-4 at 78 FR 27908), that received 11 comments. 
Of these, 9 comments recommended keeping the annual reporting threshold 
for agencies with mail expenditures of $1 million or more (``large 
agencies''). GSA concurs with these comments and kept the reporting 
requirement for large agencies for two reasons. First, the current 
reporting from large agencies is thought to represent over 95 percent 
of mail expenditures. This is sufficient for the development of data-
driven policy. Second, the reporting requirement would be too 
burdensome for small agencies and would be costly. Members of the Small 
Agency Council (SAC) submitted 7 of 9 comments requesting to retain the 
large agency reporting requirement. SAC members have 6,000 or fewer 
employees. According to SAC, about 33 percent of the 90 agencies are 
micro-agencies with less than 100 employees and have mail expenditures 
under $20,000. Thus, GSA agrees that the proposed, expanded reporting 
requirement would be too burdensome on small agencies with low mail 
expenditures.
    Three comments were received on commercial payment. As the proposed 
change was to allow payment to the USPS from either commercial or 
through OMAS, the request for GSA to continue accepting deviation 
requests for OMAS is unnecessary. The definition of payment to non-USPS 
service providers was expanded in response to one comment received that 
the current definition was too limited.
    One commenter requested that GSA retain roles and responsibilities 
of the mail program and center managers in the regulation. GSA does not 
adopt this request as the information was duplicative and best used as 
a guide, as the requestor indicated. Lastly, GSA adopted some editorial 
comments and has addressed these comments below in the ``Changes to the 
Current FMR'' section.
    Two comments received were in support of keeping the consolidation 
of internal and external mail operations, as well as, supporting the 
sustainability activities in the mail program by incorporating 
strategies in accordance with Executive Order 13514. GSA appreciates 
these comments.

B. Changes to the Current FMR

    This final rule:

[[Page 33478]]

    1. Removes the agency requirement to pay the USPS using only 
commercial payment processes and redefines the term ``commercial 
payment process.''
    2. Beginning in fiscal year (FY) 2014, revises the annual mail 
management reporting date from January 15 to October 31.
    3. Requires large agencies with expenditures of $1 million or 
greater to submit an annual mail management report to GSA's Office of 
Government-wide Policy, Mail Management Policy, through the Simplified 
Mail Accountability Reporting Tool (SMART).
    4. Refers to an FMR bulletin that details the reporting 
requirements at www.gsa.gov/fmrbulletin.
    5. Removes the description of facility and program mail manager 
responsibilities.
    6. Recommends all agencies implement the process of consolidation 
for internal and external mail.
    7. Requires all agencies to expand existing mail security policy to 
include guidance for employees receiving incoming and sending outgoing 
official mail at an alternative worksite.
    8. Encourages agencies to increase sustainable activities in their 
mail programs.
    9. Makes editorial and technical corrections.

C. Executive Orders 12866 and 13563

    Executive Orders (E.O.s) 12866 and 13563 direct agencies to assess 
all costs and benefits of available regulatory alternatives and, if 
regulation is necessary, to select regulatory approaches that maximize 
net benefits (including potential economic, environmental, public 
health and safety effects, distributive impacts, and equity). E.O. 
13563 emphasizes the importance of quantifying both costs and benefits, 
of reducing costs, of harmonizing rules, and of promoting flexibility. 
This is not a significant regulatory action and, therefore, was not 
subject to review under section 6(b) of E.O. 12866, Regulatory Planning 
and Review, dated September 30, 1993. This rule is not a major rule 
under 5 U.S.C. 804.

D. Regulatory Flexibility Act

    This final rule will not have a significant economic impact on a 
substantial number of small entities within the meaning of the 
Regulatory Flexibility Act, 5 U.S.C. 601, et seq. This rule is also 
exempt from the Administrative Procedure Act per 5 U.S.C. 553(a)(2) 
because it applies to agency management or personnel.

E. Paperwork Reduction Act

    The Paperwork Reduction Act does not apply because the changes to 
the Federal Management Regulation do not impose recordkeeping or 
information collection requirements, or the collection of information 
from offerors, contractors, or members of the public which require the 
approval of the Office of Management and Budget (OMB) under 44 U.S.C. 
3501, et seq.

F. Small Business Regulatory Enforcement Fairness Act

    This final rule is exempt from Congressional review under 5 U.S.C. 
801 since it relates solely to agency management or personnel.

List of Subjects in 41 CFR Part 102-192

    Government contracts, Mail, Performance measurement, Records 
management, Reporting recordkeeping requirements, and Security.

    Dated: April 3, 2014.
Dan Tangherlini,
Administrator of General Services.

    For the reasons set forth in the preamble, GSA revises 41 CFR part 
102-192 to read as follows:

PART 102-192--MAIL MANAGEMENT

Subpart A--Introduction to This Part
Sec.
102-192.5 What does this part cover?
102-192.10 What authority governs this part?
102-192.15 How are ``I,'' ``you,'' ``me,'' ``we,'' and ``us'' used 
in this part?
102-192.20 How are ``must'' and ``should'' used in this part?
102-192.25 Does this part apply to me?
102-192.30 To what types of mail and materials does this part apply?
102-192.35 What definitions apply to this part?
102-192.40 Where can we obtain more information about the classes of 
mail?
102-192.45 How can we request a deviation from these requirements, 
and who can approve it?
Subpart B--Agency Requirements

Financial Requirements for All Agencies

102-192.50 What payment processes are we required to use?
102-192.55 Why must we use these payment processes?
102-192.60 How do we implement these payment processes?
102-192.65 What features must our finance systems have to keep track 
of mail expenditures?

Security Requirements for All Agencies

102-192.70 What security policies and plans must we have?
102-192.75 Why must we have written security policies and plans?
102-192.80 How do we develop written security policies and plans?

Reporting Requirements

102-192.85 Who must report to GSA annually?
102-192.90 What must we include in our annual mail management report 
to GSA?
102-192.95 Why does GSA require annual mail management reports?
102-192.100 How do we submit our annual mail management report to 
GSA?
102-192.105 When must we submit our annual mail management report to 
GSA?

Performance Measurement Requirements for All Agencies

102-192.110 At what levels in our agency must we have performance 
measures?
102-192.115 Why must we use performance measures?

Agency Mail Manager Requirements

102-192.120 Must we have an agency mail manager?
102-192.125 What is the appropriate managerial level for an agency 
mail manager?
102-192.130 What are your general responsibilities as an agency mail 
manager?
Subpart C--GSA's Responsibilities and Services
102-192.135 What are GSA's responsibilities in mail management?
102-192.140 What types of support does GSA offer to Federal agency 
mail management programs?

    Authority:  44 U.S.C. 2901-2904.

Subpart A--Introduction to this Part


Sec.  102-192.5  What does this part cover?

    This part prescribes policy and requirements for the effective, 
economical, and secure management of incoming, internal, and outgoing 
mail and materials in Federal agencies.


Sec.  102-192.10  What authority governs this part?

    This part is governed by section 2 of Public Law 94-575, the 
Federal Records Management Amendments of 1976 (44 U.S.C. 2901-2904, as 
amended), that requires the Administrator of General Services to 
provide guidance and assistance to Federal agencies to ensure 
economical and effective records management and defines the processing 
of mail by Federal agencies as a records management activity.


Sec.  102-192.15  How are ``I,'' ``you,'' ``me,'' ``we,'' and ``us'' 
used in this part?

    In this part, ``I,'' ``me,'' and ``you'' refer to the agency mail 
manager, a person working in a Federal mail operation, or the agency 
itself. Where the context does not make it entirely clear which is 
meant, the meaning is spelled out the first time a pronoun is used in 
the section. ``We,'' ``us,'' and ``you'' in the plural refer to your 
Federal agency.

[[Page 33479]]

Sec.  102-192.20  How are ``must'' and ``should'' used in this part?

    In this part--
    (a) ``Must'' identifies steps that Federal agencies are required to 
take; and
    (b) ``Should'' identifies steps that the GSA recommends. In their 
internal policy statements, agencies may require steps that GSA 
recommends.


Sec.  102-192.25  Does this part apply to me?

    Yes, this part applies to you if you work in mail management in a 
Federal agency, as defined in Sec.  102-192.35.


Sec.  102-192.30  To what types of mail and materials does this part 
apply?

    (a) This part applies to all materials that pass through a Federal 
mail center, including all incoming and outgoing materials. This 
includes:
    (1) First Class Mail;
    (2) Standard Mail;
    (3) Periodicals;
    (4) Package Services; and
    (5) Express Mail.
    (b) This part does not apply to shipments of parts or supplies from 
a material distribution center. A material distribution center is a 
warehouse that maintains and distributes an inventory of parts and 
supplies.


Sec.  102-192.35  What definitions apply to this part?

    The following definitions apply to this part:
    Accountable mail means any piece of mail for which a service 
provider and the mail center must maintain a record that shows where 
the mail piece is at any given time, and when and where it was 
delivered. Examples of accountable mail include United States Postal 
Service (USPS) registered mail and all expedited mail.
    Agency mail manager means the person who manages the overall mail 
management program of a Federal agency.
    Class of mail means one of the five categories of domestic mail as 
defined by the Mailing Standards of the USPS in the Domestic Mail 
Manual (DMM) located at http://pe.usps.gov/. These include:
    (1) Express mail;
    (2) First class (includes priority mail);
    (3) Periodicals;
    (4) Standard mail, bulk business mail; and
    (5) Package services.
    Commercial payment process means paying for postage using the 
United States Postal Service's Centralized Account Processing System or 
another payment approach used by the private sector.
    Commingling means combining outgoing mail from one facility or 
agency with outgoing mail from at least one other source.
    Consolidation means the process of combining into a container two 
or more pieces of mail directed to the same addressee or installation 
on the same day.
    Consolidation of facilities means the process of combining more 
than one mail center into a central location. The decision to 
consolidate should be based on a cost analysis comparing the projected 
cost savings to the cost of implementation.
    Expedited mail means mail designated for overnight and 2- or 3-day 
delivery by service providers. Examples of expedited mail include 
Dalsey, Hillblom, Lynn (DHL); Federal Express (FedEx); United Parcel 
Service (UPS); and United States Postal Service (USPS) express mail.
    Federal agency or agency as defined in 44 U.S.C. 2901(14) means--
    (1) An executive agency, which includes:
    (i) Any executive department as defined in 5 U.S.C. 101;
    (ii) Any wholly owned Government corporation as defined in 31 
U.S.C. 9101;
    (iii) Any independent establishment in the executive branch as 
defined in 5 U.S.C. 104; and
    (2) Any establishment in the legislative or judicial branch of the 
Government, except the Supreme Court, the Senate, the U.S. House of 
Representatives, the Architect of the Capitol, and any activities under 
the direction of the Architect of the Capitol. Federal facility or 
facility means any office building, installation, base, etc., where 
Federal agency employees work. This includes any facility where the 
Federal Government pays postage expenses even though few or no Federal 
employees are involved in processing the mail.
    Incoming mail means any mail that comes into a facility delivered 
by any service provider, such as DHL, FedEx, UPS, and USPS.
    Internal mail means mail generated within a Federal facility that 
is delivered within that facility or to a nearby facility of the same 
agency, so long as it is delivered by agency personnel.
    Large agency means a Federal agency whose collective total payments 
to all mail service providers equals or exceeds $1 million per fiscal 
year.
    Mail means that as described in Sec.  102-192.30.
    Mail center means an organization and/or place, within or 
associated with a Federal facility, where incoming and/or outgoing 
Federal mail and materials are processed.
    Mail expenditures means direct expenses for postage, fees and 
services, and all other mail costs, meter fees, permit fees, etc. 
(e.g., payments to service providers, mail center personnel costs, mail 
center overhead).
    Mail piece design means creating and printing items to be mailed so 
that they can be processed efficiently and effectively by USPS 
automated mail processing equipment.
    Official Mail means incoming or outgoing mail that is related to 
official business of the Federal Government.
    Official Mail Accounting System (OMAS) means the USPS Government-
specific system used to track postage.
    Outgoing mail means mail generated within a Federal facility that 
is going outside that facility.
    Personal mail means incoming or outgoing mail that is not related 
to official business of the Federal Government.
    Postage means payment for delivery service that is affixed or 
imprinted to a mail piece usually in the form of a postage stamp, 
permit, imprint, or meter impression.
    Presort means a mail preparation process used to receive a 
discounted mail rate by sorting mail according to USPS standards.
    Program level means a component, bureau, regional office, and/or a 
facility that generates outgoing mail.
    Service provider means any agency or company that delivers 
materials and mail. Some examples of service providers are DHL, FedEx, 
UPS, USPS, courier services, the U.S. Department of Defense, the U.S. 
Department of State's Diplomatic Pouch and Mail Division, and other 
Federal agencies providing mail services.
    Sustainability/Sustainable means to create and maintain conditions 
under which humans and nature can exist in productive harmony. 
Sustainability efforts seek to fulfill the social, economic, and 
environmental needs of present and future generations.
    Telework means a flexible work arrangement under which an employee 
performs assigned duties and responsibilities, and other authorized 
activities, from an approved alternate location.
    Unauthorized use of agency postage means the use of penalty or 
commercial mail stamps, meter impressions, or other postage indicia for 
personal or unofficial use.
    Worksharing is one way of processing outgoing mail so that the mail 
qualifies for reduced postage rates (e.g.,

[[Page 33480]]

presorting, bar coding, consolidating, commingling).


Sec.  102-192.40  Where can we obtain more information about the 
classes of mail?

    You can learn more about mail classes in the Domestic Mail Manual 
(DMM). The DMM is available online at http://pe.usps.gov, or you can 
order a copy from: Superintendent of Documents, U.S. Government 
Printing Office, P.O. Box 979050, St. Louis, MO 63197-9000.


Sec.  102-192.45  How can we request a deviation from these 
requirements, and who can approve it?

    See Sec. Sec.  102-2.60 through 102-2.110 of this chapter to 
request a deviation from the requirements of this part. The 
Administrator of General Services and those to whom the Administrator 
has delegated such authority have the power to approve or deny a 
deviation.

Subpart B--Agency Requirements

Financial Requirements for All Agencies


Sec.  102-192.50  What payment processes are we required to use?

    (a) You must pay the USPS using one or more of the following:
    (1) The U.S. Treasury Intergovernmental Payment and Collection 
Payment (IPAC) process associated with the Official Mail Accounting 
System (OMAS);
    (2) The USPS Centralized Account Processing System (CAPS) 
associated with commercial payments; or
    (3) Another Treasury approved means of paying the USPS.
    (b) Payments made to service providers other than USPS must be made 
by U.S. Treasury payment methods such as automated clearing house-
electronic funds transfer, or another Treasury approved means of paying 
the vendor.


Sec.  102-192.55  Why must we use these payment processes?

    In accordance with 44 U.S.C. 2904, GSA is required to standardize 
and improve accountability with respect to records management, 
including Federal mail management.


Sec.  102-192.60  How do we implement these payment processes?

    Guidance on implementing the Intra-governmental Payment and 
Collection System can be found at: http://www.fms.treas.gov/ipac/index.html.


Sec.  102-192.65  What features must our finance systems have to keep 
track of mail expenditures?

    All agencies must have an accountable system for making postage 
payments; that is, a system that allocates postage expenses at the 
program level within the agency and makes program level managers 
accountable for obligating and tracking those expenses. The agency will 
have to determine the appropriate program level for this requirement 
because the level at which it is cost beneficial differs widely. The 
agency's finance systems should track all mail expenditures separately 
to the program level or below, and should--
    (a) Show expenses for postage and all other mail expenditures, 
payments to service providers, etc., separate from all other 
administrative expenses;
    (b) Allow mail centers to establish systems to charge their 
customers for mail expenditures; and
    (c) Identify and charge the mail expenditures that are part of 
printing contracts down to the program level.

Security Requirements for All Agencies


Sec.  102-192.70  What security policies and plans must we have?

    (a) Agencies must have a written mail security policy that applies 
throughout your agency.
    (b) Agencies must have a written mail security plan for each 
facility that processes mail, regardless of the facility's mail volume.
    (c) Agencies must have a security policy for employees receiving 
incoming and sending outgoing mail at an alternative worksite, such as 
a telework center.
    (d) The scope and level of detail of each facility mail security 
plan should be commensurate with the size and responsibilities of each 
facility. For small facilities, agencies may use a general plan for 
similar locations. For larger locations, agencies must develop a plan 
that is specifically tailored to the threats and risks at your 
location. Agencies should determine which facilities they consider 
small and large for the purposes of this section, so long as the basic 
requirements for a security plan are met at every facility.
    (e) All mail managers are required to annually report the status of 
their mail security plans to agency headquarters. At a minimum, these 
reports should assure that all mail security plans comply with the 
requirements of this part, including annual review by a subject matter 
expert and regular rehearsal of responses to various emergency 
situations by facility personnel.
    (f) A security professional who has expertise in mail center 
security should review the agency's mail security plan and policies 
annually to include identification of any deficiencies. Review of 
facility mail security plans can be accomplished by subject matter 
experts such as agency security personnel. If these experts are not 
available within your agency, seek assistance from the U.S. Postal 
Inspection Service (https://postalinspectors.uspis.gov/) or the Federal 
Protective Service (FPS) (http://www.dhs.gov/federal-protective-service).


Sec.  102-192.75  Why must we have written security policies and plans?

    All Federal mail programs must identify, prioritize, and coordinate 
the protection of all mail processing facilities in order to prevent, 
deter, and mitigate the effects of deliberate efforts to destroy, 
incapacitate, or exploit the mail center or the national mail 
infrastructure. Homeland Security Presidential Directive (HSPD 7) at 
http://www.fas.org/irp/offdocs/nspd/hspd-7.html requires all agencies 
to protect key resources from terrorist attacks. All Federal mail 
centers are identified as key resources under the Postal and Shipping 
Sector Plan. Further details on the plan can be found at the Department 
of Homeland Security's (DHS) Web site at http://www.dhs.gov/.


Sec.  102-192.80  How do we develop written security policies and 
plans?

    Agency mail managers must coordinate with their agency security 
service and/or the FPS or the U.S. Postal Inspection Service to develop 
agency mail security policies and plans. The FPS has developed 
standards for building construction and management, including standards 
for mail centers. At a minimum, the agency mail security plan must 
address the following topics:
    (a) Risk assessment;
    (b) A plan to protect staff and all other occupants of agency 
facilities from hazards that might be delivered in the mail;
    (c) Operating procedures;
    (d) A plan to provide a visible mail screening operation;
    (e) Training mail center personnel;
    (f) Testing and rehearsing responses to various emergency 
situations by agency personnel;
    (g) Managing threats;
    (h) Communications plan;
    (i) Occupant Emergency Plan;
    (j) Continuity of Operations Plan; and
    (k) Annual reviews of the agency's security plan.

Reporting Requirements


Sec.  102-192.85  Who must report to GSA annually?

    Large agencies, as defined in Sec.  102-192.35, must provide an 
annual Mail

[[Page 33481]]

Management Report to GSA. If your agency is a cabinet level or 
independent agency, the agency mail manager must compile all offices or 
components and submit one report for the department or agency as a 
whole, for example, the U.S. Department of Defense or the U.S. 
Department of Health and Human Services.


Sec.  102-192.90  What must we include in our annual mail management 
report to GSA?

    You must provide an agency-wide response to the GSA requested data 
elements. GSA will provide the list of data elements in a Federal 
Management Regulation (FMR) Bulletin. GSA coordinates all mail 
management related FMR bulletins with the Federal Mail Executive 
Council and updates them as necessary. FMR bulletins are available at: 
http://www.gsa.gov/bulletins.


Sec.  102-192.95  Why does GSA require annual mail management reports?

    GSA requires annual agency mail management reports to--
    (a) Ensure that Federal agencies have the policies, procedures, and 
data to manage their mail operations efficiently and effectively;
    (b) Ensure that appropriate security measures are in place; and
    (c) Allow GSA to fulfill its responsibilities under the Federal 
Records Act, especially with regard to sharing best practices, 
information on training, and promulgating standards, procedures, and 
guidelines.


Sec.  102-192.100  How do we submit our annual mail management report 
to GSA?

    You must submit annual reports using the GSA web based Simplified 
Mail Accountability Reporting Tool (SMART). Training is available from 
GSA to agency mail managers and other authorized users on how to use 
the SMART data reporting system. Contact the Office of Government-wide 
Policy, Mail Management Policy office for access and training at 
federal.mail@gsa.gov.


Sec.  102-192.105  When must we submit our annual mail management 
report to GSA?

    Beginning with FY 2014, the agency's annual mail management report 
is due on October 31 following the end of the fiscal year.

Performance Measurement Requirements for All Agencies


Sec.  102-192.110  At what levels in our agency must we have 
performance measures?

    You must have performance measures for mail operations at the 
agency level and in all mail facilities and program levels.


Sec.  102-192.115  Why must we use performance measures?

    Performance measures gauge the success of your mail management 
plans and processes by comparing performance over time and among 
organizations. Performance measures--
    (a) Define goals and objectives;
    (b) Enhance resource allocation; and
    (c) Provide accountability.

Agency Mail Manager Requirements


Sec.  102-192.120  Must we have an agency mail manager?

    Yes, every agency as defined in Sec.  102-192.35, must have an 
agency mail manager.


Sec.  102-192.125  What is the appropriate managerial level for an 
agency mail manager?

    The agency mail manager should be at a managerial level that 
enables him or her to speak for the agency on mail management as 
outlined in this part.


Sec.  102-192.130  What are your general responsibilities as an agency 
mail manager?

    In addition to carrying out the responsibilities discussed above, 
you should--
    (a) Establish written policies and procedures to provide timely and 
cost effective dispatch and delivery of mail and materials;
    (b) Ensure agency-wide awareness and compliance with standards and 
operational procedures established by all service providers used by the 
agency;
    (c) Set policies for expedited mail, mass mailings, mailing lists, 
and couriers;
    (d) Implement cost savings through:
    (1) Consolidating and presorting wherever practical, for example, 
internal and external mail, and consolidation of agency-wide mail 
operations and official mail facilities; and
    (2) Reducing the volume of agency to agency mail whenever possible.
    (e) Develop and direct agency programs and plans for proper and 
cost effective use of transportation, equipment, and supplies used for 
mail;
    (f) Ensure that all facility and program level mail personnel 
receive appropriate training and certifications to successfully perform 
their assigned duties;
    (g) Promote professional certification for mail managers and mail 
center employees;
    (h) Ensure that expedited mail service providers are used only when 
authorized by the Private Express Statutes, 39 U.S.C. 601-606;
    (i) Establish written policies and procedures to minimize incoming 
and outgoing personal mail;
    (j) Provide guidance to agency representatives who develop 
correspondence or design mailing materials including Business Reply 
Mail, letterhead, and mail piece design;
    (k) Represent the agency in its relations with service providers, 
other agency mail managers, and GSA's Office of Government-wide Policy;
    (l) Ensure agency policy incorporates Federal hazardous materials 
requirements set forth in 49 CFR parts 100-185;
    (m) Ensure agency sustainable activities become part of the mail 
program by incorporating strategies in accordance with Executive Order 
13514 of October 5, 2009, ``Federal Leadership in Environmental, 
Energy, and Economic Performance''. Section 8 describes the Agency 
Strategic Sustainability Performance Plan; and
    (n) Ensure safety and security requirements specified in Sec. Sec.  
102-192.70 through 102-192.80 are fulfilled.

Subpart C--GSA's Responsibilities and Services


Sec.  102-192.135  What are GSA's responsibilities in mail management?

    44 U.S.C. 2904(b) directs the Administrator of General Services to 
provide guidance and assistance to Federal agencies to ensure 
economical and efficient records management. 44 U.S.C. 2901(2) and 
(4)(C) define the processing of mail by Federal agencies as part of 
records management. In carrying out its responsibilities under the Act, 
GSA is required to--
    (a) Develop standards, procedures, and guidelines;
    (b) Conduct research to improve practices and programs;
    (c) Collect and disseminate information on training programs, 
technological developments, etc;
    (d) Establish one or more interagency committees (such as the 
Federal Mail Executive Council, and the Interagency Mail Policy 
Council) as necessary to provide an exchange of information among 
Federal agencies;
    (e) Conduct studies, inspections, or surveys;
    (f) Promote economy and efficiency in the selection and utilization 
of space, staff, equipment, and supplies; and
    (g) In the event of an emergency, at the request of DHS, cooperate 
with DHS in communicating with agencies about mail related issues.

[[Page 33482]]

Sec.  102-192.140  What types of support does GSA offer to Federal 
agency mail management programs?

    (a) GSA supports Federal agency mail management programs by--
    (1) Assisting in the development of agency policy and guidance in 
mail management and mail operations;
    (2) Identifying best business practices and sharing them with 
Federal agencies;
    (3) Developing and providing access to a Government-wide management 
information system for mail;
    (4) Helping agencies develop performance measures and management 
information systems for mail;
    (5) Maintaining a current list of agency mail managers;
    (6) Establishing, developing, and maintaining interagency mail 
committees;
    (7) Maintaining liaison with the USPS and other service providers 
at the national level;
    (8) Maintaining a publically accessible Web site for mail 
communications policy; and
    (9) Serving as a point of contact for all Federal agencies on mail 
issues.
    (b) For further information contact: U.S. General Services 
Administration, Office of Government-wide Policy (MA), 1800 F Street 
NW., Washington, DC 20504; telephone 202-501-1777, or email: 
Federal.mail@gsa.gov.

[FR Doc. 2014-13592 Filed 6-10-14; 8:45 am]
BILLING CODE 6820-14-P