1014.1 Purpose

This chapter sets policy and procedures for the operation and
maintenance of Bonneville Power Administration's (BPA) Central Mail List
System (CMLS), which applies to all BPA employees. The CMLS is designed
to improve and enhance BPA's communication with both the public and its
employees by providing an automated centralized mail list system

The CMLS provides services to establish new mail lists on the system,
maintain and update existing lists, select lists from the system and
print addresses or send e-mails; provide pertinent information to the
user in the form of address printouts audience profiles, and reports on
mail lists use, and provide the most cost effective method of mail
delivery using addressing methods.

The CMLS serves as a central point of information for users for mass
mailing and addressing services. These services include guidance
regarding number of copies required for mailings, design of address
space on material, format, and use of contractor mail services.

1014.2 Definitions

A.  **Central Mail List System (CMLS) is a centralized BPA system**
    developed to store, maintain, and access BPA mail lists for mailing
    purposes. Both street addresses and e-mail addresses may be
    maintained and used, and services include:

    1.  Internal BPA mailings

    2.  Mailings to external parties (customers, tribes, property
        owners, meeting attendees, etc.)

    3.  Mail list creations and maintenance

    4.  High-speed addressing

    5.  Inserting and sealing services

    6.  Electronic (e-mail) and conventional paper-copy mailing services

    7.  Custom mail list database queries to achieve the distribution
        you need, whether based on expressed interests, physical
        location, or other criteria

    8.  Planning, coordination, and consulting for mailings

B.  **External Interest is a list of person and./or organizations** with
    a mailing address outside BPA.

C.  **Interest Codes is a numbering system** used to identify mail lists
    contained within the CMLS.

D.  **Internal Interest is a list of mail stops for staff and/or
    organizations** to be used for distribution within BPA.

E.  **Mail List is a collection of names and addresses or routings**
    used to distribute written information. This includes both internal
    distribution of material (within BPA) and external mailings. Mail
    lists may also include e-mail addresses for electronic mailing.

F.  **Mail Stop is the mail delivery code for BPA employees and
    contractors**, consisting of an organization code combined with a
    location code.

G.  **BPA Form 1420.03E, Printing Services Requisition,** is used to
    request printing services and is available from Printing Services,
    or as an E-Form,
    [\\\\HFILE\\apps\\EFORMS97\\Templates\\1420_03E.DOT](../../../../../../../../apps/EFORMS97/Templates/1420_03E.DOT)

    1014.3 Policy

    All BPA mail lists, whether external or internal, will be
    incorporated into the Central Mail List System. If there are any
    exceptions to this policy, these exceptions will be approved by the
    Chief Operating Officer (COO).

    1014.4 Responsibilities

    **A. Printing Services is responsible for the operation** of the
    CMLS.

    **B. Information Technology Support Staff is responsible for
    providing contract and system analysis**, programming and
    implementation support to the CMLS.

    **C. The CMLS Manager is responsible for the management**, including
    day-to-day operation, planning, analysis, and organization of the
    CMLS. The CMLS staff operations are provided by contract personnel.
    The CMLS Manager serves as the field inspector for the contract
    support services.

    **D. BPA Offices using the CMLS** **are responsible for planning and
    managing** their mailings. Choosing the appropriate audience is an
    important user responsibility. Users are also responsible for the
    integrity of the lists. The CMLS Manager advises and counsels BPA
    list users concerning policy and procedures.

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5.  ProcedureS

**The BPA program office:**

1.  Plans the mailing(s) and determines the audience they need to reach.

2.  Initiates a request for CMLS services by completing BPA Form
    1420.01e.

3.  Identifies existing mail lists to be used

4.  Develops new mail lists well in advance of the proposed mailing.

5.  When it is time for mailing, completes another Printing Services
    Request, BPA Form 1420.01e, for both printing and CMLS services to
    print and distribute material to the identified audience. (The
    program office may choose email distributions, instead of printed
    material when appropriate.)

6.  After the mailing is completed, address corrections will be
    forwarded to CMLS to maintain the list.

    1014.6 References

Workplace Services Access Service Guide: Central Mail List Services

(website: <http://webip1/EBR/WorkplaceServices/ServicesGuide/index.htm>)