> ![](media/image1.png){width="0.8729166666666667in"
> height="0.8798611111111111in"} **GSA Office of Governmentwide Policy**
>
> Mail Management
>
> Program Review Tool
>
> **General Services Administration (GSA) Mail Management Program Review
> Tool**
>
> **Section 1: Mandates**
>
> **Questions 1 -- 6**
>
> **Directions and Strong/Weak Criteria**
>
> Please complete Sections A-C and E, where necessary. GSA will evaluate
> responses to each question and assess agency compliance as strong or
> weak based upon your responses to the mandatory policy requirement
> questions.
>
> Section A: Check "YES" if your agency has a documented policy that
> addresses the question.
>
> Section B: Check "YES" if your agency has a narrative indicating that
> a proactive procedure is in place to
>
> check or address adherence to the policy. A policy is considered
> **proactive** if it "controls a situation by causing something to
> happen rather than waiting to respond to it after it happens".
>
> Section C: Agency provides evidence of compliance using narrative,
> hyperlinks, and/or attachments.
>
> Section D: GSA provides agency with an interim response (if necessary)
> and assessment.
>
> Section E: Agency provides follow-up response when prior response was
> considered weak by GSA. Section F: GSA provides agency with final
> response including assessment of strong or weak and an explanation.
>
> 2 Rev 1.0 10/2006
>
> **General Services Administration (GSA) Mail Management Program Review
> Tool**
>
> **Mandates - Q1 Ref: 41CFR 102-192.50**
>
> **A. Do you have documented agency policy requiring that your mail
> centers agency-wide use commercial payment processes? YES NO**
>
> **B. Is adherence to the policy proactively checked or addressed? YES
> NO**
>
> **C. For all YES answers, please cite supporting evidence or basis,
> and indicate the estimated savings, if any; e.g., meters, permits,
> postage. For all NO answers, please explain, and cite deviation
> approval from GSA.**
>
> **D. GSA interim response (if necessary) STRONG WEAK**
>
> **E. Agency follow-up reply (if necessary)**
>
> **F. GSA final response STRONG WEAK**
>
> **Mandates -- Q2 Ref: 41CFR 102-192.50**
>
> **A. Do you have documented agency policy requiring that your mail
> centers use performance measures in facilities and programs that spend
> more than \$250,000 per year on postage?**
>
> **YES NO N/A (Agencies whose facilities spend less than \$250,000
> annually on postage)**
>
> **B. Is adherence to the policy proactively checked or addressed? YES
> NO**
>
> **C. For all YES answers, please cite supporting evidence or basis.
> For all NO or N/A answers, please explain.**
>
> **D.**      **GSA interim response (if necessary) STRONG WEAK**
>
> **E.**      **Agency follow-up reply (if necessary)**
>
> **F.**      **GSA final response STRONG WEAK**
>
> 3 Rev 1.0 10/2006
>
> **General Services Administration (GSA) Mail Management Program Review
> Tool**
>
> **Mandates -- Q3 Ref: 41CFR 102-192.55**
>
> **A. Do you have documented agency policy requiring that all mail
> centers agency-wide utilize a system that allocates and tracks postage
> expenses at the "program level"? YES NO**
>
> **B. Is adherence to the policy proactively checked or addressed? YES
> NO**
>
> **C. For all YES answers, please cite supporting evidence or basis.
> For all NO answers, please explain.**
>
> **D. GSA interim response (if necessary) STRONG WEAK**
>
> **E. Agency follow-up reply (if necessary)**
>
> **F. GSA final response STRONG WEAK**
>
> **Mandates -- Q4 Ref: 41CFR 102-192.120**
>
> **A. Do you have documented agency policy requiring that all mail
> centers agency-wide use a finance system to keep track of mail costs,
> payments to service providers, mail center personnel costs, and
> separate mail center overhead from all other administrative expenses?
> YES NO**
>
> **B. Is adherence to the policy proactively checked or addressed? YES
> NO**
>
> **C. For all YES answers, please cite supporting evidence or basis.
> For all NO answers, please explain.**
>
> **D. GSA interim response (if necessary) STRONG WEAK**
>
> **E. Agency follow-up reply (if necessary)**
>
> **F. GSA final response STRONG WEAK**
>
> 4 Rev 1.0 10/2006
>
> **General Services Administration (GSA) Mail Management Program Review
> Tool**
>
> **Mandates -- Q5 Ref: 41CFR 102-192.55**
>
> **A. Do you have documented agency policy requiring the submission of
> the annual mail management report to GSA by**
>
> **March 30? YES NO N/A (agencies that spend less than \$1 million
> annually on postage)**
>
> **B. Is adherence to the policy proactively checked or addressed? YES
> NO**
>
> **C. For all YES answers, please cite supporting evidence or basis.
> For all NO or N/A answers, please explain.**
>
> **D. GSA interim response (if necessary) STRONG WEAK**
>
> **E. Agency follow-up reply (if necessary)**
>
> **F. GSA final response STRONG WEAK**
>
> **Mandates -- Q6 Ref: 41CFR 102-192.110**
>
> **A. Do you have documented agency policy requiring that written mail
> security plans be established for every agency- wide facility that
> processes mail, regardless of the facility's size and volume? YES NO**
>
> **B. Is adherence to the policy proactively checked or addressed? YES
> NO**
>
> **C. For all YES answers, please cite supporting evidence or basis.
> For all NO answers, please explain.**
>
> **D. GSA interim response (if necessary) STRONG WEAK**
>
> **E. Agency follow-up reply (if necessary)**
>
> **F. GSA final response STRONG WEAK**
>
> 5 Rev 1.0 10/2006
>
> **General Services Administration (GSA) Mail Management Program Review
> Tool**
>
> **Section 2: Best Practices**
>
> **Questions 1 -- 8**
>
> **Directions and Strong/Weak Criteria**
>
> Please complete Sections A-C and E, where necessary. GSA will evaluate
> responses to each question and assess agency compliance as strong or
> weak based upon your responses to the best practices questions.
>
> Section A: Check "YES" if your agency has a documented policy that
> addresses the question.
>
> Section B: Check "YES" if your agency has a narrative indicating that
> a proactive procedure is in place to
>
> check or address adherence to the policy. A policy is considered
> **proactive** if it "controls a situation by causing something to
> happen rather than waiting to respond to it after it happens".
>
> Section C: Agency provides evidence of compliance using narrative,
> hyperlinks, and/or attachments. Section D: GSA provides agency with an
> interim response (if necessary) and assessment at this point. Section
> E: Agency provides follow-up response when prior response was
> considered weak by GSA. Section F: GSA provides agency with final
> response including assessment of strong or weak and an explanation.
>
> 6 Rev 1.0 10/2006
>
> **General Services Administration (GSA) Mail Management Program Review
> Tool**
>
> **Best Practices -- Q1**
>
> **A. Do you have documented agency policy requiring that all mail
> centers agency-wide design mail pieces so that they are eligible for
> the lowest postage costs? YES NO**
>
> **B. Is adherence to the policy proactively checked or addressed? YES
> NO**
>
> **C. For all YES answers, please cite supporting evidence or basis.
> For all NO answers, please explain.**
>
> **D. GSA interim response (if necessary) STRONG WEAK**
>
> **E. Agency follow-up reply (if necessary)**
>
> **F. GSA final response STRONG WEAK**
>
> **Best Practices -- Q2**
>
> **A. Do you have documented agency policy requiring that all mail
> centers agency-wide regularly update mailing lists to maximize
> discounts and minimize mail returned as \"undeliverable\"? YES NO**
>
> **B. Is adherence to the policy proactively checked or addressed? YES
> NO**
>
> **C. For all YES answers, please cite supporting evidence or basis.
> For all NO answers, please explain.**
>
> **D. GSA interim response (if necessary) STRONG WEAK**
>
> **E. Agency follow-up reply (if necessary)**
>
> **F. GSA final response STRONG WEAK**
>
> 7 Rev 1.0 10/2006
>
> **General Services Administration (GSA) Mail Management Program Review
> Tool**
>
> **Best Practices -- Q3**
>
> **A. Do you have documented agency policy requiring that all mail
> centers agency-wide use USPS tools such as MERLIN, PLANET Codes,
> PostalONE!, CASS, NCOA, etc. to make mail more efficient and
> effective? YES NO**
>
> **B. Is adherence to the policy proactively checked or addressed? YES
> NO**
>
> **C. For all YES answers, please cite supporting evidence or basis.
> For all NO answers, please explain.**
>
> **D. GSA interim response (if necessary) STRONG WEAK**
>
> **E. Agency follow-up reply (if necessary)**
>
> **F. GSA final response STRONG WEAK**
>
> **Best Practices -- Q4**
>
> **A. Do you have documented agency policy requiring that all mail
> centers agency-wide use alternate service providers to drop ship mail
> to USPS facilities close to destinations? YES NO**
>
> **B. Is adherence to the policy proactively checked or addressed? YES
> NO**
>
> **C. For all YES answers, please cite supporting evidence or basis.
> For all NO answers, please explain.**
>
> **D. GSA interim response (if necessary) STRONG WEAK**
>
> **E. Agency follow-up reply (if necessary)**
>
> **F. GSA final response STRONG WEAK**
>
> 8 Rev 1.0 10/2006
>
> **General Services Administration (GSA) Mail Management Program Review
> Tool**
>
> **Best Practices -- Q5**
>
> **A. Do you have documented agency policy requiring that professional
> certification be pursued for your mail managers agency-wide? YES NO**
>
> **B. Is adherence to the policy proactively checked or addressed? YES
> NO**
>
> **C. For all YES answers, please cite supporting evidence or basis.
> For all NO answers, please explain.**
>
> **D. GSA interim response (if necessary) STRONG WEAK**
>
> **E. Agency follow-up reply (if necessary)**
>
> **F. GSA final response STRONG WEAK**
>
> **Best Practices -- Q6**
>
> **A. Do you have documented agency policy requiring that your major
> mail operations agency-wide are staffed with mail facility managers?
> YES NO**
>
> **B. Is adherence to the policy proactively checked or addressed? YES
> NO**
>
> **C. For all YES answers, please cite supporting evidence or basis.
> For all NO answers, please explain.**
>
> **D. GSA interim response (if necessary) STRONG WEAK**
>
> **E. Agency follow-up reply (if necessary)**
>
> **F. GSA final response STRONG WEAK**
>
> 9 Rev 1.0 10/2006
>
> **General Services Administration (GSA) Mail Management Program Review
> Tool**
>
> **Best Practices -- Q7**
>
> **A. Do you have documented agency policy requiring every program
> agency-wide that generates a significant quantity of outgoing mail has
> a mail manager? YES NO**
>
> **B. Is adherence to the policy proactively checked or addressed? YES
> NO**
>
> **C. For all YES answers, please cite supporting evidence or basis.
> For all NO answers, please explain.**
>
> **D. GSA interim response (if necessary) STRONG WEAK**
>
> **E. Agency follow-up reply (if necessary)**
>
> **F. GSA final response STRONG WEAK**
>
> **Best Practices -- Q8**
>
> **A. Has your agency undertaken or considered consolidation of any
> mail management functions? YES NO**
>
> **B. Is adherence to the policy proactively checked or addressed? YES
> NO**
>
> **C. For all YES answers, please cite supporting evidence or basis.
> For all NO answers, please explain.**
>
> **D. GSA interim response (if necessary) STRONG WEAK**
>
> **E. Agency follow-up reply (if necessary)**
>
> **F. GSA final response STRONG WEAK**
>
> 10 Rev 1.0 10/2006
>
> **General Services Administration (GSA) Mail Management Program Review
> Tool**
>
> **Section 3: GSA Feedback**
>
> **Questions 1 -- 7**
>
> **Directions**
>
> Please respond to the below questions by providing us with specific
> feedback which will help us improve our policy, systems and
> collaborative efforts.
>
> 11 Rev 1.0 10/2006
>
> **General Services Administration (GSA) Mail Management Program Review
> Tool**
>
> **GSA Feedback -- Q1**
>
> **A. Do GSA's mechanisms for collecting your agencies information
> (forms, systems, etc) help your agency respond to mandatory
> requirements? YES NO**
>
> **B. If YES, please cite supporting evidence or basis. If NO, please
> provide specific reasons and any suggestions on ways we can improve.**

**GSA Feedback-Q2**

> **A. Do GSA's government-wide reports and agency feedback provide your
> agency with useful information for managing your program? YES NO**
>
> **B. If YES, please cite supporting evidence or basis. If NO, please
> provide specific reasons and any suggestions on ways we can improve.**
>
> **GSA Feedback -- Q3**
>
> **A. Does compliance with GSA's regulations help your agency support
> its mission? YES NO**
>
> **B. If YES, please cite supporting evidence or basis. If NO, please
> provide specific reasons and any suggestions on ways we can improve.**
>
> **GSA Feedback -- Q4**
>
> **A. Do you have an opportunity to provide input into GSA's policy
> development and is your input considered? YES NO**
>
> **B. If YES, please cite supporting evidence or basis. If NO, please
> provide specific reasons and any suggestions on ways we can improve.**
>
> **GSA Feedback -- Q5**
>
> **A. Are you involved in our interagency committees or councils? YES
> NO**
>
> **B. If YES, please explain how you benefit from involvement. If NO,
> please provide specific reasons and any suggestions on ways we can
> improve.**
>
> **GSA Feedback -- Q6**
>
> **A. Does your agency have a new best practice that you would like to
> share government-wide? YES NO**
>
> **B. If YES, please describe the best practice and explain how it has
> helped your agency.**
>
> 12 Rev 1.0 10/2006
>
> **General Services Administration (GSA) Mail Management Program Review
> Tool**
>
> **GSA Feedback -- Q7**
>
> **A. If you have had any corrective actions/recommendations from
> evaluations (IG, OMB, GAO, internal, etc) within the last**
>
> **3 years, have you implemented them? YES NO**
>
> **B. If YES, please describe the best practice and explain how it has
> helped your agency.**
>
> **Respondent Name/Title:**
>
> **Repondent Phone Number/Email:**
>
> **Respondent Agency:**
>
> 13 Rev 1.0 10/2006