[Federal Register Volume 66, Number 103 (Tuesday, May 29, 2001)]
[Proposed Rules]
[Pages 29067-29072]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 01-13282]



[[Page 29067]]

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GENERAL SERVICES ADMINISTRATION

41 CFR Parts 101-9 and 102-192

[FPMR Amendment A-  ]
RIN 3090-AH13


Mail Management

AGENCY: Office of Governmentwide Policy, GSA.

ACTION: Proposed rule.

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SUMMARY: The General Services Administration (GSA) is revising Federal 
Property Management Regulations (FPMR) coverage on Federal mail 
management and moving it into the Federal Management Regulation (FMR). 
A cross-reference will be added to the FPMR to direct readers to the 
coverage in the FMR. The FMR is written in plain language to provide 
agencies with updated regulatory material that is easy to read and 
understand.

DATES: Your comments must reach us by July 30, 2001 to be considered in 
the formulation of a final rule.

ADDRESSES: Send written comments to: Michael E. Hopkins, Regulatory 
Secretariat (MVRS), Federal Acquisition Policy Division, General 
Services Administration, 1800 F Street, NW., Washington, DC 20405.
    Send comments by e-mail to: <a href="/cdn-cgi/l/email-protection#4113080f6f727178716c00097072012632206f262e37"><span class="__cf_email__" data-cfemail="c193888feff2f1f8f1ec8089f0f281a6b2a0efa6aeb7">[email protected]</span></a>.

FOR FURTHER INFORMATION CONTACT: Henry Maury, Office of Transportation 
and Personal Property (MT), 202-208-7928 or <a href="/cdn-cgi/l/email-protection#fc9499928e85d2919d898e85bc9b8f9dd29b938a"><span class="__cf_email__" data-cfemail="543c313a262d7a393521262d143327357a333b22">[email protected]</span></a>.

SUPPLEMENTARY INFORMATION

A. Background

    The purposes of this proposed rule are to update, streamline, and 
clarify FPMR part 101-9, Federal Mail Management, and move that part 
into the Federal Management Regulation (FMR). The proposed rule is 
written in a plain language, question and answer format. This style 
uses the active voice, shorter sentences, and pronouns. A question and 
its answer combine to establish a rule; that is, Federal agencies and 
Federal employees must follow the language contained in both the 
question and its answer.
    Section 2 of Public Law 94-575, the Federal Records Management 
Amendments of 1976, as amended, directs the Administrator of General 
Services to provide guidance and assistance to Federal agencies on 
records management, including the processing of mail by Federal 
agencies, and this proposed rule implements that direction. In doing 
so, this proposed rule establishes three new requirements:
    (1) GSA's research shows that Federal agencies use mail more 
efficiently and effectively when the financial resources and costs for 
mail are identified, managed, and reported at the user level, so this 
proposed rule requires that Federal agencies move in that direction. No 
later than October 1, 2002, all Federal agencies are required to have 
restructured their financial systems in this fashion. GSA urges 
agencies to include their Chief Financial Officers and Chief 
Information Officers in reviewing this proposed rule because of this 
new requirement.
    (2) The existing regulation, FPMR part 101-9, requires Federal 
agencies to collect and maintain data on mail volumes and postage 
expenditures. This proposed rule requires all agencies that spend more 
than $1 million per year on postage to collect data on postage 
expenditures and report data to GSA. As a step towards this 
requirement, this proposed rule requires all such agencies to tell GSA 
what mail data they currently collect via a report due 30 days after 
this is published as a final rule.
    (3) FPMR part 101-9 requires Federal agencies to develop and 
maintain mail security plans, and it encourages Federal agencies to 
submit narratives on their cost savings to GSA. This proposed rule 
requires all agencies that spend over $1 million per year on postage to 
prepare mail management plans and submit them annually to GSA. These 
mail management plans are intended to address traditional issues such 
as security, processing efficiencies, and use of available postage 
discounts. These plans are also intended to help agencies strengthen 
accountability for mail management and clarify the relationships 
between the effectiveness of their mail management programs and the 
accomplishment of their programmatic missions.

Questions

    To assist GSA in putting this proposed rule into final form, please 
respond to the following questions in your comments on this proposed 
rule:
    (a) How would you express the relationships between the 
effectiveness of your mail management program and accomplishing your 
agency's programmatic mission? Please provide examples of any relevant 
performance measures currently used by your agency.
    (b) What are the best ways to make agency program and financial 
managers aware of these relationships?
    (c) Are there other stakeholders within or outside of your agency 
who might care about these relationships?
    (d) What is the best way to manage your mail so that mission 
program managers have incentives to use the most effective and least 
expensive communication methods, be they electronic or paper-based?
    (e) This proposal requires that users with significant mail volumes 
pay the costs of mailing. How should agency mail billing systems be 
implemented in order to be cost effective?

B. Executive Order 12866

    GSA has determined that this proposed rule is not a significant 
rule for the purposes of Executive Order 12866 of September 30, 1993.

C. Regulatory Flexibility Act

    The proposed rule is not expected to 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.

D. Paperwork Reduction Act

    The Paperwork Reduction Act does not apply because this proposed 
rule does 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.

E. Small Business Regulatory Enforcement Fairness Act

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

List of Subjects in 41 CFR Parts 101-9 and 102-192

    Electronic mail, Federal mail management, Financial accountability, 
Mail security, Performance measurement.

    For the reasons set forth in the preamble, 41 CFR chapters 101 and 
102 are amended as follows:

CHAPTER 101--[AMENDED]

    1. Part 101-9 is revised to read as follows:

PART 101-9--FEDERAL MAIL MANAGEMENT

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


Sec. 101-9.000  Cross-reference to the Federal Management Regulation 
(FMR) (41 CFR chapter 102, parts 102-1 through 102-220).

    For Federal mail management information previously contained in 
this part, see FMR part 192 (41 CFR part 102-192).

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CHAPTER 102--[AMENDED]

    2. Part 102-192 is added to subchapter G to read as follows:

PART 102-192--MAIL MANAGEMENT

Subpart A--General Provisions
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  What types of mail does this part apply to?
102-192.35  What definitions apply to this part?
102-192.40  How do we request a deviation from these requirements, 
and who can approve it?
Subpart B--Financial Accountability Requirement
102-192.45  Is there a particular way that agencies must account for 
mail expenses?
102-192.50  What is the purpose of this financial accountability 
requirement for mail?
Subpart C--Measurement and Reporting Requirements
102-192.55  What aspects of mail must we measure for the entire 
agency?
102-192.60  What aspects of mail must we measure at the facility 
level?
102-192.65  What additional aspects of mail should we measure?
102-192.70  Which agencies must report mail data to GSA?
102-192.75  What must we report to GSA about our mail operations?
102-192.80  How often must we report to GSA about our mail 
operations?
102-192.85  When must we submit reports to GSA about mail?
102-192.90  What format should we use when reporting mail data to 
GSA?
102-192.95  To whom must we submit our reports about mail?
102-192.100  Why does GSA require these reports about mail?
Subpart D--Agency Mail Manager Responsibilities
102-192.105  Which Federal agencies must designate an agency mail 
manager?
102-192.110  What is the appropriate managerial level for an agency 
mail manager?
102-192.115  What are my general responsibilities as an agency mail 
manager?
102-192.120  What are my financial responsibilities as agency mail 
manager?
102-192.125  Must we have an annual agency-wide mail management 
plan?
102-192.130  What should we include in our annual agency-wide mail 
management plan for mail?
102-192.135  What less costly alternatives to expedited mail and 
couriers should our agency-wide mail management plan address?
102-192.140  What security issues should our agency-wide mail 
management plan address?
Subpart E--Facility Mail Manager Responsibilities
102-192.145  What are my general responsibilities as a facility mail 
manager?
102-192.150  Must I have a facility mail security plan?
102-192.155  What should I include in the facility mail security 
plan?
102-192.160  What should I include when contracting out all or part 
of the mail function?
Subpart F--GSA Responsibilities and Services
102-192.165  What are GSA's responsibilities in mail management?
102-192.170  What types of support does GSA offer to Federal agency 
mail managers?
102-192.175  What types of support does GSA offer to Federal mail 
managers?

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

Subpart A--General Provisions


Sec. 102-192.5  What does this part cover?

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


Sec. 102-192.10  What authority governs this part?

    Section 2 of Public Law 94-575, the Federal Records Management 
Amendments of 1976 (44 U.S.C. 2904), as amended, requires the 
Administrator of General Services to provide guidance and assistance to 
Federal agencies on records management, and 44 U.S.C. 2901 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?

    ``I'', ``me'', and ``you'' (in its singular sense) refer to agency 
mail managers and/or facility mail managers; the context makes it clear 
which usage is intended in each case. ``We'', ``us'', and ``you'' (in 
its plural sense) refer to your Federal agency.


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 GSA strongly recommends 
because GSA's research has identified these steps as known best 
practices in mail management.


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

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


Sec. 102-192.30  What types of mail does this part apply to?

    This part applies to:
    (a) All materials that might pass through a Federal mail processing 
center, including:
    (1) All internal, incoming, and outgoing materials such as 
envelopes, bulk mail, expedited mail, individual packages up to 70 
pounds, publications, and postal cards, regardless of whether or not 
they currently pass through a particular mail center; and
    (2) Similar materials carried by agency personnel, contractors, the 
United States Postal Service (USPS), and all other carriers of such 
items; and
    (b) Electronic mail only if it is printed out and mailed as 
described in the two previous sentences of this paragraph; however, 
this part encourages agencies to maximize use of electronic mail in 
lieu of printed media, so long as it is cost-effective.


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

    The following definitions apply to this part:
    Agency mail manager means the person who manages the overall mail 
communications program of the agency and represents the agency in its 
relations with mail service providers, other agency mail managers, and 
the GSA Office of Governmentwide Policy. See subpart D of this part for 
additional information about the responsibilities of the agency mail 
manager.
    Class of mail means the following classes of domestic mail as 
defined by the United States Postal Service in the Domestic Mail 
Manual, (C100 through C600.1.z):

(1) First Class
(2) Standard Mail (e.g., bulk marketing mail)
(3) Package Services
(4) Express Mail
(5) Periodicals

    Note to the definition of Class of mail: The Domestic Mail 
Manual is available from: New Orders, Superintendent of Documents 
U.S. Government Printing Office, PO Box 371954, Pittsburgh, PA 
15250-7954, http://pe.usps.gov/

    Commingling means the merging of outgoing mail from one facility or 
agency with outgoing mail from another.
    Expedited mail is a generic term that describes mail designated for 
delivery more quickly than the USPS's normal delivery times (which vary 
by class of mail). Examples of expedited mail

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include USPS Express Mail and overnight and two-day delivery by other 
service providers.
    Facility mail manager means the person responsible for mail in a 
specific Federal facility. There may be many facility mail managers 
within a Federal agency. See subpart E of this part for additional 
information about facility mail managers.
    Federal facility or facility means any office building, 
installation, base, etc., where Federal agency employees work. 
``Facility'' also includes any component of an agency that is 
generating more than $250,000 in outgoing mail expenses through 
contracts with printers or distributors.
    Federal agency or agency means:
    (1) Any executive department as defined in 5 U.S.C. 101;
    (2) Any wholly owned Government corporation as defined in 31 U.S.C. 
9101;
    (3) Any independent establishment in the executive branch as 
defined in 5 U.S.C. 104; and
    (4) Any establishment in the legislative branch, except the Senate, 
the House of Representatives, the Architect of the Capitol, and all 
activities under the direction of the Architect of the Capitol (44 
U.S.C. 2901(14)).
    Incoming mail means any mail that comes into the agency delivered 
by any service provider, such as the USPS, UPS, FedEx, or DHL.
    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 or a dedicated 
agency contractor (i.e., not a service provider).
    Mail means the types of mail described in Sec. 102-192.30.
    Mail piece design means laying out and printing items to be mailed 
such that they can be processed efficiently and effectively by 
automated mail processing equipment.
    Outgoing mail means mail generated within a Federal facility that 
is going outside that facility and is delivered by a service provider.
    Postage means money due or paid to any service provider.
    Service provider means any agency or company that delivers mail. 
Some examples of service providers are USPS, UPS, FedEx, DHL, courier 
services, the Military Postal Service Agency, and other Federal 
agencies providing services.
    Special services means those services paid by fees added to basic 
postage; e.g., certified mail, business reply mail, registered mail, 
insurance, merchandise return service, certificates of mailing, return 
receipts, and delivery confirmation.
    Unauthorized use of agency postage means the use of penalty or 
commercial mail stamps, meter impressions, or other postage indicia for 
personal use or any other purpose that is not necessary for official 
business.
    Worksharing means cost-effective ways of processing outgoing mail 
that qualify it for reduced postage rates; examples include presorting, 
bar coding, consolidating, and commingling.


Sec. 102-192.40  How do 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.

Subpart B--Financial Accountability Requirement


Sec. 102-192.45  Is there a particular way that agencies must account 
for mail expenses?

    Yes, no later than October 1, 2002, all Federal agencies, as 
defined in Sec. 102-192.35, must ensure that costs incurred for mail 
are identified, managed, and reported at the user level. That is:
    (a) Agency financial systems must show allocations and expenses for 
postage and all other mail costs (e.g., payments to service providers, 
mail center personnel costs, mail center overhead, etc.) separate from 
all other administrative expenses;
    (b) To the maximum practical extent, the person who makes the 
decision to mail any significant number of pieces of mail should be the 
same person who controls the funds for postage;
    (c) Mail centers must establish systems to charge their customers 
for postage; and
    (d) Mail costs that are part of printing contracts should be 
identified and separated from the printing cost in each contract and 
charged back separately to the organization that initiated the printing 
and mailing requirement.


Sec. 102-192.50  What is the purpose of this financial accountability 
requirement for mail?

    This financial accountability requirement will make it possible for 
managers at all levels to see how much they are spending for mail. Once 
they can see how much they are spending, they should take a more active 
role in managing these costs.

Subpart C--Measurement and Reporting Requirements


Sec. 102-192.55  What aspects of mail must we measure for the entire 
agency?

    You must separately track the total amount of money that your 
agency pays to each service provider for mail. This includes money paid 
to the USPS through the Official Mail Accounting System or through 
commercial payment mechanisms.


Sec. 102-192.60  What aspects of mail must we measure at the facility 
level?

    If your facility's total annual payments to all service providers 
exceed $250,000, you must separately track the total amount of money 
that your facility pays to each service provider for mail. This 
includes money paid to the USPS through the Official Mail Accounting 
System or through commercial payment mechanisms.


Sec. 102-192.65  What additional aspects of mail should we measure?

    (a) Efficient and effective management of mail requires collection 
of performance data and establishment of performance goals. Sections 
102-192.55 and 102-192.60 identify money paid to vendors as the only 
data that you are required to collect. However, cost is only one aspect 
of mail management; you are, therefore, strongly encouraged to 
establish a wider range of performance data collection and performance 
goals for mail, including goals that connect mail management to 
performance of your agency's mission.
    (b) A relatively small number of facilities generates most of the 
incoming and outgoing mail in most government or private organizations. 
You should know which facilities generate most of your mail, and you 
should focus your performance measurement programs on those facilities.
    (c) The range of measures will depend on the size of your agency or 
facility, your mission, and the life cycle cost of data collection. 
Examples of data that you might collect include:
    (1) Savings from worksharing;
    (2) Pieces of mail handled per mail center FTE;
    (3) Cost per piece by class of mail, with first class broken down 
into letters and flats;
    (4) Ratio of express mail expense to total postage;
    (5) Savings obtained through worksharing;
    (6) Spoiled postage (i.e., stamps or metered envelopes so damaged 
that they cannot be used);
    (7) Percent of outgoing mail transferred from the mail center to a

[[Page 29070]]

service provider on the same day that it is received by the mail center 
from internal customers;
    (8) Percent of internal mail delivered on time, according to agency 
delivery standards;
    (9) Percent of incoming mail sorted incorrectly;
    (10) Cost and percentage of returned mail;
    (11) Ratio of production staff to administrative staff;
    (12) Customer satisfaction;
    (13) Employee satisfaction;
    (14) Workplace safety (e.g., number of accidents per work year, 
work hours lost due to accidents, etc.); and
    (15) Annual hours of training per mail center FTE.


Sec. 102-192.70  Which agencies must report mail data to GSA?

    Every Federal agency whose total annual payments to all service 
providers exceed $1,000,000 must report the data specified in Sec. 102-
192.75 to GSA.


Sec. 102-192.75  What must we report to GSA about our mail operations?

    (a) If you meet the requirement in Sec. 102-192.70, you must report 
to GSA the data described in Sec. 102-192.55, broken down by service 
provider. You must also provide a copy of your agency's annual mail 
management plan, and the name, address, telephone number, and e-mail 
address (if any) of the agency mail manager. In addition, you must 
report any data described in Sec. 102-192.65 that you collect on an 
agency-wide basis.
    (b) Once only, 30 days after the effective date of this rule, you 
must provide GSA with a concise statement that describes the 
performance data that you currently collect at the agency and facility 
levels.


Sec. 102-192.80  How often must we report to GSA about our mail 
operations?

    If you meet the requirement in Sec. 102-192.70, you must report to 
GSA annually. The name of the agency mail manager must be reported 
whenever it changes. Note that GSA maintains an updated list of Federal 
agency mail managers at: http://policyworks.gov/org/main/mt/homepage/mail/april/federal_agency_mail_managers.htm


Sec. 102-192.85  When must we submit reports to GSA about mail?

    If you meet the requirement in Sec. 102-192.70, the first annual 
report to GSA is due on January 15, 2002, covering Fiscal Year 2001. 
Fiscal year reports will be due annually on January 15 thereafter.


Sec. 102-192.90  What format should we use when reporting mail data to 
GSA?

    GSA will provide the format and reporting process for submitting 
data and mail management plans. These will be developed in 
collaboration with the Interagency Mail Policy Council. See 
Sec. Sec. 102-192.130 through 102-192.140 for additional information on 
mail management plans.


Sec. 102-192.95  To whom must we submit our reports about mail?

    If you meet the requirement in Sec. 102-192.70, submit your mail 
reports to:
    (a) General Services Administration, Office of Governmentwide 
Policy, Mail Communications Policy Division (MTM), Washington, DC 
20405; and
    (b) Your agency's Chief Financial Officer, your agency's Chief 
Administrative Officer, your agency's Chief Information Officer, or 
their designees.


Sec. 102-192.100  Why does GSA require these reports about mail?

    GSA requires these reports about mail to:
    (a) Ensure that Federal agencies have performance measures and 
goals for their mail communications programs; and
    (b) Give GSA data to track Governmentwide trends in mail 
communications so that it can fulfill its responsibilities under the 
Federal Records Act.

Subpart D--Agency Mail Manager Responsibilities


Sec. 102-192.105  Which Federal agencies must designate an agency mail 
manager?

    Every Federal agency whose total annual payments to all service 
providers exceed $1,000,000 must designate an agency mail manager.


Sec. 102-192.110  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 fulfill the requirements of this part; i.e., to:
    (a) Prepare and submit agency-wide reports to GSA;
    (b) Ensure that the agency has an effective internal system for 
tracking postage costs; and
    (c) Develop and implement agencywide policies, procedures, 
performance data collection, and agencywide mail management plans.


Sec. 102-192.115  What are my general responsibilities as an agency 
mail manager?

    As an agency mail manager, you should:
    (a) Establish written policies and procedures to provide timely and 
cost effective dispatch and delivery of mail;
    (b) Ensure agency-wide awareness and compliance with standards and 
operational procedures established by all service providers used by the 
agency;
    (c) Monitor the agency's mailings and other mail management 
activities, especially expedited mail, mass mailings, mailing lists, 
and couriers, and seek opportunities to implement cost-effective 
improvements and/or to enhance performance of the agency's mission;
    (d) Develop and direct agency programs and plans for proper and 
cost-effective use of transportation, equipment, and supplies used for 
mail;
    (e) Develop and implement the agency's annual mail management plan;
    (f) Ensure that facility mail managers receive the training they 
need to perform their assigned duties.
    (g) Develop and provide the reports required by this part to GSA; 
and
    (h) Establish written policies and procedures to minimize personal 
mail in incoming, outgoing, and internal agency mail.

    Note to Sec. 102-192.115(h): An agency may decide to accept and 
process personal mail for personnel living on a Federal facility, 
personnel stationed outside the United States, or personnel in other 
situations who would otherwise suffer hardship.

Sec. 102-192.120  What are my financial responsibilities as an agency 
mail manager?

    As an agency mail manager you should:
    (a) Establish and maintain a system that tracks the financial and 
other performance data discussed in Sec. 102-192.55 and Sec. 102-
192.60;
    (b) Work with agency executives to ensure that, to the maximum 
practical extent, the person who makes the decision to mail any 
significant number of pieces of mail is the same person who controls 
the funds for postage;
    (c) Work with agency accounting personnel to ensure that financial 
systems show allocations and expenses for postage and all other mail 
costs separately from all other administrative expenses; and
    (d) Ensure that bills from all service providers are reconciled and 
paid on a timely basis.


Sec. 102-192.125  Must we have an annual agency-wide mail management 
plan?

    Yes, you must develop and implement an annual agency-wide mail 
management plan if your total annual payments to all service providers 
exceed $1,000,000.

[[Page 29071]]

Sec. 102-192.130  What should we include in our annual agency-wide mail 
management plan for mail?

    Your agency-wide mail management plan should address:
    (a) The ways in which mail management supports accomplishment of 
your agency's mission;
    (b) Identifying the facilities within your agency that generate 
large volumes of mail;
    (c) Identifying opportunities for reducing costs and/or enhancing 
your agency's ability to perform its mission through better mail 
management;
    (d) Choosing the lowest cost and/or best value service provider(s) 
for outgoing mail, while ensuring that the Private Express Statutes and 
all USPS regulations are followed;
    (e) Maximizing worksharing;
    (f) Maximizing automated mail communications procedures, including 
automated addressing, mail list management, electronic mail, and use of 
the Internet;
    (g) Maximizing centralized mail processing, consolidation, and 
commingling to obtain postage discounts;
    (h) Developing and maintaining procedures and instructions for the 
cost-effective use of expedited mail, mass mailings, couriers, and mail 
piece design;
    (i) Ensuring that, to the maximum practical extent, the person who 
makes the decision to mail any significant number of pieces of mail is 
the same person who controls the funds for postage;
    (j) Ensuring that financial systems show allocations and expenses 
for postage and all other mail costs separately from all other 
administrative expenses;
    (k) Ensuring that your agency's mail centers are secure; and
    (l) Developing and maintaining performance data systems and 
specific performance goals, and relating mail management goals to your 
agency's mission-related goals.


Sec. 102-192.135  What less costly alternatives to expedited mail and 
couriers should our agency-wide mail management plan address?

    Your plan should address the following alternatives to expedited 
mail and couriers:
    (a) First Class and Priority Mail from the USPS;
    (b) Package delivery services from other service providers; and
    (c) Electronic transmission via e-mail, facsimile transmission, 
electronic commerce, the Internet, etc.


Sec. 102-192.140  What security issues should our agency-wide mail 
management plan address?

    Your plan should:
    (a) Address how your facilities will meet the standards established 
by the Interagency Security Committee that was established in 
accordance with Executive Order 12977, dated October 19, 1995 (3 CFR 
part 413);
    (b) Address training facility mail managers in security procedures, 
how all incoming mail will be handled regardless of carrier, and which 
mail facilities should x-ray all incoming mail; and
    (c) Ensure that facility mail managers participate in their 
building security committees, wherever such committees exist.

Subpart E--Facility Mail Manager Responsibilities


Sec. 102-192.145  What are my general responsibilities as a facility 
mail manager?

    As a Federal facility mail manager you should:
    (a) Implement policies and procedures developed by the agency mail 
manager, including cost control procedures;
    (b) Work to improve, streamline, and reduce the cost of mail 
practices and procedures by continually reviewing work processes 
throughout the facility and seeking opportunities for cost-effective 
change;
    (c) Work closely with all facility personnel, especially those 
involved in developing large mailings, to minimize postage and 
associated printing expenses through improved mail piece design, mail 
list management, electronic transmission of data in lieu of mail, and 
other appropriate measures;
    (d) Work with local managers to ensure that, to the maximum 
practical extent, the person who makes the decision to mail any 
significant number of pieces of mail is the same person who controls 
the funds for postage;
    (e) Ensure that expedited mail and couriers are used only when 
authorized by the Private Express Statutes (39 U.S.C. 601-606) and when 
necessary and cost-effective;
    (f) Provide centralized control of all mail processing activities 
at the facility, including all regularly scheduled, small package, and 
expedited service providers, couriers, equipment and personnel;
    (g) Review unauthorized use, loss, or theft of postage, including 
any unauthorized use of penalty or commercial mail stamps, meter 
impressions or other postage indicia, and immediately report such 
incidents to the agency Inspector General, internal security office, or 
other appropriate authority;
    (h) Provide training opportunities for all levels of agency 
personnel at the facility on cost-effective mailing practices for 
incoming, outgoing, and internal mail; and
    (i) Ensure that outgoing mail meets all the standards established 
by your service provider(s) for weight, size, hazardous materials 
content, etc.


Sec. 102-192.150  Must I have a facility mail security plan?

    If your facility's total annual payments to all service providers 
exceed $250,000, you must develop and implement a facility mail 
security plan, and it should be updated whenever circumstances warrant.


Sec. 102-192.155  What should I include in the facility mail security 
plan?

    Your facility security plan should:
    (a) Address how your facility will meet the standards established 
by the Interagency Security Committee that was established in 
accordance with Executive Order 12977, dated October 19, 1995 (3 CFR 
part 413); and
    (b) Discuss, at a minimum:
    (1) Policies and procedures for safe and secure facility operations 
consistent with your agency's core mission and agency mail security 
plan;
    (2) Security training for facility personnel;
    (3) Safe transportation of mail; and
    (4) X-raying of mail where appropriate.


Sec. 102-192.160  What should I include when contracting out all or 
part of the mail function?

    Any contract for a mail function should require compliance with:
    (a) This part;
    (b) The Private Express Statutes (39 U.S.C. 601-606); and
    (c) All agency policies, procedures, and plans, including the 
agencywide mail management plan.

Subpart F--GSA Responsibilities and Services


Sec. 102-192.165  What are GSA's responsibilities in mail management?

    Under the Federal Records Management Amendments of 1976, as amended 
(44 U.S.C 2904), GSA is required to provide guidance and assistance to 
Federal agencies to ensure economical and effective records management 
by such agencies (mail is one type of record, according to the Act). In 
carrying out its responsibilities under the Act, GSA is required to:
    (a) Promulgate standards, procedures, and guidelines;

[[Page 29072]]

    (b) Conduct research to improve practices and programs;
    (c) Collect and disseminate information on training programs, 
technological developments, etc.;
    (d) Establish an interagency committee (i.e., the Interagency Mail 
Policy Council) to provide an exchange of information among Federal 
agencies;
    (e) Conduct studies, inspections, or surveys; and
    (f) Promote economy and efficiency in the selection and utilization 
of space, staff, equipment, and supplies.


Sec. 102-192.170  What types of support does GSA offer to Federal 
agency mail management programs?

    GSA will support Federal agency mail management programs by:
    (a) Assisting development of agency policy and guidance in mail 
management and mail operations;
    (b) Identifying better business practices and sharing them with 
Federal agencies;
    (c) Developing and providing access to a Governmentwide management 
information system for mail;
    (d) Helping agencies develop performance measures and management 
information systems for mail;
    (e) Maintaining a current list of Agency Mail Managers; and
    (f) Maintaining liaisons with the USPS and other service providers 
at the national level.


Sec. 102-192.175  What types of support does GSA offer to Federal mail 
managers?

    The GSA Office of Governmentwide Policy maintains a website for 
mail communications policy. You may also contact GSA at: General 
Services Administration, Office of Governmentwide Policy, Mail 
Communications Policy Division (MTM), Washington DC 20405; or at: (e-
mail address to be inserted later).

    Dated: May 9, 2001.
G. Martin Wagner,
Associate Administrator for Governmentwide Policy.
[FR Doc. 01-13282 Filed 5-25-01; 8:45 am]
BILLING CODE 6820-24-P


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