Federal Register / Vol. 66, No. 103 / Tuesday, May 29, 2001 / Proposed Rules 29067

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.

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:

RIN.3090-AH13@gsa.gov.

FOR FURTHER INFORMATION CONTACT:

Henry Maury, Office of Transportation

and Personal Property (MT), 202–208–

7928 or henry.maury@gsa.gov.

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.

§ 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).

29068 Federal Register / Vol. 66, No. 103 / Tuesday, May 29, 2001 / Proposed Rules

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

§ 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.

§ 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.

§ 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.

§ 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.

§ 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

§ 102–192.35.

§ 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.

§ 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

Federal Register / Vol. 66, No. 103 / Tuesday, May 29, 2001 / Proposed Rules 29069

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 § 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.

§ 102–192.40 How do we request a

deviation from these requirements, and who

can approve it?

See § § 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

§ 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 § 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.

§ 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

§ 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.

§ 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.

§ 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

29070 Federal Register / Vol. 66, No. 103 / Tuesday, May 29, 2001 / Proposed Rules

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.

§ 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 § 102–192.75 to GSA.

§ 102–192.75 What must we report to GSA

about our mail operations?

(a) If you meet the requirement in

§ 102–192.70, you must report to GSA

the data described in § 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

§ 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.

§ 102–192.80 How often must we report to

GSA about our mail operations?

If you meet the requirement in § 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

§ 102–192.85 When must we submit

reports to GSA about mail?

If you meet the requirement in § 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.

§ 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

§ § 102–192.130 through 102–192.140

for additional information on mail

management plans.

§ 102–192.95 To whom must we submit

our reports about mail?

If you meet the requirement in § 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.

§ 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

§ 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.

§ 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.

§ 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 costeffective 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 § 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.

§ 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 § 102–

192.55 and § 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.

§ 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.

Federal Register / Vol. 66, No. 103 / Tuesday, May 29, 2001 / Proposed Rules 29071

§ 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 costeffective 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.

§ 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.

§ 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

§ 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 costeffective 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.

§ 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.

§ 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.

§ 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

§ 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;

29072 Federal Register / Vol. 66, No. 103 / Tuesday, May 29, 2001 / Proposed Rules

(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.

§ 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.

§ 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: (email 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

DEPARTMENT OF THE INTERIOR

Fish and Wildlife Service

50 CFR Part 15

RIN 1018–AG64

Wild Bird Conservation Act; Review of

Approved List of Captive-bred Species

AGENCY: Fish and Wildlife Service,

Interior.

ACTION: Notice of review.

SUMMARY: We, the U.S. Fish and

Wildlife Service (Service), announce a

review of all approved captive-bred

species listed in the Approved List of

Captive-bred Species as provided for in

the Wild Bird Conservation Act (WBCA)

of 1992. The WBCA requires periodic

review of the list. The purpose of the

review is to ensure that the list

accurately reflects the most current

status information for each listed

species. We request comments that will

provide us with the most current

scientific and trade information

available on these listed species as well

as similar information on species that

may warrant consideration for inclusion

in the list. If inclusion of a species in

the list is not consistent with the best

scientific and trade information

available at the conclusion of this

review, we will change the list

accordingly.

DATES: Your comments on this notice of

review must be received by July 30,

2001 to receive consideration by us.

ADDRESSES: Submit comments,

information, and questions to the Chief,

Division of Scientific Authority; Mail

Stop: Room 750, Arlington Square; U.S.

Fish and Wildlife Service; Washington,

DC 20240 (Fax number: 703–358–2276;

E-mail address: fw9ia_dsa@fws.gov ).

Address express and messengerdelivered mail to the Division of

Scientific Authority; 4401 North Fairfax

Drive, Room 750; Arlington, Virginia

22203. Comments and materials

received will be available for public

inspection by appointment, from 8 a.m.

to 4 p.m., Monday through Friday, at the

Arlington, Virginia, address.

FOR FURTHER INFORMATION CONTACT:

Michael D. Kreger, Biologist, Division of

Scientific Authority (See ADDRESSES

section) (phone: 703–358–1708, fax:

703–358–2276, E-mail:

fw9ia_dsa@fws.gov).

SUPPLEMENTARY INFORMATION:

Background

The Wild Bird Conservation Act

(WBCA) was enacted on October 23,

1992 to promote the conservation of

exotic birds listed in the appendices of

the Convention on International Trade

in Endangered Species of Wild Fauna

and Flora (CITES) by ensuring that all

imports of exotic bird species into the

United States are biologically

sustainable and not detrimental to the

species; ensuring that imported birds

are not subject to inhumane treatment

during capture and transport; and

assisting wild bird conservation and

management programs in countries of

origin.

What Is the Approved List of CaptiveBred Species?

The Approved List of Captive-bred

Species under the WBCA is a list of bird

species that are included in the

appendices of the Convention on

International Trade in Endangered

Species of Wild Fauna and Flora

(CITES), and which exist in

international trade only as captive-bred

specimens. The listing criteria are

described in 50 CFR 15.31–15.32 and

the list is presented in 50 CFR 15.33. A

WBCA permit is not required if an

exotic bird species is listed in the

Approved List of Captive-bred Species.

We periodically review and update the

list. To be included in the list, a species

must meet the following criteria:

(a) All specimens of the species

known to be in trade (legal or illegal)

must be captive bred;

(b) No specimens of the species may

be removed from the wild for

commercial purposes;

(c) Any importation of the species

must not be detrimental to the survival

of the species in the wild; and

(d) Adequate enforcement controls

must be in place to ensure compliance.

Where Can the Approved List of

Captive-Bred Species Be Found?

The Approved Species List of

Captive-bred Species can be found in 50

CFR 15.33. The list is also available on

the World Wide Web at http://

international.fws.gov/global/

wbcaacbs.html. This list contains the

names of species of captive-bred exotic

birds for which importation into the

United States is not prohibited by the

WBCA.

Why Is This Review Being Conducted?

The procedural rules for listing or

removing species from the list can be

found in 50 CFR 15.31. The WBCA

requires that the Secretary of the Interior

conduct a periodic review of each listed

species and, after public comment,

publish in the Federal Register a list of

species of exotic birds that are listed in

any CITES Appendix and that are not

subject to a prohibition or suspension of

importation by the WBCA based on

their captive-bred status. The last

review was conducted in 1994.

Which Species Are Included on the List?

Although the WBCA also contains

provisions for an approved list of wildcaught birds harvested under approved

sustainable-use management plans, and

also allows imports from qualifying

overseas breeding facilities, those lists