[Federal Register Volume 78, Number 92 (Monday, May 13, 2013)]
[Proposed Rules]
[Pages 27908-27913]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2013-11139]
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GENERAL SERVICES ADMINISTRATION
41 CFR Part 102-192
[FMR Case 2008-102-4; Docket 2008-0001; Sequence 1]
RIN 3090-AI79
Federal Management Regulation (FMR); Mail Management; Financial
Requirements for All Agencies
AGENCY: Office of Governmentwide Policy, GSA.
ACTION: Proposed rule.
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SUMMARY: The General Services Administration (GSA) is proposing to
amend the Federal Management Regulation (FMR) by revising its mail
management policy. A major part of the proposed revision involves the
removal of the agency requirement to pay the United States Postal
Service (USPS) using commercial payment processes. This proposed rule
also revises the term ``commercial payment process'', removes the
definition ``large agency'', requires all agencies to provide an annual
mail management report, changes the date of the annual report, removes
the description of facility and program mail manager responsibilities,
recommends all agencies implement the process of consolidation of mail
and requires all agencies to expand existing mail security policy to
include guidance for employees receiving incoming and sending outgoing
official mail at an alternative worksite. Finally, this proposed rule
encourages agencies to increase sustainable activities in their mail
programs, and makes editorial and technical corrections. This case is
included in GSA's retrospective review of existing regulations under
Executive Order 13563. Additional information is available at
www.gsa.gov/improvingregulations.
DATES: Interested parties should submit written comments to the
Regulatory Secretariat at one of the addressees shown below on or
before July 12, 2013 to be considered in the formation of the final
rule.
ADDRESSES: Submit comments in response to FMR Case 2008-102-4 by any of
the following methods:
Regulations.gov: http://www.regulations.gov. Submit
comments via the Federal eRulemaking portal by searching for ``FMR Case
2008-102-4''. Follow the instructions provided at the ``Submit a
Comment'' screen. Please include your name, company name (if any), and
``FMR Case 2008-102-4'' on your attached document.
Fax: 202-501-4067.
Mail: General Services Administration, Regulatory
Secretariat (MVCB), ATTN: Hada Flowers, 1275 First Street NE., 7th
Floor, Washington, DC 20417.
Instructions: Please submit comments only and cite FMR Case 2008-
102-4, in all correspondence related to this case. All comments
received will be posted without change to http://www.regulations.gov,
including any personal and/or business confidential information
provided.
FOR FURTHER INFORMATION CONTACT: For clarification of content, contact
Derrick Miliner, Office of Governmentwide Policy, Mail Management
Program, at 202-273-3564, or email him at [email protected].
Please cite FMR case 2008-102-4. For information pertaining to status
or publication schedules, contact the Regulatory Secretariat (MVCB),
1275 First Street NE., Washington, DC 20417, 202-501-4755.
SUPPLEMENTARY INFORMATION:
A. Background
On June 6, 2002, GSA published an interim rule in the Federal
Register (67 FR 38899) that required all payments to the United States
Postal Service (USPS) be made using commercial payment processes, not
the Official Mail Accounting System (OMAS). The initial conversion date
of October 1, 2003, was subsequently changed to December 31, 2003 by an
amendment published in the Federal Register on September 29, 2003 (68
FR 56112). Many agencies unfortunately were not able to meet this goal.
If agencies did not convert to the commercial payment process by
that date, they were required to submit a deviation request for an
extension. If granted, the deviation could last for no longer than a
two-year period (per internal GSA policy), at which time agencies would
have to request another deviation. FMR Bulletin G-01, published in the
Federal Register on May 13, 2008 (73 FR 27540), granted a 12 month
deviation from April 11, 2008 through April 13, 2009 for conversion to
the commercial payment process. FMR Bulletin G-02 extended the period
granted in FMR Bulletin G-01 to April 13, 2010. GSA granted agencies
another automatic 12-month deviation and
[[Page 27909]]
advised agencies that had unexpired deviations that they did not need
to take any additional action because GSA was reassessing the policy.
This proposed rule reflects agency comments and GSA's proposed change
in policy, namely that agencies would not be required to switch payment
systems with the USPS.
A proposed rule was published in the Federal Register on January 9,
2009 (74 FR 870), to allow agencies a choice of methods to best show
their accountability for mail management. GSA received the following
two comments:
1. The Department of State commented that agencies should be
allowed to continue using OMAS as long as they can demonstrate savings
and detailed accountability as described in 41 CFR part 102-192. For
these reasons, the Department of State believes that deviations should
still be accepted and granted on a case by case basis.
2. The Social Security Administration proposed that GSA amend
subpart B of 41 CFR part 102-192 to include the following language:
``Agencies with locations in areas where post offices cannot support
the use of a commercial payment system shall be exempt from part 102-92
subpart B. Additionally, agencies whose mission critical operations
would be comprised [sic] by converting to a commercial payment process
shall be exempt from part 102-192 subpart B.''
The proposed rule published today reflects a new direction that
would remove the requirement to pay the USPS using only commercial
payment processes. If adopted as a final rule, agencies could continue
to pay the USPS using their existing OMAS account. This approach would
be consistent with both comments received on the proposed rule
published in the Federal Register on January 9, 2009 (74 FR 870).
Additionally, publishing this proposed rule allows the opportunity
to vet with all agencies several changes that GSA drafted in
conjunction with the Federal Mail Executive Council. This new proposed
rule allows those impacted, such as small agencies, as well as other
interested parties, a period to comment and for GSA to respond to those
comments prior to issuing a final rule.
Proposed Changes to 41 CFR Part 102-192
Accordingly, this proposed rule, if adopted as a final rule, would:
1. Remove the agency requirement to pay the USPS using commercial
payment processes and redefine the term ``commercial payment process.''
2. Remove the definition of ``large agency,'' which is defined as
an agency whose total payments to all mail service providers exceed $1
million per fiscal year.
3. With regard to the annual mail management report:
a. Require all agencies, regardless of size, to provide an annual
mail management report. For agencies previously exempt from the
reporting requirement (those below the ``large agency'' threshold) that
are newly required to report, annual reporting beginning with FY 2013
data will begin in FY 2014.
b. Amend the annual reporting date. The report would be due on
October 31 for information covering the previous fiscal year rather
than on January 15 for the previous fiscal year.
c. Require agencies to submit an annual mail management report to
the Office of Governmentwide Policy, Mail Management Policy, through
the Simplified Mail Accountability Reporting Tool (SMART).
d. Point to an FMR bulletin that details the reporting requirements
at www.gsa.gov/fmrbulletin.
4. Remove the description of facility and program mail manager
responsibilities and assign those responsibilities to the agency mail
manager, who may choose to delegate part or all of these
responsibilities.
5. Recommend all agencies implement the process of consolidation
for internal and external mail.
6. Require all agencies to expand existing mail security policy to
include guidance for employees receiving incoming and sending outgoing
official mail at an alternative worksite.
7. Encourage agencies to increase sustainable activities in their
mail programs.
8. Make editorial and technical corrections.
B. Executive Orders 12866 and 13563
Executive Order (E.O.) 12866 of September 30, 1993 (``Regulatory
Planning and Review'') and E.O. 13563 of January 18, 2011 (``Improving
Regulation and Regulatory Review'') direct agencies to assess all costs
and benefits of available regulatory alternatives and, if regulation is
necessary, to select regulatory approaches that maximize net benefits
including potential economic, environmental, public health and safety
effects, distributive impacts, and equity. E.O. 13563 emphasizes the
importance of quantifying both costs and benefits, of reducing costs,
of harmonizing rules, and of promoting flexibility. This proposed rule
is not a significant regulatory action and, therefore, is not subject
to review under Section 6(b) of E.O. 12866. This proposed rule is not a
major rule under 5 U.S.C. 804.
C. Regulatory Flexibility Act
This proposed rule will not have a significant economic impact on a
substantial number of small entities within the meaning of the
Regulatory Flexibility Act, 5 U.S.C. 601, et seq. This proposed rule is
also exempt from the Administrative Procedure Act per 5 U.S.C.
553(a)(2) because it applies to agency management or personnel.
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 under 5
U.S.C. 801 since it relates solely to agency management or personnel.
List of Subjects in 41 CFR Part 102-192
Government contracts, Mail, Performance measurement, Records
management, Reporting recordkeeping requirements, and Security.
Dated: May 1, 2013.
Kathleen M. Turco,
Associate Administrator, Office of Governmentwide Policy.
For the reasons set forth in the preamble, GSA proposes to revise
41 CFR part 102-192 to read as follows:
PART 102-192--MAIL MANAGEMENT
Subpart A--Introduction to This Part
Sec.
102-192.5 What does this part cover?
102-192.10 What authority governs this part?
102-192.15 How are ``I'', ``you'', ``me'', ``we'', and ``us'' used
in this part?
102-192.20 How are ``must'' and ``should'' used in this part?
102-192.25 Does this part apply to me?
102-192.30 To what types of mail and materials does this part apply?
102-192.35 What definitions apply to this part?
102-192.40 Where can we obtain more information about the classes of
mail?
102-192.45 How can we request a deviation from these requirements,
and who can approve it?
[[Page 27910]]
Subpart B--Agency Requirements
Financial Requirements for All Agencies
102-192.50 What payment processes are we required to use?
102-192.55 Why must we use these payment processes?
102-192.60 How do we implement these payment processes?
102-192.65 What features must our finance systems have to keep track
of mail expenditures?
Security Requirements for All Agencies
102-192.70 What security policies and plans must we have?
102-192.75 Why must we have written security policies and plans?
102-192.80 How do we develop written security policies and plans?
Reporting Requirements for All Agencies
102-192.85 Who must report to GSA annually?
102-192.90 What must we include in our annual mail management report
to GSA?
102-192.95 Why does GSA require annual mail management reports?
102-192.100 How do we submit our annual mail management report to
GSA?
102-192.105 When must we submit our annual mail management report to
GSA?
Performance Measurement Requirements for All Agencies
102-192.110 At what levels in our agency must we have performance
measures?
102-192.115 Why must we use performance measures?
Agency Mail Manager Requirements
102-192.120 Must we have an agency mail manager?
102-192.125 What is the appropriate managerial level for an agency
mail manager?
102-192.130 What are your general responsibilities as an agency mail
manager?
Subpart C--GSA's Responsibilities and Services
102-192.135 What are GSA's responsibilities in mail management?
102-192.140 What types of support does GSA offer to Federal agency
mail management programs?
Authority: 44 U.S.C. 2901-2904.
Subpart A--Introduction to This Part
Sec. 102-192.5 What does this part cover?
This part prescribes policy and requirements for the effective,
economical, and secure management of incoming, internal and outgoing
mail and materials in Federal agencies.
Sec. 102-192.10 What authority governs this part?
This part is governed by Section 2 of Public Law 94-575, the
Federal Records Management Amendments of 1976 (44 U.S.C. 2901-2904, as
amended, that requires the Administrator of General Services to provide
guidance and assistance to Federal agencies to ensure economical and
effective records management and defines the processing of mail by
Federal agencies as a records management activity.
Sec. 102-192.15 How are ``I'', ``you'', ``me'', ``we'', and ``us''
used in this part?
In this part, ``I,'' ``me,'' and ``you'' in the singular refer to
agency mail managers. The context makes it clear which usage is
intended in each case. ``We,'' ``us,'' and ``you'' in the plural 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 the GSA recommends.
Note to Sec. 102-192.20: In their internal policy statements,
agencies may require steps that GSA recommends.
Sec. 102-192.25 Does this part apply to me?
Yes, this part applies to you if you work in mail management in a
Federal agency, as defined in Sec. 102-192.35.
Sec. 102-192.30 To what types of mail and materials does this part
apply?
(a) This part applies to all materials that pass through a Federal
mail center, including all incoming and outgoing materials, regardless
of whether or not they currently pass through a mail center. This
includes:
(1) First Class Mail;
(2) Standard Mail;
(3) Periodicals;
(4) Package Services; and
(5) Express Mail.
(b) This part does not apply to shipments of parts or supplies from
a material distribution center. A material distribution center is a
warehouse that maintains and distributes an inventory of parts and
supplies.
Sec. 102-192.35 What definitions apply to this part?
The following definitions apply to this part:
Accountable mail means any piece of mail for which a service
provider and the mail center must maintain a record that shows where
the mail piece is at any given time, and when and where it was
delivered; examples include United States Postal Service (USPS)
registered mail and all expedited mail.
Agency mail manager means the person who manages the overall mail
management program of a Federal agency.
Class of mail means one of the five categories of domestic mail as
defined by the Mailing Standards of the USPS in the Domestic Mail
Manual (DMM) located at http://pe.usps.gov/.
(1) Express mail;
(2) First class (includes priority mail);
(3) Periodicals;
(4) Standard mail, bulk marketing mail; and
(5) Package services.
Commercial payment process means paying for postage using the
United States Postal Service's Centralized Account Processing System.
Commingling means combining outgoing mail from one facility or
agency with outgoing mail from at least one other source.
Consolidation means the process of combining into a container two
or more pieces of mail directed to the same addressee or installation
on the same day.
Consolidation of facilities means the process of combining more
than one mail center into a central location. The decision to
consolidate should be based on a cost analysis comparing the projected
cost savings to the costs of implementation.
Expedited mail means mail designated for overnight and two or three
day delivery by service providers. Examples of expedited mail include
Dalsey, Hillblom, Lynn (DHL); Federal Express (FedEx); United Parcel
Service (UPS); and United States Postal Service (USPS) express mail.
Federal agency or agency, as defined in 44 U.S.C. 2901(14), means--
(1) 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 or judicial branch, except
the Supreme Court, the Senate, the House of Representatives, the
Architect of the Capitol, and all activities under the direction of the
Architect of the Capitol.
Federal facility or facility means any office building,
installation, base, etc., where Federal agency employees work. This
includes any facility where the Federal Government pays postage
expenses even though few or no Federal employees are involved in
processing the mail.
Incoming mail means any mail that comes into a facility delivered
by any service provider, such as DHL, FedEx, UPS, and USPS.
Internal mail means mail generated within a Federal facility that
is
[[Page 27911]]
delivered within that facility or to a nearby facility of the same
agency, so long as it is delivered by agency personnel or an agency
contractor.
Mail means the types of mail described in Sec. 102-192.30.
Mail center means an organization and/or place, within or
associated with a Federal facility, where incoming and/or outgoing
Federal mail and materials are processed.
Mail expenditures means direct expenses for postage, fees and
services and all other mail costs, meter fees, permit fees, etc. (e.g.,
payments to service providers, mail center personnel costs, mail center
overhead, etc.).
Mail piece design means creating and printing items to be mailed so
that they can be processed efficiently and effectively by automated
mail processing equipment.
Official Mail means incoming or outgoing mail that is related to
official business of the Federal Government.
Official Mail Accounting System (OMAS) means the USPS government
specific system used to track postage.
Outgoing mail means mail generated within a Federal facility that
is going outside that facility.
Personal mail means incoming or outgoing mail that is not related
to official business of the Federal Government.
Postage means payment for delivery service that is affixed or
imprinted to a mail piece usually in the form of a postage stamp,
permit, imprint, or meter impression.
Presort means a mail preparation process used to receive a
discounted mail rate by sorting mail according to USPS standards.
Program level means a component, bureau, regional office and/or a
facility that generates outgoing mail.
Service provider means any agency or company that delivers
materials and mail. Some examples of service providers are DHL, FedEx,
UPS, USPS, courier services, the Department of Defense, the Department
of State's Diplomatic Pouch and Mail Division, and other Federal
agencies providing mail services.
Sustainability and Sustainable mean to create and maintain
conditions under which humans and nature can exist in productive
harmony, that permit fulfilling the social, economic, and other
requirements of present and future generations.
Telework means a work flexibility arrangement under which an
employee performs the duties and responsibilities of such employee's
position, and other authorized activities, from an approved worksite
other than the location from which the employee would otherwise work.
Unauthorized use of agency postage means the use of penalty or
commercial mail stamps, meter impressions, or other postage indicia for
personal or unofficial use.
Worksharing is one way of processing outgoing mail so that the mail
qualifies for reduced postage rates. Examples of worksharing include
presorting, bar coding, consolidating, and commingling.
Sec. 102-192.40 Where can we obtain more information about the
classes of mail?
You can learn more about mail classes in the Domestic Mail Manual
(DMM). The DMM is available online at http://pe.usps.gov or you can
order a copy from: Superintendent of Documents, U.S. Government
Printing Office, P.O. Box 979050, St. Louis, MO 63197-9000.
Sec. 102-192.45 How can we request a deviation from these
requirements, and who can approve it?
See Sec. Sec. 102-2.60 through 102-2.110 of this chapter to
request a deviation from the requirements of this part. The
Administrator of General Services and those to whom the Administrator
has delegated such authority have the power to approve or deny a
deviation.
Subpart B--Agency Requirements
Financial Requirements for All Agencies
Sec. 102-192.50 What payment processes are we required to use?
(a) All payments to the USPS must be made using either--
(1) The U.S. Treasury Intergovernmental Payment and Collection
Payment (IPAC) process associated with the Official Mail Accounting
System (OMAS), or
(2) The USPS Centralized Account Processing System (CAPS)
associated with commercial payments.
(b) Payments made to service providers other than USPS must be made
by U.S. Treasury payment methods such as automated clearing house-
electronic funds transfer or a Personal Identification Number (PIN)
based debit card.
Sec. 102-192.55 Why must we use these payment processes?
In accordance with 44 U.S.C. 2904, GSA is required to standardize
and improve accountability with respect to records management,
including Federal mail management.
Sec. 102-192.60 How do we implement these payment processes?
Guidance on implementing payment processes can be found at http://www.fms.treas.gov/index.html.
Sec. 102-192.65 What features must our finance systems have to keep
track of mail expenditures?
All agencies must have an accountable system for making postage
payments; that is, a system that allocates postage expenses at the
program level within the agency and makes program level managers
accountable for obligating and tracking those expenses. The agency will
have to determine the appropriate program level for this requirement
because the level at which it is cost beneficial differs widely. The
agency's finance systems should track all mail expenditures separately
to the program level or below, and should--
(a) Show expenses for postage and all other mail expenditures,
payments to service providers, etc., separate from all other
administrative expenses;
(b) Allow mail centers to establish systems to charge their
customers for mail expenditures; and
(c) Identify and charge the mail expenditures that are part of
printing contracts down to the program level.
Security Requirements for All Agencies
Sec. 102-192.70 What security policies and plans must we have?
(a) Agencies must have a written mail security policy that applies
throughout your agency.
(b) Agencies also must have a written mail security plan for each
facility that processes mail, regardless of the facility's mail volume.
(c) Agencies must have a security policy for employees receiving
incoming and sending outgoing mail at an alternative worksite, such as
a telework center.
(d) The scope and level of detail of each facility mail security
plan should be commensurate with the size and responsibilities of each
facility. For small facilities, agencies may use a general plan for
similar locations. For larger locations, agencies must develop a plan
that is specifically tailored to the threats and risks at your
location. Agencies should determine which facilities they consider are
small and large for the purposes of this section, so long as the basic
requirements for a security plan are met at every facility.
(e) All mail managers are required to report annually the status of
their mail security plans to agency headquarters. At a minimum, this
report should assure that all mail security plans complies with the
requirements of this part,
[[Page 27912]]
including annual review by a subject matter expert and regular
rehearsal of responses to various emergency situations by facility
personnel.
(f) A security professional who has expertise in mail center
security should review the agency's mail security plan and policies
annually to include identification of any deficiencies. Review of
facility mail security plans can be accomplished by subject matter
experts such as agency security personnel. If these experts are not
available within your agency, seek assistance from the U.S. Postal
Inspection Service or the Federal Protective Service (FPS).
Sec. 102-192.75 Why must we have written security policies and plans?
All Federal mail programs must identify, prioritize, and coordinate
the protection of all mail processing facilities in order to prevent,
deter, and mitigate the effects of deliberate efforts to destroy,
incapacitate, or exploit the mail center or the national mail
infrastructure. Homeland Security Presidential Directive (HSPD 7) at
http://www.fas.org/irp/offdocs/nspd/hspd-7.html requires all agencies
to protect key resources from terrorist attacks. All Federal mail
centers are identified as key resources under the Postal and Shipping
Sector Plan. Further details on the plan can be found at the Department
of Homeland Security's (DHS) Web site.
Sec. 102-192.80 How do we develop written security policies and
plans?
Agency mail managers must coordinate with their agency security
service and/or the FPS or the U.S. Postal Inspection Service to develop
agency mail security policies and plans. The FPS has developed
standards for building construction and management, including standards
for mail centers. At a minimum, the agency mail security plan must
address the following topics:
(a) Risk assessment;
(b) A plan to protect staff and all other occupants of agency
facilities from hazards that might be delivered in the mail;
(c) Operating procedures;
(d) A plan to provide a visible mail screening operation;
(e) Training mail center personnel;
(f) Testing and rehearsing responses to various emergency
situations by agency personnel;
(g) Managing threats;
(h) Communications plan;
(i) Occupant Emergency Plan;
(j) Continuity of Operations Plan; and
(k) Annual reviews of the agency's security plan.
Reporting Requirements for All Agencies
Sec. 102-192.85 Who must report to GSA annually?
All agencies regardless of size must provide an annual Mail
Management Report to GSA. If your agency is a cabinet level or
independent agency, the agency mail manager must compile all offices or
components and submit one report for the department or agency as a
whole, for example, the Department of Defense or the Department of
Health and Human Services.
Sec. 102-192.90 What must we include in our annual mail management
report to GSA?
Your agency must provide an agency-wide response to the GSA
requested data elements. GSA will provide the list of data elements in
a Federal Management Regulation (FMR) Bulletin. GSA coordinates all
mail management related FMR Bulletins with the Federal Mail Executive
Council and updates them as necessary. FMR Bulletins are available at:
http://www.gsa.gov/bulletins.
Sec. 102-192.95 Why does GSA require annual mail management reports?
GSA requires annual agency mail management reports to--
(a) Ensure that Federal agencies have the policies, procedures, and
data to manage their mail operations efficiently and effectively;
(b) Ensure that appropriate security measures are in place; and
(c) Allow GSA to fulfill its responsibilities under the Federal
Records Act, especially with regards to sharing best practices,
information on training, and promulgating standards, procedures, and
guidelines.
Sec. 102-192.100 How do we submit our annual mail management report
to GSA?
You must submit annual reports using the GSA web based Simplified
Mail Accountability Reporting Tool (SMART). Training is available from
GSA to agency mail managers and other authorized users on how to use
the SMART data reporting system. Contact the Mail Management Program
office for access and training at 202-501-1777.
Sec. 102-192.105 When must we submit our annual mail management
report to GSA?
Your annual report is due on October 31 of each year for the
previous fiscal year.
Performance Measurement Requirements for All Agencies
Sec. 102-192.110 At what levels in our agency must we have
performance measures?
You must have performance measures for mail operations at the
agency level and in all facilities and for all program levels.
Sec. 102-192.115 Why must we use performance measures?
Performance measures gauge the success of your mail management
plans and processes by comparing performance over time and among
organizations. Performance measures--
(a) Define goals and objectives;
(b) Enhance resource allocation; and
(c) Provide accountability.
Agency Mail Manager Requirements
Sec. 102-192.120 Must we have an agency mail manager?
Yes, every Federal agency as defined in Sec. 102-192.35, must have
an agency mail manager.
Sec. 102-192.125 What is the appropriate managerial level for an
agency mail manager?
The agency mail manager should be at a managerial level that
enables him or her to speak for the agency on mail management as
outlined in this part.
Sec. 102-192.130 What are your general responsibilities as an agency
mail manager?
In addition to carrying out the responsibilities mentioned above,
an agency mail manager should--
(a) Establish written policies and procedures to provide timely and
cost effective dispatch and delivery of mail and materials;
(b) Ensure agency-wide awareness and compliance with standards and
operational procedures established by all service providers used by the
agency;
(c) Set policies for expedited mail, mass mailings, mailing lists,
and couriers;
(d) Implement cost savings through:
(1) Consolidating and presorting wherever practical, e.g., internal
and external mail, and consolidation of agency-wide mail operations and
official mail facilities; and
(2) Reducing the volume of Federal-agency to Federal-agency mail
whenever possible.
(e) Develop and direct agency programs and plans for proper and
cost effective use of transportation, equipment, and supplies used for
mail;
(f) Ensure that all facility and program level mail personnel
receive appropriate training and certifications to successfully perform
their assigned duties;
[[Page 27913]]
(g) Promote professional certification for mail managers and mail
center employees;
(h) Ensure that expedited mail service providers are used only when
authorized by the Private Express Statutes, 39 U.S.C. 601-606;
(i) Establish written policies and procedures to minimize incoming
and outgoing personal mail;
(j) Provide guidance to agency representatives who develop
correspondence or design mailing materials including Business Reply
Mail, letterhead, and mail piece design;
(k) Represent the agency in its relations with service providers,
other agency mail managers, and the GSA Office of Governmentwide
Policy;
(l) Ensure agency policy incorporates Federal hazardous materials
requirements set forth in 49 CFR parts 100-180; and
(m) Ensure agency sustainable activities become part of the mail
program by incorporating strategies in accordance with Executive Order
13514 of October 5, 2009 (``Federal Leadership in Environmental,
Energy, and Economic Performance''), specifically Sec. 8 that describes
the Agency Strategic Sustainability Performance Plan.
Subpart C--GSA's Responsibilities and Services
Sec. 102-192.135 What are GSA's responsibilities in mail management?
44 U.S.C 2904(b) directs the Administrator of General Services to
provide guidance and assistance to Federal agencies to ensure
economical and efficient records management. 44 U.S.C. 2901(2) and
(4)(C) define the processing of mail by Federal agencies as part of
records management. In carrying out its responsibilities under the Act,
GSA is required to--
(a) Develop standards, procedures, and guidelines;
(b) Conduct research to improve practices and programs;
(c) Collect and disseminate information on training programs,
technological developments, etc;
(d) Establish one or more interagency committees (e.g., the Federal
Mail Executive Council, and the Interagency Mail Policy Council) as
necessary to provide an exchange of information among Federal agencies;
(e) Conduct studies, inspections, or surveys;
(f) Promote economy and efficiency in the selection and utilization
of space, staff, equipment, and supplies; and
(g) In the event of an emergency, at the request of DHS, cooperate
with DHS in communicating with agencies about mail related issues.
Sec. 102-192.140 What types of support does GSA offer to Federal
agency mail management programs?
(a) GSA supports Federal agency mail management programs by--
(1) Assisting in the development of agency policy and guidance in
mail management and mail operations;
(2) Identifying best business practices and sharing them with
Federal agencies;
(3) Developing and providing access to a Governmentwide management
information system for mail;
(4) Helping agencies develop performance measures and management
information systems for mail;
(5) Maintaining a current list of agency mail managers;
(6) Establishing, developing, and maintaining interagency mail
committees;
(7) Maintaining liaison with the USPS and other service providers
at the national level;
(8) Maintaining a publically accessible Web site for mail
communications policy; and
(9) Serving as a point of contact for all Federal agencies on mail
issues.
(b) For further information contact: U.S. General Services
Administration, Office of Governmentwide Policy (MA), 1275 First Street
NE., Washington, DC 20417; telephone 202-501-1777, or email:
[email protected].
[FR Doc. 2013-11139 Filed 5-10-13; 8:45 am]
BILLING CODE 6820-14-P