Administrative Services

Secure Teleconferences

The following is process and procedures information for establishing a secure (restricted information) tele- conference. The process and procedures are effective immediately.

Introduction

This article provides basic information and guidance to postal managers and their designees on the process for establishing a secure teleconference. A secure teleconference is distinguished from an ordinary teleconference in that it includes precautions to protect privacy through password protection or other measures. Secure teleconferencing is a cost-effective way to conduct telephone meetings that involve Postal Service restricted (ASM 351) and other sensitive information.

Background

It is often practical, productive, and cost-effective for Postal Service managers and designated personnel to conduct teleconference meetings. The Postal Service maintains a competitively acquired contract with MCI WorldCom for local, long-distance, and teleconference service.

Policy

A secure teleconference must be used for all teleconferences when Postal Service restricted (ASM 351) information will be discussed. Through the MCI WorldCom service and with management approval, any postal facility may conduct a secure teleconference.

Funding

Functional organizations hosting secure teleconference meetings are responsible for cost and connection fees. The call sponsor must provide his or her finance number for payment. Teleconference pricing information can be obtained from the MCI WorldCom operator.

Procedures

Secure teleconferences require a reservation. To schedule a secure teleconference, follow the procedures below.

To set up the call:

Step 1. Obtain a corporate authorization number by calling 800-459-2940 and providing the company name (Postal Service) and your finance number. The authorization number functions as your account number. Retain it to make reservations for all of your teleconferences (secure and nonsecure) tied to this finance number.

Step 2. Dial Postal Service conferencing reservations at 800-459-2940 and provide the date/time, authorization number (from step 1 above), and number of telephone lines needed for the call.

Step 3. Ask for a standard-level call and specify that the call needs to be secure. There is no additional charge, but the secure functionality will not be engaged unless you request it. Provide the reservations operator with a customized passcode of your choosing.

To finalize arrangements for the call, select and apply one of the following:

Call-Out Option:

• In advance of the secure teleconference, call the reservations operator at 800-459-2940 and provide a list of participant names and phone numbers. Make sure that the list provides each participant's preferred number (desk, , or cell) for the teleconference.

• Before the teleconference, provide each authorized participant with the customized passcode.

• At the time of the teleconference, MCI WorldCom's operator will dial each participant at his or her designated number. The operator will ask each participant for the customized passcode.

Call-In Option:

• In advance of the secure teleconference, call the reservations operator at 800-459-2940 and provide a list of participants. Establish with the operator the toll-free number for participants to call for admission to the teleconference.

• Before the teleconference, instruct each authorized participant to call 800-459-2940 or the toll- free number previously established (under "Call-Out Option" above) at the appointed time. Provide each participant with the customized passcode.

• At the time of the teleconference, participants will dial in on the established toll-free number. The operator will ask for the participant's name and customized passcode before entering him or her into the call.

To secure the call:

• After all participants are present on the call, you, as the call sponsor, secure the call by pressing star (*) 7 on the telephone keypad. Your phone will emit a distinctive tone (other than the familiar enter/leave tone). This tone assures you that the operator has left the call. If this distinctive tone does not sound, the operator is still on the call, and you should ask the operator to leave the call. You should then press star (*) 7 again to secure the call.

• Once the call has been secured, additional participants cannot join the call unless the security features are removed.

To re-admit a participant who has dropped off an ongoing call:

• If a participant's connection to a secure teleconference is terminated, you, as the call sponsor, can reopen the call to that individual by pressing star (*) 7. This will remove the security from the call. The participant may then rejoin the call through the MCI WorldCom operator. Once the participant is back on the call, you press star (*) 7 once again to restore the security features.

To obtain operator assistance:

• If you need the operator for assistance during the call - either for troubleshooting or to redial a participant whose connection to the conference has been terminated - press star (*) 7 to remove the security features and then press star (*) 0 to get the operator. When the operator has left the call, press star (*) 7 again to restore the call security features.

Contact

If you have questions or issues concerning the quality of services you receive using this secure teleconference service, please call Marvin Benham at 919-501-9226.

Disclaimer

No telephone conversation is guaranteed free from the risk of being intercepted or overheard by unauthorized persons. Although the secure teleconference service enhances the privacy of the information being discussed, you should still carefully consider disclosing and discussing Postal Service restricted (ASM 351) and other sensitive information.

- Information Systems, 3-21-02

Child Alert Program

March 2002

Have You Seen Any of These Missing Persons?

Please participate in the NALC/USPS Child Alert Program. Tear out this page and carry itwith you. If you have information on any of these missing persons, tell your postal supervisor.

Missing Children Poster

Elaina Rivera

Age progression to 27 years.

Born: 5-9-74

Date Missing: 6-26-87

Missing From: Ramona, CA

Samatha Clonch

Born: 3-17-86

Date Missing: 9-9-99

Missing From: Henderson, TX

Stephanie Benton

Age progression to 24 years.

Born: 5-16-77

Date Missing: 3-13-95

Missing From: Bullhead City, AZ

Victor Nakada

Born: 10-28-91

Date Missing: 4-14-97

Missing From: Oceanside, CA

Kyra Murray

Born: 1-19-97

Date Missing: 8-30-00

Missing From: Bedford, PA

Skye Elliott

Born: 7-21-00

Date Missing: 8-31-01

Missing From: Trappe, MD

Please call the National Center for Missing and Exploited Children
Hot Line 1-800-843-5678
TDD 1-800-826-7653

Missing Children Poster Display Instructions

Please display this poster prominently on bulletin boards in retail lobbies of main Post Offices, classified stations, and branches. Operators of contract postal units may display this poster at their option.

Companion posters, authorized for display on bulletin boards maintained by employee organizations, appear periodically in The Postal Record, a publication for members of the National Association of Letter Carriers.

This poster is published in cooperation with the National Center for Missing and Exploited Children, the United States Department of Justice, and the National Association of Letter Carriers. Information appearing on this poster is selected solely by NCMEC.

In addition to Postal Bulletin updates, NCMEC distributes information via broadcast fax. Notification of newly reported missing children is sent to designated district "Missing Children" coordinators at fax numbers provided by district managers. Within 24 hours of receipt of a facsimile Missing Children poster, district coordinators should distribute copies to all postal facilities in their districts. Missing Children posters are to be displayed for 30 days in Post Office lobbies, workroom floor areas, and other postal facilities, unless notification is received (from NCMEC) to remove a particular poster sooner. The broadcast fax network is used to distribute posters and information in only the most urgent cases of missing and exploited children. This system supplements, but does not replace, the missing children information in this Postal Bulletin.

Missing Children posters are available to the U.S. Postal Service only as described above. If postal employees are contacted by individuals or local agencies about displaying a sign or poster of a missing child in local Post Offices, the individual or agency should be politely informed that the U.S. Postal Service displays only those posters provided by NCMEC, because it has been designated by the U.S. Department of Justice to be the national clearinghouse and resource center for missing and exploited children. The individual or agency should then be referred to NCMEC at 1-800-843-5678.

March 2002

Have You Seen Any of These Missing Persons?

Please participate in the NALC/USPS Child Alert Program. Tear out this page and carry itwith you. If you have information on any of these missing persons, tell your postal supervisor.

Missing Children Poster

Ravy Yan

Born: 12-29-84

Date Missing: 9-28-01

Missing From: Fairfax, VA

Willie Baptiste

Born: 3-9-85

Date Missing: 8-1-01

Missing From: Bethel, VT

Aiyana Harris

Born: 8-27-84

Date Missing: 12-14-01

Missing From: Dover, DE

Jeannette Karel

Born: 5-6-86

Date Missing: 9-21-00

Missing From: Bowling Green, OH

Cheyanne Kirby

Born: 4-5-98

Date Missing: 8-17-01

Missing From: Massillon, OH

Hector Berrios Chaar

Born: 4-28-91

Date Missing: 9-7-01

Missing From: San Juan, PR

Please call the National Center for Missing and Exploited Children
Hot Line 1-800-843-5678
TDD 1-800-826-7653

Missing Children Poster Display Instructions

Please display this poster prominently on bulletin boards in retail lobbies of main Post Offices, classified stations, and branches. Operators of contract postal units may display this poster at their option.

Companion posters, authorized for display on bulletin boards maintained by employee organizations, appear periodically in The Postal Record, a publication for members of the National Association of Letter Carriers.

This poster is published in cooperation with the National Center for Missing and Exploited Children, the United States Department of Justice, and the National Association of Letter Carriers. Information appearing on this poster is selected solely by NCMEC.

In addition to Postal Bulletin updates, NCMEC distributes information via broadcast fax. Notification of newly reported missing children is sent to designated district "Missing Children" coordinators at fax numbers provided by district managers. Within 24 hours of receipt of a facsimile Missing Children poster, district coordinators should distribute copies to all postal facilities in their districts. Missing Children posters are to be displayed for 30 days in Post Office lobbies, workroom floor areas, and other postal facilities, unless notification is received (from NCMEC) to remove a particular poster sooner. The broadcast fax network is used to distribute posters and information in only the most urgent cases of missing and exploited children. This system supplements, but does not replace, the missing children information in this Postal Bulletin.

Missing Children posters are available to the U.S. Postal Service only as described above. If postal employees are contacted by individuals or local agencies about displaying a sign or poster of a missing child in local Post Offices, the individual or agency should be politely informed that the U.S. Postal Service displays only those posters provided by NCMEC, because it has been designated by the U.S. Department of Justice to be the national clearinghouse and resource center for missing and exploited children. The individual or agency should then be referred to NCMEC at 1-800-843-5678.

Customer Relations

NOTICE

Order of the Yellow Jersey - Award Recipients

The Postal Service's Consumer Advocate has recognized 28 Performance Clusters as winners of the Order of the Yellow Jersey (OYJ), the recognition award created in the spirit of three-time Tour de France winner Lance Arm- strong to honor excellence in customer service.

The OYJ is awarded for accuracy of delivery, consistency of delivery, and professionalism in serving customers. Award recipients for Quarter II, FY 2002, are categorized by geographic area:

• Rural: New Hampshire, Albany, Springfield, Kentuckiana, Maine, Harrisburg, Greater Michigan, Dakotas, Erie, Hawkeye, and Appalachian.

• Mixed: Northland, Central Plains, Spokane, Greater Indiana, Columbus, Lakeland, Albuquerque, Oklahoma, and Mid-America.

• Urban: Middlesex-Central, Southeast New England, Western New York, Long Island, Pittsburgh, and Central Florida.

• Unique: Dallas and San Francisco.

- Customer Satisfaction Measurement,Office of the Consumer Advocate, 3-21-02

Domestic Mail

DMM REVISION

Bedloaded Bundles of Periodicals

Effective March 31, 2002, Domestic Mail Manual (DMM) M011, M013, M210, and M220 are revised to remove the option that allows mailers to bedload bundles of Periodicals flat-size mail instead of placing them in sacks or on pallets.

Current DMM M210.5.0 and M220.5.0 allow authorized mailers to place packages of Presorted rate and carrier route rate Periodicals flats directly into a truck or trailer if the packages are secured together into bundles containing a minimum of 20 pounds of mail (instead of sacking or palletizing those packages). Such preparation is optional and requires Postal Service authorization from Business Mailer Support at Headquarters.

Our records indicate that there are no mailers who are preparing bedloaded bundles in this manner. For this reason, and because bedloaded bundles are generally not cost-efficient for the Postal Service to handle and process, we are removing the option to prepare Periodicals flats as bedloaded bundles. Effective March 31, 2002, all Periodicals flats must be prepared in sacks or on pallets.

This change does not apply to mailers who transport packages of Periodicals to destination delivery units under exceptional dispatch.

We will incorporate these revisions into the next printed version of the DMM and into the March 31 update of the online DMM available via Postal Explorer at http://pe.usps.gov.

Domestic Mail Manual (DMM)

* * * * *

M Mail Preparation and Sortation

M000 General Preparation Standards

M010 Mailpieces

M011 Basic Standards

1.0 TERMS AND CONDITIONS

* * * * *

1.3 Preparation Instructions

* * * * *

[Delete item z, which defines a "bundle." Renumber items aa through ac as items z through ab, respectively.]

* * * * *

M013 Optional Endorsement Lines

1.0 USE

1.1 Basic Standards

[Revise 1.1 by deleting the entry for SCF.]

* * * * *

M200 Periodicals (Nonautomation)

M210 Presorted Rates

* * * * *

[Delete section 5.0, Bedloaded Bundles (Flat-Size Pieces). Renumber section 6.0 as 5.0.]

* * * * *

M220 Carrier Route Rates

* * * * *

[Delete section 5.0, Bedloaded Bundles (Flat-Size Pieces). Renumber section 6.0 as 5.0.]

* * * * *

- Mail Preparation and Standards,
Pricing and Classification, 3-21-02

DMM REVISION

Barcoding Standards Reference Change

Effective March 21, 2002, Domestic Mail Manual (DMM) C850.1.4 is revised to reflect changes in the updated Publication 91, Confirmation Services Technical Guide.

We will incorporate this revision into the next printed version of the DMM and into the March 31 update of the online DMM available via Postal Explorer at http://pe.usps.gov.

Domestic Mail Manual (DMM)

* * * * *

C Characteristics and Content

* * * * *

C800 Automation-Compatible Mail

* * * * *

C850 Barcoding Standards for Machinable Parcels

1.0 GENERAL

* * * * *

1.4 Use With Delivery Confirmation and Signature Confirmation Services

* * * * *

[Revise the first sentence in b(3) to read as follows:]

(3) The barcode must be prepared according to the data format requirements for concatenated barcodes in Publication 91, Appendix G.***

- Product Information Requirements, 3-21-02

DMM REMINDER

New Sort Level for Pallets

Effective March 31, 2002, the Postal Service is introducing a new optional level of pallet sort for a limited number of sectional center facility (SCF) service areas. This option is available for Periodicals nonletters (flats and irregular parcels), Standard Mail flats, and Bound Printed Matter flats prepared on pallets.

New labeling list L006 allows mailers to prepare flats on pallets based on specific groupings of 5-digit ZIP Codes to facilitate entering the pallets directly into the facility where that mail is processed. To implement this change, we have added a new optional pallet level called a "5-digit metro" pallet prepared using labeling list L006. These pallets will contain mail for certain groupings of 5-digit ZIP Codes that are all processed within a single facility. In the sortation hierarchy, the 5-digit metro pallet follows the 5-digit scheme and 5-digit sort levels and precedes the 3-digit and SCF sort levels. A 5-digit metro pallet could contain carrier route, 5-digit, and 3-digit packages.

The Postal Service and its customers will benefit from this new optional sort because mail will be prepared and deposited more efficiently, going directly to the facility where the packages of mail are processed by the Postal Service and avoiding extra handling and transportation.

We first published these changes in Postal Bulletin 22066 (12-27-01, pages 9-15) and we will include them in a special update of the online DMM on March 31, 2002. The DMM is available via Postal Explorer at http://pe.usps.gov.

- Mail Preparation and Standards,Pricing and Classification, 3-21-02

DMM REMINDER

Co-Packaging of Automation Rate and Presorted Rate Flats

Effective March 31, 2002, portions of Domestic Mail Manual (DMM) Module M are revised and new M950 is added to provide a new option that allows mailers to combine flat-size automation rate pieces and flat-size Presorted rate pieces of the same mail class within the same package. This new preparation option is called "co-packaging" and is available for First-Class Mail® items, Periodicals, and Standard Mail items.

Under current standards, flats prepared as an automation rate mailing must bear a ZIP+4 or delivery point barcode, while flats prepared as a Presorted rate mailing are not required to bear a barcode. The new co-packaging option requires that all Presorted rate pieces bear a 5-digit barcode. Pieces without a 5-digit barcode must continue to be prepared as separate mailings but could be co-trayed or co-sacked under M910.

Under the new co-packaging option, the current minimum volume requirements for automation rate and Presorted rate mailings continue to apply separately for First-Class Mail and Standard Mail items. The total of all automation rate and Presorted rate pieces can be used jointly to meet package and container minimums (i.e., a minimum of 10 pieces per package for First-Class Mail or Standard Mail items, and a minimum of 6 pieces per package for Periodicals). Postage for Presorted rate and automation rate pieces will still be determined under DMM E130 and E140 for First-Class Mail items; under E220 and E240 for Periodicals; and under E620 and E640 for Standard Mail items.

As part of this new option, mailers may combine Presorted rate pieces and automation rate pieces in no more than one physical package per "logical" presort destination. A "logical" presort destination represents the total number of pieces that are eligible for a specific presort level based on the required sortation but that might not necessarily be contained in a single container, such as a package, sack, or pallet, due to the applicable preparation requirements. As an example, if 9 Presorted rate Periodicals pieces (each containing a 5-digit barcode) are sorted to the same 3-digit ZIP Code destination as 19 automation rate pieces (each containing a ZIP+4 barcode), the following physical packages might be prepared: one package containing 8 Presorted rate pieces; one package containing 1 Presorted rate piece and 7 automation rate pieces; and one package containing 12 automation rate pieces.

This option is beneficial to customers because it allows some pieces to move up to a finer presort level and qualify for lower postage rates. The Postal Service benefits by receiving more finely sorted mail.

Mailers who elect to use this new co-packaging option must prepare their mail using Presort Accuracy, Validation, and Evaluation (PAVE)-certified software or the standardized documentation option in DMM P012. The documentation must indicate the total number of automation rate and Presorted rate pieces in each package. Because this option is beneficial to customers and the Postal Service, we encourage presort software vendors to set this option as a default.

We first published these changes in Postal Bulletin 22064 (11-29-01, pages 36-47) and we will include them in a special update of the online DMM on March 31, 2002. The DMM is available via Postal Explorer at http://pe.usps.gov.

- Mail Preparation and Standards,Pricing and Classification, 3-21-02

ANNOUNCEMENT

Test Center for Voluntary Barcode Readability Pretesting on MERLIN

The Mailing Evaluation, Readability, and Lookup Instrument (MERLIN) is a new tool used during verification and acceptance in business mail entry units (BMEU) and detached mail entry units (DMU). MERLIN verifies whether customer-prepared letter- or flat-size mailings are eligible for the postage rates claimed by a customer on postage statements. MERLIN machines are currently under deployment in the Southeast and Southwest areas and will be completely deployed nationally in approximately 2 years.

In response to customer requests, the Postal Service has dedicated a MERLIN barcode readability test site in Chicago, Illinois. Customers may voluntarily request to have prebarcoded sample mailpieces checked for barcode readability at the test center. However, mailpieces cannot be submitted for barcode readability pretesting more than 90 days prior to installation of MERLIN at the BMEU or DMU where the mailings are verified for acceptance. Customers will receive a letter from the Postal Service 90 days or more in advance that will notify them of the actual MERLIN installation date. There is one exception. Large national printers with multiple mailing entry points throughout the country may request testing out of the MERLIN 90-day installation limit. Testing may be deferred, as necessary, to test mailings received from customers where MERLIN has been installed.

Customer voluntary pretesting of sample mailpieces does not change the requirement that all automation rate mailings prebarcoded by customers will receive MERLIN testing at the time mail is deposited.

Barcode readability pretesting is for First-Class Mail®, Periodicals, or Standard Mail letters or flat-size mailpieces. Customers must complete and send two copies of the "Request for MERLIN Barcode Readability Test" (that is included with this Postal Bulletin on page 13) with the test mailpieces. The following outlines customer and test center procedures for submission and mailpiece pretesting.

Customer Procedures

Customers may not submit mailpieces more than 90 days prior to MERLIN installation at the BMEU or DMU where they present mailings for verification and acceptance. (See note above about large national printers).

Mailpieces cannot weigh more than 16 ounces and must be within the maximum and minimum size limitations for letters or flats as noted in Domestic Mail Manual (DMM) C050:

*Must exceed at least one of these letter-size dimensions.

Each mailpiece must bear an actual address (street, city, state, and ZIP+4). Fictitious addresses will result in negative test results.

Customers must submit either 25 or 50 mailpieces for each test.

Customers must submit two copies of the "Request for MERLIN Barcode Readability Test" with the test mailpieces.

Customers must package test mailpieces in cartons, affix postage, and mail to:

MITCH FILIP
MERLIN TEST CENTER
3400 W PRATT AVENUE
CHICAGO IL 60712-3700

Note: If more than one test is in the carton, clearly separate and identify the tests and secure the readability test forms to the package of test mailpieces.

Customers must check one of the boxes on the pretesting request forms to indicate how they would like the Postal Service to handle the mailpieces after pretesting. Following are the four options:

Option 1

The test center will deposit the test mailpieces individually into the mailstream and send the readability report to the customer. The customer must place applicable First- Class Mail postage on each mailpiece before sending the sample mailpieces to the test center.

Option 2

The test center will discard the mailpieces as waste and will send the readability report to the customer.

Option 3

The test center will return the test mailpieces with errors to the customer with the readability report. Customers must supply a return shipping label(s) with enough postage affixed to return the test mailpieces by First-Class Mail service or Package Services mail service.

Option 4

The test center will return all of the test mailpieces to the customer with the readability report. Customers must supply return shipping label(s) with enough postage affixed for return of the test mailpieces by First-Class Mail service or Package Services mail service.

Test Center Procedures

The test center will conduct the barcode readability test within 72 hours of receipt of test mailpieces. The test center will return the readability report results and process the mailpieces as instructed by the customer in the "Request for MERLIN Barcode Readability Test."

- Marketing Technology and Channel Management, Business Mail Acceptance, 3-21-02

U.S. ARMED FORCES

Free Mail Program

Effective immediately, under the provisions of Section 3401 (a)(1) of Title 39, U.S.C., and pursuant to Executive Order 12556, dated April 16, 1986, the Secretary of Defense has authorized free mail privileges for members of the U.S. Armed Forces and designated civilians directly supporting "Operation Freedom Eagle" in the following locations:

All of the islands of the Republic of Philippines south of the island of Luzon within the following described limits: 08-00N/116-30E; 04-45N/119-30E; 05-00N/128-00E; 13-00N/129-00E; 12-30N/116-00E.

In addition, free mail privileges remain in effect for the following military operations/locations:

"Operation Enduring Freedom"

• Afghanistan

• Bahrain

• Diego Garcia

• Kazakhstan

• Kyrgyzstan

• Kuwait

• Oman

• Pakistan

• Qatar

• Saudi Arabia

• Tajikistan

• United Arab Emirates

• Uzbekistan

• Aboard ships in the Gulf of Aden

• Aboard ships in the Gulf of Oman

• Aboard ships in the North Arabian Sea (that portion of the Arabian sea that lies north of 10 degrees north latitude and west of 68 degrees east longitude)

• Aboard ships in the Persian Gulf

• Aboard ships in the Red Sea

Other

• Albania

• Hungary

• Kabal, Kuwait

• Zakho, Iraq

• Former Republic of Yugoslavia

- Bosnia-Herzegovina

- Croatia (including Zagreb)

- Macedonia

- Serbia-Montenegro (including Kosovo and Vojvodina)

- Slovenia

• Aboard ships in the Adriatic Sea

• Aboard ships in the Ionian sea north of the 39th parallel

In accordance with 39 U.S.C. 3401(a)(1)(B), free mail privileges will also be extended to individuals hospitalized for disease or injury in a facility under the jurisdiction of the Armed Forces as a result of service in these designated areas.

Personnel authorized this privilege may mail, without postage, letters, postcards, and sound recordings (audio and videotapes) having the character of personal correspondence to any place in the United States, its possessions or territories, or to any military post office (APO/FPO).

Free mail must have a complete APO or FPO return address, the word "Free" in the upper right corner with an APO or FPO postmark, and a complete delivery address. Free mail may not be registered, insured, or certified.

All employees who handle and deliver mail should be made aware of this free mail privilege. Do not collect postage upon delivery or return this mail to the sender for postage. Mail having the appearance of free mail under this program should never be returned to sender.

Questions regarding the legitimacy of users of this program can be addressed to the Military Postal Service Agency, 2461 Eisenhower Avenue, Alexandria, VA 22331-0006 (toll free 800-810-6098, Monday-Friday, 7:30 A.M.-4:30 P.M.; FAX 1-703-325-9534; DSN Prefix 221; e-mail mpsawebcontacts@hqda.army.mil).

- International Network Operations,Network Operations Management, 3-21-02