Administrative Services

ASM REVISION

Disclosure of Information on Mail That Customers Send or Receive

Effective April 4, 2002, Administrative Support Manual (ASM) 13, section 274.5, Disclosure of Information Collected From Mail Sent or Received by Customers, is revised. We revised the section to add two additional circumstances in which the Postal Service may collect images of live mail for specified purposes. Specifically, we:

• Added 274.5(f)(9) to allow the Postal Service to develop, test, and improve mail recognition and processing technology without getting written approval from the Chief Postal Inspector. This change will facilitate the use of test decks for the purpose of testing and calibrating enhanced processing technology.

• Added new 274.5(j) to allow the Postal Service to collect images of mail for the purpose of ensuring the health and safety of its employees and the public.

• Clarified, in new 274.5(g), that any image the Postal Service collects for operational purposes may not be used for criminal investigative purposes, unless law enforcement officials follow the procedures in 213 regarding mail covers.

• Made technical amendments to replace the word "photocopy" or "picture" with the word "image" to encompass all the ways to create an image of a piece of mail.

• Created 274.51, to separate the release of information from the contents of mail from that obtained from the cover of a mail piece.

In addition, we have rewritten 274.5, without further changes to substance, to create a more readily understandable document. We will incorporate this revision into the printed version of ASM 14 and into an incremental update of the online ASM, which is accessible through the Postal Service PolicyNet page on the intranet at http://blue.usps.gov/cpim; click on Manuals.

Administrative Support Manual (ASM)

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2 Audits and Investigations

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27 Security

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274 Mail Security

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274.5 Disclosure of Information Collected From Mail Sent or Received by Customers

[Revise 274.5 to read as follows:]

As a general rule, Postal Service employees may not disclose information from the exterior of a mailpiece, nor the contents of that mail. Only under the following conditions may any employee disclose information while performing official duties:

a. To the Postal Inspection Service or Office of the Inspector General (OIG) for its official use, when there is a reasonable basis to suspect that the information is evidence of the commission of a crime.

b. In accordance with 213, Mail Covers.

c. As mandated by a search warrant and in accordance with 274.6, Execution of Search Warrants.

d. As mandated by a federal court order.

e. To fulfill the request of the sender, addressee, or an authorized agent of the sender or addressee.

f. For the following Postal Service operations, employees may make, record, or disclose an image of a mailpiece. Any image created for Postal Service operations must be destroyed once the information is no longer necessary for that operational purpose:

(1) To resolve or record a service complaint when the complaining customer presents the mail piece or image as evidence.

(2) To serve in place of Form 3546, Forwarding Order Change Notice, if the image shows nothing but the addressee's prior and current addresses, and does not reveal the sender's name and address, the postmark, or any other information.

(3) To serve in place of Form 3547, Notice to Mailer of Correction in Address, by showing the cover with an address-correction label affixed in reply to a mailer's request for address correction on mail for which that service is available.

(4) To notify a mailer of addressing inaccuracies affecting machine readability if the image is adequately secured, then destroyed as soon as the mailer resolves the inaccuracies.

(5) To facilitate internal postal operations under specific authorization and written instructions from the Records Officer. Requests for authorization to the Record's Officer must describe the process for facilitating operations, and specify the necessary retention period. Information may be disclosed outside the Postal Service solely in accordance with 274.5(f)(8).

(6) To resolve a problem of machine missorting or of miscoded or unreadable mail if the information is disclosed only to the postal employees resolving the problem and the image is destroyed immediately after the problem is resolved.

(7) To resolve a complaint from the sender or addressee about Express Mail service; a refund request from the sender; or an internal service report, if the information is disclosed only to the postal employees resolving the problem and the image is destroyed immediately after the problem is resolved.

(8) To provide information to a Postal Service contractor, or its subcontractor, in the performance of a contract with the Postal Service, but only if each disclosure and use of the information is in strict compliance with contract clause 1-7, Non-Disclosure of Address Information (Appendix B of the Purchasing Manual, November 2001).

(9) To develop, test, and improve the capabilities of recognition and processing technology. Such information may be retained for research purposes, equipment testing, and incentive payment analyses.

g. Law enforcement officials may not use mail images or associated information that are recorded for Postal Service operations under part 274.5(f), unless they comply with 213, Mail Covers

h. If OIG personnel, a postal inspector, or a postal employee acting at the direction of OIG personnel or a postal inspector reasonably suspects that a piece of mail has any improper postage. Custodians of such documentation must destroy it when it is no longer needed for official use.

i. To the U.S. Customs Service or the Department of Agriculture in accordance with 274.9, Mail Security, Law Enforcement, and Other Government Agencies.

j. The Postal Service may record mail images to ensure the health or safety of Postal Service employees or the public. However, the Postal Service may only keep the images for 60 days or less, unless the Chief Postal Inspector extends the time. Such information may not be used for criminal investigative purposes without following the policy and procedures in part 213 regarding mail covers.

k. If otherwise permitted by law or Postal Service regulations.

[Add new section 274.51 to read as follows:]

274.51 Disclosure of Information from Contents of Sealed Mail

Information obtained by opening sealed mail in a mail recovery center may only be used to find and identify an address to which the Postal Service can deliver the mail, except:

a. As mandated by a search warrant and in accordance with 274.6, Execution of Search Warrants.

b. As mandated by a federal court order.

c. To fulfill the request of the sender, addressee, or an authorized agent of the sender or addressee.

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- Law Department, 4-4-02

[D-Link]

Customer Relations

Mail Alert

The mailings below will be deposited in the near future. Offices should honor the requested delivery dates. Mailers wishing to participate in these alerts, for mailings of 1 million pieces or more, should contact Business Service Network Integration at 703-292-3867 at least 1 month preceding the requested delivery dates. The Postal Service also offers electronic Mail Alerts via ADVANCE. For more information, see the ADVANCE Notification & Tracking System Technical Guide on the Internet at http://www.ribbs.usps.gov/files/advance/ADVTECH.PDF or contact the National Customer Support Center at 800-458-3181.

- Business Service Network Integration,
Service and Market Development, 4-4-02

NOTICE

Online Pickup Service Available on Shipping Center Web Site

We have added online pickup service to the convenient customer features available on www.usps.com; click on Shipping, then Ship, then Pickup. Internet availability for pickup service provides customers with easy access to schedule pickup for prepaid Express MailŪ, Priority MailŪ, Global Express GuaranteedTM, and Parcel Post articles where available. For just a $10.25 fee, customers can schedule same day pickup or choose a future date for pickup of their articles. Customers receive a confirmation message for the pickup service request that includes a Pickup Request Number for their records.

The Pickup page on the Shipping center Web site also includes information on pickup service and an option to cancel a scheduled pickup. Additional information on pickup service can be found in Domestic Mail Manual (DMM) D010 and International Mail Manual (IMM) 222.24.

- Product Information Requirements,
Product Development, 4-4-02

Domestic Mail

DMM REVISION

Licensing

Effective April 4, 2002, Domestic Mail Manual (DMM) G010.2.4 and G043 are revised to reflect that all requests to license Postal Service copyrighted products must be submitted to the manager, Licensing, Public Affairs and Communications.

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

Domestic Mail Manual (DMM)

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G General Information

G000 The USPS and Mailing Standards

G010 Basic Business Information

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G013 Trademarks and Copyrights

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2.0 COPYRIGHTS

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2.4 License Request

[Revise 2.4 as follows:]

The USPS may grant licenses for the use of illustrations of its copyright designs and registered trademarks outside the scope of the above permission. A request for such a license must be sent to the manager, Licensing, Public Affairs and Communications (see G043 for address).

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G040 Information Resources

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G043 Address List for Correspondence

[Add new address as follows:]

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LICENSING
PUBLIC AFFAIRS AND COMMUNICATIONS
US POSTAL SERVICE
475 L'ENFANT PLZ SW RM 10519
WASHINGTON DC 20260-3100

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- Licensing,
Public Affairs and Communications, 4-4-02

POM REVISION

Political Campaign Mail

Political campaign mailings will enter the mailstream throughout 2002, in advance of both the primary elections and the November 5, 2002, general election. This is a reminder of the requirements for these mailings, contained in Postal Operations Manual (POM) 492, Political Campaign Mail, and a notice of minor revisions to that chapter. Notably, section 492.7, Revenue Protection, is revised to reflect current PS forms. Other incidental revisions are included as well. These revisions are effective immediately, and the complete text appears below.

In addition, to assist in preparing for political campaign mailings, a chart showing the 2002 congressional primary dates by state and territory and, where applicable, primary runoff dates appears below.

We will incorporate these revisions into the next printed version of the POM and into the online update available on the PolicyNet page of the corporate intranet at http://blue.usps.gov/cpim; click Manuals, then Postal Operations Manual.

Postal Operations Manual (POM)

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4 Mail Processing Procedures

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49 Congressional and Political Campaign Mail

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492 Political Campaign Mail

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[Revise part 492 as follows:]

492.1 Introduction

492.11 General

The American electorate votes on numerous political offices and issues. Citizens cast ballots every 4 years for president, every 2 years for one-third of the U.S. senators and all members of the House of Representatives, and at varying frequencies for governorships and other state, county, and local offices and referenda measures. During the period preceding local, state, and national primaries, special elections, and general elections, the Postal Service accepts and delivers many political campaign mailings, frequently in large quantities. These mailings are made up by individual candidates and their campaign organizations, as well as by local, state, and national committees of political parties.

492.12 Postal Service Responsibility

The Postal Service is responsible for providing information to assist in the knowledgeable preparation and deposit of political campaign mailings, as well as for the proper acceptance, processing, delivery, and recording of these mailings.

492.13 Nonprofit Standard Mail Rates

Section 3626(e) of Title 39, U.S. Code, as enacted by Public Law 95-593, permits certain Standard Mail matter to be mailed by a "qualified political committee" at the Nonprofit Standard Mail rates prescribed for qualified nonprofit organizations (see DMM E670). Also see 492.23 for a definition of "qualified political committee" and 492.73 for the standards on what mail may be sent at the Nonprofit Standard Mail rates by qualified political committees.

492.2 Definitions

492.21 Political Campaign Mailings

Any material accepted for mailing at First-Class or Standard Mail postage rates that is mailed for political campaign purposes by a registered political candidate, campaign committee, or committee of a political party is classified as a political campaign mailing. This type of mailing normally uses the address of a candidate's campaign committee or the committee of a political party as the return address. Do not confuse political campaign mailings with official mailings by members of Congress under congressional franking privileges. See 491 for a discussion of congressional mail.

492.22 Registered Political Candidate or Party

An individual or organization recognized as such by the appropriate governmental election control authority is considered to be a registered political candidate or party.

492.23 Qualified Political Committee

Section 3626(e)(2) of Title 39, U.S.C., defines a qualified political committee for the purpose of eligibility for Nonprofit Standard Mail rates as follows:

a. The term qualified political committee means:

(1) A national committee of a political party.

(2) A state committee of a political party.

(3) The Democratic Congressional Campaign Committee.

(4) The Democratic Senatorial Campaign Committee.

(5) The National Republican Congressional Committee.

(6) The National Republican Senatorial Committee.

b. The term national committee means the organization that, by virtue of the bylaws of a political party, is responsible for the day-to-day operation of that political party at the national level.

c. The term state committee means the organization that, by virtue of the bylaws of a political party, is responsible for the day-to-day operation of that political party at the state level.

492.3 Premailing Assistance

492.31 General

Experience has shown that there will be no cause for criticism if all mailers of political campaign material are fully informed of postal requirements for prompt delivery and are assured of proper and equal handling of their mailings.

492.32 Responsibilities

Managers, Marketing, Customer Service districts, are responsible for ensuring proper premailing assistance to all committees of political parties, candidates for political office, and/or the candidates' campaign committees within their jurisdictions. Individuals designated by managers, Marketing, as directly responsible for contacting the committees of political parties, political candidates, and campaign organizations must follow the requirements in 492.36.

492.33 Identification of Candidates

Managers, Marketing, Customer Service districts, or their designees, must identify all candidates for election to political office who will be campaigning within their district's jurisdiction, as follows:

a. Presidential Candidates. Contact state campaign headquarters. Determine locations of mailings and notify appropriate Postal Service personnel for necessary follow-up.

b. Congressional Candidates. Identify all candidates for election to the Senate and House of Representatives and their principal campaign offices and notify appropriate Postal Service personnel for necessary follow-up.

c. State Candidates. In statewide elections, identify gubernatorial and other candidates and their principal campaign offices and notify appropriate Postal Service personnel for necessary follow-up.

d. Local Candidates. Coordinate efforts with postmasters to identify all candidates and/or campaign organizations in those areas holding local elections for county, city, township, borough, parish, and other local offices, and ensure necessary follow-up.

492.34 Political Campaign Information Sources

State and local boards of election and offices of secretaries of state and county clerks generally can provide information on the names and headquarters of committees of political parties; candidates for federal, state, and local offices; and their campaign organizations.

492.35 Equal Assistance

Equal assistance must be provided to all committees of political parties, candidates, and candidates' campaign committees, including those that do not represent major parties.

492.36 Premailing Contact Requirements

Make contact with the committees of political parties, candidates, and the candidates' campaign organizations at the earliest opportunity to provide information on mail preparation requirements, mail handling procedures, and other matters discussed in 492.37. On-site assistance can be helpful, particularly with campaign volunteers, to identify problems in mail preparation and sack or tray labeling before deposit of the mailings. Emphasize the need to deposit the mailings at the earliest possible date before election day, particularly to candidates or organizations planning to avail themselves of the destination bulk mail center drop shipment rates. Keep records of all contacts, including a general summary statement covering the information provided to the candidates and campaign organizations.

492.37 Mail Preparation and Handling Information

At a minimum, provide committees of political parties, candidates, and the candidates' campaign organizations with information on the following:

a. Rates and fees, including automation and destination entry drop shipment rates.

b. Mailing permits and authorizations. See applicable sections of the DMM for instructions on obtaining permits and authorizations for mailing at various rates. National and state political committees may be given instructions on filing for Nonprofit Standard Mail rates as a qualified political committee, as found in DMM E670 and Publication 417, Nonprofit Standard Mail Eligibility, section 3.1. Instructions on obtaining authorization to mail at the Nonprofit Standard Mail rates at additional offices are also found in DMM E670 and Publication 417 section 3-2.

c. Restrictions on what may be mailed at the Nonprofit Standard Mail rates for state and national political committees (see 492.73). See also Publication 417 section 5-4, and Chapter 6.

d. Preparation, makeup, and handling of mailings, including an explanation of ancillary service endorsements and address information products and services.

e. Availability and use of mailing supplies and equipment.

Note: PS Tag 57, Political Campaign Mailing, identifies campaign mailings during processing and distribution. PS Tag 57 is available from the material distribution centers and is reusable. If mail is trayed and strapped, mailers should affix PS Tag 57 to the strap on the end of the tray near the tray label with a wire twist tie. If local postal instructions permit trays to be tendered without strapping, then PS Tag 57 should be affixed to the tray with a rubber band double looped through the handhold of the tray on the end near the tray label. Care should be taken to remove the tags from the trays after the campaign mail has been processed.

f. Business reply mail.

g. Disposition of undeliverable pieces.

h. Time frames for depositing mailings.

492.4 Processing and Delivery

492.41 General

All managers involved in processing and delivering political campaign mailings must ensure that each mailing is handled promptly and with equal care and attention.

492.42 Area Political Campaign Mail Coordinators

Area Vice Presidents must appoint an Area Political Campaign Mail Coordinator and provide the name, address, and phone number of the individual assigned that responsibility to each district manager under their jurisdiction and to the Vice President, Delivery and Retail, at Headquarters.

492.43 Late Deposit

Inform mailers attempting to deposit political campaign mailings that may be too late for delivery by the election date under Postal Service delivery objectives of the potential for late delivery. Document and maintain this advice. See 492.5.

492.44 Reports of Delays

Give immediate attention to any reported delay in processing or delivering political campaign mailings and fully document inquiries made and subsequent action taken (see 492.53).

492.45 Handling of Undeliverable as Addressed Mail

If a significant amount of a campaign mailing is received that is undeliverable as addressed, postmasters must inform the applicable campaign office before any action to dispose of such mail. Postmasters should also coordinate any such situations with their Area Political Campaign Mail Coordinator.

492.5 Recordkeeping

492.51 General

Detailed records provide the basis for a documented and factual explanation of any complaints alleging improper handling of political campaign mailings. Maintain premailing assistance and processing and delivery records for a period of 6 months.

492.52 Premailing Assistance Records

Individuals designated to provide premailing assistance to committees of political parties, candidates, and the candidates' campaign organizations must keep records of all contacts, including a summary statement concerning the information provided to such mailers.

492.53 Processing and Delivery Records

Managers, Business Mail Entry, and postmasters must keep documented records of all political campaign mailings that are deposited or received at their offices, with particular attention to those deposited or received too late for timely delivery.

At a minimum, these documented records must include the following:

a. The name of the mailer.

b. A sample, photocopy, or description of the mailing.

c. The date and time the mailing was received for dispatch or delivery.

d. The election day deadline and, if applicable, the date of requested delivery.

e. If applicable, the approximate number of pieces not delivered before the election day deadline and/or the date of requested delivery and the reasons why delivery was not timely.

f. The approximate volume of any Standard Mail consigned to waste upon instruction by the mailer.

492.6 Answering Requests for Information

492.61 General

Answer requests for information concerning political campaign mailings as provided in regulations implementing the Freedom of Information Act (see ASM 352). Do not compile information not regularly compiled for Postal Service use to respond to requests.

492.62 Field Managing Counsel Assistance

If uncertain regarding the disclosure of information concerning political campaign mailings, consult the Field Managing Counsel.

492.63 Questionable Requests

Promptly report to the Postal Inspection Service any questionable attempts to obtain information concerning political campaign mailings not properly subject to disclosure.

492.7 Revenue Protection

492.71 Nonprofit Standard Mail Rates

Qualified political committees may mail qualifying matter at the Nonprofit Standard Mail rates of postage. See 492.23 for definitions of qualified political committees. See also DMM E670 and Publication 417 for general information on how to apply for authorization to mail at these rates and the matter that is eligible for them.

492.72 Mailings Ineligible for Nonprofit Standard Mail Rates

Individual candidates and their campaign committees do not qualify to mail at the Nonprofit Standard Mail rates. Also, qualified political committees may mail only their own matter at these rates. Qualified political committees may not make cooperative mailings at the nonprofit rates involving matter on behalf of, or produced for, individual candidates or political organizations that do not qualify for Nonprofit Standard Mail rates. Such cooperative mailings must be paid at the applicable Regular or Enhanced Carrier Route Standard Mail rates. See PS Form 3602-N, PS Form 3602-NPS, PS Form 3602-NS, PS Form 3602-NV, PS Form 3602-NZ, PS Form 3602-PN, and PS Form 3602-PNV for the certifications required of Nonprofit Standard Mail mailers. Also see Publication 417 section 5-4.

492.73 Application of the Cooperative Mail Rules

492.731 General

Qualified political committees are subject to the cooperative mailing requirements. However, unlike cases involving cooperative mailings between an authorized nonprofit organization and a commercial organization, there is often an ongoing relationship between the qualified political committee and the committee's candidate. A political candidate may be connected to the authorized political committee mailer by being a member of and/or financial contributor to the political party represented by the committee. The committee is, of course, interested in promoting, encouraging, and supporting the candidate's election. Postal laws and regulations do not prohibit the candidate from contributing to the committee or the committee from supporting the candidate. The concern under postal laws and regulations is whether the political candidate's financial contribution to the authorized political committee is in return for the mailing or mailings that support the candidate.

Example - Proper use of contributed funds

Politician A is a member of the qualified political committee. The qualified political committee plans to include in a mailpiece information supporting politician A's candidacy for office and has asked the candidate for a biographical sketch. The candidate provides the information and makes a contribution to the qualified political committee. The qualified political committee will retain authority to accept or reject information provided by the candidate, and the contribution by the candidate is not a contribution to pay for the mailing. This is not considered to be a cooperative mailing since the qualified political committee retained discretion over the decision to mail and the contents of the mailing.

492.732 Maintaining Committee Control

The following rules must be followed to ensure that the authorized political committee maintains control:

a. Mailings. An authorized political committee may mail election-related materials, including but not limited to candidate endorsements and sample ballots, at the Nonprofit Standard Mail rates if the materials are exclusively those of the authorized political committee. An authorized political committee may make political mailings in support of its candidates, provided that no monies contributed by the candidate to the qualified committee shall be specifically earmarked for use in making the political mailing or in return for the political mailing.

Example - Committee discretion retained

Politician B, a candidate for a statewide political office, mails a check to authorized political committee C, the state committee for his party. Politician B encloses a note with the check that says: "This check is for my pro rata share of a sample ballot." Committee C has mailed a sample ballot to state residents for the past five elections. However, committee C makes the decision on whether to send sample ballots on an election-by-election basis. Committee C has not had any discussions with politician B on this subject, nor has it reached an understanding with politician B that sample ballots will be produced and mailed. Committee C deposits politician B's check into its general fund to be used for committee expenses. Committee C will not return the check even if it decides not to mail sample ballots. Committee C later decides to mail sample ballots for the election in which politician B is a candidate. Notwithstanding politician B's contribution, this is not considered to be a cooperative mailing because committee C retained discretion whether or not to mail the sample ballots.

b. Contributions. A candidate may make or solicit contributions to a qualified political committee, provided that the committee retains absolute discretion over how the funds are spent. If the candidate or other nonqualified entity pays the preparation, printing, or postage costs for the mailing in return for the qualified political committee's agreement to make the mailing, that mail matter is not eligible for the Nonprofit Standard Mail rates.

c. Mailing Support. A political candidate may provide suggested copy, pictures, biographical information, or similar assistance requested by a qualified political committee that is preparing a mailing in support of the candidate. The qualified political committee may also ask a candidate to review a proposed mailpiece for accuracy. However, the qualified political committee must have final authority over the decision to mail the political matter and the contents of that matter.

Example - Improper candidate funding

Authorized political committee D announces the creation of a "Candidate's Coordinated Mailing Fund." Contributions to the fund will be used exclusively for mailings supporting candidates. Candidates E, F, G, and H contribute to the fund, and committee D makes a multicandidate endorsement for candidates E, F, G, H, and I. This would be considered a cooperative mailing. It would not be a cooperative mailing if (a) the fund created is not announced as one that will be used exclusively for mailings, and (b) committee D retained absolute discretion about whether to make the mailings at all.

492.733 Endorsements on Mail

Mailings by qualified political committees often bear endorsements such as "Paid for by [committee] and authorized by [candidate]." These endorsements are often required by federal or state law. The presence of these endorsements alone does not disqualify the mailing from being sent at the Nonprofit Standard Mail rates. The presence of factors discussed in the preceding sections of this chapter is required to find the mailing ineligible for the special rates.

492.74 Identification

The name and return address of the qualifying organization must appear either on the outside of the mailpiece or in a prominent location on the material being mailed at the Nonprofit Standard Mail rates.

2002 Congressional Primary and Runoff Dates

- Legislative Policy and Strategy Development, 4-4-02

NOTICE

Over-the-Road Containers to Be Used in a Closed Loop

Effective March 18, 2002, control of Bulk Mail Center (BMC) over-the-road containers (OTRs) was transferred from the Mail Transport Equipment Service Center (MTESC) network to the BMC network. The MTESC network is still responsible for repairing OTRs. All processing operations must red-tag all damaged and unsafe OTRs in accordance with Postal Operations Manual 583.11. In addition, no empty equipment may be placed in the OTRs.

When imbalances in the number of OTRs at each facility occur, the BMC network will be responsible for relocating OTRs from oversupplied areas to areas with fewer OTRs, preferably by moving mail with existing transportation in the BMC network.

- Mail Transport Equipment, 4-4-02