Administrative Services

ASM CORRECTION

Correction to ASM 274.5

Effective June 13, 2002, Administrative Support Manual (ASM) 13, section 274.5, Disclosure of Information Collected From Mail Sent or Received by Customers, is corrected. On April 4, 2002 (Postal Bulletin 22073, pages 17-18, "ASM Revision: Disclosure of Information on Mail That Customers Send or Receive"), we revised the section to add two additional circumstances in which the Postal Service may collect images of live mail for specified purposes.

We are correcting the introductory paragraph to section 274.5 to include text that prohibits Postal Service employees from disclosing "other information about a piece of mail."

We will incorporate this correction into the printed version of ASM 14 and into an incremental update of the online ASM 13, 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 section 274.5 to read as follows:]

As a general rule, Postal Service employees may not disclose information from the exterior of a piece of mail, disclose information about the contents of a piece of mail, or disclose other information about a piece of mail. Only under the following conditions may an employee disclose information while performing official duties:

* * * * *

- Law Department, 6-13-02

Directives and Forms Update

Effective immediately, Publication 223, Directives and Forms Catalog (June 1999), is revised. The tables below contain the document ID, edition date, title, national stock number (NSN), and the postal and public supply source for all new, revised, and obsolete directives and forms. Use this article to keep Publication 223 current. Information on how to order directives and forms can be found in chapter 1 of Publication 223.

IWEB = Intranet = http://blue.usps.gov; click onInformation, then Policies and Procedures.

WWW = USPS Web page = http://www.usps.com.

PE = Postal Explorer = http://pe.usps.gov.

F3 = F3 Fill Software.

New Directives

Management Instructions

Memorandums of Policy

Notices

Publications

Revised Directives

Handbooks

Labels

Publications

Obsolete Directives

Handbooks

Management Instructions

Publications

Corrections (in bold)

Revised Forms

Forms

Corrections (in bold)

- Policies and Procedures Information,
Public Affairs and Communications, 6-13-02

Domestic Mail

DMM REVISION

Nonmachinable Surcharge for Folded Self-Mailers

Effective June 30, 2002, Domestic Mail Manual (DMM) C050.2.2h is revised to change the nonmachinable criteria for First-Class MailŪ and Standard Mail letters. Specifically, folded self-mailers with a fold that is perpendicular to the mailing address and that are constructed according to the standards for automation rates will not be assessed the nonmachinable surcharge.

As part of the omnibus rate case that takes effect on June 30, 2002, the Postal Service has identified a number of criteria that make a letter-size piece nonmachinable. Pieces that are nonmachinable cannot be processed on automated equipment and therefore must be handled manually; these pieces will be assessed a nonmachinable surcharge.

The criterion for folded self-mailers, as originally published in Special Postal Bulletin 22075A, was inconsistent with the current standards for folded self-mailers mailed at automation rates. This revision better aligns the nonmachinable criterion and the automation standards for folded self-mailers.

Please note that this criterion applies only to folded self- mailers that have a fold that is perpendicular to the mailing address (in the mailing industry, these pieces are sometimes referred to as "gatefolds"). The nonmachinable surcharge does not apply to folded self-mailers with folds that are parallel to the address.

Effective June 30, 2002, any Presorted rate folded self- mailer with a perpendicular fold that is folded and secured (e.g., with tabs) according to the standards in C810.7.2 is a machinable piece and will not be assessed the nonmachinable surcharge. If a folded self-mailer with a perpendicular fold is not secured according to C810.7.2 (e.g., if the piece is not tabbed at all), then the piece is nonmachinable and will be assessed a surcharge.

We have incorporated this revision into the printed version of DMM 57 and into the online DMM available via Postal Explorer at http://pe.usps.gov.

Domestic Mail Manual (DMM)

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C Characteristics and Content

C000 General Information

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C050 Mail Processing Categories

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2.0 LETTER-SIZE MAIL

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2.2 Nonmachinable Criteria

A letter-size piece is nonmachinable if it has one or more of the following characteristics (see C010.1.1 for how to determine the length, height, top, bottom, and sides of a mailpiece):

* * * * *

[Revise item h to read as follows:]

h. Self-mailers with a folded edge perpendicular to the address if the piece is not folded and secured according to C810.7.2.

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- Mail Preparation and Standards,
Pricing and Classification, 6-13-02

DMM REVISION

New Specifications for Automated Flats

Effective June 30, 2002, Domestic Mail Manual (DMM) C820, E260.1.3, M820.1.0, and R200 are revised to replace Flat Sorting Machine (FSM) 881 standards with the physical criteria and other preparation requirements for the Automated Flat Sorting Machine (AFSM) 100. Flat mailpieces must continue to meet the uniformity requirements in C820.8.0 to claim the automation flat rates.

Deployment of AFSM 100s is complete in major processing and distribution centers nationwide, and FSM 881s are being phased out. The AFSM 100 represents the next step into the automated processing environment for flats mail. One of the Postal Service's objectives is to reduce costs by moving flats processing from the labor-intensive manual/mechanized environment to the more efficient automated mode. The AFSM 100 has three automatic feeders with throughput rates capable of exceeding 17,000 pieces per hour, and 120 individual sort separations. The AFSM 100 also has optical character reader (OCR) and barcode reader (BCR) capabilities.

To determine the range of mailpieces compatible with the AFSM 100, we conducted controlled tests using a variety of mailpiece characteristics. Data from these tests show that most of the standards developed for flats processed on the FSM 881 are applicable to flats processed on the AFSM 100. On the basis of these findings, to qualify for AFSM 100 automation-based flat rates mailpieces must be a minimum of 5 inches high by 6 inches long by 0.009 inch thick, and a maximum of 12 inches high by 15 inches long by 0.75 inch thick. The correct and properly prepared POSTNET barcode must be placed at least 1/8 inch from any edge of the mailpiece. (For barcode requirements see DMM C840.4.0, C840.5.0, and C840.6.0.)

The length and height of an automation-compatible flat- size mailpiece is not determined by the orientation of the address. For a piece that has a bound, folded, or closed edge (e.g., a newspaper, folded envelope, tabloid, or catalog), the length is the dimension parallel to the bound, folded, or closed edge. The height (vertical dimension) is the dimension perpendicular to the length. If the piece is folded more than once or is bound and then folded, the length of the piece is based on the final fold. Analysis of data collected on the processing of newspapers resulted in the recommendation that all newspapers be prepared as quarter-folds.

Based on our analysis, we identified a maximum weight of 20 ounces for AFSM 100 enveloped, bound, and polywrapped flat mailpieces. This maximum weight will allow more Bound Printed Matter (BPM) pieces, which primarily weigh 16 ounces or more, to qualify as flats. The new postage rates that take effect June 30, 2002, include separate rates for BPM flats and parcels. Flats that meet the AFSM 100 mail characteristics and criteria are eligible for the new $.03 barcode discount.

The polywrap requirements for the FSM 881 also apply to pieces processed on the AFSM 100, and a new property known as "blocking" is added. Blocking is simply the property that prevents polywrapped pieces from sticking together. Overhang (selvage) requirements are unchanged. Polywrapped flats for AFSM 100 processing must be individually endorsed "USPS AFSM 100 Approved Poly" on the address side of the piece, either on the flat itself or on the polywrap. Therefore, a recertification process will be established in which polywrap vendors currently listed on the Postal Service RIBBS Web page will be required to submit an official ASTM certificate reflecting the eight properties now required for automatable polywrap when processed on the AFSM 100.

The flat mail machineability tester, currently used to test FSM 881 mailpieces for rigidity, flexibility, and turning ability, will continue to be used for pieces processed on the AFSM 100.

We have incorporated these revisions into the printed version of DMM 57 and into the online DMM available via Postal Explorer at http://pe.usps.gov.

Domestic Mail Manual (DMM)

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C Characteristics and Content

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C800 Automation-Compatible Mail

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C820 Flats

1.0 BASIC STANDARDS

[Revise 1.0 by replacing "FSM 881" with "AFSM 100" to read as follows:]

Flats claimed at automation rates must meet the standards in 1.0 through 8.0 and the general and specific standards for mailability and for the class of mail and rates claimed. Pieces may qualify for automation rates either under the dimensions and characteristics for AFSM 100 processing in 2.0 or under the dimensions and characteristics for FSM 1000 processing in 3.0 except for Bound Printed Matter (BPM) flats, which can qualify only under AFSM 100 criteria. If polywrap is used with pieces that meet AFSM 100 criteria in 2.0, the polywrap must also meet all the physical properties in Exhibit 4.1a and Exhibit 4.1b in order to qualify for automation rates for flats. If polywrap is used with pieces that meet FSM 1000 criteria but do not meet all the AFSM 100 criteria, the polywrap needs to meet only physical property number 2 (haze) in Exhibit 4.1a and the criteria in Exhibit 4.1b.

[Revise the heading of 2.0 by replacing "FSM 881" with "AFSM 100" to read as follows:]

2.0 CRITERIA FOR AFSM 100 FLATS

2.1 Determining Length and Height

[Revise introductory material and item b to read as follows:]

The length (horizontal dimension) and height (vertical dimension) of an automation-compatible flat-size mailpiece is not determined by the orientation of the address but by the preparation of the piece:

* * * * *

b. For a piece prepared with a bound, folded, or closed edge (e.g., a catalog, a newspaper or tabloid, a folded envelope), the length is the dimension parallel to the bound, folded, or closed edge. The height is the dimension perpendicular to the length. If the piece is folded more than once or is bound and then folded, the length is the dimension parallel to the final fold.

2.2 Final Fold

[Revise 2.2 to read as follows:]

An AFSM 100 flat-size piece with a final fold must be designed so that the address is in view when the final folded edge is at the bottom of the piece and any intermediate bound or folded edge is to the right.

2.3 Shape and Size

Each flat-size piece must be rectangular and:

[Revise item a by replacing "6" with "5" and revise item b to read as follows:]

a. For height, no more than 12 inches and no less than 5 inches high.

b. For length, no more than 15 inches and no less than 6 inches long.

* * * * *

[Revise the heading of 2.4 to read as follows:]

2.4 Maximum Weight

Maximum wright limits are as follows:

[Revise item b by replacing "16 ounces" with "20 ounces" and by adding new item d to read as follows:]

* * * * *

b. For Periodicals, 20 ounces.

* * * * *

d. For Bound Printed Matter, 20 ounces.

2.5 Turning Ability and Deflection

[Revise 2.5 by adding an introductory sentence and revising item b to read as follows:]

The piece must meet the following standards for turning ability and deflection:

* * * * *

b. Deflection. A flat-size mailpiece meeting the AFSM 100 dimensions must be rigid enough so that, when placed flat on a surface to extend unsupported 5 inches off that surface, no part of the edge of the piece that is opposite the bound, folded, or final folded edge (as applicable) deflects more than 1-3/4 inches (if the piece is less than 1/8 inch thick) or more than 2-3/8 inches (if the piece is from 1/8 to 3/4 inch thick).

[Revise item c by replacing "USPS area or district customer service support offices" with "USPS area or district marketing office or local postmaster" to read as follows:]

c. Test Device. Testing for compliance with the above standards must be done with a flat mail machinability tester constructed to USPS specification USPS- STD-28 and following the instructions for use of that device. Information about obtaining or using the tester is available from the local USPS area or district marketing office or local postmaster.

3.0 CRITERIA FOR FSM 1000 FLATS

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3.2 Address Placement and Folded Pieces

The following requirements apply to folded pieces:

[Revise items a and b to read as follows:]

a. A flat-size piece with a final fold must be designed so that the address is in view when the final folded edge is to the right and any intermediate bound or folded edge is at the bottom of the piece.

b. Unbound flat-sized pieces must be at least double- folded.

* * * * *

[Revise the heading of 4.0 by adding "Polywrap" to read as follows:]

4.0 POLYWRAP COVERINGS

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[Revise the heading of Exhibit 4.1a by replacing "FSM 881" with "AFSM 100" to read as follows:]

Exhibit 4.1a AFSM 100 Polywrapped Flats Specifications

[Revise Exhibit 4.1a to read as follows:]

Polywrapped automation flats that meet AFSM 100 criteria in 2.0 must be prepared with polywrap that meets all eight properties in this exhibit. For other pieces prepared with polywrap that do not meet all the criteria for AFSM 100 processing but meet the criteria for FSM 1000 processing in 3.0, the polywrap needs to meet only physical property number 2 (haze).

[Revise property number 3a and b by reversing figures in requirement column, and add new number 8 to read as follows:]

Exhibit 4.1b Wrap Instructions

[Revise Exhibit 4.1b to read as follows:]

1. Wrap direction is specified as the direction around the longer axis of the mailpiece so that the seam is on the addressed side of the mailpiece and oriented parallel to the longest direction. This seam must not cover any part of the address and barcode read areas.

2. a. For an AFSM 100 mailpiece, overhang (selvage) must not be more than 0.75 inch from the top of the mailpiece and 0.75 inch from the bottom of the mailpiece when the contents are centered inside the polywrap. Overhang (selvage) must not be more than 1.5 inches at the top of the mailpiece when the contents are totally positioned at the bottom of the polywrap. Overhang (selvage) on each side must not be more than 0.25 inch. The polywrap covering must not be so tight that it causes the mailpiece to bend.

b. For an FSM 1000 mailpiece, overhang (selvage) must not be more than 0.75 inch from any edge when the mailpiece is centered inside the polywrap. Overhang (selvage) must not be more than 1.5 inches at the top of the mailpiece when the contents are totally positioned at the bottom of the polywrap and not more than 1.5 inches when the contents are totally positioned to the left or to the right side of the polywrap.

4.2 Polywrap Certification Process

[Revise 4.2 by replacing "FSM 881" with "AFSM 100".]

4.3 Mailpiece Identification

[Revise 4.3 by replacing "FSM 881" with "AFSM 100."]

* * * * *

4.5 AFSM 100 Polywrap

[Revise the heading and text of 4.5 by replacing "FSM 881" with "AFSM 100."]

4.6 FSM 1000 Polywrap

[Revise 4.6 by adding the following sentence at the end to read as follows:]

***When the address label is placed on the outside of the polywrap, the haze requirement does not apply.

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E Eligibility

E000 Special Eligibility Standards

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E200 Periodicals

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E260 Ride-Along

1.0 BASIC ELIGIBILITY

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1.3 Physical Characteristics

[Revise item c by replacing "FSM 881" with "AFSM 100."]

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M Mail Preparation and Sortation

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M800 All Automation Mail

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M820 Flat-Size Mail

1.0 BASIC STANDARDS

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1.5 Package Preparation

[Revise 1.5 by replacing "FSM 881" with "AFSM 100."]

1.6 Sack Preparation

[Revise 1.6 by replacing "FSM 881" with "AFSM 100."]

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1.11 Tray-Based Preparation

[Revise 1.11 by replacing "FSM 881" with "AFSM 100."]

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R Rates and Fees

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R200 PERIODICALS

1.0 OUTSIDE-COUNTY-EXCLUDING SCIENCE-OF-AGRICULTURE

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1.2 Piece Rates

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[Revise the footnote by replacing "FSM 881" with "AFSM 100" and "16 ounces" with "20 ounces" to read as follows:]

1. Lower maximum weight limits apply: letter-size at 3 ounces (or 3.3 ounces for heavy letters); flat-size at 20 ounces for enveloped, bound, and polywrapped pieces (AFSM 100) and 6 pounds (FSM 1000).

* * * * *

2.0 OUTSIDE-COUNTY-
SCIENCE-OF-AGRICULTURE

* * * * *

2.2 Piece Rates

* * * * *

[Revise the footnote by replacing "FSM 881" with "AFSM 100" and "16 ounces" with "20 ounces" to read as follows:]

1. Lower maximum weight limits apply: letter-size at 3 ounces (or 3.3 ounces for heavy letters); flat-size at 20 ounces for enveloped, bound, and polywrapped pieces (AFSM 100) and 6 pounds (FSM 1000).

* * * * *

3.0 IN-COUNTY

* * * * *

3.2 Piece Rates

* * * * *

[Revise the footnote by replacing "FSM 881" with "AFSM 100" and "16 ounces" with "20 ounces" to read as follows:]

1. Lower maximum weight limits apply: letter-size at 3 ounces (or 3.3 ounces for heavy letters); flat-size at 20 ounces for enveloped, bound, and polywrapped pieces (AFSM 100) and 6 pounds (FSM 1000).

* * * * *

- Mail Preparation and Standards,
Pricing and Classification, 6-13-02

NOTICE

Air Transportation Surcharge for Day-Old Poultry

Effective June 15, 2002, the Postal Service will begin collecting a surcharge from the mailers of live day-old poultry. The surcharge will apply to all shipments of day-old poultry mailed at the Priority MailŪ or First-class MailŪ rates where postage is paid via a permit imprint account. Permit imprint mailings must be deposited at business mail entry units (BMEUs) or detached mail units (DMUs) and must consist of at least 200 pieces or 50 pounds.

The Postal Service's authority to impose this surcharge is found in Public Law 107-67. The surcharge will be $0.20 per pound, and the Postal Service will pass on the surcharge to the air transportation supplier.

Mailers must complete PS Form 3540-S, Postage Statement - Special Services, line A9 (June 2002 version), showing the $0.20 per pound surcharge. Line A9 must be annotated "Air Transportation Surcharge for Day-Old Poultry." The total pounds in the mailing are to be multiplied by $0.20. (Fractions of pounds should be rounded up to the next full pound.) This amount must be carried over to the actual statement "Special Services and Other Fees" line and included with the postage for the mailing.

BMEU and DMU acceptance employees must verify the mailers' entries on PS Form 3540-S and the postage statement. The surcharge is debited from the mailer's advance trust account along with the other postage charges for the mailing.

Detailed procedures for Operation's employees are available through the Area Distribution Networks office and Airport Mail Centers/Airport Mail Facilities (AMCs/AMFs). The routing tag will show an "L" alpha designator on the distribution table for day-old poultry accepted at the Priority Mail or First-class Mail rates. The "G" alpha designator will continue to be shown on the routing label of all other mailable perishables as authorized by the Domestic Mail Manual.

Air transportation suppliers will be compensated during the weekly pay cycle from the air transportation payment center in St. Louis, Missouri. This surcharge will remain in effect until further notice.

- Commercial Air Operations,
Network Operations Management, 6-13-02

NOTICE

New Service Measurement Reports - Parcel Select Service

On June 8, 2002, the Postal Service began using the Delivery ConfirmationTM system to measure service performance for Parcel SelectTM service. Parcel Select service includes parcels that are dropshipped to destination bulk mail centers (BMCs), sectional center facilities (SCFs), and delivery units. This new service measurement system supports the following Transformation Plan strategies: use of technology to enhance value and enhance packages services. As with the ConfirmŪ service, participating Parcel Select customers can receive the same performance information that Postal Service managers receive.

The new service measurement reports will provide both the percent of pieces that meet standard and the percent of pieces delivered daily. Postal employees will be able to access the Parcel Select service measurement reports on WebEIS. The destination BMC and SCF reports will be available by facility and 3-digit and 5-digit breakouts within the facility. The reports for destination delivery units will be available by cluster, 3-digit, and 5-digit. Like other service performance reports, the Parcel Select service measurement reports will be available the week following the service measurement period.

The Parcel Select service measurement reports will complement the existing WebEIS BMC service measurement reports. The BMC service measurement reports start-the-clock with the first in-process scan of Delivery Confirmation and Signature Confirmation pieces at the destination BMC. The new Parcel Select reports start-the-clock when employees unload the truck.

This Parcel Select service measurement system uses existing work processes. The start-the-clock process is similar to other mail entry barcode scanning. Customers who wish to participate must print a barcode of the electronic file number on PS Form 8125, Plant Verified Drop Shipment Verification and Clearance, that is submitted when the mail is dropped at the destination postal facility. The electronic file represents the Delivery Confirmation and Signature Confirmation pieces that are part of that shipment. Receiving employees scan the PS Form 8125 barcode when they unload the truck. This will start-the-clock for all the Delivery Confirmation and Signature Confirmation pieces that are part of that dropshipment. The clock is stopped when the delivery employee scans the Delivery Confirmation or Signature Confirmation piece at the point of delivery.

Customers who wish to participate in this service measurement system must print the barcode of the electronic file number on PS Form 8125 or PS Form 8125-C, Plant Verified Drop Shipment CONSOLIDATED Verification and Clearance, submitted with the mail. The barcode format has been revised. The changes include adding the words "USPS SCAN" above the barcode and bold bars above and below the barcode (see sample label below).

Place the barcode in the block in the lower right corner of PS Form 8125 or PS Form 8125-C in the specific area that has been designated for barcodes. Do not include any other barcodes in this section of PS Form 8125 or 8125-C.

- Product Information Requirements,
Product Development, 6-13-02

NOTICE

Proper Handling of Plastic Mailbags - Drawstrings

Throughout the nation, employees are cutting the drawstrings on plastic mailbags, between the mailbag and the attached label holder affixed to the drawstring.

When a drawstring has been cut on a plastic mailbag, the Postal Service must condemn the mailbag during Mail Transport Equipment (MTE) processing. The increased condemnation of mailbags is a waste of Postal Service funds. Condemning so many mailbags may also cause a severe shortage of mailbags nationwide.

The proper handling is to unravel the drawstring from around the label holder to empty the mailbag's contents. Only in the rare occasion that you cannot untie a drawstring should you cut it.

If you can identify a particular Post Office or mailer who is sending plastic mailbags with knotted drawstrings to your facility, please tell them to stop knotting them, so that you won't be forced to cut them.

We will place a notice about this problem in Memo to Mailers to help notify our customers.

- Mail Transport Equipment,
Network Operations Management, 6-13-02