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Administrative Services

HANDBOOK AS-701 REVISION

Disposal of Computers, Laptops, Monitors, and Printers

Effective immediately, Handbook AS-701, Material Management, is revised to provide instructions for disposing of computers, laptops, monitors, and printers.

From time to time, there may be special, one-time disposal instructions that will supercede the general policy provided in this revision. We will publish any such special instructions in the Postal Bulletin.

We will incorporate this revision into the next printed version of Handbook AS-701 and into the next update of the online version accessible on the Postal Service PolicyNet Web site at http://blue.usps.gov/cpim; click on HBKs.

Handbook AS-701, Material Management

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6 Asset Recovery: Redistribution, Recycling, and Disposal

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64 Recycling and Disposal

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645 Material Requiring Special Approval

645.1 Antiques and Collectibles

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645.14 Care of Historic Items

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645.142 Preserving Antiques, Collectibles, and Objects of Historic Value

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[Revise the mailing address of the historian in item c to read as follows:]

HISTORIAN
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLAZA SW RM 5410
WASHINGTON DC 20260-0012

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646 Proprietary Items Requiring Special Processing

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[Insert new 646.10 after 646.9 to read as follows:]

646.10 Computers, Laptops, Monitors, and Printers

A. Disposal of Equipment Covered Under ADEPT

As part of the Postal Service's transition to the Advanced Computing Environment (ACE), ACE technical teams are removing computer equipment purchased under the ADEPT contract and replacing it with new equipment. Contact your ACE coordinator for further information.

B. Disposal of Non-ADEPT Equipment

1. Methods

The Postal Service disposes of non-ADEPT computer equipment in one of the following ways:

• Transfer from one postal organization to another through the Excess Item Catalog on the eBuy Web site.

• Donation to nonprofit organizations.

• Local sales or web auctions.

• Recycling.

2. Procedures for Disposing of Non-ADEPT Equipment

a. If the item is a computer or laptop, contact the material accountability officer (MAO) or property officer (PO) for your location. The MAO/PO contacts the systems administrator for your location to request that the equipment be wiped clean. The systems administrator eradicates the data according to Handbook AS-805, 3-5.6.1, Disposal of Electronic Hardware and Media.

Wiping the hardware ensures that no personal or postal information becomes accessible to non- Postal Service personnel.

b. Ask the MAO/PO to remove the equipment.

c. The MAO/PO attaches a label to the equipment stating "WARNING: THIS EQUIPMENT CONTAINS TOXIC MATERIAL. DO NOT SEND TO A LANDFILL."

d. The MAO/PO lists the equipment in the Excess Item Catalog on eBuy to determine if other Postal Service organizations want the items.

e. If the equipment has not been transferred after a preset number of days (30, 60, or 90), the MAO/PO takes the necessary steps to donate the equipment to a nonprofit organization, sell it locally or through web auctions, or dispose of it at no charge through the recycling program the Postal Service has established with UNICOR. If it is considered in the best interest of the Postal Service, the MAO/PO may use another recycling contractor authorized by the Postal Service that may charge for this service.

f. The MAO/PO must require the new owner to sign the liability release form in Exhibit 646.10 (or a statement containing the same text) before completing the transfer or sale. This is to ensure proper transfer of the responsibility for disposal.

3. Sale to Postal Service Employees

The Postal Service does not sell computer equipment to Postal Service employees or their immediate families before offering it for sale to the public. They may purchase this equipment only through local sales or web auctions.

Exhibit 646.10
Release from Liability and Denial of Warranty for Sold or Donated Computer Equipment

The following equipment is being sold/donated by the U.S. Postal Service to

(buyer/donee):

1.

2.

3.

4.

5.

6.

7.

8.

This equipment may contain toxic materials and, if so, may not be sent to a landfill (i.e., disposed of in the trash). Once the buyer or donee takes possession of this equipment, the buyer/donee is solely responsible for ensuring that the equipment is recycled or disposed of in accordance with all applicable local, state, and federal laws. Reselling this equipment does not release the buyer/donee of this responsibility unless a similar signed release is executed. The buyer/donee accepts the equipment as is. No warranty is provided or implied.

Buyer/Donee Signature

Printed Name

Title

Address

Phone

- National Supply Management Programs, Supply Management, 9-19-02

OFFICIALS WHO INSTALL POSTMASTERS AND OFFICERS-IN-CHARGE

PS Form 8020, Report of Installation (Postmaster or Officer-In-Charge)

Postmaster Finder, online at www.usps.com/postmasterfinder, is the Postal Service's national historic record of postmasters by Post Office. To ensure the accuracy of this public record, when installing a postmaster or officer-in-charge, you must send a complete and correct copy of PS Form 8020, Report of Installation (Postmaster or Officer-In-Charge), to the Postal Service's historian at the following address:

HISTORIAN
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-0012

Complete PS Form 8020 for all postmaster and officer- in-charge installations, as well as for all Post Office service suspensions. Provide the full names of employees and, if applicable, give the specific reason for the transfer, such as detail, leave, promotion, or retirement. To avoid confusion, also use the form whenever an incumbent officer-in-charge is promoted to postmaster at the same Post Office - in that case, list the individual on the form twice, as the outgoing officer-in-charge and as the incoming postmaster.

You can obtain PS Form 8020 through F3Fill or from the Postal Service PolicyNet Web site at http://blue.usps.gov/cpim; click on Postal Forms. You can photocopy the form from page 10 of this Postal Bulletin. And you can order the form from the Material Distribution Center as follows:

• Touch Tone Order Entry (TTOE): Call 800-332-0317, option 1, then option 2.

Note: You must be registered to use TTOE. To register, call 800-332-0317, choose option 8, extension 2925, and follow the prompts to leave a message (wait 48 hours after registering before placing your first order).

• E-mail: Complete PS Form 7380, MDC Supply Requisition (manually or using F3Fill), and send it as an attachment to the e-mail address MDC Customer Service or to mcustome@email.usps.gov.

• Mail: Mail a completed PS Form 7380 to the MDC at the following address:

SUPPLY REQUISITIONS
MATERIAL DISTRIBUTION CENTER
500 SW GARY ORMSBY DR
TOPEKA KS 66624-9702

The relevant ordering information for PS Form 8020 is as follows:

NSN: 7530-02-000-9298
PSIN: PS 8020
Unit of Issue: SE
Bulk Pack Qty: 4,000
Price: $0.0950
Edition Date: 01/94

- Historian,
Government Relations and Public Policy, 9-19-02

WARRANTY EXTENSION

Gratis Warranty Under Compaq ADEPT II Contract - Extended

In October 2001, the Postal Service awarded the ADEPT II contract (#102591-02-Q-0114) to Compaq Computer Corporation. As part of this contract award, Compaq provided the Postal Service with gratis warranty maintenance coverage through September 1, 2002, for approximately 17,000 servers and 160,000 desktop computers purchased via the ADEPT I contract.

Information Technology has negotiated the extension of this gratis warranty through December 1, 2002. We estimate the cost savings to the Postal Service to be approximately $10 million for the 14-month warranty period. Almost all servers and desktops purchased under the ADEPT I contract are covered as part of this offering. The warranty service response is next business day, 8 A.M. - 5 P.M. Should you have any questions or need to order warranty service, please contact the Compaq ADEPT program management office at 800-896-8699.

Information Technology will reevaluate corporate warranty needs within the next 60 days and advise internal Postal Service customers of the next set of actions concerning warranty coverage. These actions are driven by our progress with the Advanced Computing Environment (ACE) and our reductions in and consolidations of the current computer infrastructure.

- Technology Support,
Information Technology, 9-19-02

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 703-292-4041 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.

Domestic Mail

DMM REVISION

Postage Meters (Postage Evidencing Systems)

Effective October 3, 2002, Domestic Mail Manual (DMM) P030, Postage Meters (Postage Evidencing Systems), is revised to clarify the required contents and format of meter indicia.

For letterpress meters only, the meter indicia may omit the ZIP Code when it includes the city and state of the licensing Post Office. This option is available only with the approval of the manager, Postage Technology Management, Postal Service Headquarters. There is no change to the current regulation that allows meter indicia to include only the ZIP Code of the licensing Post Office, without the city and state designation.

When the terms "REDATE," "CORRECTION," or "REPLY POSTAGE" are included in meter indicia, the words must be printed in all capital letters using bold, 8-point, Arial font.

We will incorporate these revisions into the printed version of DMM 58 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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P Postage and Payment Methods

P000 Basic Information

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P030 Postage Meters (Postage Evidencing Systems)

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9.0 INDICIA

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9.5 Contents

Unless otherwise approved by the manager of Postage Technology Management, USPS Headquarters, indicia must include the following information:

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[Revise item b to read as follows:]

b. As an alternative to the city, state, and 5-digit ZIP Code of the licensing post office, just the ZIP Code of the licensing post office, in this case, the words "Mailed from ZIP Code," may be added to the indicia. For letterpress meters only, the city and state of the licensing post office may be used without also including the ZIP Code, upon approval of the manager of Postage Technology Management, USPS Headquarters.

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9.6 Format

[Revise 9.6 to read as follows:]

Arial font must be used for all postal information in the indicia. The postage amount must be at least 10-point type size. For all other required information, the type size must be at least 8 points. The mail class or endorsement, the postage amount, and the words "US POSTAGE" must be in bold type and all letters must be capital letters. Text identifying special indicia ("REDATE," "POSTAGE CORRECTION," "REPLY POSTAGE") must be in 8-point, bold type, and all letters must be capital letters. The words "US POSTAGE" must be the most prominent and conspicuous printed matter in the indicia other than the postage amount. The remaining required information (city, state, and 5-digit ZIP Code; the date; and the meter serial number or PSD ID) need not be capitalized or bold. The type size used for all other text printed in the indicia must be no greater than 8 points and must not be in bold type.

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- Postage Technology Management,
Product Development, 9-19-02

DMM REVISION

Parcel Select Exhibit ZIP Code Addition

Effective September 19, 2002, Domestic Mail Manual (DMM) E751 Exhibit 8.0 is revised to delete five ZIP Codes and add one ZIP Code. To qualify for destination delivery unit (DDU) rates, the parcels must now be deposited at the facility consistent with what is listed in the Drop Shipment Product for the deleted ZIP Codes and the facility listed below for the added ZIP Code.

We will incorporate these revisions into the printed version of DMM 58 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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E Eligibility

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E700 Package Services

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E750 Destination Entry

E751 Parcel Select

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8.0 DELIVERY FACILITIES DIFFERENT FROM THOSE IN THE DROP SHIPMENT PRODUCT

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Exhibit 8.0 Delivery Facilities Different From Those in the Drop Shipment Product

[Revise Exhibit 8.0 by deleting the following entries:]

[Revise Exhibit 8.0 by adding the following entry:]

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- Operational Requirements,
Operations, 9-19-02

DMM REVISION

Optional Increase in Minimum Number of Pieces Required for Preparing 5-Digit Packages of Standard Mail Flats

In Postal Bulletin 22083 (8-22-02, pages 6-8), the article "DMM Revision: Optional Increase in Minimum Number of Pieces Required for Preparing 5-Digit Packages of Standard Mail Flats" contained an error in Domestic Mail Manual (DMM) M820.5.1.a(2). The corrected language appears in this article (i.e., we deleted the word "not" in "pieces not more than 3/4 inch thick").

We will incorporate this revision into the printed version of DMM 58, and we already have incorporated it into the online DMM available via Postal Explorer at http://pe.usps.gov.

Domestic Mail Manual (DMM)

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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

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5.0 STANDARD MAIL

5.1 Package Preparation

Package size, preparation sequence, and labeling:

a. 5-digit:

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[Revise item a(2) to read as follows:]

(2) Pieces more than 3/4 inch thick: required with 10 pieces; red label D or optional endorsement line (OEL).

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- Mail Preparation and Standards,
Pricing and Classification, 9-19-02

Please Post on All Bulletin Boards.

- International Network Operations,
Network Operations Management, 9-19-02

NOTICE

Business Mail Entry Unit Operations - Proper Use of PS Form 3602-C

PS Form 3602-C, Consolidated Postage Statement - Supplement Standard Mail and Nonprofit Standard Mail, acts as a manually prepared "register of postage statements" and is used by mailers relying on Postal Service- supplied Standard Mail postage statements. PS Form 3602-C was created for mailers who do not have the resources to provide computer-generated postage statement facsimiles and postage statement registers. It reduces the number of manually completed postage statements.

Mailers who are approved to produce computer- generated facsimile statements and registers of postage statements or who use Multiple Entry Point Passage System (MEPPS) do not need to complete and submit PS Form 3602-C. Although mailers producing postage statement registers do not need to use PS Form 3602-C, they must follow the PS Form 3602-C format when creating postage statement registers.

As explained in Domestic Mail Manual P950.2.7, the mailer must submit the appropriate postage statement representing all the pieces from the mailing job along with PS Form 3602-C (or postage statement register) for all plant- verified drop shipments (PVDS) verified at either the mailer's detached mail unit or at a business mail entry unit at the time mail is presented for verification. The mailer must enter the required information on PS Form 3602-C for each shipment to be deposited at each destination Postal Service facility, in lieu of providing a separate PS Form 3602 for each PVDS shipment.

Mailers who want to use Express MailŪ or Priority MailŪ drop shipment for Standard Mail mailings must also submit PS Form 3602-C with the appropriate postage statement at the time of mailing.

PS Form 3602-C was recently revised to replace these four previously used consolidated forms:

• PS Form 3602-RV, Consolidated Postage Statement - Standard Mail Letters and Flats - Permit Imprint.

• PS Form 3602-PRV, Consolidated Postage Statement - Standard Mail Letters and Flats - Postage Affixed.

• PS Form 3602-NV, Consolidated Postage Statement - Nonprofit Standard Mail Letters and Flats - Permit Imprint.

• PS Form 3602-PNV, Consolidated Postage Statement - Nonprofit Standard Mail Letters and Flats - Postage Affixed.

The new form permits any Standard Mail mailing to be submitted under PVDS and can accommodate up to 10 destinations or drops. The old consolidated forms accommodated only letters and flats; however, the new form accommodates all processing categories.

When using PS Form 3602-C, report all pieces and postage on the appropriate postage statement, or PS Form 3602, for the type of Standard Mail items presented under PVDS. The Total Postage line on PS Form 3602-C is for mailer use only. Postage amounts on PS Form 3602-C or the postage statement register are intermediate amounts and should not be rounded until the final Total Postage amount on the front of the postage statement. Enter all postage into the PERMIT system from the postage statement and not from the register. The mailer indicates which postage statement is attached by checking the appropriate box when completing the form.

When entering postage statements into the PERMIT system, the CONSOLIDATED field appears only on the Standard Mail permit imprint screens. To access the CONSOLIDATED field, use the PREVIOUS FIELD key, tab past the field, and then return to it.

The PERMIT system does compute the postage for a consolidated mailing. However, prior to tabbing to Screen 2, PERMIT will ask for the TOTAL CONSOLIDATED POSTAGE reported on PS Form 3602-C.

PS Form 3602-C is available in Postal Bulletin 22075A (5-9-02, page 139) and on the Postal Service PolicyNet Web site at http://blue.usps.gov/cpim; click on Postal Forms. Mailers will find PS Form 3602-C at www.usps.com; click on Forms; then All Online PDF Forms in Numeric Order.

- Business Mail Acceptance,
Marketing Technology and Channel Management, 9-19-02