The Postal Bulletin - Help Us Save Paper and Money

The Postal Bulletin has been around for 123 years, and it's the most relied-upon, trusted source of information in the Postal Service today.

In the 1970s, when our nation became more concerned about our environment, the Postal Service began using recycled paper to print the Postal Bulletin. We have also tried over the years to print just the right number of copies to save our nation's resources.

Despite our efforts, some offices tell us that they receive too many copies. We need to do something about this.

Therefore, if you want to reduce the number of copies your office receives or if you want to cancel your subscription altogether, send an e-mail to pbulleti@email.usps.gov or call 202-268-5776 (if you reach a recording, be sure to leave a message with your name, telephone number, and ZIP Code). Please be assured that we will not reduce or cancel your subscription unless you ask us to do so.

Remember, each issue of the Postal Bulletin since 1995 is available online. To access the online version of the Postal Bulletin, please follow either of these routes:

• On the Intranet: Go to the Postal Service PolicyNet Web site at http://blue.usps.gov/cpim; click on View Postal Bulletins.

• On the Internet: Go to www.usps.com; click on About USPS & News, then Forms and Publications, then Postal Bulletin.

For more information on the Postal Bulletin, please see our article in Postal Bulletin 22097 (3-6-03, pages 5-6) titled "The Postal Bulletin - Your Source for Trusted Information."

We've come a long way, and we'll continue to evolve with the times. Our job is to make your job easier. As you know, the Postal Bulletin is here to serve you, as it has been for almost 125 years.

- Policies and Procedures Information,
Public Affairs and Communications, 5-29-03

Administrative Services

HANDBOOK REVISION

Handbook AS-802, Postal Computing Operations Standards

Handbook AS-802, Postal Computing Operations Standards, has been revised as provided below.

We will incorporate these revisions into the online version available on the Postal Service's PolicyNet Web site at http://blue.usps.gov/cpim; click on HBKs.

Handbook AS-802, Postal Computing Operations Standards

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3 Enterprise-wide Mandatory Standards and Procedures

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[Revise heading and text of 3-4 as follows:]

3-4 Standard Formats for Date and Time

3-4.1 Standard Format for Date - General

The Postal Service standard format for expressing calendar (and ordinal) dates for external date data exchange and internal date manipulations, calculations, and storage is MM/DD/YYYY. This format is based on the Federal Information Processing Standards (FIPS) Publication 4-1 for external date data exchange.

Two-digit year representations may be used where there is a need to conserve space and no potential for confusion (e.g., computer screens, forms, or reports).

3-4.2 Standard Formats for Date and Time Fields That Identify Changes to Data in Information Systems

Postal Service policy requires that each table in every database contain fields that automatically identify the date and time of the last change to the row. (See section 3-6 for policy). To conform to this policy, date and time must follow the format CCYYMMDDhhmmss, where:

• CC = first two digits of the calendar year.

• YY = last two digits of the calendar year.

• MM = month of the year.

• DD = day of the month.

• hh = hour of the day.

• mm = minute of the hour.

• ss = seconds of the minute.

Note: This requirement can be satisfied in Oracle and DB2 databases by specifying the DATE field type.

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[Add 3-6 as follows:]

3-6 Identification of Date and Time of Changes to Data in Information Systems

3.6.1 Description

Information systems that include data fields that record the date and time that changes to data occur must follow a standard date and time format. This is to avoid the need for additional steps to process and verify data manually before it is forwarded to target databases or data marts.

3-6.2 Applicability

This requirement applies to all information systems designed, developed, replaced, purchased, or maintained by the Postal Service or by a company or an external group under contract with the Postal Service.

Exception: If a database was in operation before December 16, 2002, it may be brought into compliance when it is redesigned or replaced.

3.6.3 Use of Alternate Methods and Contact Information

The Enterprise Architecture and Standards organization in IT is responsible for approving or disapproving any exception to this policy, including use of alternate methods.

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- Technology Planning, Policy, and Communications, Information Technology, 5-29-03

NEW HANDBOOK

Handbook AS-885, usps.com Development Process and Standards

Handbook AS-885, usps.com Development Process and Standards, is now available.

The handbook provides processes and standards for building and maintaining an information presence or application on www.usps.com and defines the design and development standards and best practices for use on www.usps.com.

Handbook AS-885 replaces Publication 147, Web Standards Guide, and obsoletes MOP IT-3-11-2002, usps.com Development and Domain Usage, and MI AS-840-98-2, Dissemination of Postal Information Products and Services via the World Wide Web.

You can access Handbook AS-885 on the Postal Service PolicyNet Web site at http://blue.usps.gov/cpim; click on HBKs.

- Enterprise Architecture and Standards,
Information Technology, 5-29-03

Ensuring Standardization of the Postal Service Computing Infrastructure

With the rollout of the Advanced Computing Environment (ACE) initiative, Information Technology (IT) is re- placing all outdated computers in the Postal Service computing infrastructure with state-of-the-art, standardized equipment that will help make the computing environment more efficient and effective. IT is both deploying and funding the non-mail-processing core infrastructure hardware and software that will become the new standard for the enterprise.

The key objectives of this initiative are as follows:

• To upgrade, standardize, simplify, and centralize the Postal Service computing infrastructure components to better support the Postal Service's business needs.

• To realize substantial cost savings.

To achieve these objectives, we must ensure that the Postal Service is conducting its business using the ACE components that we are deploying - and only those components. This means that you must do the following:

• Remove computers that are being replaced from the infrastructure and do not redeploy them. Ongoing software, maintenance, and support costs for those outdated units far exceed the cost of the hardware. This outdated hardware additionally compromises the integrity of the standardized environment.

• Do not locally purchase desktop computers, laptops, flat-screen monitors, and servers - those purchases are no longer permitted. The exception to this is application-specific hardware and software that will continue to be funded by specific projects and must still conform to Postal Service standards.

• Coordinate local purchases of software or software licenses with your local IT representative to ensure the software is supported and approved.

If you have any questions or comments regarding purchasing or removing IT hardware or software or the ACE initiative in general, please contact your local IT representative, send an e-mail to ACE, or contact Larry Wills at 919-501-9500.

- Technology Planning, Policy, and Communications, Information Technology, 5-29-03

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.

TRACK & CONFIRM

Checking Delivery Status Online Is Made Easier

Starting on June 3, 2003, customers will find it even easier to check the delivery status of a mailpiece at the Track & Confirm site at www.usps.com.

At the Track & Confirm site, the customer can enter a label number and immediately receive a response. If the response indicates that there has been a delivery or delivery-related event, the customer may choose from two e-mail options:

• Have the Postal Service e-mail the current status of the shipment to as many as three e-mail addresses.

• Have the Postal Service e-mail future scan event information as it arrives to as many as three e-mail addresses.

In both options, the e-mail addresses may be the customer's own or those of other parties.

If the customer selects the e-mail update option, the Postal Service will generate future e-mails based on delivery or delivery-related events. The Postal Service will keep the update request open for 2 weeks.

The Track & Confirm site also has a series of frequently asked questions to provide additional information; click on Track & Confirm FAQs.

- Product Information Requirements,
Product Development, 5-29-03

Domestic Mail

DMM REVISION

Options for Obtaining Delivery Status of Certified Mail and Registered Mail Items

Effective May 20, 2003, customers can call 800-222-1811 to obtain the delivery status of their Certified Mail and Registered Mail items. The following re- visions to the Domestic Mail Manual (DMM) reflect the inclusion of the "800" number and clarify the current options available to customers for retrieving the delivery status.

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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S Special Services

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S900 Special Postal Services

S910 Security And Accountability

S911 Registered Mail

1.0 BASIC INFORMATION

1.1 Description

[Revise text to read as follows:]

Registered mail is the most secure service that the USPS offers. It incorporates a system of receipts to monitor the movement of the mail from the point of acceptance to delivery. Registered mail provides the sender with a mailing receipt and, upon request, electronic verification that an article was delivered or that a delivery attempt was made. Customers can verify the delivery status in three ways: (1) over the Internet at www.usps.com; click Track & Confirm and enter the article number shown on the mailing receipt; (2) by telephone at 1-800-222-1811; or (3) by bulk electronic file transfer for mailers who provide an electronic manifest to the Postal Service. A delivery record (which includes the recipient's signature) is maintained by the Postal Service for a specified period of time.

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S912 Certified Mail

1.0 BASIC INFORMATION

1.1 Description

[Revise text to read as follows:]

Certified Mail service provides the sender with a mailing receipt and, upon request, electronic verification that an article was delivered or that a delivery attempt was made. Customers can verify the delivery status in three ways: (1) over the Internet at www.usps.com; click Track & Confirm and enter the article number shown on the mailing receipt; (2) by telephone at 1-800-222-1811; or (3) by bulk electronic file transfer for mailers who provide an electronic manifest to the Postal Service. A delivery record (which includes the recipient's signature) is retained by the Postal Service for a specified period of time. Certified Mail items are dispatched and handled in transit as ordinary mail. Delivery of Certified Mail items is subject to D042. No insurance coverage is provided.

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- Special Services,
Product Development, 5-29-03

NOTICE

Clarification of the Nonmachinable Surcharge for Shrubs and Trees

Each spring, people ask us questions about the mailability of shrubs and trees.

Nursery stock such as shrubs and trees completely enclosed in boxes or cartons are considered machinable. The required dimensions for machinable parcels, as described in Domestic Mail Manual (DMM) C050.4, are as follows:

• Minimum 6 inches, maximum 34 inches in length.

• Minimum 3 inches, maximum 17 inches in height.

• Minimum ¼ inch, maximum 17 inches in thickness.

• Minimum 6 ounces, maximum 35 pounds in weight.

Shrubs and trees that are placed in plastic, vinyl, or paper bags (sealed or unsealed) are nonmachinable. Items that are nonmachinable have characteristics (such as inadequate packaging) that could result in damage to the contents, other parcels, or Postal Service machinery if mechanical sortation is used. These items require more costly manual sortation and therefore must be assessed the applicable nonmachinable surcharge. For more information on the characteristics of nonmachinable items, see DMM C700.2.

- Mailing Standards,
Pricing and Classification, 5-29-03

NEW FORM

PS Form 6014, Certification of Move Update Compliance

PS Form 6014, Certification of Move Update Compliance, was recently developed for use by third-party mailing agents, such as presort bureaus or letter shops, to ensure compliance with move update standards, which are noted in Domestic Mail Manual (DMM) E130.3 and E140.1. To qualify for First-Class Mail® service discounted rates, mailers must use an approved address-updating method to ensure that the addresses on the mailpieces are updated within 180 days of the date that the mailer submits the pieces to the Postal Service.

PS Form 6014 serves two purposes:

1. It advises the mailing agents' clients of the move update requirements.

2. It places the responsibility for meeting the move update requirements on the client, who accepts responsibility by signing the form. This protects the third-party agent in the event that the Postal Service must assess a revenue deficiency for noncompliance with the move update requirements.

The third-party agent retains the signed forms - the agent does not submit the forms to the Postal Service.

See page 6 of this Postal Bulletin for a copy of PS Form 6014. This form is accessible on the Postal Service PolicyNet Web site at http://blue.usps.gov/cpim; click on Postal Forms. It is also accessible on the Internet at www.usps.com; click on About USPS & News, then Forms & Publications, then Find a Form, and then All Online PDF Forms in Numeric Order.

- Business Mail Acceptance,
Marketing Technology and Channel Management, 5-29-03