USPSNEWS@WORK

PMG to PCC members - "Stay involved!" - National Postal Customer Council satellite broadcast held

Postmaster General Jack Potter urged customers nationwide to stay involved in the issues and challenges facing the mailing industry, and to help raise awareness of the value of the mail to businesses during a National Postal Customer Council (PCC) day satellite broadcast from Boxborough, MA.

Potter encouraged PCC members to assume a greater role in providing feedback on new ways to improve service, develop new products, build efficiency and generate new opportunities to reduce costs.

Potter said USPS® is working to build the business and make it more valuable to customers through its Transformation Plan. "We are improving service, improving operational efficiency and enhancing our products to foster growth."

Potter said research indicates the public still loves hard- copy mail. Nine out of 10 households review mail the same day it's received. Seventy-four percent of direct mail is read by the consumer, 52 percent of households order products and services based on direct mail and 21 percent have actually taken a direct-mail piece with them when they've gone shopping.

Overall, Potter said, mail is the highest rated medium when compared with magazine, newspaper, radio, billboard and Internet advertising.

Veterans of World War II remembered: Stamp unveiling highlights National WW II Memorial dedication

Tens of thousands of veterans, their families and friends converged on Washington, DC, to attend the National World War II Memorial dedication, which included one of the largest first-day-of-issue ceremonies in Postal Service™ history.

PMG Jack Potter, and WW II Veteran and Vice Chairman of the USPS® Board of Governors John Walsh, unveiled the National World War II Memorial commemorative postage stamp shortly before the memorial, itself, was dedicated.

Walsh served in the 78th Infantry Division of the U.S. Army. Also known as the Lightning Division, it was the first American infantry unit to span the Rhine during World War II.

Potter expressed pride in knowing that "mail call" was the sound of for soldiers around the world during World War II.

Potter said the stamp represented the joining of an entire nation, acknowledging, on a single day, that "We stand on the shoulders of giants." He added, "As their children, we love them. As their friends, we support them. As their countrymen, we salute them. And today, as a nation, we honor them. They, who have given so much, deserve no less."

More than 96 million stamps became available at Post Offices™ nationwide May 29. Ordinarily, the first-day-of- issuance host city holds the unique distinction of being the only city in the nation where the stamp is available the same day. The special release provided an opportunity for communities to recognize veterans unable to attend the dedication in Washington.

At your demand: USPS-TV is now on a computer screen near you

Who needs TiVo when you've got USPS-TV On Demand? Watch the latest news and information about the Postal Service™ on your desktop computer - when you need it and when you want it.

USPS-TV On Demand, brought to you by Public Affairs and Communications and Information Technology, is now available at 191 sites across the country, including most district offices and major plants. About 40,000 desktop computers are hooked up to the system.

It's a smorgasbord of programs that will keep you informed about all things postal. Just click on your mouse and watch COO Field Updates, MarketPlace!, Spotlight on IT, the COO Briefing and, coming soon, a new program with Postmaster General Jack Potter called Delivering Results, which focuses on the Transformation Plan. You get USPS- TV news as well as information about safety, health, emergency management - and much more.

Stay tuned. Stay informed.

USPSNEWS@WORK

A safer world for our children: National Center for Missing and Exploited Children honors USPS Inspectors

The National Center for Missing and Exploited Children (NCMEC) recently honored two of the Postal Service's own - Inspectors Steven Sadowitz and Martin Vega - at the 9th Annual Congressional Breakfast in Washington, DC.

Sadowitz was honored for his part in dismantling an international child exploitation ring operating out of Dyer, IN, and Acapulco, Mexico.

Inspector Vega was honored for his investigation of the videotaped sexual assault of two young girls. Vega and Connecticut State Police Detective James Smith worked with NCMEC to identify and arrest the offender. Over the next several months, Vega and Smith unraveled a conspiracy resulting in four more arrests and the identification of five more child victims.

Improve service, generate revenue: Quality of Work Life conference showcases mail handler innovations

Connecting the World ZIP by ZIP with QWL: That was the theme of this year's National Quality of Work Life (QWL) conference in Chicago, the conference that highlights mail handler innovations that help improve service and efficiency, and generate revenue.

Among innovations showcased at the conference was an ergo prep table - a 50-inch folding table that attaches to the front of the ergo cart, giving mail handlers a safer, more productive work space to prep mail for processing. The table was developed by Cincinnati Processing and Distribution Center (PDC).

Other projects from around the country included a mail container cover to keep pieces dry on rainy days, created by Cardiss Collins, IL, PDC; a guard to prevent mail sliding back on the belt and dropping under the dumper when in the up position, developed by Southern Maryland PDC; improved packaging, processing and reporting to stop mail bundles from breaking open, designed by Portland, OR, PDC; and color handouts illustrating nondenominated postage for employees and customers to determine the correct value of stamps, produced by Harrisburg, PA, PDC.

This marks the seventh year that USPS® plant, district, area and Labor Relations managers; local and national Mail Handlers Union officials; and supervisors and mail handlers have come together for the event.

Loving that spin I'm in: MessageMaker 2 lets you customize field advertising

Put a local spin on our national messaging. MessageMaker 2 from the Advertising group provides field advertising elements, many of which can be customized with information specific to your Post Office™.

The postcards, static cling messaging products and signs can be used to support local promotions. The back of many of the featured direct-mail pieces can be customized with specific hours, locations and messages. There are materials for both household and small-business customers.

Administrative Services

ASM REVISION

Administrative Support Manual - Chapter 24, Audits

Effective June 10, 2004, the Administrative Support Manual (ASM) is revised to update the responsibility of the Office of Inspector General in conducting and issuing reports, and the process for Postal Service management in responding to and implementing the audit recommendations.

We will incorporate these revisions into the next printed versions of the ASM and into the next update of the online versions accessible on the Postal Service™ PolicyNet Web site.

• Go to http://blue.usps.gov.

• Under "Essential Links" in the left-hand column, click on References.

• Under "References" in the right-hand column, click on PolicyNet - Text.

• Then click on HBKs.

Administrative Support Manual (ASM)

* * * * *

2 Audits and Investigations

* * * * *

24 Audits

[Revise 24 to read as follows:]

241 Responsibility

241.1 Office of Inspector General

The OIG is responsible for providing Congress, the Governors, and Postal Service management with timely, objective, and complete information on, and analysis and recommendations to improve, Postal Service programs and operations.

241.2 Mission

The OIG's mission is to conduct and supervise objective and independent audits, reviews, and investigations relating to Postal Service programs and operations to promote economy, efficiency, and effectiveness, and to prevent and detect fraud, waste, abuse, and mismanagement. The OIG is also responsible for providing oversight of the Postal Inspection Service.

241.3 Role and Function

The OIG audits and other reviews play important roles as management tools for evaluating whether operations are executed economically, efficiently, and effectively. OIG personnel do not exercise authority over persons in the organizations reviewed. Findings are provided to make management aware of any problems noted during a review. Recommendations are offered as workable solutions to noted problems.

241.4 Authority

The Inspector General Act of 1978, amended in September 1996 (Public Law 104-208), created an independent OIG for the Postal Service (5 U.S.C. App. 3).

241.5 Standards

OIG work complies with appropriate standards established by the comptroller general of the United States, the President's Council on Integrity and Efficiency, the American Institute of Certified Public Accountants, and the Institute of Internal Auditors.

241.6 Cooperation

In carrying out the provisions of the Inspector General Act, employees of the OIG have reasonable access to all Postal Service employees, records, reports, audits, reviews, documents, papers, recommendations, or other material available that relate to Postal Service programs and operations with respect to which the OIG has responsibilities under the Act. Postal Service officials and employees should cooperate fully to provide employee interviews and such information and assistance to the auditors, evaluators, and authorized representatives of the OIG as may be necessary for them to carry out their duties and responsibilities under the Act.

241.7 Liaison

Outside organizations such as the General Accounting Office and the independent certified public accountants hired by the Board of Governors also provide selective reviews of Postal Service activities. The OIG maintains liaison and coordinates activities with these and other external organizations providing audit attention.

241.8 Corporate Audit and Response Management

Corporate Audit and Response Management reports to the manager of Internal Control under the chief financial officer and executive vice president and serves as a focal point for all Postal Service audit activity. Corporate Audit and Response Management will assist Postal Service management in all phases of the audit process, including arranging and attending entrance and exit conferences, assisting in the preparation and delivery of management responses to OIG draft reports, and gathering documentation to close out significant recommendations for submittal to the OIG. Corporate Audit and Response Management is responsible for maintaining the Audit Tracking System (ATS) and tracking all recommendations resulting from OIG reports in the system.

242 Overview

242.1 Objectives

The OIG's objectives are as follows:

a. Provide an independent check on the adequacy and effectiveness of systems of control to ensure achievement of corporate goals.

b. Determine compliance with Postal Service policies and procedures and public laws.

c. Verify the existence of assets and assure that proper safeguards are maintained to detect failures that may lead to fraud, waste, and abuse.

d. Assess the reliability and operation of accounting and reporting systems.

e. Review operations for economy and efficiency, and effective use of resources.

f. Evaluate the effectiveness of management's corrective actions relating to identified problems and deficiencies.

242.2 Project Category Overview

a. Performance. The OIG is responsible for conducting performance audits and reviews of the Postal Service. The OIG conducts audits and evaluations to test systems and/or internal controls. The OIG provides an independent assessment of the performance of an organization, program, activity, or function in order to provide information to improve public accountability and facilitate decision-making.

b. Financial. The OIG directs financial audit activity, installation and district financial audits, and other financially related audits of the Postal Service. The Postal Service's financial statements, however, are audited by an independent certified public accounting firm pursuant to 39 U.S.C. Section 2008(e).

c. Protective Reviews. The OIG performs protective reviews at local Postal Service facilities to identify systemic issues related to financial and operational functions. These limited-scope, short-duration reviews generally test internal controls and compliance with Postal Service policy applicable to these functions and are intended to provide valuable and timely feedback regarding office and program management to local and Headquarters officials.

d. Contract. The OIG is responsible for pre- and post- award contract audits requested by supply management officials. The OIG also conducts self-initiated reviews of significant contracts and various elements of the supply chain management processes. The OIG analyzes results of this audit work to identify trends, patterns, and issues relating to Postal Service suppliers, contract administration, and the postal supply chain process.

e. Developmental. The OIG performs developmental audit work to provide management with an assessment of the design and integrity of internal controls during the early phases of new projects. These projects include automation, technical, information- based, and business process projects. Developmental work encompasses both performance and financial auditing issues, with an emphasis on an independent assessment and evaluation of new or redesigned systems.

242.3 Process Overview

OIG projects generally adhere to the following process:

a. Announcement letters are issued at the start of a project to solicit management's input and perspective.

b. Entrance conferences ensure that management is provided an opportunity to discuss the project scope and objectives and are required if requested by postal management.

c. Surveys are conducted to formulate specific project objectives and determine the scope of the project.

d. Field work and data analysis is performed to independently assess the programs and operations within the scope of the project.

e. Draft reports or memoranda are issued to management to communicate findings and recommendations.

f. Exit conferences and working meetings ensure that management is aware of pertinent issues and provides a forum for discussion. An exit conference is required if requested by postal management.

g. Management responses are requested, evaluated, and included in the final report.

h. Audit reports communicate audit findings, conclusions, and recommendations to management. It is Postal Service policy that the responsible managers respond in writing (see section 243.12) to all recommendations made in these reports.

i. Final reports are distributed to appropriate levels of management to ensure that issues are adequately addressed.

243 Reports

243.1 Draft Reports

243.11 Transmittal Letters

Each draft report is issued with a transmittal letter requesting a written response within a specified time frame, usually within 30 calendar days after the draft report is issued. Management is required to respond to reports by addressing each finding, recommendation, and identified savings as detailed in section 243.12. Management is encouraged to provide comments as soon as possible regardless of time allocated. If the OIG does not receive management's comments within the specified time frame, the OIG may publish the final report without management's comments.

243.12 Management Responses

Management's response when requested should include the following:

a. Whether management agrees with each finding or observation. (Management's general comments regarding the audit report/review can address any factual inaccuracies found in the report.)

b. If the audit lists any questioned costs, unsupported costs, funds put to better use or other potential savings, management must explicitly state whether it agrees or disagrees with the calculations. If management disagrees with the calculations, then management, if possible, should specify any alternative dollar amounts that it believes are more accurate and then describe how these amounts were calculated.

c. For each recommendation/suggestion, indicate whether management agrees, disagrees, or agrees in part, and include the reasons or justification.

d. If management agrees with the recommendation, list the specific course(s) of action that will be taken along with the estimated completion date(s).

e. For each corrective action, state who in the organization will be responsible for the implementation of the agreed-upon actions.

f. An identification of any portion(s) of the draft report, including a short justification for such assertion(s), which management believes may contain proprietary or other business information that may be exempt from disclosure under the Freedom of Information Act (FOIA).

Management should not include comments that are not related to the audit in the written reply.

Management comments should be addressed to the signer of the report; however, comments should be delivered to the director, Audit Operations and Follow-up, who serves as focal point for all management responses at the OIG.

The original signed management response should either be mailed, hand delivered to the OIG (when applicable), deposited in the OIG mail slot located in the Postal Service Headquarters building, or delivered to Corporate Audit and Response Management, which will arrange for delivery to the OIG. A copy of the signed management response should be sent to the manager of Corporate Audit and Response Management.

The response must be received by the OIG on or before the date specified in the OIG report. If additional time is needed to prepare the response, an extension should be requested prior to the suspense date. Corporate Audit and Response Management will assist with requests for an extension; however, if the request is made directly to the OIG, Corporate Audit and Response Management should be notified of the request.

Management responses to the draft report are evaluated and incorporated into the final report in synopsis form. A verbatim copy of the response will be included in the final report. The final report is then transmitted to the responsible managers, under the signature of the appropriate OIG issuing authority.

243.2 Release and Distribution of Audit Reports

243.21 Headquarters

243.211 Office of Inspector General

The inspector general, assistant inspector general for audit, or the appropriate deputy assistant inspector general transmits reports of Headquarters interest and those reports containing recommendations for Headquarters action, to the appropriate Headquarters unit with a copy to Corporate Audit and Response Management. Copies of reports are generally accessible at the OIG Web site, and also can be requested from Postal Service Corporate and Audit Response Management.

243.212 Freedom of Information Act

The OIG's policy is to disclose all final audit and management advisory reports when requested pursuant to the FOIA unless an exemption under the FOIA applies. In addition, the Electronic FOIA (e-FOIA) Amendments require the OIG to post certain reports on the e-FOIA Web page unless an exemption under the FOIA applies.

243.22 Levels Below Headquarters

243.221 Performance Audits

When audit reports include recommendations to area office management or other levels below Headquarters, a report is submitted to the manager of the installation or activity audited. Draft reports issued by the OIG are transmitted to the responsible Postal Service manager under the signature of the appropriate deputy assistant inspector general. Copies of reports can be requested from Corporate Audit and Response Management.

243.222 Financial Audits

At the conclusion of financial audits of Post Offices and facilities, an exit conference will be held with the facility head to discuss the findings and any recommendations. The manager must review the report and will usually have 30 calendar days after the report is issued to respond with management comments addressing the findings and any recommendations. Copies of reports can be requested from Corporate Audit and Response Management.

243.223 Contract Audits

Contract audit reports issued by the OIG provide an opinion, typically covering the adequacy of cost or pricing data submitted by postal suppliers. These reports are advisory in nature and are issued in final form directly to the requesting official. The OIG also issues self-initiated audit reports addressing issues within the supply chain management processes. These reports include findings and recommendations for corrective actions by management officials. Report copies are generally accessible at the OIG Web site, and also can be requested from Postal Service Corporate Audit and Response Management.

243.224 Protective Reviews

At the conclusion of protective reviews of Postal Service facilities, an exit conference will be held with the facility head to discuss the findings and any recommendations. The manager must review the report and will usually have 30 calendar days after the report is issued to respond with management comments addressing the findings and any recommendations. Copies of reports can be requested from Corporate Audit and Response Management.

244 Audit Resolution Process - Unresolved Recommendations

When the OIG determines that a response by management to a significant recommendation is "not responsive," an audit resolution process for resolving the disagreement is followed. Part of the process may include taking the disagreement to the Governors.

Copies of the Resolution Process for Disagreements Involving Office of Inspector General Reports, approved by the Board of Governors, can be obtained from Corporate Audit and Response Management.

245 Implementation of Audit Recommendations

245.1 Management Responsibility

Management must ensure the implementation of audit recommendations to which it has agreed.

245.2 Documentation

In the audit report, the OIG will identify any recommendations that it considers as significant and as such, would require the OIG's concurrence before closing. The OIG requests written confirmation and/or documentation when the agreed upon corrective actions have been completed.

Documentation and requests to close a significant recommendation or an audit should be submitted to Corporate Audit and Response Management in order to accurately track the status of recommendations in the Audit Tracking System (ATS). Corporate Audit and Response Management will forward documentation to the OIG with the request to close the recommendation or audit.

For those recommendations that the OIG does not consider as significant, once Corporate Audit and Response Management has been notified that the corrective actions have been implemented, the recommendation(s) can be closed.

245.3 Audit Follow-Up

Corporate Audit and Response Management is responsible for maintaining management's audit tracking and reporting system and will provide periodic status updates on the implementation of management action on recommendations to postal management and the OIG, as appropriate. The appropriate Headquarters, area, or district office responsible for the implementation of corrective action must identify any formalized plan to respond to audit recommendations, and periodically report the current status in ATS and to Corporate Audit and Response Management, as requested.

245.4 Periodic Reviews

The OIG will conduct periodic follow-up reviews to assess the effectiveness of management's actions.

245.5 Coordinating, Tracking, and Reporting

245.51 Headquarters

245.511 Corporate Audit and Response Management

Corporate Audit and Response Management reviews implementation of recommendations and tracks the reports in ATS. In addition, Corporate Audit and Response Management prepares the statistical tables showing disallowed costs and funds put to better use as required by the Inspector General Act, in connection with the OIG semiannual report to Congress.

245.512 Vice Presidents

Each vice president has overall responsibility for the implementation of audit recommendations made to his or her organization and to ensure that audit recommendations are carried out as soon as practical. A target date must be established for full implementation and to monitor follow-up action.

Each vice president designates a person responsible for tracking and documenting the implementation of audit recommendations within that organization. The designee also furnishes status updates to Corporate Audit and Response Management who reviews the implementation of recommendations and tracks the reports in ATS.

Documentation of implementation or completion of agreed upon actions should be submitted to Corporate Audit and Response Management for transmittal to the OIG.

The vice president and/or designee reviews audit reports, findings, and recommendations on matters within their area and takes appropriate action.

245.52 Area Office Level

Each vice president has the overall responsibility for the implementation of audit recommendations made to his or her organization and to ensure that audit recommendations are carried out as soon as practical. A target date must be established for full implementation and to monitor follow-up action.

Each vice president designates a person responsible for tracking and documenting the implementation of the agreed upon actions and recommendations within that organization. The designee also furnishes results and status updates to Corporate Audit and Response Management who reviews the implementation of recommendations and tracks the reports in ATS.

Documentation of implementation or completion of agreed upon actions should be submitted to Corporate Audit and Response Management for transmittal to the OIG.

The vice president and/or designee reviews audit reports, findings, and recommendations on matters within their area and takes appropriate action.

245.53 District Level

District managers review each audit report on facilities within their organization. They provide a written response within the specified time frame when requested by the OIG. They monitor the implementation of recommendations at facilities reporting to their district and provide to the vice president of Area Operations, the results of status updates.

246 Requests for Audit Attention

246.1 All Levels

All requests for audit attention, including installation and district compliance audits, should be directed to the inspector general.

246.2 Management Responsibility

Management cannot, and should not, completely rely on auditors and/or evaluators to detect problems and recommend solutions. Managers must routinely assess their own operations to assure themselves and their superiors that operations are well controlled and meet the goals and objectives of the organization.

* * * * *

- Internal Control,
Chief Financial Officer and Executive Vice President, 6-10-04

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 100, DMM 200-A, PUBLICATION 25, AND PUBLICATION 28

Addressing and Mailpiece Design Information

Publication 221, Addressing for Success, is now obsolete. Consumers and retail customers can find addressing information in Domestic Mail Manual (DMM) 100, A Customer's Guide to Mailing. Business mailers and mailpiece designers needing more advanced information can consult the following documents:

• DMM 200-A, A Guide to Mailing for Businesses and Organizations.

• Publication 25, Designing Letter and Reply Mail.

• Publication 28, Postal Addressing Standards.

DMM 100

DMM 100, A Customer's Guide to Mailing, is an extremely useful and easy-to-understand reference for consumers, retail customers, and Postal Service™ employees. This guide is currently available in English, Spanish, and Chinese versions.

DMM 100's illustrated section on addressing mail leads the customer through all the critical steps needed to address mail for optimal processing and delivery by the Postal Service. DMM 100 contains important information on the various elements of a complete delivery address and the placement of other elements such as postage, extra service labels, and a return address. DMM 100 also has clear illustrations showing a properly addressed letter and a properly addressed parcel.

The section on addressing letter mail includes important information on envelopes - including Express Mail® and Priority Mail® envelopes - and tips on address placement, addressing methods, and military mail. DMM 100 also contains a complete list of the two-letter state abbreviations approved by the Postal Service.

The section on addressing parcels includes useful information on how to choose the proper box or mailing container for sending items through the mail, how to pack and cushion items, and how to seal the containers. That section also advises customers where to deposit properly addressed and prepared parcels.

DMM 200

DMM 200-A, A Guide to Mailing for Businesses and Organizations, presents more comprehensive information on preparing and addressing mail for small- and medium- volume mailers. It provides details on addressing and barcoding mail for discounted rates, using ancillary service endorsements for the return or forwarding of mail, maintaining address lists, and verifying ZIP Codes™, address- barcode matching, and carrier route codes.

DMM 200-A provides practical information on ancillary service endorsements for address correction service and the return or forwarding of mail. The section on endorsements also explains the wording and the purpose of the four available endorsements ("Change Service Requested," "Forwarding Service Requested," "Return Service Requested," and "Address Service Requested").

DMM 200-A describes the requirements for checking address lists for the various discount rates. It also provides additional guidance on Postal Service sources and vendor sources for software and services that help mailers meet address list maintenance requirements for discounted rates.

Publication 25

Publication 25, Designing Letter and Reply Mail, contains information on optimal design formats for letter mail and detailed addressing specifications for automation, including placement of address elements, address printing guidelines, reflectance, and print contrast. It describes the benefits of POSTNET barcodes and has detailed descriptions and illustrations of their format, location, and printing. Publication 25 also includes information on ink and paper definitions and measurement, a list of the appropriate Quick Service Guides, and the use of ancillary service endorsements.

Publication 28

Publication 28, Postal Addressing Standards, provides the most comprehensive information on Postal Service addressing standards, formats, and elements that form proper addresses, including standardized delivery address lines, secondary address unit designators, attention lines, and dual addresses. Publication 28 includes detailed information for business addresses, military addresses, Puerto Rico addresses, and various nonaddress elements such as the use of mailer keylines.

Availability

Publications 25 and 28 are available on the Postal Service PolicyNet Web site:

• Go to http://blue.usps.gov.

• Under "Essential Links" in the left-hand column, click on References.

• Under "References" in the right-hand column, click on PolicyNet - text.

• Then click on PUBs.

All four documents are available on the Internet:

• Go to www.usps.com.

• Click on All Products & Services, then P, then Publications, then Postal Periodicals and Publications, and then either Publications (to get access to Publications 25 and 28) or, at the bottom of the list, A Customer's Guide to Mailing or A Guide to Mailing for Businesses and Organizations.

DMM 200-A is also available on the Postal Explorer® Web site; go to http://pe.usps.gov and click on A Guide to Mailing for Businesses and Organizations.

Customers can obtain printed copies of all four documents at no cost from Post Office™ facilities.

Postal Service personnel can order all four of these documents from the Material Distribution Center (MDC) by using touch tone order entry (TTOE): Call 800-332-0317, option 2.

Note: You must be registered to use TTOE. To register, call 800-332-0317, option 1, extension 2925, and follow the prompts to leave a message. (Wait 48 hours after registering before placing your first order).

Use the following information to order DMM 100:

PSIN: DMM100
PSN: 7610-05-000-5072
Unit of Measure: EA
Minimum Order Quantity: 1
Bulk Pack Quantity: 200
Quick Pick Number: 526
Price: $0.1883
Edition Date: 06/03

Use the following information to order DMM 200-A:

PSIN: DMM200A
PSN: 7610-07-000-7089
Unit of Measure: EA
Minimum Order Quantity: 1
Bulk Pack Quantity: 50
Quick Pick Number: 534
Price: $0.6750
Edition Date: 06/03

Use the following information to order Publication 25:

PSIN: PUB25
PSN: 7610-03-000-9119
Unit of Measure: EA
Minimum Order Quantity: 1
Bulk Pack Quantity: 40
Quick Pick Number: 267
Price: $0.7813
Edition Date: 07/03

Use the following information to order Publication 28:

PSIN: PUB28
PSN: 7610-03-000-3688
Unit of Measure: EA
Minimum Order Quantity: 1
Bulk Pack Quantity: 50
Quick Pick Number: 268
Price: $0.7053
Edition Date: 11/00

- Mailing Standards,
Pricing and Classification, 6-10-04

OBSOLETE PUBLICATION

Publication 221, Addressing for Success

Publication 221, Addressing for Success, is now obsolete. The Material Distribution Center (MDC) no longer has any printed copies, and the Postal Service™PolicyNet Web site no longer carries the electronic versions.

Consumers and retail customers can find addressing information in Domestic Mail Manual (DMM) 100, A Customer's Guide to Mailing. Business mailers and mailpiece designers needing more advanced information can consult the following documents:

• DMM 200-A, A Guide to Mailing for Businesses and Organizations.

• Publication 25, Designing Letter and Reply Mail.

• Publication 28, Postal Addressing Standards.

For more information, see the article titled "DMM 100, DMM 200-A, Publication 25, and Publication 28: Addressing and Mailpiece Design Information" on page 8 in this issue of the Postal Bulletin.

- Mailing Standards,
Pricing and Classification, 6-10-04

Employees

SAFETY REMINDER

Summer Vacation Is Upon Us

As school comes to a close and summer break quickly approaches, employees should anticipate an increase in movement of our customers and their families. Temporary and permanent changes of address bring new faces to a carrier route. Be alert for new children, pets, and porch or plant fixtures.

Also, as the temperature increases and the vacations begin, employees must be more attentive to children at play. Children are no longer protected by the confines of their school schedules or their schoolyards.

Be watchful:

• In neighborhoods and near parks, schools, and playgrounds.

• For skateboarders, scooters, mopeds, motorcyclists, and pedestrians - they're harder to see.

• For kids at play - children on foot and on bikes are unpredictable and may dart out in front of you.

• During the late afternoon and evening - longer daytime hours mean that children may be outside playing later than usual.

Avoid:

• Handing mail to children or receiving mail from them. Children might approach your vehicle from any direction to either mail a letter or collect the mail. Encourage them to use the mail receptacle and discourage them from getting close to your vehicle.

• Backing up - if you notice your mail is out of delivery sequence, dismount if necessary and walk back to make the delivery. Avoid backing your vehicle on your delivery route.

Remember, children have a more difficult time judging traffic situations because their peripheral vision is one-third narrower than an adult's. You must utilize your professional defensive driving skills and expect the unexpected.

Stay safe, keep hydrated, have a great summer, and remember - Child Safety Depends on Me!

- Safety Performance Management,
Employee Resource Management, 6-10-04

National Vacancy Announcements

The National Vacancy Announcement Booklet is a biweekly publication of national vacancies produced by Corporate Personnel Management. Vacancies in the booklet are open for a 15-day posting period and are generally limited to EAS-17 positions and above. Qualified Postal Service™ applicants meeting the stated eligibility requirements are encouraged to apply.

National vacancy announcements are also available on the Postal Service Intranet Web site at http://blue.usps.gov/hrisp/cpm/vacancies.htm or on the Internet at www.usps.com/employment/corporatejobs.htm.

With the electronic options now available for viewing and printing of the national vacancies, Corporate Personnel Management will make hardcopy distribution to the following Postal Service facilities effective June 22, 2004:

Please direct inquiries regarding the National Vacancy Program to Dawn Hilliard of Corporate Personnel Management by phone at 202-268-2127 or by e-mail at dawn.h.hilliard@usps.gov.

- Corporate Personnel Management,
Employee Resource Management, 6-10-04

Finance

NOTICE

Household Diary Study

The Postal Service's™ Household Diary Study (HDS), conducted since 1987, provides information about the contents of the mail sent and received by U.S. households. The Postal Service uses this information to help understand why and how customers use the mail. The results are used to:

• Forecast mail volume.

• Plan marketing strategies.

• Provide information for rate-setting purposes.

The HDS is administered at Headquarters by the Office of Demand Forecasting and Economic Analysis, Finance. NuStats, the HDS survey research firm contractor since July 1999, conducts the interviews and collects and analyzes the HDS data throughout the year.

HDS is a two-stage survey. Stage 1 is the Household Interview. NuStats sends an advance letter, signed by the postmaster general, to a representative sample of US households. The letter emphasizes the importance of the HDS and asks for participation. The sample households are contacted either by telephone or in person and asked about the mail they send and receive, their adoption and use of various communications' technologies, their attitudes about mail service in general, and information relating to their household and personal demographics. The respondent households are recruited to participate in HDS Stage 2.

Stage 2 is the Mail Diary. NuStats asks households that agree to participate in Stage 2 to record information about the mail they send and receive for a 7-day period from Monday to Sunday. Information recorded includes: number of mailpieces received and sent, industry mail source, mail characteristics, and attitudes regarding mail received. As an incentive for HDS Stage 2 participation, households are offered the options of receiving: $30, $30 to donate to the Lance Armstrong Foundation, or a roll of 100 First-class Mail® stamps.

Data gathered in both HDS stages is available in a final report, "The Household Diary Study - Mail Use and Attitudes." The report is published in hard copy and as a free electronic file. Order forms for the latest HDS report may be obtained via the Postal Service Internet at www.usps.com/householddiary.

For additional information, contact either of the following individuals:

Malcolm Harris
Telephone: 202-268-3650
Fax: 202-268-6841
E-mail: malcolm.c.harris@usps.gov

Greg Dawson
Telephone: 202-268-7446
Fax: 202-268-6841
E-mail: gregory.e.dawson@usps.gov

- Office of Demand Forecasting and Economic Analysis, Finance, 6-10-04

Information Technology

NEW MANAGEMENT INSTRUCTION

AS-840-2004-2, Electronic Messaging (e-Mail)

MI AS-840-2004-2, Electronic Messaging (e-mail), is available on the Postal Service™ PolicyNet Web site:

• Go to http://blue.usps.gov.

• Under "Essential Links" in the left-hand column, click on References.

• Under "References" in the right-hand column, click on PolicyNet - text.

• Then click on MIs.

This management instruction (MI), which replaces MI AS-840-2003-3 of the same name, updates the Postal Service's policy, standards, and guidelines regarding use of Postal Service e-mail.

The Postal Service manages its electronic messaging environment in a manner consistent with best industry practices to facilitate communication within the Postal Service community and with its customers and suppliers, to ensure the security and integrity of that environment, to comply with all e-mail policies, and to streamline the development and support of electronic messaging applications throughout the organization.

This MI applies to all Postal Service employees, contractors, and third parties authorized to access Postal Service information resources. For the purpose of this MI, third parties are persons or organizations not contracted to the Postal Service that have an approved requirement for access to Postal Service information resources.

This instruction applies to computers, office automation systems, software, and hardware installed or used in the Postal Service to support the electronic messaging environment and to any related administrative activities. It also applies to all e-mail-enabled applications and stand-alone hand-held devices.

- Customer Care Operations,
Information Technology, 6-10-04

International Mail

IMM REVISION

Canadian Exchange Office Distribution Changes

Effective June 10, 2004, International Mail Manual (IMM) exhibits 294.43a, 294.43b, and 295.44 are revised to reflect a network change for delivery in Canada.

We will incorporate these revisions into the printed version of IMM 30 and also into the online version of the IMM, which can be accessed via Postal Explorer® at http://pe.usps.gov.

International Mail Manual (IMM)

* * * * *

2 Conditions for Mailing

* * * * *

290 Commercial Services

* * * * *

294 Publishers' Periodicals

* * * * *

294.4 Makeup Requirements for Publishers' Periodicals

* * * * *

294.43 Canadian Sacks

* * * * *

Exhibit 294.43a Publishers' Periodicals - Canada Labeling and Routing Information (Standard Entry)

[Revise Exhibit 294.43a so that the entries for the following Postal Codes read as follows, and so that the Routing Code Identification list reads as follows (to remove the code "568 St. Paul MN"):]

Routing Code Identification:

099 Foreign Mail Center NJ 099 (NJI and BMC)

140 Buffalo NY

48399 Detroit MI

98000 BMC Seattle WA

Exhibit 294.43b Publishers' Periodicals - Canada Labeling and Routing Information (Drop Shipment at NJI&BMC)

[Revise Exhibit 294.43b so that the entries for the following Postal Codes read as follows, and so that the Routing Code Identification list reads as follows (to remove the code "568 St. Paul MN"):]

Routing Code Identification:

099 Foreign Mail Center NJ 099 (NJI and BMC)

140 Buffalo NY

98000 BMC Seattle WA

* * * * *

295 Books and Sheet Music

* * * * *

295.4 Makeup Requirements for Books and Sheet Music

* * * * *

295.44 Canadian Sacks

* * * * *

Exhibit 295.44 Books and Sheet Music - Canada Labeling and Routing Information (Standard Entry)

[Revise Exhibit 295.44 so that the entries for the following Postal Codes read as follows, and so that the Routing Code Identification list reads as follows (to remove the code "568 St. Paul MN"):]

Routing Code Identification:

099 Foreign Mail Center NJ 099 (NJI and BMC)

140 Buffalo NY

48399 Detroit MI

98000 BMC Seattle WA

* * * * *

- International Network Operations, Network Operations Management, 6-10-04

OPERATIONS REMINDER

Dispatch Instructions for International Letter-Post Mail and Parcel Post

Letter-post items (formally categorized as LC/AO) and parcel post (CP) items are two categories of international mail that can be similar in size, shape, and weight. However, the two categories have different mailing restrictions and requirements. When dispatching international mail to an International Service Center (ISC), the originating plant must not commingle letter-post items with parcel post items.

To ensure proper separation and dispatch, refer to the customs form attached to the package.

Letter-post items can be similar to small parcels and rolls (SPRs) in domestic mail and must not be confused with international parcel post mail, which has similar characteristics. Letter-post items weighing at least 16 ounces up to 4 pounds must bear a PS Form 2976, Customs Declarations CN 22 - Sender's Declaration. PS Form 2976 may be printed on green or white paper, and its alphanumeric barcode begins with "LC."

Parcel post items are generally heavier-weight packages, but some may weigh less than 1 pound. Each parcel post item must bear a PS Form 2976-A, Customs Declaration and Dispatch Note - CP 72. PS Form 2976-A is a multi-part form set, and its alphanumeric barcode begins with "CP" or "CT." The PS 2976-A form set must be affixed to the address side of the parcel and enclosed in PS Form 2976-E, Customs Declaration Envelope - CP 91 (plastic envelope). Note: Items paid at the parcel post rates must never contain a PS Form 2976.

Proper separations of these items are important because the Postal Service™ makes payment to the delivery postal administrations based on an item's category of mail. Furthermore, properly segregating LC items from CP items will eliminate rehandling and separation expenses at the ISC and, in some cases, may also reduce transportation expenses.

See pages 19 and 20 in this Postal Bulletin for graphics showing PS Form 2976 and PS Form 2976-A.

- International Processing and Performance,
Network Operations Management, 6-10-04