Condition

Process

• Change of lock.
• Change of logon ID or password for POS, IRT, SPORT, credit and debit card terminal, or APC.

The employee must:

1. Complete a separate PS Form 3977 for each duplicate key and each logon ID and password.

2. Designate two witnesses and print their names on the form. In their absence, the union steward may serve as a witness.

3. Sign the PS Form 3977 with one of the witnesses.

4. Postmark the PS Form 3977 and submit it to supervisor.

The supervisor who is personally responsible for protecting PS Form 3977 must:

1. Maintain all PS Forms 3977 in the main safe or vault of the Post Office™, station, or branch in a compartment under the exclusive control of the postmaster, manager, or supervisor.

2. Use PS Form 3902, Form 3977 Log and Lock Examination, to maintain a log showing each assigned PS Form 3977.

3. Physically examine each PS Form 3977 at least once each 6 months, to be certain it is on hand and intact.

4. Perform an annual examination of all locks and keys in the unit, except the duplicate keys in PS Forms 3977.

5. Record these examinations on PS Form 3902.

Employee withdraws:

• Duplicate key.
• Logon ID or password.

The employee must:

• Open the PS Form 3977 in the presence of a supervisor.
• Prepare a new PS Form 3977 to return the duplicate key, logon ID, or password.

In the absence of the employee:

• Access a receptacle.
• Access a logon ID or password.

The postmaster, manager, or supervisor must:

• Ensure the designated witness is present.
• Obtain the duplicate key, logon ID, or password from the PS Form 3977 on file.
• Endorse the envelope to show date and reason to access the receptacle, logon ID, or pass­word.
• Prepare a new PS Form 3977 and insert the duplicate key, logon ID, or password with the old envelope in the new PS Form 3977.
• Seal the new PS Form 3977 and both supervisor and witness must sign across both flaps and postmark on both flaps.

Upon return of the employee to whom the PS 3977 is assigned, the employee must:

• Change the lock, logon ID, or password.
• Follow the process of lock, logon ID, or password change.

Condition

Process

• Change of lock.
• Change of safe or vault combination.

The postmaster, manager, or supervisor must:

1. Complete a separate PS Form 3977 for duplicate key of each Post Office, station, and branch building and a separate PS Form 3977 for each safe or vault combination.

2. Submit the sealed PS Form 3977 via Registered Mail™ to the manager of Post Office Operations or the manager of Customer Service Operations.

3. Store PS Forms 3977 in the most secure place under the exclusive control of the manager of Post Office Operations or the manager of Customer Services.

Note: For stations and branches, send a duplicate key to the postmaster or manager of Customer Service Operations.

• Access a Post Office, station, and branch building.
• Access the safe or vault combina­tion.

The postmaster, manager of Post Office Operations, or manager of Customer Service Operation must:

• Obtain either the key or the safe or vault combination from the PS Form 3977 on file.
• Endorse the envelope to show date and reason for accessing either the Post Office, station, or branch building or the safe or vault.
• Prepare a new PS Form 3977 and place the key or the safe or vault combination with the old envelope in the new PS Form 3977.
• Seal the new PS Form 3977 and both postmaster, manager of Post Office Operations, or manager of Customer Service Operations and a witness must sign across both flaps and postmark on both flaps.

Upon return of the unit’s postmaster, manager, or supervisor, he or she must:

• Prepare a new PS Form 3977 to insert the key if no lock changed.
• If a lock was changed, follow the process for change of lock.
• If the safe or vault combination was changed, follow the process for change of safe or vault combination.

Note: Some walk-in vaults with cage doors inside the vault may require placing the PS Form 3977 envelope with the combination and duplicate key on the inner doors.