Condition…

Process…

• Change lock.

The employee must:

• Change logon ID or password for POS, IRT, credit/debit card termi­nal, or APC.

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

2. Designate two witnesses*, from employees who work at the same installation unit, and print their names on the form.

3. Seal the new PS Form 3977 and sign across both flaps. A witness to the enclosure of the combination, password, or key also signs both flaps of the envelope.

4. Postmark both flaps.

5. Submit the form to a supervisor.

*If, due to staffing, a witness cannot be selected from the same facility, then a witness from a nearby facility may be selected.

The supervisor who is personally responsible for protecting PS Forms 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, supervisor, or designee.

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

3. Conduct an annual examination of all locks and keys.

4. Use PS Form 3902, Form 3977 Log and Lock Examination, to maintain a record showing the employee’s name, date of examination of the PS Form 3977, date of annual examination of lock and keys, and supervisor’s initials.

Note: Examination of lock and keys (except duplicate keys on file in PS Forms 3977) is to ensure that individual clerk keys will not open locked drawers, safe compartments, or stamp cabinets of other employees.

Employee access:

• Duplicate key.
• Logon ID or password.

The employee must:

1. Open the PS Form 3977 in the presence of a supervisor.

2. 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:

1. Ensure the designated witness is present. In his/her absence the union steward may serve as a witness.

2. Obtain the duplicate key, logon ID, or password from the PS Form 3977 on file.

3. Endorse the envelope to show date and reason to access the receptacle, logon ID, or password.

4. 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.

5. Seal the new PS Form 3977. Both supervisor and witness must sign across both flaps and postmark 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 main safe or vault com­bination.

The postmaster, manager, or supervisor must:

At a Post Office

1. Complete a separate PS Form 3977 for each main safe and vault duplicate key or combination.

2. Seal the new PS Form 3977 and sign across both flaps. A witness to the enclosure of the combination or key also signs both flaps of the envelope.

3. Postmark both flaps.

4. Maintain PS Form 3977 in the Post Office in a compartment under the exclusive control of the postmaster or designated supervisor.

At a Station and Branch

1. Complete a separate PS Form 3977 for each main safe and vault duplicate key or combination.

2. Seal the new PS Form 3977 and sign across both flaps. A witness to the enclosure of the combination or key also signs both flaps of the envelope.

3. Postmark both flaps.

4. Submit the sealed PS Form 3977.

5. Store the PS Form 3977 in the most secure place under the exclusive control of the postmaster or designated subordinate.

Access the safe or vault combination or key.

The Postmaster, manager, or supervisor must:

1. Obtain the safe or vault combination or key from the PS Form 3977 on file.

2. Endorse the envelope to show date and reason to access the Post Office, station, and branch main safe or vault.

3. Prepare a new PS Form 3977 and place the safe or vault combination or key with the old envelope in the new PS Form 3977.

4. Seal the new PS Form 3977. Both postmaster, manager, or supervisor and a witness to the enclosure must sign across both flaps and postmark both flaps.

5. Upon return of the custodian of the safe or vault, he or she must:

• Prepare a new PS Form 3977 to insert the key if no lock changed.
• If the 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.