41 C.F.R. Subpart G—Facility Mail Manager Responsibilities
Title 41 - Public Contracts and Property Management
As a Federal facility mail manager you should: (a) Implement policies and procedures developed by the agency mail manager, including cost control procedures; (b) Work to improve, streamline, and reduce the cost of mail practices and procedures by continually reviewing work processes throughout the facility and seeking opportunities for cost-effective change; (c) Work closely with all facility personnel, especially the program level users who develop large mailings, to minimize postage and associated printing expenses through improved mail piece design, mail list management, electronic transmission of data in lieu of mail, and other appropriate measures; keeping current on new technologies that could be applied to reduce your mailing costs; (d) Work with local managers to ensure that, to the maximum practical extent, the person who makes the decision to mail any significant number of pieces of mail is the same person who controls the funds for postage; (e) Ensure that expedited mail and couriers are used only when authorized by the Private Express Statutes (39 U.S.C. 601–606) and when necessary and cost-effective; (f) Provide centralized control of all mail processing activities at the facility, including all regularly scheduled, small package, and expedited service providers, couriers, equipment and personnel; (g) Review unauthorized use, loss, or theft of postage, including any unauthorized use of penalty or commercial mail stamps, meter impressions or other postage indicia, and immediately report such incidents to the agency Inspector General, internal security office, or other appropriate authority; (h) Provide training opportunities for all levels of agency personnel at the facility on cost-effective mailing practices for incoming, outgoing, internal mail and security; (i) Ensure that outgoing mail meets all the standards established by your service provider(s) for weight, size, hazardous materials content, etc.; (j) Produce and implement an agency mail management and mail security plan; and (k) Respond to the requirements of this part. Any contract for a mail function should require compliance with: (a) This part; (b) The Private Express Statutes (39 U.S.C. 601–606); and (c) All agency policies, procedures, and plans, including the agency wide mail management and mail security plan and, if applicable, facility mail security plans.
Title 41: Public Contracts and Property Management
PART 102–192—MAIL MANAGEMENT
Subpart G—Facility Mail Manager Responsibilities
§ 102-192.130 What are my general responsibilities as a facility mail manager?
§ 102-192.135 What should I include when contracting out all or part of the mail function?
