REE Policies and Procedures -- 02-002.htm

*Title:*	Converting from the Official Mail Accountability System (OMAS) to Commercial Postage Systems
Number:	02-002
*Date:*	December 18, 2002
*Originating Office:*	Information Technology Division, Telecommunications and Support Services Branch, AFM
*Distribution:*	All REE Employees
*Expiration:*	December 18, 2003

This bulletin provides instructions for all REE agencies to conduct a mail inventory in order to convert from OMAS to commercial mail and to meet other new GSA regulations.

Introduction:

On May 29, 2001, the General Services Administration, (GSA), published a proposed rule in the Federal Register to solicit opinions from the Federal Government mail community on changing the current mail management regulations. The goal then was to promote savings by holding agencies more accountable for their mailings. After the anthrax events in 2001, GSA included security of mail as a part of the rule and published Federal Management Regulation, Interim Rule, CFR 101-9 and 102-192 on June 6, 2002. The Interim Rule calls for all government agencies to convert their mail services from the Official Mail Accountability System (OMAS) to commercial mail systems. The Federal government must complete this conversion by October 1, 2003. The Interim Rule specifies requirements for various security actions in mail rooms. It also mandates the elimination of the use of the phrase "Penalty for Unauthorized Use - $300."

Purpose:

To comply with GSA's mail management regulation, the USDA Mail Manager has requested each USDA agency complete a mail inventory. This inventory will identify all mail that is currently using the penalty mail system. Therefore, the purpose of this bulletin is to request all REE agencies do the following:

1) Use up stores of penalty mail pieces before October 1, 2003. For those pieces that remain after October 1, 2003, either destroy or remove the penalty mail statement from all existing printed envelopes, brochures, postcards, or other mail. This statement reads as follows: "Penalty for Private Use $300.00". Covering the penalty mail statement with a plain white paper label is an acceptable option.

2) Identify all postage meters that are currently printing the "Penalty for Private Use
$300.00" message and have them converted. (Contact the REE Mail Manager for information.) At least one company (Pitney Bowes) will do this free of charge.

3) Perform a penalty-mail inventory and report the findings to the REE Mail Manager. This inventory must include the following:
a) Total number of United States Postal Service
• Mail Permit Imprint Accounts,
• Penalty Business Reply Mail Permits,
• Penalty Merchandise Return Service Permits, and
• Penalty Postage Meter Stamps.
b) An estimate of the annual amount of U.S. postage usage for FY03.

Please send your mail inventory information to Yvette Anderson by close of business January 31, 2003. The inventory may be faxed to 202-720-6577 or sent to the following e-mail address: yanderson@ars.usda.gov.