TREASURY DIRECTIVE: 26-01

Date: June 13, 1990

Sunset Review: TBD

Expiration Date: TBD

SUBJECT: Mail Management Program

1. PURPOSE. This directive states Department of the Treasury policy and assigns responsibilities for mail management as required by Federal Information Resources Management Regulation (FIRMR).

2. POLICY. It is the policy of the Department of the Treasury that incoming mail shall be processed and delivered promptly and correctly, and that outgoing mail shall be dispatched rapidly, accurately, and at a minimum cost.

3. DEFINITIONS:

a. Mail. Letters, telecommunications, memoranda, post cards, documents, packages, publications, and other communications received for distribution or dispatch.

b. Official Mail. Mail that is necessary for official Government business and for which the Government may pay postage.

c. Personal Mail. Private mail of individual Treasury employees which may not be transmitted by Government-paid postage.

4. PROGRAM OBJECTIVE. The objective of the Mail Management Program is to provide rapid handling and accurate delivery of mail throughout the Department at minimum cost by:

a. keeping processing steps to the minimum;

b. applying sound principles of work flow;

c. using modern equipment, supplies and devices; and

d. keeping operations as simple as possible to increase efficiency.

5. RESPONSIBILITIES.

a. The Deputy Assistant Secretary for Information Systems is responsible for the overall Mail Management Program of the Department.

b. The Director, Office of Information Resources Management, Departmental Offices, shall:

(1) plan, develop, and coordinate Departmental mail management policies, systems, standards, and procedures;

(2) provide technical assistance on mail management functions to responsible officials in the bureaus and in the Departmental Offices; and

(3) evaluate periodically the effectiveness of mail management functions in the Departmental Offices and the bureaus.

c. The Deputy Assistant Secretary for Administration and Heads of Bureaus shall:

(1) establish an appropriate program for managing bureau mail and assign responsibility for its implementation;

(2) designate a contact for mail management to work with the Office of Information Resources Management on mail management related activities;

(3) implement the mail management standards set forth in the General Services Administration (GSA) information resources management handbook, "Managing the Mail;"

(4) determine whether to permit the collection and dispatch of outgoing personal mail along with official mail as long as there is not significant additional cost or burden imposed on bureau mail systems, and, if permitted, develop bureau implementing directives to establish guidelines, controls, and safeguards;

(5) review bureau mail practices and procedures on a continuing basis to find opportunities for improvement and simplification;

(6) establish and implement standards and procedures for the receipt, delivery, collection, and dispatch of mail; and

(7) publish standards, guides, and instructions developed for the bureau Mail Management Program, which should be designed for easy reference and readily available to those concerned with mail and messenger operations.

6. CANCELLATION. Treasury Directive 26-01, "Department of the Treasury Mail Management Program," dated August 14, 1980, is superseded.

7. AUTHORITY. FIRMR Subpart 201-45.107, "Mail Management."

8. OFFICE OF PRIMARY INTEREST. Office of Information Resources Management, Office of the Deputy Assistant Secretary for Information Systems, Office of the Assistant Secretary (Management).

Linda M. Combs

Assistant Secretary (Management)