1.1 What
is the purpose of Part 284, Mail Management? Part 284 describes:
A. The U.S. Fish and Wildlife Service’s
(Service) U.S. mail and express package polices and responsibilities, and
B. Operational and security
requirements for Headquarters (HQ) and the Regions to establish and maintain
effective and safe mail operations.
1.2 What is the Service’s mail management policy? Our policy is to:
A. Comply with United States Postal
Service (USPS), Department of the Interior (Department), and other Federal
mail policy;
B. Use mail services for
“Official Government Business” purposes only to carry out our mission and
objectives;
C.
Manage mail at the Regional level by:
(1)
Establishing centrally-managed mailroom units at Regional Headquarters, HQ,
and large field stations, and
(2)
Allowing geographically independent field stations to manage their own mail
operations;
D.
Assess mail security
requirements as specified by the Service, the Department, the General
Services Administration (GSA), and the Department of Homeland Security (DHS);
E.
Employ accepted
mailroom practices and dispatch mail at the lowest possible cost, consistent
with its importance, as determined by the Region and program office; and
F.
Distribute mail unopened unless we have to open it to route it or for law
enforcement, safety, or security reasons.
1.3 How is Part 284 organized? Table 1-1 shows how we organized
this Part:
Table 1-1: Part 284, Mail Management Policy
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Chapter
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Title
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284 FW 1
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Mail Management Policy and Responsibilities
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284 FW 2
|
Mail Operations
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284 FW 3
|
Mail
Security
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1.4 What are the authorities for this Part?
A. Federal Property Management
Regulations, Mail Management (41 CFR 102-192), and Employee Responsibilities and
Conduct, Penalty Mail and Official Stationery (43 CFR 20-509).
B. USPS Domestic Mail Manual.
C. DHS Interagency Security Committee
(ISC) Physical Security Criteria for
Federal Agencies.
D. 382 DM 2, Mail Management.
1.5 Who is responsible for the Service’s mail
management program?
Table 1-2: Responsibilities for the Mail Management Program
|
This
official…
|
Is
responsible for…
|
A. The Director
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(1) Ensuring that the Service
maintains an effective and comprehensive mail program, and
(2) Approving this policy.
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B. The Assistant
Director – Business Management and Operations
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(1) Administering
the Servicewide mail program in accordance with USPS, Departmental, and
other Federal policies, procedures, and strategic goals, and
(2) Coordinating with senior Federal
officials on mail management issues.
|
C. The Assistant
Director – National Wildlife Refuge System (through the Division of
Refuge Law Enforcement’s Service Security Manager)
|
Ensuring
the HQ and the Regions:
(1) Comply with the Service’s
physical security policy (432
FW 1) and
procedures pertaining to facility security assessments, which include
following DHS’s requirements for mail operations;
(2) Incorporate site-specific risk assessment planning for mail processing (see 284
FW 3)
in their overall physical security assessments; and
(3) Implement appropriate physical
security countermeasures for mail operations at
Service facilities.
|
D.
Regional Directors
|
(1)
Ensuring Regional compliance with mail policies and procedures,
(2) Allocating adequate resources to
manage mail activities, and
(3) Designating a Regional Mail
Coordinator to liaison with managers in the Region and with the HQ.
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E. The Chief,
Division of Contracting and Facilities Management (CFM) in HQ
|
(1) Revising and
updating the Service mail policy,
(2) Interpreting the
requirements in Part 284 and resolving Servicewide issues and questions
about our mail program,
(3) Developing and
implementing supplemental mail procedures when needed,
(4) Conducting
Regional internal management control reviews for mail management,
(5)
Managing
and coordinating mail operations for HQ locations, including authorizing
contract services and agreements for mail services, and
(6) Coordinating
with DHS, GSA, and the Department’s National Business Center (NBC) for mail
activities.
|
F. The Chief,
Division of Financial Management (DFM)
|
(1) Developing the Service mail
budget,
(2) Assisting CFM with revising and
updating our mail policy,
(3) Preparing and coordinating
Servicewide data calls and reports related to the mail budget and expenditures
(including annual reporting to NBC),
(4) Allocating mail costs to Regions
and programs, and
(5) Conducting internal audit reviews
for financial aspects of mail management.
|
G.
Regional Mail Coordinators
|
(1) Interpreting program requirements
and resolving Regionwide, day-to-day issues and questions;
(2) Working with administrative
offices and field stations in the Region to implement mail activities;
(3) Interacting with CFM, DFM, and
GSA; and
(4)
Evaluating how
well the Region is meeting mail management requirements.
|
H.
Project Leader or Facility Manager (or designated administrative support
personnel)
|
Incorporating
the requirements of the mail policy in their overall planning and
management of Service facilities.
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I.
Employees
|
(1) Complying with the Service’s mail
policy,
(2) Ensuring that they use mail
efficiently and economically, and
(3) Immediately reporting suspicious
mail or packages to their supervisor or appropriate security or law
enforcement official.
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