DATE: May 29, 2001
SUBJECT: Federal Management Regulation (FMR); Mail Management
SOURCE: Federal Register, May 29, 2001, Vol. 66, No. 103, page 29067
AGENCIES: Office of Governmentwide Policy, General Services Administration (GSA)
ACTION: Proposed Rule
SYNOPSIS: GSA is proposing to update, streamline, and clarify Federal Property Management Regulations (FPMR) Part 101-9, Federal Mail Management, and then move it to the Federal Management Regulation (FMR) as Part 102-192, Mail Management.
EDITOR'S NOTE: The FPMR is Chapter 101 of Title 41 of the Code of Federal Regulations (CFR). The FMR is Chapter 102 of Title 41 of the CFR. Both the FPMR and the FMR are available at http://policyworks.gov/org/main/mv/fmr/index.htm.
GSA is in the process of updating, reorganizing, streamlining, simplifying, and clarifying the contents of the FPMR, then transferring the contents to the Federal Management Regulations (FMR), which was established on July 21, 1999, as Chapter 102 of Title 41 of the CFR. When the transfer is complete, the FMR will contain a refined set of policies and regulatory requirements on managing property and administrative services. Non-regulatory materials (such as guidance, procedures, information and standards) will be available in separate documents, such as customer service guides, handbooks, brochures, Internet websites, and FMR bulletins.
The FMR is written in the "plain language" regulatory style. This style is directed at the reader and uses a question and answer format, active voice, shorter sentences, and pronouns such as "we", "you", and "I".
The conversion from the FPMR to the FMR will take some time, so it will occur incrementally as the regulations are rewritten. Because of this, both the FPMR and the FMR will exist concurrently, and readers will need to refer to both documents to obtain all the related material -- the same content will not appear in both regulations.
DATES: Submit comments by July 30, 2001.
ADDRESSES: Comments should be submitted to Michael E. Hopkins, Regulatory Secretariat (MVRS), Federal Acquisition Policy Division, General Services Administration, 1800 F Street, NW, Washington, DC 20405; e-mail: RIN.3090-AH13@gsa.gov.
FOR FURTHER INFORMATION CONTACT: Henry Maury, Office of Transportation and Personal Property (MT), 202-208-7928; e-mail: firstname.lastname@example.org.
SUPPLEMENTAL INFORMATION: Section 2 of the Federal Records Management Amendments of 1976 (Public Law 94-575), directs GSA to provide guidance and assistance to federal agencies on records management, including the processing of mail by federal agencies, and this was done with the implementation of FPMR Part 101-9. This proposed rule would rewrite and simplify FPMR Part 101-9 and move it to FMR as Part 102-192. All that would be left of FPMR Part 101-9 would be FPMR 101-9.000, Cross-Reference to the Federal Management Regulation (FMR) (41 CFR Chapter 102, Parts 102-1 through 102-220), which would state: "For federal mail management information previously contained in this part, see FMR Part 192 (41 CFR part 102-192)."
The following would be the contents of the new FMR Part 102-192:
|Subpart A -- General Provisions|
|102-192.5||What does this part cover?|
|102-192.10||What authority governs this part?|
|102-192.15||How are "I", "you", "me", "we", and "us" used in this part?|
|102-192.20||How are "must" and "should" used in this part?|
|102-192.25||Does this part apply to me?|
|102-192.30||What types of mail does this part apply to?|
|102-192.35||What definitions apply to this part?|
|102-192.40||How do we request a deviation from these requirements, and who can approve it?|
|Subpart B -- Financial Accountability Requirement|
|102-192.45||Is there a particular way that agencies must account for mail expenses?|
|102-192.50||What is the purpose of this financial accountability requirement for mail?|
|Subpart C -- Measurement and Reporting Requirements|
|102-192.55||What aspects of mail must we measure for the entire agency?|
|102-192.60||What aspects of mail must we measure at the facility level?|
|102-192.65||What additional aspects of mail should we measure?|
|102-192.70||Which agencies must report mail data to GSA?|
|102-192.75||What must we report to GSA about our mail operations?|
|102-192.80||How often must we report to GSA about our mail operations?|
|102-192.85||When must we submit reports to GSA about mail?|
|102-192.90||What format should we use when reporting mail data to GSA?|
|102-192.95||To whom must we submit our reports about mail?|
|102-192.100||Why does GSA require these reports about mail?|
|Subpart D -- Agency Mail Manager Responsibilities|
|102-192.105||Which Federal agencies must designate an agency mail manager?|
|102-192.110||What is the appropriate managerial level for an agency mail manager?|
|102-192.115||What are my general responsibilities as an agency mail manager?|
|102-192.120||What are my financial responsibilities as agency mail manager?|
|102-192.125||Must we have an annual agency-wide mail management plan?|
|102-192.130||What should we include in our annual agency-wide mail management plan for mail?|
|102-192.135||What less costly alternatives to expedited mail and couriers should our agency-wide mail management plan address?|
|102-192.140||What security issues should our agency-wide mail management plan address?|
|Subpart E -- Facility Mail Manager Responsibilities|
|102-192.145||What are my general responsibilities as a facility mail manager?|
|102-192.150||Must I have a facility mail security plan?|
|102-192.155||What should I include in the facility mail security plan?|
|102-192.160||What should I include when contracting out all or part of the mail function?|
|Subpart F -- GSA Responsibilities and Services|
|102-192.165||What are GSA's responsibilities in mail management?|
|102-192.170||What types of support does GSA offer to Federal agency mail managers?|
|102-192.175||What types of support does GSA offer to Federal mail managers?|
Besides rewriting and simplifying FPMR Part 101-9, the new FMR Part 102-192 would establish three new requirements:
In the introductory material to this proposed rule, GSA requests hat commenters address the following questions when commenting on the proposed rule:
FOR FURTHER INFORMATION CONTACT: Panoptic Enterprises at 703-451-5953 or by e-mail to Panoptic@FedGovContracts.com.
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