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Frequently Asked Questions

1. What is the Federal Mail Regulation (FMR) 102-192?
FMR 102-192 prescribes the policy and requirements for mail in Federal agencies.

2. What are agencies reporting requirements?
Agencies must report mail expenditures by mail classes and mail certifications annually.  More information can be found in FMR 102-192 Subpart D

3. How does GSA use the data reported?
We use this data to analyze opportunities for improvement and obtain an overall picture of mail spend.  GSA reports the data to Congress when requested.

4. How much does the Government spend annually on mail?
Presently, only federal agencies with over $1million in mail expenditures are required to report data annually.  The 28 agencies who are considered “large mailers” spend about $1.2 billion on mail annually.  In the future, we hope to receive expenditure information from all agencies.

5. How is mail defined?
Mail is defined as all incoming and outgoing materials that contain paper or publications weighing up to 70 pounds.

6. What authority does GSA have over mail?
Section 2 of Public Law 94-575
, the Federal Records Management Amendments of 1976 (44 U.S.C. 2901-2904), requires the Administrator of General Services to provide guidance and assistance to Federal agencies on records management and defines the processing of mail by Federal agencies as a records management activity.

7. What is the Simplified Mail Accountability Reporting Tool (SMART)?
SMART is the reporting tool used by agencies to submit their annual mail report and to analyze data.

8. What are some of the mail best practices?
a. Require users to justify sending a package overnight with a supervisor approval and centralizing express services in the mail center.
b. Require users to rate shop with the postal service before using other parcel carriers.
c. Agency mail managers should develop a mail users guide for employees
d. Agency mail managers should audit carrier invoices to monitor performance

9. What mail training should I take?
The Federal Mail Executive Committee has developed training models with recommendations for agency mail manager, mail program, and mail center workers.

10. What are agency mail manager responsibilities?
Agency mail manager responsibilities are defined in 102-192.130.  

CONTACTS

Cynthia Patterson
(703) 589-2641

Derrick Miliner
(202) 273-3564

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