Postal Bulletin 22028 (7-13-00)
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PUBLISHED SINCE MARCH 4, 1880 PB 22028, July 13, 2000 Dear Fellow Postal Employee: I am pleased and proud to report the much-awaited launch of the new signature capture process and electronic record management system. The July 23 implementation of this program will allow the Postal Service to file delivery records electronically, much as other communication businesses do. This improvement in managing delivery records will provide opportunities to better meet customer needs for proof of delivery services, fraud reduction, and indemnity claim processing. With this new process, we can look up a delivery record from our intranet site in seconds rather than days. The process is simple — our existing handheld and POS ONE scanners will be used to link an article number from a mailpiece, such as Express Mail, certified mail, or insured mail, to a unique number on a delivery receipt signed by the recipient of the mailpiece. This information is stored in a national database, along with the signature information captured when the signed delivery receipt is optically scanned after delivery is complete. A simple, yet effective, way of managing over 400 million delivery records on a yearly basis. Inside this Postal Bulletin are three key articles concerning the new signature capture process. Additional information has been provided in previous Postal Bulletin articles, in communications from our area and district offices, and through other national communication media such as MARKETline and Postal Link. More information will follow. Each and every delivery employee must be provided the proper training and tools to make this program a success. Doing it right the first time, and every time, needs to remain a top priority. When we introduced Delivery Confirmationt service, your performance made it the success it is today. Let’s do the same with the new signature capture process. To our continued success, JOHN F. KELLY PRESIDENT EXPEDITED/PACKAGE SERVICES Signature capture articles begin on page 3. R PAGE 2 POSTAL BULLETIN 22028 (7-13-00) CONTENTS The Postal Bulletin is also available on the World Wide Philately Web at http://www.usps.com/cpim/ftp/bulletin/pb.htm Stamp Announcement 00-32: Joseph W. Stilwell for customers and at http://blue.usps.gov for employees. Definitive Stamp . 66 Stamp Announcement 00-33: Claude Pepper Definitive Stamp . 68 Signature Capture Program National Stamp Collecting Month: Deep Sea Creatures Signature Capture Program Activation . 3 Special Die Hub . 70 Electronic Record Management: Delivery Record Pictorial Cancellations Announcement . 71 Request Response Letters . 4 Special Cancellation Die Hubs . 81 POM Revision: Signature Capture and Electronic Record Management System . 9 Postal Employees Smart Solutions: At Last ... the Smart Solutions 250! . 82 Administrative Services U.S. Postal Service National Awards Program for Directives and Forms Update . 23 Diversity Achievement . 87 Pedestrian Safety Awareness Poster . 89 Child Alert Program Missing Children Posters . 25 Purchasing and Materials Update: Interest Rate on Contract Claims . 91 Customer Relations Ordering Instructions for POW-MIA Flags . 91 Mail Alert . 29 Retail Domestic Mail What’s in Store . 92 DMM Revision: Express Mail Postage Refunds . 30 DMM Revision: Standardized Acceptance and Postal Bulletin Semiannual Index . 97 Verification (SAVE) . 31 Postal Bulletin Index Finance Semiannual Index . PB 22028 (7-13-00) Handbook F-1 Revision: Credit–Debit Card Tolerance . 32 Correction: Rural Carrier Timekeeping Changes . 33 Ordering Information: Following is the list of postal stock Handbook F-1 Revision: Disposal of Credit and Debit numbers (PSNs) to use when ordering copies of the Postal Card Receipts . 33 Bulletin from the MDCs: Computer Matching of Employee Data . 34 PB 22028: 7690-04-000-5635 PB 22015: 7690-04-000-3994 Computer Matching of Employee Data Poster . 35 PB 22027: 7690-04-000-5634 PB 22014: 7690-04-000-3993 Fraud Alert PB 22026: 7690-04-000-5633 PB 22013: 7690-04-000-3992 Withholding of Mail Orders . 37 PB 22025: 7690-04-000-5632 PB 22012: 7690-04-000-3991 Domestic Orders . 37 PB 22024: 7690-04-000-5631 PB 22011: 7690-04-000-3990 Missing, Lost, or Stolen U.S. Money Order Forms . 38 PB 22023: 7690-04-000-5630 PB 22010: 7690-04-000-3989 Missing, Lost, or Stolen Canadian Money Order Forms . 42 PB 22022: 7690-04-000-5629 PB 22009: 7690-04-000-3988 Counterfeited Canadian Money Order Forms . 44 PB 22021: 7690-04-000-5628 PB 22008: 7690-04-000-3987 800 Number Available to Verify Canadian Money PB 22020: 7690-04-000-3999 PB 22007: 7690-04-000-3986 Orders . 44 PB 22019: 7690-04-000-3998 PB 22006: 7690-04-000-3985 Invalid Express Mail Corporate Account Numbers . 45 PB 22018: 7690-04-000-3997 PB 22005: 7690-04-000-3984 International Mail PB 22017: 7690-04-000-3996 PB 22004: 7690-04-000-3983 IMM Revision: Global Package Link . 48 PB 22016: 7690-04-000-3995 PB 22003: 7690-04-000-3982 IMM Revision: International Mail — International Priority Airmail (IPA) to Canada . 60 The Postal Bulletin is published biweekly; infor- Revised Publication: Publication 51, International Postal mation is effective for one year unless it changes the Rates and Fees . 60 Revised Poster: Poster 51, International Postal Rates text of permanent directives or unless otherwise and Fees . 61 specified. ICM Update: International Customized Mail . 61 ICM Update: International Customized Mail . 62 ICM Update: International Customized Mail . 62 ICM Update: International Customized Mail . 64 ICM Update: International Customized Mail . 65 POSTAL BULLETIN 22028 (7-13-00) PAGE 3 Signature Capture Program Signature Capture Program Activation To meet customer needs for easy access to delivery in- 3. Record visible damage for indemnity items as a scan formation, Expedited/Package Services and Operations event with a handheld or POS ONE scanner. Planning have developed the technology that will transition 4. Record authorized agent as a scan event with a the Postal Service from manually filed delivery records to handheld or POS ONE scanner. electronically filed delivery records. This new process ap- 5. Multiple articles for a single address can be placed plies to records stored in the continental United States, on one PS Form 3849, allowing the customer to sign Alaska, Hawaii, Puerto Rico, and the U.S. Virgin Islands. only once for up to five items. The projected implementation date for the new signature capture process is July 23, 2000. This program does not Offices that traditionally use PS Form 3883, Firm Deliv- apply to APO/FPO destinations, territories and posses- ery Receipt for Accountable or Bulk Delivery Mail, must use sions, or freely associated states of the United States (with either the Firm Print Workstation solution (for large volume the exception of Puerto Rico and the Virgin Islands as preprinted PS Forms 3883), or the preprinted, prebarcoded stated above). PS Form 3883 dated November 1999. No other forms are allowed. As of this date, all delivery record signatures will be cap- tured on the barcoded PS Form 3849, Delivery Notice/ All offices must use the new, peach-colored PS Form Reminder/Receipt. Signatures may be captured for the fol- 3849 at this time. All forms dated prior to October 1998 lowing items: must be recycled. No other forms are allowed. Forms may be purchased only through the area printing contract or the H Certified. material distribution centers (MDCs). The use of multi-ply H COD. forms is prohibited. H Express Mail. Signature blocks will be removed from domestic and H Firm receipts. international Express Mail labels, COD labels, and Firm H International accountables. Delivery Receipts. As of the date of program activation, H Numbered insured. customer signatures for these items must be captured on PS Form 3849. Do not have customers sign twice for Ex- H Registered. press Mail, COD, or Firm Record items. It is imperative that H Return receipt for merchandise. all signatures for these items are captured on a barcoded Mobile data collection devices (handheld scanners) or PS Form 3849 and that the proper scanning be completed. POS ONE terminals will be used to link barcoded article IDs Dutiable customs items require a signature on both the PS and barcoded signature IDs (PS Form 3849 IDs) together Form 3849 and the Customs Form 3419. This is the only at the time of delivery. All special service and accountable exception to using solely the PS Form 3849 for signature labels listed above must be scanned/entered as specified. capture purposes. Information regarding the processes involved in this initia- In regards to retrieval, records filed after program activa- tive have been provided in the form of training through the tion will be filed electronically. Access to electronic delivery district Delivery Confirmation coordinator. record information is available through the Postal Service Effective on the implementation date, the following gen- Intranet (for offices with computer access) or by using a re- eral procedures apply for all accountable and special ser- vised PS Form 3811-A, Request for Delivery Information/ vice mail: Return Receipt After Mailing. Records that were filed prior 1. Scan/enter each accountable/special service mail- to program activation, or items mailed to non–signature piece and follow the prompts on the handheld scan- capture sites are filed manually. A list of non–signature cap- ner or POS ONE screens for collecting the recipient ture sites is included in section 619 of the Postal Opera- information. tions Manual (POM), as provided in this Postal Bulletin. 2. Record forwards or returns as a scan event with a handheld scanner. PAGE 4 POSTAL BULLETIN 22028 (7-13-00) Handbook PO-610, Signature Capture and Electronic program. If you have not received information required to Record Management Standard Operating Procedures, will support this effort, please contact the district Delivery Con- contain additional information on the signature capture pro- firmation coordinator.