[Federal Register: June 10, 1998 (Volume 63, Number 111)]
[Notices]
[Page 31815]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr10jn98-126]

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POSTAL SERVICE


Proposed Changes to Current Delivery Record Filing System

AGENCY: Postal Service.

ACTION: Notice.

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SUMMARY: In the fall of 1998, the Postal Service will begin testing a
new technological process that eliminates hardcopy filing of delivery
records. If the test is successful, subsequent changes are planned in
the portions of the Domestic Mail Manual and Domestic Mail
Classification Schedule concerning delivery record information to
reflect that hardcopy records will no longer be retained at the office
of address.

DATES: Comments must be received on or before July 10, 1998.

ADDRESSES: Mail or deliver written comments to the Manager, Expedited
and Package Information Systems, USPS Headquarters, 475 L'Enfant Plaza
SW, Room 4200NB, Washington, DC 20260-4299.

FOR FURTHER INFORMATION CONTACT: Carrie Bornitz, 202-268-6797.

SUPPLEMENTARY INFORMATION:

Scope

    A national Postal Service database for maintaining delivery date,
time, and other information is already in place and is being used for
Express Mail items. This database is also being expanded to include
electronic Delivery Confirmation records. Additional testing will
include material handling, operations, and systems tests for the
capturing, routing, optical scanning, storage, and retrieval of
electronic records that include a signature. Testing of this universal
strategy for signature capture is expected to begin in August, 1998,
and will be completed by November, 1998. The Postal Service believes
that the increased accessibility of an electronic database will improve
customer service and response time, and speed up processes involving
the filing of indemnity claims.

Current Internal Use

    Delivery records are maintained for Postal Service use to reply to
delivery inquiries and to substantiate indemnity claims. Current
delivery records include article number, recipient signature, printed
name (optional), delivery address, and delivery date. Records are also
made available to customers in the form of a Return Receipt After
Mailing or Duplicate Return Receipt. The Postal Service currently
maintains delivery records for Express Mail, COD, Certified, Numbered
Insured, Registered, Restricted Delivery, and Return Receipt for
Merchandise items. The majority of records are maintained in hardcopy
format at the office of delivery. However, some large offices use
alternative methods where forms from several delivery units or offices
are consolidated in a centralized location for filing and retrieval.
Electronic records, without signature information, are maintained for
Express Mail and Delivery Confirmation items in a centralized database.

Future Internal Use

    The use of delivery record information will not change under this
program. The delivery record will include the article number, date of
delivery, signature of recipient, name of recipient, and addressee's
delivery address if different from the address shown on the mailpiece.
All electronic delivery records will be maintained at a Postal Service
central database.

Current Customer Use

    When a customer/mailer requests a Return Receipt, PS Form 3811, the
Postal Service provides the requester with a return receipt showing to
whom and date delivered, and the addressee's delivery address if
different from the address shown on the mailpiece. (This form also
contains the customer/recipient signature). When a customer/mailer
requests a Return Receipt After Mailing, PS Form 3811-A, the Postal
Service provides the name and date of delivery only. If a Duplicate
Return Receipt is requested because the original service was not
provided, the Postal Service provides the recipient's name, date of
delivery, and the addressee's delivery address if different from the
address shown on the mailpiece. If delivery was not made, the customer/
mailer is provided this information as well. No actual signatures are
provided with the latter two options. All information is provided via
the mails in hardcopy format.

Future Customer Use

    There would be no change in the service provided by Return Receipt
options. Return Receipt (purchased at the time of mailing) would remain
the same. Service would be improved for Duplicate Return Receipt and
Return Receipt After Mailing by the inclusion of an electronically
produced image of the customer/recipient's signature. Requesters would
receive a Duplicate Return Receipt or Return Receipt After Mailing via
fax or mail. The new form design would closely mimic the current form
(PS Form 3811-A).
Stanley F. Mires,
Chief Counsel, Legislative.
[FR Doc. 98-15358 Filed 6-9-98; 8:45 am]
BILLING CODE 7710-12-P