ADS 513 Mail Management

The agency's Mail Management policy, outlined in ADS Chapter 513, is designed to provide rapid processing and accurate delivery of USAID mail at minimum cost, while adhering to Federal Government mail management program requirements. The primary responsibilities for mail management lie with the Bureau for Management, Office of Administrative Services, Facility Management Division (M/AS/FMD). This office establishes policies and procedures for the receipt, delivery, collection, and dispatch of Agency mail and pouch items. USAID Missions are also responsible for establishing effective systems for the processing and delivery of mail and diplomatic pouch items received within the Missions. The Mail Management Operations office within M/AS/FMD oversees the distribution services for USAID/Washington and overseas, determining the most economical methods of sending official materials to U.S. and overseas destinations. The M/AS/FMD mail management budget covers expenditures incurred in providing mail service for USAID. Internal USAID/W mail must be processed through M/AS/FMD, with personal items prohibited from being sent through the Agency's internal mail delivery system. Scheduled pick-ups and deliveries are provided on a daily basis to USAID/W Bureaus/Offices, with mail stop codes created by M/AS/FMD for USAID/W offices. The weight limit for official mail items is 70 pounds, with arrangements required for shipment of items over this weight through M/AS/FMD. Outgoing Agency mail must be processed through M/AS/FMD, with official mail items enclosed in an envelope or other type of acceptable wrap that meets U.S. Post Office standards. Weight and size limitations set forth in U.S. Post Office Regulations must be adhered to, with documents folded to fit standard letter-size envelopes and packages not exceeding 40 pounds in weight and 62 inches in length and girth combined. The use of commercial courier service is determined by M/AS/FMD, with an Express Mail and Courier Service form (AID 5-52) required for each request. Commercial courier service is only used for expedited transmission of nonclassified "priority" mail items to domestic and international addressees. Local courier service is used for transmission of nonclassified urgent mail items within the Washington Metropolitan Area, with arrangements made by M/AS/FMD. Each Mission must create an internal mail system based on specific U.S. Embassy guidelines and procedures regarding pouch users within the respective country. Classified material is sent and received through the Agency's internal mail delivery system, with transmission in unused, sealed envelopes and adherence to Executive Order 12958. Outgoing classified mail is properly prepared and identified in accordance with EO 12958, with double wrapping and marking of the inner envelope with the highest security classification. The Diplomatic Pouch is used to transport items for official use to Missions from USAID/W, from Mission to Mission, and from Missions to USAID/W, with adherence to the Diplomatic Pouch policies and procedures as stated in the Foreign Affairs Handbook (FAH). Personnel assigned to Category "A" posts do not have Diplomatic Pouch privileges, with Category "A" posts utilizing Army Post Office and Fleet Post Office (APO/FPO) facilities.