Update of Mail Room Policy
United States Department of the Interior
BUREAU OF LAND MANAGEMENT
Wyoming State Office
P.O. Box 1828
Cheyenne, WY 82003-1828
www.blm.gov/wy
In Reply Refer To:
1542 (952) P
September 22, 2017
EMS TRANSMISSION: 9/22/2017
Instruction Memorandum No. WY-P-IM 2017-002
Expires: 9/30/2020
To: All State Office Employees
From: Associate State Director
Subject: Update of Mail Room Policy
Program Area: Mail Management
Purpose: The purpose of this Instruction memorandum (IM) is to notify Bureau of Land Management (BLM) Wyoming State Office (WSO) employees of the mail process within the Office.
Policy/Action: Mail is picked up from the Post Office every morning by 8:30 a.m. All mail will be opened, date-stamped and distributed to the Division bins, located outside of the mail room, by 10:00 a.m. The exceptions to the opening of the mail include:
• Mail addressed to EEO, Human Resources, Law Enforcement,
• Mail that is marked “Confidential”.
• Bank Statements and Bank Cards are date stamped on the outside of the envelope.
• Invitation for Bids, Request for Proposals and Request for Quotations
• Special Attention/Blue Envelopes
The Secretary from each Division is responsible for picking up Division mail and distributing within their respective Division. Divisions are responsible for bringing outgoing mail to the mail room and distributing it in a corresponding Division or out-going mail bin.
Beginning at 3:00 p.m. daily, the outgoing mail will be metered and processed so that it can be delivered to the Post Office by 4:00 p.m. daily. Any mail that is to be certified must be in the mail room before 2:30 p.m. so that it may be logged, metered, and hand-carried to the Post Office.
FedEx packages that need to be sent out should be in the mail area before 2:45 p.m. It is the responsibility of each employee to package and label their specific FedEx packages (please see the attached guidance on creating a FedEx Account). These packages will be placed in the FedEx tray located behind the 1st floor main counter. All FedEx packages not received in the mail room by 2:45 p.m. will be sent out the next business day or employees can take their package to a FedEx drop off location.
All FedEx, UPS, DHL, and other packages received in the mail room and/or the warehouse will be opened and the shipping documents will be stamped. If the items received need to be checked in by Property Managers, it will be given to them before contacting the addressed individual for pick-up.
Every box is logged in to show it was delivered, delivery method, time of delivery and who signed for the packages. Tracking numbers and name of the company sending the package will also be tracked by mail room personnel. If the items need to be tracked by the property group, they will receive the items first. After any action with regard to property takes place, the appropriate personnel will be contacted to pick up the package
No personal mail or packages should be delivered to this Office. All personal mail should be directed to a residential address. Any personal mail that needs to be sent out should be taken to the first floor drop box.
Timeframe: The Policy as outlined within this IM is effective immediately.
Budget Impact: None
Background: Mail procedures in the WSO need to be updated to ensure all employees are aware of the process.
Manual/Handbook Sections Affected: No manual nor Handbook sections are affected.
Coordination: This IM has been coordinated with the State Office Contact Representatives, the State Asset Manager, the Business Manager and the DSD, Support Services.
Contact: Should you have questions regarding this policy, please direct them to
Brian W. Davis, the DSD of Support Services.
Signed by:
Larry Claypool
Associate State Director
Authenticated by:
Jessica Camargo
State Director's Office
2 Attachments
1 – Creating a FedEx Account Guide (1 p)
2 – Mail Management handbook (35 pp)
Distribution
Director (800-WO) 1 (w/o atchs.)
Central Files 1 (w/atchs.)