10-3 District Responsibilities

10-3.1 Customer Administrative File

A customer administrative file for each MMS in the district must be maintained and contain the following:

1. Application and supporting documentation (for example, sample manifests, mailer QC, sample labels).
2. Copy of district authorization letter or BMS authorized agreement.
3. Plant-load agreement (if applicable).
4. Pickup service SOP (if applicable).
5. MMS Review Checklist, if applicable.

Non-PostalOne! sites must retain Quarterly MMS Accuracy Worksheets for 2 years.

10-3.2 Quarterly MMS Accuracy Worksheet Review

1. The business mail entry manager is responsible for ensuring that the administering Post Offices are effectively managing their manifest mailing systems. The manager reviews the Quarterly MMS Accuracy Worksheets.
2. If these reports indicate deficiencies or problems, action must be taken to resolve those issues. Deficiencies and actions taken must be noted on the last page of the Quarterly MMS Accuracy Worksheets. See 10-3.3 for instructions on managing deficient systems.
3. For non-PostalOne! sites:
1. Enter accuracy rating from the hardcopy Quarterly MMS Accuracy Worksheets into the electronic MMS/MMSD Worksheet in PostalOne!.
2. Forward copies of the Quarterly MMS Accuracy Worksheets for all BMS-authorized systems to the BMS analyst no later than 10 business days after the close of the quarter.
3. Retain all worksheets and checklists in the administrative file for 2 years.
4. For PostalOne! sites, forward the electronic Quarterly MMS Accuracy Worksheets for all BMS-authorized systems to the BMS analyst no later than 10 business days after the close of the quarter.

10-3.3 Managing Deficient Systems

1. If the Quarterly MMS Accuracy Worksheet for a district-authorized or BMS-authorized system has an accuracy rating of less than 95 percent and there are more than two samplings out of tolerance during a quarter, notify the mailer that the system accuracy must improve or the authorization may be rescinded. Use Exhibit 7.

Example: An MMS has an accuracy rating of 92 percent, which seems to indicate that the mailer should be notified that the MMS is below acceptable standards. However, before taking action, it is important to determine if the accuracy rating was caused by one or two failed mailings or by several. Review the Quarterly MMS Accuracy Worksheet to determine if the accuracy rating of less than 95 percent was caused by more than two out-of-tolerance samplings. If the accuracy rating is less than 95 percent and is caused by more than two out-of-tolerance samplings, then notify the mailer.

Note: Before a mailer is sent a deficient system letter, it is essential that a thorough review of the sampling process and Quarterly MMS Accuracy Worksheets is conducted to ensure that sampling procedures have been performed correctly and on the required frequency, and that calculations on the worksheets are accurate.

2. After the notification letter is issued, if the manifest accuracy does not meet 95 percent and there are more than two out-of-tolerance samplings during the next full quarter:
1. For district-authorized systems:
1. Issue a letter (Exhibit 7A) notifying the mailer that the manifest accuracy has not sufficiently improved and that an onsite review will be conducted.
2. Conduct an onsite review using Exhibit 6 to analyze the effectiveness of the system.
2. At the conclusion of the review, the district manager must notify the mailer and the administering Post Office in writing of any issues that require corrective action. Use Exhibit 7B.
3. If the Quarterly MMS Accuracy Worksheet has an accuracy rating of less than 95 percent and has more than two out-of-tolerance samplings during the next full quarter after the review, the district manager may rescind the authorization using Exhibit 7C.
4. For BMS-authorized systems:
1. Forward a copy of the Quarterly MMS Accuracy Worksheet and a copy of the initial notification letter with a note to the BMS analyst indicating that the mailer may need to be scheduled for an onsite review.
2. BMS determines if an onsite review will be conducted and notifies the district of the next steps to be taken.

10-3.4 Corrective Action for Critical Errors

Upon notification by the administering Post Office of continuing critical errors as described in chapter 9, the business mail entry manager must take the following actions:

1. Contact the mailer by telephone, discuss the critical errors, and obtain from the mailer a commitment to correct the system issues.
2. Follow-up the telephone conversation with a letter by Certified Mail (Exhibit 8). The letter should include a description of the critical errors, a request for the mailer’s planned corrective action, and a required response date.
3. If the mailer does not respond or take corrective actions, a second letter by Certified Mail (Exhibit 8A) must be sent stating that the authorization will be rescinded if no response is received.
4. When the mailer provides notification that the errors have been corrected, conduct an onsite review and postage sampling of the mailer’s next mailing to determine if the noted critical errors have been corrected.
5. If the review shows that the system is functioning correctly, reinstate the authorization using Exhibit 8B.
6. If the mailer is unable or unwilling to make the necessary system corrections, rescind the authorization using Exhibit 8C.