MEETING ON PROPOSED REVISION OF PENALTY INDICIA MAIL ACCOUNTING AND REPORTING PROCEDURES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300020006-9
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 2
• Document Creation Date: December 16, 2016
• Document Release Date: August 16, 2005
• Sequence Number: 6
• Publication Date: October 6, 1955
• Content Type: MFR

Approved For Release 2005108/:! `)NX_Q"-II0~11 R000300020006-9
6 October 1955
SUBJECT: Meeting on Proposed Revision of Penalty Indicia
Mail Accounting and Reporting Procedures
1. The following persons met 5 October 1955:
Compt./TAS
OL/Admin./M&CS
OL/PD
OL/SD
OL/SD
OL/SD
Mgts/RMS
2. Purpose of the meeting was to determine how to
apply a Post Office Department proposal which would con-
siderably simplify penalty indicia mail accounting and re-
porting procedures. The proposal was advanced in the Post-
master General's memorandum of 21 September 1955 to all
Federal Agencies.
3. Briefly, the PMG proposes that, pending enactment
of legislation which will simplify procedures, agencies
will remit payments for penalty indicia mail based on
usage data for fiscal years '54 and '55. Quarterly re-
mittances, annual inventories, and current records on ob-
literations, destructions and other losses would not be
required. However, agencies will be responsible for watch-
ing program activity for signs of acceleration or decelar-
tion which would affect usage of penalty indicia matter.
ti. The following facts were presented:
a. The Mail and Courier Unit expends about 36 hours
each month sorting and recording penalty indicia mail.
Approved For Release 2005/08/24: CIA-RDP70-00211 R000300020006-9
CONFIDENTIAL
 Approved For Release 2005/OCA" l 211 R000300020006-9
SUBJECT: Meeting on Proposed Revision of Penalty Indicia
Mail Accounting and Reporting Procedures
b. Postal costs for FY '55 were:
Postage meters
$ 18,000.
Penalty indicia
10,000.
Stamps
23,000.
$ 51,000.
c. Penalty indicia matter had to be counted three
times (the last time envelope by envelope) to arrive at an
accurate inventory in the warehouse, the building supply
rooms, and the printing plant.
d. The Mail and Courier Unit receives very few
reports on penalty indicia matter mailed when the mail room
is closed. feels that many pieces of penalty
mail going into postal channels are therefore not being
accounted for.
e? are not using penalty
indicia mail. ere ore no reports are required from them.
5. In view of the savings to be gained it was con-
cluded that the Agency should concur in the PMG's proposal
and implement the revised procedures through a revision of
RIt was felt that usage trends could be watched
by observing procurement and supply activity, and if neces-
sary, running a sampling count of penalty indicia matter
processed through the central mail room.
6. Further discussion centered around eliminating the
requirement that certificates of compliance with the Penalty
Indicia Mail Act emanate from echelon.
Used and I will look into this matter further. Methods
y o her agencies to comply with this requirement are
being investigated.
ts Managemen rrc-- for
orts and Correspondence
25X1
25X1
25X1
Approved For Release 2005/08/24: CIA-RDP70-00211 R000300020006-9
CONfl TIAL