14 FAH-5 H-120
dpo Mailroom facilitieS
(CT:DPO-23; 07-23-2021)
(Office of Origin: A/LM)
14 FAH-5 H-121 dpo physical requirements
(CT:DPO-10; 07-17-2017)
Diplomatic Post Offices (DPO) are postal facilities that operate at one of the Department's missions abroad as a branch post office of the U.S. Postal Service (USPS). DPO posts are category "C" and are listed in 14 FAH-4 H-113.3. As such, a DPO must meet USPS and departmental standards.
14 FAH-5 H-121.1 DPO Mailroom Space Requirements
(CT:DPO-23; 07-23-2021)
a. The Bureau of Overseas Buildings Operations, Program Development, Coordination, and Support Directorate, Office of Design and Engineering (OBO/PDCS/DE), is responsible for the design and standards for DPO mailroom space in new and existing facilities abroad. Contact OBO/PDCS/DE for design support, standards, and requirements for a small, medium, or large DPO mailroom facility.
b. DPO mailroom space requirements are based on the number of customers served at a respective location, which is captured by the amount of official ICASS paying positions. To best determine space requirements for a new or existing DPO or mailroom, use the below chart:
|
SIZE |
# ICASS PAID CUSTOMERS |
NET SQ METERS (NSM) |
# MAILBOXES |
# WORKSTATIONS |
|
Small |
1-80 |
77 |
Up to 315 |
3 |
|
Medium |
81-300 |
102 |
Up to 495 |
4 |
|
Large |
301-500 |
128 |
Up to 675 |
6 |
c. When possible, make the DPO mailroom an enclosed room with defined points of entry. If you are unable to identify the DPO mailroom in its own designated space, then a defined space that is used only for mail processing is mandatory.
14 FAH-5 H-121.2 DPO Physical Layout
(CT:DPO-23; 07-23-2021)
a. This section identifies the minimum requirements for the physical layout of the DPO mailroom.
b. Minimum requirements are as follows:
(1) A lockable window or half door large enough to facilitate the handover of oversized items without allowing entry into the DPO mailroom;
(2) Individual mail receptacles;
(3) Storage racks for oversize mail see14 FAH-5 Exhibit H-121;
(4) Designated secure areas for processing and staging incoming and outgoing mail;
(5) Regional security officer (RSO)-approved/lockable container for unused keys and key-lock cylinders; and
(6) OpenNet computer workstation access for processing mail in the Integrated Logistics Management System (ILMS) DPO. A workstation consists of the following equipment:
· Computer Workstation
· Label Printer
· Scanner
· Signature Pad
· Scale (70 pounds)
14 FAH-5 H-121.3 DPO Mailroom Security Requirements
(CT:DPO-23; 07-23-2021)
a. A DPO mailroom shall meet the physical security requirements for general work areas. This area must reside behind the interior hardline (see 12 FAH-5 H-454.2).
b. The DPO mailroom must remain locked at all times to prevent unauthorized access. DPO mailrooms may be designed in such a way to permit hand-over of mail without allowing unauthorized personnel access to the DPO mailroom. Individually assigned mail boxes must be kept securely locked at all times. Mailboxes found unsecured by mailroom staff will have their contents removed and placed in the custody of the DPO supervisor until such time that the mailbox can be properly secured.
c. The DPO postal officer (PO) should collaborate with the RSO and the emergency preparedness coordinator to ensure the DPO mailroom processes address emergency functions to include identification of tasks, resources, specific responsibilities, personnel responsible for those tasks as well as a process for safeguarding lives and property in and around the facility during emergencies (see 12 FAH-1 H-030).
d. Evacuation plans: Ensure DPO mailroom staff are familiar with post's Emergency Action Plan (EAP) in the event of an emergency. Additionally, confirm DPO mailroom staff are aware of post-specific locations and assembly points to gather during and immediately after an evacuation, so that the mailroom supervisor can account for all mailroom staff members.
e. Emergency contacts: All personnel should know whom to contact in case of an emergency. A list of all emergency phone numbers should be available to authorized mailroom staff and updated as assignments change. The list should be available where the DPO mailroom staff have easy access.
f. Post signs around the mailroom listing whom to call in the event of various emergencies such as fire, theft, suspicious package, etc. This is one of the most important steps you can take in preparing to deal with emergencies or suspicious letters and packages. Update the post signs anytime there is a change in personnel.
14 FAH-5 H-121.4 DPO Mailroom Authorized Access
(CT:DPO-23; 07-23-2021)
a. Access to the DPO mailroom is strictly controlled. Entry to the DPO mailroom is restricted to authorized personnel listed on the approved access list by name and title only. A current authorized access list will be posted on or near the DPO mailroom entryway and shall be updated as needed.
b. Visitors requiring access to the DPO mailroom are required to sign in and out using a locally generated Visitor Log, which is posted nearest to the mailroom access door. All visitors must be escorted by a member of the mail center staff. Visitor logs shall be retained for a period of two years in the DPO files.
c. Security personnel are authorized unescorted entry in emergency cases only (i.e., Marine security guard or RSO). All scenarios requiring an unescorted emergency entry must be reported to the PO immediately.
14 FAH-5 H-122 THROUGH H-129 UNASSIGNED
14 FAH-5 Exhibit H-121
Storage System for Oversize Mail
(CT:DPO-1; 11-14-2013)
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