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U.S. Department of JusticeFederal Bureau of PrisonsPROGRAM STATEMENTOPI:CPD/CPBNUMBER: 5800.16DATE:April 5, 2011Mail Management Manual/s/Approved: Harley G. LappinDirector, Federal Bureau of Prisons1. PURPOSE AND SCOPETo implement procedures for processing all official and inmate mail as expeditiously andeconomically as possible.a. Program Objectives. The expected result of this program is:Official and inmate mail will be processed expeditiously and efficiently.b. Summary of Changes. This edition of the Program Statement incorporates changes thathave occurred since the last publication of this policy and initiatives as a result of the Reductionand Elimination of Duties Management Assessment Project (REDMAP) initiatives.Policy RescindedP5800.10Mail Management Manual (11/3/95) Procedures contained in Operations Memorandum 004-2008 (5800), Inmate Certified MailProcedures, were included in this Program Statement in Section 4.9. These proceduresrequire mail room staff, and unit staff if applicable, at each institution to maintain anincoming inmate certified mail log documenting all incoming inmate certified mail. It alsoestablishes the minimum required information that will be documented in the log. Section 5.6 gives information on filing claims with United Parcel Service (UPS). Inmate funds received through the mail will be rejected. The sender is required to mailfunds intended for an inmate commissary account directly to the National Lockbox.
Pre-Sentence Investigation Reports and Statement of Reason received through the mail willbe rejected. Eliminated outgoing special/legal mail drop-boxes. Eliminated the requirement to forward copies of correspondence related to local mailhandling issues to Regional and Central Office Correctional Programs Administrators. Eliminated the requirement to maintain a log for postal meter resets documenting the date,amount of reset, and signature of staff member requesting the reset. Eliminated use of the national lockbox instruction form letter for the rejection of negotiableinstruments by consolidating the instruction form and the BP-A0328, Stamps, NegotiableInstruments & Other Returned to Sender form.c. Pretrial, Holdover, and Detainee Procedures. The procedures in this Program Statementapply to pretrial and detainee inmates.d. Institution Supplement. Many requirements of this Manual are security level-related andare affected by local requirements. Each institution will establish an Institution Supplementwhich will be submitted to the Correctional Programs Administrator for review. It mustaddress, but is not limited to, the following topics: Delivery and collection of mail (including special mail) for inmates who do not have readyaccess to these services. Distribution of official mail. Delivery of inmate mail to housing units. Allowance for receipt of publications. Procedures for processing legal and special mail, to include packages. Processing mail into and out of special units (e.g., protective custody units). Procedures to notify the mail room of inmates who are enrolled in approved educationprograms.The Institution Supplement must be submitted for approval to the appropriate RegionalCorrectional Programs Administrator.2.8. DISTRIBUTIONEach institution may also provide a courtesy copy of this Program Statement and the InstitutionSupplement to its local servicing post office.REFERENCESProgram StatementsP1240.05Records and Information Management Programs (9/21/00)P1320.06Federal Tort Claims Act (8/1/03)P4500.07Trust Fund/Deposit Fund Manual (4/19/10)P5800.164/5/20112
rrespondence (4/5/11)Trust Fund Limited Inmate Computer System (TRULINCS)Messaging (2/19/09)Publications, Incoming (1/10/03)Inmate Personal Property (12/28/05)Receiving and Discharge Manual (8/17/98)Correctional Systems Manual (1/1/09)ElectronicUnited States Postal Service Domestic Mail ManualACA Standards 2nd Edition Standards for Administration of Correctional Agencies: 2-CO-5D-01. 4th Edition Standards for Adult Correctional Institutions: 4-4266, 4-4285, 4-4429, 4-4446,4-4487, 4-4488, 4-4489, 4-4490, 4-4491, 4-4492, 4-4493, 4-4494, 4-4495, and 4-4496. 4th Edition Standards for Adult Local Detention Facilities: 4-ALDF-2A-60,4-ALDF-5B-05, 4-ALDF-5B-06, 4-ALDF-5B-07, 4-ALDF-5B-08, 4-ALDF-5B-09,4-ALDF-5B-10, 4-ALDF-5B-18, and 4-ALDF-6B-05.Records Retention RequirementsRequirements and retention guidance for records and information applicable to this program areavailable in the Records and Information Disposition Schedule (RIDS) on Sallyport.P5800.164/5/20113
CONTENTSChapter 1. General1.11.21.31.41.51.61.7Introduction .7Supervisory Staff .7Mail Room Security .7Schedule of Operations .8Publications and Requests for Guidance .8Equipment .9Types of Mail .10a. Official Mail .10b. Inmate Correspondence .10c. Packages .101.8 Staff Personal Mail .111.9 Occupant or Current Addressee Mail .111.10 Authority for Disposal of Mail .111.11 Private Carriers .111.12 Mandatory Opening and Inspecting of All Mail and Packages .11Chapter 2. Official Mail2.12.22.32.42.52.62.72.82.92.102.11Payment for Mailings .13Use of Postage Meters .13Prohibited Metering .13UNICOR Postage .13Payment of Postage by Government .13Business Reply Mail.13Obtaining Official Mail Supplies .14Official Mail Stations .15Forwarding Official Mail .15Inmate Packages As Official Mail .15Official Mail Processing .15a. Incoming Mail .15b. Negotiable Instruments .15c. Official Mail Packages .15d. Outgoing Mail .15Chapter 3. Inmate Mail3.1 General .173.2 Acknowledgment of Inmate (BP-A0407) .173.3 Inmate Services Available .18P5800.164/5/20114
Processing Incoming Inmate Mail .18Mail Returned to Inmate. .19Examination .20Delivery .20Special Mail .20In/Out Processing Requirements for Special and Legal Mail .21Incoming Depository at FDC/MCC/MDC’s .23Incoming Publications .23Negotiable Instruments .23Inmate Package Mail Incoming .24Unauthorized Material and Contraband .26Rejected Correspondence .28Outgoing Inmate Letter Mail. .28Inmate Packages Outgoing .29a. Outgoing Personal Packages.29b. Contraband .30c. International Mailing of Packages at Inmate’s Expense .30d. Outgoing Official Packages .30e. International Mailing of Property Packages .303.18 Forwarding Inmate General Mail.30Chapter 4. Special Postal 34.144.15COD (“Cash on Delivery”) Services .32Postage Due Mail .32Express Mail Service — Staff Official Mail .32Registered Mail — Staff Official Mail .33Registered Mail — Inmate Use .33Insured Mail — Incoming .33Insured Mail — Outgoing .33Certified Mail — Staff Official .34a. Incoming Mail .34b. Outgoing Mail .34Certified Mail — Inmate Use .34a. Incoming Mail .34b. Incoming Certified Mail Log .34c. Unit Certified Mail Log.35Forwarding or Returning Inmate Certified Mail .35Box Services .36Mail Imprints .36United Parcel Service (UPS).36Use Limitations .38International and Terr
(UPS), Roadway Packaging System (RPS), Airborne Express, and Federal Express (FEDEX). Good relationships will be fostered so that mail issues can be resolved if they arise. 1.2 SUPERVISORY STAFF The Case Management Coordinator (CMC) is accountable for all department functions, including the processing of inmate and official mail. The Supervisory Correctional Systems Specialist (SCSS) will .
