Fillable Ps Form 3626 - Optional Procedure (Op) Mailing System Application (Page 2 of 2) in pdf

Ps Form 3626 - Optional Procedure (Op) Mailing System Application Page 2

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Audit Trail Documentation

List the rec ords/documents your company routinely uses that will support your Optional Procedure audit trail. At a minimum, those records must include:

Production Records (If your company produces the product being mailed)

Standardized Presort Documentation

CASS Report (If applicable)

Customer Bill/Invoice

Inkjet Reorder Report (Only for Standard Mail flat-size mailings in which the address is applied by inkjet)

Spoiled or Damaged Report (For spoiled or damaged addres sed mailpieces)

Quality Control Documentation

NOTE: Additional documentation may be re quired, depending on the type of mail presented under Optional Procedure.

10.

Submitting the Application

In suppor t of this application you must submit the following:

A detailed flow chart of your production operation.

Detailed quality control procedures.

A sample job jacket including:

Submit the application and all supporting

All of the records in the proposed audit trail for the sample job.

documentation to the postmaster serving

A sample of a mailpiece from the sample job.

your plant.

A copy or copies of postage statement(s) for t he sample job.

A description of each audit trail record/document.

Postmaster

Complete PS Form 3632, Optional Procedural (OP) Application Review Checklist, for this mailer application and sign and date below with your recommendation

for approval or denial.

Recommend Approval

Recommend Denial (State reasons):

Signature (Administering Postmaster or designated representative)

Date Signed

District Manager

Review the Application Chec klist submitted with this application and sign and date below with your recommendation for approval or denial.

Recommend Approval

Recommend Denial (State reasons):

Signature (District Manager or designated representative)

Date Signed

3626,