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    Security and Efficiency of the New Carrier Scanners and Electronic Locks
Nov
05
2024
Report Number:
24-089-R25
Report Type:
Audit Reports
Category: Delivering for America, Network Modernization, Delivery / Mail Processing, Technology

Security and Efficiency of the New Carrier Scanners and Electronic Locks

Background

The U.S. Postal Service’s Mobile Delivery Device – Technology Refresh (MDDTR) is a handheld mobile scanning device used by Postal Service employees to improve real-time delivery scanning capabilities. As a part of the Delivering for America plan, the Postal Service committed to modernizing the MDDTRs to improve employee efficiency, increase security of mail and package delivery, and ensure employee safety. Select MDDTRs also use electronic lock (eLock) technology as a part of a multi-factor authentication requirement to open mail collection boxes and cluster box units — adding another level of security to prevent mail from being stolen. Since 2023, the devices have received software updates improving carrier security and efficiency through address edits, global positioning system, and hazard maps. These improvements support the Postal Service’s commitment to creating a safe and secure work environment.

What We Did

Our objective was to assess the functional efficiency of the MDDTR and the impact on physical security of collection boxes through the deployment of eLock technology and public awareness campaigns. To accomplish our objective, we conducted interviews with Postal Service Headquarters and local management, and the U.S. Postal Inspection Service, and further observed MDDTRs at 15 randomly selected facilities. 

What We Found

The deployment of MDDTRs coupled with eLocks and additional public awareness efforts demonstrated the Postal Services commitment to mail security and carrier safety. However, we found external factors, such as connectivity issues and inclement weather, impacted MDDTR functionality. Additionally, internal factorssuch as insufficient training, limited deployment of features, and inadequate oversight of battery capacityimpacted functional efficiency. Finally, the Postal Service could not identify lost, stolen, or missing devices, because facility management did not maintain an accurate MDD-TR inventory, resulting in an unrecoverable loss.

Recommendations and Management’s Comments

We made 12 recommendations to address the issues identified in the report. Postal Service management agreed with 10 recommendations and partially agreed with two. Management’s comments and our evaluation are at the end of each finding and recommendation. The U.S. Postal Service Office of Inspector General (OIG) considers management’s comments responsive to all recommendations, as corrective actions should resolve the issues identified in the report.

Report Recommendations

# Recommendation Status Value Initial Management Response USPS Proposed Resolution OIG Response Final Resolution
1

Develop a formal documented plan that details the installation schedule for the remaining electronic locks on hold.

Closed $0 Agree
2

Enhance the geo-location coordinates associated with each delivery point address and update the Address Management System files downloaded to the Mobile Delivery Device " Technology Refresh.

Closed $0 Agree
3

Reiterate to facility management to use Regional Intelligent Mail Server tools for the Mobile Delivery Device " Technology Refresh and to confirm the devices are transmitting information properly.

Closed $0 Agree
4

Develop an actionable plan to address screen precision and sensitivity to minimize water and heat interference with the Mobile Delivery Device - Technology Refresh through hardware protections or software solutions.

Closed $0 Agree
5

Require facility management to certify supervisors and employees complete formal, and release update, training on Mobile Delivery Device " Technology Refresh functionalities.

Open $0 Agree
6

Require facility management to provide guidance to supervisors and employees of all major Mobile Delivery Device " Technology Refresh functionality updates.

Open $0 Agree
7

Develop a deployment plan with actionable milestones for the 24-Hour Arrow Key Management System to all facilities using the Arrow keys nationwide, contingent upon the completion of the pilot program.

Open $0 Agree
8

Reiterate to facility management the requirement to follow the Arrow Key Standard Work Instructions including reporting lost or stolen keys to the Postal Inspection Service as required.

Open $0 Agree
9

Implement recurring communication regarding existing tools to monitor battery capacity, and proactively replace batteries, as needed, for the Mobile Delivery Device " Technology Refresh.

Closed $0 Agree
10

Reinforce the policy for local management to ensure carriers have returned their Mobile Delivery Device " Technology Refresh to the appropriate cradles and information has been downloaded.

Closed $0 Agree
11

Include and publish language in the updated version of the AS-701 to clarify the requirements to report lost, stolen, or missing assets or materials to the Postal Inspection Service.

Open $0 Agree
12

Evaluate and establish a policy to require increased frequency of a nationwide inventory evaluation.

Closed $0 Agree