<?xml version="1.0" encoding="UTF-8"?>
<pai>
<agency toc="yes">
<name>United States Post Office</name>
<abbrev>
USPS
</abbrev>

<previouslyPublished>
<url> http://www.gpo.gov/fdsys/pkg/FR-2012-06-27/pdf/2012-15606.pdf</url>
<title>USPS 100.500, Personnel Resource Management Records; USPS 300.000, Finance Records; USPS 400.000, Supplier and Tenant Records; USPS 500.000, Property Management Records; USPS 500.100, Carrier and Vehicle Operator Records; USPS 500.300, Emergency Management Records; USPS 800.100, Address Matching for Mail Processing; USPS 800.200, Address Element Correction Enhanced Service (AECES); USPS 810.200, www.usps.com Ordering, Payment, and Fulfillment; USPS 820.100, Mailer Services Applications and Approvals; USPS 820.200, Mail Management and Tracking Activity; USPS 830.000, Customer Service and Correspondence; USPS 840.000, Customer Mailing and Delivery Instructions; and USPS 850.000, Auction Files; USPS 870.200, Postage Meter
and PC Postage Customer Data and Transaction Records</title>
<date year="2012" month="6" day="27"/>
</previouslyPublished>


<previouslyPublished>
<url> http://www.gpo.gov/fdsys/pkg/FR-2012-07-11/pdf/2012-16869.pdf </url>
<title> USPS 810.100, www.usps.com Registration </title>
<date year="2012" month="7" day="11"/>
</previouslyPublished>


<previouslyPublished>
<url> http://www.gpo.gov/fdsys/pkg/FR-2012-08-03/pdf/2012-18957.pdf</url>
<title> USPS 820.200, Mail Management and Tracking Activity </title>
<date year="2012" month="8" day="3"/>
</previouslyPublished>


<previouslyPublished>
<url> http://www.gpo.gov/fdsys/pkg/FR-2012-09-13/pdf/2012-22511.pdf</url>
<title>USPS 500.200, Controlled Correspondence, FOIA, and Privacy Act Disclosure Records; USPS 600.300, Public and Confidential Financial Disclosure Reports; USPS 800.000, Address Change, Mail Forwarding, and Related Services; USPS 810.200, www.usps.com Ordering, Payment, and Fulfillment; USPS 880.000, Post Office and Retail Services; and USPS 900.000, Identity and Document Verification Services</title>
<date year="2012" month="9" day="13"/>
</previouslyPublished>


<previouslyPublished>
<url> http://www.gpo.gov/fdsys/pkg/FR-2013-01-14/pdf/2013-00480.pdf</url>
<title> USPS 100.900, Employee Inquiry, Complaint, and Investigative Records </title>
<date year="2013" month="01" day="14"/>
</previouslyPublished>


<previouslyPublished>
<url> http://www.gpo.gov/fdsys/pkg/FR-2013-02-22/pdf/2013-04053.pdf</url>
<title> USPS 100.000, General Personnel Records </title>
<date year="2013" month="2" day="22"/>
</previouslyPublished>

<previouslyPublished>
<url> http://www.gpo.gov/fdsys/pkg/FR-2013-07-19/pdf/2013-17325.pdf</url>
<title> USPS 100.300, Employee Development and Training Records </title>
<date year="2012" month="7" day="19"/>
</previouslyPublished>


<previouslyPublished>
<url> http://www.gpo.gov/fdsys/pkg/FR-2013-12-27/pdf/2013-31105.pdf</url>
<title> USPS 100.900, Employee Inquiry, Complaint, and Investigative Record </title>
<date year="2013" month="12" day="27"/>
</previouslyPublished>


<routineUses id="routine" toc="yes">
<xhtmlContent>
<p><b>Prefatory Statement of Routine Uses That Apply to the General Systems of Records</b></p>
<p><i>General Systems of Records</i></p>
<p>General systems include systems relating to employees, Finance, Postal Inspection Service, litigation, and other
systems that are not primarily related to Postal Service customers.
</p>
<p><i>Routine Uses for General Systems
</i></p>
<p>The following are routine uses for general systems of records. (<i>Note:</i> The letter "i" was not used.) Each
system notice indicates which standard routine uses are incorporated, as well as any specific routine uses that apply.
</p><p>a. <i>Disclosure for Law Enforcement Purposes.</i> When the Postal Service becomes aware of an indication of a
violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general
statute or particular program statute, or by regulation, rule, or order issued pursuant thereto, or in response to the
appropriate agency's request on a reasonable belief that a violation has occurred, the relevant records may be referred
to the appropriate agency, whether Federal, state, local, or foreign, charged with enforcing or implementing the statute,
rule, regulation, or order issued pursuant thereto.
</p><p>b. <i>Disclosure Incident to Litigation.</i> Records from this system may be disclosed to the U.S. Department of
Justice or the other counsel representing the Postal Service, or may be disclosed in a proceeding before a court or
adjudicative body before which the Postal Service is authorized to appear, when (a) the Postal Service; or (b) any Postal
Service employee in his or her official capacity; or (c) any Postal Service employee in his or her individual capacity
whom the Department of Justice has agreed to represent; or (d) the United States when it is determined that the Postal
Service is likely to be affected by the litigation, is a party to litigation or has an interest in such litigation, and
such records are determined by the Postal Service or its counsel to be plausibly relevant to the litigation, provided,
however, that in each case, the Postal Service determines that disclosure of the records is a use of the information that
is compatible with the purpose for which it was collected. This routine use specifically contemplates that information
may be released in response to relevant discovery and that any manner of response allowed by the rules of the forum may
be employed.
</p><p>c. <i>Disclosure Incident to Requesting Information.</i> Records may be disclosed to a Federal, state, or local agency
maintaining civil, criminal, or other relevant enforcement or other pertinent information, such as licenses, when
necessary to obtain information from such agency that is relevant to a Postal Service decision about the hiring or
retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license,
grant, permit, or other benefit.
</p><p>d. <i>Disclosure to Requesting Agency.</i> Records may be disclosed to a Federal, state, local, or foreign agency, in
response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance,
the conduct of a security or suitability investigation of an individual, the reporting of an investigation of an
employee, the letting of a contract, or the issuance or a license, grant, or other benefit by the requesting agency, to
the extent that the information is relevant and necessary to the requesting agency's decision on the matter.
</p><p>e. <i>Congressional Inquiries.</i> Disclosure may be made to a congressional office from the record of an individual
in response to an inquiry from the congressional office made at the prompting of that individual.
</p><p>f. <i>Disclosure to Agents and Contractors.</i> Records or information from this system may be disclosed to an expert,
consultant, or other individual who is under contract to the Postal Service to fulfill an agency function, but only to
the extent necessary to fulfill that function. This may include disclosure to any individual with whom the Postal Service
contracts to reproduce by typing, photocopy, or other means, any record for use by Postal Service officials in connection
with their official duties or to any individual who performs clerical or stenographic functions relating to the official
business of the Postal Service.
</p><p>g. <i>Storage.</i> Inactive records may be transferred to a Federal records center for Storage prior to destruction.
</p><p>h. <i>Disclosure to Office of Management and Budget.</i> Records from this system may be disclosed to the Office of
Management and Budget in connection with the review of private relief legislation as set forth in OMB Circular No. A
-19 at any stage of the legislative coordination and clearance process as set forth in that circular.
</p><p>j. <i>Disclosure to Outside Auditors.</i> Records in this system may be subject to review by an independent certified
public accountant during an official audit of Postal Service finances.
</p><p>k. <i>Disclosure to Equal Employment Opportunity Commission.</i> Records from this system may be disclosed to an
authorized investigator, administrative judge, or complaints examiner appointed by the Equal Employment Opportunity
Commission, when requested in connection with the investigation of formal complaint of discrimination filed against the
U.S. Postal Service under 29 CFR Part 1614.
</p><p>l. <i>Disclosure to Merit Systems Protection Board or Office of the Special Counsel.</i> Records from this system may
be disclosed to the Merit Systems Protection Board or Office of the Special Counsel for the purpose of litigation,
including administrative proceedings, appeals, special studies, investigations of alleged or possible prohibited
personnel practices, and such other functions as may be authorized by law.
</p><p>m. <i>Disclosure to Labor Organizations.</i> Pursuant to the National Labor Relations Act, records from this system
may be furnished to a labor organization when needed by that organization to properly perform its duties as the
collective bargaining representative of Postal Service employees in an appropriate bargaining unit.</p>
<p><b>Prefatory Statement of Routine Uses That Apply to Customer Systems
</b></p>
		<p><i>Routine Uses for Customer Systems
</i></p><p>The following standard routine uses apply to Postal Service systems of records for customer information. The
routine uses fall into three categories: (1) Disclosures that are legally required (such as in a legal proceeding); (2)
disclosures that facilitate the customer transaction (such as sharing data with contractors assisting in the program);
and (3) disclosures for the benefit of the customer (such as sharing with a congressional office at a customer's behest).
A system may have an additional routine use or uses on occasion. Those routine uses will be disclosed in each system
notice.
</p><p>1. <i>Disclosure for Law Enforcement Purposes.</i> Relevant records may be disclosed to appropriate law enforcement
agencies to investigate, prevent, or take action regarding suspected illegal activities against the Postal Service.
Records may be disclosed to other law enforcement agencies as required by law.
</p><p>2. <i>Disclosure Incident to Legal Proceedings.</i> When the Postal Service has an interest in litigation or other
legal proceedings before a state, Federal, local, administrative, or foreign adjudicative body, relevant records may be
disclosed before that adjudicative body and/or to the Department of Justice or other legal counsel representing the
Postal Service or its employees, and in response to relevant discovery.
</p><p>3. <i>Disclosure to Government Agencies.</i> Relevant records may be disclosed to a Federal, state, local or foreign
government agency when necessary in connection with decisions by the requesting agency, or by the Postal Service,
regarding personnel matters, issuance of security clearances, letting of contracts, or decisions to issue licenses,
grants, or other benefits.
</p><p>4. <i>Congressional Inquiries.</i> Relevant records about an individual may be disclosed to a congressional office in
response to an inquiry from the congressional office made at the prompting of that individual.
</p><p>5. <i>Disclosure to Agents, Contractors, and Partners.</i> Relevant records may be disclosed to entities under
contract or agreement with the Postal Service, when necessary to fulfill a Postal Service function or to provide Postal
Service products and services to customers.
</p><p>6. <i>Disclosure to Agencies and Entities for Financial Transactions.</i> Relevant records may be disclosed to credit
bureaus, government agencies, and service providers that perform identity verification and credit risk assessment
services; to financial institutions or payees to facilitate or resolve issues with payment services; or to collection
agencies for the purposes of debt collection.
</p><p>7. <i>Disclosure to Auditors.</i> Relevant records may be disclosed to government agencies and other entities
authorized to audit the Postal Service and Postal Service activities, including financial and other audits of the Postal
Service.
</p><p>8. <i>Disclosure for Customer Service Purposes.</i> Relevant records may be disclosed to entities if the disclosure is
part of the service to the customer. This includes disclosures to addressees of mail to process inquiries and claims;
entities to which the customer wants to provide identity verification; the State Department for passport processing;
international posts or agents to process international services or inquiries; or disclosures to mailers of sexually
oriented advertisements of a list of individuals who do not want to receive them.
</p><p>9. <i>Disclosure to Labor Organizations.</i> Pursuant to the National Labor Relations Act, records may be furnished to
a labor organization when needed by that organization to perform properly its duties as the collective bargaining
representative of Postal Service employees in an appropriate bargaining unit.</p></xhtmlContent></routineUses>

<section id="usps" toc="yes">
<systemNumber>100.000</systemNumber>
<subsection type="systemName">General Personnel Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>All USPS facilities and personnel offices; Integrated Business Solutions Services Centers; National Personnel
Records Center; Human Resources Information Systems; Human Resources Shared Services Center; Headquarters; Computer
Operations Service Centers; and contractor sites.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current and former USPS employees, their family members, and former spouses who apply and qualify for federal
employee benefits under public law.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. <i>Employee, former employee, and family member information:</i> Name(s), Social Security Number(s), Employee
Identification Number, date(s) of birth, place(s) of birth, marital status, postal assignment information, work contact information,
home address(es) and phone number(s), personal email address, finance number(s), duty location, and pay location.
</p><p>2. Official Personnel Folder (OPF) or eOPF (electronic version): Records related to appointment support, prior federal
civilian employment, postal employment, personnel actions, anniversary dates, retirement, benefits, and compensation.
</p><p>3. Automated employee information: Records generated, approved, and stored by electronic means such as Notification of
Personnel Actions, health benefit elections, tax withholding changes, and address changes.
</p><p>4. Reference copies of all discipline or adverse actions: Letters of warning; notices of removal, suspension and/or
reduction in grade or pay; letters of decisions; and documents relating to these actions. These are used only to refute
inaccurate statements by witnesses before a judicial or administrative body. They may not be maintained in the employee's
OPF or eOPF but must be maintained in a separate file by Labor Relations.
</p><p>5. Nonbargaining unit employee discipline, grievance, and appeals records.
</p><p>6. Job bidding records: Records related to the employee's bid for a preferred assignment.
</p><p>7. Biographical summaries. Records and photographs used for public relations purposes.
</p><p>8. Level 2 supervisors' notes: Records of discussions, letters of warning, and any other relevant official records
being maintained at the supervisor's discretion for the purpose of enabling effective management of personnel. (A level 2
supervisor directly supervises bargaining unit employees.)
</p><p>9. <i>Email Addresses:</i> personal email address(es) for retired employees are retained in a separate database and file from
other current and former employee information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 410, 1001, 1005, and 1206.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To perform routine personnel functions.
</p><p>2. To maintain a source of readily available information on employees for administrative purposes.
</p><p>3. To administer the grievance and appeal procedure for nonbargaining unit employees.
</p><p>4. To match a vacant position to the most qualified candidate in bids for preferred assignment.
</p><p>5. To provide public relations information on USPS management personnel.
</p><p>6. To provide federal benefit information to retired employees.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply. In addition:
</p><p>a. Job bidding records may be disclosed on official bulletin boards in Postal Service facilities and to supervisory
and other managerial organizations recognized by USPS.
</p><p>b. Records pertaining to financial institutions and to nonfederal insurance carriers and benefits providers elected by
an employee may be disclosed for the purposes of salary payment or allotments, eligibility determination, claims, and
payment of benefits.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, digital files, and paper files. Duplicates of records in the OPF or
eOPF and automated employee data may be maintained for localized employee administration or supervision. Records may be
filed at offices other than where OPF or eOPF is located, or may be duplicated at a site closer to where the employee
works.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name, Social Security Number, Employee Identification Number, or duty or pay location.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge.
Nonbargaining unit employee discipline, grievance, and appeals records maintained outside the OPF (hard or soft copy) are
kept in locked filing cabinets or secured record storage rooms; and related automated records are protected with password
security. Computers are protected by mechanical locks, card key systems, or other physical access control methods. The
use of computer systems is regulated with installed security software, computer logon identifications, and operating
system controls including access controls, terminal and transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. Permanent OPF or eOPF records are permanently retained. Temporary OPF or eOPF records are generally retained 2
years and are purged upon the employee's separation from USPS.
</p><p>2. Except as otherwise provided by a collective bargaining agreement, original or copies of discipline or adverse
actions are maintained up to 2 years; or, if an additional or more recent disciplinary action has been taken, for a
longer period. After 2 years, or lesser time specified in the decision, the employee may request the disciplinary record
be purged from the OPF or eOPF provided no subsequent discipline was issued. Records that support a PS Form 50, <i>
Notification of Personnel Action, e.g.,</i> the separation of an employee for cause or the resignation of an employee
pending charges, are considered permanent records and may not be purged at the request of an employee.
</p><p>3. Reference copies of discipline or adverse actions. These records are kept for historical purposes and are not to be
used for decisions about the employee. The retention of these records may not exceed 10 years beyond the employee's
separation date. The records are maintained longer if the employee is rehired during the 10-year period. They may not be
maintained in the employee's OPF or eOPF, but must be maintained in a separate file by Labor Relations.
</p><p>4. Grievance and appeal records of nonbargaining unit employees are retained 7 years.
</p><p>5. Job bidding records are retained 2 years.
</p><p>6. Biographical summaries are retained for the duration of employment.
</p><p>7. Records to provide federal benefit information to retired employees are retained 10 years. The record may be purged at the
request of the retired employee.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Director of Human Resources, USPS OIG, 1735 N. Lynn Street, 10th floor, Arlington, VA 22209.
</p><p>Vice President, Labor Relations, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals wanting to know if information about them is maintained in this system must address inquiries to the
facility head where currently or last employed. Headquarters employees must submit inquiries to Corporate Personnel
Management, 475 L'Enfant Plaza, SW., Washington, DC 20260. Inquiries must include full name, Social Security Number or
Employee Identification Number, name and address of facility where last employed, and the dates of USPS employment.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Employees; employees' supervisors; USPS customers; law enforcement agencies; individuals who are personal
references; former employers, including other federal agencies; and other systems of records.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>Records in this system that have been compiled in reasonable anticipation of a civil action or proceeding are
exempt from individual access as permitted by 5 U.S.C. 552a(d)(5). The USPS has also claimed exemption from certain
provisions of the Act for several of its other systems of records at 39 CFR 266.9. To the extent that copies of exempted
records from those other systems are incorporated into this system, the exemptions applicable to the original primary
system continue to apply to the incorporated records.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>100.100</systemNumber>
<subsection type="systemName">Recruiting, Examining, and Placement Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Pre-employment investigation records are located at USPS Human Resources (HR) offices and contractor locations,
except for drug screening and medical examination records, which are maintained in USPS medical facilities and designee
offices.
</p><p>Recruiting, examining, and placement records are located at USPS HR offices, Headquarters, Human Resources Shared
Services Center, Integrated Business Solutions Services Centers, the Bolger Center for Leadership Development, the
National Center for Employee Development, and contractor locations.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current and former USPS employees, applicants for employment, and potential applicants with candidate profiles.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Applicant, potential applicants with candidate profiles, and employee information: Name(s), Social Security Number(s),
Candidate Identification Number, Employee Identification Number, date(s) of birth, postal assignment or vacancy/job posting history
information, work contact information, home address(es) and phone number(s), personal email address, finance number(s), duty
location, and pay location.
</p><p>2. Pre-employment investigation information: Records compiled by USPS, including criminal, employment, military, and
driving records; drug screening and medical assessment results. Also includes Special Agency Check with Inquiries (SACI)
and National Agency Check with Inquiry (NACI): Investigative records requested by USPS and compiled by the Office of
Personnel Management (OPM) for newly hired employees, including postal inspectors' investigative reports.
</p><p>3. Recruiting, examining, and placement information: Records related to candidate profiles, applications, test
results, interview documentation, and suitability screening.
</p><p>4. Recruiting, examining, and placement information: Records related to applications, test scores, and registers.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 410, 1001, 1005, and 1206.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To determine suitability for employment.
</p><p>2. To provide managers, HR personnel, and medical officers with information for recruiting and recommending
appointment of qualified individuals.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, digital files, and paper files.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By applicant or employee name, Social Security Number, Candidate Identification Number, Employee Identification
Number, duty or pay location, or posting/vacancy to which application was made.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. Preemployment investigation records are retained 10 years from the date the individual is initially found
suitable for employment, or 10 years from the date action was taken to deny or terminate employment.
</p><p>2. Candidate information and Candidate Identification Number are retained for a minimum of 2 years. Vacancy files,
including applicant/employee name, identification number, posting/vacancy number, and information supplied by
applicant/employee in response to the vacancy posting, are retained 5 years. Employment registers are retained 10 years.
Certain forms related to a successful applicant are filed in the electronic Official Personnel Folder as permanent
records.
</p><p>3. Paper examining answer sheets are retained 6 months; and computer media copies are retained 10 years. Scanned
Maintenance Selection System forms are retained 10 years, and related hiring lists are retained 5 years.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Vice President, Employee Resource Management, United States Postal Service, 475 L'Enfant Plaza, SW., Washington,
DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals wanting to know if information about them is maintained in this system must address inquiries to
Human Resources Shared Services Center, P.O. Box 970400, Greensboro, NC 27497-0400. Inquiries must include full
name, Candidate Identification Number (as provided during the application process) or Employee Identification Number,
name and address of facility where last employed, and dates of USPS employment or date of application.
</p><p>For investigative records compiled by OPM, individuals must apply as instructed by OPM.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Applicants; potential applicants with candidate profiles; OPM; police, driving, and military records; former
employers and named references; medical service providers; school officials; other federal agencies; and state divisions
of vocational rehabilitation counselors.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>Pursuant to 5 U.S.C. 552a(j) and (k), USPS has established regulations at 39 CFR 266.9 that exempt records in
this system depending on their purpose.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>100.200</systemNumber>
<subsection type="systemName">Employee Performance Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>USPS facilities where employee performance is evaluated or measured.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current and former USPS employees, including supervisors and managers who are responsible for a work location.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Employee information: Name, Social Security Number, Employee Identification Number, postal assignment
information, work contact information, finance number(s), duty location, and pay location.
</p><p>2. Employee performance information: Records related to individual performance evaluation; reports about supervisors
and managers who are responsible for a work location; employee recognition; and safe driver awards.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 410, 1001, 1005, and 1206.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To provide managers and supervisors with decision-making information for training needs, promotion, assignment
considerations, or other job-related actions.
</p><p>2. To administer achievement award programs and pay for performance.
</p><p>3. To improve relations and communication between managers and employees by soliciting employee feedback, and to
improve management and supervisor leadership skills.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply. In addition:
</p><p>a. When records about the receipt of an award by an employee, including driver safety records, are of news interest
and consistent with the public's right to know, the records may be disclosed to the news media or the National Safety
Council.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, digital files, and paper files.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By employee name, Social Security Number, Employee Identification Number, or duty or pay location.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. Pay for performance evaluation records are retained 5 years. Individual performance evaluations are retained 5
years or until separation of the employee, whichever comes first.
</p><p>2. Incentive award records are retained 7 years. Length of service award records are retained 1 year. Non-USPS awards
are retained 2 years. Letters of commendation and appreciation (excluding permanent copies filed in the OPF or eOPF) are
retained 2 years.
</p><p>3. Employee survey records are retained 5 years.
</p><p>4. Safe Driver Award records are retained 2 years from date of separation, expiration of license, rescission of
authorization, transfer of driver into a nondriving status, or other transfer, whichever comes first.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Vice President, Employee Resource Management, United States Postal Service, 475 L'Enfant Plaza, SW., Washington,
DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals wanting to know if information about them is maintained in this system must address inquiries to the
facility head where currently or last employed. Headquarters employees must submit inquiries to Corporate Personnel
Management, 475 L'Enfant Plaza, SW., Washington, DC 20260. Inquiries must include full name, Social Security Number or
Employee Identification Number, name and address of facility where last employed, and dates of USPS employment.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Employees and employees' supervisor or manager.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>100.300</systemNumber>
<subsection type="systemName">Employee Development and Training Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Management training centers, Integrated Business Solutions Services Centers, other USPS facilities where career development and
training records are stored, and contractor sites.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current and former USPS employees.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p><i>2. Employee development and training information:</i> Records related to career development, work history, assessments,
skills bank participation, USPS- and non-USPS-sponsored training, examinations, evaluations of training, and USPS lodging when a
discrepancy report is filed against the student about unauthorized activities while occupying the room.
</p><p>2. Employee development and training information: Records related to career development, work history, skills bank
participation, USPS and non-USPS--sponsored training, examinations, evaluations of training, and USPS lodging when a
discrepancy report is filed against the student about unauthorized activities while occupying the room.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 410, 1001, 1005, and 1206.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To provide managers, supervisors, and training and development professionals with decision-making information
for employee career development, succession planning, training, and assignment.
</p><p>2. To make and track employee job assignments, to place employees in new positions, and to assist in career planning
and training in general.
</p><p>3. To provide statistics for personnel and workload management.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, digital files, and paper files.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By employee name, Social Security Number, or Employee Identification Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. Training records are retained 5 years. Training-related travel records are retained 1 year.
</p><p>2. Records related to succession planning and individual development planning are retained 10 years.
</p><p>3. Examination records are retained 1 year after employee separation.
</p><p>4. Skills bank records are retained up to 2 years.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Vice President, Employee Resource Management, United States Postal Service, 475 L'Enfant Plaza, SW., Washington,
DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals wanting to know if information about them is maintained in this system must address inquiries to the
facility head where currently or last employed. Headquarters employees must submit inquiries to Corporate Personnel
Management, 475 L'Enfant Plaza, SW., Washington, DC 20260. Inquiries must include full name, Social Security Number or
Employee Identification Number, name and address of facility where last employed, and dates of USPS employment.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Employees; employees' supervisor or manager; and other systems of records.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>Pursuant to 5 U.S.C. 552a(j) and (k), USPS has established regulations at 39 CFR 266.9 that exempt records in
this system depending on their purpose. The USPS has also claimed exemption from certain provisions of the Act for
several of its other systems of records at 39 CFR 266.9. To the extent that copies of exempted records from those other
systems are incorporated into this system, the exemptions applicable to the original primary system continue to apply to
the incorporated records.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>100.400</systemNumber>
<subsection type="systemName">Personnel Compensation and Payroll Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>USPS Area and District Human Resources offices, the Human Resources Shared Services Center, Integrated Business
Solutions Services Centers, Computer Operations Services Centers, Accounting Services Centers, other area and district
facilities, Headquarters, contractor sites, and all organizational units.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>1. Current and former USPS employees and Postmaster Relief/Leave Replacement employees.
</p><p>2. Current and former employees' family members, beneficiaries, and former spouses who apply and qualify for benefits.
</p><p>3. An agent or survivor of an employee who makes a claim for loss or damage to personal property.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Employee and family member information: Name(s), Social Security Number(s), Employee Identification Number,
date(s) of birth, postal assignment information, work contact information, home address(es) and phone number(s), finance
number(s), duty location, and pay location.
</p><p>2. Compensation and payroll information: Records related to payroll, payments, deductions, compensation, and benefits;
uniform items purchased; proposals and decisions under monetary awards; suggestion programs and contests; injury
compensation; monetary claims for personal property loss or damage; and garnishment of wages.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 409, 410, 1001, 1003, 1004, 1005, and 1206; and 29 U.S.C. 2601 et seq.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To support all necessary compensation and payroll activities and related management functions.
</p><p>2. To generate lists of employee information for home mailings, dues membership, and other personnel support
functions.
</p><p>3. To generate retirement eligibility information and analysis of employees in various salary ranges.
</p><p>4. To administer the purchase of uniforms.
</p><p>5. To administer monetary awards programs and employee contests.
</p><p>6. To detect improper payment related to injury compensation claims.
</p><p>7. To adjudicate employee claims for loss or damage to their personal property in connection with or incident to their
postal duties.
</p><p>8. To process garnishment of employee wages.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply. In addition:
</p><p>a. Records pertaining to financial institutions and to nonfederal insurance carriers and benefits providers elected by
an employee may be disclosed for the purposes of salary payment or allotments, eligibility determination, claims, and
payment of benefits.
</p><p>b. Records pertaining to supervisors and postmasters may be disclosed to supervisory and other managerial
organizations recognized by USPS.
</p><p>c. Records pertaining to recipients of monetary awards may be disclosed to the news media when the information is of
news interest and consistent with the public's right to know.
</p><p>d. Disclosure of records about current or former Postal Service employees may be made to requesting states under an
approved computer matching program to determine employee participation in, and eligibility under, unemployment insurance
programs administered by the states (and by those states to local governments), to improve program integrity, and to
collect debts and overpayments owed to those governments and their components.
</p><p>e. Disclosure of records about current or former Postal Service employees may be made to requesting federal agencies
or nonfederal entities under approved computer matching programs to make a determination of employee participation in,
and eligibility under, particular benefit programs administered by those agencies or entities or by USPS; to improve
program integrity; to collect debts and overpayments owed under those programs and to provide employees with due process
rights prior to initiating any salary offset; and to identify those employees who are absent parents owing child support
obligations and to collect debts owed as a result.
</p><p>f. Disclosure of records about current or former Postal Service employees may be made, upon request, to the Department
of Defense (DoD) under approved computer matching programs to identify Postal Service employees who are ready reservists
for the purposes of updating DoD's listings of ready reservists and to report reserve status information to USPS and the
Congress; and to identify retired military employees who are subject to restrictions under the Dual Compensation Act and
to take subsequent actions to reduce military retired pay or collect debts and overpayments.
</p><p>g. Disclosure of records about current and former employees may be made to the Selective Service System under an
approved computer matching program to identify individuals eligible for registration under the Military Selective Service
Act, to determine whether those individuals have complied with registration requirements and to enforce compliance when
necessary.
</p><p>h. Disclosure of records about current or recently terminated Postal Service employees who live or work in Colorado
may be made to the Colorado Bureau of Investigation under an approved computer matching program to identify currently or
recently terminated employees who have been arrested for violations of law that relate to postal offenses and/or
suitability for continued employment, or who are fugitives, and to assist state or local agents to apprehend fugitives.
</p><p>i. Disclosure of records may be made to the Internal Revenue Service under approved computer matching programs to
identify current or former Postal Service employees who owe delinquent federal taxes or returns and to collect the unpaid
taxes by levy on the salary of those individuals pursuant to Internal Revenue Code; and to make a determination as to the
proper reporting of income tax purposes of an employee's wages, expenses, compensation, reimbursement, and taxes withheld
and to take corrective action as warranted.
</p><p>j. Disclosure of the records about current or recently terminated Postal Service employees may be made to the
Department of Transportation (DOT) under an approved computer matching program to identify individuals who appear in
DOT's National Driver Register Problem Driver Pointer System. The matching results are used only to determine as a
general matter whether commercial license suspension information within the pointer system would be beneficial in making
selections of USPS motor vehicle and tractor-trailer operator personnel and will not be used for actual selection
decisions.
</p><p>k. Disclosure of records about current or former Postal Service employees may be made to the Department of Health and
Human Services under an approved computer matching program for further release to state child support enforcement
agencies when needed to locate noncustodial parents, to establish and/or enforce child support obligations, and to locate
parents who may be involved in parental kidnapping or child custody cases.
</p><p>l. Disclosure of records about current or former Postal Service employees may be made to the Department of the
Treasury under Treasury Offset Program computer matching to establish the identity of the employee as an individual owing
a delinquent debt to another federal agency and to offset the salary of the employee to repay that debt.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, digital files, and paper files.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By employee name, Social Security Number, Employee Identification Number, or duty or pay location.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. Leave application and unauthorized overtime records are retained 3 years. Time and attendance records (other
than payroll) and local payroll records are retained 3 years. Automated payroll records are retained 10 years.
</p><p>2. Uniform allowance case files are retained 3 years; and automated records are retained 6 years.
</p><p>3. Records of approved monetary awards are retained 7 years. Records of award submissions not approved are retained 90
days.
</p><p>4. Automated records of employee ideas are maintained for 7 years.
</p><p>5. Injury compensation records are retained 5 years. Records resulting in affirmative identifications become part of a
research case file, which if research determines applicability, become either part of an investigative case record or a
remuneration case record that is retained 2 years beyond the determination.
</p><p>6. Monetary claims records are retained 3 years.
</p><p>7. Automated records of garnishment cases are retained 6 months. Records located at a Post Office are retained 3
years.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief Human Resource Officer and Executive Vice President, United States Postal Service, 475 L'Enfant Plaza, SW.,
Washington, DC 20260.
</p><p>Vice President, Controller, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals wanting to know if information about them is maintained in this system must address inquiries to the
facility head where currently or last employed. Headquarters employees must submit inquiries to Corporate Personnel
Management, 475 L'Enfant Plaza, SW., Washington, DC 20260. Inquiries must include full name, Social Security Number or
Employee Identification Number, name and address of facility where last employed, and dates of USPS employment.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Employees; employees' supervisor or manager; other systems of records; claimants or their survivors or agents who
make monetary claims; witnesses; investigative sources; courts; and insurance companies.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>Records in this system relating to injury compensation that have been compiled in reasonable anticipation of a
civil action or proceeding are exempt from individual access as permitted by 5 U.S.C. 552a(d)(5). The USPS has also
claimed exemption from certain provisions of the Act for several of its other systems of records at 39 CFR 266.9. To the
extent that copies of exempted records from those other systems are incorporated into this system, the exemptions
applicable to the original primary system continue to apply to the incorporated records.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>100.500</systemNumber>
<subsection type="systemName">Personnel Resource Management Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Post Offices; area and district facilities; Human Resources and Operations, Headquarters; and Computer Operations
Service Centers.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Current and former USPS employees.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Employee information: Name, Social Security Number, employee identification number(s), postal assignment
information, work contact information, finance number(s), duty location, and pay location.
</p><p>2. Employee resource management information: Records related to workload, productivity, scheduling, availability, and
absences, including family medical leave absences.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 404, 1001, 1003, and 1005; and 29 U.S.C. 2601 et seq.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To administer leave, attendance, and attendance-related awards; and to identify potential attendance problems.
</p><p>2. To provide operations management with information about employee work schedules, mail volume, and productivity.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, digital files, and paper files.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By employee name, Social Security Number, employee identification number(s), route number, duty or pay location,
or pay period.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge.
Restricted medical information is maintained in a separate locked cabinet under control of the FMLA Coordinator. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Resource management records related to leave application, time and attendance, and light duty status are retained
3 years. Family and Medical Leave Records are retained 5 years. Other categories of resource management records are
retained 1 year. Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer
storage media are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Vice President, Network Operations, United States Postal Service, 475 L'Enfant Plaza SW., Washington, DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals wanting to know if information about them is maintained in this system must address inquiries to the
facility head where currently or last employed. Headquarters employees must submit inquiries to Corporate Personnel
Management, 475 L'Enfant Plaza, SW., Washington, DC 20260. Inquiries must include full name, Social Security Number or
Employee Identification Number, name and address of facility where last employed, and dates of USPS employment.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Employees; employees' supervisor or manager; and other systems of records.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>100.600</systemNumber>
<subsection type="systemName">Personnel Research Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>USPS Headquarters, Integrated Business Solutions Services Centers, and contractor sites.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Potential applicants for USPS employment, applicants for USPS employment, USPS employee applicants for reassignment and/or
promotion, employees whose work records or solicited responses are used in research projects, and former USPS employees.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Applicant, potential applicant with candidate profile, and employee information: Name, Social Security Number, Candidate
Identification Number, Employee Identification Number (EIN), or respondent identification code, place of birth, postal assignment or
vacancy/posting information, work contact information, home address and phone number(s), personal email address, finance number(s),
duty location, and pay location.
</p><p>2. Personnel research information: Records related to race, ethnicity, sex, tenure, age, veteran status, and disability status
(only if volunteered by the individual); research project identifiers; and other information pertinent to personnel research.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 410, 1001, and 1005.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To support research and development efforts on personnel assessment instruments, recruitment efforts,
workforce analysis, and evaluation of human resource management practices.
</p><p>2. To assess the impact of selection decisions on applicants in race, ethnicity, sex, tenure, age, veteran status, and disability
categories.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply.
</p><p>a. Disclosure of records about applicants for employment with USPS may be made to the Selective Service System under
an approved computer matching program to identify individuals eligible for registration under the Military Selective
Service Act, to determine whether those individuals have complied with registration requirements, and to enforce
compliance when necessary.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, digital files, and paper files.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By individual name, Social Security Number, Candidate Identification Number, Employee Identification Number, personal email
address, respondent identification code, research project identifiers, postal assignment or vacancy/posting information, duty or pay
location, or location where data were collected.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Retention depends on the type of research project, but does not exceed 10 years. Records existing on paper are
destroyed by burning, pulping, or shredding. Records existing on computer storage media are destroyed according to the
applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Vice President, Employee Resource Management, United States Postal Service, 475 L'Enfant Plaza SW., Washington,
DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals wanting to know if information about them is maintained in this system of records must address inquiries to the Vice
President, Employee Resource Management, 475 L'Enfant Plaza SW., Washington, DC 20260. In cases of studies involving information not
collected through an examination, individuals must address inquiries to the system manager. Inquiries must contain full name;
Candidate Identification Number, Employee Identification Number, or respondent identification code, and subject or purpose of
research/survey; and date and location of their participation.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>USPS employees, former employees, applicants, and potential applicants with candidate profiles who provide information to
personnel research programs and other systems of records.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>Pursuant to 5 U.S.C. 552a(j) and (k), USPS has established regulations at 39 CFR 266.9 that exempt records in
this system depending on their purpose. The USPS has also claimed exemption from certain provisions of the Act for
several of its other systems of records at 39 CFR 266.9. To the extent that copies of exempted records from those other
systems are incorporated into this system, the exemptions applicable to the original primary system continue to apply to
the incorporated records.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>100.700</systemNumber>
<subsection type="systemName">Medical Records and Related Documents.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>USPS medical facilities, designee offices, and National Personnel Records Center.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>1. Current and former USPS employees.
</p><p>2. Individuals who have been offered employment but were determined medically unsuitable or who declined the offer.
</p><p>3. Current and former USPS employees who are or were required to have a commercial driver's license (CDL) or are
otherwise subject to controlled substance and alcohol testing.
</p><p>4. Applicants and current or former USPS employees, or persons who request reasonable accommodation on behalf of an
applicant or employee.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Employee or applicant information: Name, Social Security Number, Employee Identification Number, Candidate
Identification Number, date of birth, postal assignment information, work contact information, finance number(s), duty
location, and pay location.
</p><p>2. Employee Medical Folder: Restricted medical records, administrative medical records, and OWCP-related medical
records.
</p><p>3. Controlled substance and alcohol testing information: Records related to alcohol and controlled substance test
results, refusals, medical review officer's evaluations, employee statements, and substance abuse professionals'
evaluations and referrals.
</p><p>4. Reasonable Accommodation folders: These folders document the decision-making process and contain records related to
requests for Reasonable Accommodation.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 410, 1001, 1005, and 1206.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. Medical information maintained in the Employee Medical Folder is used to, but is not limited to, support
hiring decisions and determine job-related medical suitability, fitness for duty, and Family Medical Leave Act
documentation.
</p><p>2. To implement a controlled substance and alcohol testing program for employees in safety-sensitive positions.
</p><p>3. To provide for the uniform collection and compilation of controlled substance and alcohol test results.
</p><p>4. To assess disability retirement requests.
</p><p>5. To assist in making determinations about Reasonable Accommodation.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply. In addition:
</p><p>a. Medical records may be disclosed to an employee's private treating physician and to medical personnel retained by
USPS to provide medical examinations or treatment for an employee's health or physical condition related to employment.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, digital files, and paper files.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By employee or applicant name, Social Security Number, Employee Identification Number, Candidate Identification
Number, or duty or pay location.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. The Employee Medical Folder is retained by USPS until the employee is separated from USPS. On an annual basis,
records of all employees separated during the prior year are transferred to the National Personnel Records Center and
retained for 30 years.
</p><p>2. Candidate medical information for applicants determined to be medically unsuitable for the position offered is
retained 2 years in hard copy. Computer data is retained 3 years in a history database.
</p><p>3. Documentation supporting applicant requests for reasonable accommodation for participation in the hiring or
assessment process are maintained for 2 years in hard copy. Computer records of such requests are retained 3 years.
</p><p>4. Reasonable Accommodation Committee and District Reasonable Accommodation Committee records are maintained for the
duration of the employee's tenure with the USPS or until any appeals are adjudicated, whichever is longer. After the
official use for these records has been satisfied, the records are to be placed in a sealed envelope, labeled as "
Reasonable Accommodation Committee Records," and placed in the Employee Medical Folder (EMF) and retained in
accordance with the official retention period for the EMFs.
</p><p>5. Alcohol test results indicating a breath alcohol concentration of 0.02 or greater, verified positive controlled
substance test results, refusals, medical review officer's evaluations, employee statements, and substance abuse
professionals' evaluations and referrals are retained 5 years. Alcohol test results indicating a breath alcohol
concentration of less than 0.02, and negative and canceled controlled substance test results, are retained 1 year.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Vice President, Employee Resource Management, United States Postal Service, 475 L'Enfant Plaza, SW., Washington,
DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals wanting to know if information about them is maintained in this system must address inquiries to the
facility head where currently or last employed. Headquarters employees must submit inquiries to the National Medical
Director, Health and Resource Management, 475 L'Enfant Plaza, SW., Washington, DC 20260. Individuals who requested
accommodation for an entrance examination or assessment must submit inquiries to the Manager of Selection, Evaluation,
and Recognition, 475 L'Enfant Plaza, SW., Washington, DC 20260. Inquiries must include full name, Social Security Number
or Employee Identification Number, name and address of facility where last employed, and dates of USPS employment or date
of application.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Employees, applicants for employment; applicant or employee health care provider(s), USPS and Department of
Veterans Affairs medical staff, USPS designee testing facilities, substance abuse professionals, and designated
contractors.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>100.800</systemNumber>
<subsection type="systemName">Employee Accident Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Safety offices at USPS facilities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>USPS employees who sustain an on-the-job accident or an occupational injury or illness.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Employee information: Name, Social Security Number, Employee Identification Number, sex, age, postal
assignment information, work contact information, finance number(s), duty location, and pay location.
</p><p>2. Accident information: Records related to accidents and injuries such as circumstances and factors of accident or
injury, statements of employee and witnesses, investigative documents, and compensation claims.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 410, 1001, and 1005.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To administer a program to collect and analyze occupational safety and health statistics.
</p><p>2. To permit evaluation and correction of occupational safety and health hazards.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By employee name, Social Security Number, or Employee Identification Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are retained 5 years following the end of the calendar year of their creation. Records existing on paper
are destroyed by burning, pulping, or shredding. Records existing on computer storage media are destroyed according to
the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Vice President, Employee Resource Management, United States Postal Service, 475 L'Enfant Plaza, SW., Washington,
DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Employees wanting to know if information about them is maintained in this system of records must address
inquiries to the facility head where currently, or last, employed. Headquarters employees must submit inquiries to
Corporate Personnel Management, 475 L'Enfant Plaza, SW., Room 1831, Washington, DC 20260. Inquiries must include full
name, Social Security Number or Employee Identification Number, name and address of facility where last employed, and
dates of USPS employment.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Employees; employees' supervisor or manager; witnesses; physicians; USPS accident reports; and other systems of
records.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>Records in this system that have been compiled in reasonable anticipation of a civil action or proceeding are
exempt from individual access as permitted by 5 U.S.C. 552a(d)(5). The USPS has also claimed exemption from certain
provisions of the Act for several of its other systems of records at 39 CFR 266.9. To the extent that copies of exempted
records from those other systems are incorporated into this system, the exemptions applicable to the original primary
system continue to apply to the incorporated records.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>100.850</systemNumber>
<subsection type="systemName">Office of Workers' Compensation Program (OWCP) Record Copies.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>USPS personnel offices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>USPS employees who file for injury compensation.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Employee information: Name, Social Security Number, Employee Identification Number, date of birth, postal
assignment information, work contact information, finance number(s), duty location, and pay location.
</p><p>2. Claim information: Records and supporting information related to the claim, including copies of Department of Labor
forms, postal forms and correspondence, and automated payment and accounting records.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 410, 1001, and 1005.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To provide injury compensation to qualifying employees, and to support USPS management decisions and
requirements.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By employee name, Social Security Number, or Employee Identification Number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are retained 5 years beyond the end of the calendar year in which the employee's compensation is
terminated. Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer
storage media are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Vice President, Employee Resource Management, United States Postal Service, 475 L'Enfant Plaza, SW., Washington,
DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Employees wanting to know if information about them is maintained in this system of records must address
inquiries to the facility head where currently, or last, employed. Headquarters employees must submit inquiries to
Corporate Personnel Management, 475 L'Enfant Plaza, SW., Room 1831, Washington, DC 20260. Inquiries must include full
name, Social Security Number or Employee Identification Number, name and address of facility where last employed, and
dates of USPS employment.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p><p>For records maintained by the Department of Labor, individuals must apply as instructed by the Department of Labor.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p><p>For records maintained by the Department of Labor, individuals must contest records as instructed by the Department of
Labor.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Employees; employees' supervisor or manager; witnesses; physicians; other systems of records, and Department of
Labor.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>100.900</systemNumber>
<subsection type="systemName">Employee Inquiry, Complaint, and Investigative Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>USPS personnel offices; area and district facilities; Post Offices; and contractor sites.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p></p><p>USPS employees and non-employees who contact USPS with an inquiry or complaint, and employees and non-employees who
are subjects of management inquiries or investigations of workplace issues.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>
1. <i>Employee information:</i> Name, gender, Social Security Number, Employee Identification Number, postal
assignment information, veteran status, contact information, finance number(s), duty location, and pay location.</p>
<p><i>2. Non-employee information:</i> Name, gender, Applicant Identification Number, and contact information.
</p><p>3. <i>Employee information:</i> Name, gender, Social Security Number, Employee Identification Number, postal
assignment information, veteran status, contact information, finance number(s), duty location, and pay location.
</p><p>4.  <i>Non-employee information:</i>  Name, gender, and contact information.
</p><p>5. Employee information: Name, Social Security Number, Employee Identification Number, postal assignment information,
work contact information, finance number(s), duty location, and pay location.
</p><p>6. Inquiry, complaint, and investigative information: Records related to the subject category of inquiry or complaint,
assigned case number, background, and description of inquiry, complaint, or investigation.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 410, 1001, 1005, and 1206.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>1. To enable review and response to inquiries and complaints concerning employees and non-employees.
</p><p>2. To enable management to initiate, review, process, track, and resolve inquiries, complaints, or concerns about the
workplace.
</p><p>3. To support administrative or court litigation and arbitration proceedings.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By employee and non-employee name, Employee Identification Number, Applicant Identification Number, subject category, facility, finance number, district, area, nationally, or case number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are retained 4 years after response to inquiry, resolution of complaint, or conclusion of investigation.
Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media are
destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Vice President, Labor Relations, United States Postal Service, 475 L'Enfant Plaza SW., Washington, DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Employees wanting to know if information about them is maintained in this system of records must address inquiries to
the facility head where currently or last employed. Headquarters employees must submit inquiries to Corporate Personnel
Management, 475 L'Enfant Plaza SW., Washington, DC 20260. Non-employees wanting to know if information about them is
maintained in this system of records must address inquiries to the District Manager, Human Resources that governs the
facility where the inquiry, complaint, or investigative records are stored. Inquiries must include full name, address,
and other identifying information. In addition, employees must include Social Security Number or Employee Identification
Number, name and address of facility where last employed, and dates of USPS employment. Likewise employees may also be
required to furnish where the inquiry, complaint, or investigation occurred.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Employees, non-employees, supervisors, managers, and witnesses.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>Records in this system that have been compiled in reasonable anticipation of a civil action or proceeding are
exempt from individual access as permitted by 5 U.S.C. 552a(d)(5). The USPS has also claimed exemption from certain
provisions of the Act for several of its other systems of records at 39 CFR 266.9. To the extent that copies of exempted
records from those other systems are incorporated into this system, the exemptions applicable to the original primary
system continue to apply to the incorporated records.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>100.950</systemNumber>
<subsection type="systemName">Employee Assistance Program (EAP) Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>EAP Offices at Philadelphia and Los Angeles USPS facilities. This system does not include records maintained by
the supplier of EAP services as outlined in the USPS EAP contract.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>USPS employees and immediate family members who volunteer for or are referred to an internal EAP office at a USPS
facility.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Employee information: Name, Social Security Number, Employee Identification Number, postal assignment
information, work contact information, finance number(s), duty location, and pay location.
</p><p>2. Assistance information: Case number and other personal information acquired during the period of participation.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To provide EAP counselors with information needed to maintain program operations and to assist EAP participants.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, digital files, and paper files.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name, Social Security Number, Employee Identification Number, or participant case number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are retained 3 years from the date of the participant's last activity. EAP contractor records are
retained 7 years from the date of the participant's last activity or until litigation is resolved. Records existing on
paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media are destroyed according
to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Vice President, Labor Relations, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>For records maintained by the provider of USPS EAP services through contract, individuals must inquire as
instructed by the provider.
</p><p>For records maintained by the Federal Occupational Health Service (FOHS) under an interagency agreement with USPS,
individuals must inquire as instructed by FOHS.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Participating employee, other family members, and EAP counselors.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>200.000</systemNumber>
<subsection type="systemName">Labor Relations Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Labor Relations and Law Department, USPS Headquarters; EEO Compliance and Appeals Processing Centers; area and
district facilities; and contractor sites.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>1. Current and former USPS employees, applicants for employment, third-party complainants, and mediators (USPS
employees, other federal agency employees, or contract employees) involved in EEO discrimination complaints.
</p><p>2. USPS employees involved in labor arbitration.
</p><p>3. USPS employees who are candidates considered by promotion boards for an EEO staff position.
</p><p>4. Individuals and organizations interested in providing alternative dispute resolution (ADR) services to all
disputes, except those arising under USPS collective bargaining agreements.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. EEO discrimination complaint case information: Individuals' names, Social Security Numbers, Employee
Identification Numbers, postal assignment information, work contact information, finance number(s), duty location(s), pay
location(s), case number, and other complaint, counseling, investigation, hearing, and appeal information describing the
case.
</p><p>2. Labor arbitration information: Records related to labor arbitration proceedings in which USPS is a party.
</p><p>3. EEO staff position information: Records related to candidates for EEO staff positions, including name, Social
Security Number, Employee Identification Number, date of birth, postal assignment information, work contact information,
finance number(s), duty location, and pay location.
</p><p>4. ADR provider information: Records related to ADR providers including name of individual or entity, contact
information, capabilities, and performance.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 409, 410, 1001, 1005, and 1206.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To adjudicate complaints of alleged discrimination, and to evaluate USPS EEO program effectiveness.
</p><p>2. To provide advice and representation to USPS in labor arbitration cases.
</p><p>3. To accomplish EEO staff selection.
</p><p>4. To determine ADR service provider qualifications.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>EEO discrimination complaint case records are retrieved by case number, complainant's name, Social Security
Number, Employee Identification Number, or the location where the complaint was made. EEO staff selection records are
retrieved by applicant name or pay location. Other records categories are retrieved by name of subject individual.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in secure file cabinets within locked rooms or
within locked filing cabinets. Access to records is limited to individuals whose official duties require such access.
Contractors and licensees are subject to contract controls and unannounced on-site audits and inspections. The use of
computer systems is regulated with installed security software, computer logon identifications, and operating system
controls including access controls, terminal and transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. EEO discrimination complaint case records: Precomplaint records are retained 1 year after submission of a
final report. Formal complaint records of closed cases are removed from the system of records quarterly, and retained as
follows: Official files are retained 4 years. Copies of official files are retained 1 year. Background documents not in
official files are retained 2 years. Records of closed cases on computer storage media are removed 3 years after the
closure date and moved to an inactive file for future comparative analyses.
</p><p>2. Labor arbitration records: Field-level disciplinary and contract application cases are retained 5 years from the
date of final decision. National-level contract interpretation cases and court actions are retained 15 years from the
date of expiration of the agreement.
</p><p>3. EEO staff selection records: Staff selection records are retained 3 years from the date the position became vacant.
</p><p>4. ADR provider records: Records of active providers are retained 1 year beyond the date the provider is removed from
or voluntarily withdraws from the program or is otherwise notified of their decertification. Records of prospective
providers who are rejected are retained 1 year beyond the year in which their survey was received.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>For records of non-REDRESS ADR staff providers: General Counsel and Executive Vice President, United States
Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260.
</p><p>For records of non-REDRESS ADR staff providers: Senior Vice President, General Counsel, United States Postal Service,
475 L'Enfant Plaza, SW., Washington, DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Inquiries about EEO discrimination complaint case records must be submitted to the EEO officer at the district,
area, or Headquarters level, and must include complainant name, complainant Social Security Number or Employee
Identification Number, location, and case number and year. Inquiries about labor arbitration records and ADR provider
records must be submitted to the system manager. Inquiries about EEO staff selection records must be addressed to the
head of the facility where application was made.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>For EEO discrimination complaint case information: complainants, witnesses, investigators, and respondents. For
labor arbitration records: employees and other individuals involved in arbitration; counsel or other representatives for
parties involved in a case; and arbitrators. For EEO staff position records: employee applicant and other systems of
records. For ADR provider records, the provider.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>Pursuant to 5 U.S.C. 552a(j) and (k), USPS has established regulations at 39 CFR 266.9 that exempt EEO
discrimination complaint case records. Records in this system that have been compiled in reasonable anticipation of a
civil action or proceeding are exempt from individual access as permitted by 5 U.S.C. 552a(d)(5). The USPS has also
claimed exemption from certain provisions of the Act for several of its other systems of records at 39 CFR 266.9. To the
extent that copies of exempted records from those other systems are incorporated into this system, the exemptions
applicable to the original primary system continue to apply to the incorporated records.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>300.000</systemNumber>
<subsection type="systemName">Finance Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Computer Operations Service Centers, Integrated Business Solutions Services Centers, Accounting Service Centers,
area and district facilities, personnel offices, Headquarters, Post Offices, and contractor sites.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>1. Debtors of USPS, including suppliers, customers, payees of money orders, and current and former employees.
</p><p>2. Individuals or entities to whom USPS makes payments for materials and services received or expenses incurred in
conjunction with official USPS business.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Accounts receivable information: Debtor's name, contact information; Social Security Number or Employee
Identification Number; invoice number, other invoice or claim information, and records obtained from or disclosed to
consumer reporting or credit reporting agencies.
</p><p>2. Accounts payable information: Creditors' name, contact information; vendor identification number, tax
identification number, Social Security Number, or Employee Identification Number; and other transaction details such as
account, credit card, or financial institution numbers, dates, amounts, and batch numbers.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 404, 410, 1001, 1005, 1206, and 2008.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To facilitate debt collection by USPS.
</p><p>2. To support payments to creditors of USPS.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 10 apply. In addition:
</p><p>a. Disclosure of records about USPS customers who write insufficient funds checks for USPS services may be made to the
permit holder or presenter of a mailing being made on the customer's behalf. Disclosure is limited to the identity of the
customer, the date of the mailing, and the date and amount of the check.
</p><p>b. Disclosure of records about individuals indebted to USPS may be made to the Office of Personnel Management (OPM)
under an approved computer matching program, but limited to those data elements considered relevant to determine whether
the indebted individual has retirement funds available for setoff, collecting debts when funds are available for setoff,
and writing off debts determined to be uncollectible.
</p><p>c. Disclosure of records about individuals indebted to USPS may be made to the Defense Manpower Data Center of the
Department of Defense under an approved computer matching program to identify and locate such individuals in order to
initiate collection of the debts through salary and/or administrative offset procedures.
</p><p>d. Disclosure of records about individuals indebted to USPS may be made to the Internal Revenue Service under an
approved computer matching program to obtain the mailing address of a taxpayer in order to locate the taxpayer to collect
a debt owed to USPS.
</p><p>e. Disclosure of records may be made to the Department of the Treasury under Treasury Offset Program computer matching
to establish the identity of a current or former Postal Service Employee as an individual owing a delinquent debt to
another federal agency and to offset the salary of or payments to the employee to repay that debt.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Accounts receivable records are retrieved by debtor name, Social Security Number, Employee Identification Number,
or invoice number. Accounts payable records are retrieved by creditor name, creditor identification number, credit card
number, financial institution account number, transaction date, or batch number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Accounts receivable records are retained 3 years after the claim is paid. Accounts payable records are retained 3
years beyond the end of the fiscal year in which payment was made. Records existing on paper are destroyed by burning,
pulping, or shredding. Records existing on computer storage media are destroyed according to the applicable USPS media
sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Vice President, Controller, United States Postal Service, 475 L'Enfant Plaza SW., Washington, DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Inquiries about accounts receivable records must be submitted to the pertinent USPS facility. Inquiries about
accounts payable records must be submitted to the system manager. Inquiries must include the individual's full name and
tax identification number or Social Security Number.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Debtors and creditors; other systems of records; government travel card vendor; employee-designated financial
institutions; and other federal agencies to which creditors have delinquent debts.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>400.000</systemNumber>
<subsection type="systemName">Supplier and Tenant Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>USPS Headquarters; supply management offices; facilities service offices; and area and district facilities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Suppliers; prospective suppliers; owners and tenants of real property purchased or leased by USPS.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Supplier information: Records related to suppliers, such as supplier name; Social Security Number or tax
identification number; business contact information; contract number; and other contract information; fingerprint cards;
and experience and qualifications to provide services including principals' names and company descriptions.
</p><p>2. Real property owner and tenant information: Records related to compensation claims by occupants of property
acquired by USPS, including name and address of claimant, address of vacated dwelling, and itemized expenses.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To administer contracts.
</p><p>2. To determine supplier suitability for assignments requiring access to mail.
</p><p>3. To adjudicate claims by owners and tenants of real property acquired by USPS.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Individual, business, lessor, or claimant name; contract name or number, Social Security Number, tax
identification number, business contact information, or address of leased facility.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. Unsuccessful proposals and architect/engineering questionnaires are retained 1 year beyond contract award.
Contract records are closed at the end of the fiscal year in which they become inactive, and are retained 6 years
thereafter.
</p><p>2. Contractor fingerprint records are retained 2 years beyond contractor termination date.
</p><p>3. Leased property records are closed at the end of the calendar year in which the lease or rental agreement expires
or terminates, and are retained 6 years and 3 months from that date.
</p><p>4. Real property owner and tenant records are retained 6 years unless required longer for litigation purposes.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>For real property owner and tenant records: Vice President, Facilities, United States Postal Service, 475
L'Enfant Plaza SW., Washington, DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals wanting to know if information about them is maintained in this system of records must address
inquiries to the appropriate system manager. Inquiries about highway vehicle contracts must be made to the applicable
USPS area office. Real property owner and tenant claimants must address inquiries to the same facility to which they
submitted the claim. Inquiries must contain full individual or business name, Social Security Number, tax identification
number, contract number, date of contract, or other pertinent identifying information.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Contract employees or businesses; previous dwelling owner or tenant claimant; and USPS claims reviewers and
adjudicators.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>500.000</systemNumber>
<subsection type="systemName">Property Management Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>All USPS facilities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>1. Individuals who are granted regular access to USPS facilities through the issuance of a building access badge,
or who are assigned accountable property.
</p><p>2. Individuals with authorized access to USPS computers and information resources, including USPS employees,
contractors, and other individuals.
</p><p>3. Individuals who are members of carpools with USPS employees or otherwise regularly use USPS parking facilities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Building access information: Records related to issuance of building access badges, including name, Social
Security Number, Employee Identification Number, date of birth, photograph, postal assignment information, work contact
information, finance number(s), duty location, and pay location.
</p><p>2. Property issuance information: Records related to issuance of accountable USPS property, equipment, and controlled
documents, including name, Social Security Number, equipment description, equipment serial numbers, and issuance date.
</p><p>3. Computer access authorization information: Records related to computer users, including logon ID, Social Security
Number, Employee Identification Number, or other assigned identifier, employment status information or contractor status
information, and extent of access granted.
</p><p>4. Carpool and parking information: Records related to membership in carpools with USPS employees or about individuals
who otherwise regularly use USPS parking facilities, including name, space number, principal's and others' license
numbers, home address, and contact information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To ensure personal and building safety and security by controlling access to USPS facilities.
</p><p>2. To ensure accountability for property issued to persons.
</p><p>3. To assign computer logon IDs; to identify USPS computer users to resolve their computer access problems by
telephone; and to monitor and audit the use of USPS information resources as necessary to ensure compliance with USPS
regulations.
</p><p>4. To provide parking and carpooling services to individuals who use USPS parking facilities.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>1. Records about building access and issuance of accountable property are retrieved by name, Social Security
Number, or Employee Identification Number.
</p><p>2. Records about authorized access to computer and information resources are retrieved by name, logon ID, Employee
Identification Number, or other unique identifier of the individual.
</p><p>3. Records of carpools and parking facilities are retrieved by name, ZIP Code, space number, or parking license
number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. Building access and accountable property records are retained until termination of access or accountability.
</p><p>2. Records of computer access privileges are retained 1 year after all authorizations are cancelled.
</p><p>3. Records of carpool membership and use of USPS parking facilities are retained 6 years.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>For records of accountable property, carpool membership, and use of USPS parking facilities: Vice President,
Facilities, United States Postal Service, 475 L'Enfant Plaza SW., Washington, DC 20260.
</p><p>For records of building access and Postal Inspector computer access authorizations: Chief Postal Inspector, Inspection
Service, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260.
</p><p>For other records of computer access authorizations: Chief Information Officer and Executive Vice President, United
States Postal Service, 475 L'Enfant Plaza SW., Washington, DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Inquiries for records about building access, accountable property, carpool membership, and use of USPS parking
facilities must be addressed to the facility head. Inquiries about computer access authorization records must be directed
to the Manager, Corporate Information Security, 475 L'Enfant Plaza, SW., Suite 2141, Washington, DC 20260. For Inspection
Service computer access records, inquiries must be submitted to the Inspector in Charge, Information Technology Division,
2111 Wilson Blvd., Suite 500, Arlington, VA 22201. Inquiries must include full name, Social Security Number or Employee
Identification Number, and period of employment or residency at the location.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Employees; contractors; subject individuals; and other systems of records.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>500.050</systemNumber>
<subsection type="systemName">HSPD-12: Identity Management System (IDMS).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Records relating to the Identity Management System are maintained by a contractor at the contractor's site. This
does not include building or computer access records.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>1. Individuals with authorized USPS law enforcement or emergency response duties, including postal inspectors,
Office of Inspector General criminal investigators, and USPS executives and their designees.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. <i>Cardholder information:</i> Records related to issuance of identity management credentials, including name,
date of birth, Social Security Number (SSN), organizational and employee affiliations, fingerprints, digital color
photograph, work e-mail address, and phone number(s) as well as additional verification and demographic information.
Other types of data contained in the system include federal emergency response official status; law enforcement official
status; and Personal Identity Verification (PIV) Card issuance location. Records in the IDMS needed for credential
management for enrolled individuals in the PIV Program include: PIV Card serial number (all past and current Card ID
numbers are retained); digital certificate(s) serial number; PIV Card issuance and expiration dates; PIV Card personal
identification number (PIN); Cardholder Unique Identification Number (CHUID); card management keys.
</p><p>2. <i>Card-swipe records:</i> Records related to employees and visitors who enter and leave participating federal
facilities and disaster recovery areas. This does not include direct tracking of access to USPS facilities.
</p><p>3. <i>Computer access authorization information:</i> Records related to computer users, including logon ID; Social
Security Number, Employee Identification Number, or other assigned identifier; employment status information; and extent
of access granted.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, and Homeland Security Presidential Directive 12, Policy for a Common Identification Standard for
Federal Employees and Contractors, August 27, 2004.
</p><p>Purpose(s):
</p><p>1. To assist in making determinations for access to other federal facilities.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1. through 9. apply.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, digital files, and paper files.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>1. Records about building access are retrieved by name or Cardholder Unique Identifier Number.
</p><p>2. Cardholder information may be retrieved by name, logon ID, or other unique identifier of the individual. <i>Note:
</i> While many Federal agencies utilize the IDMS, USPS will only have access to data on its employees enrolled in the
system (not to any other agency's data).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>All biographic and biometric data collected prior to and during the enrollment process is transmitted to the PIV
IDMS over a private network in an encrypted format. Facilities and equipment are secured by limiting physical access to
the workspace and system, and by requiring an appropriate verification of identity. Where appropriate, this method uses
the PIV card providing up to three factors of authentication. Where necessary, this method also consists of two
components (<i>e.g.,</i> user id + password). Physical security measures are employed to protect enrollment equipment,
facilities, material, and information systems, including locks, ID badges, fire protection, redundant power and climate
control to protect IT equipment. The PIV IDMS sends confirmed enrollment information to the card production facility via
a secure FTP connection. Cards that are not active cannot be used for access to federal facilities. Certifications are
revoked when they are reported lost, stolen, damaged beyond use, or when a cardholder has failed to meet the terms and
conditions of enrollment. Cards will be deactivated upon collection of damaged cards or if the employee no longer
requires a PIV card.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. Building access records are retained according to the policies of the agencies visited.
</p><p>2. Records of computer access privileges and authorization information are retained 5 years after the cardholder is
separated from the Postal Service.
</p><p>Data will be disposed of according to the requirements of National Institute of Standards and Technology (NIST)
Special Publication (SP) 800-88 Guidelines for Media Sanitization. Magnetic media will be degaussed and then
destroyed; paper records will be stored in locked bins, transported securely via bonded courier, and shredded.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>For collection of cardholder information: Chief Postal Inspector, United States Postal Inspection Service, 475
L'Enfant Plaza, SW., Fl 3, Washington, DC 20260.
</p><p>For records relating to the Identity Management System and identification cards: Program Manager, HSPD-12
Managed Service Office, Federal Acquisition Service (FAS), General Services Administration, 10304 Eaton Place Fl 3,
Fairfax, VA 22030.
</p><p>For records of building access to other federal buildings, contact that agency.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Inquiries for records about building access must be addressed to the facility head. Inquiries about access to the
IDMS are to be directed to the Program Manager, Program Manager, HSPD-12 Managed Service Office, Federal
Acquisition Service (FAS), General Services Administration, 10304 Eaton Place Fl 3, Fairfax, VA 22030. Inquiries
regarding collection of cardholder information are to be directed to the Chief Postal Inspector, United States Postal
Inspection Service, 475 L'Enfant Plaza, SW., Fl 3, Washington, DC 20260. Inquiries must include full name, Social
Security Number or Employee Identification Number, and period of employment or residency at the location.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification Procedure and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Employees, subject individuals, former employers, and other systems of records.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>500.100</systemNumber>
<subsection type="systemName">Carrier and Vehicle Operator Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Headquarters; area and district facilities; processing and distribution centers; bulk mail centers; vehicle
maintenance facilities; Post Offices; Integrated Business Solutions Services Centers; Accounting Service Centers;
contractor or licensee locations; and facilities employing persons under a highway vehicle contract.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>1. City letter carriers.
</p><p>2. Current and former USPS employees who operate or maintain USPS-owned or leased vehicles.
</p><p>3. Contract highway vehicle operators.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Carrier information: Records related to city letter carriers, including carrier's name, Social Security
Number, Employee Identification Number, age, postal assignment information, work contact information, finance number(s),
duty location, pay location, route number and work schedule, and effective date of agreement for use of a privately owned
vehicle to transport the mail, if applicable.
</p><p>2. Vehicle operator information: Records of employees' operation or maintenance of USPS-owned or leased vehicles,
including employee name, Social Security Number, Employee Identification Number, age, postal assignment information, work
contact information, finance number(s), duty location, pay location, work schedule, vehicle operation licensing and
driving records, and other records of vehicle operation and maintenance.
</p><p>3. Highway vehicle contract employee information: Records related to contract employee name, Social Security Number,
date and place of birth, address and employment history, driver's license number, and contract assignment information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 403, 404, and 1206.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To reimburse carriers who use privately owned vehicles to transport the mail pursuant to a postmaster
agreement.
</p><p>2. To evaluate delivery and collection operations and to administer these functions.
</p><p>3. To provide local Post Office managers, supervisors, and transportation managers with information to assign routes
and vehicles, and to adjust workload, schedules, and type of equipment operated.
</p><p>4. To determine contract vehicle operator suitability for assignments requiring access to mail.
</p><p>5. To serve as a basis for vehicle operator corrective action and presentation of safe driving awards.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name, Social Security Number, Employee Identification Number, pay location, Postal Service facility name,
route number, or vehicle number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. Route inspection records and minor adjustment worksheets are retained 2 years where inspections or minor
adjustments are made annually or more frequently. Where inspections are made less than annually, records are retained
until a new inspection or minor adjustment, and an additional 2 years thereafter.
</p><p>2. Statistical engineering records are retained 5 years, and may be retained further on a year-to-year basis.
</p><p>3. Agreements for use of a privately-owned vehicle are retained 2 years. Post office copies of payment authorizations
are retained 90 days.
</p><p>4. Records of employees who operate or maintain USPS vehicles are retained 4 years.
</p><p>5. Records of highway vehicle contract employees are retained 1 year after contract expiration or contract employee
termination.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Vice President, Delivery and Post Office Operations, United States Postal Service, 475 L'Enfant Plaza SW.,
Washington, DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Current and former employees, and highway vehicle contract employees, wanting to know if information about them
is maintained in this system of records must address inquiries to the facility head where currently or last employed.
Requests must include full name, Social Security Number or Employee Identification Number, and, where applicable, the
route number and dates of any related agreements or contracts.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Employees; contractors; carrier supervisors; route inspectors; and state motor vehicle departments.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>500.200</systemNumber>
<subsection type="systemName">Controlled Correspondence, FOIA, and Privacy Act Disclosure Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Postmaster General, Government Relations, and Consumer and Industry Affairs offices, Headquarters; Office of the
Inspector General, Law Department, Headquarters and field offices; records custodian offices at USPS Headquarters and
field offices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>1. Individuals who correspond directly with the Office of the Postmaster General.
</p><p>2. Individuals who have written to non-USPS government officials; congressmen and other government officials who write
USPS on behalf of USPS customers, employees, or other individuals; and individuals to whom USPS announcements or
greetings are regularly directed.
</p><p>3. Individuals who submit inquiries and requests for information or records, including under the FOIA.
</p><p>4. Individuals who submit inquiries or requests for information or records, or who contest a record, subject to the
provisions of the Privacy Act and privacy complaints.
</p><p>5. Individuals whose information is covered by a system of records that has been disclosed outside of the Postal
Service.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. <i>Correspondence information:</i> Records related to controlled correspondence including correspondent's
name, address, nature of inquiry, response, and original correspondence. May include referral letters, email
correspondence, internal memoranda, logs/notes of USPS staff and other related material.
</p><p>2. <i>Records Inquiries:</i> Records related to individuals who request information, including under the FOIA or the
Privacy Act, or who request amendment of a record, including name, Social Security Number, date of birth, nature of
inquiry, original correspondence, response, and records from other systems of records compiled in response to the
inquiry. May also include referral letters, email correspondence, internal memoranda, logs/notes of USPS staff and other
related material. These files may also contain information or determinations furnished by and correspondence with other
Federal agencies.
</p><p>3. <i>General Inquiries:</i> Records related to inquiries or complaints concerning Postal Service records including
correspondent's name, address, nature of inquiry, response, and original correspondence. May include referral letters,
email correspondence, internal memoranda, logs/notes of USPS staff and other related material.
</p><p>4. <i>Accounting of disclosure records:</i> The date, nature, and purpose of each disclosure of a Privacy Act covered
record to any person or to another agency and the name and address of the person or agency to whom the disclosure is
made.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 410, and 412. 5 U.S.C. 552, as amended, 5 U.S.C. 552(a).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To maintain correspondence files for persons who communicate with the Office of the Postmaster General, and
correspondence from other government officials.
</p><p>2. To respond to inquiries or complaints concerning Postal Service records and to requests for records and
information, including FOIA and Privacy Act requests, and to comply with FOIA and Privacy Act disclosure accounting and
reporting requirements. The records are also used to facilitate the preparation of statistical and other reports
regarding use of the FOIA.
</p><p>3. To comply with Privacy Act accounting of disclosure requirements.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply. In addition:
</p><p>a. Records may be provided to a federal agency, when that agency may maintain records relevant to a Privacy Act or
FOIA request, for that agency's disclosure determination, or to obtain its assistance on a USPS disclosure determination.
</p><p>b. Records may be provided to the Office of Government Information Services for the purpose of resolving disputes
between FOIA requesters and Federal agencies, including the Postal Service, and reviewing Postal Service policies,
procedures, and compliance in order to recommend policy changes to Congress and the President.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>1. Correspondence records are retrieved by subject category, by the individual's name, or by the name of the
official inquiring on his or her behalf.
</p><p>2. FOIA and Privacy Act disclosure records are retrieved by case number, name of the requester, or the name of the
attorney or agent acting on their behalf.
</p><p>3. Accounting of disclosure records are retrieved by the name of the record's subject.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Correspondence records are retained 4 years. FOIA and Privacy Act-related records are cut off at the end of each
fiscal or calendar year, respectively, and retained 6 years thereafter. Accounting of disclosure records are retained for
five years or the life of the record, whichever is longer, after the disclosure for which the accounting is made. Records
existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media are
destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>For FOIA and Privacy Act requests: General Counsel and Executive Vice President, 475 L'Enfant Plaza SW.,
Washington, DC 20260.
</p><p>For other correspondence in this system: Vice President, Government Relations and Public Policy, United States Postal
Service, 475 L'Enfant Plaza SW., Washington, DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals wanting to know if information about them is maintained in this system of records must address
inquiries to the system manager. Inquiries about Office of the Postmaster General correspondence must include the full
name of the originator, date, and subject of correspondence. Inquiries about other kinds of correspondence must contain
the full name of the originator, the name of the government official to whom written, if applicable, and the date of the
correspondence. Inquiries about FOIA and Privacy Act disclosure accounting records must contain the individual's name, or
that of their agent, and the date of the request.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Individuals who submit correspondence, FOIA, or Privacy Act requests; their counsel or other representative; USPS
officials who prepare responses; and other systems of records.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>Records in this system related to FOIA and Privacy Act inquiries that have been compiled in reasonable
anticipation of a civil action or proceeding are exempt from individual access as permitted by 5 U.S.C. 552a(d)(5). The
USPS has also claimed exemption from certain provisions of the Act for several of its other systems of records at 39 CFR
266.9. To the extent that copies of exempted records from those other systems are incorporated into this system, the
exemptions applicable to the original primary system continue to apply to the incorporated records.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>500.300</systemNumber>
<subsection type="systemName">Emergency Management Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Headquarters and all field postal facilities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>1. USPS employees and other individuals having emergency management responsibilities officially designated by the
Postal Service to mitigate, prepare for, respond to, or recover from any natural disaster or manmade hazard.
</p><p>2. Household member of USPS employees and other individuals having emergency management responsibilities officially
designated by the Postal Service to mitigate, prepare for, respond to, or recover from any natural disaster or manmade
hazard.
</p><p>3. Individuals who are evacuees from postal facilities or who are unaccounted for in the event of a natural disaster
or manmade hazard affecting a postal facility.
</p><p>4. Individuals whose names have been provided to the Postal Service by government agencies or disaster relief
organizations as a result of a disaster or manmade hazard.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Emergency management information: Records related to USPS employees and contractors having officially
designated emergency management responsibilities, including: name; Social Security Number or Employee Identification
Number; date of birth; postal or contract assignment information; home, work, and emergency contact information; duty
location, work schedule; and assigned emergency management devices.
</p><p>2. Medical fitness and surveillance information: Records related to medical documentation such as receipt of
prophylaxis, tests, including determinations of fitness to wear protective equipment, and surveillance for exposure to
hazards.
</p><p>3. Emergency management training information: Records related to specialized training in emergency management of
natural disasters and manmade hazards completed by emergency management personnel.
</p><p>4. Evacuee information: Records of individuals who are impacted by natural disasters or manmade hazard, such as name;
postal assignment information (if USPS employee); home, work, and emergency contact information; home and work address;
location in facility and activities prior to evacuation; route of exit from facility; rallying point; and emergency
medical treatment administered to evacuees.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401 and 410.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To permit collaboration among officially designated individuals who are responsible for mitigation of,
preparation for, response to, and recovery from any natural disaster or manmade hazard involving the Postal Service.
</p><p>2. To satisfy federal requirements for the training, fitness testing, and medical surveillance of individuals in
response to a natural disaster or manmade hazard involving the Postal Service.
</p><p>3. To test for the exposure of individuals to hazards.
</p><p>4. To account for the whereabouts of individuals in response to a natural disaster or manmade hazard at a postal
facility.
</p><p>5. To assess the likelihood of an individual's exposure to a hazard and to contact the individual with important
health-related information.
</p><p>6. To provide information about disaster recovery programs and services to individuals affected by a natural disaster
or manmade hazard.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply. In addition: a. Medical records may be disclosed to an individual's
private treating physician, to medical personnel retained by USPS, and to public health agencies to provide medical
examinations, medications, or treatment to individuals covered by this system of records.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name, Social Security Number, Employee Identification Number, and postal facility name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. Emergency management information and emergency management training information is retained 5 years beyond the
end of the period for which the individual is assigned emergency management responsibilities.
</p><p>2. Medical documentation including fitness and medical surveillance information is retained 30 years from the date of
collection.
</p><p>3. Evacuee information is retained 5 years from the date of collection.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>Vice President, Product Information, United States Postal Service, 475 L'Enfant Plaza SW., Washington, DC 20260.
</p><p>Senior Director, Office of the Postmaster General and CEO, United States Postal Service, 475 L'Enfant Plaza SW.,
Washington, DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Current and former employees and contractors wanting to know if information about them is maintained in this
system of records must address inquiries to the facility head where currently or last employed. Headquarters employees or
contractors must submit inquiries to the chief postal inspector. Requests must include full name, Social Security Number
or Employee Identification Number, and employment or contract dates. Individuals from whom evacuee information may have
been collected must address inquiries to head of the facility from which they were evacuated. Household members of
current or former field employees and other individuals having emergency management responsibilities officially
designated by the Postal Service must address inquiries to the facility head where the postal employee in their household
is currently or was last employed. Household members of current or former Headquarters employees and other individuals
having emergency management responsibilities officially designated by the Postal Service must submit inquiries to the
Chief Postal Inspector.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Employees; contractors; medical staff of the Postal Service; designated contractors; public health agencies;
emergency response agencies, providers, and first responders; individuals who are evacuated in the event of a natural
disaster or manmade hazard; and household members of USPS employees and other individuals having emergency management
responsibilities officially designated by the Postal Service.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>Pursuant to 5 U.S.C. 552a(j) and (k), USPS has established regulations at 39 CFR 266.9 that exempt records in
this system depending on their purpose.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>600.000</systemNumber>
<subsection type="systemName">Legal Records Related to Mail.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Law Department, USPS Headquarters and field offices; Prohibitory Order Processing Center (POPC).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>1. Complainants, respondents, and opposing parties in cases of false representations, lotteries, or nonmailable
matter; prohibitory orders; mail withheld from delivery; and denial or termination of Post Office box or caller service.
</p><p>2. USPS attorneys, attorneys representing parties, subjects of investigations, and postal inspectors involved in such
cases.
</p><p>3. Addressees who request orders prohibiting further mailings to them by mailers of pandering advertisements, and the
mailers against whom such orders are issued.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. False representation, mailability, and lotteries information: Records related to administrative proceedings
and litigation involving false representation, mailability, and lotteries, including names of involved individuals.
</p><p>2. Prohibitory order information: Applications for prohibitory orders, issued orders, applications for order
enforcement, complaints issued to alleged violators, and notices of court action, including names of involved
individuals.
</p><p>3. Withholding of mail information: Records related to the withholding of mail from delivery, including names of
involved individuals.
</p><p>4. Denial or termination of Post Office box or caller service information: Records related to the denial or
termination of a Post Office box or caller service, including names of involved individuals.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 204, 401, 404, and 3001 et seq.; 18 U.S.C. 1301, 1302, 1341, and 1342.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To investigate and enforce USPS statutes about false representations, lotteries, and mailability.
</p><p>2. To process applications for orders prohibiting mailers of pandering advertisements from making further mailings to
the applicants, to determine whether violations of such orders have occurred, and to prevent them.
</p><p>3. To enable representation of USPS in administrative proceedings when customers petition for review of cases in which
USPS has withheld mail from delivery or refused or terminated Post Office box or caller service.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By individual name, USPS docket number, or prohibitory order number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. Records about false representations, lotteries, or nonmailable matter through the mails are retained 20 years.
</p><p>2. Records about prohibitory orders against pandering advertisers are retained 5 years following issuance of order or
last application for enforcement.
</p><p>3. Records about an appeal of withholding of mail are retained 1 year after final disposition of the case.
</p><p>4. Records about refusal to provide, or involuntary termination of, Post Office box or caller service are retained 1
year after final disposition of the case.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>General Counsel and Executive Vice President, United States Postal Service, 475 L'Enfant Plaza, SW., Washington,
DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals wanting to know if information about them is maintained in this system of records must address
inquiries to the system manager, and provide the following information: the full name of the subject individual; and, if
applicable, the names of respondents, appellants, plaintiffs, attorneys or agents; and dates of appeals, filings, or
proceedings.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Subject individuals; their counsel or other representative; postal inspectors; Prohibitory Order Processing
Center personnel; members of the Judicial Officer Department; attorneys for USPS; attorneys for mailers; witnesses; and
postmasters.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>Records in this system that have been compiled in reasonable anticipation of a civil action or proceeding are
exempt from individual access as permitted by 5 U.S.C. 552a(d)(5). The USPS has also claimed exemption from certain
provisions of the Act for several of its other systems of records at 39 CFR 266.9. To the extent that copies of exempted
records from those other systems are incorporated into this system, the exemptions applicable to the original primary
system continue to apply to the incorporated records.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>600.100</systemNumber>
<subsection type="systemName">General Legal Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Law Department, USPS Headquarters and field offices; area and district facilities; Integrated Business Solutions
Services Centers; Tort Claims Center; and Post Offices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>1. Current or former USPS employees who are parties to National Labor Relations Board (NLRB) cases, or on whose
behalf NLRB charges are filed by a collective bargaining representative, and other individuals involved in labor or
employment litigation.
</p><p>2. Individuals who claim to be involved in accidents related to USPS operations and who seek money damages under the
Federal Tort Claims Act.
</p><p>3. Individuals investigated for possible infringement of USPS intellectual property rights, including inventors
seeking patents for devices.
</p><p>4. Individuals involved in other formal administrative proceedings or litigation in which USPS is a party or has an
interest in which information or testimony is sought.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records related to proceedings, including individuals' names, Social Security Numbers, postal assignment
information, work contact information, finance number(s), duty location, pay location, assigned case or docket numbers,
and other details related to the nature of the litigants and litigation subject matter.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 409, 1206, and 1208.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To provide legal advice and representation in NLRB cases, labor or employment litigation, and miscellaneous
civil actions and litigation.
</p><p>2. To consider, settle, or defend against tort claims made under the Federal Tort Claims Act; to support program
management by accident prevention and safety officers; and to provide pertinent information regarding safety, accidents,
and claims to equipment providers and insurers.
</p><p>3. To protect USPS intellectual property and patents.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply. In addition:
</p><p>a. Tort claims records may be disclosed to members of the American Insurance Association Index System; to insurance
companies that have issued policies under which the United States is or may be an (additional) insured; to equipment
manufacturers, suppliers, and their insurers for claims considerations and possible improvement of equipment and
supplies; and in response to a subpoena or other appropriate court order.
</p><p>b. A record may be transferred and information from it disclosed to the Patent and Trademark Office or the Library of
Congress when relevant in any proceeding involving the registration of Postal Service trademarks or issuance of patents.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name of subject individual, litigant, claimant, charging party, or individual on whose behalf a charge has
been filed; case number, docket number, or topic title.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. Labor litigation records are retained 5 years.
</p><p>2. Tort claim files are retained 7 years after final adjudication or other closure. Tort litigation files are retained
5 years after closure.
</p><p>3. Records of investigations of possible infringement of USPS intellectual property rights are retained 25 years after
closure of the case.
</p><p>4. Records of miscellaneous civil actions and administrative proceedings are retained 10 years.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>General Counsel and Executive Vice President, United States Postal Service, 475 L'Enfant Plaza, SW., Washington,
DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals wanting to know if information about them is maintained in this system of records must address
inquiries to the system manager. Inquiries must include full name of litigant, charging party, or individual on whose
behalf a charge has been filed, case number or docket number, if known, and the approximate date the action was
instituted.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Subject individuals; their counsel or other representative; external authorities such as the NLRB, Equal
Employment Opportunity Commission, or Merit System Protection Board; customers; police; postal inspectors; witnesses;
American Insurance Association Index reports; and other systems of records.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>Records in this system that have been compiled in reasonable anticipation of a civil action or proceeding are
exempt from individual access as permitted by 5 U.S.C. 552a(d)(5). The USPS has also claimed exemption from certain
provisions of the Act for several of its other systems of records at 39 CFR 266.9. To the extent that copies of exempted
records from those other systems are incorporated into this system, the exemptions applicable to the original primary
system continue to apply to the incorporated records.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>600.200</systemNumber>
<subsection type="systemName">Privacy Act and FOIA Appeal and Litigation Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Law Department, USPS Headquarters.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals who submit administrative appeals or bring suit against USPS under the provisions of the Privacy Act
of 1974 and/or FOIA.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Names, Social Security Numbers, dates, case numbers, and other information related to individuals and the subject
matter of the appeal and/or litigation.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 409, 410, and 412.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To process appeals, assist in litigation, and comply with reporting requirements related to the Privacy Act and
FOIA.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply. In addition:
</p><p>a. Records may be provided to a federal agency, when that agency may maintain records relevant to a Privacy Act or
FOIA request, for that agency's disclosure determination, or to obtain its assistance on a USPS disclosure determination.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By case number, name of requester, or name of their attorney or agent.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are retained 10 years. Records existing on paper are destroyed by burning, pulping, or shredding. Records
existing on computer storage media are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>General Counsel and Executive Vice President, United States Postal Service, 475 L'Enfant Plaza, SW., Washington,
DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals wanting to know if information about them is maintained in this system of records must address
inquiries to the system manager, and provide the following information: the name of the individual or agent who submitted
the appeal, and the year in which the appeal was made, or, if applicable, the name of the plaintiff in the civil action
and the year in which the civil action was filed.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Subject individuals; their counsel or other representative; USPS officials; other agencies referring requests to
USPS; and other systems of records.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>Records in this system that have been compiled in reasonable anticipation of a civil action or proceeding are
exempt from individual access as permitted by 5 U.S.C. 552a(d)(5). The USPS has also claimed exemption from certain
provisions of the Act for several of its other systems of records at 39 CFR 266.9. To the extent that copies of exempted
records from those other systems are incorporated into this system, the exemptions applicable to the original primary
system continue to apply to the incorporated records.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>600.300</systemNumber>
<subsection type="systemName">Public and Confidential Financial Disclosure Reports.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>USPS Headquarters, Ethics Office.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Employees required to file public or confidential financial disclosure reports, including the postmaster general,
deputy postmaster general, USPS ethical conduct officer, administrative law judges, the Governors of the Postal Service,
and other USPS employees determined by regulation.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
<p>Employees required to file public or confidential financial disclosure reports, including the Postmaster General,
Deputy Postmaster General, USPS Chief Ethics Officer, administrative law judges, the Governors of the Postal Service, and
other USPS employees determined by regulation.
</p><p>1. <i>Public Financial Disclosure Report:</i> Standard Form OGE Form 278 and supplemental statements including the
individual's name, title, work location, employment status, personal financial records, and reports related thereto.
</p><p>2. <i>Executive Branch Personnel Confidential Financial Disclosure Report:</i> Office of Government Ethics. OGE Form
450 and supplemental statements including the individual's name, title, work location, employment status, personal
financial records, and reports related thereto.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 410; and 5 U.S.C. Appendix 4.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To meet the statutory requirements of the Ethics in Government Act with respect to the filing of public and
confidential financial disclosure reports by covered individuals.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply. In addition: a. Records may be disclosed to any source when necessary to
obtain information relevant to a conflict-of-interest investigation or determination.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By individual's name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are retained 6 years. Records existing on paper are destroyed by burning, pulping, or shredding. Records
existing on computer storage media are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Ethics Office, United States Postal Service, 475 L'Enfant Plaza SW., Washington, DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals wanting to know if information about them is maintained in this system of records must address
inquiries as follows: For all OGE Form 450 filers, to the Ethics Office, USPS Headquarters. For field and Headquarters
OGE Form 278 filers, to the system manager.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6. Requests for OGE Form 278
reports must be submitted using OGE Form 201.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Subject individual; their counsel or representative; ethics officials; individuals alleging conflicts of
interest; and persons contacted during any investigation of such allegations.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>600.400</systemNumber>
<subsection type="systemName">Administrative Litigation Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Law Department, USPS Headquarters; area and district facilities; and USPS facilities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>1. Current and former USPS employees involved in MSPB appeals.
</p><p>2. USPS employees and applicants for employment involved in EEO litigation.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records related to individuals involved in MSPB appeals or EEO litigation, including names, Social Security
Numbers, Employee Identification Numbers, work locations, dates, case number, and other information related to the
litigants and the subject matter of the litigation.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401 and 409.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To provide advice and representation to USPS in MSPB appeals and EEO litigation.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name of litigant or case number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>MSPB appeals records are retained 7 years from the date of the last administrative or judicial decision. EEO
litigation records are retained 4 years from the date of the final decision. Records existing on paper are destroyed by
burning, pulping, or shredding. Records existing on computer storage media are destroyed according to the applicable USPS
media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>General Counsel and Executive Vice President, United States Postal Service, 475 L'Enfant Plaza, SW., Washington,
DC 20260.
</p><p>Senior Vice President, General Counsel, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals wanting to know if information about them is maintained in this system of records must address
inquiries to the system manager, and provide full name, case number, if known, and the approximate date the action was
instituted.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Subject employees; counsel or other representatives for parties; and other individuals involved in appeal or
litigation.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>Records in this system that have been compiled in reasonable anticipation of a civil action or proceeding are
exempt from individual access as permitted by 5 U.S.C. 552a(d)(5). The USPS has also claimed exemption from certain
provisions of the Act for several of its other systems of records at 39 CFR 266.9. To the extent that copies of exempted
records from those other systems are incorporated into this system, the exemptions applicable to the original primary
system continue to apply to the incorporated records.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>600.500</systemNumber>
<subsection type="systemName">Judicial Officer Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Judicial Officer Department, USPS Headquarters Library
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>1. Persons identified in proceedings before, and decisions of, the U.S. Postal Service Judicial Officer
Department; including complainants, respondents, petitioners, and disputants and their representatives.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. <i>Initial and Final Decisions Provided for public posting on USPS.com:</i> Initial and Final Decisions that
have been reviewed for inclusion of Social Security Numbers or equivalent non-publicly-available personally identifiable
information and redacted as required before being furnished for posting and public availability on the U.S. Postal
Service public Web site, <i>www.usps.com</i>.
</p><p>2. <i>Judicial Officer Department Administrative Decision-related information:</i> Records related to persons
identified as parties (or their representatives) in published Judicial Officer Administrative Decisions, including name
and such information as: Date of birth, Social Security Number (SSN), Employee Identification Number, organizational and
employee affiliations, work-related and/or personal mailing addresses, email addresses, and phone number(s) as well as
additional identity verification information.
</p><p>3. <i>Judicial Officer Department Administrative Proceedings-related information:</i> Records related to persons
identified as parties (or their representatives) in Judicial Officer proceedings that do not lead to published decisions,
including name and such information as: Date of birth, Social Security Number (SSN), Employee Identification Number,
organizational and employee affiliations, work-related and/or personal mailing addresses, email addresses, and phone
number(s) as well as additional identity verification information; details of circumstances described in the proceedings
documentation, including business names, addresses, activities, and any relevant or explanatory details provided to the
Judicial Officer Department.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 204; 39 CFR parts 951, 952, 953, 954, 957, 958, 959, 960, 961, 962, 963, 964, 965, and 966.
</p><p>Purpose(s):
</p><p>1. To enable USPS Judicial Officer Department Administrative proceedings.
</p><p>2. To make Initial and Final USPS Judicial Officer Department Administrative Decisions available to the public.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1. through 11. apply.
</p><p>a. Initial and Final Judicial Officer Department Administrative Decisions are made available to the public (after
redaction of Social Security Numbers or equivalent non-publicly-available personally identifiable information) on the
U.S. Postal Service public Web site, <i>www.usps.com</i>.
</p><p>b. Records provided in the course of litigation at the request of any party to a pending or completed proceeding are
considered Disclosures Incident to Legal Proceedings.
</p><p>c. Records presented or displayed or otherwise disclosed during the course of a public hearing conducted in connection
with any Judicial Officer Department are considered Disclosures Incident to Legal Proceedings. Requests can be made that
any specifically confidential records be reviewed only in camera and kept under seal.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, and paper. Initial and Final USPS Judicial Officer Department
Administrative Decisions are stored in online formats on USPS.com.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By individual name, USPS docket number; or by USPS designation of applicable 39 U.S.C. Part number; Initial and
Final USPS Judicial Officer Administrative Decisions (after redaction of Social Security Numbers or equivalent non-
publicly-available personally identifiable information) may be retrieved on USPS.com by year, party name, docket number,
or by use of full text searches.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel. Unsupervised access to records is limited to
individuals whose official duties require such access. Computers are protected by mechanical locks, card key systems, or
other physical access control methods. The use of computer systems is regulated with installed security software,
computer logon identifications, and operating system controls including access controls, terminal and transaction
logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. Judicial Officer Department Administrative Proceedings records are retained for 20 years.
</p><p>2. Judicial Officer Initial and Final Administrative Decisions are retained indefinitely.
</p><p>3. Initial and Final Administrative Decisions furnished for posting and public availability on the U.S. Postal Service
public Web site, <i>www.usps.com,</i> are retained indefinitely.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Judicial Officer, United States Postal Service, 2101 Wilson Boulevard, Suite 600, Arlington, VA 22201-3078.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals wanting to know if information about them is maintained in this system of records must address
inquiries to the system manager, and provide the following information: The full name of the subject individual; and, if
applicable and known, the names of complainants, respondents, petitioners, disputants, and/or their representatives, and
the dates of decisions, or proceedings.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification Procedure and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Subject individuals; their counsel or other representatives; postal inspectors; Prohibitory Order Processing
Center personnel; members of the Judicial Officer Department; attorneys for USPS; attorneys for mailers; witnesses;
postmasters; and persons identified in proceedings and decisions of the U.S. Postal Service Judicial Officer Department.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>Records in this system that have been compiled in reasonable anticipation of a civil action or proceeding are
exempt from individual access as permitted by 5 U.S.C. 552a(d)(5). The USPS has also claimed exemption from certain
provisions of the Act for several of its other systems of records at 39 CFR 266.9. To the extent that copies of exempted
records from those other systems are incorporated into this system, the exemptions applicable to the original primary
system continue to apply to the incorporated records.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>700.000</systemNumber>
<subsection type="systemName">Inspection Service Investigative File System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the Chief Postal Inspector, USPS Headquarters; Inspection Service Human Resources Service Center,
Security Investigation Service Center, and Criminal Investigation Service Center; Inspectors-in-Charge.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>1. Subjects of investigations; complainants, informants, witnesses, and other individuals in investigations.
</p><p>2. Applicants, current and former USPS employees, contractors, and other individuals providing information related to
employment suitability checks.
</p><p>3. Applicants for and appointees to sensitive positions in USPS, and individuals providing information related to
security clearance checks on those individuals.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records related to investigations, including person name(s), Social Security Number(s), case number, addresses,
reports of postal inspectors and third parties; physical identifying characteristics (including fingerprints,
voiceprints, handwriting samples, polygraph tests, photographs, or other biometrics); and employment and payroll
information maintained by USPS.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401 and 404; and 18 U.S.C. 3061.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To support investigations of criminal, civil, or administrative matters, including applicant, employee, and
contractor background investigations.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply. In addition:
</p><p>a. A record from this system may be disclosed to the public, news media, trade associations, or organized groups to
provide information of interest to the public about the activities and the accomplishments of USPS or its employees.
</p><p>b. A record relating to a person held in custody pending or during arraignment, trial, sentence, or extradition
proceedings or after conviction may be disseminated to a federal, state, local, or foreign prison, probation, parole, or
pardon authority or to any other agency or individual involved with the maintenance, transportation, or release of such a
person.
</p><p>c. A record relating to a case or matter may be disseminated to a foreign country, through the United States
Department of State or directly to the representative of such country, under an international treaty, convention, or
executive agreement; or to the extent necessary to assist such country in apprehending or returning a fugitive to a
jurisdiction that seeks that individual's return.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name or other personal identifier, subject category, or assigned case number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are retained up to 15 years. Exceptions may be granted for longer retention in specific instances.
Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media are
destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief Postal Inspector, Inspection Service, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC
20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals wanting to know if information about them is maintained in this system of records must address
inquiries to the system manager and include full name, address, and information sufficient to ascertain the investigation
and the individual's involvement.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Subjects, applicants, applicant references, employees, complainants, witnesses, other systems of records, other
government agencies, and external public or private sources.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>Pursuant to 5 U.S.C. 552a(j) and (k), USPS has established regulations at 39 CFR 266.9 that exempt records in
this system depending on their purpose.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>700.100</systemNumber>
<subsection type="systemName">Mail Cover Program Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Chief Postal Inspector, USPS Headquarters; Criminal Investigation Service Center; Inspection Service field
offices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Individuals on whom a mail cover has been duly authorized by USPS to obtain information in the interest of (a)
protecting the national security; (b) locating a fugitive; and (c) obtaining evidence of the commission or attempted
commission of a crime that is punishable by imprisonment for a term exceeding 1 year.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records related to names and addresses of individuals on whom a mail cover is authorized; interoffice memoranda
and materials; and correspondence with other relevant agencies.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401 and 404.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To investigate the commission of, or attempted commission of, acts constituting a crime punishable by law.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By subject individual name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are retained 5 years. Records existing on paper are destroyed by burning, pulping, or shredding. Records
existing on computer storage media are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief Postal Inspector, Inspection Service, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC
20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals wanting to know if information about them is maintained in this system of records must address
inquiries to the system manager. Inquiries must include full name of subject individual, current address, and other
addresses during the previous 5 years.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The requesting authority and postal inspectors.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>Pursuant to 5 U.S.C. 552a(j) and (k), USPS has established regulations at 39 CFR 266.9 that exempt records in
this system depending on their purpose.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>700.200</systemNumber>
<subsection type="systemName">Vehicular Violations Records System.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Inspection Service, USPS Headquarters; and USPS facilities where postal police officers issue vehicular
violations notices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Vehicle operators.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Vehicle operator's and postal police officers' names; operator's state permit and permit number; state vehicle
license number; date, number, and cause of citation; and dates of court appearances.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To regulate traffic and parking on USPS premises.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By the subject individual name or vehicle license number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Vehicular violations records are retained 2 years. Records existing on paper are destroyed by burning, pulping,
or shredding. Records existing on computer storage media are destroyed according to the applicable USPS media
sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief Postal Inspector, Inspection Service, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC
20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals at USPS Headquarters wanting to know if information about them is maintained in this system of
records must address inquiries to: Inspector-in-Charge for Internal Affairs, United States Postal Service, 475 L'Enfant
Plaza, SW., Washington, DC 20260. Individuals at other facilities must address inquiries to the facility's Inspector-in-
Charge.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Vehicle operators; postal police officers; witnesses; state motor vehicle registration bureaus; USPS personnel
offices; USPS parking control officers; prosecutive and judicial officials; and other systems of records.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>700.300</systemNumber>
<subsection type="systemName">Inspector General Investigative Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Office of the Inspector General (OIG), USPS Headquarters; OIG field offices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>1. Present and former USPS employees and applicants for employment, contractors, subcontractors, lessees,
licensees, and other persons who are named individuals in investigations conducted by OIG or who are subjects of security
checks or suitability determinations.
</p><p>2. Complainants and subjects of complaints collected through the operation of the OIG Hotline.
</p><p>3. Other individuals, including witnesses, sources, and members of the general public, who are named individuals in
connection with investigations conducted by OIG.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Records related to OIG investigations, including name(s), Social Security Number(s), assigned case number,
addresses; reports of OIG investigators and third parties; investigative materials; physical identifying characteristics
(including fingerprints, voiceprints, handwriting samples, polygraph tests, photographs, or other biometrics); and
employment, payroll, financial, contractual, and property management records maintained by USPS.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 404; 18 U.S.C. 3061; and 5 U.S.C. Appendix 3.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To support the conduct of OIG investigations.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 9 apply. In addition:
</p><p>a. A record from this system may be disclosed to the public, news media, trade associations, or organized groups to
provide information of interest to the public about the activities and the accomplishments of USPS or its employees.
</p><p>b. A record relating to a person held in custody pending or during arraignment, trial, sentence, or extradition
proceedings or after conviction may be disseminated to a federal, state, local, or foreign prison, probation, parole, or
pardon authority or to any other agency or individual involved with the maintenance, transportation, or release of such a
person.
</p><p>c. A record relating to a case or matter may be disseminated to a foreign country, through the United States
Department of State or directly to the representative of such country, under an international treaty, convention, or
executive agreement; or to the extent necessary to assist such country in apprehending or returning a fugitive to a
jurisdiction that seeks that individual's return.
</p><p>d. Records originating exclusively within this system of records may be disclosed to other Federal offices of
inspector general and councils comprised of officials from other Federal offices of inspector general, as required by the
Inspector General Act of 1978, as amended. The purpose is to ensure that OIG audit and investigative operations can be
subject to integrity and efficiency peer reviews, and to permit other offices of inspector general to investigate and
report on allegations of misconduct by senior OIG officials as directed by a council, the President, or Congress. Records
originating from any other USPS systems of records, which may be duplicated in or incorporated into this system, may also
be disclosed with all personally identifiable information redacted.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name or other personal identifier, subject category, or assigned case number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access
to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer systems is regulated with installed security
software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. Official investigative case files, evidence and custody files, and informant files are retained up to 20
years, or 5 years beyond the sentence of the subject individual, whichever is longer.
</p><p>2. Information reports, investigative analysis reports, confidential fund files, and inspection reports are retained 5
years.
</p><p>3. Proactive project case files and briefing reports are retained 2 years after closeout.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Inspector General, United States Postal Service, 1735 N Lynn Street, Arlington, VA 22209.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Individuals wanting to know if information about them is maintained in this system of records must address
inquiries to the system manager and include full name, address, and information sufficient to ascertain the investigation
and the individual's involvement.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Subjects, applicants, applicant references, employees, complainants, witnesses, other systems of records, other
government agencies, and external public or private sources.
</p></xhtmlContent></subsection>
<subsection type="systemsExempted"><xhtmlContent><p>Pursuant to 5 U.S.C. 552a(j) and (k), USPS has established regulations at 39 CFR 266.9 that exempt records in
this system depending on their purpose.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>800.000</systemNumber>
<subsection type="systemName">Address Change, Mail Forwarding, and Related Services.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>USPS National Customer Support Center (NCSC), Computerized Forwarding System (CFS) sites, Post Offices, USPS
Processing and Distribution Centers, USPS IT Eagan Host Computing Services Center, and contractor sites.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Customers requesting change of address, mail forwarding, or other related services either electronically, in
writing, or via telephone. Customers who are victims of a natural disaster who request mail forwarding services through
the Postal Service or the American Red Cross.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. <i>Customer information:</i> Name, title, signature, customer number, old address, new address, filing date,
email address(es), telephone numbers and other contact information.
</p><p>2. Verification and payment information: Credit and/or debit card number, type, and expiration date; or date of birth
and driver's state and license number; information for identity verification; and billing information. Customers who are
victims of a natural disaster who request mail forwarding service electronically may be required to provide date of birth
for verification if credit and/or debit card information is unavailable.
</p><p>3. Demographic information: designation as individual/family/business.
</p><p>4. Customer preferences: Permanent or temporary move; mail forwarding instructions; service requests and responses.
</p><p>5. Customer inquiries and comments: Description of service requests and responses.
</p><p>6. <i>Records from service providers</i> for identity verification.
</p><p>7. Online user information: Internet Protocol (IP) address, domain name, operating system versions, browser version,
date and time of connection, and geographic location.
</p><p>8. Protective Orders.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401(2), 403, and 404(a)(1).
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To provide mail forwarding and change of address services, including local community information, and move
related advertisements.
</p><p>2. To provide address correction services.
</p><p>3. To provide address information to the American Red Cross or other disaster relief organization about a customer who
has been relocated because of disaster.
</p><p>4. To support investigations related to law enforcement for fraudulent transactions.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 7, 10, and 11 apply. In addition:
</p><p>a. Disclosure upon request. The new address of a specific business or organization that has filed a permanent change-
of-address order may be furnished to any individual on request. (<b>Note:</b>  The new address of an individual or family
will not be furnished pursuant to this routine use, unless authorized by one of the standard routine uses listed above or
one of the specific routine uses listed below.) If a domestic violence shelter has filed a letter on official letterhead
from a domestic violence coalition stating (i) that such domestic violence coalition meets the requirements of 42 U.S.C.
10410 and (ii) that the organization filing the change of address is a domestic violence shelter, the new address shall
not be released except pursuant to routine use d, e, or f pursuant to the order of a court of competent jurisdiction.</p>
<p>b. Disclosure for Address Correction. Disclosure of any customer's new permanent address may be made to a mailer, only
if the mailer is in possession of the name and old address: From the National Change-of-Address Linkage
(NCOA Link) file if the mailer is seeking corrected addresses for a mailing list; from the Computerized
Forwarding System (CFS), from the Postal Automated Redirection System (PARS) if a mailpiece is undeliverable as
addressed, or from the Locatable Address Conversion System if an address designation has been changed or assigned. Copies
of change-of-address orders may not be furnished. In the event of a disaster or manmade hazard, temporary address changes
may be disclosed to a mailer when, in the sole determination of the Postal Service, such disclosure serves the primary
interest of the customer, for example, to enable a mailer to send medicines directly to the customer's temporary address,
and only if the mailer is in possession of the customer's name and permanent address. If a domestic violence shelter has
filed a letter on official letterhead from a domestic violence coalition stating (i) that such domestic violence
coalition meets the requirements of 42 U.S.C. 10410 and (ii) that the organization filing the change of address is a
domestic violence shelter, the new address shall not be released except pursuant to routine use d, e, or f pursuant to
the order of a court of competent jurisdiction.</p>
<p>c. Disclosure for Voter Registration. Any customer's permanent change of address may be disclosed to a duly formed
election board or registration commission using permanent voter registration. Copies of change of address orders may be
furnished.
</p><p>d. Disclosure to Government Agency. Any customer's permanent or temporary change of address information may be
disclosed to a federal, state, or local government agency upon prior written certification that the information is
required for the performance of its duties. A copy of the change of address order may be furnished. Name and address
information may be disclosed to government planning authorities, or firms under contract with those authorities, if an
address designation has been changed or assigned.
</p><p>e. Disclosure to Law Enforcement Agency. Any customer's permanent or temporary change of address information may be
disclosed to a law enforcement agency, for oral requests made through the Postal Inspection Service, but only after the
Postal Inspection Service has confirmed that the information is needed for a criminal investigation. A copy of the change
of address order may be furnished.
</p><p>f. Disclosure for Service of Process. Any customer's permanent or temporary change of address information may be
disclosed to a person empowered by law to serve legal process, or the attorney for a party in whose behalf service will
be made, or a party who is acting pro se, upon receipt of written information that meets prescribed certification
requirements. Disclosure will be limited to the address of the specifically identified individual (not other family
members or individuals whose names may also appear on the change of address order). A copy of the change of address order
may not be furnished.
</p><p>g. Disclosure for Jury Service. Any customer's change of address information may be disclosed to a jury commission or
other court official, such as a judge or court clerk, for purpose of jury service. A copy of the change of address order
may be furnished.
</p><p>h. Disclosure at Customer's Request. If the customer elects, change of address information may be disclosed to
government agencies or other entities.
</p><p>i. Disclosure to a disaster relief organization. Any customer's permanent or temporary change of address may be
disclosed to the American Red Cross or other disaster relief organizations, if that address has been impacted by disaster
or manmade hazard.
</p><p>All routine uses are subject to the following exception: Information concerning an individual who has filed an
appropriate protective court order with the postmaster/CFS manager will not be disclosed under any routine use except
pursuant to the order of a court of competent jurisdiction.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Records generated from the source document are recorded on the Forwarding Control System file server and on tapes
at CFS units. Electronic change-of-address records and related service records are also stored on disk and/or magnetic
tape in a secured environment. Change-of-address records are consolidated in a national change-of-address (NCOA) file at
the USPS IT Eagan Host Computing Services Center. Selected extracts of NCOA are provided in the secure data format
represented by the NCOA Link product to a limited number of firms under contract or license agreement with
USPS.</p>
<p>For those delivery units under Postal Automated Redirection System (PARS), images of the change of address orders are
maintained electronically in the Change of Address Reporting System (COARS) database. The physical COA is filed in the
CFS unit by the date processed.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Records are retrieved by the following methods:
</p><p>For paper records: By name, address, date, and ZIP Code.
</p><p>For electronic records: By name, address, date, ZIP Code, and customer number for electronic change of
address and related service records; by name, address, and email address for customer service records.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge.
</p><p>Access to records is limited to individuals whose official duties require such access. Contractors and licensees are
subject to contract controls and unannounced on-site audits and inspections.
</p><p>Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of
computer systems is regulated with installed security software, computer logon identifications, and operating system
controls including access controls, terminal and transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. National change of address and mail forwarding records are retained 4 years from the effective date.
</p><p>2. Delivery units access COA records from the Change-Of-Address Reporting System (COARS) database, which retains 2
years of information from the COA effective date. The physical change-of-address order is retained in the CFS unit for 30
days if it was scanned, or 18 months if it was manually entered into the national database.
</p><p>3. Online user information may be retained for 12 months. Records existing on paper are destroyed by shredding.
Records existing on computer storage media are destroyed according to the applicable USPS media sanitization practice.
</p><p>Records existing on paper are destroyed by shredding. Records existing on computer storage media are destroyed
according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Vice President, Product Information, United States Postal Service, 475 L'Enfant Plaza SW., Washington, DC 20260.
</p><p>Vice President, Delivery and Post Office Operations, United States Postal Service, 475 L'Enfant Plaza SW., Washington,
DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Customers wanting to know if information about them is maintained in this system of records should address
inquiries to their local postmaster. Inquiries should contain full name, address, effective date of change order, route
number (if known), and ZIP Code. Customers wanting to know if information about them is also maintained in the NCOA File
should address such inquiries to: Manager, NCOA, National Customer Support Center, United States Postal Service, 6060
Primacy Parkway, Memphis, TN 38188.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification Procedure and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Customers, personnel, contractors, service providers, and for call center operations, commercially available
sources of names, addresses, and telephone numbers. For emergency change-of-addresses only, commercially available
sources of names, previous addresses, and dates of birth. For alternative authentication, sources of names, previous and
new addresses, dates of birth, and driver's state and license number.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>800.100</systemNumber>
<subsection type="systemName">Address Matching for Mail Processing.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Computer Operations Service Center; Engineering; Processing and Distribution Centers; and contractor site(s).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>USPS customers, including individual and business customers.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>Names and mailing addresses of individuals and businesses.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 403, and 404.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To improve the speed, accuracy, and certainty of mail delivery.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 6 and 11 apply. In addition:
</p><p>a. A mailpiece containing a barcode that is encoded with the address, but not name, of a customer derived from this
system may be disclosed to a mailer if the Postal Service is unable to deliver the mailpiece, and returns it to the
mailer as part of a requested return service.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated databases, electronic and computer storage media, with names and addresses stored separately.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>Retrieval is accomplished by a computer-based system, using one or more of the following elements: name, ZIP
Code(s), street name, primary number, secondary number, delivery point, and/or carrier route identification.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>The name and address database is obtained from a commercial vendor under strict contract and security controls.
The database is maintained separately from USPS databases. Name data and address data within the commercial database are
also stored separate from each other. In field deployment, name and address data are stored in an encrypted fashion. The
database is not be commingled with any agency records or databases, and is not to be used to update any agency record or
database. No information is provided from the USPS into the commercial database or back to the vendor.
</p><p>The database only operates on secure systems. Electronic transmissions of records are protected by encryption and
access authorization codes. Records are kept on computers in controlled-access areas, with access limited to authorized
personnel. Computers are protected by a cipher lock system, card key system, or other physical access control methods.
The use of computer systems is regulated with installed security software, computer logon identifications, and operating
system controls including access controls, terminal and use identifications, and file management. Contractors are subject
to contract controls regarding security, as well as security compliance reviews.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>The database will be maintained until 90 days after termination of the contract or program, and then destroyed.
During contract performance, the database is replaced by the vendor in its entirety no less frequently than every 90
days. To destroy the replaced version, the Postal Service employs sanitization procedures that ensure the complete
destruction of information as specified by its information security policies.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Vice President, Engineering Systems, United States Postal Service, 8403 Lee Highway, Merrifield, VA 22082.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Customers waiting to know if information about them is kept in this system of records must address inquiries in
writing to the Manager, Letter Mail Technology, 8403 Lee Highway, Merrifield, VA 22082.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and the Postal Service
Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification Procedure and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Commercially available source of names and mailing addresses.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>800.200</systemNumber>
<subsection type="systemName">Address Element Correction Enhanced Service (AECES).
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>USPS National Customer Support Center (NCSC).
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Customers whose corrected addresses are maintained to avoid repetitive correction by USPS personnel.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Customer information: name, incorrect address, and correct address.
</p><p>2. Delivery information: reason mail cannot be delivered to an address.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 403, and 404.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>To provide address element correction services to increase the rate of properly addressed mail and improve
delivery service to customers.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 7, 10, and 11 apply. In addition:
</p><p>a. Disclosure of a customer's corrected address or reason for nondelivery may be made to a mailer only if the mailer
is in possession of the customer's address which contains a minor error.
</p><p>All routine uses are subject to the following exception: A record concerning an individual who has filed an
appropriate protective court order with the postmaster/CFS Manager will not be disclosed under any routine use except
pursuant to the order of a court of competent jurisdiction.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated databases.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name, correct or incorrect address, or by Secure Hash Algorithm 1 technique, which is a combination of name
and incorrect address.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge.
</p><p>Access to records is limited to individuals whose official duties require such access. Contractors and licensees are
subject to contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks,
card key systems, or other physical access control methods. The use of computer systems is regulated with installed
security software, computer logon identifications, and operating system controls including access controls, terminal and
transaction logging, and file management software.
</p><p>Computer applications operate on a secure data communications network used exclusively by the Postal Service.
</p><p>Secure hash algorithm 1 (SHA-1) encryption is used for the stored representation of an Update File of name and
incorrect address records. The Update File is not commingled with any other agency records or databases.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. Records pending correction are retained no longer than 104 days.
</p><p>2. Records in the Update File are retained 7 years from the last affirmative match.
</p><p>Records existing on paper are disposed of or destroyed. Records existing on computer storage media are destroyed
according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Vice President, Product Information, United States Postal Service, 475 L'Enfant Plaza SW., Washington, DC 20260.
</p><p>Vice President, Delivery and Post Office Operations, United States Postal Service, 475 L'Enfant Plaza SW., Washington,
DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Customers wanting to know if information about them is maintained in this system of records should address
inquiries to: Manager, National Customer Support Center, United States Postal Service, 6060 Primacy Parkway, Memphis, TN
38188. Inquiries should include full name, address, and ZIP Code. All known representations of incorrect name and/or
address must be submitted in order to retrieve data to provide to the customer.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification Procedure and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>USPS employees and mailers.

</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>810.100</systemNumber>
<subsection type="systemName">www.usps.com Registration.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Computer Operations Service Centers.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Customers who register via the USPS Web site at <i>http://www.usps.com.</i>
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. <i>Customer information:</i> Name; customer ID(s); company name; job title and role; home, business, and
billing address; home and business phone and fax number; e-mail; URL; and Automated Clearing House (ACH) information.
</p><p>2. <i>Identity verification information:</i> Question, answer, username, user ID, and password.
</p><p>3. <i>Business-specific information:</i> Business type and location, business IDs, annual revenue, number of
employees, industry, nonprofit rate status, product usage information, annual and/or monthly shipping budget, payment
method and information, planned use of product, and age of Web site.
</p><p>4. <i>Customer preferences:</i> Preferences to receive USPS marketing information, preferences to receive marketing
information from USPS partners, preferred means of contact, preferred email language and format, preferred on-screen
viewing language, product and/or service marketing preference.
</p><p>5. <i>Customer feedback:</i> Method of referral to Web site.
</p><p>6. <i>Registration information:</i> Date of registration.
</p><p>7. <i>Online user Information:</i> Internet Protocol (IP) address, domain name, operating system versions, browser
version, date and time of connection, and geographic location.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 403, and 404.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To provide online registration with single sign on services for customers.
</p><p>2. To obtain accurate contact information in order to deliver requested products, services, and other material.
</p><p>3. To authenticate customer logon information for <i>http://www.usps.com.</i>
</p><p>4. To permit customer feedback in order to improve <i>http://www.usps.com</i> or USPS products and services.
</p><p>5. To enhance understanding and fulfillment of customer needs.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 7, 10, and 11 apply.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By customer name, customer ID(s), phone number, or mail or e-mail address.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge.
</p><p>Access to records is limited to individuals whose official duties require such access. Contractors and licensees are
subject to contract controls and unannounced on-site audits and inspections.
</p><p>Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of
computer systems is regulated with installed security software, computer logon identifications, and operating system
controls including access controls, terminal and transaction logging, and file management software. Online data
transmissions are protected by encryption.
</p><p>For small business registration, computer storage tapes and disks are maintained in controlled-access areas or under
general scrutiny of program personnel. Access is controlled by logon ID and password as authorized by the Marketing
organization via secure Web site. Online data transmissions are protected by encryption.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. ACH records are retained up to 2 years.
</p><p>2. Records stored in the registration database are retained until the customer cancels the profile record, 3 years
after the customer last accesses records, or until the relationship ends.
</p><p>3. For small business registration, records are retained 5 years after the relationship ends.
</p><p>4. Online user information may be retained for 6 months.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief Marketing/Sales Officer and Executive Vice President, United States Postal Service, 475 L'Enfant Plaza SW.,
Washington, DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Customers wanting to know if information about them is maintained in this system of records must address
inquiries in writing to the system manager. Inquiries must contain name, address, and other identifying information.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification Procedure and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Customers.

</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>810.200</systemNumber>
<subsection type="systemName">http://www.usps.com Ordering, Payment, and Fulfillment.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>Computer Operations Service Centers.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Customers who place orders and/or make payment for USPS products and services through <i>http://www.usps.com.</i>
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. <i>Customer information:</i> Name, customer ID(s), phone and/or fax number, mail address and e-mail address.
</p><p>2. <i>Payment information:</i> Credit and/or debit card number, type, and expiration date, billing information, ACH
information.
</p><p>3. <i>Shipping and transaction information:</i> Product and/or service ID numbers, descriptions, value, date, postage
and fees, and prices; name and address(es) of recipients; order number and delivery status; electronic address lists;
electronic documents or images; job number; and applicable citation or legend required by the Foreign Trade Regulations.
</p><p>4. Claims submitted for lost or damaged merchandise.
</p><p>5. <i>Online user information:</i> Internet Protocol (IP) address, domain name, operating system versions, browser
version, date and time of connection, and geographic location.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 403, 404, 407; 13 U.S.C. 301-307; 50 U.S.C. 1702.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To fulfill orders for USPS products and services.
</p><p>2. To promote increased use of the mail by providing electronic document preparation and mailing services for
customers.
</p><p>3. To provide shipping supplies and services, including return receipts and labels.
</p><p>4. To provide recurring ordering and payment services for products and services.
</p><p>5. To support investigations related to law enforcement for fraudulent financial transactions.
</p><p>6. To satisfy reporting requirements for customs and export control purposes.
</p><p>7. To satisfy statistical reporting requirements for foreign trade.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Records may be disclosed to the Office of Foreign Assets Control, the Bureau of Industry and Security, and other
government authorities charged with enforcing export control laws, rules, and policies, including 50 U.S.C. 1702.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated databases, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By customer name, customer ID(s), phone number, mail or e-mail address, or job number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge.
</p><p>Access to records is limited to individuals whose official duties require such access. Contractors and licensees are
subject to contract controls and unannounced on-site audits and inspections.
</p><p>Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of
computer systems is regulated with installed security software, computer logon identifications, and operating system
controls including access controls, terminal and transaction logging, and file management software.
</p><p>Online data transmission is protected by encryption, dedicated lines, and authorized access codes. For shipping
supplies, data is protected within a stand-alone system within a controlled-access facility.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>1. Records related to mailing online and online tracking and/or confirmation services supporting a customer order are
retained for up to 30 days from completion of fulfillment of the order, unless retained longer by request of the
customer. Records related to shipping services and domestic and international labels are retained up to 90 days. Delivery
Confirmation and return receipt records are retained for 6 months. Signature Confirmation records are retained for 1
year. ACH records are retained for up to 2 years.
</p><p>2. Customs declaration records stored in electronic data systems are retained 5 years, and then purged according to
the requirement of domestic and foreign customs services. Other hard-copy customs declaration records are retained 30
days. Other customer records are retained for 3 years after the customer relationship ends.
</p><p>3. Other records related to shipping services and domestic and international labels are retained up to 90 days.
</p><p>4.Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage
media are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief Marketing/Sales Officer and Executive Vice President, United States Postal Service, 475 L'Enfant Plaza SW.,
Washington, DC 20260.
</p></xhtmlContent></subsection>
	<subsection type="notificationProcedure"><xhtmlContent><p>Customers wanting to know if information about them is maintained in this system of records must address
inquiries in writing to the system manager. Inquiries must contain name, address, customer ID(s), and order number, if
known.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification Procedure and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Customers.

</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>810.300</systemNumber>
<subsection type="systemName">Offline Registration, Payment, and Fulfillment.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>USPS Marketing Headquarters; Integrated Business Solutions Services Centers; Philatelic Fulfillment Service
Center; area and district facilities; Post Offices; and contractor sites.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Customers who register for USPS programs, place orders and/or make payment for USPS products and services via
offline means.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Customer information: Name, customer ID(s), company name, job title, home, business, and billing address(es),
phone number(s), fax number(s), e-mail, URL, verification question and answer, username, and password.
</p><p>2. Payment information: Credit and/or debit card number, type, and expiration date; billing name and address; check;
money order, ACH information.
</p><p>3. Shipping information: Product and/or service ID number, name and address of recipient.
</p><p>4. Customer preferences: Preferences to receive USPS marketing information, preferences to receive marketing
information from USPS partners, preferred contact media, preferred e-mail format, product and/or service marketing
preference.
</p><p>5. Customer feedback: Method of referral.
</p><p>6. Order processing: Inquiries on status of orders; claims submitted for defective merchandise; lists of individuals
who have submitted bad checks.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 403, and 404.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To provide offline registration services for customers.
</p><p>2. To fulfill requests for USPS products, services, and other materials.
</p><p>3. To authenticate customer information and permit customer feedback.
</p><p>4. To operate recurring ordering and payment services for products and services.
</p><p>5. To enhance understanding and fulfillment of customer needs.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 7, 10, and 11 apply.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated databases, computer storage media, and paper forms.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By customer name, customer ID(s), phone number, mail or e-mail address, or order number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge.
</p><p>Access to records is limited to individuals whose official duties require such access. Contractors and licensees are
subject to contract controls and unannounced on-site audits and inspections.
</p><p>Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of
computer systems is regulated with installed security software, computer logon identifications, and operating system
controls including access controls, terminal and transaction logging, and file management software.
</p><p>Online data transmission is protected by encryption, dedicated lines, and authorized access codes. For shipping
supplies, data is protected within a stand-alone system within a controlled-access facility.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. ACH records are retained up to 2 years.
</p><p>2. Other records are retained up to 3 years after the customer relationship ends.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>President and Chief Marketing/Sales Officer, United States Postal Service, 475 L'Enfant Plaza, SW., Washington,
DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Customers wanting to know if information about them is maintained in this system of records must address
inquiries in writing to the system manager. Inquiries must contain name, address, and other identifying information.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification Procedure and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Customers and, for call center operations, commercially available sources of names, addresses, and telephone
numbers.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>820.100</systemNumber>
<subsection type="systemName">Mailer Services--Applications and Approvals.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>USPS Headquarters; Integrated Business Solutions Services Centers; National Customer Support Center (NCSC);
district facilities; detached mailing units; and facilities that access USPS computers.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Customers who apply for mail management and tracking products or services.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Customer information: Applicant and key contacts name, mail and e-mail address, phone number, fax number,
customer ID(s), job title and/or role, employment status, company name, location, industry, monthly shipping budget,
annual revenue, payment information, ACH information.
</p><p>2. Customer or product identification and authentication: User and manager customer ID(s) and/or passwords; customer
signature, date, last four digits of Social Security Number (SSN); USPS site; security personnel name, signature, date,
telephone number, and last four digits of SSN; USPS location information; D-U-N-S [supreg] Number;
postage meter numbers; permit numbers; POSTNET code; mailer ID(s); publication name(s) and ID(s); and name(s) of
authorized users.
</p><p>3. Mail practices and delivery information: Type of mailing equipment and/or containers used, mail preparation
information, drop shipment sites and codes, compatibility with mailing automation equipment, presort options and tests,
frequency of mailings, mail volume, primary type of mailing, destination information, use of contracted mail services,
names and addresses of contractors and advertisers, publication name(s) and ID(s), and appointment times.
</p><p>4. Technical information: Hardware, software, and equipment names, types, versions, and specifications; media
preferences; mail site specifications.
</p><p>5. Product usage and payment information: Package volumes, package weights, product ordered, quantity ordered, billing
information, products used, ordered date, inventory date, and usage measure dates.
</p><p>6. Customer feedback: Method of referral.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 403, and 404.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To provide application services for mail management and tracking products and services.
</p><p>2. To authenticate applicant information, assign computer logon IDs, and qualify and assist users.
</p><p>3. To provide product and/or service updates, service, and support.
</p><p>4. To collect accurate technical data to ensure the proper operation of electronic data transmission and software.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 7, 10, and 11 apply.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By customer name, customer ID(s), or logon ID.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge.
</p><p>Access to records is limited to individuals whose official duties require such access. Contractors and licensees are
subject to contract controls and unannounced on-site audits and inspections.
</p><p>Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of
computer systems is regulated with installed security software, computer logon identifications, and operating system
controls including access controls, terminal and transaction logging, and file management software. Online data
transmissions are protected by encryption.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. Logon records are retained 1 year after computer access.
</p><p>2. ACH records are retained up to 2 years.
</p><p>3. Security access records are retained 2 years after computer access privileges are cancelled.
</p><p>4. Other customer records are retained 4 years after the customer relationship ends.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>President and Chief Marketing/Sales Officer, United States Postal Service, 475 L'Enfant Plaza, SW., Washington,
DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Customers wanting to know if information about them is maintained in this system of records must address
inquiries in writing to the system manager. Inquiries should contain name, customer ID(s), if any, and/or logon ID.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification Procedure and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Customers.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>820.200</systemNumber>
<subsection type="systemName">Mail Management and Tracking Activity.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>USPS Headquarters; Integrated Business Solutions Services Centers; and Mail Transportation Equipment Service
Centers.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Customers who use USPS mail management and tracking services.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Customer information: Customer or contact name, mail and email address(es), title or role, phone number(s),
and cellphone carrier.
</p><p>2. Identification information: Customer ID(s), last four digits of Social Security Number (SSN), D-U-N
-S Number; mailer and mailing ID, advertiser name/ID, username, and password.
</p><p>3. Data on mailings: Paper and electronic data on mailings, including postage statement data (such as volume, class,
rate, postage amount, date and time of delivery, mailpiece count), destination of mailing, delivery status, mailing
problems, presort information, reply mailpiece information, container label numbers, package label, Special Services
label, article number, and permit numbers.
</p><p>4. Payment information: Credit and/or debit card number, type, and expiration date; ACH information.
</p><p>5. Customer preference data: Hold mail begin and end date, redelivery date, delivery options, shipping and pickup
preferences, drop ship codes, comments and instructions, mailing frequency, preferred delivery dates, and preferred means
of contact.
</p><p>6. Product usage information: Special Services label and article number.
</p><p>7. Mail Images: Images of mail pieces captured during normal mail processing operations.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 403, and 404.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To provide mail acceptance, induction, and scheduling services.
</p><p>2. To fulfill orders for mail transportation equipment.
</p><p>3. To provide customers with information about the status of mailings within the USPS network or other carrier
networks.
</p><p>4. To provide business mailers with information about the status of mailings within the USPS mail processing network.
</p><p>5. To help mailers identify performance issues regarding their mail.
</p><p>6. To provide delivery units with information needed to fulfill requests for mail redelivery and hold mail service at
the address and for the dates specified by the customer.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 7, 10, and 11 apply.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated databases, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By customer name, customer ID(s), logon ID, mailing address(es), 11-digit ZIP Code, or any Intelligent Mail
Barcode.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge.
</p><p>Access to records is limited to individuals whose official duties require such access. Contractors and licensees are
subject to contract controls and unannounced on-site audits and inspections.
</p><p>Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of
computer systems is regulated with installed security software, computer logon identifications, and operating system
controls including access controls, terminal and transaction logging, and file management software. Online data
transmissions are protected by encryption.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. CONFIRM records are retained for up to 30 days.
</p><p>2. Records related to ePubWatch, Confirmation Services and hold mail services are retained for up to 1 year.
</p><p>3. Special Services and drop ship records are retained 2 years.
</p><p>4. ACH records are retained up to 2 years.
</p><p>5. Mailpiece images will be retained up to 3 days.
</p><p>6. Other records are retained 4 years after the relationship ends.
</p><p>7. USPS and other carrier network tracking records are retained for up to 30 days for mail and up to 90 days for
packages and special services.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief Marketing/Sales Officer and Executive Vice President, United States Postal Service, 475 L'Enfant Plaza SW.,
Washington, DC 20260.
</p><p>Vice President, Mail Entry and Payment Technology, United States Postal Service, 475 L'Enfant Plaza SW., Washington,
DC 20260.
</p><p>President, Digital Solutions, United States Postal Service, 475 L'Enfant Plaza SW., Washington, DC 20260.
</p><p>Chief Information Officer, United States Postal Service, 475 L'Enfant Plaza SW., Washington, DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Customers wanting to know if information about them is maintained in this system of records must address
inquiries in writing to the system manager. Inquiries should contain name, customer ID(s), if any, and/or logon ID.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification Procedure and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Customers and, for call center operations, commercially available sources of names, addresses, and telephone
numbers.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>830.000</systemNumber>
<subsection type="systemName">Customer Service and Correspondence.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>USPS Consumer and Industry Affairs, Headquarters; Integrated Business Solutions Services Centers; the National
Customer Support Center (NCSC); districts, Post Offices, contractor sites; and detached mailing units at customer sites.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>This system contains records relating to customers who contact customer service by online and offline channels.
This includes customers making inquiries via email, 1-800-ASK-USPS, other toll-free contact centers, or
the Business Service Network (BSN), as well as customers with product-specific service or support issues.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Customer information: Customer and key contact name, mail and e-mail address, phone and/or fax number;
customer ID(s); title, role, and employment status; company name, location, type and URL; vendor and/or contractor
information.
</p><p>2. Identity verification information: Last four digits of Social Security Number (SSN), username and/or password, D
-U-N-S Number, mailer ID number, publisher ID number, security level and clearances, and business
customer number.
</p><p>3. Product and/or service use information: Product and/or service type, product numbers, technology specifications,
quantity ordered, logon and product use dates and times, case number, pickup number, article number, and ticket number.
</p><p>4. Payment information: Credit and/or debit card number, type, and expiration date; billing information; checks, money
orders, or other payment method.
</p><p>5. Customer preferences: Drop ship sites and media preference.
</p><p>6. Service inquiries and correspondence: Contact history; nature of inquiry, dates and times, comments, status,
resolution, and USPS personnel involved.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 403, and 404.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To enable review and response services for customer inquiries and concerns regarding USPS and its products and
services.
</p><p>2. To ensure that customer accounts and needs are attended to in a timely manner.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 7, 10, and 11 apply.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated databases, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By customer name, customer ID(s), mail or e-mail address, phone number, customer account number, case number,
article number, pickup number, and last four digits of SSN, ZIP Code, or other customer identifier.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge.
</p><p>Access to records is limited to individuals whose official duties require such access. Contractors and licensees are
subject to contract controls and unannounced on-site audits and inspections.
</p><p>Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of
computer systems is regulated with installed security software, computer logon identifications, and operating system
controls including access controls, terminal and transaction logging, and file management software. Online data
transmissions are protected by encryption.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. Customer care records for usps.com products are retained 90 days.
</p><p>2. Records related to 1-800-ASK-USPS, Delivery Confirmation service, Special Services, and international call
centers are retained 1 year.
</p><p>3. Customer complaint letters are retained 6 months and automated complaint records are retained 3 years.
</p><p>4. Business Service Network records are retained 5 years.
</p><p>5. Other records are retained 2 years after resolution of the inquiry.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Vice President, Consumer and Industry Affairs, United States Postal Service, 475 L'Enfant Plaza SW., Washington,
DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Customers wanting to know if information about them is maintained in this system of records must address
inquiries to the system manager in writing. Inquiries should include name, address, and other identifying information.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification Procedure and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Customers and, for call center operations, commercially available sources of names, addresses, and telephone
numbers.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>840.000</systemNumber>
<subsection type="systemName">Customer Mailing and Delivery Instructions.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>USPS Headquarters, Prohibitory Order Processing Center, districts, Integrated Business Solutions Services
Centers, and Post Offices.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>1. Customers requesting delivery of mail through an agent and the agent to whom the mail is to be delivered.
</p><p>2. Customers who are visually or physically disabled and unable to use or read conventionally printed materials and
who are receiving postage-free matter in their delivery areas.
</p><p>3. Customers whose mailboxes do not comply with USPS standards and regulations.
</p><p>4. Customers who elect to have their names and addresses, or the name and address of their children under 19 years of
age or a deceased spouse, placed on the list of individuals who do not want mailed to them sexually oriented
advertisements (SOAs) or pandering advertisements.
</p><p>5. Rural route customers.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Customer information: Name, address, phone number, customer ID(s), signature, application number, names and
birth dates of children under 19; reports of mailbox irregularities and date; postmaster signature.
</p><p>2. Verification information: Photocopies of IDs, customer name, address, signature, statement from competent authority
as being visually or physically impaired from being able to use or read conventional reading matter.
</p><p>3. Agency information: Agent name, address, signature, and phone number.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 403, 404, 3008, 3010, and 3403.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To provide for efficient and secure mail delivery services.
</p><p>2. To permit authorized delivery of mail to the addressee's agent.
</p><p>3. To enable the efficient processing of mail for visually or physically disabled customers.
</p><p>4. To protect customers from mail fraud and identity theft.
</p><p>5. To maintain a list of addressees that do not want SOA material mailed to them, available for mailers to comply with
statutory requirements; and to maintain records as necessary to provide protections requested by an addressee against
individual mailers under the Pandering Advertisement statutes.
</p><p>6. To assist rural carrier leave replacements who might be unfamiliar with assigned route and box numbers of rural
route customers.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 7, 10, and 11 apply. In addition:
</p><p>a. Information may be disclosed for the purpose of identifying an address as an address of an agent to whom mail is
delivered on behalf of other persons. This routine use does not authorize the disclosure of the identities of persons on
behalf of whom agents receive mail.
</p><p>All routine uses are subject to the following exception: Information concerning an individual who has filed an
appropriate protective court order with the postmaster will not be disclosed under any of the general routine uses except
pursuant to the order of a court of competent jurisdiction.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated databases, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By customer name, address, and application number, or by customer ID(s).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge.
</p><p>Access to records is limited to individuals whose official duties require such access. Contractors and licensees are
subject to contract controls and unannounced on-site audits and inspections.
</p><p>Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of
computer systems is regulated with installed security software, computer logon identifications, and operating system
controls including access controls, terminal and transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. Records related to customer requests not to have mailed to them SOAs or pandering advertisements are retained
up to 5 years after request.
</p><p>2. Other records are retained 1 year from the date the customer relocates, cancels an order, corrects a cited mailbox
irregularity, or terminates the special instruction.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>For SOA and pandering advertisement prohibitory orders: Vice President, Pricing, United States Postal Service,
475 L'Enfant Plaza SW., Washington, DC 20260.
</p><p>For other delivery records: Vice President, Delivery and Post Office Operations, United States Postal Service, 475
L'Enfant Plaza SW., Washington, DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Customers wanting to know if information about them is maintained in this system pertaining to mail delivery by
agents, noncompliant mailboxes, with regard to free matter for the visually disabled, or pertaining to rural routes must
address inquiries to their local postmasters. Customers should include name, address, and other identifying information.
</p><p>Customers wanting to know if information about them is maintained in this system pertaining to requests not to have
mailed to them SOAs and pandering advertisements must address inquiries to the system manager. Customers should include
name, address, application number, and the date of filing, if applicable.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification Procedure and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Customers; cosigners of the request for delivery of mail through an agent; medical personnel or other competent
authorities; and USPS personnel.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>850.000</systemNumber>
<subsection type="systemName">Auction Files.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>USPS Mail Recovery Center.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Customers who participate in or request information about USPS auctions.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Customer information: Name, customer ID(s), mail and e-mail address, and phone number.
</p><p>2. Payment information: Credit and/or debit card number, type, and expiration date; check; or money order.
</p><p>3. Customer feedback: Means of referral.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 403, and 404.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To maintain a list of names and addresses of customers participating in or requesting information about
auctions.
</p><p>2. To accurately process delivery and payment.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 7, 10, and 11 apply.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated databases, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By customer name, customer ID(s), or other identifier.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge.
</p><p>Access to records is limited to individuals whose official duties require such access.
</p><p>Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of
computer systems is regulated with installed security software, computer logon identifications, and operating system
controls including access controls, terminal and transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>Records are retained up to 1 year. Records existing on paper are destroyed by burning, pulping, or shredding.
Records existing on computer storage media are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Vice President, Supply Management, United States Postal Service, 475 L'Enfant Plaza SW., Washington, DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Customers wanting to know if information about them is maintained in this system must address inquiries to the
system manager. Inquiries must contain full name, address, and other identifying information.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification Procedure and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Customers.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>860.000</systemNumber>
<subsection type="systemName">Financial Transactions.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>USPS Headquarters; Integrated Business Solutions Services Centers; Accounting Service Centers; anti-money
laundering support group; and contractor sites.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>1. Customers who use online payment or funds transfer services.
</p><p>2. Customers who file claims or make inquiries related to online payment services, funds transfers, money orders, and
stored-value cards.
</p><p>3. Customers who purchase funds transfers or stored-value cards in an amount of $1000 or more per day, or money orders
in an amount of $3000 or more per day, or who purchase or redeem any such services in a manner requiring collection of
information as potential suspicious activities under anti-money laundering requirements. Recipients of funds transfers
and the beneficiaries of funds from money orders totaling $10,000 in 1 day.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. <i>Customer information:</i> Name, customer ID(s), mail and e-mail address, telephone number, occupation, type
of business, and customer history.
</p><p>2. <i>Identity verification information:</i> Date of birth, username and/or ID, password, Social Security Number (SSN)
or tax ID number, and driver's license number (or other type of ID if driver's license is not available, such as Alien
Registration Number, Passport Number, Military ID, Tax ID Number).
</p><p>(Note:</p><p>For online payment services, SSNs are collected, but not retained, in order to verify ID.)
</p><p>3. <i>Billers registered for online payment services:</i> Biller name and contact information, bill detail, and bill
summaries.
</p><p>4. <i>Transaction information:</i> Name, address, and phone number of purchaser, payee, and biller; amount, date, and
location; credit and/or debit card number, type, and expiration; sales, refunds, and fees; type of service selected and
status; sender and recipient bank account and routing number; bill detail and summaries; transaction number, serial
number, and/or reference number or other identifying number, pay out agent name and address; type of payment, currency,
and exchange rate; Post Office information such as location, phone number, and terminal; employee ID numbers, license
number and state, and employee comments.
</p><p>5. <i>Information to determine credit worthiness:</i> Period at current residence, previous address, and period of
time with same phone number.
</p><p>6. <i>Information related to claims and inquiries:</i> Name, address, phone number, signature, SSN, location where
product was purchased, date of issue, amount, serial number, and claim number.
</p><p>7. <i>Online user information:</i> Internet Protocol (IP) address, domain name, operating system versions, browser
version, date and time of connection, and geographic location.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 403, and 404; 31 U.S.C. 5318, 5325, 5331, and 7701.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To provide financial products and services.
</p><p>2. To respond to inquiries and claims related to financial products and services.
</p><p>3. To fulfill requirements of anti-money laundering statutes and regulations.
</p><p>4. To support investigations related to law enforcement for fraudulent financial transactions.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 7, 10, and 11 apply. Legally required disclosures to agencies for law enforcement
purposes include disclosures of information relating to money orders, funds transfers, and stored-value cards as required
by anti-money laundering statutes and regulations.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, microfiche, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>For online payment and funds transfer services, information is retrieved by customer name, customer ID(s),
transaction number, or address.
</p><p>Claim information is retrieved by name of purchaser or payee, claim number, serial number, transaction number, check
number, customer ID(s), or ZIP Code.
</p><p>Information related to anti-money laundering is retrieved by customer name; SSN; alien registration, passport, or
driver's license number; serial number; transaction number; ZIP Code; transaction date; data entry operator number; and
employee comments.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge.
</p><p>Access to records is limited to individuals whose official duties require such access. Contractors and licensees are
subject to contract controls and unannounced on-site audits and inspections.
</p><p>Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of
computer systems is regulated with installed security software, computer logon identifications, and operating system
controls including access controls, terminal and transaction logging, and file management software. Online data
transmissions are protected by encryption.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. Summary records, including bill due date, bill amount, biller information, biller representation of account
number, and the various status indicators, are retained 2 years from the date of processing.
</p><p>2. For funds transfers, transaction records are retained 3 years.
</p><p>3. Records related to claims are retained up to 3 years from date of final action on the claim.
</p><p>4. Forms related to fulfillment of anti-money laundering requirements are retained 5 years from the end of the
calendar quarter in which they were created.
</p><p>5. Related automated records are retained the same 5-year period and purged from the system quarterly after the date
of creation.
</p><p>6. Enrollment records related to online payment services are retained 7 years after the subscriber's account ceases to
be active or the service is cancelled.
</p><p>7. Account banking records, including payment history, Demand Deposit Account (DDA) number, and routing number, are
retained 7 years from the date of processing.
</p><p>8. Online user information may be retained for 6 months.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding.
</p><p>Records existing on computer storage media are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief Financial Officer and Executive Vice President, 475 L'Enfant Plaza, SW., Washington DC 20260.
</p><p>Chief Marketing Officer and Executive Vice President, United States Postal Service, 475 L'Enfant Plaza, SW.,
Washington, DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>For online payment services, funds transfers, and stored-value cards, individuals wanting to know if information
about them is maintained in this system must address inquiries in writing to the Chief Marketing Officer. Inquiries must
contain name, address, and other identifying information, as well as the transaction number for funds transfers.
</p><p>For money order claims and anti-money laundering documentation, inquiries should be addressed to the Chief Financial
Officer. Inquiries must include name, address, or other identifying information of the purchaser (such as driver's
license, Alien Registration Number, Passport Number, etc.), and serial or transaction number. Information collected for
anti-money laundering purposes will only be provided in accordance with Federal anti-money laundering laws and
regulations.
</p></xhtmlContent></subsection>
	<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification Procedure and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Customers, recipients, financial institutions, and USPS employees.
</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent><p>USPS has established regulations at 39 CFR 266.9 that exempt information contained in this system of records from
various provisions of the Privacy Act in order to conform to the prohibition in the Bank Secrecy Act, 31 U.S.C. 5318(g)
(2), against notification of the individual that a suspicious transaction has been reported.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>870.100</systemNumber>
<subsection type="systemName">Trust Funds and Transaction Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>USPS Headquarters Marketing; Integrated Business Solutions Services Centers; district offices; Post Offices; and
detached mailing units.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Customers who are users of trust fund payment accounts.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Customer information: Customer and key contact name, mail and e-mail address, phone and fax number(s); D
-U-N-S Number; customer ID(s), taxpayer ID number.
</p><p>2. Transactional information: Permit authorizations and numbers, postage paid, postage class transaction dates,
volume, weight, and revenue of mailing, postage indicium created, estimated annual postage, percent by mailing type, type
of user, mailing data files including USPS location where the mail was entered.
</p><p>3. Information necessary for processing electronic payments: Bank name, contact name, bank address and telephone
number, bank account number, bank transit ABA number, voided check, credit and/or debit card number, type, and expiration
date; ACH information.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 403, and 404.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To establish and maintain trust fund accounts and process payments.
</p><p>2. To ensure revenue protection.
</p><p>3. To provide information and updates to users of these accounts.
</p><p>4. To enhance understanding and fulfillment of customer needs.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 7, 10, and 11 apply.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated database, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By customer name or customer ID(s), account number, and/or address.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge.
</p><p>Access to records is limited to individuals whose official duties require such access. Contractors and licensees are
subject to contract controls and unannounced on-site audits and inspections.
</p><p>Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of
computer systems is regulated with installed security software, computer logon identifications, and operating system
controls including access controls, terminal and transaction logging, and file management software. Online data
transmissions are protected by encryption.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. ACH records are retained up to 2 years.
</p><p>2. Other records in this system are retained up to 4 years after the relationship ends.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>President and Chief Marketing/Sales Officer, United States Postal Service, 475 L'Enfant Plaza, SW., Washington,
DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>To access Permit records, customers must make a written request to their local postmaster. Correspondence must
include name, address, account number, company name, mailing location, and a clear description of the issue.
</p><p>To access all other records, customers must make a written request to the system manager. Correspondence must include
name, address, account numbers, and other identifying information.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification Procedure and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Customers.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>870.200</systemNumber>
<subsection type="systemName">Postage Meter and PC Postage Customer Data and Transaction Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>USPS Headquarters Marketing, USPS facilities, Integrated Business Solutions Services Centers, and partner
locations.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Postage evidencing system users.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Customer information: Contact name, address, and telephone number; company name; and change of address
information.
</p><p>2. Identification information: Customer ID(s), date of device installation, device ID number, device model number, and
certificate serial number.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 403, and 404.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To enable responsible administration of postage evidencing system activities.
</p><p>2. To enhance understanding and fulfillment of customer needs.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 7, 10, and 11 apply. In addition:
</p><p>a. The name and address of an authorized user of a postage meter or PC Postage product (postage evidencing systems),
printing a specified indicium will be furnished to any person provided the user is using the postage meter or PC Postage
product for business purposes.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated databases, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By customer name and by numeric file of postage evidencing systems ID number, or by customer ID(s).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge.
</p><p>Access to records is limited to individuals whose official duties require such access. Contractors and licensees are
subject to contract controls and unannounced on-site audits and inspections.
</p><p>Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of
computer systems is regulated with installed security software, computer logon identifications, and operating system
controls including access controls, terminal and transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. ACH records are retained up to 2 years. Records of payment are retained up to 7 years.
</p><p>2. Other records in this system are retained up to 4 years after a customer ceases using a postage evidencing system.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Vice President, Mail Entry and Payment Technology, United States Postal Service, 475 L'Enfant Plaza, SW.,
Washington, DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Customers wanting to know if information about them is maintained in this system of records must address inquires
in writing to: Manager, Payment Technology, United States Postal Service, 475 L'Enfant Plaza SW., Washington, DC 20260.
</p><p>Inquiries should include the individual's name and customer ID.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification Procedure and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Customers; authorized service providers of postage evidencing systems; and USPS personnel.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>880.000</systemNumber>
<subsection type="systemName">Post Office and Retail Services.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>USPS Headquarters, Consumer and Industry Affairs; Integrated Business Solutions Services Centers; Accounting
Service Centers; and USPS facilities, including Post Offices and contractor locations.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>1. Customers who apply for or purchase products and services at Post Offices, online, or at other retail sites.
This includes products and services related to passports, Post Office boxes, caller services, and self-service equipment.
</p><p>2. Senders and recipients of Extra Services.
</p><p>3. Authorized users of Post Office boxes and caller services.
</p><p>4. Customers with inquiries or claims relating to Extra Services.
</p><p>5. Customers requesting delivery of mail to alternate locations.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Customer information: Name, customer ID(s), customer Personal Identification Numbers (PINs), company name,
phone number, mail and e-mail address, record of payment, passport applications and a description of passport services
rendered, Post Office box and caller service numbers.
</p><p>2. Identity verification and biometric information: Driver's license; two forms of ID; signature; photographic image
via self-service equipment; fingerprints, date of birth, and Social Security Numbers (SSNs) as required for passports by
the State Department.
</p><p>3. Recipient information: Name, address, and signature.
</p><p>4. Names and addresses of persons authorized to access a Post Office box or caller service.
</p><p>5. Claim and inquiry information: Mailer and addressee name, mail and e-mail address, and phone number; claimant
signature; claim or inquiry description, number, and status.
</p><p>6. Payment information: Credit and/or debit card number, type, and expiration date.
</p><p>7. Product information: Article number and class/services purchased.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 403, 404, 407, 411; 22 U.S.C. 214; 31 U.S.C. 7701.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To enable customers to apply for and purchase nonfinancial products and services at Post Offices and other
retail locations.
</p><p>2. To ensure accurate and secure mail delivery.
</p><p>3. To respond to inquiries and claims related to Extra Services.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 7, 10, and 11 apply. In addition:
</p><p>a. Disclosure of boxholder applicant name/address and the names of other persons listed as receiving mail on PS Form
1093, Application for Post Office Box or Caller Service, may be made to a federal, state, or local government agency upon
prior written certification that the information is required for the performance of its duties. A copy of PS Form 1093
may be furnished.
</p><p>b. Disclosure of boxholder applicant name/address may be made to a person empowered to serve legal process, or the
attorney for a party in whose behalf service will be made, or a party who is acting pro se, on receipt of written
information that meets prescribed certification requirements. A copy of PS Form 1093 will not be furnished.
</p><p>c. Disclosure of boxholder applicant name/address and the names of other persons listed as receiving mail on PS Form
1093 may be made, on prior written certification from a foreign government agency citing the relevance of the information
to an indication of a violation or potential violation of law and its responsibility for investigating or prosecuting
such violation, and only if the address is (a) outside the United States and its territories, and (b) within the
territorial boundaries of the requesting foreign government. A copy of PS Form 1093 may be furnished.
</p><p>All routine uses are subject to the following exception: Information concerning an individual who has filed an
appropriate protective court order with the postmaster will not be disclosed under any routine use except pursuant to the
order of a court of competent jurisdiction.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated databases, computer storage media, and digital and paper files.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By name, customer ID(s), phone number, mail or e-mail address, or transaction or article number.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge.
</p><p>Access to records is limited to individuals whose official duties require such access. Contractors and licensees are
subject to contract controls and unannounced on-site audits and inspections.
</p><p>Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of
computer systems is regulated with installed security software, computer logon identifications, and operating system
controls including access controls, terminal and transaction logging, and file management software. Online data
transmissions are protected by encryption.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>1. Passport applications are mailed on the day of acceptance with fees and documentation. Records related to passports
are retained 2 years.
</p><p>2. Records related to Extra Services for domestic and international Express Mail items are retained up to 1 year.
</p><p>3. Domestic and international Extra Services records are retained 2 years. Records relating to Post Office boxes and
caller services are retained up to 2 years after the customer relationship ends.
</p><p>4. Records collected via self-service equipment are retained up to 2 years.
</p><p>5. Records related to credit and/or debit card transactions are retained 2 years.
</p><p>6. Records related to inquiries and claims are retained 3 years from final action on the claim.
</p><p>7. Records related to retail transactions are retained up to 5 years.
</p><p>Records existing on paper are destroyed by shredding. Records existing on computer storage media are destroyed
according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>President and Chief Marketing/Sales Officer, United States Postal Service, 475 L'Enfant Plaza, SW., Washington,
DC 20260.
</p><p>Vice President, Delivery and Post Office Operations, United States Postal Service, 475 L'Enfant Plaza, SW.,
Washington, DC 20260.
</p><p>Vice President, Global Business, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>For Extra Services, information can be obtained from the facility where the service was obtained, or can be
accessed on <i>http://www.usps.com.</i> Inquiries should include name, date of mailing, and article number. For domestic
or international Extra Services claims, customers can write a letter, including name, date of claim, and claim number, to
Accounting Services, P.O. Box 80143 (for domestic claims) or P.O. Box 80146 (for international claims), St. Louis, MO,
63180, or can call 1-866-974-2733. For international inquiries, customers can call 1-800-
222-1811.
</p><p><b>Note:</b>For passports, inquiries are best directed to the Department of State, which maintains the original
case file.</p>
<p>For Special Services, information can be obtained from the facility where the service was obtained, or can be accessed
on www.usps.com. Inquiries should include name, date of mailing, and article number. For Special Services claims,
customers can write a letter, including name, date of claim, and claim number, to the head of the facility where the
claim was filed, or can call 888-601-9328.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification Procedure and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Customers.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>890.000</systemNumber>
<subsection type="systemName">Sales, Marketing, Events, and Publications.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>USPS Headquarters Marketing and Public Policy; Integrated Business Solutions Services Centers; National Customer
Service Center; Area and District USPS facilities; Post Offices; and contractor sites.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Customers who interact with USPS sales personnel, respond to direct marketing messages, request publications,
respond to contests and surveys, and attend USPS events.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Customer information: Customer and key contacts' names, mail and e-mail addresses, phone, fax and pager
numbers; job descriptions, titles, and roles; other names and e-mails provided by customers.
</p><p>2. Identifying information: Customer ID(s), D-U-N-S Numbers, USPS account numbers, meter numbers,
and signatures.
</p><p>3. Business specific information: Firm name, size, and years in business; number of employees; sales and revenue
information; business sites and locations; URLs; company age; industrial classification numbers; use of USPS and
competitors products and services; types of customers served; customer equipment and services; advertising agency and
spending; names of USPS employees serving the firm; and calls made.
</p><p>4. Information specific to companies that act as suppliers to USPS: Contract start and end dates, contract award
number, contract value, products and/or services sold under contract.
</p><p>5. Information provided by customers as part of a survey or contest.
</p><p>6. Payment information: Credit and/or debit card number, type, expiration date, and check information; and ACH
information.
</p><p>7. Event information: Name of event; role at event; itinerary; and membership in a PCC.
</p><p>8. Customer preferences: Preferences for badge name and accommodations.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 403, 404.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To understand the needs of customers and improve USPS sales and marketing efforts.
</p><p>2. To provide appropriate materials and publications to customers.
</p><p>3. To conduct registration for USPS and related events.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 7, 10, and 11 apply.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated databases, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>For sales, events, and publications, information is retrieved by customer name or customer ID(s), mail or e-mail
address, and phone number.
</p><p>For direct marketing, information is retrieved by Standard Industry Code (SIC) or North American Industry
Classification System (NAISC) number, and company name.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge.
</p><p>Access to records is limited to individuals whose official duties require such access. Contractors and licensees are
subject to contract controls and unannounced on-site audits and inspections.
</p><p>Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of
computer systems is regulated with installed security software, computer logon identifications, and operating system
controls including access controls, terminal and transaction logging, and file management software. Online data
transmission is protected by encryption.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. Records relating to organizations and publication mailing lists are retained until the customer ceases to
participate.
</p><p>2. ACH records are retained up to 2 years. Records relating to direct marketing, advertising, and promotions are
retained 5 years.
</p><p>3. Other records are retained 3 years after the relationship ends.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>President and Chief Marketing/Sales Officer, United States Postal Service, 475 L'Enfant Plaza, SW., Washington,
DC 20260.
</p><p>Vice President, Consumer and Industry Affairs, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC
20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>For information pertaining to sales, inquiries should be addressed to: Office of Sales Performance Assessment,
475 L'Enfant Plaza, SW., Washington, DC 20260.
</p><p>Customers wanting to know if other information about them is maintained in this system of records must address
inquiries in writing to the President and Chief Marketing/Sales Officer, and include their name and address.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification Procedure and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Customers, USPS personnel, and list providers.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>900.000</systemNumber>
<subsection type="systemName">International Services.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>USPS Headquarters, Integrated Business Solutions Services Centers, and USPS facilities.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Customers shipping to or from international locations.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Customer information: Customer name, customer ID(s), customer signature, and contact information.
</p><p>2. Name and address of senders and addressees.
</p><p>3. Information pertaining to mailings: Contents, order number, volume, destination, weight, origin, value, date,
postage and fees, type of mailing, and applicable citation or legend required by the Foreign Trade Regulations.
</p><p>4. Customer barcode scan data.
</p><p>5. Company name; contact name, title, and phone and fax number; mail and e-mail address; after-hours contact name and
phone number; Tax ID number; Permit account number; and CAPS account number.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 403, 404, 407; 13 U.S.C. 301-307; 50 U.S.C. 1702.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To provide international mailings and business services.
</p><p>2. To provide USPS scan data to customers for mail tracking purposes.
</p><p>3. To support customized mail agreements with international customers.
</p><p>4. To satisfy reporting requirements for customs and export control purposes.
</p><p>5. To satisfy statistical reporting requirements for foreign trade.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 7, 10, and 11 apply.
</p><p>a. Customs declaration records may be disclosed to domestic and foreign customs officials pursuant to Section 343(a)
of the Trade Act of 2002, Public Law 107-210, and international agreements or regulations.
</p><p>b. Records may be disclosed to the Office of Foreign Assets Control, the Bureau of Industry and Security, and other
government authorities charged with enforcing export control laws, rules, and policies, including 50 U.S.C. 1702.
</p><p>c. Customs declaration records may be disclosed to the U.S. Census Bureau for export statistical purposes pursuant to
13 U.S.C. 301-307.
</p><p>Storage:</p>
<p>Automated databases, computer storage media, and digital and paper files.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By customer name(s) or address(es) (sender or recipient), ID number(s), and barcode tracking number(s).
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge.
</p><p>Access to records is limited to individuals whose official duties require such access. Contractors and licensees are
subject to contract controls and unannounced on-site audits and inspections.
</p><p>Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of
computer systems is regulated with installed security software, computer logon identifications, and operating system
controls including access controls, terminal and transaction logging, and file management software.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. Customs declaration records stored in electronic data systems are retained 5 years, and then purged according
to the requirements of domestic and foreign customs services.
</p><p>2. Other customs declaration records are retained 30 days.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Vice President, Global Business, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>Customers wanting to know if other information about them is maintained in this system of records must address
inquiries in writing to the system manager, and include their name and address.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification Procedure and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Customers and USPS personnel.
</p></xhtmlContent></subsection></section>
<section id="usps" toc="yes">
<systemNumber>910.000</systemNumber>
<subsection type="systemName">Identity and Document Verification Services.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>USPS Marketing, Headquarters; Integrated Business Solutions Services Centers; and contractor sites.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>Customers who apply for identity and document verification services.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>1. Customer information: Name, address, customer ID(s), telephone number, mail and e-mail address, date of birth,
place of birth, company name, title, role, and employment status.
</p><p>2. Names and contact information of users who are authorized to have access to data.
</p><p>3. Verification and payment information: Credit and/or debit card information or other account number, government
issued ID type and number, verification question and answer, and payment confirmation code. (Note: Social Security Number
(SSN) and credit and/or debit card information are collected, but not stored, in order to verify ID.)
</p><p>4. Biometric information including fingerprint, photograph, height, weight, and iris scans. (Note: Information may be
collected, secured, and returned to customer or third parties at the direction of the customer, but not stored.)
</p><p>5. Digital certificate information: Customer's public key(s), certificate serial numbers, distinguished name,
effective dates of authorized certificates, certificate algorithm, date of revocation or expiration of certificate, and
USPS-authorized digital signature.
</p><p>6. Transaction information: Clerk signature; transaction type, date and time, location, source of transaction; product
use and inquiries.
</p><p>7. Electronic information related to encrypted or hashed documents.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>39 U.S.C. 401, 403, and 404.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>1. To provide services related to identity and document verification services.
</p><p>2. To issue and manage public key certificates, user registration, email addresses, and/or electronic postmarks.
</p><p>3. To provide secure mailing services.
</p><p>4. To protect business and personal communications.
</p><p>5. To enhance personal identity and privacy protections.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>Standard routine uses 1 through 7, 10, and 11 apply.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:</p>
<p>Automated databases, computer storage media, and paper.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>By customer name, customer ID(s), distinguished name, certificate serial number, receipt number, and transaction
date.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Paper records, computers, and computer storage media are located in controlled-access areas under supervision of
program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge.
</p><p>Access to records is limited to individuals whose official duties require such access. Contractors and licensees are
subject to contract controls and unannounced on-site audits and inspections.
</p><p>Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of
computer systems is regulated with installed security software, computer logon identifications, and operating system
controls including access controls, terminal and transaction logging, and file management software.
</p><p>Key pairs are protected against cryptanalysis by encrypting the private key and by using a shared secret algorithm to
protect the encryption key, and the certificate authority key is stored in a separate, tamperproof, hardware device.
Activities are audited, and archived information is protected from corruption, deletion, and modification.
</p><p>For authentication services and electronic postmark, electronic data is transmitted via secure socket layer (SSL)
encryption to a secured data center. Computer media are stored within a secured, locked room within the facility. Access
to the database is limited to the system administrator, database administrator, and designated support personnel. Paper
forms are stored within a secured area within locked cabinets.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>1. Records related to Pending Public Key Certificate Application Files are added as received to an electronic
database, moved to the authorized certificate file when they are updated with the required data, and records not updated
within 90 days from the date of receipt are destroyed.
</p><p>2. Records related to the Public Key Certificate Directory are retained in an electronic database, are consistently
updated, and records are destroyed as they are superseded or deleted.
</p><p>3. Records related to the Authorized Public Key Certificate Master File are retained in an electronic database for the
life of the authorized certificate.
</p><p>4. When the certificate is revoked, it is moved to the certificate revocation file.
</p><p>5. The Public Key Certificate Revocation List is cut off at the end of each calendar year and records are retained 30
years from the date of cutoff. Records may be retained longer with customer consent or request.
</p><p>6. Other records in this system are retained 7 years, unless retained longer by request of the customer.
</p><p>Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media
are destroyed according to the applicable USPS media sanitization practice.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>President and Chief Marketing/Sales Officer, United States Postal Service, 475 L'Enfant Plaza, SW., Washington,
DC 20260.
</p></xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent><p>For authentication services, electronic postmarks, and digital certificates, inquiries should be addressed to:
Manager, Business Development and Identity Protection Services, United States Postal Service, 475 L'Enfant Plaza, SW.,
Room 5806, Washington, DC 20260.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act
regulations regarding access to records and verification of identity under 39 CFR 266.6.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>See Notification Procedure and Record Access Procedures above.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>Customers.</p></xhtmlContent></subsection>
</section>
<previousPubs id="systems" toc="yes">
<title>Systems of Records Published Between January 3, 2012 and December 31, 2013</title>
</previousPubs>
<regulations id="reg" toc="yes">
<regulationsTitle number="39">
<heading>Postal Service</heading>
<regulationsChapter number="I">
<heading> United States Postal Service </heading>
<regulationsPart number="262">
<heading> RECORDS AND INFORMATION MANAGEMENT DEFINITIONS </heading>
<xhtmlContent>
<p>Sec.
</p>
<p>262.1 Purpose and scope.
</p>
<p>262.2 Officials.
</p>
<p>262.3 Information.
</p>
<p>262.4 Records.
</p>
<p>262.5 Systems (Privacy).
</p>
<p>262.6 Retention and disposal.
</p>
<p>262.7 Non-records.
</p>
<p><b>Authority:</b> 5 U.S.C. 552, 552a; 39 U.S.C. 401.
</p>
<p><b>Source:</b> 49 FR 30693, Aug. 1, 1984, unless otherwise noted.
</p>
<p><b>&#167; 262.1 Purpose and scope.
</b></p>
<p>This part contains the official definition of those basic records and information management terms that are
frequently used throughout Postal Service regulations and directives.
</p>
<p><b>&#167; 262.2 Officials.
</b></p>
<p>(a) <i>Chief Privacy Officer.</i> The Chief Privacy Officer (CPO) is responsible for the issuance of policy on
the protection of privacy and the release of Postal Service records with the power to authorize the disclosure of such
records and to delegate or take appropriate action if that policy is not adhered to or if questions of interpretation or
procedure arise. The CPO directs the activities of the Privacy Office and the Records Office.
</p>
<p>(b) <i>Manager, Records Office.</i> The Manager, Records Office, manages the Records Office, and is responsible for
establishing procedures and guidelines to ensure that record management practices are in compliance with the Privacy Act
and FOIA. The Manager, Records Office, may also delegate or take appropriate action if policies are not adhered to or if
questions of interpretation or procedures arise.
</p>
<p>(c) <i>Records Custodian.</i> The postmaster or other head of a facility such as an area vice president, district
manager, or head of a postal installation or department who maintains Postal Service records. Vice presidents are the
custodians of records maintained at Headquarters. Senior medical personnel are the custodians of restricted medical
records maintained within postal facilities.
</p>
<p>(d) <i>Information System Executive.</i> The Postal Service official who prescribes the existence of and the policies
for an information system; usually this is a Vice President.
</p>
<p>(e) <i>Records Office.</i> The Records Office is responsible for the issuance of policy on the maintenance and
disposition of Postal Service records and information, and to delegate or take appropriate action if such policy is not
adhered to or if questions of interpretation or procedure arise.
</p>
<p>[49 FR 30693, Aug. 1, 1984, as amended at 51 FR 26385, July 23, 1986; 60 FR 57344, Nov. 15, 1995; 63 FR 6481, Feb. 9,
1998; 64 FR 41290, July 30, 1999; 68 FR 56558, Oct. 1, 2003]
</p>
<p><b>&#167; 262.3 Information.
</b></p>
<p>Data combined with the knowledge of its context and having the potential to serve a Postal Service use.
</p>
<p>(a) <i>Sensitive information.</i> Information which has been identified by the USPS as <i>restricted</i> or <i>
critical</i>.
</p>
<p>(1) <i>Critical information.</i> Information that must be available in order that the Postal Service effectively
perform its mission and meet legally assigned responsibilities; and for which special precautions are taken to ensure its
accuracy, relevance, timeliness and completeness. This information, if lost, would cause significant financial loss,
inconvenience or delay in performance of the USPS mission.
</p>
<p>(2) <i>Restricted information.</i> Information that has limitations placed upon both its access within the Postal
Service and disclosure outside the Postal Service consistent with the Privacy and Freedom of Information Acts.
</p>
<p>(i) <i>Restricted mandatory.</i> Information that has limitations upon its internal access and that may be disclosed
<i>only</i> in accordance with an Executive Order, public law, or other Federal statute and their supporting postal
regulations.
</p>
<p>(ii) <i>Restricted discretionary.</i> Information that has limitations upon its internal access and that <i>may</i> be
withheld from external disclosure solely in accordance with postal regulations, consistent with the Freedom of
Information Act.
</p>
<p>(b) <i>Classified information (National Security).</i> Information about the national defense and foreign relations of
the United States that has been determined under Executive Order 12356 to require protection against unauthorized
disclosure and has been so designated.
</p>
<p><b>&#167; 262.4 Records.
</b></p>
<p>Recorded information, regardless of media, format, or physical characteristics, including electronic data,
developed or received by the Postal Service in connection with the transaction of its business and retained in its
custody; for machine-readable records, a collection of logically related data treated as a unit.
</p>
<p>(a) <i>Permanent record.</i> A record determined by the Records Office or the National Archives and Records
Administration as having sufficient historical or other value to warrant continued preservation. (All other records are
considered temporary and must be scheduled for disposal.)
</p>
<p>(b) <i>Corporate records.</i> Those records series that are designated by the Records Office as containing information
of legal, audit, obligatory or archival value about events and transactions of interest to the entire corporate body of
the Postal Service. Corporate records are distinguished from operational records, which have value only in their day-to-
day use, and from precedential files, which have value only as examples.
</p>
<p>(c) <i>Active record.</i> A record that contains information used for conducting current business.
</p>
<p>(d) <i>Inactive record.</i> A record that contains information which is not used for conducting current business, but
for which the retention period has not yet expired.
</p>
<p>(e) <i>Vital records.</i> Certain records which must be available in the event of a national emergency in order to
ensure the continuity of Postal Service operations and the preservation of the rights and interests of the Postal
Service, its employees, contractors and customers. There are two types of vital records: Emergency Operating Records and
Rights and Interests Records.
</p>
<p>(1) <i>Emergency operating records.</i> Certain vital records necessary to support essential functions of the Postal
Service during and immediately following a national emergency.
</p>
<p>(2) <i>Rights and interest records.</i> Certain vital records maintained to ensure the preservation of the rights and
interests of the Postal Service, its employees, contractors and customers.
</p>
<p>[49 FR 30693, Aug. 1, 1984, as amended at 51 FR 26385, July 23, 1986; 60 FR 57344, Nov. 15, 1995; 63 FR 6481, Feb. 9,
1998; 64 FR 41290, July 30, 1999; 68 FR 56558, Oct. 1, 2003]
</p>
<p><b>&#167; 262.5 Systems (Privacy).
</b></p>
<p>(a) <i>Privacy Act system of records.</i> A Postal Service system containing information about individuals,
including mailing lists, from which information is retrieved by the name of an individual or by some identifying number
or symbol assigned to the individual, such as a Social Security Account Number.
</p>
<p>(b) <i>Individual (record subject).</i> A living person. Does not include sole proprietorships, partnerships or
corporations. A business firm identified by the name of one or more persons is not an individual.
</p>
<p>(c) <i>Computer matching program.</i> A "matching program," as defined in the Privacy Act, 5 U.S.C. 552a(a)(8), is
subject to the matching provisions of the Act, published guidance of the Office of Management and Budget, and these
regulations. The term "matching program" includes any computerized comparison of:
</p>
<p>(1) A Postal Service automated system of records with an automated system of records of another Federal agency, or
with non-Federal records, for the purpose of:
</p>
<p>(i) Establishing or verifying the eligibility of, or continuing compliance with statutory and regulatory requirements
by, applicants for, recipients or beneficiaries of, participants in, or providers of services with respect to, cash or
in-kind assistance or payments under Federal benefit programs, or
</p>
<p>(ii) Recouping payments or delinquent debts under such Federal benefit programs;
</p>
<p>(2) A Postal Service automated personnel or payroll system of records with another automated personnel or payroll
system of records of the Postal Service or other Federal Agency or with non-Federal records.
</p>
<p>(d) <i>Other computer matching activities.</i> (1) The following kinds of computer matches are specifically excluded
from the term "matching program":
</p>
<p>(i) Statistical matches whose purpose is solely to produce aggregate data stripped of personal identifiers.
</p>
<p>(ii) Statistical matches whose purpose is in support of any research or statistical project.
</p>
<p>(iii) Law enforcement investigative matches whose purpose is to gather evidence against a named person or persons in
an existing investigation.
</p>
<p>(iv) Tax administration matches.
</p>
<p>(v) Routine administrative matches using Federal personnel records, provided that the purpose is not to take any
adverse action against an individual.
</p>
<p>(vi) Internal matches using only records from Postal Service systems of records, provided that the purpose is not to
take any adverse action against any individual.
</p>
<p>(vii) Matches performed for security clearance background checks or for foreign counterintelligence.
</p>
<p>(2) Although these and other matching activities that fall outside the definition of "matching program" are not
subject to the matching provisions of the Privacy Act or OMB guidance, other provisions of the Act and of these
regulations may be applicable. No matching program or other matching activity may be conducted without the prior approval
of the Records Office.
</p>
<p>[49 FR 30693, Aug. 1, 1984, as amended at 59 FR 37160, July 21, 1994; 60 FR 57344, Nov. 15, 1995; 64 FR 41290, July
30, 1999; 68 FR 56558, Oct. 1, 2003]
</p>
<p><b>&#167; 262.6 Retention and disposal.
</b></p>
<p>(a) <i>Records control schedule.</i> A directive describing records series that are maintained by components of
the Postal Service; it provides maintenance, retention, transfer, and disposal instructions for each series listed, and
serves as the authority for Postal officials to implement such instructions.
</p>
<p>(b) <i>Disposal (records).</i> The permanent removal of records or information from Postal Service custody; included
are:
</p>
<p>(1) Transfer to the National Archives.
</p>
<p>(2) Donation to the Smithsonian Institution, local museums or historical societies.
</p>
<p>(3) Sale as waste material.
</p>
<p>(4) Discarding.
</p>
<p>(5) Physical destruction.
</p>
<p>(c) <i>Retention period.</i> The authorized length of time that a records series must be kept before its disposal,
usually stated in terms of months or years, but sometimes expressed as contingent upon the occurrence of an event;
usually the retention period refers to the period of time between the creation of a series and its authorized disposal
date; however, in some cases it refers to the length of time between the cutoff point and the disposal date.
</p>
<p><b>&#167; 262.7 Non-records.
</b></p>
<p>(a) <i>Non-record material.</i> Includes blank forms and surplus publications, handbooks, circulars, bulletins,
announcements, and other directives as well as any material not directly associated with the transaction of Postal
Service business.
</p>
<p>(b) <i>Personal papers.</i> Those materials created or received during an individual?s period of employment with the
Postal Service which are of a purely private or nonofficial character, or which were neither created nor received in
connection with Postal Service business.</p>
	</xhtmlContent>
</regulationsPart>
</regulationsChapter>
</regulationsTitle>
</regulations>
<regulations id="reg3" toc="yes">
<regulationsTitle number="39">
<heading>Postal Service</heading>
<regulationsChapter number="I">
<heading> United States Postal Service </heading>
<regulationsPart number="266">
<heading>PRIVACY OF INFORMATION</heading>
<xhtmlContent>
<p>Sec.
</p>
<p>266.1 Purpose and scope.
</p>
<p>266.2 Policy.
</p>
<p>266.3 Responsibility.
</p>
<p>266.4 Collection and disclosure of information about individuals.
</p>
<p>266.5 Notification.
</p>
<p>266.6 Procedures for requesting inspection, copying, or amendment of records.
</p>
<p>266.7 Appeal procedure.
</p>
<p>266.8 Schedule of fees.
</p>
<p>266.9 Exemptions.
</p>
<p>266.10 Computer matching.
</p>
<p><b>Authority:</b> 39 U.S.C. 401; 5 U.S.C. 552a.
</p>
<p><b>&#167; 266.1 Purpose and scope.
</b></p>
<p>This part is intended to protect individual privacy and affects all personal information collection and usage
activities of the entire U.S. Postal Service. This includes the information interface of Postal Service employees to
other employees, to individuals from the public at large, and to any private organization or governmental agency.
</p>
<p>[40 FR 45723, Oct. 2, 1975]
</p>
<p><b>&#167; 266.2 Policy.
</b></p>
<p>It is the policy of the U.S. Postal Service to ensure that any record within its custody that identifies or
describes any characteristic or provides historical information about an individual or that affords a basis for inferring
personal characteristics, or things done by or to such individual, including the record of any affiliation with an
organization or activity, or admission to an institution, is accurate, complete, timely, relevant, and reasonably secure
from unauthorized access. Additionally, it is the policy to provide the means for individuals to know: (a) Of the
existence of all Postal Service Privacy Act systems of records, (b) the recipients and usage made of such information,
(c) what information is optional or mandatory to provide to the Postal Service, (d) the procedures for individuals to
review and request update to all information maintained about themselves, (e) the reproduction fees for releasing
records, (f) the procedures for individual legal appeal in cases of dissatisfaction; and (g) of the establishment or
revision of a computer matching program.
</p>
<p>[45 FR 44272, July 1, 1980, as amended at 59 FR 37160, July 21, 1994]
</p>
<p><b>&#167; 266.3 Responsibility.
</b></p>
<p>(a) <i>Records Office.</i> The Records Office, within the Privacy Office, will ensure Postal Service-wide
compliance with this policy.
</p>
<p>(b) <i>Custodian.</i> Custodians are responsible for adherence to this part within their respective units and in
particular for affording individuals their rights to inspect and obtain copies of records concerning them.
</p>
<p>(c) <i>Information System Executive.</i> These managers are responsible for reporting to the Records Office the
existence or proposed development of Privacy Act systems of records. They also must report any change that would alter
the systems description as published in the <i>Federal Register.</i> They establish the relevancy of the information
within those systems.
</p>
<p>(d) <i>Data Integrity Board</i>--(1) <i>Responsibilities.</i> The Data Integrity Board oversees Postal Service
computer matching activities. Its principal function is to review, approve, and maintain all written agreements for use
of Postal Service records in matching programs to ensure compliance with the Privacy Act and all relevant statutes,
regulations, and guidelines. In addition, the Board annually reviews matching programs and other matching activities in
which the Postal Service has participated during the preceding year to determine compliance with applicable laws,
regulations, and agreements; compiles a biennial matching report of matching activities; and performs review and
advisement functions relating to records accuracy, recordkeeping and disposal practices, and other computer matching
activities.
</p>
<p>(2) <i>Composition.</i> The Privacy Act requires that the senior official responsible for implementation of agency
Privacy Act policy and the Inspector General serve on the Board. The Chief Privacy Officer, as administrator of Postal
Service Privacy Act policy, serves as Secretary of the Board and performs the administrative functions of the Board. The
Board is composed of these and other members designated by the Postmaster General, as follows:
</p>
<p>(i) Vice President and Consumer Advocate (Chairman).
</p>
<p>(ii) Chief Postal Inspector.
</p>
<p>(iii) Inspector General.
</p>
<p>(iv) Senior Vice President, Human Resources.
</p>
<p>(v) Vice President, General Counsel.
</p>
<p>(vi) Chief Privacy Officer.
</p>
<p>[40 FR 45723, Oct. 2, 1975, as amended at 45 FR 44272, July 1, 1980; 59 FR 37160, July 21, 1994; 60 FR 57345, Nov. 15,
1995; 64 FR 41291, July 30, 1999; 68 FR 56560, Oct. 1, 2003]
</p>
<p><b>&#167; 266.4 Collection and disclosure of information about individuals.
</b></p>
<p>(a) The following rules govern the collection of information about individuals throughout Postal Service
operations;
</p>
<p>(1) The Postal Service will:
</p>
<p>(i) Collect, solicit and maintain only such information about an individual as is relevant and necessary to accomplish
a purpose required by statute or Executive Order,
</p>
<p>(ii) Collect information, to the greatest extent practicable, directly from the subject individual when such
information may result in adverse determinations about an individual?s rights, benefits or privileges,
</p>
<p>(iii) Inform any individual who has been asked to furnish information about himself whether that disclosure is
mandatory or voluntary, by what authority it is being solicited, the principal purposes for which it is intended to be
used, the routine uses which may be made of it, and any penalties and specific consequences for the individual, which are
known to the Postal Service, which will result from refusal to furnish it.
</p>
<p>(2) The Postal Service will not discriminate against any individual who fails to provide information about himself
unless that information is required or necessary for the conduct of the system or program in which the individual desires
to participate.
</p>
<p>(3) No information will be collected (or maintained) describing how individuals exercise rights guaranteed by the
First Amendment unless the Postmaster General specifically determines that such information is relevant and necessary to
carry out a statutory purpose of the Postal Service.
</p>
<p>(4) The Postal Service will not require individuals to furnish their Social Security account number or deny a right,
privilege or benefit because of an individual?s refusal to furnish the number unless it must be provided by Federal law.
</p>
<p>(b) <i>Disclosures</i>--(1) <i>Disclosure: Limitations On.</i> The Postal Service will not disseminate
information about an individual unless reasonable efforts have been made to assure that the information is accurate,
complete, timely and relevant and unless:
</p>
<p>(i) The individual to whom the record pertains has requested in writing that the information be disseminated, or
</p>
<p>(ii) It has obtained the prior written consent of the individual to whom the record pertains, or
</p>
<p>(iii) The dissemination is in accordance with paragraph (b)(2) of this section.
</p>
<p>(2) Dissemination of personal information may be made:
</p>
<p>(i) To a person pursuant to a requirement of the Freedom of Information Act (5 U.S.C. 552);
</p>
<p>(ii) To those officers and employees of the Postal Service who have a need for such information in the performance of
their duties;
</p>
<p>(iii) For a routine use as contained in the system notices published in the <i>Federal Register</i>;
</p>
<p>(iv) To a recipient who has provided advance adequate written assurance that the information will be used solely as a
statistical reporting or research record, and to whom the information is transferred in a form that is not individually
identifiable;
</p>
<p>(v) To the Bureau of the Census for purposes of planning or carrying out a census or survey or related activity
pursuant to the provisions of title 13, U.S.C.;
</p>
<p>(vi) To the National Archives of the United States as a record which has sufficient historical or other value to
warrant its continued preservation by the U.S. Government, or for evaluation by the Administrator of General Services or
his designee to determine whether the record has such value;
</p>
<p>(vii) To a person pursuant to a showing of compelling circumstances affecting the health or safety of an individual,
if upon such disclosure notification is transmitted to the last known address of such individual;
</p>
<p>(viii) To a federal agency or to an instrumentality of any governmental jurisdiction within or under the control of
the United States for a civil or criminal law enforcement activity, if such activity is authorized by law and if the head
of the agency or instrumentality has made a written request to the Postal Service specifying the particular portion of
the record desired and the law enforcement activity for which the record is sought;
</p>
<p>(ix) To either House of Congress or its committees or subcommittees to the extent of matter within their jurisdiction;
</p>
<p>(x) To the Comptroller General or any of his authorized representatives in the course of the performance of the duties
of the General Accounting Office;
</p>
<p>(xi) Pursuant to the order of a court of competent jurisdiction.
</p>
<p>(3) <i>Names and Addresses of Postal Customers.</i> The disclosure of lists of names or addresses of Postal customers
or other persons to the public is prohibited (39 U.S.C. 412). Names or addresses will be disclosed only in those cases
permitted by 39 CFR 265.6(d) relating to the Release of Information.
</p>
<p>(4) <i>Employee Credit References.</i> A credit bureau or commercial firm from which an employee is seeking credit may
be given the following information upon request: grade, duty status, length of service, job title, and salary.
</p>
<p>(5) <i>Employee Job References.</i> Prospective employers of a postal employee or a former postal employee may be
furnished with the information in paragraph (b)(4) of this section, in addition to the date and the reason for
separation, if applicable. The reason for separation must be limited to one of the following terms: retired, resigned, or
separated. Other terms or variations of these terms (e.g., retired--disability) may not be used. If additional
information is desired, the requester must submit the written consent of the employee, and an accounting of the
disclosure must be kept.
</p>
<p>(6) <i>Computer matching purposes.</i> Records from a Postal Service system of records may be disclosed to another
agency for the purpose of conducting a computer matching program or other matching activity as defined in paragraphs (c)
and (d) of &#167; 262.5, but only after a determination by the Data Integrity Board that the procedural requirements
of the Privacy Act, the guidelines issued by the Office of Management and Budget, and these regulations as may be
applicable are met. These requirements include:
</p>
<p>(i) <i>Routine use.</i> Disclosure is made only when permitted as a routine use of the system of records. The Manager,
Records Office, determines the applicability of a particular routine use and the necessity for adoption of a new routine
use.
</p>
<p>(ii) <i>Notice.</i> Publication of new or revised matching programs in the <i>Federal Register</i> and advance notice
to Congress and the Office of Management and Budget must be made pursuant to paragraph (f) of &#167; 266.5.
</p>
<p>(iii) <i>Computer matching agreement.</i> The participants in a computer matching program must enter into a written
agreement specifying the terms under which the matching program is to be conducted (see &#167; 266.10). The Manager,
Records Office, may require that other matching activities be conducted in accordance with a written agreement.
</p>
<p>(iv) <i>Data Integrity Board approval.</i> No record from a Postal Service system of records may be disclosed for use
in a computer matching program unless the matching agreement has received approval by the Postal Service Data Integrity
Board (see &#167; 266.10). Other matching activities may, at the discretion of the Manager, Records Office, be
submitted for Board approval.
</p>
<p>(c) <i>Correction Disclosure.</i> Any person or other agency to which a personal record has been or is to be disclosed
shall be informed of any corrections or notations of dispute relating thereto affecting the accuracy, timeliness or
relevance of that personal record.
</p>
<p>(d) <i>Recording of Disclosure.</i> (1) An accurate accounting of each disclosure will be kept in all instances except
those in which disclosure is made to the subject of the record, or to Postal Service employees in the performance of
their duties or is required by the Freedom of Information Act (5 U.S.C. 552).
</p>
<p>(2) The accounting will be maintained for at least five (5) years or the life of the record, whichever is longer.
</p>
<p>(3) The accounting will be made available to the individual named in the record upon inquiry, except for disclosures
made pursuant to provision paragraph (b)(2)(viii) of this section relating to law enforcement activities.
</p>
<p>[40 FR 45723, Oct. 2, 1975, as amended at 45 FR 44272, July 1, 1980; 58 FR 62036, Nov. 24, 1993; 59 FR 37160, July 21,
1994; 64 FR 41291, July 30, 1999; 68 FR 56560, Oct. 1, 2003]
</p>
<p><b>&#167; 266.5 Notification.
</b></p>
<p>(a) <i>Notification of Systems.</i> Upon written request, the Postal Service will notify any individual whether a
specific system named by the individual contains a record pertaining to him or her. See &#167; 266.6 for suggested
form of request.
</p>
<p>(b) <i>Notification of Disclosure.</i> The Postal Service shall make reasonable efforts to serve notice on an
individual before any personal information on such individual is made available to any person under compulsory legal
process when such process becomes a matter of public record.
</p>
<p>(c) <i>Notification of Amendment.</i> (See &#167; 266.6(c)(1) relating to amendment of records upon request.)
</p>
<p>(d) <i>Notification of New Use.</i> Any newly intended use of personal information maintained by the Postal Service
will be published in the <i>Federal Register</i> thirty (30) days before such use becomes operational. Public views may
then be submitted to the Records Office.
</p>
<p>(e) <i>Notification of Exemptions.</i> The Postal Service will publish within the <i>Federal Register</i> its intent
to exempt any system of records and shall specify the nature and purpose of that system.
</p>
<p>(f) <i>Notification of computer matching program.</i> The Postal Service publishes in the <i>Federal Register</i> and
forwards to Congress and the Office of Management and Budget advance notice of its intent to establish, substantially
revise, or renew a matching program, unless such notice is published by another participant agency. In those instances in
which the Postal Service is the "recipient" agency, as defined in the Act, but another participant agency sponsors and
derives the principal benefit from the matching program, the other agency is expected to publish the notice. The notice
must be sent to Congress and OMB 40 days, and published at least thirty (30) days, prior to (1) initiation of any
matching activity under a new or substantially revised program, or (2) expiration of the existing matching agreement in
the case of a renewal of a continuing program.
</p>
<p>[40 FR 45724, Oct. 2, 1975; 40 FR 48512, Oct. 16, 1975, as amended at 45 FR 44272, July 1, 1980; 59 FR 37161, July 21,
1994; 60 FR 57345, Nov. 15, 1995; 64 FR 41291, July 30, 1999; 68 FR 56560, Oct. 1, 2003; 69 FR 34935, June 23, 2004]
</p>
<p><b>&#167; 266.6 Procedures for requesting inspection, copying, or amendment of records.
</b></p>
<p>The purpose of this section is to provide procedures by which an individual may have access and request amendment
to personal information within a Privacy Act System of Records.
</p>
<p>(a) <i>Submission of Requests</i>--(1) <i>Manner of submission.</i> Inquiries regarding the contents of records
systems or access or amendment to personal information should be submitted in writing to the custodian of the official
record, if known, or to the Manager, Records Office, U.S. Postal Service, 475 L?Enfant Plaza SW., Washington, DC 20260,
telephone (202) 268-2608. Requests submitted to the Office of Inspector General should be submitted to the Freedom
of Information Act/Privacy Officer, Office of Inspector General, 1735 North Lynn Street, Arlington, Virginia, 22209
-2020. Inquiries should be clearly marked, "Privacy Act Request". Any inquiry concerning a specific system of
records should provide the Postal Service with the information contained under "Notification" for that system as
published in the <i>Federal Register.</i> If the information supplied is insufficient to locate or identify the record,
the requester will be notified promptly and, if possible, informed of additional information required. If the requester
is not a Postal Service employee, he should designate the post office at which he wishes to review or obtain copies of
records. Amendment requests contest the relevance, accuracy, timeliness or completeness of the record and will include a
statement of the amendment requested.
</p>
<p>(2) <i>Third party inquiries.</i> Anyone desiring to review or copy records pertaining to another person must have the
written consent of that person.
</p>
<p>(3) <i>Period for response by custodian.</i> Upon receipt of an inquiry, the custodian will respond with an
acknowledgement of receipt within ten (10) days. If the inquiry requires the custodian to determine whether a particular
record exists, the inquirer shall be informed of this determination as a part of the acknowledgement letter.
</p>
<p>(b) <i>Compliance with Request for Access</i>--(1) <i>Notification of time and place for inspection.</i> When a
requested record has been identified and is to be disclosed, the custodian shall ensure that the record is made available
promptly and shall immediately notify the requester where and when the record will be available for inspection or
copying. Postal Service records will normally be available for inspection and copying during regular business hours at
the postal facilities at which they are maintained. The custodian may, however, designate other reasonable locations and
times for inspection and copying of some or all of the records within his custody.
</p>
<p>(2) <i>Identification of requester.</i> The requester must present personal identification sufficient to satisfy the
custodian as to his identity prior to record review. Examples of sufficient identification are a valid driver?s license,
Medicare card, and employee identification cards.
</p>
<p>(3) <i>Responsibilities of requester.</i> The requester shall assume the following responsibilities regarding the
review of official personal records:
</p>
<p>(i) Requester must agree not to leave Postal Services premises with official records unless specifically given a copy
for that purpose by the custodian or his representative.
</p>
<p>(ii) Requester must sign a statement indicating he has reviewed a specific record(s) or category of record.
</p>
<p>(iii) Requester may be accompanied by a person he so chooses to aid in the inspection of information; however,
requester must furnish the Postal Service with written authorization for such review in that person?s presence.
</p>
<p>(4) <i>Special rules for medical records.</i> A medical record shall be disclosed to the requester to whom it pertains
unless, in the judgment of the medical officer, access to such record could have an adverse effect upon such individual.
When the medical officer determines that the disclosure of medical information could have an adverse effect upon the
individual to whom it pertains, the medical officer will transmit such information to a medical doctor named by the
requesting individual.
</p>
<p>(5) <i>Limitations on access.</i> Nothing in this section shall allow an individual access to any information compiled
in reasonable anticipation of a civil action or proceeding. Other limitations on access are those specifically addressed
in &#167;&#167; 266.6(b)(4) and 266.9.
</p>
<p>(6) <i>Response when compliance is not possible.</i> A reply denying a written request to review a record shall be in
writing signed by the custodian or other appropriate official and shall be made only if such a record does not exist or
does not contain personal information relating to the requester, or is exempt from disclosure. This reply shall include a
statement regarding the determining factors of denial, and the right to appeal to denial to the General Counsel.
</p>
<p>(c) <i>Compliance With Request for Amendment.</i> (1) Correct or eliminate any information that is found to be
incomplete, inaccurate, not relevant to a statutory purpose of the Postal Service, or not timely and notify the requester
when this action is complete, or
</p>
<p>(2) Not later than thirty (30) working days after receipt of a request to amend, notify the requester of a
determination not to amend and of the requester?s right to appeal, or to submit, in lieu of an appeal, a statement of
reasonable length setting forth a position regarding the disputed information to be attached to the contested personal
record.
</p>
<p>(d) <i>Availability of Assistance in Exercising Rights.</i> The Manager, Records Office is available to provide an
individual with assistance in exercising rights pursuant to this part.
</p>
<p>[40 FR 45723, Oct. 2, 1975, as amended at 45 FR 44272, July 1, 1980; 51 FR 26386, July 23, 1986; 60 FR 57345, Nov. 15,
1995; 64 FR 41291, July 30, 1999; 67 FR 16024, Apr. 4, 2002; 68 FR 56560, Oct. 1, 2003]
</p>
<p><b>&#167; 266.7 Appeal procedure.
</b></p>
<p>(a) <i>Appeal Procedure.</i> (1) If a request to inspect, copy, or amend a record is denied, in whole or in part,
or if no determination is made within the period prescribed by this part, the requester shall appeal to the General
Counsel, U.S. Postal Service, Washington, DC 20260-1100.
</p>
<p>(2) The requester should submit his appeal in writing within thirty (30) days of the date of denial, or within ninety
(90) days of such request if the appeal is from a failure of the custodian to make a determination. The letter of appeal
should include, as applicable:
</p>
<p>(i) Reasonable identification of the record access to which or the amendment of which was requested.
</p>
<p>(ii) A statement of the Postal Service action or failure to act and of the relief sought.
</p>
<p>(iii) A copy of the request, of the notification of denial and of any other related correspondence.
</p>
<p>(3) Any record found on appeal to be incomplete, inaccurate, not relevant, or not timely, shall within thirty (30)
working days of the date of such findings be appropriately amended.
</p>
<p>(4) The decision of the General Counsel, constitutes the final decision of the Postal Service on the right of the
requester to inspect, copy, change, or update a record. The decision on the appeal shall be in writing and in the event
of a denial shall set forth the reasons for such denial and state the individual?s right to obtain judicial review in a
district court. An indexed file of decisions on appeals shall be maintained by the General Counsel.
</p>
<p>(b) <i>Submission of Statement of Disagreement.</i> If the final decision concerning a request for the amendment of a
record does not satisfy the requester, any statement of reasonable length provided by that individual setting forth a
position regarding the disputed information will be accepted and attached to the relevant personal record.
</p>
<p>[40 FR 45723, Oct. 2, 1975, as amended at 41 FR 24709, June 18, 1976; 45 FR 44273, July 1, 1980; 51 FR 26386, July 23,
1986; 60 FR 57345, Nov. 15, 1995; 64 FR 41291, July 30, 1999; 68 FR 56560, Oct. 1, 2003]
</p>
<p><b>&#167; 266.8  Schedule of fees.
</b></p>
<p>(a) <i>Policy.</i> The purpose of this section is to establish fair and equitable fees to permit duplication of
records for subject individuals (or authorized representatives) while recovering the full allowable direct costs incurred
by the Postal Service.
</p>
<p>(b) <i>Duplication.</i> (1) For duplicating any paper or micrographic record or publication or computer report, the
fee is $.15 per page, except that the first 100 pages furnished in response to a particular request shall be furnished
without charge. See paragraph (d) of this section for fee limitations.
</p>
<p>(2) The Postal Service may at its discretion make coin-operated copy machines available at any location. In that
event, requesters will be given the opportunity to make copies at their own expense.
</p>
<p>(3) The Postal Service normally will not furnish more than one copy of any record. If duplicate copies are furnished
at the request of the requester, $.15 per page fee is charged for each copy of each duplicate page without regard to
whether the requester is eligible for free copies pursuant to &#167; 266.8(b)(1).
</p>
<p>(c) <i>Aggregating requests.</i> When the custodian reasonably believes that a requester is attempting to break a
request for similar types of records down into a series of requests in order to evade the assessment of fees, the
custodian may aggregate the requests and charge accordingly.
</p>
<p>(d) <i>Limitations.</i> No fee will be charged an individual for the process of retrieving, reviewing, or amending a
record pertaining to that individual.
</p>
<p>(e) The Postal Service may, at its discretion, require reimbursement of its costs as a condition of participation in a
computer matching program or activity with another agency. The agency to be charged is notified in writing of the
approximate costs before they are incurred. Costs are calculated in accordance with the schedule of fees at &#167; 
265.9.
</p>
<p>[52 FR 38230, Oct. 15, 1987, as amended at 59 FR 37161, July 21, 1994; 68 FR 56560, Oct. 1, 2003]
</p>
<p><b>&#167; 266.9 Exemptions.
</b></p>
<p>(a) Subsections 552a(j) and (k) of 5 U.S.C. 552a empower the Postmaster General to exempt systems of records
meeting certain criteria from various other subsections of 5 U.S.C. 552a. With respect to systems of records so exempted,
nothing in this part shall require compliance with provisions hereof implementing any subsections of 5 U.S.C. 552a from
which those systems have been exempted.
</p>
<p>(b) Paragraph (b)(1) of this section contains a summary of provisions of 5 U.S.C. 552a for which exemption is claimed
for some systems of records pursuant to, and to the extent permitted by, subsections 552a(j) and (k) of 5 U.S.C. 552a.
Paragraphs (b)(2) through (5) of this section identify the exempted systems of records, the exemptions applied to each,
and the reasons for the exemptions:
</p>
<p>(1) <i>Explanation of provisions under 5 U.S.C. 552a for which an exemption is claimed in the systems discussed below.
</i> (i) Subsection (c)(3) requires an agency to make available to the individual named in the records an accounting of
each disclosure of records.
</p>
<p>(ii) Subsection (c)(4) requires an agency to inform any person or other agency to which a record has been disclosed of
any correction or notation of dispute the agency has made to the record in accordance with 5 U.S.C. 552a(d).
</p>
<p>(iii) Subsections (d)(1) through (4) require an agency to permit an individual to gain access to records about the
individual, to request amendment of such records, to request a review of an agency decision not to amend such records,
and to provide a statement of disagreement about a disputed record to be filed and disclosed with the disputed record.
</p>
<p>(iv) Subsection (e)(1) requires an agency to maintain in its records only such information about an individual that is
relevant and necessary to accomplish a purpose required by statute or executive order of the President.
</p>
<p>(v) Subsection (e)(2) requires an agency to collect information to the greatest extent practicable directly from the
subject individual when the information may result in adverse determinations about an individual?s rights, benefits, and
privileges under federal programs.
</p>
<p>(vi) Subsection (e)(3) requires an agency to inform each person whom it asks to supply information of the authority
under which the information is sought, the purposes for which the information will be used, the routine uses that may be
made of the information, whether disclosure is mandatory or voluntary, and the effects of not providing the information.
</p>
<p>(vii) Subsection (e)(4)(G) and (H) requires an agency to publish a <i>Federal Register</i> notice of its procedures
whereby an individual can be notified upon request whether the system of records contains information about the
individual, how to gain access to any record about the individual contained in the system, and how to contest its
content.
</p>
<p>(viii) Subsection (e)(5) requires an agency to maintain its records with such accuracy, relevance, timeliness, and
completeness as is reasonably necessary to ensure fairness to the individual in making any determination about the
individual.
</p>
<p>(ix) Subsection (e)(8) requires an agency to make reasonable efforts to serve notice on an individual when any record
on such individual is made available to any person under compulsory legal process when such process becomes a matter of
public record.
</p>
<p>(x) Subsection (f) requires an agency to establish procedures whereby an individual can be notified upon request if
any system of records named by the individual contains a record pertaining to the individual, obtain access to the
record, and request amendment.
</p>
<p>(xi) Subsection (g) provides for civil remedies if an agency fails to comply with the access and amendment provisions
of subsections (d)(1) and (d)(3), and with other provisions of 5 U.S.C. 552a, or any rule promulgated thereunder, in such
a way as to have an adverse effect on an individual.
</p>
<p>(xii) Subsection (m) requires an agency to cause the requirements of 5 U.S.C. 552a to be applied to a contractor
operating a system of records to accomplish an agency function.
</p>
<p>(2) Pursuant to subsection 552a(j)(2), <i>Emergency Management Records, USPS 500.300; Inspection Service Investigative
File System, USPS 700.000; Mail Cover Program Records, USPS 700.100; and Inspector General Investigative Records, USPS
700.300,</i> are exempt from subsections 552a (c)(3), (c)(4), (d)(1)-(4), (e)(1)-(3), (e)(4) (G) and (H), (e)
(5), (e)(8), (f), (g), and (m) because the systems contain information pertaining to the enforcement of criminal laws.
The reasons for exemption follow:
</p>
<p>(i) Disclosure to the record subject pursuant to subsections (c)(3), (c)(4), or (d)(1)-(4) could:
</p>
<p>(A) Alert subjects that they are targets of an investigation or mail cover by the Postal Inspection Service or an
investigation by the Office of Inspector General;
</p>
<p>(B) Alert subjects of the nature and scope of the investigation and of evidence obtained;
</p>
<p>(C) Enable the subject of an investigation to avoid detection or apprehension;
</p>
<p>(D) Subject confidential sources, witnesses, and law enforcement personnel to harassment or intimidation if their
identities were released to the target of an investigation;
</p>
<p>(E) Constitute unwarranted invasions of the personal privacy of third parties who are involved in a certain
investigation;
</p>
<p>(F) Intimidate potential witnesses and cause them to be reluctant to offer information;
</p>
<p>(G) Lead to the improper influencing of witnesses, the destruction or alteration of evidence yet to be discovered, the
fabrication of testimony, or the compromising of classified material; and
</p>
<p>(H) Seriously impede or compromise law enforcement, mail cover, or background investigations that might involve law
enforcement aspects as a result of the above.
</p>
<p>(ii) Application of subsections (e)(1) and (e)(5) is impractical because the relevance, necessity, or correctness of
specific information might be established only after considerable analysis and as the investigation progresses. As to
relevance (subsection (e)(1)), effective law enforcement requires the keeping of information not relevant to a specific
Postal Inspection Service investigation or Office of Inspector General investigation. Such information may be kept to
provide leads for appropriate law enforcement and to establish patterns of activity that might relate to the jurisdiction
of the Office of Inspector General, Postal Inspection Service, and/or other agencies. As to accuracy (subsection (e)(5)),
the correctness of records sometimes can be established only in a court of law.
</p>
<p>(iii) Application of subsections (e)(2) and (e)(3) would require collection of information directly from the subject
of a potential or ongoing investigation. The subject would be put on alert that he or she is a target of an investigation
by the Office of Inspector General, or an investigation or mail cover by the Postal Inspection Service, enabling
avoidance of detection or apprehension, thereby seriously compromising law enforcement, mail cover, or background
investigations involving law enforcement aspects. Moreover, in certain circumstances the subject of an investigation is
not required to provide information to investigators, and information must be collected from other sources.
</p>
<p>(iv) The requirements of subsections (e)(4)(G) and (H), and (f) do not apply because this system is exempt from the
provisions of subsection (d). Nevertheless, the Postal Service has published notice of its notification, access, and
contest procedures because access is appropriate in some cases.
</p>
<p>(v) Application of subsection (e)(8) could prematurely reveal an ongoing criminal investigation to the subject of the
investigation.
</p>
<p>(vi) The provisions of subsection (g) do not apply because exemption from the provisions of subsection (d) renders the
provisions on suits to enforce subsection (d) inapplicable.
</p>
<p>(vii) If one of these systems of records is operated in whole or in part by a contractor, the exemptions claimed
herein shall remain applicable to it (subsection (m)).
</p>
<p>(3) Pursuant to subsection 552a(k)(2), <i>Labor Relations Records, USPS 200.000; Emergency Management Records, USPS
500.300; Inspection Service Investigative File System, USPS 700.000; Mail Cover Program Records, USPS 700.100; Inspector
General Investigative Records, USPS 700.300; and Financial Transactions, USPS 860.000,</i> are exempt from certain
subsections of 5 U.S.C. 552a because the systems contain investigatory material compiled for law enforcement purposes
other than material within the scope of subsection 552a(j)(2).
</p>
<p>(i) <i>Emergency Management Records, USPS 500.300; Inspection Service Investigative File System, USPS 700.000; Mail
Cover Program Records, USPS 700.100; and Inspector General Investigative Records, USPS 700.300,</i> are exempt from
subsections 552a(c)(3), (d)(1)-(4), (e)(1), (e)(4) (G) and (H), and (f) for the same reasons as stated in paragraph
(b)(2) of this section.
</p>
<p>(ii) <i>Labor Relations Records, USPS 200.000,</i> is exempt from subsections 552a(d)(1)-(4), (e)(4)(G) and (H),
and (f) for the following reasons:
</p>
<p>(A) Application of the requirements at subsections (d)(1)-(4) would cause disruption of enforcement of the laws
relating to equal employment opportunity (EEO). It is essential to the integrity of the EEO complaint system that
information collected in the investigative process not be prematurely disclosed and that witnesses be free from
restraint, interference, coercion, or reprisal.
</p>
<p>(B) The requirements of subsections (e)(4)(G) and (H), and (f) do not apply for the same reasons described in
paragraph (b)(2)(iv) of this section.
</p>
<p>(iii) <i>Financial Transactions, USPS 860.000,</i> is exempt from subsections 552a(c)(3), (d)(1)-(4), (e)(1),
(e)(4)(G) and (H), and (f) for the following reasons:
</p>
<p>(A) Disclosure to the record subject pursuant to subsections (c)(3) and (d)(1)-(4) would violate the non-
notification provision of the Bank Secrecy Act, 31 U.S.C. 5318(g)(2), under which the Postal Service is prohibited from
notifying a transaction participant that a suspicious transaction report has been made. In addition, the access
provisions of subsections (c)(3) and (d)(1)-(4) would alert individuals that they have been identified as suspects
or possible subjects of investigation and thus seriously hinder the law enforcement purposes underlying the suspicious
transaction reports.
</p>
<p>(B) This system is in compliance with subsection (e)(1) because maintenance of the records is required by law. Strict
application of the relevance and necessity requirements of subsection (e)(1) to suspicious transactions would be
impractical, however, because the relevance or necessity of specific information can often be established only after
considerable analysis and as an investigation progresses.
</p>
<p>(C) The requirements of subsections (e)(4)(G) and (H), and (f) do not apply because this system is exempt from the
provisions of subsection (d). Nevertheless, the Postal Service has published notice of its notification, access, and
contest procedures because access is appropriate in some cases.
</p>
<p>(4) Pursuant to subsection 552a(k)(5), <i>Recruiting, Examining, and Placement Records, USPS 100.100; Labor Relations
Records, USPS 200.000; Inspection Service Investigative File System, USPS 700.000; and Inspector General Investigative
Records, USPS 700.300</i> are exempt from certain subsections of 5 U.S.C. 552a because the systems contain investigatory
material compiled for the purpose of determining suitability, eligibility, or qualifications for employment, contracts,
or access to classified information.
</p>
<p>(i) <i>Recruiting, Examining, and Placement Records, USPS 100.100,</i> is exempt from subsections 552a(d)(1)-(4)
and (e)(1) for the following reasons:
</p>
<p>(A) During its investigation and evaluation of an applicant for a position, the Postal Service contacts individuals
who, without an assurance of anonymity, would refuse to provide information concerning the subject of the investigation.
If a record subject were given access pursuant to subsection (d)(1)-(4), the promised confidentiality would be
breached and the confidential source would be identified. The result would be restriction of the free flow of information
vital to a determination of an individual?s qualifications and suitability for appointment to or continued occupancy of
his or her position.
</p>
<p>(B) In collecting information for investigative and evaluative purposes, it is impossible to determine in advance what
information might be of assistance in determining the qualifications and suitability of an individual for appointment.
Information that seems irrelevant, when linked with other information, can sometimes provide a composite picture of an
individual that assists in determining whether that individual should be appointed to or retained in a position. For this
reason, exemption from subsection (e)(1) is claimed.
</p>
<p>(C) The requirements of subsections (e)(4)(G) and (H), and (f) do not apply because this system is exempt from the
provisions of subsection (d). Nevertheless, the Postal Service has published notice of its notification, access, and
contest procedures because access is appropriate in some cases.
</p>
<p>(ii) <i>Labor Relations Records, USPS 200.000,</i> is exempt from subsections 552a(d)(1)-(4), (e)(4)(G) and (H),
and (f) for the following reasons:
</p>
<p>(A) Application of the provisions at subsection (d)(1)-(4) would reveal to the EEO complainant the identity of
individuals who supplied information under a promise of anonymity. It is essential to the integrity of the EEO complaint
system that information collected in the investigative process not be prematurely disclosed and that witnesses be free
from restraint, interference, coercion, or reprisal.
</p>
<p>(B) The requirements of subsections (e)(4)(G) and (H), and (f) do not apply because this system is exempt from the
provisions of subsection (d). Nevertheless, the Postal Service has published notice of its notification, access, and
contest procedures because access is appropriate in some cases.
</p>
<p>(iii) <i>Inspection Service Investigative File System, USPS 700.000; and Inspector General Investigative Records, USPS
700.300,</i> are exempt from subsections 552a(c)(3), (d)(1)-(4), (e)(1), (e)(4) (G) and (H), and (f) for the same
reasons as stated in paragraph (b)(2) of this section.
</p>
<p>(5) Pursuant to subsection 552a(k)(6), <i>Employee Development and Training Records, USPS 100.300; Personnel Research
Records, 100.600; and Emergency Management Records, USPS 500.300</i> are exempt from subsections 552a(d)(1)-(4),
(e)(4)(G) and (H), and (f) because the systems contain testing or examination material the disclosure of which would
compromise the objectivity or fairness of the material. The reasons for exemption follow:
</p>
<p>(i) These systems contain questions and answers to standard testing materials, the disclosure of which would
compromise the fairness of the future use of these materials. It is not feasible to develop entirely new examinations
after each administration as would be necessary if questions or answers were available for inspection and copying.
Consequently, exemption from subsection (d) is claimed.
</p>
<p>(ii) The requirements of subsections (e)(4)(G) and (H), and (f) do not apply because this system is exempt from the
provisions of subsection (d). Nevertheless, the Postal Service has published notice of its notification, access, and
contest procedures because access is appropriate in some cases.
</p>
<p>[70 FR 22513, Apr. 29, 2005]
</p>
<p><b>&#167; 266.10  Computer matching.
</b></p>
<p>(a) <i>General.</i> Any agency or Postal Service component that wishes to use records from a Postal Service
automated system of records in a computerized comparison with other postal or non-postal records must submit its proposal
to the Postal Service Manager Records Office. Computer matching programs as defined in paragraph (c) of &#167; 262.5
must be conducted in accordance with the Privacy Act, implementing guidance issued by the Office of Management and Budget
and these regulations. Records may not be exchanged for a matching program until all procedural requirements of the Act
and these regulations have been met. Other matching activities must be conducted in accordance with the Privacy Act and
with the approval of the Manager, Records Office. See paragraph (b)(6) of &#167; 266.4.
</p>
<p>(b) <i>Procedure for submission of matching proposals.</i> A proposal must include information required for the
matching agreement discussed in paragraph (d)(1) of this section. The Inspection Service must submit its proposals for
matching programs and other matching activities to the Postal Service Manager Records Office through: Independent
Counsel, Inspection Service, U.S. Postal Service, 475 L?Enfant Plaza SW, Rm 3417, Washington, DC 20260-2181. All
other matching proposals, whether from postal organizations or other government agencies, must be mailed directly to:
Manager, Records Office, U.S. Postal Service, 475 L?Enfant Plaza SW., Washington, DC 20260.
</p>
<p>(c) <i>Lead time.</i> Proposals must be submitted to the Postal Service Manager Records Office at least 3 months in
advance of the anticipated starting date to allow time to meet Privacy Act publication and review requirements.
</p>
<p>(d) <i>Matching agreements.</i> The participants in a computer matching program must enter into a written agreement
specifying the terms under which the matching program is to be conducted. The Manager, Records Office may require similar
written agreements for other matching activities.
</p>
<p>(1) <i>Content.</i> Agreements must specify:
</p>
<p>(i) The purpose and legal authority for conducting the matching program;
</p>
<p>(ii) The justification for the program and the anticipated results, including, when appropriate, a specific estimate
of any savings in terms of expected costs and benefits, in sufficient detail for the Data Integrity Board to make an
informed decision;
</p>
<p>(iii) A description of the records that are to be matched, including the data elements to be used, the number of
records, and the approximate dates of the matching program;
</p>
<p>(iv) Procedures for providing notice to individuals who supply information that the information may be subject to
verification through computer matching programs;
</p>
<p>(v) Procedures for verifying information produced in a matching program and for providing individuals an opportunity
to contest the findings in accordance with the requirement that an agency may not take adverse action against an
individual as a result of information produced by a matching program until the agency has independently verified the
information and provided the individual with due process;
</p>
<p>(vi) Procedures for ensuring the administrative, technical, and physical security of the records matched; for the
retention and timely destruction of records created by the matching program; and for the use and return or destruction of
records used in the program;
</p>
<p>(vii) Prohibitions concerning duplication and redisclosure of records exchanged, except where required by law or
essential to the conduct of the matching program;
</p>
<p>(viii) Assessments of the accuracy of the records to be used in the matching program; and
</p>
<p>(ix) A statement that the Comptroller General may have access to all records of the participant agencies in order to
monitor compliance with the agreement.
</p>
<p>(2) <i>Approval.</i> Before the Postal Service may participate in a computer matching program or other computer
matching activity that involves both USPS and non-USPS records, the Data Integrity Board must have evaluated the proposed
match and approved the terms of the matching agreement. To be effective, the matching agreement must receive approval by
each member of the Board. Votes are collected by the Postal Service Manager Records Office. Agreements are signed on
behalf of the Board by the Chairman. If a matching agreement is disapproved by the Board, any party may appeal the
disapproval in writing to the Director, Office of Management and Budget, Washington, DC 20503-0001, within 30 days
following the Board?s written disapproval.
</p>
<p>(3) <i>Effective dates.</i> No matching agreement is effective until 40 days after the date on which a copy is sent to
Congress. The agreement remains in effect only as long as necessary to accomplish the specific matching purpose, but no
longer than 18 months, at which time the agreement expires unless extended. The Data Integrity Board may extend an
agreement for one additional year, without further review, if within 3 months prior to expiration of the 18-month period
it finds that the matching program is to be conducted without change, and each party to the agreement certifies that the
program has been conducted in compliance with the matching agreement. Renewal of a continuing matching program that has
run for the full 30-month period requires a new agreement that has received Data Integrity Board approval.
</p>
<p>[59 FR 37161, July 21, 1994, as amended at 60 FR 57345, Nov. 15, 1995; 64 FR 41291, July 30, 1999; 68 FR 56560, Oct.
1, 2003; 69 FR 34935, June 23, 2004]</p>
</xhtmlContent>
</regulationsPart>
</regulationsChapter>
</regulationsTitle>
</regulations>
	<regulations id="reg2" toc="yes">
<regulationsTitle number="39">
<heading>Postal Service</heading>
<regulationsChapter number="I">
<heading> United States Postal Service </heading>
<regulationsPart number="268">
<heading>PRIVACY OF INFORMATION--EMPLOYEE RULES OF CONDUCT</heading>
<xhtmlContent>
<p>Sec.
</p>
<p>268.1 General principles.
</p>
<p>268.2 Consequences of non-compliance.
</p>
<p><b>Authority:</b> 39 U.S.C. 401; 5 U.S.C. 552a.
</p>
<p><b>&#167; 268.1 General principles.
</b></p>
<p>In order to conduct its business, the Postal Service has the need to collect various types of personally
identifiable information about its customers, employees and other individuals. Information of this nature has been
entrusted to the Postal Service, and employees handling it have a legal and ethical obligation to hold it in confidence
and to actively protect it from uses other than those compatible with the purpose for which the information was
collected. This obligation is legally imposed by the Privacy Act of 1974, which places specific requirements upon all
Federal agencies, including the Postal Service, and their employees. In implementation of these requirements, the
following rules of conduct apply:
</p>
<p>(a) Except as specifically authorized in &#167; 266.4(b)(2) of this chapter, no employee shall disclose, directly
or indirectly, the contents of any record about another individual to any person or organization. Managers are to provide
guidance in this regard to all employees who must handle such information.
</p>
<p>(b) <i>No employee will maintain a secret system of records about individuals.</i> All records systems containing
personally identifiable information about individuals must be reported to the Manager, Records Office.
</p>
<p>(c) All employees shall adhere strictly to the procedures established by the U.S. Postal Service to ensure the
confidentiality and integrity of information about individuals that is collected, maintained and used for official Postal
Service business. Employees shall be held responsible for any violation of these procedures.
</p>
<p>[45 FR 44273, July 1, 1980, as amended at 60 FR 57346, Nov. 15, 1995; 68 FR 56560, Oct. 1, 2003]
</p>
<p><b>&#167; 268.2 Consequences of non-compliance.
</b></p>
<p>(a) The Privacy Act authorizes any individual, whether or not an employee, to bring a civil action in U.S.
District Court to obtain judicial review of the failure of the Postal Service to comply with the requirements of the Act
or its implementing regulations. In certain instances of willful or intentional non-compliance, the plaintiff may recover
damages from the Postal Service in the minimum amount of $1,000 together with costs of the action and attorney fees.
</p>
<p>(b) The Act provides criminal sanctions for individuals, including employees, who violate certain of its provisions.
</p>
<p>(1) Any officer or employee who, by virtue of his employment or position, has possession of, or access to, official
records which contain individually identifiable information and who, knowing that disclosure of the specific material is
prohibited by Postal Service regulations, willfully discloses the material to a person or agency not entitled to receive
it, shall be guilty of a misdemeanor and fined not more than $5,000.
</p>
<p>(2) Any officer or employee who willfully maintains a system of records without meeting the notice requirements set
forth in Postal Service regulations shall be guilty of a misdemeanor and fined not more than $5,000.
</p>
<p>(3) Any person who knowingly and willfully requests or obtains any record concerning another individual from the
Postal Service under false pretense shall be guilty of a misdemeanor and fined not more than $5,000.
</p>
<p>(c) In addition to the criminal sanctions, any employee violating any provisions of these rules of conduct is subject
to disciplinary action which may result in dismissal from the Postal Service.
</p>
<p>[40 FR 45726, Oct. 2, 1975]
</p>

</xhtmlContent>
</regulationsPart>
</regulationsChapter>
</regulationsTitle>
</regulations>
</agency>
</pai>

