[Federal Register Volume 62, Number 91 (Monday, May 12, 1997)]
[Notices]
[Pages 25980-25981]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-12267]


=======================================================================
-----------------------------------------------------------------------

POSTAL SERVICE


Privacy Act of 1974, System of Records

AGENCY: Postal Service.

ACTION: Notice of the addition of a new routine use and modifications 
to an existing system of records.

-----------------------------------------------------------------------

SUMMARY: This document publishes notice of the addition of a new 
routine use and modifications to Privacy Act system of records USPS 
140.020, Postage--Postage Meter Records. The new routine use clarifies 
that the Postal Service may make disclosures to authorized postage 
meter manufacturers for administering postage meter activities. The 
modifications expand the system location to include a centralized site 
and clarify the language of an existing routine use and other segments 
of the system description.

DATES: This proposal will become effective without further notice on 
June 23, 1997, unless comments received on or before that date that 
result in a contrary determination.

ADDRESSES: Written comments on this proposal should be mailed or 
delivered to Payroll Accounting/Records, United States Postal Service, 
475 L'Enfant Plaza SW, Room 8800, Washington, DC 20260-5243. Copies of 
all written comments will be available at the above address for public 
inspection and photocopying between 8 a.m. and 4:45 p.m., Monday 
through Friday.

FOR FURTHER INFORMATION CONTACT: Betty E. Sheriff, (202) 268-2608.

SUPPLEMENTARY INFORMATION: System of records USPS 140.020, Postage--
Postage Meter Records, collects information concerning postage meter 
use. This notice adds a routine use consistent with existing practice 
and postal regulations and clarifies a routine use and other segments 
of the system description as explained below.
    Customers who wish to pay postage using a postage meter may request 
authorization from the Postal Service. If authorization is granted, the 
customer is issued a license to use a postage meter. Postage meters are 
available only by lease from authorized manufacturers. Because the 
Postal Service holds these manufacturers responsible for the control, 
operation, maintenance, and replacement of customer meters, the Postal 
Service and the manufacturers must exchange relevant information about 
the meter holders. For example, if a meter manufacturer cannot locate 
one of its meters in service, the Postal Service requires the 
manufacturer to take several actions. One of those

[[Page 25981]]

actions is to contact the local post office to verify the location of 
the meter holder as shown in meter records kept at that post office. In 
another example, the Postal Service might need to disclose to a meter 
manufacturer that a holder's license has been revoked so that the meter 
can be retrieved by the manufacturer. New routine use No. 2 makes 
express that the Postal Service may make such necessary disclosures to 
an authorized meter manufacturer, its affiliates, dealers, 
subsidiaries, or franchises.
    Minor changes are also made to the system description. Clarifying 
language is added to routine use No. 1. The language does not alter its 
scope of authority but merely conforms to applicable regulations by 
stating which information a requester must provide before the Postal 
Service will disclose information. The system location is amended to 
include the site of a new centralized system for processing license 
applications. In addition, the descriptions of the categories of 
records in the system, the record source categories, and the 
notification procedures are strengthened. Finally, the system manager's 
name is changed to reflect recent changes in organizational units.
    The system changes are not expected to have any effect on 
individual privacy rights. Most information kept within the system 
pertains to businesses rather than individuals. To the extent 
information is kept about individuals, the changes do not in any manner 
alter the nature or broaden the types of information already kept in 
the system. New routine use No. 2 supports a long-standing practice and 
need to disclose information to postage meter manufacturers for 
administering postage meter activities. Information about a meter user 
will be disclosed only as necessary and only to the manufacturer or its 
affiliates, dealers, subsidiaries, or franchises supplying the meter to 
that user. The integrity of information kept will be enhanced by the 
central tracking system. That system will monitor meter inspections by 
manufacturers to provide maintenance of more accurate records. Finally, 
the privacy protections extended to these records are not diminished in 
any manner. Paper records continue to be kept in secured areas of post 
offices, with access restricted to those individuals who have an 
official need. Automated records are protected by security packages and 
password access.
    In addition to the protections imposed by the Privacy Act, the 
Postal Reorganization Act imposes restrictions on the disclosure of 
information of the type kept within system USPS 140.020. The Act does 
not permit the Postal Service to disclose lists of postal customers or 
other persons. It also does not require the Postal Service to disclose 
information that could cause competitive harm. The Postal Service has 
traditionally considered the mailing habits of a particular customer 
exempt from disclosure under the Postal Reorganization Act.
    Pursuant to 5 U.S.C. 552a(e)(11), interested persons are invited to 
submit written data, views, or arguments on this proposal. A report of 
the new routine use has been sent to Congress and to the Office of 
Management and Budget for their evaluation.
    The most recent description of USPS 140.020 appears at 54 FR 43701, 
dated October 26, 1989. It is proposed that the description be amended 
as follows:
USPS 140.020

SYSTEM NAME:
    Postage--Postage Meter Records, 140.020.

SYSTEM LOCATIONS:
    [CHANGE TO READ] Post offices and the National Customer Support 
Center, Memphis, TN.
* * * * *

CATEGORIES OF RECORDS IN THE SYSTEM:
    [CHANGE TO READ] Customer name and address, change of address 
information, corporate business customer information (CBCIS) number, 
business tax identification number, business profile information, 
estimated annual metered postage and annual percentage of metered mail 
by type, post office where mail is entered, license number, date of 
issuance, license application, and transaction documents.
* * * * *

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    [CHANGE TO READ] General routine use statements a, b, c, d, e, f, 
g, h, j, and m listed in the prefatory statement at the beginning of 
the Postal Service's published system notices apply to this system. 
Other routine uses follow:
    1. The name and address of a meter user, and the name of any person 
applying for a permit on behalf of the user, may be disclosed to any 
member of the public provided that the requester at the time of request 
supplies the applicable meter serial number and the name or ZIP Code of 
the licensing post office as they
    2. Records or information from this system may be disclosed to an 
authorized postage meter manufacturer or its affiliates, dealers, 
subsidiaries, or franchises for administering the postage meter 
program. Release will be limited to relevant information about that 
manufacturer's customers only.
* * * * *

 SYSTEM MANAGER(S) AND ADDRESS:
    [CHANGE TO READ] CHIEF MARKETING OFFICER, SENIOR VICE PRESIDENT, 
UNITED STATES POSTAL SERVICE, 475 L'ENFANT PLZ. SW., WASHINGTON, DC 
20260-2400.

NOTIFICATION PROCEDURE:
    [CHANGE TO READ] Individuals wanting to know whether information 
about them is maintained in this system of records must address 
inquiries in writing to the postmaster of their licensing post office. 
When making this request, an individual must supply the license number 
and his or her name as it appears on the meter license.
* * * * *

RECORD SOURCE CATEGORIES:
    [CHANGE TO READ] License applicants, licensees, postal officials 
administering meter licenses; and authorized manufacturers of postage 
meters.
Stanley F. Mires,
Chief Counsel, Legislative.
[FR Doc. 97-12267 Filed 5-9-97; 8:45 am]
BILLING CODE 1170-12-P